Signingof contractwith the selectedvendor Printing Requirements Providethe printing requirementsformaps,route descriptionandlistof emergencycontactnumbers ProjectManager: Providethe printingrequirements

1. PMPG 5502
Assignment
Assignment#: 5-
Case Study Project
Management Plan
Date Submitted: June 19th
,
2015
Author: Team 08:
 KhushalNilesh Desai
 Hardeep Singh Bains
 Gurmit Singh Sidhu

2. PROJECT MANAGEMENT PLAN
Preparedby: ProjectManager(Khushal Desai) withconsultationfromProjectCore Team(HardeepBains andGurmitSidhu)
Project Sponsor:TeresaKucheran
Project name:Planningthe Route forFundraisingeventforMS Society(OntarioDivision,LondonOffice).
PROJECT SCOPE
IN-SCOPE:
BusinessOpportunity/Problem
 To provide aroute forfundraisingevent“London-GrandBendBicycleTour”,organizedbyMS Society,OntarioDivision,Londonoffice.
 The constructiontakingplace onthe previouslydecidedroute,whichcannotbe done before the deadline.
 To make sure that the constructiononthe newroute (if any) shouldfinishbefore the deadline of the event.
Project Customer
 Cyclistsparticipatinginthe fundraisingevent
 MS Societybeneficiaries
Project DecisionCriteria
 To finishthe projectwithinthe givendeadline of 23 days.
 Safetyof the participants
 Route selectionbasedonthe safetyandavailability.
 Construction(if any) onthe selectedroute shouldfinishbefore the deadline.

3. CustomerRequirements:
 Positive andsafe participationexperience byenduringthe safetyproceduresrequiredduringthe event,like hospitals,ambulance and
police security.
 Enoughdetailsavailableforthe participantsregardingthe safetymeasuresandguidance duringthe tour.
Final Deliverable:
 Route Selectionforthe event.
 Safetyprecautionsforthe participants
 Printedcopyof the route mapand the listof emergencycontactnumbersforthe participants
Final deliverable acceptance criteria
 Safe road conditionsof the route
 Enoughnumberof Checkpointselections
 Route mapsand descriptions(alongwiththe emergencyphone numbersforthe internal teammembersaswell)
 Qualityrequirementsare 100% met.
Organizational Deliverable
 ProjectPlanning
 ProjectSchedule andBudget
 ProjectCharter
 ProjectPlan
 StatusReports
 Insurance Certificate forthe route
 Route Permitfromthe CountyCouncil andRoad Department
 LessonsLearnedReport
 ProjectClosingReport

4. Major Stakeholders
 Participants
 ProjectSponsor(TeresaKucheran)
 CountyCouncil
 Road Department
 Regional EmergencyService providers
 Volunteers
 Bike ShopMechanics
 Voyageur
 TorontoNational Office
 Vendors
 ResidentsandShop-ownersatthe checkpoints
OUT OF SCOPE:
 Fundgenerationof $260,000 (buyraising$200 fromeach participant)
 Total spendingonthe eventwhichshouldbe lessthan45%from the fundsgenerated
 Arrangingforrefreshmentsonthe dayof the event
 All the activitiesonthe dayof the event.We are notresponsible forexecutingthe activitiesonthe dayof the eventandare not
responsible foranythingthathappensonthe dayof the event.
RISK MANAGEMENTPLAN:
The risksin the projectare relatedto the triple constraint,i.e.Schedule,QualityandCost.
Theywill be measured by:

