Olympic Athlete Housing Project Plan
Azadeh Rasouli Yazdi Cong Gu Karl Alexies Dasco Jon Maselli EVDP 634: Project Management for Planners 2018.12.05
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Table of Contents Project Goals
5
Project Scope
5
Milestones and Major Deliverables
6
Work Breakdown
14
Budget
18
Staffing and HR Plan
19
Risk Management Plan
23
Stakeholder Management & Communication Plan
25
Change Management Plan Framework
28
Appendix
32
Project Charter
33
Large-format Gantt Chart
39
3
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Project Goals The Olympic Athlete Housing project is designed to provide housing to athletes during the 2026 Calgary Olympic Games, with conversion to affordable housing after the games conclude. The project is designed to align with the goals of the International Olympic Committee and the City of Calgary, with the focus being on the later implementation of mixed-income housing.
Project Scope 3,100 housing units will be constructed over the next 10 years in Calgary’s Stampede Park. They will be used to house athletes and participants, and after the conclusion of the 2026 Olympics, mixed-income residents. Out of scope of the project is the redevelopment of more than just the housing, but of an affordable and sustainable community. Moreover, the implementation of services and amenities, such as parks, social services, grocery stores, schools, retail, transit facilities, policing and fire protection, and places of worship.
Stampede Park
5
Milestones and Major Deliverables (large-format PDF available in Appendix)
Research and Visioning
180
70%
1.1
Problem identification / Goals and objectives
30
50%
1.2
Research on the Subject Housing needs
60
50%
30
60%
Feasibility
30
40%
Affordable housing
60
22%
1.2.4
TOD
30
75%
1.3
Research on the Context
1.3.1
Natural context
1.3.2
Social context
1.3.3
Cultural context
1.3.4
Economical context
1.3.5
Historical context
1.4
Planners and Policy makers
1.2.2 1.2.3
Scoping
120
50%
60
40%
90
50%
30
0%
30
48%
30
0%
60
67%
1.4.1
Micro level Scoping
60
0%
1.4.2
Macro level Scoping
60
54%
60
40%
1.5
Survey and data collection
1.6
Survey plan
60
40%
1.7
Market study
60
40%
1.8
Case study
60
40%
1.9
Analysis and conclusion
60
40%
2
Preapplication
60
0%
2.1
land use resignation
60
40%
Planners
3
Meetings
3.1
meeting with the City officials
3.2
meeting with the Departments
4
Planning
420
0%
4.1
Major strategies and policies
150
65%
Planners and Policy makers
60
0%
60
80%
60
80%
Transportation
30
0%
4.1.2
Infrastructure
30
77%
4.1.3
Management
30
0%
4.1.4
Housing
30
0%
4.1.5
Amenities
30
98%
Master Plan
270
0%
60
0%
4.2 4.2.1
Strategic framework
4.2.2
Community redevelopment
4.2.3
Physical and spatial elements
4.2.3.1
Overal Image
4.2.3.2
Neighbourhood
4.2.3.3
Biodiversity
4.2.3.4
Planners and Policy makers
4.1.1
60
0%
30
34%
240
0%
240
0%
240
0%
Identification of uses
240
0%
4.2.3.5
Water management and utilities
240
0%
4.2.3.6
Open space and public realm
240
0%
4.2.3.7
Transport
240
0%
30
0%
4.3
Analysis and synthesis
September
July
August
May
June
April
March
January
February
December
October
November
September
July
August
May
June
April
March
January
February
December
October
November
September
July
2021
6 mon
August
2021-1 6 months
May
2020-2 6 months
June
% DONE
2020-1 6 months
April
DAYS
2019-2 6 months
March
LEAD Group
1
1.2.1
6
TASK
January
Work Breakdown
2019-1 6 months February
1
May
2021-2 2022-1 2022-2 2023-1 2023-2 2024-1 2024-2 2025-1 2025-2 2027-1
6 months 6 months 6 months 6 months 6 months 6 months 6 months 6 months 6 months 6 months
June
May
April
March
February
January
2026
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
May
April
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February
January
December
November
October
September
August
July
June
May
April
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February
January
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
s
7
4
Planning
420
0%
4.1
Major strategies and policies
150
65%
4.1.1
Transportation
30
0%
4.1.2
Infrastructure
30
77%
4.1.3
Management
30
0%
Identification uses Research andofVisioning
180 240
70% 0%
240 30
0% 50%
4.2.3.6 1.2 4.2.3.7 1.2.1 4.3 1.2.2 4.4 1.2.3 4.5 1.2.4 4.6 1.3
Problem identification and / Goals and Water management utilities objectives Open space and public realm Research on the Subject Transport Housing needs Analysis and synthesis Feasibility Plan formation Affordable housing Preparing the Documents TOD Monitoring and evaluation Research on the Context
1.3.1 5.1 1.3.2
Natural context Transportation impact assessment Social context
240 60 240 30 30 30 120 60 60 30 60 120 180 60 180 90
0% 50% 0% 60% 0% 40% 0% 22% 0% 75% 0% 50% 60% 40% 100% 50%
5.2 1.3.3
Environmental impact assessment Cultural context
180 30
60% 0%
Impact Assessments
6 1.3.4
Design andcontext Modifications Economical
1.3.5 6.1
Historical context Urban Design
1.4 6.1.1
Scoping Problem definition
1.4.1 6.1.2 1.4.2 6.1.3
Professional Planners and groups Policychosen makers by the City
4.2.3.4 1
360 30
0% 48%
30 240
0% 100%
60 240
67% 100%
Micro leveland Scoping Inventory analysis
60 240
0% 100%
Macro Site level Scoping
60 240
54% 100%
60 240
40% 100%
1.5 6.1.4
Survey and data collection People Survey plan Program
60 240
40% 100%
Market study Schematic design
