Project Management Plan

Meals on Wheels

APRIL 28, 2015

Kyle Hammon & Matthew Pipes

Table of ContentsExecutive Summary.....................................................................................................................................2

Project Initiation..........................................................................................................................................3

Project Charter........................................................................................................................................3

Termination Agreement........................................................................................................................12

Project Planning.........................................................................................................................................13

Communication Plan.............................................................................................................................13

Meeting Agenda Sample........................................................................................................................14

Meeting Minutes Sample......................................................................................................................15

Issues Log..............................................................................................................................................16

Email Sample.........................................................................................................................................17

Progress Report Sample........................................................................................................................18

Project Scope Statement.......................................................................................................................20

Work Breakdown Structure...................................................................................................................21

Network Diagram..................................................................................................................................22

Responsibility Matrix.............................................................................................................................23

Risk Management..................................................................................................................................24

Project Execution.......................................................................................................................................25

Project Team Directory..........................................................................................................................25

Resource Usage Report.........................................................................................................................26

Change Process......................................................................................................................................27

Project Closure..........................................................................................................................................28

Lessons Learned....................................................................................................................................28

Archive Project Documents...................................................................................................................29

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Executive SummaryIn coordination with the Aging and Disability Resource Center (ADRC), the project team from Chippewa

Valley Technical College (CVTC) will design eight storyboards for the celebration of the 25th anniversary

of the passage of Americans with Disabilities Act (ADA) and the 50th anniversary of the passage of the

Older Americans Act (OAA). To do this, the team will contribute original content through photography,

interviews, and research to include in the storyboards.

The ADRC is holding an event to celebrate these landmark anniversaries and requires help to publicize

the event. By collaborating with the CVTC project management team, the ADRC can benefit from the

experience and expertise of the project team; likewise, the CVTC project management team can

demonstrate the skills and abilities they have learned through CVTC’s Business Management Program.

The project management team is comprised of CVTC students near completion of their program. Skills

that have been learned include networking, communication, Microsoft Office mastery, and business

etiquette. The team also has experience working in diverse forms of business and has learned the

importance of proper organization and time management. The team has management and leadership

experience in retail and service settings that include personnel management, inventory control, design

experience, and sales.

Through the knowledge, skills, abilities, and experience the project management team has, the team will

be able to provide the ADRC with high quality storyboards. These storyboards may then be used to

enhance and publicize the event that they are planning to celebrate the 25th and 50th anniversaries of

the ADA and OAA respectively.

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Project Initiation

Project Charter

Scope Overview

In coordination with the Aging and Disability Resource Center (ADRC), the project team from Chippewa

Valley Technical College (CVTC) will contribute original content and images that will be used in the final

production of informational displays celebrating the 25th anniversary of the passage of the Americans

with Disabilities Act (ADA) and the 50th anniversary of the passage of the Older Americans Act (OAA). The

goal is to help the ADRC focus attention on the important long term effect of those acts for the people in

Eau Claire County. The project team will contribute original informational content and images for up to

eight storyboards in total.

Business case

As the ADA and the OAA mark their anniversaries, it is important for the ADRC to inform the public

about the benefits those acts have had for countless people in Eau Claire County. As the ADRC

participates in celebrations in conjunction and partnership with many area organizations this year, the

CVTC project management team has the opportunity to contribute to a landmark commemoration by

providing informational content that will showcase the legacy of positive effects that the acts have had.

By utilizing the talents of the CVTC project team, the ADRC will be able to better inform and educate the

general public in Eau Claire County about how and why these acts have enriched people’s lives in the

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communities that they live in; in addition, this will also highlight the talent and dedication of the

students in the Business Management program at CVTC.

Background

Because it is important to recognize the positive long-term benefits these acts have had for so many

people in on Eau Claire County, businesses are partnering with service agencies to participate in a major

commemoration throughout Eau Claire County. This is the first time that a project like this has taken

place at the ADRC, as well as the first time CVTC project management students have had the

opportunity to showcase the professional skills and ethical commitment they have learned at CVTC

while performing a service learning project with a sponsor agency in the community.