5. Scope (Scope Risk Analysis):Itis definedbythe deliverables mentionedinthe ProjectScope.Theywill be measuredbyAcceptance criteria
mentionedinthe scope statement.
Schedule (Schedule RiskAnalysis):Theyare definedbythe milestoneschedule anddeliverablesschedule.Itwill alwaysbe measuredbythe
deadlinesmentionedinthe schedule.
Cost (CostRisk Analysis):The cost estimateshave beenprovidedandtheywill be measuredbythe approval receivedfromthe sponsor.
Project Risk Level/tolerance:
“LOW”
As the Projecthasto be completedwithinashortspanof time,andthere isnotmuch time available ascontingency,we cannotaffordmoderate
or highlevel risksassociatedwiththe project.All the decisionsmade mustmake sure thatthe risksassociatedwiththe projectare loworvery
low.
PROJECT RISK REGISTER/RESPONSE PLAN
Ref.
No.
Risk Event Risk
Probability
Risk
Impact
Risk Level Risk Response Revised Risk
Level
Person Accountable
R1 Safetyof
participants
High High High Enoughsafetyprocedure
will there inplace forthe
participants,withthe help
of the Regional Emergency
Service providers
Low Project Manager)
R2 Unusual delaysin
acquiringapprovals
and permitsforthe
selectedroute
Medium High High Permitswill be obtained
well inadvance sothat
there isno issue regarding
the delayinacquiring
permits.
Low Project Manager
R3 VolunteerTraining Low Medium Medium Enoughtrainingwill be
providedtothe
volunteers,includingthe
briefingof the eventand
theirrolesand
responsibilities
Low Project Manager

6. R4 Complexityof Route
map and description
Medium Medium Medium The route mapwill be
developedwiththe help
of seniorofficialsandwith
guidance of people who
have had previous
experience.
Low Project Manager
R5 Checkpoint
Selection
Medium Medium Medium The checkpointswill be
selectedbymakingsure
that there are enough
gaps betweeneachof
them,andthere is
refreshmentfacility
available ateachof them.
Low Project Manager
R6 Cooperation from
residentsandshop
owners
Medium High High There will be one toone
meetingwiththe shop
ownersandthe residents,
to make sure that they
understandthe
importance of the event
and of refreshment
requirementforthe
participants
Low Project Manager

7. SCHEDULE AND BUDGET:
WBS:

8. NETWORK DIAGRAM:
SCHEDULE AND BUDGET:
Budgetisbasedon the resource usage andtheircost. (Resource sheetconsistingof the costof resourcesismentionedbelow the schedule)
WBS Task Name Duration Start Finish Predecessors Cost
0 Project Management Plan 23 days Tue 6/9/15 Thu 7/9/15 $7,952.00
1 Drive the tentative routes 1 day Tue 6/9/15 Tue 6/9/15 $100.00
2
Ask road department for information about tentative
route
7 days Wed 6/10/15 Thu 6/18/15 1 $1,400.00
3
Ask the city councils for information about tentative
route
7 days Wed 6/10/15 Thu 6/18/15 1 $1,400.00
4 Approach county council for permit 1 day Fri 6/19/15 Fri 6/19/15 2,3 $200.00
5 Permit Received 0 days Fri 6/19/15 Fri 6/19/15 4 $0.00
6
SendrequestforInsurance certificate toTorontoNational
office
0 days Fri 6/19/15 Fri 6/19/15 4,5 $0.00

9. 7 Certificate received 0 days Fri 6/19/15 Fri 6/19/15 6 $0.00
8 Obtain permits from County Council 3 days Mon 6/22/15 Wed 6/24/15 6,7 $1,400.00
9 Contact all emergency services 3 days Thu 6/25/15 Mon 6/29/15 8 $600.00
10 Set checkpoints and estimate the kilometer markings 4 days Tue 6/30/15 Fri 7/3/15 9 $576.00
11 Determine kilometer descriptions 1 day Mon 7/6/15 Mon 7/6/15 10 $288.00
12
Create listof locationsassociatedwithemergency phone
numbers
1 day Mon 7/6/15 Mon 7/6/15 10 $200.00
13 Verify road conditions 1 day Mon 7/6/15 Mon 7/6/15 10 $88.00
14
Draw detailed maps with checkpoints and prepare route
description
0.5 days Tue 7/7/15 Tue 7/7/15 11,13 $50.00
15
Prepare list of locations associated with emergency
phone numbers
0.4 days Tue 7/7/15 Tue 7/7/15 12,14 $32.00
16 Present the routes to the committee and voyageur staff 0.1 days Tue 7/7/15 Tue 7/7/15 14 $2.00
17 Receive Quotation from Vendors 2 days Mon 7/6/15 Tue 7/7/15 10 $176.00
18 Selection of Vendors 2 days Wed 7/8/15 Thu 7/9/15 17 $176.00
19 Contract signing 0 days Thu 7/9/15 Thu 7/9/15 18 $0.00
20 Print internal copy of map and route descriptions 0.5 days Tue 7/7/15 Wed 7/8/15 16 $100.00
21
Print list of locations associated with emergency phone
numbers
0.1 days Tue 7/7/15 Tue 7/7/15 15 $52.00
22
Distribute internal maps, route description and
emergency phone numbers to staff and volunteers
1 day Wed 7/8/15 Thu 7/9/15 20,21 $288.00
23 Print maps and route description for cyclists 0.4 days Thu 7/9/15 Thu 7/9/15 22 $824.00
24 distribute maps and route description to cyclists 0.5 days Thu 7/9/15 Thu 7/9/15 23 $0.00
25 Project Complete 0 days Thu 7/9/15 Thu 7/9/15 24,19 $0.00
DetailedResource Cost:
Resource Name Cost
Project Manager $5,460.00
Project Core Team $792.00
Permit $800.00

