Kassandra Winters

SAMPLE

Rose City Kidtopia

Kassandra Winters

MGMT 404 Project Management

DeVry University Online

October 21, 2014

Kassandra Winters

Table Of Contents

Business Memo

Executive Summary

Project Charter

Work Breakdown Structure

Network Diagram

Risk Management Plan

Resource Management Plan

Communication Plan

Lessons Learned Documentation

References

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Business Memo

The following content are a completed project plan for the Rose City Kidtopia proposal. The

contents of this plan include, the Project Charter, The Scope Statement, Work Breakdown

Structure, Network Diagram, and Risk & Resource Management Plans. Also include in the

contents are the Communications Plan and Lessons Learned documentations of the completion

of the project. Visual components of diagrams are include in contest as well. Any additional

inquires may be direct to Project Manager, Kassandra Winters.

Executive Summary

In recent view of the growth and development, the City of Tyler, Texas strives to maintain

community relations in the effort to strengthen relationships with city leaders. The City of Tyler,

implemented a community redevelopment and revitalization plan. The plan includes various

businesses, organizations, and volunteers joined in a valiant effort to accomplish this goal. The

plan list a number of ideas, among those are revitalization efforts for community parks. The

proposal of the Rose City Kidtopia is on step further in achieving their goal. The project will

attempt to create a playground for children of all ages. The playground will be in the theme of

local landmarks around the City of Tyler. Work will mainly be dependent on donated materials

and volunteer work. Expertise playground construction input by project manager and city Parks

& Recreation employees. The project is an attempt to aid in efforts with the City of Tyler and

community leader build stronger relationships.

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Project Charter

Project Name: Rose City Kidtopia

Start Date: September 7, 2014

Scheduled Completion Date: October 27, 2014

Project Manager: Kassandra Winters

Owners: City of Tyler, Texas

Mission

Redevelopment of city playground or possible new playground. Plan to incorporate revitalizing

efforts

SOW

The project will attempt to create a playground for children of all ages. The playground will be in

the theme of landmarks around the great city of Tyler, Texas. Work will be dependent on

donated materials and volunteer work with expertise playground construction input from project

manager and local Park & Recreation employees.

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Objectives

Redevelopment of an existing playground or the construction of new playground while aiding

city leaders and the community strengthen relationships.

Business Need

The project should be approved, because it will give community and city officials an

opportunity to work together to achieve the common goal of obtaining a better relationship,

amongst all concerned.

Project Manager & Stakeholders

Kassandra Winters – PM

City of Tyler, Texas and the citizen of Tyler.

Milestones

Design date, Date of groundbreaking, Date of 50% completion, Completion Date

Budget

Major budget item will be to raise money, if enough donations (money & materials) are not

made for completion of project. Labor may play a factor, if Parks employees are used in excess.

User Acceptance Criteria / Quality

Community input on design, safety, and accessibility.

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High-Level Project Assumptions

Assumptions are that the community will be more than willing to contribute to the success of the

project

High-Level Project Constraints

Materials and Labor, Lack of donations and volunteers

Exclusions and Boundaries

Project cannot take a life of its own. Has to stay within confined areas designated for project or

playground. Simple design of landmarks. Agreed upon landmarks that will be represented.

Major Risk

Cost of project. Approval from city officials of project and possible site project.

Key Stakeholders

Project manager Authority Level

High-level approval with exception of approval that has to come from city officials.

Project Core Team

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City of Tyler

Volunteers

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Subject Matter Experts

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Parks Department Staff

Scope Statement

The proposed construction of the playground will be a major attempt to revitalize a community

within the city limits of Tyler, Texas. The playground will be design with landmark around

Tyler. The landmarks represented are the Rose Garden, Rose Stadium, Tyler Junior College,

University of Tyler Hospital, and Texas College. Also presented will be the Goodman Museum,

as well as the infamous Red Brick streets.

Other aspects of the playground will be a walking trail around the entire playground representing

Loop 323 that circle around the city of Tyler. The playground should be a safe and enjoyable

environment for all ages to enjoy. The process intended to complete this project are, approval

from city officials, obtain site for playground, and secure volunteers and materials. Donations

will also be collect for engraved brick for use of construction of walking trail.

Goals to address mission

The main objective of the project is to build stronger relationships between city officials and

community leaders.

Provide an environment of safety and enjoyment for the community and the City of Tyler.

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Project Description and Project Product

A Playground designed with landmarks of the City of Tyler, Texas. Landmarks represented are

the Rose Garden, Rose Stadium, Tyler Junior College and the infamous red brick streets. Also

represented would be the Goodman Museum

Another aspect of the playground will be a walking trail around the entire playground

representing Loop 323 that circles around Tyler. The playground should be a safe and enjoyable

environment for all ages. The steps that are intended to complete the project are, Approval from

City, obtain site for playground, and secure volunteers, materials, and donations

Project Deliverables

The deliverables for this project is the playground will be a replica of the city of Tyler, Texas

with the design and construction performed by volunteers from the community volunteers along

with city officials and city labor. Donations for project made in form of purchasing an engraved

red bricks.

