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Stetson University

Greenfeather 2009

MIS-501 Project Management

Dr. Gary Oliphant

By

Savannah-Jane Atkins

Thomas Mayhew

Rebeca Perren

David Thomas

May 6, 2008

Revised 2009

Stetson UniversityGreenfeather 2008 Project Management Plan

TABLE OF CONTENTS

PROJECT CHARTER.............................................................................................1SECTION 1. PROJECT OVERVIEW.................................................................................................1

1.1 Problem Statement...................................................................................................11.2 Project Description....................................................................................................11.3 Project Goals and Objectives.....................................................................................11.4 Project Scope............................................................................................................21.5 Critical Success Factors.............................................................................................21.6 Assumptions..............................................................................................................21.7 Constraints................................................................................................................3

SECTION 2. PROJECT AUTHORITY AND MILESTONES.......................................................................32.1 Funding Authority......................................................................................................32.2 Project Oversight Authority.......................................................................................42.3 Major Project Milestones............................................................................................4

SECTION 3. PROJECT ORGANIZATION..........................................................................................53.1 Project Structure.......................................................................................................53.2 Roles and Responsibilities.........................................................................................63.3 Responsibility Matrix.................................................................................................73.4 Project Facilities and Resources................................................................................8

SECTION 4. POINTS OF CONTACT...............................................................................................8WORK BREAKDOWN STRUCTURE (WBS)...............................................................9

WBS DIAGRAM........................................................................................................................9WORK BREAKDOWN STRUCTURE KEY.........................................................................................10

WBS DICTIONARY.............................................................................................11NETWORK DIAGRAM.........................................................................................17ADDITIONAL PROJECT INFORMATION.................................................................19

BUDGET................................................................................................................................19DISCUSSION OF PROJECT TEAM/SKILL SET NEEDED TO COMPLETE THE PROJECT.....................................19DISCUSSION OF THE METHODS YOU PROPOSE TO CONTROL THE PROJECT............................................20DISCUSSION OF THE TASKS NEEDED TO CLOSE OUT THE PROJECT......................................................20DISCUSSION OF CRITICAL SUCCESS FACTORS................................................................................21CONCLUSIONS AND LESSONS LEARNED........................................................................................21

1.1 Savannah-Jane Atkins..............................................................................................211.2 Thomas Mayhew.....................................................................................................211.3 Rebeca Perren.........................................................................................................211.4 David Thomas.........................................................................................................22

Reports from MS Project.....................................................................................................22


PROJECT CHARTER

Section 1. Project Overview

1.1 Problem Statement Greenfeather is a campus wide fundraising and service campaign that raises money to benefit Volusia and Flagler Counties’ non-profit organizations. This event is continuously expanding and it has come to the point where we need some form of documentation to follow in order for the executive board to stay organized. Greenfeather not only enhances our student’s leadership skills and brings our campus together, but it also gives back to the local community. Local non-profits are always looking for ways to raise awareness of what their organizations do, as well as coming up with funding to keep their organizations running. Greenfeather emphasizes the importance of these non-profit organizations and gives them the opportunity to receive grant money.

1.2 Project Description This year is Stetson’s 54th year of Greenfeather, making it one of the longest standing traditions at Stetson University? We will first determine who the Greenfeather Executive Board members are and then proceed to create a calendar with all of the tasks each board member will have to complete prior to the weeks of Greenfeather. This is important, because it provides a set of guidelines for the Executive Board to follow. This will make it easier for them to understand exactly what their positions entail.

1.3 Project Goals and Objectives The goal of Greenfeather 2008 is be successful and surpass the goals we had in prior years. We want Greenfeather 2008 to be bigger and better then ever. If we don’t have the planning and procedures in order prior to Greenfeather then the week of will be chaos. Our main objectives are

Educate the Stetson community about the local non-profit organizations Raise over $30,000 for community partners Involve 30 student organizations, 2 faculty teams and 14 community

partners

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1.4 Project Scope

Project Includes

Program Coordinator’s duties for Greenfeather

Committee Coordinator’s duties for Greenfeather

Student Liaison Coordinator’s duties for Greenfeather

Greenfeather Marketing Plan

Community Liaison contacting all non-profits and choosing the non-profit organizations that will be receiving the Greenfeather grant

Student Involvement chair getting all student, faculty, and staff groups/organizations involved with Greenfeather

Executive Board, Committee, students, faculty, and staff evaluations

Project Excludes

Activities Committee Structure and committee tasks

Details on activities to be organized by the committee

Details on activities for the planning of the Kick-off and Closing Ceremonies

1.5 Critical Success Factors Having a strong, reliable Executive Board that is hard working, creative, and passionate about Greenfeather and everything it stands for. Without a strong Executive Board Greenfeather will not be successful. Having a dependable Staff advisor that is flexible is another critical factor to Greenfeather’s success.