10. Maps $450.00
Other Prints $450.00
QUALITY PLAN
Deliverable Person
accountable
Purpose of review Participants Frequency Approval
Emergency
Services
Team 08
(Project
Manager)
To make sure that
there are enough
safetymeasures
takenfor the
safetyof the
participants
ProjectManager,Regional Emergency
SafetyProvidersandVoyageur
At least2 weeks
before the event,
and duringthe
final meetingwith
all the
stakeholders
PlanningCommittee and
Sponsors
Route Map and
Description
Team 08
(Project
Manager)
To make sure that
the participants,
volunteersand
the Emergency
service providers
have a clear
understandingof
the route
ProjectManager,PlanningCommittee
and Road Department
Afteracquiring
the permitsand
duringthe final
meetingwithall
the stakeholders
PlanningCommittee and
Sponsors
Volunteers Team 08
(Project
Manager)
To give the
volunteers
enough
information,so
that they can help
the participantsin
the time of need
Projectmanager 4 daysbefore the
event
Sponsors
ProjectQuality Team 08
(Project
Manager and
ProjectTeam)
To quantitatively
measure the
quality parameters
to the different
quality
ProjectManager andProjectTeam The periods
duringwhichthe
tasksassigned
withquality
Sponsor

11. requirements
associated with the
project.
parametersare
beingperformed.
HR PLAN
The HR Planconsists of the skill setrequirementfromthe ProjectTeammembers (whichconsistsof the ProjectSponsor,ProjectManagerand
hisProjectCore Team) and the RACIChart for the Project:
Name Designation Skill Sets Required
TeresaKucheran ProjectSponsor Good StrategicKnowledge
Understandingthe importance of being accountable asa
ProjectSponsor
Understandingof the Organizational Policesandmethods
Khushal DEsai ProjectManager Good understandingof the ProjectManagementterms
and methodologies
Good Communicationskills
Abilitytohandle projectswithshorterdeadlines
Abilitytoorganize workaccordingtopriorityand
requirements
Good interpersonal skills
AbilitytoLead
Understandingof organizationalpoliciesandmethods
Good administrationskills
Abilitytomotivate people
Convincingpower
Abilitytohandle procurementduringcrunchtime
schedules
HardeepBains and
GurmitSinghSidhu
ProjectCore Team
members
Understandingof the ProjectManagementtermsand
methodologies
Abilitytoguide andconsultthe Projectmanagerforvariety
of activities
Good communicationskills
Good interpersonal skills

12. Abilitytofollowinstructionspreciselyandeffectively
Good understandingof the safetyrequirements
RACI CHART:
Tasks/ Activities Khushal Desai(Project
Manager)
Hardeep Bains (Project
Team member)
Gurmit Sidhu(Project
Team member)
Teresa Kucheran (Project
Sponsor)
Check Route And
VerifyRoadConditions
A R I
Obtain Permit from
County councils
A C R I
Obtain Permit from
Road Department
A C R I
Obtain Confirmation
Emergency Service
providers
A R C I
Obtain Confirmation
from Residents and
Shop Owners
A R C I
Finalize Route Map A C R I
Selection of Vendor A I R C
Selection of
Checkpoints
A R C I
Project Approval R I I A
Receive prints of
maps, route plan, list
of emergency contact
numbers
A I R I
Training and selection
of volunteers
A R C I

