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The First Annual Martin Richard 3 on 3

Project Management Plan

June 1, 2013

Boston University & Boston College Athletics Department

Mike Lynch & Brad Bates

JP Buckley

Boston, MassachusettsJanuary, 2013

Summary

Initiating Process Group....................................................................................................................31.1. Develop Project Charter.......................................................................................................4

1.1.1. Project Charter (see Table 7.1).....................................................................................41.2. Identify Stakeholders............................................................................................................5

1.2.1. Stakeholders Identification (see Table 7.2)..................................................................51.2.2. Stakeholders Register (see Table 7.3)..........................................................................5

Planning Process Group....................................................................................................................72.1. Develop Project Management Plan......................................................................................82.2. Collect Requirements...........................................................................................................9

2.2.1. Requirement Document (see Table 8.3).......................................................................92.2.2. Requirement Traceability Matrix (see Table 8.4)........................................................92.2.3. Work Breakdown Structure (WBS).............................................................................10

2.3. Define and Estimate Activities and Resources...................................................................112.3.1. Activity List (see Table 8.8)........................................................................................112.3.2. Milestone List (see Table 8.9)....................................................................................112.3.3. Estimate Activities Resources (see Table 8.10)..........................................................122.3.4. Resource Breakdown Structure (see Figure 8.4).......................................................122.3.5. Activity Durations (see Table 8.11)............................................................................13

2.4. Plan Risk Management.......................................................................................................142.4.1. Risk Management Plan (see Figure 8.11)..................................................................142.4.2. Risk Identification Updates (see Table 8.16).............................................................152.4.3. Definition of Impact of Risks (see Table 8.17)...........................................................15

2.5. Plan Quality Management..................................................................................................162.5.1. Plan Quality...............................................................................................................162.5.2. Assure Quality:...........................................................................................................172.5.3. Quality Control:.........................................................................................................182.5.4. Quality Management Plan (see Figure 8.12).............................................................19

2.6. Develop Human Resources Plan........................................................................................20

2.6.1. Human Resources Plan (see Figure 8.14)..................................................................202.7. Communication Management Plan (see Table 8.22).........................................................222.8. Cost Estimation Templates.................................................................................................23

2.8.1. Method 1: ANALOGOUS ESTIMATE OF EFFORT OR COST................................232.8.2. Method 2: PARAMETRIC METHOD.........................................................................242.8.3. Method 3: THREE POINT METHOD........................................................................252.8.4. Method 4: WBS METHOD.........................................................................................26

Boston University Metropolitan College 2Project Management Programs

Initiating Process GroupChapter 7


1.1. DEVELOP PROJECT CHARTER

The tragic events that took place on April 15, 2011 will never be forgotten, especially for the Richard family. The Dorchester family gathered on Boylston Street to watch their father cross the finish line. Before he could reach the end, three bombs exploded seriously wounding each member of the family and killing their 8-year old son, Martin. The young boy was an advocate for peace and unity. His picture holding a sign that read, “No more hurting people. Peace” captured the attention of a nation. The Martin Richard 3 on 3 is an event that aims to carry on Martin’s dreams for a peaceful world. What better way to symbolize this than by uniting one of the biggest athletic rivals in the country for one awesome day? This is a 3 on 3 street hockey tournament held in Dorchester, sponsored by Boston University and Boston College hockey programs. The goal is to memorialize Martin by uniting his two passions, Peace and Hockey. All proceeds will be donated to the Richard family as a gesture of support from the city of Boston.

1.1.1. Project Charter (see Table 7.1)

Project CharterProject Title First Annual Martin Richard 3 on 3Organization Boston University and Boston College AthleticsStart Date Saturday, August 3, 2013End Date Sunday, August 4, 2013Project Champion

BU Athletic Director Michael Lynch

Purpose Boston University and Boston College athletics programs felt a responsibility to give back to the community after the tragic Boston Marathon bombings. Both schools share a deep connection to and love for the city and its constituents. Martin Richard was the 8-year old boy who died in the 2011 Boston Marathon bombings. Martin, a Dorchester native, was a big hockey fan with an even bigger heart. He promoted peace and love instead of war and hate. The Martin Richard 3 on 3 was proposed as a way to unite the community by uniting two well-known rival hockey programs. By bringing together the Terriers and Eagles, we are showing that despite rivalries or differences, we are all one community and should work together to promote peace, love and sportsmanship. Both programs feel that a street hockey tournament is a great way to raise awareness and to gather support for the Richard Family. It is a way to show that Boston is a strong and resilient city that stands together in times of need. The money raised from this event will go to the Richard family, as a symbol to them and the world that

Description This tournament will be a two-day 16-team tournament held at the DCR outdoor roller hockey rink on 95 Morrissey Blvd. in Dorchester on an estimated budget of about $2,000. The Boston University Terriers have chosen to sponsor the event. Staff members and hockey players from both Boston University and Boston College will volunteer to organize and run the tournament project. There will be 8 games Saturday and 4 games Sunday ending with a champion. The winning team will receive 4 tickets to


all BC vs. BU games, Beanpot games, and Hockey East playoff games, along with signed memorabilia. Other prizes donated from both schools will be raffled and auctioned off in order to raise money. Proceeds go toward the Richard’s family.

Goals The overall goal of this project is to make the Martin Richard 3 on 3 an Annual event that the community anticipates each year; to immortalize Martin Richard and his positive values through a successful tournament; and to raise $5,000 for the Richard Family.

Success Criteria 1) Reaching the $5,000 donation goal.2) Completion of a 16-team tournament with one clear Champion.3) Obtain 50% return registration for next year’s tournament.

