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Penn State Hazleton

Current Project Manager: K. MatikaSpokesperson: N. LaGreca Jr.Public Relations Liaison: P. LombardRecruiter/Technology Supervisor: J. Celi Executive Project Sponsor: B. BrazonCurrent Project Phase: Executing PhaseDepartment Provider: Documentation

Project Duration: August 30, 2012 to December 6 , 2012

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FINISHER’S MARKETING GROUP REVITALIZATION OF THONProject Duration: August 30, 2012 to December 6, 2012

Project Charter, November 17, 2012

November 17, 2012

BA 421 project Charter

Table of ContentsSection Page

1. Project Overview1.1 Project Statement1.2 Project Description1.3 Project Goals and Objectives1.4 Project Scope1.5 Critical Success Factors1.6 Assumptions1.7 Constraints1.8 Training, Development,

Communication

2. Project Authority and Milestones2.1 Funding Authority2.2 Project Oversight Authority2.3 Project Milestones

3. Project Organization3.1 Roles and Responsibilities

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3.2 Project Organization3.3 Management Approach

Scope Management PlanTime Management PlanCost Management PlanQuality Management PlanHuman Resource Management PlanCommunications Management PlanRisk Management PlanProcurement Management PlanIntegration Management Plan

3.4 Project Facilities and Resources

4. Points of Contact

5. Revision History

6. Sign Off Area

7. Appendix Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F

8. External Resources

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Section 1. Project Overview1.1 Project Statement

The Finishers Marketing Group, J. Celi, N. LaGreca, P. Lombard, and K. Matika, has been charged with creating a dynamic 30-second to 1-minute long commercial for the Pennsylvania State University, Hazleton Campus chapter of THON. Given the choice of either a radio or video commercial the group has decided to produce a well-thought out and compelling video commercial to revitalize Hazleton’s THON campaign and its overall public image. In light of the release of the Freeh Report and the increased scrutiny that The Pennsylvania State University is facing commonwealth-wide, Finishers Marketing Group is determined to show the world that Penn State has always been and always will be “For the Kids.” The project duration will be from August 30, 2012 with a completion date of December 6, 2012.

1.2 Project Description

The Revitalization of THON project is intended to restore the reputation of The Pennsylvania State University and its student-run philanthropic organization THON after last year’s reprehensible child abuse scandal, the subsequent release of the Freeh Report, and the indictments of Penn State’s (former) highest ranking officials. The members of Finishers Marketing Group, J. Celi, N. LaGreca, P. Lombard, and K. Matika, will produce a video commercial utilizing the following resource:

Video Camera obtained from the PSU Hazleton Film Club, Macbook Pro equipped with iMovie software from the PSU Hazleton Library, The green screen room located in the PSU Hazleton Library as well as the portable

green screen also available in the library, The group members as actors/actresses for the video, Script storyboarded by the group, A group member’s vehicle to use as the set, And copyright permissions from Atlantic Records or the classroom exemption found

at https://www.lib.umn.edu/copyright/limitations#classroomuse for the use of the song “Some Nights” by Fun.

The majority of the videotaping will take place on the Penn State Hazleton Campus in parking lots and along the campus road. Most of the editing will be done in the campus library or by individual group members at locations to be determined. The project start date August 30, 2012 and completion date as outlined in the Statement of Work December 6, 2012.

1.3 Project Goals and Objectives

Project Goals Increase the philanthropic presence of THON in the Hazleton area. Turn around public perception of Penn State after the Sandusky scandal and

the release of the Freeh Report.

https://www.lib.umn.edu/copyright/limitations#classroomuse

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Remind the public that Penn State, especially THON, has always been and will always be “For the Kids.”

Project Objectives Create a well-thought out and compassionate video for THON by December

6, 2012. Ensure adherence to deliverables schedule.

o Group Member Job Duties – September 6, 2012.o Mission Statement/Scope of Work – September 8, 2012.o 1st Draft of Script – September 22, 2012.o SWOT Analysis – September 29, 2012.o Revised Draft of Script – October 6, 2012.o Final Script – October 11, 2012.o Risk and Situation Analysis – October 14, 2012.o Marketing Objectives and Marketing Strategies – November 8, 2012.o Completed Marketing Plan – November 29, 2012.o Completed Video – December 6, 2012.

Keep project within budget constraints. Increase donations to the Hazleton chapter of THON.

1.4 Project Scope

To produce a video for Penn State's Hazleton THON. This video’s purpose is to remind the general public that Penn State and THON have always been and will always be “For the Kids.” Additionally this video is intended to generate increased public awareness of Penn State’s philanthropic vision of a cancer-free childhood. With our video we look to make the 2012-2013 Hazleton THON canning season and overall campaign the most successful to date as well as turning around the public’s opinion of The Pennsylvania State University after the recent scandal and release of the Freeh Report. The scope will remain static throughout the project life cycle.

