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PM586 Team Project ECOPALOOZA. E COPALOOZA P ROJECT A GENDA 1. Project Charter and Scope Overview (Mark ) 2. WBS, Gantt, Network Diagram (Mandalyn) 3.

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Presentation on theme: "PM586 Team Project ECOPALOOZA. E COPALOOZA P ROJECT A GENDA 1. Project Charter and Scope Overview (Mark ) 2. WBS, Gantt, Network Diagram (Mandalyn) 3."— Presentation transcript:

1 PM586 Team Project ECOPALOOZA

2 E COPALOOZA P ROJECT A GENDA 1. Project Charter and Scope Overview (Mark ) 2. WBS, Gantt, Network Diagram (Mandalyn) 3. Communication Plan, RAM, Budget Forecast (Thomas) 4. Risk Management Plan (Peter) 5. Questions and Wrap-up (All) 6/9/2010 2

3 P ROJECT C HARTER : M ISSION Produce an annual fund raising concert event for the non-profit organization Minority Information Outreach. With an environmental awareness theme, our goal is to raise the visibility of eco friendly sustainability, alternative energy sources, and conservation concepts. 6/9/2010 3

4 P ROJECT C HARTER : S COPE AND O BJECTIVE  SCOPE: The scope of the project is broken down into seven major task groups. These are: Marketing, Sales, the Beer Garden, Food Vendors, Site Planning, Volunteers, and Entertainment.  OBJECTIVE: Produce a free concert event with an environmental awareness theme on August 7, 2010 to raise funds for MIO with a budget of $15,000. 6/9/2010 4

5 P ROJECT C HARTER : M ILESTONES  Create contracts by 3/26/10  Launch dedicated website by 4/21/10  Launch advertising campaign by 4/26/10  Launch social media campaign by 5/10/10  Site plan approved by the city by 6/8/10  Entertainment lineup complete by 5/28/10  Beer Garden secured by 5/28/10  Complete sponsor sales by 6/11/10  Food vendors secured by 7/9/10  All permits and licenses in place by 7/23/10  Event insurance by 7/23/10  OLCC permits and approval by 7/23/10  All supporting personnel and event materials secured by 8/2/10  Banners, event merchandise, booth and band area set-up, LED lighting, street barriers, fencing, food, and parking vouchers  Stage arrives by 8/6/10  All vendors and entertainment show up on time for successful concert event on 8/7/10 6/9/2010 5

6 P ROJECT S COPE : O VERVIEW  Ecopalooza is a free summer concert event, taking place on August 7, 2010, at Fern Hill Park in Portland Oregon and Off the Grid!  The solar powered stage by Sustainable Waves supports the theme of raising environmental awareness and conservation while promoting alternative energy sources  Keys to a successful event include:  Securing event sponsors for funding  Aligning with affiliates, bands, and volunteers that are willing to donate their time and services and actively support sustainability concepts  Attracting compostable beer, food and beverage vendors  Promoting sponsors and educating attendees through music, speakers, and vendor booths 6/9/2010 6

7 P ROJECT S COPE : P RODUCTS Products that serve to satisfy the project objective and support the event theme are: 6/9/ ECOPALOOZA Concert Event Fern Hill Park August 7, 2010 Advertising Sponsor and Affiliate Booths Beer Garden Food Vendors Bands and Speakers

8 P ROJECT S COPE : O BJECTIVES  Contract 9 bands to donate their concert services by 5/28/10  Raise $25,000 selling 19 sponsor packages by 6/11/10.  Obtain site plan approvals no later than 6/1/10.  Contract food vendors to generate revenues of $1,500 by 7/9/10.  Secure a beer garden vendor targeting expected revenues of $15,000 by 7/9/10  Obtain all permits and licenses by 7/15/10.  Recycle and compost all waste on 8/7/10 at no charge for receptacles.  Rent a solar powered stage for $4000 to arrive 8/6/10.  Raise environmental awareness at the concert on 8/7/10 by:  Using a solar powered stage, off the grid.  Using no city power for all food vendors,  Recycling and composting all waste.  Having vendors and speakers promote sustainability. 6/9/2010 8

9 E COPALOOZA WBS 6/9/2010 9

10 E COPALOOZA : MS P ROJECT G ANTT 6/9/

11 E COPALOOZA N ETWORK D IAGRAM : A CTIVITY IN B OX 6/9/

12 C OMMUNICATION P LAN O VERVIEW  Primary communication medium is  Secondary communication medium is phone/voice mail  Periodic face-to-face meetings scheduled as required  File and Document Sharing on Wiki page and via 6/9/

13 C OMMUNICATION P LAN D ETAILS 6/9/ VERBAL COMMUNICATION WHATWHENWHEREOWNERATTENDEES S TATUS M EETING E VERY WEEK T HURSDAY 6:00 PM K ELLER P ROJECT M ANAGER P ROJECT T EAM ; MIO C ALLED M EETINGS A S N EEDED K ELLER P ERSON WHO CALLS & LEADS MEETING P ROJECT T EAM MEMBERS AND OTHERS AS TOPIC AND PURPOSE WRITTEN COMMUNICATION WHATDUE WHEN METHOD OF DELIVERY SENDERRECEIVER M EETING M INUTES 1 DAY AFTER THE MEETING P ROJECT M ANAGER A LL PARTICIPANTS A CTION I TEM L OG 1 DAY AFTER THE PMO S TATUS MEETING /WIKI P ROJECT M ANAGER A LL PARTICIPANTS M EETING A GENDA 1 DAY BEFORE A MEETING P ROJECT M ANAGER A LL MEETING PARTICIPANTS S TATUS R EPORTS TO P ROJECT M ANAGER W EEKLY ON W EDNESDAY B Y 3:00 PM T EAM M EMBERS P ROJECT M ANAGER P ROJECT S CHEDULE U PDATES E VERY WEEK ON T UESDAY /WIKIT EAM M EMBERS I MPLEMENTATION S CHEDULE O WNER P ROJECT S TATUS AND R ISK PLAN TO MIO E VERY WEEK ON F RIDAY E MAIL /WIKIP ROJECT M ANGER MIO