60 240
40% 100%
1.8 6.1.7
Case studydesign Detailed
60 240
40% 100%
60 240
40% 100%
1.9 6.1.8
Analysis and conclusion Preparing final documents
2 6.2
Preapplication Landscape Architecture
2.1 6.2.1
land use resignation Research
3 6.2.2
Meetings Inventory
3.1 6.2.3
meeting the City officials Conceptwith design
6.2.4 3.2
Detailedwith design meeting the Departments
6.2.5 4
Preparing the Documents Planning
6.3 4.1
Architecture Major strategies and policies
Urban designers, Landscape architects, Architects
1.6 6.1.5 1.7 6.1.6
Planners
Planners and Policy makers
60 270
0% 60%
60 30
40% 100%
60 30
0% 100%
60
80% 100%
240 60
100% 80%
240 420
100% 0%
330 150
0% 65%
30 30
100% 0%
6.3.1 4.1.1
Background Research Transportation
6.3.4 4.1.2
Concept design Infrastructure
60 30
100% 77%
6.3.2 4.1.3
Best Solution Management
300 30
100% 0%
6.3.3 4.1.4
Design HousingDevelopment
300 30
100% 0%
Physical Amenitiesmodels
300 30
100% 98%
Test and Redesign Master Plan
300 270
100% 0%
120 60
100% 0%
6.3.6 4.2.1 6.3.7 4.2.2 6.4 4.2.3 6.4.1 4.2.3.1
Detailed Strategicdesign framework Preparing Documents Communitythe redevelopment Design integration Physical and spatial elements Integration sessions Overal Image
4.2.3.2 7
Neighbourhood Stakeholder engagement
4.2.3.3 7.1
Biodiversity Inform
Planners and Policy makers
6.3.4 4.1.5 6.3.5 4.2
120 60
100% 0%
330 30
75% 34%
120 240
75% 0%
540 240
0%
240 540
0% 75%
4.2.3.4 7.1.1
Identification of uses Personal telephone contact
240 540
0% 75%
4.2.3.5 7.1.2
management and utilities InWater person meeting
240 540
0% 75%
4.2.3.6 7.1.3
Open space and public realm Written correspondence, mail out
240 540
0% 75%
4.2.3.7 7.1.4
Transport Fact sheets, brochure
240 540
0% 75%
Analysis and synthesis Notice/advert in paper
30 540
0% 75%
4.3 7.1.5
September
July
August
May
June
April
March
January
February
December
October
November
September
July
August
2021
6 mon
May
2021-1 6 months
June
0% % DONE 0%
2020-2 6 months
April
0%
240 DAYS 240
2020-1 6 months March
LEAD Group
240
2019-2 6 months January
Neighbourhood TASK Biodiversity
4.2.3.5 1.1
5
8
Overal Image
2019-1 6 months
February
4.2.3.2 Work Breakdown 4.2.3.3
1 34%
December
4.2.3.1
0%
30
October
Physical and spatial elements
60
November
4.2.3
Planners and Policy makers
Community redevelopment
September
0%
4.2.2
July
60
Master Plan
August
0%
4.2
May
270
(continued) 4.2.1 Strategic framework
June
98%
April
0%
30
March
30
Amenities
February
Housing
4.1.5
January
Milestones and Major Deliverables 4.1.4
May
2021-2 2022-1 2022-2 2023-1 2023-2 2024-1 2024-2 2025-1 2025-2 2027-1
6 months 6 months 6 months 6 months 6 months 6 months 6 months 6 months 6 months 6 months
June
May
April
March
February
January
2026
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
s
9
6.3 6.2.5
Architecture Preparing the Documents
6.3.1 6.3
Background Research Architecture
6.3.4 6.3.1
Concept design Background Research
6.3.2 6.3.4
Best Solution Concept design
6.3.3 6.3.2 6.3.4 6.3.3
0% 100%
30 330
100% 0%
60 30
100% 100%
300 60
100% 100%
Design Development Best Solution
300 300
100% 100%
Physical models Design Development
300 300
100% 100%
6.3.5 6.3.4
Test and models Redesign Physical
300 300
100% 100%
6.3.6 6.3.5
Detailed Test and design Redesign
120 300
100% 100%
de UrbanUrban designer
330 240
Milestones and Major Deliverables (continued) 6.3.7 Preparing the Documents 6.3.6 Detailed design
2
Preapplication
Planners and Community Planners Planners and Community Planners Planners and Policy makers
Economical context Written survey Telephone survey Historical context Hotline/phone-in Written survey Scoping Written submission Hotline/phone-in Micro level Scoping Public Writtenexhibition submission Macro level Scoping Intercept interviews Public exhibition Survey and data collection Focus group sessions Intercept interviews Survey plan Feedback form Focus group sessions Market study Online discussion Feedback form forum Case study Involve Online discussion forum Analysis and conclusion Workshop sessions Involve Site tour/meeting Workshop sessions land use resignation Public Art session Site tour/meeting
Planners
7.3.4 7.3.3 3.1 7.3.5 7.3.4 3.2 7.3.6 7.3.5
Community forum/debate Public Art session meeting with the City officials Community groups Community reference forum/debate meeting with the Departments Deliberative polling Community reference groups
Planners and Policy makers
Meetings
4 7.4 7.3.6 4.1 7.4.1 7.4 4.1.1 7.4.2 7.4.1 4.1.2 7.4.3 7.4.2 4.1.3 7.4.4 7.4.3 4.1.4 7.5 7.4.4 4.1.5 7.5.1 7.5 4.2 7.5.2 7.5.1 4.2.1 8 7.5.2 4.2.2 8.1 8
Planning Collaborate Deliberative polling Major strategies and policies Community Collaborate summit Transportation Expert reference groups Community summit Infrastructure Community reference groups Expert reference groups Management Joint Advisory Committees Community reference groups Housing Empower Joint Advisory Committees Amenities Citizens Jury Empower Master Plan Ballot Citizens Jury Strategic framework Bidding Ballot and Contracting Community redevelopment Bid Solicitation
4.2.3 8.1.1 8.1 4.2.3.1 8.1.2 8.1.1 4.2.3.2 8.2 8.1.2 4.2.3.3 8.3 8.2 4.2.3.4 8.4 8.3 4.2.3.5 8.5 8.4 4.2.3.6 9 8.5 4.2.3.7