Project Budget $2,000Milestones Kickoff Party

Secure Permits Launch Event Website Registration from 16 teams Complete first round of games Crown tournament Champion Announce Raffle Winners 50% of donation goal 100% of donation goal

Signatures Champion: Michael LynchPM: JP BuckleyStakeholdersMartin Richard’s Family


1.2. IDENTIFY STAKEHOLDERS

1.2.1. Stakeholders Identification (see Table 7.2)

Stakeholders IdentificationStakeholder InterestSponsor 1: Boston University Athletic Director

Will ensure participation by BU hockey team and staff.Will donate signed jerseys, sticks, and ticket packages for raffle and Tournament winners.

Sponsor 2: Boston College Athletic Director

Will ensure participation by BC hockey team and staff.Will donate signed jerseys, sticks, and ticket packages for raffle and Tournament winners.

Project Manager Wants to get the tournament done on time and on budget.Wants to keep the stakeholders happy.Want the tournament to represent values of Peace and Unity while creating a lasting, positive memory in the name of Martin Richard.

Technical Director Wants to get the tournament done right.Boston University and Boston College Hockey Player Volunteers

The success of the tournament is heavily dependent on them.Excited and honored to participate with each other as volunteers in an event that rises above the rivalry that exists on the ice.

The Richard Family

Extreme emotional investment in the tournament.Want the tournament to properly represent the values important to their family and their son.Want the tournament to be positively associated with the memory of their son.

Tournament Participants

Excited about the opportunity to be the first champion of a new street hockey tournament.Anxious to have a fun weekend for a great cause.

City of Boston Department of Parks and Recreation Office

Approving the application allowing for the tournament resides under their jurisdiction.Will want to be kept informed of project decisions that may violate rules or regulations.

Mayor The tournament takes part in one of Boston’s biggest neighborhoods of which he represents.Wants the event to represent the positive values of his city.

Dorchester Residents

May be negatively effected by the traffic and lack of parking in their city.Uncomfortable with the crowed of people in the park.

Boston Police Department

Make extra money working detail.Concerned with the safety of people unfamiliar with the area.Decrease violence and increase safety

On-site Medical Trainer

Prepared to respond to any and all injuries during the tournament.

Screen Printing Responsible for screen-printing the team jerseys.Invested in project due to size of the order.

T- Anthony’s Pizzeria

Responsible for providing the tournament with the entire food order.Increase stress level to complete the order on time at high quality.Concerned how daily business may be affected.


New England Signs

Assume responsibility to create sign based on customer design.

Media Opportunity for a good news story

1.2.2. Stakeholders Register (see Table 7.3)

Stakeholders Register & Management StrategyStakeholder Role Goal ExpectationsMike Lynch Director of Athletics,

BUTo give back to the community.

Volunteers will behave in a way that positively reflects BU values.Will be kept updated throughout project.

Brad Bates Director of Athletics, BC

To give back to the community.

Volunteers will behave in a way that positively reflects BC values.Will be kept updated throughout project.

Brittany Miller Operations Director An organized and efficient tournament without major problems.

PM will be able to facilitate the necessary means that allow her to do her job.

Bill Richard Internal Stakeholder Tournament will properly memorialize his son.

Sponsors will contact him before moving on with anything that involves his son’s name or memory.

Antonia Pollak Commissioner of the Department of Parks and Recreation

Event will positively reflect on the city without any disturbances.

PM will ensure that team managers follow all rules and regulations as stated in the permit.

Thomas M. Menino

Mayor of city Event will be a positive reflection of his city.

Those below him will handle project properly.

Sean Escobedo BU Volunteer Represent his school and have a fun day.

Will receive proper instructions and training from Team leaders.

Carmela Owner of T-Anthony’s To provide the event with a large amount of pizza at high quality.

To be given clear order and delivery instructions and to be paid on time.

Ben Printing Owner of Rocket Science Screen-printing

Advertise company through large order.

Will be given enough time to complete and deliver order.

Mark Signit Owner of New England Signs

Fulfill order on time as requested.

Customer will give provide design of logo and be reasonable with time and design constraints.

Brendan Collier Player Participant Wants to be the first ever tournament

Tournament will be well organized, fair, and worth


Champion the entry fee.Larry Venice Head Medical Trainer,

BUTo not have to deal with any major injuries.

Provided with the proper space and resources to do his job if necessary.

Police Officer 1 Event Security Serve as a symbol of protection and safety

Event Coordinators will properly follow r

Dwayne Roberts Dorchester resident playing basketball on adjacent court

A few hours of pick-up basketball on Saturday

Tournament event won’t disrupt his game.

Stakeholder Ranking


2 1

4 3Interest in the Project Outcome

Power

Mike Lynch

Brad Bates

Brittany Miller

Mayor Menino

Antonia Pollak

Police Officer

Carmela Lizzotte

Ben Printing

Mark Signit

Dwayne Roberts

Richard Family

Brendan Collier

Sean Escobedo

Media

Planning Process GroupChapter 8

Boston, MassachusettsJanuary, 2013

2.1. DEVELOP PROJECT MANAGEMENT PLAN

Project Management PlanProject Name: The Martin Richard 3 on 31. Executive summary of project charter

The Boston University and Boston College athletics Programs will sponsor a fundraiser street hockey tournament in memory of 2011 Boston Marathon victim Martin Richard. The Martin Richard 3 on 3 will be held at the Dorchester DCR roller hockey rink on the first Saturday and Sunday in August, with a budget of $2,000. The Boston University and Boston College athletic programs will sponsor the event, covering material costs and donating signed memorabilia and ticket packages to be raffled and auctioned off. Varsity hockey players from perspective schools will volunteer at the event. Project Manager JP Buckley is responsible for delivering the 1st Annual Martin Richard 3 on 3 on budget and on time. The important factor of this project is to remember Martin Richard and bring his wishes of peace and unity to life in our community. Local businesses will also contribute various items to the tournament. At the conclusion of the project, we hope to have raised $5,000 for the Richard Family.

