Fluent Essays

Assignment Content Resource: Project Performance and Completion Presentation Grading Guide Continue using the organization and project your team selected in Week 2. Do not use Speakers Notes in your slides; instead, include all content in the body of your slides. Create a 1-2 slide visual presentation on the teams Week 2 project, including responses to the following project performance measurement and project closure items: Explain how Agile project performance measurement differs from the traditional methods. - Project “Fill the Well”: Project Plan Learning Team 3 Sam Curry, Erra Fields, Phyllis Mebane-Moses, Dave Miller, Yara Morales University of Phoenix CPMGT/303 Steve Knabe 19 July 2021 • Purpose of Plan – Dave • Introduction - Dave • Background Information • Project Approach • Success Criteria • Goals and Objectives - Yara • Scope - Erra • Scope Definition • Not in Scope • Risk Assessment • Project Budget • Projected Milestones Project “Fill the Well”: Project Plan Outline • Assumptions/Constraints - Phyllis • Project Assumptions • Project Constraints • Related Projects • Critical Project Barriers • Project Management Approach - Sam • High Level Timeline • Roles & Responsibilities • Issue Management • Communication Plan • Approvals - Lead Project “Fill the Well”: Purpose of the Plan The “Fill the Well” Project Plan will provide a definition of the project, including the project’s goals and objectives. Additionally, the Plan will server as an agreement between the following parties: Project Sponsor, Steering Committee, Project Manager, Project Team and others associated with and/or affected by the project. Project “Fill the Well”: Introduction Background Information The COVID-19 global pandemic has put a strain on our organizations general disaster relief fund which provides financial relief to people in need following domestic natural disasters. The fund relies solely on generous donations from our organization, employees, and the public. Based on our completed analysis, we have an urgent need to kick-off an aggressive fundraising project to “fill the well” of this critically depleted account that provides relief to so many in time of need. Project Approach The project will follow an incremental, phased approach beginning with internal fundraising activities and migrating to external fundraising based on performance to pre-determined fundraising goals. Due to the critical need, the project duration is 12 weeks to reach our $10M relief fund goal. Major Project Milestones (Project Management Institute, 2017): • Week-1 – Charter complete, stakeholders Identified, approval to proceed obtained. • Week-2 – Scope defined, requirements understood, WBS/Activities defined, schedule complete, resources identified, cost and budget defined, risk assessed, communications defined, procurements defined, project management plan complete. • Week-3-11 – Execute, monitor, and control. • Week-12 – Close project – release project team, close accounts, risks, and procurements, and document lessons learned Success Criteria Project success will be assessed against achieving our $10M fundraising objective within the 12 week project schedule. Business Goals and Objectives (SMART) • Kick off an aggressive Fundraiser • Establish Fundraising Goal of 10M within 12 Weeks • Raise Funds to provide aid to those in needs • So many people are suffering from the COVID19 global pandemic. People are out of work and in need of shelter and food. This is the best time to take on this project. • Project Goals and Objectives (SMART) • Approve Charter and Project Plan • Identify and procure resources needed for fundraiser execution • Conduct “Fill the Well” Fundraiser project to achieve Fundraising goal of 10M dollars. • Complete all Project Task as defined in the project plan • Close out the fundraiser project with successful attainment of 10M fundraising goal • Project “Fill the Well”: : Goals and Objectives Scope • Provide staff with a thorough understanding on what is required to setup and execute a successful fundraising event. • Define resources and responsibilities • Analyze Cost and budget to support a successful event • Selection of venue large enough to accommodate a large crowd. • Selection of caterers, guest speakers, florists Not in Scope of Project • Transportation to and from event • Flight and travel expenses Project “Fill the Well”: : Scope Risk Assessment NOTE: The Risk Assessment will be continuously monitored and updated throughout the life of the project, with monthly assessments included in the status report (see Communications Plan) and open to amendment by the Project Manager. Project “Fill the Well”: : Scope Risk Risk Impact Level (L/M/H) Probability of Event (L/M/H) Mitigation Strategy Unrealistic expectations M M Focus on transparency with all stakeholders involved. Ensure the team understands the scope of project by meeting with them weekly. Failure to anticipate donor trends H L Communicate and engage with donors frequently, assess donor attitudes and preferences over time Misappropriations of donations H M Designate a fundraising manager and direct monies received to that person. Failure to provide proof that donated dollars were spent in accordance to donor intent. H L Train staff on how to track and record expenses associated with fundraising events. • • Project “Fill the Well”: : Scope Projected Budget: $88,500 Projected Expenses Date Due Budget Actual (Under) / Over Administrative / General Insurance $ 3,500.00 Payroll Taxes $ 4,000.00 Food and caterers $ 5,000.00 Other $ - Total $ 12,500.00 $ - Location / Venue Venue Rental (holds 1000) $ 7,000.00 Furniture rentals $ 9,000.00 Live Entertainment $ 3,000.00 Other $ - Total $ 19,000.00 Marketing Website $ 700.00 Printed Marketing $ 500.00 Promo Materials $ 500.00 Internet Marketing $ 300.00 Other $ - Total $ 2,000.00 Labor Expenses Payroll (150 employees) $ 50,000.00 Training $ 5,000.00 Other $ - Other $ - Other $ - Total $ 55,000.00 Other $ - $ - $ - $ - Other $ - Other $ - Other $ - Total Total Startup Expenses $ 88,500.00 $ - $ (88,500.00) Projected Milestone The following represent key project milestones, with estimated timeframes: Project “Fill the Well”: : Scope Milestone Estimated timeframe Select venue and major vendors for fundraising event Two weeks Begin Event promotion Two- three months (will be continuous until event takes place Book caterers, florists, and remaining vendors Two weeks Gather guest speakers for day of event. Three weeks Project Assumptions The following assumptions were made in preparing the Project Plan: • All relevant stakeholders and project team will attend weekly and/or monthly meetings • Technical expertise to create a Project Dashboard • All project team members have the required skills for fundraising • We will get all the resources and equipment needed • A fundraising event checklist will be created Project Constraints The following represents known project constraints: • Risk - Failing to comply with Charitable Registration Laws • Cost - Estimating cost of budget for marketing, administrative, software, etc. • Schedule - Is 12wks ample time for Internal/external donors to buy- in and give generously enough to meet the $10M donation goal • Risk – Transparency - how contributed monies will be spent Project “Fill the Well”: : Assumptions/Constraints Related Projects The following are known related projects: • Pledge Challenges • Peer-to-Peer Fundraising • Local Restaurants Partnerships Critical Project Barriers Critical project barriers are insurmountable issues that can be destructive to a project’s initiative, such as removal of project funding or natural disasters. Should any of these events occur, the Project Plan would become invalid. • Reduction in donations • Relying solely on donations • Maintaining trust Project “Fill the Well”: Assumptions/Constraints Project “Fill the Well”: Project Management Approach Project High-Level Timeline • Complete Project Charter 12-19July • Complete Project Management Plan 20-26July • Conduct Fundraiser wk3-11 • Distribute flyers and online advertisement to raise awareness of “Fill the Well” Fundraiser within DHS • Conduct weekly status meeting EOW • Conduct Monthly Executive level Status updates • Finalize fundraising total and close project week 12 Project “Fill the Well”: Project Management Approach Name Role Responsibility Phone/email Mr. Smith Executive Director Ultimate decision maker and tie breaker 555-555-5555 John Doe Steering committee lead Portfolio success, meeting strategic objectives 555-555-5554 Team 3 Project Manager’s Manages project in accordance to Project Plan 555-555-5556 TBD Organization area rep Manage fundraising personnel in each org area 555-555-5557 various Fund raising personnel Advertise, distribute information and collect funds/direct deposit various Project Roles and Responsibilities Project XYC: Project Management Approach Issue Management (Baker, 2007) 1) Defines ground rules and procedures that the team will use to define and manage issues throughout the lifecycle of the project 2) Issue Identification a) Identify issues at play during the project 3) Issue Prioritization classification a) Create a prioritized list of issues present in the project. Focus on issues that will be responded to monitored and controlled 4) Issue Response Planning a) Team developed responses to top issues from prioritization. Identify issue owner. 5) Issue Action Implementation a) Set objectives, goals, strategy and tactics for actions taken in response to an issue 6) Issue Monitoring a) Identified issues need to be monitored for occurrences as well as any issues not previously identified that may occur 7) Gather Lessons Learned a) Valuable part of issue management allowing project managers to improve their issue management process as new information become available Project XYC: Project Management Approach Communication Plan  Executive status reports will be provided monthly during the fundraiser with less detailed fundraising dashboards updated and provided to executive leadership and the steering committees throughout project execution.  Weekly Project team meetings will be conducted to determine percentage of fundraising goal completion and to address any potential issues identified during daily meetings that pose risks to project. Finding and results will be uploaded to the project dashboard for fundraising goal tracking updates.  The project team will conduct daily meetings to ensure the project is maintaining schedule and budget to identify issues and implement controls based on approved risk management plan. Finding and results will be uploaded to the project dashboard for fundraising goal tracking updates.  Organization area Representatives will provide daily tallies including fundraising results to project managers. Project “Fill the Well”: Approvals Sign-Off Sheet I have read the Project Plan and will abide by its teams and conditions and pledge my full commitment and support for the Project Plan. ________________ _________ Executive Director Date ________________ _________ Committee Lead Date ________________ _________ Project Manager Date Project “Fill the Well”: References Project Management Institute, (2017). A guide to the project management body of knowledge (PMBOK guide) / Project Management Institute. (6th ed.). Project Management Institute, Inc.. baker, E. (2007). Youve got way too many issues. http://www.pmi.org/learning/library/project-risk-management-issues management-7267 Slide 1 Slide 2 Slide 3 Slide 4 Slide 5 Slide 6 Slide 7 Slide 8 Slide 9 Slide 10 Slide 11 Slide 12 Slide 13 Slide 14 Slide 15 Slide 16 Project “Fill the Well”: References