Physicalfor andproposal spatial elements request (RFP) Bid Solicitation Overalto Image request tender (RTT) request for proposal (RFP) Neighbourhood Subcontracting request to tender (RTT) Biodiversity Bid Submission Subcontracting Identification of uses Bid Bid Selection Submission Water management and utilities Contract Formation Bid Selection Open space and public realm Financing Contract Formation Transport
4.3 10.1 10
Analysis and synthesis Buildings Construction
10 9
Bidding and Contracting
Construction Financing
Policy Makers Policy Planners Makers and Policy makers
7.3.2 7.3.1 2.1 7.3.3 7.3.2
3
10
Affordable housing Social mediasessions/briefings Information TOD Email – community contacts Social media Research on the Context Website – information/updates Email – community contacts Natural context Banners/posters/signs Website – information/updates Social context Consult Banners/posters/signs Cultural context Telephone survey Consult
City City
80% 0% 0% 80% 0% 0% 0% 0% 0% 65% 0% 0% 0% 0% 0% 77% 0% 0% 0% 0% 0% 0% 75% 0% 98% 50% 75% 0% 50% 50% 0% 0% 50% 0% 100% 0% 34% 100% 100% 0% 100% 100% 0% 100% 100% 0% 100% 100% 0% 100% 100% 0% 100% 100% 0% 0% 100% 0% 0% 0% 0% 100% 0%
September
July
August
May
June
April
50% 75% 75% 60% 75% 75% 40% 75% 75% 22% 75% 75% 75% 75% 75% 50% 75% 75% 40% 75% 75% 50% 75% 75% 0% 75% 75% 48% 75% 75% 0% 75% 75% 67% 75% 75% 0% 75% 75% 54% 75% 75% 40% 75% 75% 40% 75% 75% 40% 75% 75% 40% 75% 75% 40% 75% 75% 0% 50% 75% 40% 50% 50% 0% 0% 50%
March
60 540 540 30 540 540 30 540 540 60 540 540 30 540 540 120 540 540 60 540 540 90 480 540 30 480 480 30 480 480 30 480 480 60 480 480 60 480 480 60 480 480 60 480 480 60 480 480 60 480 480 60 480 480 60 480 480 60 480 480 60 480 480 60 480 480 60 480 480 60 480 480 420 480 480 150 480 480 30 480 480 30 480 480 30 480 480 30 480 480 30 480 480 270 480 480 60 90 480 60 30 90 30 30 30 240 30 30 240 30 30 240 60 30 240 30 60 240 30 30 240 90 30 240 1440 90 30 1440 1440
1.2 7.1.5 7.1.4 1.2.1 7.1.6 7.1.5 1.2.2 7.1.7 7.1.6 1.2.3 7.1.8 7.1.7 1.2.4 7.1.9 7.1.8 1.3 7.1.10 7.1.9 1.3.1 7.1.11 7.1.10 1.3.2 7.2 7.1.11 1.3.3 7.2.1 7.2 1.3.4 7.2.2 7.2.1 1.3.5 7.2.3 7.2.2 1.4 7.2.4 7.2.3 1.4.1 7.2.5 7.2.4 1.4.2 7.2.6 7.2.5 1.5 7.2.7 7.2.6 1.6 7.2.8 7.2.7 1.7 7.2.9 7.2.8 1.8 7.3 7.2.9 1.9 7.3.1 7.3
January
75% 75% 50% 75% 75%
February
75% 70% 75%
540 540 30 540 540
December
540 180 540
Written correspondence, mail and out Problem identification / Goals In person meeting objectives Fact sheets, brochure Written correspondence, mail out Research on the Subject Notice/advert in paper Fact sheets, brochure Housing needs Site display in paper Notice/advert Feasibility Information Site display sessions/briefings
October
In person telephone meeting Research and Visioning Personal contact
7.1.3 7.1.2 1.1 7.1.4 7.1.3
November
7.1.2 1 7.1.1
September
75% 0% % DONE 75% 75%
LEAD Group
July
540 DAYS 540 540
engagement
TASK Personal telephone contact Inform
August
Inform Stakeholder
May
7.1 7 Work 7.1.1 Breakdown 7.1
June
6 mon
April
6 months
March
6 months
January
6 months February
2021
6 months December
2021-1
6 months
October
2020-2
0% 75%
November
2020-1
540 120
September
2019-2
Stakeholder engagement Integration sessions
July
2019-1
7 6.4.1
August
75% 1 75%
May
120 330
June
Integration sessions Design integration
April
75% 100%
6.4.1 6.4
March
330 120
January
100% 100%
Design integration Preparing the Documents
February
120 120
6.4 6.3.7
May
2021-2 2022-1 2022-2 2023-1 2023-2 2024-1 2024-2 2025-1 2025-2 2027-1
6 months 6 months 6 months 6 months 6 months 6 months 6 months 6 months 6 months 6 months
June
May
April
March
February
January
2026
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
s
11
7.3.6 7.4
Deliberative polling Collaborate
480
0%
480
0%
7.4.1
Community summit
480
0%
7.4.2
Expert reference groups
480
0%
7.4.3
Community reference groups
480
0%
8.5 1.2
9
1.2.1
10
Visioning
Financing
Housing needs
City
Construction
Feasibility Buildings Affordable housing Excavation TOD Foundation Research on the Context Concrete Forms Natural context Concrete Slab Pour Social context Utilities Cultural context Sewer, Electrical, Water, Gas Economical context Framing Historical context Sheathing Scoping Roof Micro level Scoping Stairs Macro level Scoping Windows Survey and data collection Roofing Survey plan Mechanical Systems Market study HVAC Case study Lighting and Electrical Analysis and conclusion Finishing
10.2 2.1 10.2.1
Landscape land use resignation Major road construction
Planners
10.2.2 3.1 10.2.3 3.2 10.2.4
Pathway construction meeting with the City officials Porches meeting with the Departments Planting
Planners and Policy makers
4
Meetings
Planning
10.3 4.1 10.3.1 4.1.1
Public realm Major strategies and policies Amenities Transportation
4.1.2 11.1 4.1.3
Infrastructure Certification of Occupancy as partial affordable housing Management
11.2 4.1.4
Occupation Housing
11.3 4.1.5
Life Cycle Amenities
11.3.1 4.2
Maintenance Master Plan
11
11.3.2 4.2.1 11.4 4.2.2 4.2.3
Housing conversion
Management Strategic framework Quality management Community redevelopment Physical and spatial elements
Managers
3
Preapplication
Planners and Policy makers
2
Construction workers, Inspectors Planners and Policy makers
1.2.2 10.1 1.2.3 10.1.1 1.2.4 10.1.2 1.3 10.1.2.1 1.3.1 10.1.2.2 1.3.2 10.1.3 1.3.3 10.1.3.1 1.3.4 10.1.4 1.3.5 10.1.4.1 1.4 10.1.4.2 1.4.1 10.1.4.3 1.4.2 10.1.4.4 1.5 10.1.4.5 1.6 10.1.5 1.7 10.1.5.1 1.8 10.1.5.2 1.9 10.1.6
30 30
