THE DESIRABLE PET INITIATIVE THE POWER PUP GIRLS ELLIE WINSLOW LAUREN CASH JESS POPE EMI LAMBERSKI
PROJECT MANAGEMENT PLAN Version 1.0 05/06/19
TABLE OF CONTENTS 01
Project Description
01
02
Project Objectives
02
03
Project Management Plan Purpose
03
04
Project Deliverables
04
05
Project Milestones
08
06
Project Roles and Responsibilities
10
07
Project Scope Management
11
08
Project Time Management
13
09
Project Cost Management
31
10
Project Quality Management
32
11
Project Human Resource Management
35
12
Project Risk Management
42
13
Project Communications Management
43
14
Project Procurement Management
44
15
Authorization
45
01 PROJECT DESCRIPTION MISSION REDUCING THE LENGTH OF STAY FOR ‘LESS ADOPTABLE’ PETS
VISION CHANGE THE WAY PEOPLE VIEW SHELTER ANIMALS TO MAKE EVERY ANIMAL DESIRABLE
03/04/1905/06/19
The Desirable Pet Initiative is a project completed at Ringling College of Art and Design. This project is for the BOAD Department’s Project Management class. It was designed by the members of the Power Pup Girls (Ellie Winslow, Lauren Cash, Jess Pope, and Emi Lamberski) for the stakeholders at Bishop Animal Shelter SPCA and for our project sponsor Mari Garman. The ultimate intended outcome of the project is to create a strategy and deliverables with the goal of reducing the length of stay for “less adoptable” pets. “Less adoptable” pets include but are not limited to: senior pets, larger pets, pets which exhibit behavioral issues, or require special care. In order to fulfill this objective, we conducted personal interviews and a survey, read and analyzed articles, and developed 5 different programs we feel would best meet our goals. We found through our research that people have a different mentality around animal shelter animals versus animals for sale. Changing the perception around shelter pets would ultimately reduce the length of stay for less desirable animals and that is where we ended. We will accomplish our goal by providing Bishop with 5 different programs: a social media plan, event plan, volunteer program, mobile shelter plan, and a new facility plan. We chose these deliverables because they all have different ease of entry, costs, and timing. We have done this so that Bishop can see what they can change now and what their institution can become in the future. 01
02 PROJECT OBJECTIVES
02
01
Reduce the length of stay for less adoptable pets at Bishop Animal Shelter SPCA.
02
Increase the number of animals adopted from Bishop.
03
Increase awareness about the animals at Bishop and the shelter itself.
04
Change the untrue perception that not all pets are desirable.
05
Change the shelter experience for adopting families.
03 PROJECT MANAGEMENT PLAN PURPOSE
This Project Management Plan’s purpose is to describe how the deliverables we have created will be executed by Bishop. This plan should provide guidance to the implementation team on project integration management, scope management, time management, cost management, quality management, human resources management, communication management, risk management, and procurement management. This plan will also identify milestones and document team roles and responsibilities and the hierarchy of the project.
03
04 PROJECT DELIVERABLES
01 SOCIAL MEDIA PLAN
02 VALENTINE’S DAY EVENT
03 VOLUNTEER PROGRAM
04 MOBILE SHELTER PLAN
05 NEW FACILITY PLAN
SOCIAL MEDIA PLAN
VALENTINE’S DAY EVENT
Facebook and Instagram campaigns centered around less adoptable pets and Bishop Animal Shelter SPCA to bring awareness about the facility, and how much joy all pets can bring.
A planned Valentine’s Day event created with the target market in mind to promote the animals, Bishop, and show that all animals are adoptable.
ASSOCIATED DELIVERABLES
ASSOCIATED DELIVERABLES
-Research that identifies target markets and trends
-Name of event
-6 separate static sample social media posts including captions, animals, people, and facilities at Bishop; able to be used on FaceBook/Instagram.
-Location identified
-2, under 5 seconds motion graphics which can be used for promotional purposes on Bishop’s website, Instagram, and Facebook -3, 3 minute promotional videos about adopting older pets -5, 30 second promotional “dating video” for 3 dogs and 2 cats
-Date identified -Description of event -List of needs -Estimated budget -Reference images when necessary -1 sample press release -List of people to contact or target for the event -Research provided about the reason the event will be successful and target markets -1 Interactive social media filter -3 identified hashtags and suggested copy elements -Mood board
04
VOLUNTEER PROGRAM
MOBILE SHELTER PLAN
NEW FACILITY PLAN
A new volunteer program will increase awareness about Bishop and allow volunteers to interact with animals on a whole different level as they spread the word about their experiences.