Project Includes: An original 30-second to 1-minute long video commercial Script and storyboard Statement of Work Project Timeline/Work Breakdown Structure (WBS) Project Charter SWOT Analysis Risk and Situation Analysis Marketing Plan Customer Contract/Sign-off Document

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Project Excludes Commercial broadcasting Professional actors and film editors The acceptance of donations Additional resources outside of listed budget constraints

1.5 Critical Success Factors Statement of Work Project Charter SWOT Analysis Marketing Plan Gantt Chart (Project Timeline/Work Breakdown Structure (WBS)) Storyboards Video Commercial Customer Contract/Sign-off Document

1.6 Assumptions

General Project Assumptions

The video commercial will depict families who are victims of pediatric cancer and benefactors of THON’s mission.

The video commercial will illustrate the importance of supporting THON not just locally, but nationally and internationally.

The video commercial will prove that even with the university in turmoil THON remains true to its core beliefs and efforts.

The video commercial will be no longer than one minute in length and no less than thirty seconds.

The target market for the video commercial includes those who question Penn State’s and THON’s integrity and mission.

The use of pre-recorded and edited video footage from past THON events. The video commercial will act as a reminder to the target market that THON has

been and always will be for the kids!

Technological Assumptions

Availability and knowledge of Project Management software: Microsoft Project. Availability of high quality film equipment from the Penn State Hazleton Film

Club. Availability of Macbook Pro from the Penn State Hazleton Library. Seamless editing of the video commercial to meet the allotted video commercial

time frame and content through the efficient use of iMovie installed on the Macbook Pro borrowed from the Penn State Hazleton Library.

Internet resource and assistance will be referred to often. Email communication between group members will be key to project success.

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Physical assumptions

Availability of group members, J. Celi, N. LaGreca, P. Lombard, and K. Matika at the time of filming.

All delivery options and the proposed video commercial arrangements within them will be met.

The video commercial will bring incremental benefits to THON and Penn State. The Finishers Marketing Group consisting of J. Celi, N. LaGreca, P. Lombard,

and K. Matika undertakes project execution and delivery of video commercial. Any other regulated change requirements throughout the project life cycle will be

undertaken in accordance with the listed regulatory processes for Change Requests listed in aforementioned charter.

The Procurement Manager/Technology Supervisor, J.Celi, takes design and implementation risk and must bear or contract out production risk.

Resource Assumptions

Camera and recording equipmento High Quality Camcorder,o 2TB External Hard-drive,o External Lighting,o Prop Car,o iMovie,o And Mac OS Lion.

Propso Signs, banners, etc.

Wardrobeo Personal shirts, decorative THON ware.

Calendar Reservationso Reserve film equipment.o Reserve film times and locations.o Setup meeting dates and times.o Email updates for all changes and ideas.

1.7 Constraints

Deliverable Schedule for final producto The group will deliver the final presentation of the commercial on December 6,

2012.

Dependencieso Lead times

o Roles will need to be set up in order to keep the project moving per the timeline.

o Re-writes need to be documented in the group’s archives.o Due dates especially for milestones are crucial.

o Group Support

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o Team support from everyone for everyone. Budgetary Limitations

o The group, J. Celi, N. LaGreca, P. Lombard, and K. Matika will stay at or under budget set forth in the scope, four thousand four hundred dollars for the following divisions:

Projected Expense Amount ($)

CameraFree rental through PSU

Hazleton Film Club

iMovie Free through J. Celi

Macbook proFree through PSU IT Dept

ActorsVolunteers from PSU student

body

Make-up 25

Props 100

Food & Beverage Allowance 115

Petty Cash 400

Project Manager 940

Marketing Head 940

Spokesperson 940

Recruiter/Technology Supervisor

940

Total 4400

o Full disbursement of fund is needed to complete project.o No additional funds will be available.

Sign-Off from Sponsor and Project Stakeholderso The team consisting of P. Lombard, K. Matika, R. LaGreca and J. Celio Sponsor: B. Brazon will sign off on successful video commercialo Hazleton’s THON chair, M. Warner.

1.8 Training, Development, Communications

Training: o iMovie - in-class tutorial given October 18, 2012.

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o Microsoft Project - in-class tutorial given September 13, 2012.o Google Docs - hands on learning began October 20, 2012.

Development: o Hone skills needed to fulfill project requirements.

iMovie and Apple software on the Macbook Pro for video editing. Microsoft Project to develop a congruent timeline of project deliverables,

milestones, and progress. Google Docs to share project thoughts and ideas in real time for seamless

integration to one final document, i.e. Project Charter, Marketing Plan, etc. Communication:

o Communication required between group members, J. Celi, N. LaGreca, P. Lombard, and K. Matika:

Texting, E-mail, Angel Group Study, And, Face-to-Face communication.

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Section 2. Project Authority and Milestones

2.1 Funding Authority (see Section 1.7, page 5 for budget matrix)

Capital budgeto Four Thousand Four Hundred Dollars budgeted

Rider Authorityo Penn State Hazleton Academic Affairs, Project Champion, L. Wright, and Project

Sponsor, B. Brazon. Appropriated Receipts

o Maintained and kept in the project team archives for cost analysis and accounting purposes.

2.2 Project Oversight Authority

Managemento Over the life of the project the video commercial and project management

documentation will be overseen by four managers at three week intervals. Manager One - P. Lombard

Week One to Week Four Manger Two - N. LaGreca

Week Four to Week Seven Manager Three - K. Matika

Week Seven to Week Ten Manager Four - J. Celi

Week Ten to Week Thirteen

Internal Oversight Bodies o Governance Structure (see Section 3.2, page 10 for organizational chart):

Equal responsibilities and liabilities amongst group members: J. Celi, N. LaGreca, P. Lombard, and K. Matika.