1.6 Assumptions The people that are on the Executive Board of Greenfeather are students and will have other things going on during the school year. It is important to realize this, because they are not being paid money for their services. The students running Greenfeather are doing this strictly on a volunteer basis. Because they are students they are not fully trained to handle all situations. The Greenfeather Advisor, which is a Campus Life Staff Member, must be available to help with any issues that may arise. Every year Greenfeather allocates the money they raise to specific non-profit

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organizations. They always leave no less then $2,000 in their revenue account for the following years Greenfeather expenses. They are to budget the money wisely to cover the expenses they may have.

Other general assumptions include: Student and organizations will have interest and will participate in

fundraising events Facilities will be available to hold the numerous events planned Event will not be halted by weather or security threats Resources will be sufficient to cover event expenses Community partners will be involved in event activities

1.7 Constraints When planning out numerous events in a two-week long period you have to reserve spaces, equipment, and technicians to run certain events way in advance. Otherwise you may lose that location and have to come up with a contingency plan. While planning this event the Executive Board must keep in mind academic events that may be going on around campus, such as student class registration, along with current events such as the elections. This could affect the events we have scheduled. Greenfeather also falls during Hurricane Season it is important to take this into account as well.

Section 2. Project Authority and Milestones

2.1 Funding Authority Greenfeather has $7,000 in its revenue account left over from Greenfeather 2007. This money can be used for Greenfeather 2008 expenses. The money is under Student Activities Greenfeather account at Stetson University. In order to request money you must go to Cindy Lynn Daniel in the Hollis Center and fill out a Money Request form at least 24 hours prior to when you may need the money. If you are using a service on Stetson University’s campus, such as the Print Shop or Media Services, you must have the correct account number to charge it to. The Stetson Wal-Mart and Office Depot cards are available to use as well. You must check them out from Cindy Lynn, buy the items you need, and then return the card and receipt with your name and Greenfeather written on the top of the receipt. You may also use Stetson University Department Purchase Orders (DPO’s) with certain outside vendors. The list of vendors that except DPO’s is located on Cindy Lynn’s desk as well as online. The Greenfeather Advisor must approve all purchases.

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2.2 Project Oversight Authority The Greenfeather Advisor oversees the Greenfeather Executive Board, which is a Campus Life Staff Member. The advisor reports to the Associate Dean of Students to keep them in the loop with what events will be taking place during Greenfeather. If there are any risk management issues with certain events, such as having a bonfire or using the pool, they must report to the Risk Management Administrator in Human Resources to verify what procedures they must go through. The Marketing Chair must work closely with Stetson University’s Public Relations and Marketing and Communications Office to make sure all logos are appropriate. Student Activities must approve all flyers and advertising around campus. In order for the Executive Board to have access to the shared Greenfeather drive along with the website IT must be contacted for approval.

2.3 Major Project Milestones

Milestone/Deliverable Target Date

Start Date January 14, 2008

Announce Greenfeather Executive Board January 18, 2008

Announce Committee Selection September 5, 2008

Announce Greenfeather Grant Recipients October 10, 2008

Greenfeather Kick Off Party October 27, 2008

Greenfeather Closing Ceremony November 14, 2008

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Section 3. Project Organization

3.1 Project Structure

Position NameStaff AdvisorProgram Coordinator David DeatonCommittee Coordinator Nik KoulogeorgeStudent Liaison Jessica StrathmanMarketing/Public Relations Lauren AcreCommunity Liason/Campus Involvement

Kelsey Clews

Ceremony Coordinator Jessica Clark

3.2 Roles and Responsibilities

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Staff AdvisorAdvises the Greenfeather Executive Board. They attend all Executive Board Meetings. Approve all budget inquiries along with events. Reports to Assistant Director of Community Engagement and Outreach

Program Coordinator

Coordinates and organizes all executive board members. The Greenfeather Program Coordinator runs all Executive Board Meetings. They communicate with all executive board members and oversees that all tasks are being accomplished. They assist all executive board members with whatever needs they may have and are the head spokesman for Greenfeather. They also keep track of all points, which is to remain extremely confidential.