Milestone Schedule

Kick off meeting...................................................................................................................1/29/15

Common Meeting Times established...................................................................................2/13/15

Deadline for first 2 submissions...........................................................................................3/6/15

Storyboards are approved by Board of Directors.................................................................3/9/15

Eight complete storyboards submitted................................................................................4/28/15

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Acceptance/Success Criteria

By the end of April eight storyboards are complete, approved, and ready for display by the ADRC at

many locations throughout Eau Claire County.

Risks, Assumptions, and Constraints

Risks:

The project may not get approved by the ADRC board of directors.

Illness or other factors impeding schedule.

Project scope or goals may be requested to change by ADRC.

Project could be pushed back in date.

Political climate could change the organization.

Assumptions:

The ADRC is covering any potential cost for the storyboards.

The ADRC will be available for counsel advice and guidance.

Any images taken will be released to the ADRC.

CVTC will be mentioned as a contributor to the project.

Terms and conditions agreed upon will not change.

The organization will continue to exist.

Project team will incur all costs of transportation.

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Constraints:

Project must be completed by April 30, 2015.

Project is contingent on the approval from the board of directors at ADRC.

Small group size.

Both group members have crowded schedules.

Political issues involving the agency.

Resource Estimates

The ADRC will cover the costs and set the budget for the storyboards. This project is not

expected to incur any further costs to the ADRC.

The project team’s volunteer time and effort will be the primary resource.

Stakeholder List

Internal Stakeholders

o Aging and Disability Resource Center (ADRC) and Event Planning Committee

o Project management team

o Chippewa Valley Technical College (CVTC)

o ADRC Board of Directors

External Stakeholders

o REACH Foundation

o CET

o Senior Center

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o Abby Vans

o Eau Claire community

o Media

o Local Businesses

o Elderly and Disabled Citizens

Unaware Resistant Neutral Supportive LeadingProject Team CADRC CREACH CAbby Vans C DSenior Center CKay Radlinger C DBob Wing C DCVTC Instructor CBoard of Directors CCommunity C DMedia C DLocal Businesses C DSeniors and Disabled Citizens

C D

Stakeholder Project Awareness (C=Current, D=Desired)

What is important to this stakeholder?Stakeholder Project Team ADRC CVTC Instructor Board of Directors REACH Abby Vans Senior Center Kay RadlingerPower 2 3 1 1 1 0 0 0Interest 3 3 2 1 2 1 2 2Influence 3 3 2 1 2 0 1 1Impact 3 3 2 2 3 1 1 1Urgency 3 3 3 1 0 0 0 0Legitimacy 3 3 3 3 1 1 1 1Total: 17 18 13 9 9 3 5 5

What is Important to Stakeholders

Internal External

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Team Operating Principles

1. Think outside the box/creatively

Think of unique or creative solutions when necessary.

Example of misconduct: Getting stuck in a rut, and not trying to use alternate methods to problem solve or create.

Consequence: Project might suffer from lack of good information and creativity.

Mitigate: Brainstorm in meetings. Brainstorming helps encourage innovation. Attempt to try alternative methods to solve problems when current methods fail to produce results.

2. Keep commitment

Staying committed to the project to the end.

Example of misconduct: Giving up partway through the project.

Consequence: Project fails or is incomplete.

Mitigate: Constant, open communication, and reminders about why we are doing this.

3. Timely communication – especially with bad news

Communicating updates with the project via phone, text message or email.

Example of misconduct: Waiting a week to tell the group something important.

Consequence: Setbacks in the project.

Mitigate: At the end of each meeting, say when the next time we will communicate will be. We have access to technology like smart phones that allows us to communicate at virtually any time, as needed, so we will use them.

4. Respect

Keeping respectful of the ADRC, its time, and its opinions.

Example of misconduct: Missing appointments, meetings, obligations, anything that shows disrespect to the ADRC’s time.

Consequence: Setback the project.

Mitigate: Commit to doing what you say you will do.

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5. Regular meeting

Meeting as often or as little as the sponsor and project team deems necessary for the integrity of the project.

Example of misconduct: Not keeping regular meetings.

Consequence: Bad organization.

Mitigate: Keeping a regular time that we both are consistently available and communicating changes. Also keeping open channels such as email and telephone.

6. Respect Confidentiality

Keep personal and sensitive information we learn private.