14 6/9/ ECOPALOOZA RAM (Responsibility Assignment Matrix) WBS ItemWork ItemMarkPeterMandalynThomas 1MARKETINGPrimary 1.1 Develop Promotions P S 1.2 Launch Social Media PS 1.3 Develop Partner Relationships P S 1.4 Write Contracts P S 1.5 Launch Advertising PS 2SALES Primary 2.1 Obtain Donations S P 2.2 Sell Sponsor Packages S P 2.3 Sell Merchandise SP 2.4 Sell Raffle Tickets SP 2.5 Sell band merchandise S P 3BEER GARDEN Primary 3.1 Choose Location P S 3.2 Find Beer Vendor PS 3.3 Collect payment SP 4FOOD VENDORS Primary 4.1 Choose Location P S 4.2 Find Food Vendors PS 4.3 Collect payment SP 5SITE MANAGEMENT/ PLANNING Primary 5.1 Parks and Rec Special Use Requirements PS 5.2 Obtain Licences, Permits, Insurance, Approvals S P 5.3 Prepare Recycling SP 5.4 Pay Balance on Park Rental S P 6VOLUNTEERS Primary 6.1 Recruit Volunteers SP 6.2 Assign Jobs PS 6.3 Schedule 2 Mixers S P 8ENTERTAINMENT Primary 8.1 Secure Band Line-Up S P 8.2 Recruit Speakers S P 8.3 Manage Stage Production SP

15 B UDGET F ORECAST : O VERVIEW 6/9/ ECOPALOOZA BUDGET FORECAST INCOME$33,300Sales: sponsors, donations, merchandise, vendors EXPENSES Rentals$6,215Tables, canopies, chairs, fencing, toilets, trash bin Supplies$4,290 Banners, T-shirts, raffle, access passes, mktg collateral Permits$1,252OLCC, City, Parks and Recreation Misc Expenses$1,550Food voucers, security EXPENSES TOTAL$13,307 NET PROFIT$19,993

16 B UDGET F ORECAST : G RAPHICAL V IEW 6/9/

17 P ROJECT R ISK M ANAGEMENT P LAN  Project Risk Management Purpose - determine the approach for cost-effectively performing risk management on this project.  Stakeholder Roles and Responsibilities  Risk Management Areas and Process Activities  Risk Assessment and Management Table 6/9/

18 S TAKEHOLDER R OLES AND R ESPONSIBILITIES RoleRisk Management ResponsibilityAssignment Project ManagerThe Project Manager is responsible for the Project Risk Management Plan being implemented and for reporting to the Project Sponsor and Management Group. Mark Hosman Project TeamMarketing Sales Entertainment Site Planning and Layout Volunteers Beer Garden and Food Vendors Mark Hosman Thomas Machuca Mandalyn Echols Peter Dietzel MIOOverall Project ProductionRah-Miel Mitchell SponsorsFinancing, booth presence, speakers Thomas Machuca AffiliatesEvent support, advertisement, speakers Mark Hosman 6/9/

19 R ISK M ANAGEMENT A REAS AND P ROCESS AND A CTIVITIES 6/9/

20 R ISK A SSESSMENT AND M ANAGEMENT T ABLE 6/9/

21 Q UESTIONS ? 6/9/

22 P ROJECT S COPE : D ELIVERABLES  Solar powered stage and concert  1 presenting sponsor, 4 gold sponsors, 15 silver/bronze sponsors  Dedicated Ecopalooza website  Advertising: print ads, banners, and social media  Promotional materials: T-shirts, CD’s, posters, flyers  Speakers from the community  6 food vendors and a beer garden  Permits, licenses, applications, and approvals from city, park and other agencies  Garbage and recycling system in place  ~50 volunteers available to support event  Event security team 6/9/

23 P ROJECT S COPE O VERVIEW (2) The concert event consists of several products that serve to satisfy the project objective and support the event theme. These are:  The concert itself  Advertisement  Sponsor and affiliate booths  Beer garden  Food vendors  Prominent community speakers  Raise the awareness of eco-friendly sustainability and alternative energy sources by educating through a common appreciation of music 6/9/

24 P ROJECT S COPE O VERVIEW (1)  DESCRIPTION: Ecopalooza is a free summer concert event, taking place on August 7, 2010, at Fernhill Park in Portland Oregon with the theme of raising environmental awareness and conservation while promoting alternative energy sources. The solar powered stage by Sustainable Waves is an exciting pollution free power technology that will yield zero energy consumption from the city of Portland. It is an excellent example of using an emerging and viable alternative energy source. The concept of “educating while entertaining” is rapidly gaining popularity; similar events recently put on in other parts of the country have drawn crowds in the thousands 6/9/

25 R ISK A SSESSMENT AND M ANAGEMENT T ABLE 6/9/


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