Milestones

Scope defined and approved September 8, 2014

Obtain approval from city officials

Obtain site and approval

Project requirements complete September 15, 2014

Project design complete September 18, 2014

Advertise for sponsors, volunteers, materials, and donations September 22, 2014

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Ground breaking for playground September 29, 20 14

Construction of playground complete October 24, 2014

Final inspection of completed project October 25, 2014

Introduction to public October 29, 2014

Project Objectives

Cost and schedule are mainly depended upon and donations and community volunteers.

Project Assumptions

Strengthen relationships between city officials and community leaders and volunteers. Assist in

revitalization.

Project Constraints

City approval and limited donations and volunteers.

Exclusions

The project should be located in a part of the city designated for revitalization and all playground

equipment is to be constructed as replica of city landmarks.

Acceptance Criteria

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The project should meet all city and state code regulations to obtain a safe play environment

while aiding in revitalizing of community. Various inspections such as electrical and safety will

be conducted in accordance to OSHA.

Technical Requirements

The playground should provide a fun and safe environment for children of all ages.

Work Breakdown Structure

The following WBS Gantt Chart snapshot indicates that project objectives are to be performed

by both external and internal project team members. It is crucial that the completion date is

adhered to at all times. The advertising for donations and volunteers are to be done in accordance

with start date. It is also important that it is agreed upon and understood by stakeholders that this

project is to be considered a time-constraint project.

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The risk that could possibly affect time-constraint construction will be discussed in the Risk

Management section.

Network Diagram

A schematic display of the logical relationships among the project schedule activities.

Always drawn from left to right to reflect project work chronology. (Pinto 496)

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The following is a display of the Network Diagram for the Rose City Kidtopia. This diagram

demonstrates the project schedule activities. Most activities are time constraint with minimal

risk. It is imperative that all schedule task adhere to schedule as much as possible. The network

diagram is a snapshot of some of the activities.

Risk Management and Analysis

In any project, there are risks involved in the success of the project. The possible risk for Rose

City Kidtopia have been assessed and listed below. The risks are listed from the least expected

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risk to the highest level of expected risk. Also included is the risk assessment table. The table

shows a detailed explanation of the risk assessed for this project. The table shows different

categories of the risk. Such things that categorized the risk are, the risk itself, date of risk, rank of

the risk, phase within project that risk occurred, probability of risk occurring, impact of the risk,

effect of risk, mitigation of risk. Other categories of the table are event that triggered the risk and

a contingency plan for the risk in the event that the risk occurs.

Possible Risk

Risks are listed from low-level risk to highest- level risk. Because the project is time-constrained,

any schedule delays that occur will require added resources and possible additional cost to

project.

Denial of project by city

Equipment malfunction

Delay in city approval

Delay in design

Weather

Budget changes due to lag in timeline

Shortfalls (donations)

Accessibility to Handicap

Delay in construction due to labor

Safety Regulations

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Risk Matrix

Imp

act

9-

10 0 0 0 0 0

7-8 0 1 0 0 1

5-6 3 1 0 0 0 Zone Total:

1

3-4 4 0 0 0 0 Zone Total:

1

1-2 0 0 0 0 0 Zone Total:

8

1-

20% 21-40% 41-60% 61-80%

81-

100%

Probability

High Level Risk – Denial of project

The Project can ultimately be denied by the city of Tyler. The city may feel that the project may

not be feasible to partake in. If the city decides not to approve the project, the project manager is

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responsible to try to reduce as much risk as possible that would be associated with the risk. The

projected manger is also responsible to try to convince the city of Tyler why this is a good

project for the city to approve and maintain as many volunteers to lighten burden of city

employees.

High Level Risk – Delay in city approval of project

Expected delay in city approval can cause the start of constructions. Assumptions for delay are

the accessibility of the site chosen. Project Manager is task with the duty to try to secure more

than one site for possible construction of playground. The site for approval must be located in an

area of the city designated for revitalization. Site suggestions and approval is contingent on

community input.

Resource Management

The steps taken to secure permits cite for playground, plans and proposal were submitted to city

for approval. Request for bids on equipment and design for playground advertised in newspaper,

radio and word of mouth. Contracts for electrical and plumbing submitted and approved

Advertising for donations and volunteers were through flyers, newspaper, and radio.

Advertising also used for painters and landscape.