A mobile shelter will bring the Bishop to specific target audiences and allow individuals to view shelter animals in a different way.
The creation and ideation of a new facility layout developed to change the state of mind of future adopters will promote the adoption of less desirable pets and all pets at the shelter.
ASSOCIATED DELIVERABLES
ASSOCIATED DELIVERABLES
ASSOCIATED DELIVERABLES
-Research with rationale of why Bishop should use volunteers
-Mock up of the Mobile Shelter Vehicle (at least one point of view)
- Research supporting all decisions we make
-5 identified places with potential volunteers
-Research with the rationale of why Bishop should use a van
-Sample color palette
-1 sample flyer (8.5”x11”)
-Sample locations the van should be parked
-Identified “levels” of volunteers with criteria for each. -List of 5 sample tasks for volunteers at each level
-A description of what the van will be able to do/ have inside of it or outside of it -Estimated budget of the van
-1 suggested floor plan from bird’s eye view -At least 1 modeled style frame of 1 sample room -Estimated budget -Estimated time frame
-1 social media post with caption that could be used for Instagram/Facebook
05
SAMPLE DELIVERABLES The Power Pup Girls will present a separate deliverables packet presented as Appendix A, that outlines all of the deliverables. Here are samples of these. Please refer to said packet for the full extend of the deliverables.
06
SOCIAL MEDIA PLAN
VALENTINE’S DAY EVENT
VOLUNTEER PROGRAM
MOBILE SHELTER PLAN
NEW FACILITY PLAN
07
05 PROJECT MILESTONES
08
Project Charter Approved March 13th
Our Project Sponsor Mari Garman gives us the green light to proceed.
Social Media Campaign Completed March 22nd
-Research has been completed and compiled into research format -Photographing and videotaping has been completed -Images and videos have been edited -Social media template has been made -Interview videos have been completed -Motion graphics have been completed
Event Campaign Competed March 29th
-The name date have been finalized -Research has been conducted and compiled into paper format -Location has been identified. -Description of the event has been written -Needs have been priced -Geo-filter has been created -Sample press release has been written -People to target have been identified -Hashtags and copy elements have been identified -Mood boards and reference images have been compiled
Mobile Program Completed April 5th
-Mockup of Mobile shelter has been completed -Research has been conducted and compiled -Locations have been identified -Description of van has been completed -Budget of the van has been identified -Social media post has been completed
Facility Plan Completed April 12th
-Research has been conducted and compiled -Color palette has been identified -Floor plan has been edited -Budget has been identified -Time frame has been created
Volunteer Plan Completed April 19th
-Research has been conducted and compiled -Locations with volunteers have been identified -A sample flyer has been created -Volunteer structure has been created
Elements Reviewed May 6th
-All deliverables from all previous milestones are final passed reviewed -All changed remaining are made
PMP Completed May 6th
-The PMP has been constructed and designed and finalized
Project Presentation Completed May 6th
-Presentation has been completed -Presentation has been delivered
09
06 PROJECT ROLES AND RESPONSIBILITIES
10
Mari Garman Ringling College of Art and Design
Project Sponsor
Ellie Winslow Ringling College of Art and Design
Project Manager
Jess Pope Ringling College of Art and Design
Devil’s Advocate
Emi Lamberski Ringling College of Art and Design
Communications Liaison
Lauren Cash Ringling College of Art and Design
Note Taker
Person responsible for acting as the project’s champion and providing direction and support to the team. In the context of this document, this person approves the request for funding, approves the project scope represented in this document, and sets the priority of the project relative to other projects in his/her area of responsibility. Person in charge of not only managing the project, but also the team members. This person creates agendas and ensures that they are stuck to. Person tasked with breaking any instances of group-think by suggesting alternatives or playing other roles. This person is in charge of presenting threats that might not have been foreseen by other team members. Person responsible for setting up lines of communication and maintaining them. This person sends out reminders for meetings and facilitates conversation. Person responsible for recording meeting activities and making sure the next goals are known and available to all members. This person documents ideas and future deliverables.