Committee Coordinator

Coordinates and organizes all committee members and their specific events. The Committee Coordinator serves as a means of communication between the committee members and the Greenfeather executive board. They help plan all events, making sure everything is on schedule, and assist all committee members with whatever needs they may have. They also work closely with the Student/Campus Liaison to make sure all information given to organizations involved in Greenfeather is congruent with the Greenfeather committees planned events. This position is essential for Greenfeather to run effectively and efficiently.

Student Liaison

Coordinates and organizes all organizations taking part in Greenfeather. The Student/Campus Liaison serves as a means of communication between the organizations participating in Greenfeather and the Greenfeather executive board. They communicate all Greenfeather rules and regulations, upcoming events, and details on points. They assist all organizations participating in Greenfeather with whatever needs they may have. This position is essential for Greenfeather in order for it to be as successful as it has been in the past.

Marketing/Public Relations

The Greenfeather Marketing and Public Relations Chair is in charge of marketing Greenfeather campus wide, along with to the DeLand community. They create all flyers, decorations, t-shirts, and logos for Greenfeather. They will also be in charge of updating the website with all upcoming events and information on Greenfeather. They help educate the campus and community about the different organizations that will be receiving the Greenfeather grant.

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Community/CampusInvolvement

The Greenfeather Community/Campus Involvement Chair is responsible for contacting all of the local community partners about the Greenfeather Grant and the application process. They organize all applications and facilitate the Greenfeather grant selection process. In charge of getting the entire campus involved with Greenfeather. They help recruit different organizations to set up teams for Greenfeather. They are also in charge of finding all judges for events that need judges.

Ceremony Coordinator

The Greenfeather Ceremony Coordinator is in charge of the Greenfeather Kick-Off party and Closing Ceremony. They Coordinate the location, food and beverages, theme, and logistics. Works with Marketing/Public Relations to promote the Kick-Off Party and Closing Ceremony.

3.3 Responsibility Matrix

Major Milestone Staff

Ad

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Prog

ram

Co

ordi

nat

or Com

mit

tee Co

ordi

nat

or Stud

ent

Liai

son

Mar

keti

ng

and

PR

Cam

pus

Invo

lvem

ent Co

mm

unit

y Invo

lvem

ent

Start Date E N/A N/A N/A N/A N/A N/AAnnounce Greenfeather Executive Board A E C C C C C

Announce Committee Selection A C E I I I IAnnounce Greenfeather Grant Recipients A C I I I I E

Greenfeather Kick Off Party A C C C C C EGreenfeather Closing Ceremony A C C C C C ELegend E = responsible for execution (may be shared)A = final approval for authorityC = must be consultedI = must be informed

3.4 Project Facilities and Resources

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Resource Requirement

Responsibility

Rinker Field House Reserve for opening ceremony, Olympics, 3x3 Basketball Tournament, Pageant, Airwaves

Stetson Room Reserve for closing ceremony

Hollis Center Lounge Reserve for night out elections

SWAT Request technicians, stage, and equipment for all events

Catering Request food for opening and closing ceremony

FacilitiesSpeak with Amy Ammon about all events and rent tables and chairs where needed

Section 4. Points of Contact

Role Name/Title/Organization Email

Staff Advisor TBA TBA

Program Coordinator David Deaton [email protected]

Committee Coordinator Nik Koulogeorge [email protected]

Student Liaison Jessica Strathman [email protected]

Marketing/Public Relations

Lauren Acre [email protected]

Community Laison/ Campus Involvement

Kelsey Clews [email protected]

Opening/ Closing Event Planner

Jessica Clark [email protected]

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mailto:[email protected]







WORK BREAKDOWN STRUCTURE (WBS)

WBS Diagram

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Work Breakdown Structure KEY

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1. Initiating Advisor1.1. Recruit and select Program Coordinator Advisor1.2. Recruit and select Executive board members David Deaton1.3. Announce Green Feather David Deaton

2. Spring/Summer Planning David Deaton2.1. Coordinate weekly Executive board meetings David Deaton

2.1.1. Coordinate brainstorming session David Deaton 2.1.2. Choose Theme/Slogan David Deaton 2.1.3. Develop a calendar with activities timeline David Deaton