2. Scope Management

Description:The Martin Richard 3 on 3 is a fundraiser event centered around a 3 on 3 roller hockey tournament in order to raise money for the Richard Family. Sixteen teams, each consisting of 4 players and 1 goalie, will compete in a single-game elimination round robin tournament until one team emerges as the champion. Teams will receive team jerseys, water and pizza. A total of 50 boxes of pizza and 30 cases of water will be provided as well as music for entertainment.

Special event permits granted by the Department of Parks and Recreation will allow for location securement. Teams can register and pay online at the official tournament website. Sponsoring schools are donating signed memorabilia and ticket packages to be raffled and auctioned off. Music will be played from an iPod that projects from two speakers at the corners of the event table, located outside the rink at center ice. Tents will be set up over food area, raffle displays, judges table, and two tents scattered along the outside of rink walls for shade.

The tournament will stretch over two days, the first Saturday and Sunday in August at the Dorchester DCR roller hockey rink located at 95 Morrissey Blvd. The first and second round, consisting of 12 games lasting a total of 7 hours will be played on Saturday, August 3, 2013 from 10am to 4pm. The semifinals and championship round will be played the following day, August 4, 2013 starting at 10am. Each game is 3, eight-minute periods with a 3 minute overtime if necessary. Closing ceremony will take place following the championship game at 11:45am. Donations, raffle entrees and auction bids will be accepted during both days, but will also be accepted on the website once it is launched on July 1.

Boston University and Boston College athletics departments combine forces to sponsor the event. Project Manager JP Buckley and his team are responsible for the delivering a successful tournament on time and on budget. Volunteers from the Boston University and Boston College varsity hockey teams will be the primary workers during the tournament. They will assume responsibilities such as referees, scorekeepers, raffle and donation organizers and quality control reviewers.


Objectives: To raise $5,000 for the Richard family by August 4, 2013 To crown the first Martin Richard 3 on 3 championship team on August 4, 2013.

Constraints: This project is working under a scheduling constraint. Acquiring a Special Events Permit from

the Department of Parks and Recreation takes on average 50 days to complete. The application must be sent in 45 days prior to the event, and historical reference and sources say about 5 days for the department to grant the permit.

o We are assuming that our applications will be granted and without any major unplanned for setbacks.

There is no cost constraint on this project, as our sponsors have agreed to cover all costs associated with the project, however, it is Project Manager JP Buckley’s responsibility to keep costs within the chosen budget.

Assumptions: Financial Assumptions – All sixteen teams will pay the $150 entry fee on time according to

the chosen deadline.o Sponsors will cover any overhead expense.o T-Anthony’s Pizzeria will donate one large cheese pizza for every large pizza ordered.

Personnel Assumptions – All externally contracted companies hired for their service during this project will perform their responsibilities according to the schedule and performance standards agreed upon by their contract.

o Athlete volunteers from both schools will conduct themselves at the highest level of regard. They will assume full responsibility of their roles and serve as examples of the values that define this project.

Schedule Assumptions- Permits and contracts will be approved by the Department of Parks and Recreation on time. The project team will continue to plan, organize, and implement tasks while the permits are waiting to be approved.

Change Management:Plan: Any change in activity that results in an increased budget $200 or more must be reported to the PM for confirmation and properly documentation. Changes below this amount can be executed without consulting the PM but still must be documented.

3. WBS and Schedule

Project will be broken down into four high level phases: Project Management, Implement Processes, Execute the Event, and Final Official Closing.

Project will start with Project Management Plan Creation on June 1, 203 and End with Closing Processes on August 7, 2013.

The Microsoft Project 2010 schedule is provided via e-mail to all stakeholders. See Appendix A for Microsoft Project Reports: Project Summary, Milestones and Budget Report.4. Milestones Estimated Completion Timeframe

Completed Kickoff Party 6/14/13 Event Permit Accepted 7/26/13 Launched Event Website 7/1/13


Registered 16 teams 7/20/13 Final Brackets Announced Completed first round of games Crowned tournament Champion Announced Raffle Winners Reached 50% of donation goal Reached 100% of donation goal

7/26/138/3/138/4/138/4/137/26/138/5/13

5. Subsidiary Plans

1. Cost/Budget Management2. Quality Management3. Human Resource Management4. Communications Management5. Risk Management6. Procurement Management

6. Deployment Plan

The project will be delivered to the sponsors and high profile stakeholders via a kickoff meeting held on June 14, 2013. This meeting will be a fun and energetic way to introduce the event and detail the Project Management Plan.

2.2. COLLECT REQUIREMENTS

2.2.1. Requirement Document (see Table 8.3)

Requirement DocumentCategory Requirement Stakeholder Acceptance CriteriaFunctional Requirement

Send Application for Special Event Permit

Antonia Pollak Get the applicant sent to the Department of Parks and Recreation 45 days prior to the event with a $35 fee.

Functional Requirement

Send Certificate of Liability Insurance

Antonia Pollak Send to the Department office 14 days prior to the event.

Design Requirement

Website Brittany Miller A simple website. Clean, Neutral colors. Tournament Logo. Mission Statement tournament purpose. Registration link and donation option. Tournament information.

Design Requirement

Official Logo Brittany Miller Include terrier logo, eagles logo, “Martin Richard 3 on 3” and some hockey sticks or a rink as base. Hockey related things.


Tournament Requirement

Tournament Rules and Regulations

Brian Kelley Complete set of tournament rules.


Final Bracket information

Brian Kelley A clear diagram laying out which teams play and when.

Food and Beverage Requirement

Water Carmela Lizzotte 50, 24-bottle 16 oz. Poland Spring Water cases.