07 PROJECT SCOPE MANAGEMENT Our deliverables can be found in 04 Project Deliverables. In order to manage these requirements we have created baselines for each of these deliverables, and when we have our weekly meetings, we compare against the baseline, and discuss whether any of our deliverables needs to be modified. In terms of the actual management of the scope, each person chooses what assignments they would like to be in charge of for the week. We broke up the assignments previously in the project charter. Once they choose, they are responsible for getting it done to the best of their ability. Tasks may be reassigned to other members and all members must review the final product. Had a modification needed to be made to the scope based on review of the deliverables, a project change request would have been submitted to our project sponsor for approval. In order for a change request to be made, the entire team would need to explicitly vote and every member must agree. Fortunately, this did not need to happen and our scope is the same as it was for our charter. 11
SCOPE BASELINES 12
Social Media Plan
Social media from HeART’s Speak, a nonprofit that Bishop currently follows on Instagram, and who provides the tools and training to have a better and more effective social media.
Valentine’s Day Event
Sarasota Humane Society’s Paws on the Catwalk event.
Volunteer Program
Humane Society of Manatee County’s volunteer plan and the expertise of Susan Borson of the Volunteerism program at Ringling College of Art and Design.
Mobile Shelter Plan
NYC ASPCA mobile spay/ neuter clinic.
New Facility Plan
Bishop’s current proposed new facility plan.
08 PROJECT TIME MANAGEMENT Our project schedule was developed and was outlined in our project charter. Every week the Power Pup Girls focus on completing a major deliverable. On Fridays we meet and critique and then we fix the previous week’s while working on the next week’s. We gave ourselves 2 weeks at the end to write this document, create a deliverables package and complete the presentation.
Work on Phase 1 WK1
SAT
SUN MON TUE
Meet and Critique WED THU
FRI
Make Changes to Phase 1 + Work On Phase 2 WK2
SAT
SUN MON TUE
WED THU
FRI
Meet and Critique
The way we monitor against the schedule baseline is by checking that we have completed every major deliverable we assigned ourselves every week, and every 2 weeks we check to make sure everything for the previous week is finalized and ready to be put into the deliverable package. 5
Our phases are our major deliverables and the phase transitions is outlined 05 Project Milestones.
12
6
19
13 22
Our meeting plan is outlined on the next page and shows the process for monitoring work and time.
29
13
MEETINGS AND TOOLS The Power Pup Girls have had a schedule where we meet every Friday 10am-11am with all group members being in attendance. During meetings:
01
We review the deliverables completed that week against our baselines and find any changes needed. If there are changes it is the person originally assigned with the tasks’ job to complete the edits by the following Friday along with their new tasks. The person can pass assignments onto someone else if they do not have the time. The assignments gets passed to whoever has the lesser workload that week, or if anyone has finished their assignments early.
02 03
We split up and assign the deliverables to be completed before the next Friday. The assignments are usually self appointed. We tend to stay in our areas of expertise however it is not mandatory. Lastly, we open the floor to questions comments and concerns.
Decisions to change scope, reassign tasks, assign tasks, assign changes to be made, change the meeting time for the next week, alter the project schedule, and work on parts of the project together, can all be made during the meetings. We check in during class in person on Mondays to see how the weekend went and if there were any immediate concerns. When deliverables are completed we update each other via Facebook Messenger stating what deliverable is completed and where the deliverable can be found in our Google Drive Repository. In terms of minoring progress against schedule baselines, the updates of finished deliverables via Facebook messenger is one of the biggest items. Other than that, in person meetings on Fridays and after class on Mondays, and our Google Drive Assignments document are the tools we use to develop and maintain the schedule. Our Work Breakdown Structure and Gantt Chart shows our process and a more in dept version of our schedule.