2.2. Marketing/PR Lauren Acre2.2.1. Design logo Lauren Acre2.2.2. Design T-shirt Lauren Acre2.2.3. Design print materials Lauren Acre2.2.4. Develop marketing video Lauren Acre2.2.5. Coordinate community announcements Lauren Acre2.2.6. Create website for 2008 event Lauren Acre

2.3. Community Involvement Kelsey Clews2.3.1. Create and distribute Green Feather grant applications Kelsey Clews2.3.2. Kick-off party and opening ceremony planning Jessie Clark

2.4. Campus Involvement Kelsey Clews2.4.1. Recruit students, staff and faculty for involvement Kelsey Clews

2.5. Activities Committee Nik Koulogeorge2.5.1. Recruit and select an Activities Committee Nik Koulogeorge2.5.2. Announce Committee selection Nik Koulogeorge2.5.3. Coordinate Weekly Committee meetings Nik Koulogeorge

2.6. Student Relations Nik Koulogeorge2.6.1. Revise Green Feather manual Jessica Strathman

3. Fall/Execution David Deaton3.1. Coordinate weekly Executive board meetings David Deaton3.2. Marketing/PR Lauren Acre

3.2.1. Print marketing materials Lauren Acre3.2.2. Decorate campus Lauren Acre3.2.3. Write article for “The Outlet” Lauren Acre3.2.4. Update website Lauren Acre

3.3. Community Involvement Kelsey Clews3.3.1. Select community grant recipients Kelsey Clews3.3.2. Announce grant recipients Kelsey Clews

3.4. Campus Involvement Kelsey Clews3.4.1. Recruit judges for selected activities Kelsey Clews3.4.2. Team sign-up Kelsey Clews3.4.3. Team sign-up deadline Kelsey Clews

3.5. Activities Committee Nik Koulogeorge3.5.1. Coordinate weekly meeting Nik Koulogeorge

3.6. Student Relations Jessica Strathman3.6.1. Order T-shirts Jessica Strathman3.6.2. Collect registration fees Jessica Strathman3.6.3. Organize event prepay system Jessica Strathman3.6.4. Coordinate weekly meetings with team liaisons Jessica Strathman3.6.5. Sign up for activity participation David Deaton

4. Event Monitoring & Control David Deation4.1. Organize kick-off party Jessie Clark4.2. Kick-off party Jessie Clark4.3. Participate in Green Feather activities David Deaton4.4. Monitor funds collected Advisor

5. Closing Reception &Project Wrap-up David Deaton5.1. Coordinate closing ceremony Jessie Clark5.2. closing ceremony Jessie Clark5.3. Check distribution to grant recipients Kelsey Clews5.4. Project wrap-up meeting David Deaton5.5. Evaluations of Committee and Executive Board Advisor


WBS DICTIONARY

TASK # DESCRIPTION START DATE

FINISH DATE

DURATION PERSON RESPONSIBLE

SPECIFICATIONS NECESSARY RESOURCES

2 Recruit and Select Program Coordinator

1/1/08 1/2/08 2 days Advisor Ask prior Executive Board Members if they are interested in being Program Coordinator, interview, and select

3 Recruit and Select Executive Board Members

1/3/08 1/15/08 9 days Program Coordinator

Program Coordinator and Staff Advisor meet and select people that would be good for certain positions on Executive Board. We send emails out to those people with the application and set up interviews. After the interviews we select the best people for the specific jobs.

4 Announce Greenfeather Executive Board


Announce Greenfeather Executive Board to Campus Life.

6 Coordinate Weekly Executive Board Meetings


The Program Coordinator sets up weekly meetings for the Executive Board to meet. They discuss different issues that pertain to Greenfeather and everyone gives updates on what is going on in their specific area.

22 Coordinate Brainstorming Session

1/25/08 1/25/08 1 day Program Coordinator

Program Coordinator comes up with a list of things to Brainstorm. This should include the theme, slogan, events, logo, etc.

23 Choose Theme/Slogan

1/28/08 3/21/08 8 weeks Program Coordinator

Have the Executive Board come up with ideas and turn them into the Program Coordinator. They then all sit down and go through which theme/slogan is the best.

24 Develop a Calendar with Activities Timelines


Put together all of the events that the Executive Board has come up with and put it into a calendar.

Computer with Microsoft Excel

26 Design Logo 3/24/08 4/4/08 2 weeks Marketing/PR

The Marketing Chair creates a logo on Fireworks, PowerPoint, Publisher, or any other computer program that allows you to create logos. The logo must tie in with the theme.