Food and Beverage Requirement

Pizza Carmela Lizzotte Total of 50 cheese pizzas cooked well done. 25 will be donated for free. Napkins, plates, and

Fundraiser Requirement

Raffle Prizes and packages

Mike LynchBrad Bates

Two sets of autographed BU and BC Jersey. 3 Signed hockey sticks. Beanpot Ticket Package. Hockey East Playoff Ticket Package. BU vs. BC regular season ticket packages. Signed Parker Retirement Jersey.

Functional Requirement

Team Jerseys Ben Printing Lightweight standard street hockey jerseys with a variety of sizes Medium, Large, XL, and XXL. 24 different colors, 100 jerseys.


Official Event Sign Mark Signit One 12 ft. x 8 ft. durable plastic canvas sign. Logo centered on white background bordered with holes to enable hanging on fence.

Entertainment Requirement

iPod Brian Kelley An eclectic playlist of music that will be able to play for up to 12 hours.

Entertainment Requirement

Speaker system Brian Kelley Standard Bose speaker system with the capacity to play loud and clear enough for entire rink to hear.


Street hockey balls Brian Kelley Twelve pink or orange roller hockey balls. Hard shell, not soft shell.

2.2.2. Requirement Traceability Matrix (see Table 8.4)

Requirement Traceability MatrixRequirement Status Acceptance Criteria WBS IDWebsite Completed A simple website. Clean, Neutral 2.2.2


colors. Tournament Logo. Mission Statement tournament purpose. Registration link and donation option. Tournament information.

Official Logo Completed Include terrier logo, eagles logo, “Martin Richard 3 on 3” and some hockey sticks or a rink as base. Hockey related things.

2.2.1

Team Jerseys Ordered Lightweight standard street hockey jerseys with a variety of sizes Medium, Large, XL, and XXL. 24 different colors, 100 jerseys.

2.4.3

Tournament Rules and Regulations

Completed Complete set of tournament rules. 2.2.3

Raffle Prizes and Packages

Not Completed Two sets of autographed BU and BC Jersey. 3 Signed hockey sticks. Beanpot Ticket Package. Hockey East Playoff Ticket Package. BU vs. BC regular season ticket packages. Signed Parker Retirement Jersey.

2.4.2


2.2.3. Work Breakdown Structure (WBS)

2.3. DEFINE AND ESTIMATE ACTIVITIES AND RESOURCES

2.3.1. Activity List (see Table 8.8)

SEE APPENDIX B FOR COMPLETE ACTIVITY LIST.

2.3.2. Milestone List (see Table 8.9)

Milestone ListMilestone Date Type Completed Kickoff Party 6/14/13 Internal, Flexible

Event Permit Accepted 7/26/13 Internal, Mandatory

Launched Event Website 7/1/13 External, Flexible

Registered 16 teams 7/20/13 Internal, Flexible

Final Brackets Announced 7/26/13 External, Mandatory

Completed first round of games 8/3/13 External, Mandatory


Crowned tournament Champion 8/4/13 External, Mandatory

Announced Raffle Winners 8/4/13 External, Flexible

Reached 50% of donation goal 7/26/13 Internal, Flexible

Reached 100% of donation goal 8/5/13 External, Flexible

2.3.3 Resource List

Note: Workers are volunteers who do not work for wages.


2.3.4 and Activity Breakdown and Duration


2.3. PLAN RISK MANAGEMENT

2.4.1. Risk Management Plan

Risk Management PlanProject Title:

Martin Richard 3 on 3 Version:

1.3 Date: 4-3-2013

Methods and Approaches:1. The Project Management Institute methodology and practices will be utilized in order to assess and manage the risks involved in this project. Identification, quantification and monitoring and controlling risks will be the main methods.2. Risks will be graphed on a Risk Assessment Matrix to differentiate between high, medium and low risks. Risks will then be quantified to allocate priority.3. All risks will be appropriately monitored. Risks that show signs of escalation will be reported to senior management.

Tools and Techniques:A Risk Breakdown Structure (RBS), which can be found in the Risk Categories section below, will be used to classify and categorize risks. The following techniques will be used to identify risks: Assumptions and Constraints, brainstorming, historical information, and interviews. Information will be collected from similar projects from both the sports tournament and fundraising sectors.

Risk Categories: From experience with similar projects as well as expert opinions, we have selected the following as risk categories.Category RisksScheduleBudgetResourceSafety

Delayed Permit, Weather,

Sufficient Amount of jerseys, food and beverage.Injury from wet surface, heat exhaustion, dehydration.

Stakeholder Risk Tolerance:High tolerance=3; medium=2; and low tolerance=1Issue Sponsor Project Manager Team MembersMartin Richard Remembrance 0 0 0Performance 1 0 1Schedule 2 1 1Budget 3 1 1Definitions of Probability:This project will use the general terms High (H), Medium (M), and Low (L) to define each risk. A high label indicates a risk over 75%, Medium risks will range from 35% to 75% and low risks will be below 35%.

Risk Management Funding and ContingencyUpon completion of the risk analysis and contingency planning, project manager may request contingency funding to be set aside. Due to the charitable nature of the project and relatively low threat of costly risks, any requested contingency fund will be low, around 2% of the budget.

Frequency and Timing:Risk analysis will be conducted once a week at the scheduled team meetings. Emergency risk


meetings may be scheduled as required.

2.4.2. Risk Register

Risk Register Risk ID

Risk Rating(H, M, L)

Response

1.0 Delayed Permit High Transfer the risk to an independent entity to guarantee permit acceptance on desired dates.

2.0 Over Required Registration > 16 High Exploit this risk by approaching it as an opportunity to attract more attention and increase donation flow.

3.0 Weather High Accept rain as a deterrent to the schedule of the event and highlight reschedule dates. Mitigate with sponsors for funding for tents that will serve as protection from the hot August sun, and water to combat dehydration.

4.0 Under Required Registration < 16 Low Mitigate additional marketing space on BU and BC athletic websites along with articles promoting the event.