14
WORK BREAKDOWN STRUCTURE DICTIONARY
1 PREPARATION (1 WEEK) 1A 1A1
Approval Receive the approved project charter
1B 1B1
1B2 1B3
Preparation Communicate with Bishop asking when we can take photos Go to Bishop Take photos of animals, outside, inside, and people
1C 1C1
1C2
1C3
1C4
Set-Up Create an asset and project repository Define when meetings will occur Solidify communication methods Acknowledge any issues
15
2 SOCIAL MEDIA (1 WEEK) 2A
2A1 2A2
Research Research target Markets Research trends
Research current 2A3 initiatives 2A4
Compile research into paper format
2B
Static Posts
2B1
Write 6 captions
2B2
Write 6 hashtags
Find a phone 2B3 mockup for Instagram and Facebook 2B4
Choose 6 photos
Insert photos, captions and 2B5 hashtags into mockup
2C 2C1
2C2
Motion Create 1 motion graphic using a cat Create 1 motion graphic using a dog
2D 2D1
Go to 1st person’s house
2E
Promo Videos
2E1
Go to Bishop’s
2E2
Film animal 1
2E3
Film animal 2
2D2
Film 1st interview
2D3
Go to 2nd person’s house
2E4
Film animal 3
2D4
Film 2nd interview
2E5
Film animal 4
2D5
Go to 3rd person’s house
2E6
Film animal 5
2E7
Edit animal 1
2E8
Edit animal 2
2E9
Edit animal 3
2E10
Edit animal 4
2E11
Edit animal 5
2E12
Voiceover animal 1
2E13
Voiceover animal 2
2E14
Voiceover animal 3
2E15
Voiceover animal 4
2E16
Voiceover animal 5
2D6 2D7 2D8 2D9
16
Interviews
Film 3rd interview Edit 1st interview Edit 2nd interview Edit 3rd interview
3 VALENTINES DAY EVENT (1 WEEK) 3A
Preparation
3A1
Name the event
3A2
Select the date
3B 3B1
3B2
3A3
Select the location
3A4
Brainstorm activities
3B3
3A5
Create a mood board
3B4
3A6
Pull reference images
3B5
Research Research about experiential events Research about who to market to Compile research into paper format Create a list of costs Price those costs
3C 3C1
3C2
4 MOBILE SHELTER (1 WEEK) Advertising Write an event description Write a sample press release
3C3
Write 3 hashtags
3C4
Identify specific copy language
3C5
4A
4A1 4A2
4A3
Research Research mobile shelter rationale Compile research into paper format
4B1
4B2
Create a list of costs
4A4
Price those costs
Select photos for the filter
4A5
Create a mood board
3C6
Create a vector graphic sticker
4A6
Find locations for the van to go
3C7
Put the sticker over the photos
3C8
4B
Mock-Ups 1 point of view mock up of the van Description of what is in the van and what it does
4B3
Write 1 caption for social media
4B4
Select one image to be a post
4B5
Put the post on a phone mockup
Put the whole post on a phone mockup
17
5 NEW FACILITY PLAN (1 WEEK) 5A
5A1
5A2
5A3
5A4
5A5
5A6
5A7
18
Research Find current intended floor plan
5B 5B1
Mock-Ups Reconstruct the projected floor plan
Research the current initiatives and facility
5B2
Identify changes we want to make
5B3 Provide a sample color palette
Research why those changes will be successful Compile research into paper format Identify cost of the changes we would be adding Estimate the time frame for creating this shelter
Create 1 modeled style frame of 1 sample room
6 VOLUNTEER PLAN (1 WEEK) 6A 6A1
Research Research benefit of volunteer
Research 5 places 6A2 with potential volunteers 6A3
6A4
Research other shelter’s volunteer plan Compile research into paper format
6B
Structure
6B1
Create levels of volunteers
6B2
Come up with 5 sample tasks for each level
6C 6C1
Promotion Create 1 sample flyer 8.5x11
7 FINALIZING PLAN (2 WEEKS) 7A 7A1
7A2
Review Review all deliverables from week 2 Review all deliverables from week 3
Review all 7A3 deliverables from week 4 7A4
7A5
Review all deliverables from week 5 Review all deliverables from week 6
6B 7B1
Editing Make any edits needed to deliverables from week 2
Make any edits 7B2 needed to deliverables from week 3 Make any edits 7B3 needed to deliverables from week 4 Make any edits 7B4 needed to deliverables from week 5