100% 50%
30 60 90 30 1440 30 1440 60 1440 30 1440 120 1440 60 1440 90 1440 30 1440 30 1440 30 1440 60 1440 60 1440 60 1440 60 1440 60 1440 60 1440 60 1440 60 1440 60 1440 60 1440 60 1440 60 1440 60 1440 420 360 150 360 30 90 30 30 30
100% 50% 0% 60% 0% 40% 100% 22% 60% 75% 0% 50% 75% 40% 50% 50% 50% 0% 60% 48% 0% 0% 75% 67% 60% 0% 0% 54% 75% 40% 50% 40% 50% 40% 60% 40% 0% 40% 75% 0% 0% 40% 0% 0% 0% 80% 45% 80% 0% 0% 0% 65% 0% 0% 0% 77% 0% 0%
90 30
0% 0%
no30 limit
0% 98%
no270 limit
0% 0%
no60 limit
0% 0%
no60 limit
0% 0%
30
34%
240
0%
240
0%
240
0%
4.2.3.1
Overal Image
4.2.3.2
Neighbourhood
4.2.3.3
Biodiversity
4.2.3.4
Identification of uses
240
0%
4.2.3.5
Water management and utilities
240
0%
4.2.3.6
Open space and public realm
240
0%
4.2.3.7
Transport
240
0%
30
0%
4.3
Analysis and synthesis
September
July
August
May
June
April
March
January
February
December
October
November
September
July
August
May
June
2021
6 mon
April
70% 100%
Research and Bid Submission
Problem identification / Goals and Bid Selection objectives Contract Formation Research on the Subject
2021-1 6 months
March
180 60
1 8.3 8.4 1.1
LEAD Group
2020-2 6 months
January
100% % DONE 100%
request to tender (RTT) TASK Subcontracting
2020-1 6 months February
100%
30 DAYS 30
request for proposal (RFP)
2019-2 6 months December
30
8.1.2 Work Breakdown 8.2
2019-1 6 months
October
1 100%
November
30
September
Bid Solicitation
July
0%
8.1
Policy Makers
90
August
50%
Bidding and Contracting
May
50%
480
June
480
8
8.1.1
12
75%
April
7.5.1 Citizens Jury (continued) 7.5.2 Ballot
0%
480
March
Empower
480
February
7.5
Joint Advisory Committees
January
Milestones and Major Deliverables 7.4.4
May
2021-2 2022-1 2022-2 2023-1 2023-2 2024-1 2024-2 2025-1 2025-2 2027-1
6 months 6 months 6 months 6 months 6 months 6 months 6 months 6 months 6 months 6 months
June
May
April
March
February
January
2026
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
May
April
March
February
January
December
November
October
September
August
July
June
s
13
Work Breakdown 1.
Research and Visioning
1.1 Problem identification, goals and objectives 1.2 Subject research Housing needs Feasibility Affordable housing Transit-oriented development
1.3 Site context research Evironmental context Social context Economical context Cultural context Historical context
1.4 Project scope Micro level scope Macro level scope
1.5 Survey and data collection 1.6 Survey plan 1.7 Market study 1.8 Case study research 1.9 Analysis and conclusion 2. Pre-application 2.1 Submission of pre-application forms 2.2 Submission of land use redesignation forms 3. Meetings 3.1 Meetings with city officials 3.2 Meetings with stakeholders
14
4. Planning 4.1 Major strategies and policies Transportation Infrastructure Housing Services and amenities
4.2 Master plan Strategic framework Community redevelopment Physical and spatial elements
4.3 Analysis and synthesis 4.4 Plan formation 4.5 Document preparation 4.6 Monitoring and evaluation 5.
Impact assessments
5.1 Transportation impact assessment 5.2 Environmental impact assessment 5.3 Bio-physical impact assessment 6.
Design and modification
6.1 Urban design Problem definition Inventory and analysis Programming Schematic design Detailed design
6.2 Landscape architecture Research Site inventory Concept design Detailed design Document preparation
15
6.3 Architecture Background research Concept design Best solutions Design development Physical models Testing and redesigning Detailed design Document preparation
6.4 Design integration Integration sessions
7.
Stakeholder engagement
7.1 Inform Personal telephone contact In-person meetings Written correspondence Mailers Fact sheets, brochures Notices/advertisements in papers Site displays Information sessions/briefings Social media Email – community contacts Website – project information and updates Banners/posters/signage
7.2 Consult
Surveys Hotline/phone-ins Written submissions Public exhibitions Interviews Focus group sessions Feedback form Online discussion forum
7.3 Involve Workshop sessions Site tour/meetings Public art session Community forum Community reference groups Deliberative polling
16
7.4 Collaborate Community summit Expert reference groups Community reference groups Joint advisory committees
7.5 Empower Citizens jury/ballot
8.
Bidding and contracting
8.1 Bid solicitation Request for proposal (RFP) Request to tender (RTT)
8.2 Subcontracting 8.3 Bid submission 8.4 Bid selection 8.5 Contract formation 9. Financing 10. Construction 10.1 Buildings Excavation Foundation Utilities Framing Mechanical systems Finishing
10.2 Landscaping Major road construction Pathway construction Porches Planting
10.3 Public realm
17
11. Housing conversion 11.1 Certification of occupancy as partial affordable housing 11.2 Occupation 11.3 Life cycle Maintenance Management
11.4 Quality management
Budget A budget of $700 million has been allocated to the project.
18
Staffing and HR Plan Planning and engineering department Project manager
þþ Depending on the complexity, either develops the plan or leads the team in the development of the HR and Staff Management Plan. þþ Escalates staffing-related issues to the Project Sponsor, the steering committee, or the executive committee. þþ Presents the final staffing plan to the Project Sponsor for approval.