5.0 Team fails to show up/show up on time

Medium Mitigate the risk by placing clear instructions on showing up one hour early. Also have a telephone system in place to call teams when showing signs of absence. Cycle in teams from later games to keep a steady flow.

2.4.3. Definition of Impact of Risks

Definition of Impact of RisksValue Definition Examples1 Unacceptable Risk Project tasks delayed so tournament cannot be

properly held on August 3rd and 4th.2 Safety Risk Precipitation poses extreme danger for team

participants using roller-blades. Humidity is dangerous for participants due to the high-energy nature of roller hockey.

4 Acceptable Risk Budget increases as team registration increases. Sponsors have approved of a very loose budget.


2.4.4 Project Risk Explanation

1. Delayed Permit Acceptance . This is the highest risk identified in relation to the success of this project both in terms of budget and schedule. The city of Boston’s Department of Parks and Recreation requires any and all special events held in the city to apply for a Special Events Application (http://www.mass.gov/dcr/permits/special_use_application-instructions.pdf). This application must be delivered to the department 45 days prior to the event. Printed at the top of the application, it states, “Due to the numerous requests we receive, completing and submitting this application does not confirm your date nor signify any intention by the DCR to approve this application.”i Due to the schedule constrained nature of this project, any uncertainty regarding application acceptance can have a tremendous impact on the scheduling and overall success of the event. There are three major reasons this is a high profile risk. First, we may not find out any information about our permit acceptance, if at all, until it is too late. Second, we may be granted a permit on a time slot earlier than planned. This would change the scope of the project and all task durations would be condensed. Third, we may be granted a weekend later in the month, which may have effected participation, as our target audience for the tournament would likely be moving off to college. Risk Management: Transfer. The entire project relies on a timely acceptance of the Special Events Application. For this reason, the risk will be transferred to an outside contractor who will has experience dealing with city officials and permit securing.

2. Under Registration Requirement. The goal for this tournament is to have 16 teams compete over the course of two days. The selected amount of teams was determined because it allows for a high amount of participation within the scope of our project. There is always the possibility that we receive less than 16 registrations within the appropriated time for registration. This would decrease the size of the tournament, which would have repercussions in food and beverage estimates and materials costs. It also means less money being contributed to the donation goal of $5,000. Risk Management: Mitigate. In order to ensure that at least 16 teams register, PM will request sponsors to place additional advertisement for the event on their respective school athletic webpages with an article about the event. This should not add the budget, but will require additional effort from staff members.

3. Over Registration of Teams. Due to the charitable nature of the event and targeted demographic, there is a high probability that we receive an influx of registrations exceeding the 16-team limit. We view this as a positive risk for two reasons. First, an increase in participation means an increase in donation, which is awesome for the family. Second, an increase in teams means more games, more competition, and more


http://www.mass.gov/dcr/permits/special_use_application-instructions.pdf

fun! However, this also affects the scope of the project because there may be inefficient amount of resources to handle the extra participants. Risk Management: Exploit. The 16-team limit is a flexible number. We would like to reach as many as 24 teams. This would increase proceeds by $1,200. Increased teams means an increase in amount of games from 15 to 23. The current schedule is 8 games Saturday and 7 games Sunday. The scope of the project would increase due to this and mitigation is necessary to accommodate new teams. However, if we cannot exploit more teams to register, the extra jerseys can be used for next years event and the extra water will help ensure proper hydration of everyone involved.

4. Weather. New England weather is very hard to predict. Summertime in Boston is no different. Due to the outdoor nature of this project, we truly are at the mercy of Mother Nature. There are two ways the heat can affect the scope of the project. First, rainfall in August in unpredictable. August precipitation reports show that there is a 38% chance of rain on any given day. The beginning of August is mainly filled with Light Rain and Thunderstorms. “Thunderstorms are the most severe precipitation observed during 22% of those days with precipitation. They are most likely around August 1, when it is observed during 10% of all days” and Light rain is the most severe precipitation observed during 39% of those days with precipitation. It is most likely around August 31, when it is observed during 16% of all days.”ii Any precipitation will tremendously affect the safety of participants, as all are required to wear rollerblades during the games. Second is heat. August is one of the hottest and most humid months of the summer. The average temperature in August is __ and humidity reaches an average of 83% (very humid) in the first week. Participants will be exerting high levels of energy during games, which will put them at risk for heat exhaustion and dehydration. Risk Management: Mitigate. Because the tournament is played on roller skates, any chance of rainfall will have to cancel the event and reschedule it for the following weekend, or rain date as granted by our permit. Had the event taken place on foot, mitigation to request extra funding for tents to protect the food and raffle displays would have been sufficient. However, due to the high probability of heat and humidity, we will request an increase fund for tents as well as extra cases of water to keep players hydrated. Tents will be set up over the scoring table, raffle display areas, food and beverage site, as well as in various locations so teams can escape the scorching sun.

5. Failure of Teams to Show Up/Show Up on Time . Historical information and interviews with organizers of similar events have indicated that there is a high probability that a team fails to show up or show up on time for their scheduled game. This can cause a problem when event coordinators are trying to keep to a schedule. A team failing to show up for game time or if they are missing a member can cause


delays in the process that can prove to be costly. Risk Management: Mitigate. There is a two-part plan in order to manage the risk of teams failing to show up or showing up on time. First, clear instructions under the Rules and Regulations section of the event website will urge teams to arrive at the court an hour before their expected game-time. Second, a plan will be in place for a volunteer member to contact team members if they are not at the field within a half hour of their game time. If a team completely fails to show up, a team scheduled for a different game that is present at the field on time will step in and the schedule will be adjusted accordingly.