Computer with software that allows you to create logos.

27 Design T-Shirt 4/7/08 4/18/08 2 weeks Marketing/PR

Marketing Chair designs a t-shirt preferably with the logo on it and meets with the Manager of the Print Shop to verify the cost and the design.

28 Design Print Materials

4/21/08 5/2/08 2 weeks Marketing/PR

Create pamphlets, flyers, banners, and any other form of paper marketing. Print out pamphlets for incoming students.

Computer that has Microsoft Publisher. Funding for Pamphlets $100.

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FINISH DATE



29 Develop Marketing Video


Meet with Media Services to create the video. Go through all video and photo archives from prior Greenfeather and select the best pictures and videos to create an all around Greenfeather video.

Computer with video creating software. Use Stetson Media Services experts to help create the video.

30 Coordinate Community Announcements


Create Stetson Announce, contact newspapers, radio stations, and the DeLand local community to let them know about Greenfeather.

Phone with different local newspaper and radio station numbers.

31 Create Website for 2008 event

6/23/08 6/27/08 1 week Marketing/PR

Get access to the Greenfeather Website through Media Services and update it with the new Greenfeather schedule and information about what Greenfeather is all about.

Computer with Internet access. Receive access to the Website from Stetson IT.

33 Create and Distribute greenfeather grant applications

5/5/08 6/27/08 8 weeks Get all of the local community partners email addresses from the community partner agency database and email the application out to all community partners that have an email address. Mail the application to the community partners that don't have email addresses.

The Stetson Letterhead, stamps, envelopes, computer with internet access, and access to the agency database. Funding for printing and mailer $50.

34 Kick-off party and opening Ceremony planning

5/5/08 8/1/08 13 weeks Ceremony Coordinator

Think of ideas for the Opening and Closing Ceremony that go along with the theme. Think about location, food, decorations, events that will go on during the ceremony's, speakers, etc.

Make sure location is reserved.

36 Recruit students, Staff, and Faculty for involvement

1/18/08 9/25/08 9 months Meet with key Faculty and Staff members in different departments to let them know that Greenfeather is coming up and what they need to do to sign up. Set up a table at the organizational fair and the volunteer fair promoting Greenfeather. Email all student organizations with information pertaining to Greenfeather.

Greenfeather Pamphlets and decorations for the Greenfeather table. Funding for decorations from Marketing budget $50.

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FINISH DATE



38 Recruit and Select and Activities Committee

1/18/08 4/17/08 13 weeks Committee Coordinator

Create a committee application. Send out a Stetson Announce notifying students that the applications are available. The Committee Coordinator meets with the Executive Board and discusses certain individuals that would be good for the committee. They then send out applications to those individuals. Set a deadline for the committee applications to be due. When the deadline has passed the Executive Board goes through all of the applications and puts each person in the committee they think suites them best.

Computer with Microsoft Word.

39 Announce Committee Selection

4/21/08 4/21/08 0 days Committee Coordinator

Email the committee and Campus Life letting everyone know who is on the Greenfeather Committee.

40 Coordinate Weekly Committee Meetings


Pick a day and time that the committee meets weekly to discuss what is going on with each individual events, brainstorm ideas, and to get familiar with each other.

44 Revise Greenfeather Manual

3/24/08 5/2/08 6 weeks Student Liason

The Student Liaison goes through the Greenfeather Manual from the prior year and makes the changes that the Executive Board has voted on. They also change it so it fits in with the theme.


46 Coordinate Weekly Executive Board Meetings


The Program Coordinator sets up weekly meetings for the Executive Board to meet. They discuss different issues that pertain to Greenfeather and everyone gives updates on what is going on in their specific area.

56 Print Marketing Materials

9/5/08 9/5/08 1 day Marketing/PR

Print flyers, pamphlets, banners, and any other form of paper marketing.

Funding for print materials $200

57 Decorate Campus 10/13/08 10/17/08 1 week Marketing/PR

Put up flyers, banners, and any other creative form of marketing on campus that ties in with the Greenfeather Theme. Decorate the Display Case in the Commons.

Key to the display case in the Commons. Permission to put up flyers around campus from Student Activities. Funding for Decorations $150

58 Write article for "The Outlet"

10/6/08 10/10/08 1 week Marketing/PR

Write an article with all of the details about the upcoming Greenfeather for the Community Service Newsletter.


59 Update Web-site 9/8/08 9/8/08 1 day Marketing/PR

Continually update the Greenfeather Website with any new information.