Contract administrator
þþ Oversees the preparation and revision of contracts that involve the purchase of sale of goods and services. þþ Handles the acquisition, distribution, and store of equipment and supplies. þþ Prepares contract briefs and revisions summarizing contractual requirements and budgets.
Superintendent
þþ Creates estimates for build-out projects, including labor, supplies, materials and other ancillary costs. þþ Drives cost-effective project management techniques and strategies in the field. þþ Hires and assigns construction work to each project. þþ Maintains a daily job site log. þþ Maintains strict build-out construction schedule and make changes as necessary to ensure deadlines are met.
Field engineer
þþ Monitors activities at construction sites. þþ Works to ensure construction progresses as scheduled and contract specifications are adhered to.
Administrator
þþ Facilitates interactive planning sessions. þþ Communicates schedule status on a regular basis via formal and informal meetings and reports. þþ Interacts with engineering and construction personnel to understand and communicate issues and conflicts that impact the schedule . þþ Coordinates the project’s earned value system with schedule updates.
19
Principal architect
þþ Manages and supervises all related activities of a staff of architects and technicians. þþ Directly manages the development of architectural designs and preliminary construction details. þþ Ensures architectural design work is completed on time and adheres to the established specifications and standards.
Safety director
þþ Directs, develops, and oversees the general health and safety policies and procedures of the organization. þþ Ensures the workplace is in compliance with OSHA and other state, local, or industry specific regulations and that periodic safety audits are conducted. þþ Provides programs that ensure a safe workplace including safety orientations, skill training, emergency preparedness, proper job instruction, hazardous material disposal procedures, and the use of protective equipment.
Building inspector
þþ Examines plans, drawings and site layouts for new buildings, building renovations and other proposed structures to ensure compliance with Building Code. þþ Inspects and test electrical or plumbing installations in buildings to ensure compliance with municipal, provincial and federal regulations. þþ Inspects steel framework, concrete forms, reinforcing steel mesh and rods, concrete or pre-stressed concrete to ensure quality standards and to verify conformance to specifications and building codes.
Coordinating Committee Community coordinator, Religious community coordinator, International Olympics coordinator, City of Calgary coordinators, PostOlympics transition coordinator, Stampede management coordinator
20
þþ Recruits, supervises and trains diversified personnel for Moderation team and assist them in resolving community conflicts. þþ Follows an open policy to keep company and community informed. þþ Tracks community matters and prepare regular reports. þþ Coordinates with community on resolving conflicts and providing links. þþ Ensures all engagements and events are attended to. þþ Sponsors the community by acknowledging feedback and resolving queries.
Finance department Finance manager
þþ Monitors the day-to-day financial operations within the company, such as payroll, invoicing, and other transactions. þþ Oversees financial department employees, including financial assistants and accountants. þþ Contracts outside services for tax preparation, auditing, banking, investments, and other financial needs as necessary. þþ Tracks the financial status and performance to identify areas for potential improvement, þþ Seek out methods for minimising financial risk.
Senior accountant
þþ Prepares accurate, timely financial statements in accordance with our established schedule and with input from the rest of the accounting department. þþ Conducts monthly and quarterly account reconciliations to ensure accurate reporting and ledger maintenance. þþ Analyzes financial statements for discrepancies and other issues that should be brought to the CFO’s attention. þþ Reviews all inter-company transactions and generate invoices as necessary.
Auditor
þþ Performs risk and control assessments of areas under audit consideration. Provide recommendations for problem resolution. þþ Develops, coordinates, and executes audit programs and procedures to effectively address risks, controls, and governance issues identified. þþ Evaluates internal controls and/or audit procedures. Identify opportunities for improvement on the operational processes and business cycles audited. þþ Obtains, analyzes, and appraise evidential data as a basis for creating an informed, objective opinion on the adequacy and effectiveness of the processes being reviewed. þþ Prepares audit reports and communicate results to the appropriate parties, which may include executive and senior management. þþ Follows up on remediation of the findings with the client’s management and ensure all outstanding audit issues are closed effectively and timely.
21
Procurement and bidding department Procurement director
þþ Develops, hones and executes new improved procurement strategies across all channels of purchasing. þþ Evaluates and enhance operations in local spend while researching and prospecting developments in global spend. þþ Delegates tasks and supervise the work of purchasing and procurement agents across all departments. þþ Manages every aspect of the supply chain and notifies the senior management team of any possible obstacles to ideal efficiency. þþ Performs cost analysis and set appropriate benchmarks. þþ Coordinates deliveries. þþ Creates policies and procedures for risk management and mitigation.
Bidding coordinator
þþ Orders and distributes project drawings, specifications, and reports. þþ Reviews front end specifications, and drawings for completeness. Notifies lead estimator of any issues. þþ Organizes and completes all required bid forms, and bonds. þþ Sorts and distributes submitted proposals. þþ Assists with expense reports. þþ Recruits new suppliers and subcontractors. Arrange for them to come into the main office for meetings with operations, and preconstruction staff members.
Tender officer
þþ Coordinates the development of tender/quotation and contract for low to mid-level procurement risk activities. þþ Ensure all tenders/quotations and contracts issued by the City satisfy statutory requirements and City policies.
22
Risk Management Plan Risk
Rank
Strategy
How
Funding is reduced due to change in project leadership
1
Accept Mitigate
Look for other funding opportunities; build the most important and relevant parts of the project first.
Weather
2
Mitigate Accept
Allow more time for development in case of weather-related events. Build main structures during the most optimal months with the least probability of weather disturbances.
Exceeding budget
3
Transfer
Acquire more money from local and provincial governments.
Opposition from community associations and Calgary Stampede management
4
Mitigate
Hold community engagement events to respond to questions and comments by local residents; meet with Stampede management to remedy their concerns.
Feasibility of converting all units into affordable housing after Olympics end
5
Mitigate Transfer
Consult with affordable housing organizations during planning and design phase.
Profitability of project
6
Mitigate
Include some market rental housing and condos in the development.
Errors during construction of project
7
Mitigate
Plan for safety training; allow more time during construction in case of errors; take shifts to keep fatigue levels down.
Fast pace of construction may reduce the ability to generate a strong connection to the community
8
Mitigate
Public engagement events can be held throughout the planning and construction phases in order to update the nearby communities.
Flooding due to the project site being located in floodways and flood fringe zones
9
Mitigate
Design building podiums 1 metre above the ground level; have parking garages on first level in some cases.