2.4.5 Risk Management Example

In the event that scheduling issues arise and the project does not seem like it is going to be completed on the expected date, PM will use a few different methods in order to get he project back on track. The first tool is schedule compression. We will assume that the time allocated to registering the teams will be the main source of a schedule extension. If it is taking too long for teams to register and pay, or if it is taking a long time to obtain the 16-teams, we will compress the schedule so that brackets will be constructed on a real-time basis. Instead of waiting for all the teams to register before making the bracket and schedule, the Event Coordinator will begin building the schedule and brackets as the registrations roll in. This should help cut some time and get the schedule back on track. The second method the PM will use is to allocate the best volunteers to the critical path. If an individual volunteer has completed her work packages or has shown an above average work ethic, he or she will be allocated to an activity on the critical path in order to speed the process up.

We are confident that by compressing the scheduling and allocating special resources to the critical path, we can combat scheduling issues and get the project back on track.

2.5. PLAN QUALITY MANAGEMENT

2.5.1. Plan Quality

Role ResponsibilityJP Buckley, Environmental assurance JP Buckley will be in communication with team

managers and stakeholders constantly throughout the entire project lifecycle to ensure the current environment around the project is properly reflecting the purpose of the project.

Brian Kelley, Referee/tournament operations training.

Brian will assume responsibility for delivering the highest quality tournament play. He will train 5 volunteers on how to properly referee the games to ensure smooth, continuous and fair gameplay. He will also train his operation crew on time keeping, rules and regulations, and game-to-game operations.


Alyssa Francona, Food and Beverage Review

The Food and Beverage manager is responsible for ensuring the quality of the pizza. T-Anthony’s is one of the best pizzerias in the area but quality assessment will be made due to the scale of the order.

Brittany Miller, Project Task Assessment Brittany will monitor team managers to ensure that their performance is of the necessary level so that their tasks will be completed on time and of the highest quality.

Quality Goal/Attribute/Standard Person or Entity Responsible1. The theme, and basis for this tournament is to bring Martin Richard’s values of peace and unity to life. The goal is to represent these values through this event. The overall atmosphere must be one of peace, happiness, unity and sportsmanship. These values must be expressed through all volunteers and participants. The goal is to make the Richard family proud of this event and allow it to be a positive memory of their son.

All high level managers are responsible for ensuring this standard is achieved. Project Manager JP Buckley will gather information from his team to make sure the tournament is keeping up to par.

2. The in-game standard for tournament play is extremely high. First, game play must be high intensity, competitive and fair. However, there must remain a positive atmosphere amongst teams that is apparent to all spectators. Participants and referees must emulate teamwork and sportsmanship amongst all things.

Event coordinator Brian Kelley is responsible for upholding the tournament standard. He must be the source of this positive atmosphere. If this standard is not being achieved, it is his responsibility to interfere and get things back on track. At all times, he must be aware of the perception of the games and how the Richard family may view them in relation to their son.

3. Complete Compliance Standard. Over the course of two days, there will be no violations to our permit contract with the Department of Parks and Recreation that would jeopardize the completion of the event, nor put our sponsors in any legal or financial trouble. This includes site maintenance and control.

Compliance manager and high level coordinators are all responsible for ensuring this standard is upheld. The compliance Manager is responsible for complete monitoring, but all individual coordinators and managers are responsible for their immediate teams as well.


2.5.2. Assure Quality

There are two methods that will be used over the course of the event to monitor how well quality goals are being met.

1) Quality Team Meetings- There will be periodic meetings amongst coordinators and volunteers to review quality standards judge how well they are being fulfilled. There will be two 10-15 minute meetings throughout the day, but may require more as needed. These will be conducted in between games.

Quality Assurance Team- Two volunteers will be responsible for collecting verbal data from people throughout the two days. These volunteers will casually approach various participants, other volunteers, and any person in attendance and ask them questions about the event. For example: “Are you enjoying yourself?” “How is the pizza?” “Are you having fun?” These two volunteers will focus especially on the opinions of members of the Richard Family. Ensuring their satisfaction is of the utmost priority.

If it is evident that our quality goals are not being met, an emergency Team meeting will be held amongst Project Manager, Directors, Coordinators and the Quality Assurance Team. This team will decide what the best options are to increase productivity and satisfaction as required by the unsatisfactory area.

2.5.3. Quality Control

Quality Control Action Person or Entity ResponsibleCasual check-ups with members of the Richard Family to make sure they are satisfied with the event so far. If necessary, quality assurance team will notify project manager who will call for an Emergency Team Meeting. Qualitative data will be reviewed and measured to determine the necessary course of action. Richard family input will take first priority.

Quality Assurance Team

Once determining that tournament play is not meeting the standard set in the quality plan, the current game will finish the remainder of the period. After the period or game is over, teams and referees will be gathered for a meeting to discuss the issues at hand. If individual persons are responsible for lack of quality, those individuals will be asked to leave the tournament. If the issue is with the referees, they too will be replaced.

Quality Assurance Team/ Brian Kelley Tournament Coordinator

Any actions that violate the rules or Compliance Manager


regulations of the event or set forth by the Department of Parks and Recreation will be addressed and dealt with properly. Incremental or continuous cleanup will be implemented to limit trash build up.


DEVELOP HUMAN RESOURCES PLAN

2.5.4. Human Resources Plan (see Figure 8.14)

Human Resources PlanProject Title:

Martin Richard 3 on 3 Version: 1.0 Date: 8/3-4/2013

Roles and Responsibilities:The Project Manager (PM) is responsible for the success of the Martin Richard 3 on 3. The PM must authorize and approve all project details and communicate with stakeholders. His role is to motivate the team members to perform their tasks at an efficient level, so that the project can be finished on time and on budget.The Operations Director (OD) will be responsible for managing the team managers and seeing that the day-to-day activities and tasks are being completed in an organized and efficient fashion.The Tournament Coordinator (EC) is responsible specifically for the roller hockey tournament, including collecting registration, scheduling brackets and staff assignments, and writing rules and regulations.The Fundraising Coordinator (FC) is responsible for organizing and procuring all fundraiser related items ranging from raffle and action items from each school as well as handling the financial aspects of donation collection.The Compliance Manager (CM) is responsible for determining whether or not any aspect of the project is in violation of the agreements we have as set forth by the Department of Parks and Recreation. Further, the CM will serve as the first line of defense against any actions that may put the success of the project or sponsors in jeopardy.