Reward and Punishment for desired actions and undesired actions.

Project Management Office:o No permanent physical location.o Archives to be kept on external hard drives, Google Docs, or on Angel.

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2.3 Major Project Milestones

Major milestones:o The following Milestones are needed to ensure success of the project.

Kick Off Meeting – August 30, 2012 – Initiating Phase. Milestone 1: Completed SOW.

September 7, 2012 – Initiating Phase. Milestone 2: Completed Project Charter.

November 17, 2012 – Planning Phase. Milestone 3: Completed Video.

December 6, 2012 – Executing Phase. Milestone 4: Viewer Feedback Survey Report.

December 7, 2012 – Monitoring and Controlling Phase. Milestone 5: Post-Mortem Meeting.

December 20, 2012 – Closing Phase.

Deliverables (see also Section 1.3, page 2 for additional deliverables)o Below is the list of deliverable products to our sign-off presentation on December

6, 2012. Finished Video Commercial. Full Marketing Plan. Beta Testing of video commercial Viewer Feedback Survey (see Appendix A, page 23). Physical presentation of materials Questions and answers session after viewing.

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Section 3. Project Organization3.1 Roles and Responsibilities

Project Manager - P. Lombard, N. LaGreca, K. Matika, J. Celi Manage project team and track deliverables.

o Apprise group, J. Celi, N. LaGreca, P. Lombard, and K. Matika, members of deadlines.

o Ensure deliverable deadlines are being met.o Offer support and feedback in regards to submitted material.

Generate and review project reports and documentation.o Submit project timeline/Work Breakdown Structure (WBS).o Review job descriptions, performance evaluations, and bi-weekly time

management logs.o Create the managerial report.

Ensure ethical standards and practices are being followed and upheld.o Follow copyright laws.o Produce a tactful and well-thought out THON video.

Be available for group questions, comments, or concerns.o Share contact information with group members.

Attend and participate in group meetings.

Spokesperson/Public Relation Liaison - N. LaGreca, P. Lombard Handle media and stakeholder events/issues/questions.

o Act as liaison between the group members, J. Celi, N. LaGreca, P. Lombard, and K. Matika, and the stakeholders and the media.

o Keep stakeholders informed of project progress via email, telephone calls, or text messaging.

Engage sponsorship for the THON video.o Contact Hazleton THON and local media outlets to increase public interest in the

completed video. Compile research regarding THON and past marketing approaches to eliminate the

overlap of ideas.o Use the Internet as a viable resource of past THON activity.o Keep group members up-to-date on findings via email.


Recruiter/Technology Supervisor - J. Celi Obtain necessary equipment for the video to be completed.

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o Make contact with the Penn State Hazleton Film Club and Penn State Hazleton Library regarding equipment availability and usage.

Complete the editing and final draft of the video.o Utilize iMovie software and Macbook Pro hardware.

Stay within the boundaries of the scope while producing a successful video.o Ensure all stakeholders’ concerns and the highest standards are being taken into

consideration while filming and editing. Attend and participate in group meetings.

Marketing Head - K. Matika Assist in storyboarding and script development.

o Brainstorm ideas and perform research to assist in script development as well as marketing strategy development.

Set up matrices and manage deadlines.o Create a marketing matrix to pinpoint which research will be used in the

marketing strategy.o Ensure all marketing deadlines are adhered to.

Develop the marketing strategy for the video.o Utilize researched material to ensure stakeholder satisfaction in the completed

video.o Create marketing blasts to showcase completed video.


3.2 Project Organization

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3.3 Management Approach

Scope Management Plan

The scope will remain static throughout the life cycle of the project. However it will be tracked and reviewed at the end of each project management phase by the assigned Project Manager.

End of Initiating Phase: P. Lombard, Project Manager – September 7, 2012. End of Planning Phase: N. LaGreca, Project Manager – November 17, 2012. End of Executing Phase: K. Matika, Project Manager December 6, 2012. End of Monitoring and Controlling: K. Matika, Project Manager December 7, 2012. End of Closing: J. Celi, Project Manager December 20, 2012.

Requirements Management Plano Project Charter and Statement of Work documents will be used as a guideline for

defining project requirements. o End Product Requirements:

ChampionL. Wright

SponsorB. Brazon

THON Caption

Michael Warner

Project Manager

P. Lombard, N. LaGreca, K. Matika, J. Celi

Marketing Head

K. Matika

RecruiterJ. Celi

ResearchP. Lombard

Spokesperson

N. LaGrecaPR Liasion

P. Lombard

Technology Supervisor

J. Celi

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Obtain copyright permissions to use the song “Some Nights” by Fun. Obtain permission to use video camera and Macbook Pro through Penn

State Film Club and Library, respectively. Completion of video commercial by due date, December 6, 2012.

o Documentation Requirements Statement of Work Project Charter Script and Storyboard Project Timeline/Work Breakdown Structure (WBS) WBS dictionary SWOT Analysis Risk and Situation Analysis Marketing Plan

o Requirements Traceability Matrix See Appendix B, pages 23-24.

o Scope Statement Project Characteristics

o Project will produce a well-thought out and compassionate 30-second to 1-minute long video commercial for THON.