23
24
Risk
Rank
Strategy
How
Traffic bottlenecking during events
10
Transfer Mitigate
Create more access points to and through the site; coordinate with the City Transportation Department.
Public perceptions of safety
11
Transfer Mitigate
More “eyes on the street�; consult CPTED principles; coordinate with Calgary Police Department; determine which crimes occur most often in the area and plan to mitigate these in particular.
Lack of access to community amenities
12
Mitigate
New amenities and services can be included in the design of the project.
Stakeholder Management & Communication Plan The project management team has identified all relevant stakeholders and have distributed them into four groups as follows:
1. Goverment officials and government organizations þþ International Olympic Committee (IOC) þþ Government of Canada þþ Government of Alberta þþ City of Calgary (COC) þþ COC Planning department þþ COC Transportation department þþ COC Environmental department þþ Calgary Transit
2. Impacted communities þþ Victoria Park Neighbourhood Association þþ Beltline Neighbourhood Association þþ East Village Neighbourhood Association þþ Cliff Bungalow-Mission Community Association þþ Erlton Community Association þþ Inglewood Community Association þþ Ramsay Community Association
þþ Canada Mortgage and Housing Corporation (CMHC) þþ Calgary Municipal Land Corporation (CMLC) þþ Calgary Housing Company (CHC) þþ Affordable Housing Committee
25
3. Employed stakeholders
4. NGO and other groups
þþ Planning consultants
þþ Private parties interested in supporting affordable housing
þþ Environmental consultants þþ Engineering consultants þþ Transportation consultants þþ Developers
þþ Calgary Stampede management, participants and fans þþ Local business owners
þþ Architects
þþ Victoria Park BIA (Business Improvement Area)
þþ Builders
þþ BMO (BMO Centre)
þþ Landscape architects
þþ Nearby homeless shelters þþ Nearby religious institutions þþ Parks Foundation Calgary
This list of stakeholders is likely to expand and change in composition as the project moves toward feasibility, construction, operations and closure. Additional stakeholder groups might include: þþ Suppliers and businesses þþ Shareholders þþ Trade unions þþ Customers þþ Academic community þþ Interest groups þþ Vulnerable groups A detailed communication plan is available on the following page. 26
Stakeholder management and communication plan Stakeholder group
Power/ interest
Communication vehicle
Frequency
Government officials and government organizations
High power, Low interest
þþ Phone/email/text messaging þþ One-on-one interviews þþ Formal meetings
At least twice a month
Impacted communities
Low power, High interest
þþ Print media, text messaging and radio announcements þþ Public meetings þþ Focus group meetings þþ Surveys þþ Information centre þþ Workshops þþ Charrettes þþ Social Media
At least twice a month
Employees and managers
High power, High interest
þþ Phone/email/text messaging þþ Print media and radio announcements þþ Workshops þþ Focus group meetings þþ Surveys þþ Social Media
As frequent as needed
NGO and other groups or Personnel
Low power, Low interest
þþ þþ þþ þþ þþ þþ þþ
At least once a month
Phone / email / text messaging One-on-one interviews Focus group meetings Public meetings Information Centre Surveys Social Media
27
Change Management Plan Framework The Change Management Plan is designed to allow for changes to the project if necessary. If changes are required, the plan ensures all relevant stakeholders agree on how to implement the changes.
Change Request (CR) Process
Generate CR
Evaluate CR
Authorize CR
Implement CR
Log updated status
Report status
Step
Description
Generate CR
A submitter completes a CR Form and sends the completed form to the Change Manager
Log CR Status
The Change Manager enters the CR into the CR Log. The CR’s status is updated throughout the CR process as needed.
Evaluate CR
Project personnel review the CR and provide an estimated level of effort to process, and develop a proposed solution for the suggested change
Authorize
Approval to move forward with incorporating the suggested change into the project/product
Implement
If approved, make the necessary adjustments to carry out the requested change and communicate CR status to the submitter and other stakeholders
Source: Centers for Disease Control and Prevention. (2010). Change Management Plan. Retrieved from https://www2a.cdc.gov/cdcup/library/templates/CDC_UP_Change_Management_Plan_Template.doc
28
Process objective Detail of what the process will achieve.
Change objective and principles Details of: þþ What the change process will achieve (e.g. information sharing, engagement). þþ Principles that underpin the change plan [e.g. inclusiveness/consultation, timeliness]. þþ Ethical issues that need to be considered and how will the change plan will address them.
Change plan elements The main elements in the change plan are defined here (e.g. people/culture, systems/technology, documentation, positions/roles).
Rationale for the change The drivers and constraints for change are listed here, along with the risks in the change process.
Key stakeholder analysis Key stakeholders are identified: þþ Their response to the change is analyzed (e.g. what will be their main concerns/fear, where is there likely to be support for the change)/ þþ Their needs in terms of change management are identified. þþ The preferred media for communicating or consulting about the change is identified (e.g. sessions involving dialogue about the changes, newsletters, briefings from project team members, frequently asked questions).
Assessment of readiness to change Comments on the status of the change so far. What elements might support the change? Is there strong leadership support for the change?
29
Indentify change elements Structures/Processes/Responsiblities/Resources/Timeframes/Performance Measures The need for particular change support structures is considered (e.g. a change team, specialists who are trained first and can support people in the workplace, involvement of users/key stakeholders at various stages). The need for transitional arrangements is considered. Impacts on workloads and their management are considered.
Consolidation Policies, procedures and performance measures reinforce the changes. Organizational barriers to the change are removed. Benefits of the change are reinforced.
Source: University of Glasgow. (n.d.). Change Management Plan. Retrieved from https://www.gla.ac.uk/ media/media_359005_en.pdf
30
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Appendix
Project Charter Prepared by:
Azadeh Rasouli Yazdi
Karl Alexies Dasco
Cong Gu
Jon Maselli
The project charter briey outlines the essence of a project and formally authorizes its existence. It provides the project manager with the authority to apply resources to the project activities.
Document date: 2018/11/07
Project number:
#4
Program name:
EDVP 634: Project Management for Planners
Project name:
Olympic Athlete Housing, Calgary
yyyy/mm/dd
Project sponsor: Project manager:
33
1.