Example of misconduct: Revealing sensitive information to outside parties.

Consequence: Loss of trust, creates extra problems to deal with outside the project.

Mitigate: Be responsible and conscientious of sensitive information.

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Lessons Learned

Communication is important because it keeps everyone on the same page. This eliminates confusion as

to what is expected and how events might be effecting progress or goals. Timely communication is

essential to be able to adapt to different situations when they change. For example, a problem that was

caught right away might not end up being a big problem if it was communicated and dealt with

immediately; however, if it was ignored or put off, it could become a very large problem.

Time management is critical to project success, as the project team is working on a strict time-based

deadline to produce the required work. The project management team has learned from past

experiences that poor time management leads to poor results. By setting regular meetings to work and

plan, the team hopes to manage time effectively and avoid the pitfalls of poor time management.

Proper management of our resources is essential to the timely and efficient completion of the project.

Poor management of our resources results in an inefficient and low quality result. By understanding the

resources available and using them to their maximum potential we can have a successful, high quality,

and efficient project result.

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Signatures and Commitment

By signing this document, all parties agree to the project charter as outlined and recognize that any changes to this

charter are contingent upon the agreement of all signers.

XKaylynn Stahlbusch

Sponsor

XMatt Pipes

CVTC Project Management Team

XKyle Hammon

CVTC Project Management Team

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Termination Agreement

This project may be terminated for any of the following reasons:

1. The project was not approved by the ADRC board of directors.2. The ADRC ceases to exist or radically changes.3. Death, illness, or any other extenuating health reasons.4. Mutual agreement by all members of the project team that the project should be terminated.

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Project PlanningCommunication Plan

ID Communication Vehicle Target Audience Description/Purpose Frequency Owner Distribution vehicle Internal/External?1 Weekly Status Report Instructor - CVTC Report Weekly

progressWeekly Team Email I

2 Email Varies Varies Varies Varies Email I/E

3 Text messages Team Communication

Instant communication

When opportune

Team Phone I

4 Phone Calls Varies Important information exchange

When opportune

Varies Phone I/E

5 Project team Meetings Team Collaborate information

Weekly Team Face to face I

6 ADRC Meetings Team and Sponsor

Collaborate information

Bi-Weekly Team/Sponsor Face to face I

7 Project Management Class

Project Team Update eachother Weekly CVTC Face to face I

8 Notes Project Team Inform, Recap, Drive action

Varies Team Face to Face, Electronic

I

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Meeting Agenda Sample

ADRC Meeting Agenda 3-13-15

I. Board Meeting

a. Thoughts, Recommendations

b. Changes to be made

II. The next six storyboards

a. Theme

b. Contents

III. Project Charter

a. Explanation

b. Signatures

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Meeting Minutes SampleADRC Meeting Agenda 3-13-15 Minutes

In attendance: Kaylyn Stahlbusch, Jessica Krause, Kyle Hammon, Matt Pipes

I. Board Meeting

a. Thoughts, Recommendations Discussed adding and emphasizing a more humanitarian

focus on the storyboards. Including information retrieved through interviews on each

storyboard. Copyright is to be checked by Jessica on a couple of the images that were

used and were popular with board.

b. Changes to be made Each essential date to each of the laws’ history is to be made into

its own board with the emphasis placed on the humanitarian aspect, this will total 12

boards to span the 6 dates associated with each law. The humanitarian aspect of each

board does not necessarily have to coincide with the date.

II. The next six storyboards

a. Theme The theme is to be decided by committee meeting on April 2nd.

b. Contents Each board will have its own date and its own humanitarian aspect. This will

total 12 boards in the design of the original storyboards presented at kickoff meeting.

Project team will open communication with Adrian Klenz with REACH Inc. to set up

interviews and leads for humanitarian information.

III. Project Charter

a. Explanation Group went through the project charter and made minor detail edits that

will be updated in the official charter and sent back to Kaylyn by the project team next

week (between 3-16 and 3-20).

b. Signatures Signed and approved by all party members pending changes.

Other details: Overall event has been moved to September instead of July. By Friday 3-20, the project team will send outlines of the storyboard designs to Kaylyn to review with the committee. It was also decided that Kaylyn would be copied on the project updates from here on out starting on Monday, 3-16.