Computer with Internet access.

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FINISH DATE



61 Select community grant recipients

6/30/08 9/5/08 50 days Community/Campus Involvment

Get all of the community partner grant applications together and meet with the Executive Board to go over them. The Executive Board then votes on the top 12.

62 Announce grant recipients


Announce the Greenfeather Community Partner Grant Recipients to the Greenfeather Executive Board, Committee, and Campus Life Staff. Send a letter of congratulations to the community partners that receive the Greenfeather Grant with all of the important dates of Greenfeather.

64 Recruit judges for selected events

9/8/08 10/10/08 5 weeks Community/Campus Involvment

Send a Stetson Announce notifying Stetson faculty and staff that Greenfeather is in need of judges. Contact the community partners that are receiving the Greenfeather Grant to see if they would be willing to judge an event.

Computer with Internet Access.

65 Team Sign-Up 9/8/08 10/10/08 5 weeks Community/Campus Involvment

Once a team has notified the Campus Involvement Chair that they are interested in participating in Greenfeather they must fill out all paper work to show what events they will participate in.

66 Team Sign-Up deadline


The last date to sign up to participate in Greenfeather is October 10th. This is when we will announce all teams that are participating in Greenfeather.

68 Coordinate Weekly Committee Meetings


As soon as Fall Semester Starts the Committee Chair starts up committee meetings. At each meeting they go over any issues pertaining to the events of Greenfeather. All committee members give updates on their events.

77 Order T-shirts 10/3/08 10/3/08 1 day Marketing Once the Executive Board has the specific teams that are set up to participate in Greenfeather they will know the amount of shirts they will need to order. They place the order through the Stetson Print Shop.

Funding for t-shirts $1,000

78 Collect registration fees

9/8/08 10/17/08 6 weeks Student Liaison

The different teams participating in Greenfeather have until October 17th to turn in their Greenfeather Registration fees.

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FINISH DATE



79 Organize Event Prepay System

9/8/08 10/10/08 5 weeks Student Liaison

The Student Liaison meets with the Coordinator of Hollis Center Operations to set up the front desk of the Hollis Center with the Prepay System. This allows students to Prepay for all of the Greenfeather events prior to Greenfeather. The Student Liaison also prints off sheets so when the students prepay they have a record that they paid.

80 Coordinate Weekly Meetings with team Liaisons

9/10/08 10/15/08 26 days Student Liaison

The Student Liaison sets up weekly meetings for the different team liaisons. These meetings are to let the team liaisons know what is going on with points, rules, events, and the schedule of Greenfeather.

87 Sign up for activity participation

10/13/08 10/17/08 1 week Program Coordinator

The Executive Board distributes specific days each board member will be on call for Greenfeather. They also sign up to be at the different events during Greenfeather. One Executive Board Member has to be at each event at all times.

89 Organize Kick-off Party

10/21/08 10/27/08 1 week Ceremony Coordinator

Gather the decorations, food, tables, chairs, for the Kick-Off Party. Invite all community partners that are receiving the Greenfeather Grant.

Funding for the Kick off party is as follows: Food $275, Decorations $50. Rent tables and chairs. Funding for chairs $100 and tables $200. Order food through Catering.

90 Kick off party 10/27/08 10/27/08 0 days Ceremony Coordinator

The Kick off party takes place.

91 Participate in greenfeather activities


All Executive Board members monitor and control all Greenfeather events.

92 Monitor funds collected

10/27/08 11/8/08 12 days Student Liaison/ Advisor

Throughout Greenfeather money is collected. The Student Liaison and the Staff Advisor keep track of all money collected and deposit it with the Administrative Assistant at the beginning of each morning.

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FINISH DATE



94 Coordinate Closing Ceremony


Buy all Greenfeather Trophies, order food, tables, chairs, send out invitations to all teams that participated in Greenfeather and all Community Partners that are receiving the Greenfeather Grant. Print off big fake checks to give to the community Partners.

Funding for the Closing Ceremony is as follows: Food $275, Decorations $50. Rent tables and chairs. Funding for chairs $100 and tables $200. Order food through catering.

95 Closing Ceremony 11/14/08 11/14/08 O days Ceremony Coordinator

Closing Ceremony takes place.

96 Check Distribution to grant recipients


Check Request forms are filled out with the community partners’ information that won the Greenfeather Grant and is given to the Finance Department.