Executive Summary
• • • • •
2.
Who? Athletes, participants, and mixed-income residents. What? 3,100 housing units. When? 2026. Where? Stampede Park, Calgary. Why? To meet the goals of the Olympic Committee and later, to covert to affordable housing.
Alignment
• The project aligns with the goals of the Olympic Committee. • It will be used to house athletes and participants, and after the conclusion of the 2026 Olympics, mixed-income residents.
3A. Major Deliverables
• Documents: • Survey plan, market study, case study. • Pre-development statement, written statement. • LOC submission, land use redesignation form, application form, certificate of titles, caveats, abandoned well form, site contamination sheet, pre-application figures, photographs of the site. • Community redevelopment plan, site plan. • What we heard report. • The constuction of 3,100 housing units • Physical models
3B. Out of Scope
• Redeveloping more than just the housing, but an affordable and sustainable community. • The housing would be located in a food desert if no grocery store were to be built. • Access to services such as parks, social services, schools, retail, transit facilities, policing and fire protection, places of worship.
34
4.
Milestone Schedule
• • • • • • •
5.
Research and visioning Pre-application meeting with the city and departments Planning and design Stakeholder engagement LOC and DP submission Project construction Housing conversion
Project Costing
• Estimated $700 million
6.
Constraints, Assumptions, Dependencies
• Constraints: • Natural barriers (river setback, flood plain). • Bordered by the CP Rail tracks on the north side. • Limited site entrances/exits. • Calgary Stampede (massive traffic, people flow, overcrowded C-Train, shortage of parking spaces). • Assumptions: • The 2026 Olympics will be held in Calgary. • Mixed-income groups will be willing to live there after. • Construction delays due to weather/natural disasters. • Relaxations to bylaw regulations. • New and upgraded links to the site. • Alternative transit modes may be applicable, such as bicycling, walking, carpooling, and car sharing options. • Parking relaxations. • Dependencies: • River pathway system • C-Train (Victoria Park/Stampede station) • Transit oriented development radius • FAR requirements
35
7.
Project Governance
• International Olympic Committee (IOC) • City of Calgary • Planning consultants
8.
Stakeholders
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •
36
Government of Canada Government of Alberta City of Calgary, planning department, transportation department, environmental department Calgary Transit International Olympic Committee (IOC) Canada Mortgage and Housing Corporation (CMHC) Calgary Municipal Land Corporation (CMLC) Calgary Housing Company (CHC) Affordable Housing Committee Co-operative Housing Federation of Canada (CHF Canada) Non-profit organizations Private parties interested in supporting affordable housing Calgary Stampede management, participants and fans Victoria Park Neighbourhood Association Beltline Neighbourhood Association East Village Neighbourhood Association Cliff Bungalow-Mission Community Association Erlton Community Association Inglewood Community Association Ramsay Community Association Local business owners Victoria Park BIA (Business Improvement Area) BMO (BMO Centre) Nearby homeless shelters Nearby religious institutions Parks Foundation Calgary Planning consultants Environmental consultants Engineering consultants Transportation consultants Developers Architects Builders Landscape architects
9.
Project Risks
• • • • • • • • • • • •
Feasibility of converting all the units into affordable housing. The site is located in both in the floodway and flood fringe zones. Public opposition due to Calgary Stampede event. Lack of access to essential community amenities due to the connectivity issues. Threatened existing businesses. Fast pace of construction might reduce the ability to generate a strong connection to the community. Might not fit within the community context. Levels of traffic during events and general traffic bottlenecking. Crime and public perceptions of safety. Potentially unattractive site location. Exceeding budget. Profitability.
10. Acceptance Project sponsor signature: Date (yyyy/mm/dd):
Project manager signature: Date (yyyy/mm/dd):
37
Supplementary Materials
• Flood maps
• Prior plans: • Beltline Area Redevelopment Plan (ARP) All development applications within the Beltline Community District are subject to the provisions of the Beltline ARP. • Rivers District Master Plan • Other plans with applicability to the project include: • The Centre City Plan: an action oriented strategic plan • Made in Midtown:Calgary Vision 2100: an inspirational and ideas-based 100 year urban design strategy. • Municipal Development Plan (MDP) • • • •
Calgary Transportation Plan (CTP) Centre City Transportation Plan Inner City Transportation Study (ICTS) Crime Prevention Through Environmental Design (CPTED) (assessments as part of the development permit application process) • Plans for Business Revitalization Zone (BRZ) • Victoria Park Business Improvement Area • Expansion plans of the Calgary Exhibition and Stampede as expressed in their Master Plan of 2004.