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Issues Log

Issue Date Open Originator Potential Impact Progress

Issue Date Open Originator How Resolved Date ClosedNeed to contact potential sponsor Feb K&M Phone call to contact to set up meeting FebSchedule regular meetings with sponsor Feb K&M Face to face meeting with sponsor FebSet deadline for first project submission Feb Sponsor and Team Face to face meeting with sponsor FebCreate timeline template for data 21-Feb-15 K&M Split up the work between eachother March

Need Photographs for project 21-Feb-15 K&MSet up meetings to take photographs at

several organizations March

Keeping Photographs at a print of 300dpi March Sponsor and TeamUtilized Adobe Photoshop to increase dpi of

pictures April

Maintaining ownership of project March Matt

Communication with project team and instructor. Decided integrity will be

maintained if pictures are of original content. April

Open Issues

Closed Issues

Issues Log

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Email Sample

Dear Kaylynn;

Please find attached a schedule of availability for both Kyle Hammon, and myself, Matt Pipes. If you have any questions, feel free to let us know. I noted on the schedule that my cell number has changed from the number I originally gave you during our meeting. It is now (715) 201-9397. This will be my main contact number from now on.

I look forward to becoming involved in observing with Meals on Wheels next Wednesday.

On behalf of Kyle and myself, thank you again for your time and attention on our behalf! We are both very enthusiastic about being involved with CVTC and the ADRC, and can't wait until we can all collaborate to do something great for Eau Claire County!

Sincerely,

Matt Pipes

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Progress Report Sample102-188 Project Management Project Management Team: Kyle Hammon and Matt Pipes Real-World Projects—Progress Report

Progress Report for Week Beginning Monday, January 26th, 2015 Project Name: Meals on Wheels

DATE: Monday, February 2, 2015TO: kaylynn.stahlbusch@co.eau-claire.wi.usCC: ehanutke@cvtc.edu, khammon@student.cvtc.edu, mpipes@student.cvtc.edu SUBJECT: Progress Report for Week of: January 26th to Monday, February 2, 2015

TASKS ACCOMPLISHED/DECISIONS MADE Team created a script for approaching our target agency on Tuesday, January 20, 2015. Team met at on January 21, 2015 at CVTC to make the call to our target contact, using the script we

wrote together. Initiated contact with Meals on Wheels through the volunteer coordinator at the ADRC, Kaylynn

Stahlbusch on January 21, 2015 by telephone. Appointment was confirmed for team to meet with Kaylynn Stahlbusch, the volunteer coordinator

for Meals on Wheels at the ADRC offices in the Eau Claire County building on Thursday, January 29, 2015, at 3pm.

All parties agreed to confirm our scheduled meeting by telephone before the meeting. Coordinated strategy for initial meeting, including brainstorming a list of strengths our team could

offer the organization in a project management setting. Team discussed contingency plans to approach second agency on our list in the eventuality we were

not a good fit for the Meals on Wheels program. Follow up call was made to Kaylynn Stahlbusch on Wednesday, January 28, 2015, to confirm the

time of our meeting, as was previously agreed. We decided to alter the time from 3 p.m. to 3:30 pm, January 29, 2015.

Attended meeting with Kaylynn Stahlbusch at the ADRC, on January 29th, at 3:30 pm. Team members discussed our relevant educational and professional backgrounds and also discussed

what hard and soft skills we had to offer. Kaylynn suggested a pet project of hers to consider. Team members all agreed that the idea of doing

research and helping to develop a storyboard project centered around the 50th anniversary celebration of the Aging and Disabilities Act and the Older Americans Act was promising and agreed we would proceed further with the idea. This may be followed up with further pieces of the main project to be held in July of 2015- specific details to be approved by ADRC director.

It was decided that Matt Pipes would have an observer role following a meals on Wheels volunteer on Wednesday, February 4, 2015. Kaylynn will email Matt to let him know the location details before Wednesday.

It was decided that Kyle Hammon will have an observer role with a meals on Wheels volunteer which will be scheduled after February 11, 2015 at a location and time to be determined before that date.

Kaylynn agreed to find us copies of the relevant legal acts and also a list of potential leads for our work.