Stakeholder Acceptance Criteriao Meeting completion date of December 6, 2012.o Keeping Stakeholders apprised of any changes via email to create a

paper trail as a future project resource.o Positive feedback of final video commercial from members of

THON, The Hershey Medical Center, and the Four Diamonds Fund.

o An official signature on the contract and the release of the necessary funds to complete the video advertisement per the marketing plan.

Applicable Standardso The group, J. Celi, N. LaGreca, P. Lombard, and K. Matika, has

outlined the schedule of deliverables and will strive to meet all deadlines to ensure the marketing plan and video are completed on time, within budget, professionally, and to the standards of THON, the Hershey Medical Centers Pediatric Cancer Research Laboratories Unit, the Four Diamond Fund, and especially the patients and their families. Team members will work together to produce the best video possible

Work Breakdown Structure (WBS)1. Revitalization of THON

1.1 Initiating1.1.1 Group Formation

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1.1.2 Project Name1.1.3 Define Stakeholders1.1.4 Define Scope1.1.5 Budget Study1.1.6 Compose Statement of Work (SOW)1.1.7 Milestone: Completed SOW

1.2 Planning1.2.1 Review SOW1.2.2 Redefine Stakeholders1.2.3 Team Contract1.2.4 Project Charter

1.2.4.1 Scope Management Plan1.2.4.2 Time Management Plan1.2.4.3 Cost Management Plan1.2.4.4 Quality Management Plan1.2.4.5 Human Resource Management Plan1.2.4.6 Communication Management Plan1.2.4.7 Risk Management Plan1.2.4.8 Procurement Management Plan1.2.4.9 Integration Management Plan

1.2.5 Milestone: Completed Project Charter1.3 Executing

1.3.1 First Draft of Script1.3.2 Revised Draft of Script1.3.3 Final Draft of Script1.3.4 iMovie Software Training1.3.5 Video Shoot1.3.6 Video Editing1.3.7 Rework Video1.3.8 Milestone: Completed Video

1.4 Monitoring and Controlling1.4.1 Marketing Objectives and Strategies

1.4.1.1 Monthly Budget Reviews1.4.1.2 Monthly Deliverable Reviews

1.4.2 SWOT Analysis1.4.3 Risk and Situation Analysis1.4.4 Internal Video Viewing

1.4.5 Beta Testing1.4.5.1 External Video Viewing1.4.5.2 Viewer Feedback Survey1.4.5.3 Analyze Viewer Feedback Surveys1.4.5.4 Milestone: Viewer Feedback Survey Report

1.5 Closing1.5.1 Review Documentation1.5.2 Sign-off of Documentation1.5.3 Final Report

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1.5.4 Lessons Learned Report1.5.5 Milestone: Post-Mortem Meeting

1.6 Recurring Tasks1.6.1 Bi-Weekly Time Management Logs1.6.2 Managerial Report

WBS Dictionaryo See Appendix C, pages 25-27.

Time Management Plan

Updating Bi-weekly logs stating the progress of work completed. Organizing meetings regarding the progress of deliverables assigned to group members,

J. Celi, N. LaGreca, P. Lombard, and K. Matika. Filming of the video commercial.

o Making sure everything is accurately timed.o Editing.

Making sure everything is matched up to the storyboard. Keeping our commercial between 30 seconds to 1 minute.

o Final Project Submission. Any and all schedule changes will be communicated to the primary Stakeholders by the

current Project Manager in written form, i.e. email, office memo, Change Request forms.

Cost Management Plan

Cost Management Plan will be reviewed on a monthly basis by the current Project Manager:

Budget Review Number One: P. Lombard, Project Manager – September 28, 2012. Budget Review Number Two: N. LaGreca, Project Manager – October 17, 2012. Budget Review Number Three: K. Matika, Project Manager – November 14, 2012. Budget Review Number Four: J. Celi, Project Manager – December 14, 2012. Reference Appendix D (page 27) Microsoft Project Timeline submitted with Project

Charter. Project Cost Elements

o Cost Estimatingo Cost Budgetingo Cost Performance Baselineo Resource Planning Cost

Any and all budgetary changes will be communicated to the primary Stakeholders by the current Project Manager in written form, i.e. email, office memo, Change Request forms (more specifically a Purchase Order Increase Form).

Quality Management Plan

Quality Metricso Viewer Feedback Survey utilized during beta testing to ensure quality and

adherence to Stakeholders expectations will include adults ages 25 – 65 years of age.

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o Survey consists of six questions subjective questions with a one through five Likert rating scale.

o Results should fall within seventy-five percentile or above range. If survey results do not fall in the acceptable percentile range, the group, J.

Celi, N. LaGreca, P. Lombard, and K. Matika, will reshoot the footage and rework the video commercial to ensure quality and Stakeholder expectations are met.

Quality Checklisto Purpose of checklist is to ensure all items needed for filming and editing are

available and acquired.

CameraMacbook ProiMovie SoftwareVehicle for production setTHON t-shirts and accessoriesScriptGroup Members, J. Celi, N. LaGreca, K. Matika, and P. Lombard Filming location

Ensuring that the video commercial meets all the necessary requirements using iMovieo Editing correctly

Transitions Music Timing Script

Any and all changes will be communicated to the primary Stakeholders by the current Project Manager in written form, i.e. email, office memo, Change Request forms.