38
Housing needs
30
60%
1.2.2
Feasibility
30
40%
1.2.3
Affordable housing
60
22%
1.2.4
TOD
30
75%
120
50%
60
40%
90
50%
30
0%
30
48%
30
0%
60
67%
1.3
Research on the Context
1.3.1
Natural context
1.3.2
Social context
1.3.3
Cultural context
1.3.4
Economical context
1.3.5
Historical context
1.4
Planners and Policy makers
1.2.1
Scoping
1.4.1
Micro level Scoping
60
0%
1.4.2
Macro level Scoping
60
54%
1.5
Survey and data collection
60
40%
1.6
Survey plan
60
40%
1.7
Market study
60
40%
1.8
Case study
60
40%
1.9
Analysis and conclusion
60
40%
2
Preapplication
60
0%
2.1
land use resignation
60
40%
3
Meetings
60
0%
3.1
meeting with the City officials
60
80%
3.2
meeting with the Departments
60
80%
4
Planning
420
0%
4.1
Major strategies and policies
150
65%
Planners
Planners and Policy makers
Transportation
30
0%
4.1.2
Infrastructure
30
77%
4.1.3
Management
30
0%
4.1.4
Housing
30
0%
4.1.5
Amenities
30
98%
Master Plan
270
0%
60
0%
60
0%
30
34%
240
0%
240
0%
240
0%
4.2 4.2.1
Strategic framework
4.2.2
Community redevelopment
4.2.3
Physical and spatial elements
Planners and Policy makers
4.1.1
4.2.3.1
Overal Image
4.2.3.2
Neighbourhood
4.2.3.3
Biodiversity
4.2.3.4
Identification of uses
240
0%
4.2.3.5
Water management and utilities
240
0%
4.2.3.6
Open space and public realm
240
0%
4.2.3.7
Transport
240
0%
Analysis and synthesis
30
0%
4.4
Plan formation
120
0%
4.5
Preparing the Documents
60
0%
4.6
Monitoring and evaluation
60
0%
5
Impact Assessments
180
60%
5.1
Transportation impact assessment
180
100%
5.2
Environmental impact assessment
180
60%
6
Design and Modifications
360
0%
6.1
Urban Design
240
100%
Professional groups chosen by the City
4.3
6.1.1
Problem definition
240
100%
6.1.2
Inventory and analysis
240
100%
Site
240
100%
6.1.4
People
240
100%
6.1.5
Program
240
100%
6.1.6
Schematic design
240
100%
6.1.7
Detailed design
240
100%
6.1.8
Preparing final documents
240
100%
270
60%
30
100%
30
100%
60
100%
240
100%
240
100%
330
0%
30
100%
60
100%
6.2
Landscape Architecture
6.2.1
Research
6.2.2
Inventory
6.2.3
Concept design
6.2.4
Detailed design
6.2.5
Preparing the Documents
6.3
Architecture
Urban designers, Landscape architects, Architects
6.1.3
6.3.1
Background Research
6.3.4
Concept design
6.3.2
Best Solution
300
100%
6.3.3
Design Development
300
100%
6.3.4
Physical models
300
100%
6.3.5
Test and Redesign
300
100%
6.3.6
Detailed design
120
100%
6.3.7
Preparing the Documents
120
100%
330
75%
120
75%
6.4
Design integration
6.4.1
Integration sessions
7
Stakeholder engagement
540
0%
7.1
Inform
540
75%
7.1.1
Personal telephone contact
540
75%
7.1.2
In person meeting
540
75%
7.1.3
Written correspondence, mail out
540
75%
7.1.4
Fact sheets, brochure
540
75%
7.1.5
Notice/advert in paper
540
75%
7.1.6
Site display
540
75%
7.1.7
Information sessions/briefings
540
75%
7.1.8
Social media
540
75%
7.1.9
Email – community contacts
540
75%
7.1.10
Website – information/updates
540
75%
7.1.11
Banners/posters/signs
540
75%
480
75%
7.2
Consult Telephone survey
480
75%
7.2.2
Written survey
480
75%
7.2.3
Hotline/phone-in
480
75%
7.2.4
Written submission
480
75%
7.2.5
Public exhibition
480
75%
7.2.6
Intercept interviews
480
75%
7.2.7
Focus group sessions
480
75%
7.2.8
Feedback form
480
75%
7.2.9
Online discussion forum
480
75%
480
75%
7.3
Planners and Community Planners
7.2.1
Involve
7.3.1
Workshop sessions
480
75%
7.3.2
Site tour/meeting
480
50%
7.3.3
Public Art session
480
50%
7.3.4
Community forum/debate
480
0%
7.3.5
Community reference groups
480
0%
7.3.6
Deliberative polling
480
0%
480
0%
7.4
Collaborate
7.4.1
Community summit
480
0%
7.4.2
Expert reference groups
480
0%
7.4.3
Community reference groups
480
0%
7.4.4
Joint Advisory Committees
480
0%
480
75%
7.5
Empower
7.5.1
Citizens Jury
480
50%
7.5.2
Ballot
480
50%
Bidding and Contracting
90
0%
8.1
Bid Solicitation
30
100%
30
100%
30
100%
30
100%
60
100%
8.1.1
request for proposal (RFP)
8.1.2
request to tender (RTT)
Policy Makers
8
8.2
Subcontracting
8.3
Bid Submission
8.4
Bid Selection
30
100%
8.5
Contract Formation
30
100%
9
Financing
90
0%
10
Construction
1440
0%
10.1
Buildings
1440
100%
10.1.1
Excavation
1440
60%
10.1.2
Foundation
1440
0%
10.1.2.1
Concrete Forms
1440
75%
10.1.2.2
Concrete Slab Pour
1440
50%
10.1.3
Utilities
1440
50%
10.1.3.1
1440
60%
10.1.4
Framing
1440
0%
10.1.4.1
Sheathing
1440
75%
10.1.4.2
Roof
1440
60%
1440
0%
1440
75%
1440
50%
1440
50%
1440
60%
1440
0%
Stairs
10.1.4.4
Windows
10.1.4.5
Roofing Mechanical Systems
10.1.5.1
HVAC
10.1.5.2
Lighting and Electrical
Construction workers, Inspectors
Sewer, Electrical, Water, Gas
10.1.4.3
10.1.5
City
10.1.6
Finishing
1440
75%
10.2
Landscape
1440
0%
10.2.1
Major road construction
1440
0%
10.2.2
Pathway construction
1440
0%
10.2.3
Porches
1440
45%
10.2.4
Planting
1440
0%
Public realm
360
0%
10.3.1
Amenities
360
0%
11
Housing conversion
90
0%
11.1
Certification of Occupancy as partial affordable housing
30
0%
11.2
Occupation
90
0%
11.3
Life Cycle
no limit
0%
Managers
10.3
11.3.1
Maintenance
no limit
0%
11.3.2
Management
no limit
0%
no limit
0%
11.4
Quality management
May
April
March
January
February
2026
December
October
November
September
July
August
June
May
April
March
January
February
December
November
October
August
September
July
May
June
April
March
January
February
December
October
November
September
July
August
June
May
April
March
January
February
December
October
November
August
September
July
May
June
April
March
January
February
December
October
November
September
July
6 months
August
6 months
May
6 months
June
6 months
April
6 months
March
6 months
January
6 months
February
6 months
December
6 months
October
6 months
November
6 months
September
6 months July
6 months
August
6 months
May
6 months
June
50%
2027-1
April
60
2025-2
March
Research on the Subject
2025-1
February
1.2
2024-2
January
50%
2024-1
December
30
2023-2
October
Problem identification / Goals and objectives
2023-1
November
1.1
2022-2
September
70%
2022-1
July
180
2021-2
August
Research and Visioning
2021-1
May
% DONE
2020-2
June
DAYS
2020-1
April
1
LEAD Group
2019-2
March
TASK
January
Work Breakdown
2019-1 February
1
June
Milestones and Major Deliverables