Team agreed to forward our schedule and contact information to Kaylynn Stahlbusch at the ADRC ASAP.

Instructor contact information was given to Kaylynn Stahlbusch, along with copies of relevant coursework concerning the project guidelines, rubric, and timelines. Kaylynn made copies of this information for her usage.

Contact information was obtained from Kaylynn Stahlbusch, including schedule. The team and Kaylynn Stahlbusch both agreed work out a schedule of regular contact meetings in

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the next week or so. Project team documented a similar project on display at the City County building by taking photos

for reference in future work. ISSUES & SOLUTIONS

Our potential project will be a project within a project, and will be able to be completed within the time guidelines for the project; however, the final project we are contributing to will not happen until July of 2015. We will need to confer with instructor about this aspect of our project.

Further pieces of this project are to be determined upon approval of ADRC director, will hopefully have more information in coming weeks.

Brainstorming and regular meetings with our contact for guidance will be critical to the success of the project and how it takes shape, as this project is very amorphous at this point. As we obtain more information, observe the meals on Wheels program, and have more direct contact with Kaylynn Stahlbusch, the team feels we will be able to sharpen our focus to specific areas of focus and concentration.

NEXT WEEK ACTION PLAN

Matt Pipes to act as observer with a Meals on Wheels volunteer on Wednesday, February 4, 2015 Kyle Hammon to coordinate his observer role with a meals on Wheels volunteer before February 11,

2015, with Kaylynn Stahlbusch Team brainstorming and planning session

OTHER COMMENTS (successes, outstanding questions, etc.)

The team believes that the first meeting with Kaylynn Stahlbusch was an unquantifiable success Because our contact person is also the gatekeeper agent for the ADRC in Eau Claire County, we are

able to become a part of a project that is County-wide in scope. This will help us in gathering information and especially while working with connected agencies or affiliates, such as Aging and Disability Care Centers, which is an enormous plus for our project team!

The team is excited that all of our planning and work so far has resulted in exceeding our expectations as far as results desired.

Our target contact was enthusiastic, professional, and seemed to genuinely like the project team.

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Project Scope StatementScope Description: This project will lead to the creation of up to eight storyboards that will help educate citizens of Eau Claire County on the 50th Anniversary of the OAA about the importance of this act as well as the 25th Anniversary of ADA and its importance.

KEY DELIVERABLES ACCEPTANCE CRITERIAProject Plan The acceptance of the first two storyboards by

the board of directors of the ADRCInformation and Media Accurate and informative information to be

included on the storyboards. Media is used to enhance information

Complete Storyboard Design Layout of the storyboards in line with the General Theme.

Constraints: The project must be complete by April 30, 2015. The project is contingent on the approval from the board of directors at the ADRC. Operating with a relatively small group size. Group members have crowded and busy schedules.

Assumptions: ADRC is paying for the storyboards. The ADRC is available for counsel advice and guidance. Any images taken will be released to the ADRC for use. CVTC will be mentioned as a contributor to the project.

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Work Breakdown Structure

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Network Diagram

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Responsibility Matrix

WBS Task Name Sponsor (ADRC)Project Team Manager

(Kyle)Project Team Manager

(Matt)1 Contact the ADRC

1.1 Create script to call ADRC

RA RA

1.2 Call the ADRC RA2 Kickoff Meeting3 Attend Kickoff

MeetingI RA RA

4 Observe Meals on Wheels Matt Pipes

I I RA

5 Observe Meals on Wheels Kyle Hammon

I RA I

6 Project team and ADRC meeting times established

7 First two storyboards7.1 Research ADA and

OAA7.1.1 Find text of the acts

and gain an understanding

RA RA

7.1.2 Generate a timeline of important events leading to the acts

RA RA

7.2 Transfer the research into Publisher and design storyboard

RA RA

7.3 Send the storyboard drafts to ADRC

RA

8 First drafts of first two story boards are due

9 Project is to be approved by board of directors

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Risk ManagementRisk Category Identified Risk Possible Impact Potential Causes Probability Score (1-5) Impact Score (1-5) Total Response strategy

Technology Client may ask for specification that is beyond our means or ability

May effect work on the whole project

Client being too vague of what they are expecting for specifications

2 5 10 Request specific information about the expectations from the ADRC. Research.