Human Resources Management Plan

Project Management group was formed voluntarily, comprised of J. Celi, N. LaGreca, P. Lombard, and K. Matika.

Current project manager will resolve conflict between group managers. Training on iMovie and video equipment will be done between group members. Each position has a job description and performance evaluation. Evaluations are completed quarterly throughout the semester and are included in the

current Project Manager’s Managerial Report.o Managerial Report One: P. Lombard, Project Manager – October 3, 2012.o Managerial Report Two: N. LaGreca, Project Manager – November 9, 2012. o Managerial Report Three: K. Matika, Project Manager – December 6, 2012. o Managerial Report Four: J. Celi, Project Manager – December 20, 2012.

Group members will be asked to remove themselves from the group if they acquire 5 violations.

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Staffing Management Plano Replacement of group member(s) will be determined by the group.o Group members, J. Celi, N. LaGreca, P. Lombard, and K. Matika will utilize

Angel to post an advertisement for other groups if a replacement is needed.o The advertisement will be posted immediately after the unwanted group member

is removed from the group to expedite finding a replacement.o The group would require a well worded and expressive email stating why the

applicant wants to join Finishers Marketing Group. o The group may decide to divide up the extra work instead of replacing group

member.o Project Sponsor will be contacted if the group requests an additional member to

the team.

Actions and Consequences

Positive Action

Attending Mandatory Meeting

Supporting fellow teammates:o With input and advice,o With completion of project

requirements,o And with constant and

immediate communication.

Going above and beyond in everyday tasks.

Positive Reinforcement

Follow up email thanking the team for attendance and summarizing the agenda with meeting minutes.

Certificate of appreciation for personal dedication to the project progress and success.

Negative Action

Failure to Attend Mandatory Meeting.

Burdening fellow teammates:o With false or inappropriate

advice,o With adding to another’s

workload,o And with lack of constant and

immediate communication.

General disregard for stakeholders:o THON Officials

Negative Reinforcement

Follow up email explaining the fault of failure to show (the actual email serves as a formal write-up, which is kept in member’s personnel file).

Relieved of duties and asked to please not attend any formal group events, such as meetings, filming, etc. until further notice.

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o Pediatric Victimso Project Sponsoro Project Championo Project Group Members

Communications Management Plan

Stakeholders and group members, J. Celi, N. LaGreca, K. Matika, and P. Lombard will use numerous communication management techniques during our project ensure transparency and Stakeholder requirements are being met.

Current project managers will set up a communications management plan to dictate to the group the preferred method(s) of communication.

o Group Meeting One: P. Lombard, Project Manager – August 30, 2012.o Group Meeting Two: N. LaGreca, Project Manager – October 1, 2012. o Group Meeting Three: K. Matika, Project Manager – November 1, 2012. o Group Meeting Four: J. Celi, Project Manager – December 6, 2012.

The communication methods used between group members and Stakeholders consist of the following and will be deployed as necessary based issues, questions, or concerns as they arise.

o Texting,o E-mail,o Angel Group Study,o And face-to-face communication.

Risk Management Plan

Current project managers will update the risk management plan.

Script and Filming Limitations – HIGH probability HIGH impacto Expectations for creating an elaborate commercial may be constrained due to

time, money, and software capabilities. The weather in the area is changing and filming the commercial outside might be detrimental to the quality of the video. Revisions to the script must be timely in order to meet the deadline for completing the commercial.

Google Documents Copyright - LOW probability LOW impacto Google Documents is being used so group members can work on the charter, and

marketing plan. Per Terms of Use Google Inc. has rights to the documents and can use the documents in advertisement or publication. There is not a lot of

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classified information involved in this project. Group members agreed that confidential information will not be inserted into a Google document. Informational will be withheld until final edits are made to the document in Microsoft Word.

Inclement Weather – LOW probability MEDIUM impacto Recently the east coast was hit by a severe tropical storm. Campus was closed for

two consecutive days. Class was not affected by the storm, and group members did not have any meetings planned. There is a big chance of getting snow before the end of the project, and it may affect filming or group meetings.

Lack of Communication - MEDIUM probability HIGH impacto Some group members are not responding to emails in a timely manor, and this can

be discouraging to other group members. Group member are not informing one another if they are leaving class early or cannot make it to a meeting. This leaves other members confused and frustrated. All group members need to remember their responsibility to the group and make sure everyone in the group is kept up to date. Contact information was given to all group members again.

Group Member Availability - HIGH probability HIGH impacto As each new semester starts it is difficult to arrange meeting times and places to

accommodate all group members, J. Celi, N. LaGreca, P. Lombard, and K. Matika. Each group member is trying to settle into the semester and get into a routine, but the uncertainty of outside obligations sometimes limit availability. Group members will need to hone time management skills in order to attend meetings and stay on task with this project.

Learning Curve on iMovie Technology - MEDIUM probability LOW impacto With the introduction of the software being new to the group there will be a large

learning curve for the each member to overcome. The group will need to work individually as well as within the group and do the necessary research to become familiar with and proficient in iMovie.