Organizational Structure: MatrixStaff Acquisition:The project staff consists of both internal and external recourses. The project team consists of specialized internal resources from both Boston University and Boston College. Procurement and contracting for food and beverage and material expenditures, such as tournament jerseys and signs. The members from the Boston University and Boston College ice hockey teams will be the volunteers present during the two-day event. The Project Manager will allocate resources to the staff in accordance with the organizational structure.

Staff Release:The project staff will be released of their duties from the project upon the official completion of the project. All stakeholder groups involved will be formally notified of the termination of the project.

Training:A training session will be scheduled in order to properly educate the volunteers on their roles and responsibilities. Additionally, the Events Coordinator will be responsible for training volunteers who will serve as referees during the game. All training will be documented accordingly.

Performance Reviews:The Project Manager will evaluate performance of team members throughout the project as they compare to the standards set forth at the onset of the project. Such evaluations will be conducted and delivered at each major milestone, or as required by special circumstance.


Regulation and Police Compliance:The Department of Justice, American Disabilities Act, will be strictly adhered to. Regulations set forth by the Massachusetts Department of Parks and Recreation will also be rigidly followed.

2.6. COMMUNICATION MANAGEMENT PLAN

Communication Management PlanMessage Description Audience Method Frequenc

ySender

Kickoff Meeting

Introduce teamReview

All stakeholders

Face to Face Once Project Manager

Charter Authorization to Start the project

All Managers

E-mail WebsiteInternet

Once Senior Management

Scope Statement

Describes the cost, duration and resources of the project

All Stakeholders

E-mailWebsiteInternet

Once Project Manager

Risk Plan Identifies risk and response plans

All Managers

E-mailWebsiteInternetVideo Conf. Call


Event Awareness

Marketable information promoting the tournamentAim to raise awareness & attract participants

Media OutletsParticipants

InternetWebsiteE-mailPress ReleaseTelephone

Daily, Marketing/Information Manager

Finalized Event Information

Full itinerary of event including tournament schedule, rules, raffle and donation info and

ParticipantsTeam ManagersVolunteers

E-MailWebsite

Once Operations Director

Day 1 Conclusion

Reports on game results after Day 1Day 2 Schedule

Team ManagersVolunteersParticipants

Face-to-faceE-mailWebsite

Once Event Coordinator


Raffle information

Final Event Conclusion

Reports on final donation amountRaffle winnersWinning teamFinal thoughts and Thank You’s

All Stakeholders

Face-to-faceE-mailWebsite

Once Event Coordinator

Team Meetings

Review of project status

TDProject Team

E-mailVideo Conf. Call

Daily, as required

Project Manager

Stakeholder Updates

Special personalized calls.Update on Project Status

High Interest Stakeholders;Richard Family

Personalized Calls

As required

Sponsor

Raffle Winners

Information regarding prize winnings and collection procedures

All event raffle winners

Personalized Calls

Once Sponsor

Project Termination and Release

Official end of project.Stakeholders released.Plans for next year briefly discussed.

All Stakeholders

E-mailWebsiteVideo Conf. call



Core TeamFirst Name Last Name Role Location:

City / StateE-mail Phone Comments

Brittany Miller Operations Director

Boston, Ma [email protected] NA Team Manager. Contact for information regarding any manager information.

Brian Kelley Tournament Coordinator

Brookline, Ma [email protected] NA Organized. See for information on scheduling, rules and tournament details.

Jessica Connors Fundraising Coordinator

Boston, Ma [email protected] NA Very easy to work with. Contact for any financial information or raffle packages.

Alyssa Francona Food Services Director

Newton, Ma [email protected] NA Motivated and eager to help. Contact via e-mail for

Ben Rosen Compliance Manager

Boston, Ma [email protected] NA Very knowledgeable on rules, regulations, and legal information regarding our permit with the city of Boston.

Stakeholders and PartnersFirst Name Last Name Area Represented Location: City /

StateE-mail Comments

Carmela Lizzotte Food & Beverage Allston, Ma [email protected] Very excited to support the event. Request her when call the shop.

Ben Printing Materials Watertown, Ma [email protected] Was honored to complete order. Gave us a great deal on the order.

Antonia Pollak Feasibility Boston, Ma [email protected]

Typical government officer. Wants the event to be a success according to the rules set forth by her department.


mailto:[email protected]









Bill Richard Extremely Crucial stakeholder

Dorchester, Ma [email protected] Very nice man. Is on-board with the idea and humbled by the gesture. Willing to help in any way. Keep him very informed.

Mike Lynch Sponsor Boston, Ma [email protected] Very excited for event. Willing to help. Has great control over his athletes.

Brad Bates Sponsor Chestnut Hill, Ma [email protected] Lots of experience in fundraising. Willing to help and volunteer any of his staff for project.

Mark Signit Materials Malden, Ma [email protected] Does great work. Experts a lot of detailed information so he can execute properly. Nice guy.




2.7. COST ESTIMATION TEMPLATES

2.7.1. Method 1: ANALOGOUS ESTIMATE OF EFFORT OR COST

Analogous EstimatePreviousSimilar ProjectActivity

PreviousEffort

MultiplierDefining complexity of current project

Current Project Analogous Estimate

Cost Estimate($ ___/hr.)