Illness Team members or ADRC members may become ill and won't be able to work on the project

Labor shortage Nature 1 3 3 When it happens make time to be able to work at home. Accept and mitigate.

Approval The project could not be approved by the ADRC board of directors

The project dies. Lack of compentance, outside changes to agency

2 5 10 Not do project. Avoid.

Transportation Car problems or issues Not able to make appointments or meetings

No money, drive car over log

1 3 3 Helping eachother get to appointments or meetings. Mitigate.

Technology Computer breaks or stops working

Will have to use resources at CVTC and limit ability to work on project at home

Accident, malware 1 3 3 Use CVTC resources or find another computer to use. Mitigate.

Communication Lack of available contacts or agencies are too busy to meet with project team

Lack of information and limits what can be put on storyboard

Confined schedules (both on part of project team and outside agencies)

3 4 12 Attempt to clear up personal schedule and increase the number of contacts. Mitigate.

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Project ExecutionProject Team Directory

Name Title OrganizationDegrees &

CertificationsKSAs Location

Availability (% of working

hours)

Commitment (L, M, H)

Kyle Hammon Student CVTC

High School Diploma, Certified Food Safety Manager, Almost AAS: Business Management

Microsoft Offi ce, Leadership Experience, Chair Experience, Personnel Management Experience, Inventory control, Time management

Eau Claire, WI 25% H

Matt Pipes Student CVTCHigh School Diploma, Almost AAS: Business Management

Public Speaking, Photography, Microsoft Offi ce, Retail Experience, Sales Experience, Musician, Time management

Lake Halie, WI 30% H

Team Directory

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Resource Usage Report

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Change Process

Product Scope

Changes must be approved by ADRC and project team before deadlines become due.

This may be done face to face or in email form as long as there is a documented approval by all members.

Documentation will be included in weekly report. ADRC will receive documentation by being copied on relevant weekly reports.

Changes must be fully communicated and understood by all parties. This will be accomplished by rephrasing the scope to reflect the changes.

Project Scope

Project team has to agree with each other for any changes in the project scope.

This may be done face to face or in email form as long as there is a documented approval by all members.

Documentation will be included in weekly report.

In accordance to the project charter, unilateral decisions are not allowed unless it is directly delegated. A change to the project scope will be rephrased by both members to reflect changes.

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Project ClosureLessons Learned

1. In the beginning, it wasn’t very clear what exactly the ADRC had in mind for this project. As this project grew and developed we found that the scope was starting to change which made it more difficult to do the project. As we got further into the project, toward the end of March it became clearer what was expected of us and it made the project seem more achievable. The project scope was defined using the information that was given to us in the past, but with more information.

2. Overall, the team dynamics in the project worked very well. The only issues that seemed to constantly arise were scheduling conflicts due to the project team having tight schedules and the need to accommodate for the schedules of organizations that we were meeting with. One thing that should have been changed was having a formal designation process of certain actions. Often times the project team would assign each other pieces of the project—this worked, but it didn’t intentionally play to the team’s strengths and therefore could have been better.

3. The main method of planning was for the project team to add certain dates into their schedules/calendars. This method worked to ensure that the project team was able to keep track of everything. While there were formal notes taken, the consistency was often an issue.

4. The main factor that caused deviations in the original focus of the project itself was the project team being unsure of what the sponsor wanted, and therefore would conflict ideas.

5. The best part of this project was gaining the real world experience in doing a project for a real, legitimate agency. Just the fact that we were able to help the community while doing a project for school was something that I felt proud of every step of the way.

6. The least enjoyable part of the project was the uncertainty. Some of the information we were given early on turned out to be inaccurate or irrelevant later in the project. This uncertainty created a considerable amount of work on the project team’s part that we wouldn’t have needed to do if we had a bigger picture beforehand.

7. I expanded my knowledge working on this project in the areas of leadership and planning. I have also learned a considerable deal of what it really takes to organize larger projects, but is an area that I need to continue to improve especially as the project drew closer to its end with the exponentially increasing number of stakeholders.

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Archive Project DocumentsL:\Student\102-188 Project Management\102-188-801 Project Mgmt\Meals On Wheels\Finals

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