Originality - MEDIUM probability MEDIUM impacto In order to produce a well thought out, tactful video commercial for THON the

group is going to have to think “outside the box.” There will need to be excessive research into what has been done in the past to ensure the ideas and concepts of Finishers Marketing Group’s video are original and within the scope outlined in the Statement of Work document.

Possible Copyright Permissions Needed - HIGH probability MEDIUM impacto The project team would like to use the song “Some Nights” by Fun in the video;

however certain copyright permissions may be needed in order to do so. The group will enlist the help and advice of the Project Sponsor in order to verify if such permissions are needed, and if so, how to obtain permission to use the song.

Equipment Availability - LOW probability MEDIUM impact

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o Per the Statement of Work document the group will be borrowing equipment from both the Penn State Hazleton Film Club as well as the Penn State Hazleton Library, in order to stay within budgetary constraints. The successful completion of the video shoot and the editing process will be contingent on the availability of the equipment from these sources. The group will need to be flexible and may need to adjust deliverable dates to coincide with equipment availability.

See Updated Risk Registry (Appendix E, page 27). Any and all changes will be communicated to the primary Stakeholders by the current

Project Manager in written form, i.e. email, office memo, Change Request forms, as deemed necessary.

Procurement Management Plan

All items needed to complete the video commercial will be borrowed from the Penn State Library and/or Film Club; therefore normal procurement procedures are not required.

o J. Celi will reserve video camera from the PSU Hazleton Film Club for November 16, 2012.

o J. Celi will reserve Macbook Pro with iMovie software from the PSU Hazleton Library for November 26, 2012.

o P. Lombard will confirm the availability of the vehicle being used as the set for November 16, 2012.

Once items needed have been procured the group member charged with the procurement will notify the other group members via email or text message that the item has been obtained.

Any and all changes will be communicated to the primary Stakeholders by the current Project Manager in written form, i.e. email, office memo, Change Request forms, as deemed necessary.

Project Integration (Configuration) Management Plan

Google Docs will be used to collaborate on all information. All group members signed a team contract outlining the objectives of the project and

professionalism. Current project manager is responsible for making sure the project is running smoothly

and will audit documentation per the schedule below to ensure: feasibility of processes; budget constraints are met; Stakeholder expectations are met; risk reduction methods are in place; and group member performance is at its highest.

o Documentation Audit Number One: P. Lombard, Project Manager – September 28, 2012.

o Documentation Audit Number Two: N. LaGreca, Project Manager – October 17, 2012.

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o Documentation Audit Number Three: K. Matika, Project Manager – November 14, 2012.

o Documentation Audit Number Four: J. Celi, Project Manager – December 14, 2012.

See Appendix F for Team Contract, page 28. 3.4 Project Facilities and Resources

Penn State Computer Lab Utilize computers during class time.

Penn State Hazleton Library

Use green screen technology and hold group meetings.

Individual Computers Utilize personal computers to keep up-to-date on upcoming meetings, the online Google docs, and communications with other group members/project manager.

Section 4. Points of Contact

Job Title Person of Contact E-mail Number

Recruiter/Technology Supervisor J. Celi [email protected] 914-409-3913

Spokesperson/Public Relations Liaison/Project Manager N. LaGreca [email protected] 570-687-

7515

mailto:[email protected]


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Project Manager/Spokesperson/Public Relations Liaison P. Lombard [email protected] 570-956-

3193

Marketing Head/Project Manager K. Matika [email protected] 570-778-0785

Project Sponsor B. Brazon [email protected] 570-450-3089

Project Champion L. Wright [email protected] 570-450-3503

Human Resource Supervisor T. Butchko [email protected] 570-450-3156

Section 5. Revision HistoryVersion Date Name Description1.0 10/20/12 Celi, LaGreca, Lombard, and

MatikaCreated Google Doc

1.1 10/24/12 Celi and Lomard Prepared assigned inputs per outline below1.2 10/25/12 LaGreca, Lombard, and Matika Prepared assigned inputs per outline below1.3 10/31/12 LaGreca Prepared assigned inputs per outline below1.4 11/01/12 Celi, LaGreca, and Lombard Prepared assigned inputs per outline below1.5 11/02/12 Matika Prepared assigned inputs per outline below1.6 11/03/12 Lombard Prepared assigned inputs per outline below1.7 11/05/12 LaGreca Prepared assigned inputs per outline below1.8 11/06/12 LaGreca and Lombard Prepared assigned inputs per outline below






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1.9 11/07/12 LaGreca and Lombard Prepared assigned inputs per outline below2.0 11/10/12 LaGreca and Lombard Prepared assigned inputs per outline below2.1 11/11/12 LaGreca and Lombard Prepared assigned inputs per outline below2.2 11/13/12 Celi, Lombard, and Matika Prepared assigned inputs per outline below2.3 11/14/12 LaGreca and Lombard Prepared assigned inputs per outline below2.4 11/15/12 Celi Prepared assigned inputs per outline below2.5 11/17/12 Lombard Completed Project Charter

Section 1. Project Overview1.1 Project Statement – Patrice1.2 Project Description – Patrice1.3 Project Goals and Objectives – Patrice1.4 Project Scope – Patrice1.5 Critical Success Factor – Neil1.6 Assumptions – John1.7 Constraints – John1.8 Training, Development, Communications – Kiersten