Safety measures were a very big concern for all involved. City and state inspectors obtained to

do weekly inspections at no cost to project. The groundbreaking announced with use of

television and newspaper as well as local radio. The lack of materials and volunteers posed a

small problem for a few of the weekend. Project Manager instructed project team to come up

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with new way to secure more donations of materials and volunteers. The inspections for the

plumbing showed a few problems with leaking water. Plumber quickly rectified problem with

the help of city labor. Securing cites was a bit of a problem with community stakeholders.

Cite was eventually donated by Friends of the Park. This organization helps with the events and

maintenance of city parks. Volunteers for labor were slow in the beginning.

Extensive advertising and flyers printed and handed out help to rectify the problem. More

weekend end volunteers were needed. Cite Manager spoke with volunteers and an agreement

with volunteer more during week and bring at least on other volunteer with them

The resources used for the project consist mainly of the Project team, System Administrator,

System Analysis, Wiring contractor, Plumber, Cite manger. There will be times that the project

manager may be over allocated in the workload. When this overload occurs, the project manager

will assign small task to a member of the project team. A Resource usage report is included for

further explanation of resource management.

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Communications Plan

Stakeholders

Kassandra Winters - Project Manager

City of Tyler, Texas

City Mayor – Martin Heines

City Manager – Susan Guthrie

City Planner – Heather Nick

Team members and Contractors

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Document

Description

Audience Expected

Action

Comm.

Class

Input

Method

Output

Method

Frequency Responsible

resource

Project

Status Report

All project

team members

Individual

Status Reports submitted

in weekly meetings

Mandatory Status

update report

Meeting

Notes in report

Weekly Team member

Project

Status Meeting

All project

team members

Updated

project Statue of all risk

Mandatory In person Summary

of report of project status

Weekly Team

members

Executive Status Update

Project manager

Updated Project Status

reports and escalated

risk

Mandatory Template form for Formal

Status Report

Project manager Summary

status report

Bi-Weekly Kassandra Winters

Issues of project status

All project team members

Submit as per occurrence

Mandatory Form available during

weekly meeting

Risk Assessment report

As risk occur Team member

Sign off

Phase

All project

team members

Review all

deliverables as of date

Mandatory Phase

completion Checklist

Phase

Review report and summary

All Phases Heather Nick

Method for updating Communication Plan The communication plan will be reviewed and updated as necessary during bi-weekly

Executive status report meetings. Any changes to the communication plan will be approved

and sign off by city manager. Other team members will be notified of changes during weekly

meetings.

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Existing Systems There are biweekly city council meetings that all project members are invited to attend.

These meetings are intended to help keep all stakeholders updated on progress of project.

Escalated Process

The initial review of inherent risk will be during weekly status report meetings by

information gather on risk management reports. The risk is graded (A-High) (F-Low). The

Project Manager will identify risk that will escalate any risk or issue not resolve during the

week. If risk is not resolve by following weekly meeting, the risk is assigned to an executive

team member.

Audit Process

The project will have unscheduled and scheduled audits during the entire project. A review

committee, selected by stakeholders will conduct audits for the project. All audits will be

complied and review with major stakeholder of the project along with the final audit of the

project. Scheduled and unscheduled audits will sign of by the City Manager. After each

scheduled audit, all project team members are updated on progress in weekly meetings.

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Final Audit

High-level stakeholders, a community leader, and the review committee will conduct the

final audit. The Final audit will be the start of the conclusion of the project. This audit will

consist all aspects of the project from the initial start to the day of presentation to the public.

The audit will also include performance reviews for all Project Team Members, Safety, and

quality inspection reports generated by OSHA. A copy of the final audit will be given to the

Mayor of Tyler for final approval. At this time, the mayor is expected to give his conclusion

as to the success of the project.

Stakeholders Review.

Upon the conclusion of all audits the finalized, the High-level stakeholders and City Council

members will then review the entire project along with community review and render their

opinion as to the success of the project - Rose City Kidtopia. City Council members will

review community feedback, community participation in the project and the overall cost of

the project for both the city and the community.

Conclusion / Recommendations

To embark on a journey alone is not always the best choice. Revitalization of a

community involves not only the community but the city, often the state too.

The construction of the ROSE CITY KIDTOPIA proved that a city and a

community could join and work together. Visitors to the playground enjoy the

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safe and enjoyable atmosphere that it provides. Visitors and community

members commented that this is an added attraction to the city of Tyler, Texas.

This project taught the project team the mechanics of a large project. The

Project Manager participated in a project of this nature as a park employee. The

opportunity to be part of the project team for the current Project Manager was

not available only on the construction crew. The scheduling of resources was a

bit off and there were a few minor glitches in the delay of a few important

dates. The conclusion of the project went better than anticipated. The project

would have been exciting if it was a reality.

References

http://www.cityoftyler.org/

Pinto, Jeffery K. Project Management: Achieving Competitive Advantage, 3rd Edition. Pearson

Learning Solutions, 7/2012.