7C 7C1
7C2
7C3
Compiling Compile all research and images into one rough draft PMP Get the rough draft looked at by the ARC Get the rough draft looked at by Mari Garman
Make any edits 7C4 to the rough draft after their approval
7D
7D1
7D2
Designing Input the rough draft into InDesign and design the document Design the presentation
7E 7E1
Closing Practice the presentation
Present the 7E2 presentation to Bishop 7E3
Pass in the PMP hard copy
7E4
Pass in the PMP digital copy
7E5
Pass in the presentation
Make any edits 7B5 needed to deliverables from week 6
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WORK BREAKDOWN STRUCTURE 20
2D
2D1
2D2
2D7
2D3
2D4
2D8
2D5
2D6
2D9
2A1 2A
1A
1A1
2C
2A2
2A4
2A3
3A1
3B1
2C1
3A2
3B2
2C2
3A
1C1 1C
1C3
2B
1C4
1B
1B1
3A4
2B1
1C2
2B2
3A5 2B5
3A6
2B4 1B2
2E
3A3
1B3
2E1
3B
3C
3B4
3B3
3B5
4A
4A1
4A2
4A3
4A4
4A5
3C1
4A6
3C2
4B1
3C3
4B
4B2
3C4
4B3
3C5
4B4
2E2
2E7
2E12
3C6
2E3
2E8
2E13
3C7
2E4
2E9
2E14
3C8
2E5
2E10
2E15
2E6
2E11
2E16
4B5
7A1 7B1 7C2 7A2
7C1
7C3
7C4
7D2
7B2 5B1 5A1 5A
5A2
6A1 5A4
5A3
5A6
5A5
6A2 6A
5A7
5B2 5B3
7E1 6A4
7A3 7E2
7B3
6B1 6B
5B
6A3
7D1
6C
6B2
7E3
7E4
7E5
7A4
6C1 7B4
7A5 7B5
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GANTT CHART Our Gantt chart is structured to show who completed what item and for how long. We have also color coded it.
Assigned to Ellie
Assigned to Emi
Assigned to Jess
Assigned to Lauren
Assigned to team
22
21
WED 3/13
20
1A1
Receive the approved project charter
1B1
Communicate with Bishop asking when we can take photos
1B2
Go to Bishop
1B3
Take photos of animals, inside, outside, and people
1C1
Create an asset and project repository
1C2
Define when meetings will occur
1C3
Solidify communication methods
1C4
Acknowledge any issues
2A1
Research target markets
2A2
Research trends
2A3
Research current initiatives
2A4
Compile research into paper format
2B1
Write 6 captions
2B2
Write 6 hashtags
2B3
Find a phone mockup for Instagram and FB
2B4
Choose 6 photos
2B5
Insert photos, captions, and hashtags into mockup
2C1
Create 1 motion graphic using a cat
2C2
Create 1 motion graphic using a dog
FRI 3/22
FRI 3/29
FRI 4/5
FRI 4/12
FRI 4/19
FRI 4/26
FRI 5/3
MON 5/6
23
WED 3/13
20 24
2D1
Go to first person’s house
2D2
Film first interview
2D3
Go to second person’s house
2D4
Film second interview
2D5
Go to third person’s house
2D6
Film third interview
2D7
Edit first interview
2D8
Edit second interview
2D9
Edit third interview
2E1
Go to Bishop
2E2
Film animal 1
2E3
Film animal 2
2E4
Film animal 3
2E5
Film animal 4
2E6
Film animal 5
2E7
Edit animal 1
2E8
Edit animal 2
2E9
Edit animal 3
2E10
Edit animal 4
2E11
Edit animal 5
FRI 3/22
FRI 3/29
FRI 4/5
FRI 4/12
FRI 4/19
FRI 4/26
FRI 5/3
MON 5/6
WED 3/13 2E12
Voiceover animal 1
2E13
Voiceover animal 2
2E14
Voiceover animal 3
2E15
Voiceover animal 4
2E16
Voiceover animal 5
3A1
Name the event
3A2
Select the date
3A3
Select the location
3A4
Brainstorm activities
3A5
Create a mood board
3A6
Pull reference images
3B1
Research about experiential events
3B2
Research about who to market to
3B3
Compile research into paper format
3B4
Create a list of costs
3B5
Price those costs
3C1
20
FRI 3/22
FRI 3/29
FRI 4/5
FRI 4/12
FRI 4/19
FRI 4/26
FRI 5/3
MON 5/6
Write an event description
3C2
Write a sample press release
3C3
Name the Write 3 hashtags
3C4
Identify specific copy language
25
WED 3/13 3C5
Select photos for the filter
3C6
Create a vector graphic sticker
3C7
Put the sticker over photos
3C8
Put the whole post on a phone mock up
4A1
Research mobile shelter rationale
4A2
Compile research into paper format
4A3
Create a list of costs
4A4
Price those costs
4A5
Create a mood board
4A6
Find locations for the van to go
4B1
1 point of view mock up of the van
4B2
Description of what is in the van
4B3
Write 1 caption for social media