Section 2. Project Authority and Milestones2.1 Funding Authority – John2.2 Project Oversight Authority2.3 Major Project Milestones – (Timeline) John

Section 3. Project Organization3.1 Roles and Responsibilities – Neil3.2 Project Organization – Neil3.3 Actions and Consequences – John3.4 Management Approach

Scope Management - PatriceTime Management - KierstenCost Management – (Appendix Timeline) JohnQuality Management – KierstenHuman Resources Management - NeilCommunications Management – KierstenRisk Management – NeilProcurement Management – PatriceIntegration Management – Neil

3.5 Project Facilities and Resources - KierstenSection 4. Points of Contact - Kiersten

Section 6. Sign Off Area

Approver Name Title Signature Date

B. Brazon Project Sponsor

M. Warner Hazleton THON Chair

L. Wright Project Champion

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Section 7. Appendix

Appendix A. Viewer Feedback Survey website: http://www.surveymonkey.com/s/DHKQ9YB .

Appendix B. Requirements Traceability Matrix

Revitalization of THON Requirements Traceability Matrix

http://www.surveymonkey.com/s/DHKQ9YB

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Require-ment

NumberName Category Source Status

Req1 Copyright Permission

Product Spokesperson/Public Relations Liaison (P. Lombard)

Completed. Contacted S. Bartal in Public Relations at PSU Hazleton and obtain a website outlining a classroom exemption.

Req2 Obtain video camera and Macbook Pro

Product Recruiter/Tech-nology Supervisor (J. Celi)

Completed. Obtained camera and computer on Friday, November 16th.

Req3 Completion of video commercial

Product Entire group In progress. The script has been finalized. Need to have contingency plan for not getting copyright permissions.

Req4 Statement of Work document

Documentation Entire group Completed and submitted to Project Sponsor September 8th.

Req5 Team Contract

Documentation Spokesperson/Public Relations Liaison (P. Lombard)

Completed. Included in the Project Charter

Req6 Project Charter

Documentation Entire group In progress. Group members are aware of the deliverables they are responsible for this document and the completion date of November 4th.

Req7 Script and Storyboard

Documentation Script - Entire group; Storyboard - N. LaGreca

Completed. Once the classroom exemption was realized the original script and storyboard became viable options.

Req8 Work Breakdown Structure (WBS)

Documentation Entire group Completed. Submitted Microsoft Project Timeline to Project Sponsor with initial Managerial Report October 3rd.

Req9 WBS dictionary

Documentation Spokesperson/Public Relations Liaison (P. Lombard)

Completed. Included in the Project Charter

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Req10 SWOT Analysis

Documentation Entire group Pending. To be included in the Marketing Plan.

Req11 Risk and Situation Analysis

Documentation Entire group Pending. To be included in the Marketing Plan.

Req12 Project Timeline

Documentation Entire group In progress. Updated with the completion of each task and submitted monthly with the Managerial Report.

Req13 Marketing Plan

Documentation Entire group Pending. To be submitted by December 6th.

Appendix C. Work Breakdown Structure Dictionary

Revitalization of THON Work Breakdown Structure (WBS) Dictionary

1.1 Initiating 1.1.1 Group Formation – select group members. 1.1.2 Project Name – select an appropriate name for project. 1.1.3 Define Stakeholders – identify those individuals who this project will affect and who

will affect the project. 1.1.4 Define Scope – succinctly identify the purpose of the project. 1.1.5 Budget Study – identify the funds needed for the procurement of the necessary

resources.

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1.1.6 Compose Statement of Work (SOW) – compose the document that details the type of work being performed, the time and budget constraints, the deliverables, the acceptance criteria, and any special requirements for project completion.

1.1.7 Milestone: Completed SOW – submission of completed SOW document outlining work to be performed.

1.2 Planning 1.2.1 Review SOW – review document prior to beginning of planning phase to ensure no

changes are needed and the necessary plan of action is being taken. 1.2.2 Redefine Stakeholders – realign stakeholders with project scope and make any

necessary changes or additions. 1.2.3 Team Contract – the document that outlines the expectation of group members in order

to fulfill project requirements. 1.2.4 Project Charter – the document that outlines the project and the management plan. 1.2.4.1 Scope Management Plan – outlines what tasks are included and not included in

the project. 1.2.4.2 Time Management Plan – outlines steps needed to complete project on time. 1.2.4.3 Cost Management Plan – outlines the budgetary constraints of the project. 1.2.4.4 Quality Management Plan – outlines what is needed to guarantee the project is

completed satisfactorily to the customer’s specifications. 1.2.4.5 Human Resource Management Plan – outlines the job duties of the project group

members. 1.2.4.6 Communication Management Plan – outlines how information is received,

saved, and shared amongst the project team and stakeholders. 1.2.4.7 Risk Management Plan – outlines how risk will be handled during the project life

cycle. 1.2.4.8 Procurement Management Plan – outlines what needs to be purchased or rented

in order to complete the project. 1.2.4.9 Integration Management Plan – the skills and tools needed to see the project

through the executing, monitoring and controlling, and the closing phases.1.2.5 Milestone: Completed Project Charter – submission of completed Project Charter

document outlining the project and its management plan.