97 Project Wrap Up 11/21/08 11/21/08 1 day Program Coordinaro

The Executive Board meets and goes over Greenfeather. They discuss what worked and what didn't. They talk about who would be good for the Executive Board next year. After all issues have been discussed they go out to dinner to celebrate as an Executive Board that Greenfeather has ended.

Funding for dinner comes from Committee Events Food: $150

98 Evaluations of Committee and Executive Board

11/21/08 11/21/08 1 day Advisor Evaluations are given out to all Executive Board members, committee members, the teams that participated in Greenfeather, and the Community Partners that participated in Greenfeather. These evaluations are to determine how everyone felt about Greenfeather and discover ways to make Greenfeather better.

Funding for Printing Evaluations.

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NETWORK DIAGRAM

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2 3 4 36

24

6

38 39 40 68

22

33

34

26

29

6261

2827

44

31

30

46 *

79

58

59

64

78

77

65

80

66

57

92

9089

9596

989794

46

23

*

56

87

91

Critical Path:

Tasks 2,3,4,6,33,61,62,46,87, 89,90,91,94,95,97 & 98


Task #

Duration (Days)

Immediate Predecessor ES EF LS LF Slack

2 2 0 2 -6 -4 -63 9 2 2 11 -4 5 -64 0 3 11 11 5 5 -66 71 4 11 82 5 76 -6

22 1 6 82 83 226 227 14423 40 6SS 11 51 167 207 15624 3 4 82 85 224 227 14226 10 23 51 61 197 207 14627 10 26 61 71 207 217 14628 10 27 71 81 217 227 14629 20 23FS+10wks 101 121 207 227 10630 105 23 51 156 122 227 7131 5 23FS+13wks 116 121 222 227 10633 40 6 83 123 76 116 -734 65 6 83 148 162 227 7936 180 4 11 191 47 227 3638 65 4 11 76 125 190 11439 0 38FS+2days 78 78 190 190 11240 6 39 78 84 190 196 11244 30 23 51 81 197 227 14646 35 62 173 208 166 201 -756 1 46SS 173 174 221 222 4857 5 56FS+5wks 198 203 222 227 2458 5 46SS 173 178 222 227 4959 1 46SS 173 174 226 227 5361 50 33 123 173 116 166 -762 0 61 173 173 166 166 -764 25 46SS 173 198 202 227 2965 25 46SS 173 198 202 227 2966 0 65 198 198 227 227 2968 31 40 84 115 196 227 11277 1 46SS+19 days 192 193 226 227 3478 30 46SS 173 203 192 222 1979 25 46SS 173 198 202 227 2980 5 78SS 173 178 222 227 4987 5 46SS+27 days 200 205 196 201 -489 4 87 205 209 201 205 -490 1 89 209 210 205 206 -491 12 90 210 222 206 218 -492 12 90 210 222 215 227 594 4 91 222 226 218 222 -495 0 94 226 226 222 222 -496 5 95 226 231 222 227 -497 1 95 226 227 225 226 -198 1 97SF 226 227 226 227 0

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ADDITIONAL PROJECT INFORMATION

Budget

ACCOUNT AMOUNTMarketing

Pamphlets $100 Flyers $200

T-shirts $1,000 Decorations $200

Marketing Total $1,500 Committee Events

Decorations and materials $1,000 Food $500

Committee Events Total $1,500 Opening and Closing Ceremony

Greenfeather Grant Applications $50 Food $550

Decorations $100 Trophies $300

Opening and Closing Ceremony Total $950 Logistics

Tables $600 Chairs $400

Logistics Total $1,000 Extra Expenses

Any additional expenses $2,000 Extra Expenses Total $2,000

Total Budget $6,950

Discussion of project team/skill set needed to complete the project.

The students that are on the Executive Board must have strong leadership skills. They must be organized, responsible, and enthusiastic about Greenfeather. All members on the Executive Board must have at least one year of experience serving on the Greenfeather committee. The Program Coordinator must have been on the Executive Board one year prior to serving as Program Coordinator. The Committee Chair must have strong communication skills. The Marketing/PR chair must have some experience with marketing, preferably a student that has marketing as their major. The Student Liaison and Campus Involvement chairs must be familiar with the different organizations on campus and their leaders. The Community Liaison must be familiar with the different local community partners in the DeLand community. All

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members on the Greenfeather Executive Board must commit a substantial amount of their time toward Greenfeather.