Organizing a pick-up Street Hockey Game

1 Work - Hour

20.0 20*1 work-hours = 20 Work-Hours

$2,000

2.7.2. Method 3: THREE POINT METHOD

Three Point EstimationHigh Order tasks were used in this Three Point Method to estimate duration. We recognize this to be Order of Magnitude Estimation.

WBS Item Pessimistic Estimate(Longest duration-1% probability)

LikelyEstimate(98% probability)

Optimistic Estimate(Fastest duration - 1% probability)

ExpectedDuration (hr)(P + 4L +0)/6

1.1 60 work-hours 48 work-hours 30 work-hours 47 hours

1.2 8 work-hours 4 work-hours 1 work-hours 4.2 work-hours



3 400 work-hours 250 work-hours 200 work-hours 266.67 work-hours

4 15 work-hours 10 work-hours 6 work-hours 10.17 work-hours

TOTAL: 493.03 work-hours

2.8 Procurement Documentation

A large portion of this project requires procurement contracts from various vendors. The success of the project is reliant on the ability of the project team to procure these materials. Contracts will need to be negotiated for food and beverages, tournament sign, and jerseys. The companies that have been selected are: T-Anthony’s Pizzeria, New England Signs, and Rocket Science Screen


printing. Due to the nature of this event, companies will be viewed as sponsors. Contracts will largely be based on donations. The project team should work to exploit this opportunity in order to decrease the budget for our sponsors. T-Anthony’s Pizzeria has already verbally agreed to donate one pizza for every pizza purchased. Rocket Science Screen Printing has also verbally agreed to a very generous package deal for the jerseys.

Team managers will be in contact with company representatives, as listed in the stakeholder register and contacts list in section above. Precise schedule arrangements for payment and delivery will be made to ensure that all materials will be ready on for the event.

Updates will be documented as contracts are procured.

2.9 Closing Processes

The project will be formally closed when both the Richard family, and Boston University and Boston College sponsors accept the event. JP Buckley will officially close the project once a formal acceptance has been issues by these three stakeholders.

All procurement contracts will be closed the following Monday after the weekends events. Managers will contact their contractors and issue a formal termination of the contract along with a personalized thank you.

Project Manager JP Buckley will perform a lessons learned template that will evaluate the project at each process along the way. This template will serve as a guide for the following year’s tournament.

3.0 Conclusion

The Martin Richard 3 on 3 will be prove to be so successful that it will become an annual event. It is very difficult for a project to fail when it is created out of the best intentions. This project is one that was conceived out of the genuine goodness of our hearts. Boston University, Boston College and all team members are one hundred percent dedicated to the success of this project, no matter what it takes. Due to the nature of this project, we have the benefit of volunteer workers and resource donations from various businesses around the area. These contributions will make it much easier for the Project Manager, JP Buckley, to deliver the project on time and on budget. With less attention dedicated to maintaining schedule and budget issues, JP can focus on maintaining stakeholder expectations, namely making sure the Richard Family is content with the tournament as it develops each step of the way.

Maintaining stakeholder happiness is only one quality focus area that will be adhered to throughout the project. Performance quality of the games, food and beverage, materials, and overall tournament theme are highlighted in detail in the Quality plan. The organizational structure of management allows for Quality plans to be properly monitored and reported.


Similarly, a very detailed list of milestones, activities, and deliverables will be provided to the team so that all progress will be monitored and documented.

Finally, one major reason for the success of this project is a very efficient Risk Register that not only properly mitigates negative risks, but also exploits the positive risks. Thorough research using a variety of tools and techniques were utilized for identifying and quantifying risks, which ultimately yielded a Risk Register. This Risk Register includes detailed plans for mitigation methods so that negative risks can be dealt with ahead of time. More importantly is the decision made by JP to exploit the positive risks that will greatly impact the success of the project.

Once again, the Martin Richard 3 on 3 is a great opportunity for the community to rally behind one of its members and show the rest of the nation how much we care about each other. This tournament is a symbol of Peace and Unity. With so much passion and love being dedicated by so many people to make this event happen, there is no way it will fail.

3.1 Knowledge Areas and Process Groups

This project management plan used nine knowledge areas, two process groups and a variety of processes to complete the event. The nine knowledge areas are as follows: Integration Management, Scope Management, Time Management, Cost Management, Quality Management, Human Resource Management, Communications Management, Risk Management, and Procurement Management. A variety of processes were chosen to complete the project. The project management plan is comprised of two process groups Initiation and Planning. The Execution, Monitor and Control, and Closing processes have not been started at this stage.

The following is a breakdown of the process and outputs as they were completed in this plan.

1. Develop Project Charter – Project Charter2. Identify Stakeholders – Stakeholder Register3. Collect Requirements – Requirements Documentation & Requirements Management Plan4. Define Scope – Project Scope Statement 5. Create WBS – WBS & Scope Baseline6. Plan Risk Management – Risk Management Plan7. Identify Risks – Risk Register8. Perform Qualitative Risk Analysis – Risk Register Updates9. Perform Quantitative Risk Analysis – Risk Register Updates10. Plan Risk Responses – Risk Register Updates 11. Plan Communications – Communications Management Plan 12. Estimate Costs – Activity Cost Estimates13. Determine Budget – Cost Performance Baseline14. Plan Quality – Quality Control Measurements & Validated Deliverables 15. Define Activities – Activity List & Milestone List16. Sequencing Activities – Project Schedule Network Diagrams


17. Estimate Activity Resources – Activity Resource requirements & Resource Breakdown Structure

18. Develop Schedule – Project Schedule & Schedule Baseline 19. Estimate Activity Durations – Activity Durations Estimates20. Develop Project Management Plan – Project Management Plan


i Special Events Application http://www.mass.gov/dcr/permits/special_use_application-instructions.pdf ii The Weather Channel.com

APPENDIX DOCUMENT

APPENDIX A: MS Project Reports



APPENDIX B: Activity List

Activity List for Initiate Game Continued on next page.

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