1.3 Executing 1.3.1 First Draft of Script – a rough and unpolished script for the video commercial. 1.3.2 Revised Draft of Script – polishing the first draft of the script into a more workable

narrative. 1.3.3 Final Draft of Script – the draft of the script that will be used to shoot the video

commercial. 1.3.4 iMovie Software Training – training on the required editing software being used to

complete the video commercial. 1.3.5 Video Shoot – the actual filming of the video commercial. 1.3.6 Video Editing – editing the video commercial in iMovie. 1.3.7 Rework Video – make the necessary adjustments and final edits to video commercial. 1.3.8 Milestone: Completed Video – the main project output.

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1.4 Monitoring and Controlling 1.4.1 Marketing Objectives and Strategies - 1.4.1.1 Monthly Budget Reviews – a monthly review of the project budget to ensure

project is staying within the constraints set forth in the Statement of Work document. 1.4.1.2 Monthly Deliverable Reviews – a monthly review that the deliverables outlined in

the Statement of Work document are being completed on time and to stakeholders’ satisfaction.

1.4.2 SWOT Analysis – the strengths, weaknesses, opportunities, and threats of the project. 1.4.3 Risk and Situation Analysis – the factors that influence a project’s success and

strategies used. 1.4.4 Internal Video Viewing – viewing of the completed video commercial by the project

group members and internal stakeholders. 1.4.5 Beta Testing – showing of the video commercial to an external audience. 1.4.5.1 External Video Viewing – viewing of the completed video commercial by

external stakeholders and a live audience. 1.4.5.2 Viewer Feedback Survey – a survey created to gain viewer feedback after the

beta testing. 1.4.5.3 Analyze Viewer Feedback Surveys – the group’s assemblage of the completed

surveys. 1.4.5.4 Milestone: Viewer Feedback Survey Report – the group’s summation of the

survey results.

1.5 Closing 1.5.1 Review Documentation – the final review of the project documentation. 1.5.2 Sign-off of Documentation – the acceptance of the project by the customer. 1.5.3 Marketing Report – the final deliverable document required to be submitted to the

project sponsor. 1.5.4 Lessons Learned Report – the final report outlining what was done well and what was

not as well as other important information that may aid in the success of future projects. 1.5.5 Milestone: Post-Mortem Meeting – the final group meeting to close the project.

1.6 Recurring Tasks 1.6.1 Bi-Weekly Time Management Logs – bi-weekly logs that need to be submitted to

ensure group members are on task and being productive. 1.6.2 Managerial Report – a monthly report submitted to project sponsor to showcase the

group’s progress and performance.

Appendix D. Microsoft Project Timeline Attached in a zip file and submitted with Project Charter

Appendix E. Risk Register

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Risk RegisterProject Name: Revitalization of THON

ID. No. Date Risk Description Category Root

CausePotential Response

Risk Owner Impact Status

R4 10/8/2012 Lack of Communication

Group members are

not responding to emails, and

not informing other group members if they cannot

make a meeting.

CommunicationPoor work ethic

verbal warning, written warning

Project Manager HIGH

Still having problem of

poor communication

R5 10/8/2012 Group Member Availability

Team members are not making themselves available to work on the project as a

group.

CommunicationPoor work ethic

verbal warning, written warning

Project Manager HIGH

Some group members are

not committed to the project

R8 10/18/2012 Copyright Permission

Need permission to

use Some Nights - Fun.

Legal - Licensing

Copyright Usage

rewrite script

Public Relation Liaison

MEDIUM

Allowed to use the song

because of "Fair Use" act

Appendix F. Team Contract

Revitalization of THONTeam Contract

Project Team Members:

J. Celi: _J. Celi_______________________November 17, 2012 Signature Date

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N. LaGreca: _N. LaGreca_________________ November 17, 2012 Signature Date

P. Lombard: _P. Lombard_______________ November 17, 2012 Signature Date

K. Matika: _K. Matika_________________ November 17, 2012 Signature Date

By signing this Team Contract, each group member agrees to the following:

Must demonstrate respect in regards to others’ opinions and suggestions as well as 100% participation in the decision making process.

There must be an even distribution of tasks/work load to each group member.

Each member must have the working knowledge of or the willingness to learn the necessary software, specifically iMovie, in order to complete the required analyses and the actual video advertisement.

Each group member must be accessible in order for the project to move forward along the required timeline.

External Resources

● http://www.unh.edu/provost/sites/unh.edu.provost/files/faculty_pdf/ FAR_Project_Charter_v1_3.pdf

● http://www.google.com/url? sa=t&rct=j&q=&esrc=s&source=web&cd=1&ved=0CDAQFjAA&url=http%3A%2F%2Fwww.networkrail.co.uk%2F12512_SCPFCommercialFundingandDeliveryPrinciples.pdf&ei=whGlUOGZE-PA0AHwuYGACA&usg=AFQjCNGx7D6W-TQTXD-wUq9RS5tVlDEKpg&sig2=56f2TppCfNmgmIol23mBQw

● http://tapuniversity.com/2009/04/23/project-exclusions-assumptions-and-constraints/

http://tapuniversity.com/2009/04/23/project-exclusions-assumptions-and-constraints/

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