13. COMMUNICATIONPLAN
Audience Message Action Methodof
communication
Verificationof
understanding
Frequency Personaccountable
Sponsors Sign-off on
Charter,
ProjectPlan
and the
progressof the
planningof the
route
Feedbackand
Approval
One to one
meetingsand
conferences
Viafeedbackand
conversationswiththe
sponsors
StatusMeetings
everyweek
ProjectManager
Volunteers Descriptionof
the Route
Understanding
of the route and
guide the
participants
Briefing during
groupmeetings
Viafeedbackfromthe
volunteers
A weekpriortothe
event
ProjectManager
Planning
Committee
Progressof the
Projectand
consultation
regardingthe
Plan
Feedbackand
consultation
One to One
meetingsandvia
emails
Viafeedbackand
approval fromthe
PlanningCommittee
Beginningof the
ProjectandStatus
meetings
ProjectManager
ProjectCore
Team
Progressof the
Event,
documentation
and other
eventrelated
work
Duringmeetings
and viaemails
Viafeedbackfromthe
staff
Statusmeeting
everyweek
ProjectManager

14. Road
Department
Route
Finalization
Information
regardingthe
completiondate
of the
constructionon
the route
One to One meeting By receivingthe permits Before finalizing
the route and while
receivingthe
permit
ProjectManager
County
Councils
Route
finalization
Information
regardingthe
completionof
the construction
on the route,
permitand
approvals
One to one meeting By receivingthe permit
and approval
Before finalizing
the route and while
receivingthe
permit
ProjectManager
Toronto
National Office
Certificate of
Insurance
Insurance
certificate for
receivingthe
permit
Viaemail By receivingthe
certificate
Before acquiring
the permitforthe
alternate route
ProjectManager
Emergency
Service
providesand
Voyageur
Emergency
servicesforthe
participantson
the newroute
Enoughsupplies
and resources
available for
ensuringthe
safetyof the
participants
One to one meeting
and conferences
By receivingthe
confirmation
Afterfinalizingthe
route
ProjectManager
Cyclists Route
description
Descriptionof
the route and
understanding
of the road map
By providingthe
route map
Understandingof the
route
Duringthe day of
the event
ProjectManager
Residentsand
ShopOwners
To provide
refreshmentto
participants
The needforco-
operationfrom
them
One to one meeting Approval Afterfinalizingthe
route
ProjectManager
Bike Shop
Mechanics
Repairworkfor
cyclists
Confirmationfor
providingrepair
workon the
alternate route
One to one meeting By receivingthe
confirmation
Afterfinalizingthe
route
ProjectManager

15. Vendors Printsforroute
map and listof
emergency
contact
Provide print
outsfor internal
staff members,
volunteersand
participants
One to one
meetings,
conferencesand
emails
By receivingthe order Afterfinalizingthe
route,emergency
service providers
and checkpoint
selection
ProjectManager
PROCUREMENTPLAN
The ProcurementPlanisrequiredfor:
1) Receivingthe permitfromthe countycouncil forthe alternate route selected.
2) Certificate of insurance fromthe Toronto National Office.
3) Quotations from vendors
4) Contract signingwiththe Vendor.
5) Obtainingthe printsformaps, route descriptionandlistof emergencycontactnumbers.
TASK DESCRIPTION PERSON ACCOUNTABLE
Permits receive permitfromthe county
council regardingthe route
selected
ProjectManager: he has to
make sure that the permitsfor
the alternate route are received
Certificate of Insurance Sendthe requestforcertificate
of insurance tothe Toronto
National office
ProjectManager: hasto make an
official requestforthe
certificate,asithas to be
submittedtothe citycouncil
QuotationsfromVendors Selectionof Vendors Projectmanager:Receive
Quotationsfromvendor
VendorContract Selectionof Vendorforprinting
requirements
Projectmanager:Selectionof
vendorandthensigninga
contract
Printsfromthe vendor Printingof Maps, route
descriptionandlistof locations
withemergencyphone numbers
ProjectManager: Has to receive
the printsfromthe sponsorto
distribute themtointernal staff,
volunteersandcyclists