Discussion of the methods you propose to control the project

The organizational structure is set up to keep everyone on task and to let everyone know what is going on at all times during the project. The Program Coordinator manages the Executive Board. He holds weekly meetings as well as one-on-one meetings with each individual Executive Board Member when needed. The Program Coordinator meets with the Staff Advisor one-on-one prior to the Executive Board meetings to go over the meeting agenda and any other Greenfeather issues that may be going on at the time. The staff advisor also attends all Executive Board meetings in case there are any logistic questions or questions dealing with what can or cannot be done at Stetson University. If there is an Executive Board Member that is not pulling his or her wait the Program Coordinator will meet with them one-on-one and find out the reason they are unable to fulfill what their position entails. If there is no valid reason the Program Coordinator and Staff Advisor will meet to reconsider the student for the position.

Discussion of the tasks needed to close out the project.

Once all tasks have been completed the Greenfeather Executive Board distributes evaluations amongst the committee members and the students, faculty, and staff that participated in Greenfeather. These are used to determine what could be done better for the following years. The Closing Ceremony happens a week after Greenfeather. This is when the Greenfeather Executive Board distributes the awards to all organizations that participated and won individual events during Greenfeather. They also distribute the Greenfeather Grant checks to the community partners that won the Greenfeather Grant. The Executive Board along with the staff advisor then has their last meeting discussing what they liked about Greenfeather and what they would like see different for the next year. The Executive Board then goes out to dinner to celebrate all the hard work they did.

Discussion of critical success factors

Having a strong, reliable Executive Board that is hard working, creative, and passionate about Greenfeather and everything it stands for. Without a strong

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Executive Board Greenfeather will not be successful. Having a dependable Staff advisor that is flexible is another critical factor to Greenfeather’s success.

Conclusions and lessons learned

1.1 Savannah-Jane Atkins Putting this project together has really shown me how useful MS Project can be in everyday life. It is a way to organize big events you may have at work, school, or for personal events such as a wedding or large birthday party. I’ve learned that there are a lot of bases you have to cover when putting a project down on paper. I think this project is going to be extremely useful for the Community Service Program at Stetson University. They will now have a template of what Greenfeather is all about, so they will have something to follow every year and schools that are interested in putting on Greenfeather at their school they will have some guidelines to follow.

1.2 Thomas Mayhew This project has really given me a true understanding of how MS Project can be applied to any facet of ones life. Before now, I had never even heard of a network diagram or a Gantt chart or knew how helpful they could really be to developing and completing a successful project. It was a great experience working with everyone in my group- David, Savannah, and Rebeca. Everyone worked hard to ensure that deadlines were met and we helped each other to ensure the completion of this project. Furthermore, even though I have been at Stetson for over three years now, I had never realized the amount of work that goes into preparing for and executing Green feather. This project has such depth to it that I could easily see this template being able to be applied to any organization/University that wants to have there own Greenfeather.

1.3 Rebeca Perren The project management processes we learned throughout the project have very meaningful life applications. Our project involved many tasks that needed to be condensed in order to manage the scope of the project, and we certainly felt the pressure of the time limitations when working on developing the project itself. Also, applying the MS Project tool was more challenging that I had originally expected, but at the same time I can see the value it adds as the projects gets more extensive. I hope that we have managed to put together a project that can serve as a tool for this years’ event as well as many other Greenfeather festivals to come.

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1.4 David Thomas In the past I have done other projects on MS Project, and done the Network Diagrams and Work Breakdown Structures for them, but none of them compared to this. The ones in the past were all straight forward with a set start/finish point, and no room for misinterpretation of how the project will be affected if one task is delayed. However, this all changed when we chose this project to work on, and I learned that definitely, not all projects are the same. I always thought/assumed that, but this really put it in perspective for me, especially with the complexity of the WBS and the Network Diagram. In the end it has really shown how useful MS Project can be for organizing and keeping a project on the straight and narrow. Doing this has also made me understand why people with certification from the PMI Institute get paid so much, and that is because on top of all of the time consuming work, they really need to know what they are doing and what is truly going on.

Reports from MS Project

MS Project provides the user with numerous reports to aid in the managing the constraints of a particular project. The following reports from MS Project software have been identified as beneficial for this particular project:

Overview Reports: Project Summary Milestones

Current Activities Reports: Tasks Starting Soon Tasks In Progress Completed Tasks Should Have Started Tasks

Assignment Reports: Who Does What When To-do-List

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