4B4
Select one image to be a post
4B5
Pull the post on a phone mockup
5A1
Find current intended floor plan
5A2
20 26
Research the current initiatives and facility
5A3
Identify changes we want to make
5A4
Research why it will be successful
5A5
Compile research into paper format
FRI 3/22
FRI 3/29
FRI 4/5
FRI 4/12
FRI 4/19
FRI 4/26
FRI 5/3
MON 5/6
WED 3/13 5A6
Identify cost of the changes
5A7
Estimate the time frame
5B1
Reconstruct the floor plan
5B2
Create 1 style frame of 1 sample room
5B3
Provide a sample color palette
6A1
Research benefits of volunteers
6A2
Research 5 places with potential volunteers
6A3
Research other shelter’s volunteer plan
6A4
Compile research into paper format
6B1
Create levels of volunteers
6B2
Come up with 5 sample task for each level
6C1
Create 1 sample flyer 8.5”x11”
7A1
Review all deliverables week 2
7A2
Review all deliverables week 3
7A3
Review all deliverables week 4
7A4
Review all deliverables week 5
7A5
20
FRI 3/22
FRI 3/29
FRI 4/5
FRI 4/12
FRI 4/19
FRI 4/26
FRI 5/3
MON 5/6
Review all deliverables week 6
7B1
Make edits to week 2
7B2
Make edits to week 3
7B3
Make edits to week 4
27
WED 3/13
20 28
7B4
Make edits to week 5
7B5
Make edits to week 6
7C1
Compile all research into one rough draft
7C2
Get rough draft looked at by ARC
7C3
Get rough draft looked at by Mari
7C4
Make edits after approval
7D1
Design the document
7D2
Design the presentation
7E1
Practice the presentation
7E2
Present the presentation
7E3
Pass in the PMP hard copy
7E4
Pass in the PMP digital copy
7E5
Pass in the presentation
FRI 3/22
FRI 3/29
FRI 4/5
FRI 4/12
FRI 4/19
FRI 4/26
FRI 5/3
MON 5/6
SUGGESTED IMPLEMENTATION SCHEDULE Our 5 different plans each have different price points and time frames when it comes to the actual implementation by Bishop. We have suggested a one year implementation plan for three of our programs, and are leaving the last 2 as purely recommendations. The schedule can be found on the next page. The social media plan can be implemented right away The event is set for February and can be implemented then. The volunteer program can be implemented in one year. We have decided this due to the fact Bishop does not currently allow volunteers and we understand that the implementation of this requires approval by the board of directors and time to get the program up and running. The mobile shelter and the new facility plan are recommendations to be implemented and it would take approximately 5-10 years in order to get the funding and ability to bring these to life.
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01 02 03 04 05 06 07 08 09 10 11 12 30
MAY 2019
Implement the social media plan during this month
JUNE 2019
Track the progress of the social media plan
JULY 2019
Adjust the social media plan as necessary
AUGUST 2019 SEPTEMBER 2019 OCTOBER 2019
Prepare to pitch the volunteer program Pitch the volunteer program to BOD
NOVEMBER 2019
Gain approval for the volunteer program
DECEMBER 2019
Begin preparing for the Valentine’s Day event
JANUARY 2020 FEBRUARY 2019 MARCH 2019 APRIL 2019
Secure the permit for the Valentine’s Day event Implement the Valentine’s Day event Prepare for the launch of the volunteer program
Launch the volunteer program
09 PROJECT COST MANAGEMENT As stated in the charter, the cost for the work of the Power Pup Girls did not necessitate costs other than the price of gas which Jess Pope absorbed and agreed to absorb prior to the start of this project. We did not need to change our budget from $0 and we developed and managed this by only using programs we currently had, and materials that were free to use. Every member had the ability to make spending decisions if they felt it would benefit. If it was in their domain, they would absorb the cost, otherwise we would have split it.
The budget for the implementation for the project varies for each of the phases and are also outlined in the deliverables packet. Social Media Plan- Costs the same as their current social media plan. Valentine’s Day Event- Predicted cost using everything we recommend: $3886.50 Volunteer Plan- Only the cost of marketing materials Mobile Shelter Plan- For year 1: $193,000 if Bishop uses everything we recommend and after the first year, it is approximately $4,000 to run not including salary New Facility Plan- Will cost as much as their current plan plus $635 per glass door. Bishop has the full authority throughout the implementation process to make spending decisions as well as change the funding for the project. The prices we listed are purely estimates and with airing on the higher side of all of the costs. The Power Pup Girls will not provide and funding, and Bishop Animal Shelter SPCA is responsible for requesting their own funding If the variance exceeds 25% then Bishop is allowed to exclude that program from their implementation.
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10 PROJECT QUALITY MANAGEMENT In terms of quality, the goal is to provide bishop with the highest quality deliverables within our abilities. In order to ensure that the product deliverables meet a minimum level of quality we perform critiques where every member reviews every deliverables and measures them against our baselines. The quality measures were chosen based on criteria that makes sense with our deliverables and the project in total. We have quality measures for the project as a whole, as well as specific quality measures for the programs who have quality measures which are not covered in our overall quality measure goals. We have excluded the mobile shelter and the new facility plan from having separate quality measures because the implementation of these programs directly feed into the overall project quality.
OVERALL PROJECT Quality Measure
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Quality Measure Goal
Baseline
Adoptions
1,350 animals 1 year after implementation
Bishop had 1,284 animals adopted in 2018. We want an increase in this number because we want to decrease the length of stay for animals.
Customer Reviews
99% “Excellent” exit reviews
Bishop has 9 excellent and 5 very good for the exit survey in January 2019.
Animals Returned
10% decrease in animals returned
Based on Bishop’s current animal return rate. We want to find these animals forever homes as quickly as possible.
Visitors
20% increase in visitors in 1 year
Bishop’s current visitor rates. The more foot traffic, the more possible adoptions.
SOCIAL MEDIA PLAN Follower Count
10% increase in FB & IG in 1 year
Bishop currently has 1,250 IG followers and 8,648 FB page likes. We want to increase this number to increase awareness and get the animals adopted.
Website Visits
10% increase in website traffic in 1 year
Bishop’s current website traffic numbers. We chose this because the goal of social media is to drive people to the website or the shelter.
Post Likes
20% increase in FB & IG average in 1 year
Bishop’s current post likes on Instagram and Facebook because the goal is to begin to shape perception and it starts with what they see Online.
Post Shares
15% increase in FB & IG average in 1 year
Bishop’s current post shares because the virality will increase the power of perception and inspire more to change their preexisting ideas.
Post Comments
10% increase in FB & IG in 1 year
Bishop’s current comments. The more people can talk about the animals, the more a conversation happens and the animals will be adopted faster.
VALENTINE’S DAY EVENT Attendance
300 attendees
The number of attendees for the Paws on the Catwalk was around 450 people so we feel 300 would be a good goal for the event.
Adoptions from Event
60 animals adopted during the actual event
During Bishop’s clear the shelters event, they adopted out 46 animals in 1 day. We want an increase in this number because it is the goal.
Donations
$1,000 in patron donations
Current donations during events. When people donate, they are providing the tools to fuel more changes to help get animals adopted faster.
VOLUNTEER PROGRAM Number of Volunteers
50 Volunteers
Humane Society of Manatee County has upwards of 100 people who have helped. 33
COST OF QUALITY The cost of quality involves the cost of good quality and cost of poor quality during the implementation process of these deliverables. In order to achieve the maximum amount of quality, the full budget should be used for each of the deliverables. Using less than this amount is permitted but the internal and external failure will outweigh those costs.
TOTAL COST OF QUALITY
Cost of good quality
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Cost of poor quality
Prevention
Appraisal
Quality planning Testing Employee training Risk assessment
Quality inspection Documentation review Verification and validation Cost of test equipment
Internal failure Excessive overtime Labor costs Material costs
External Failure Cost for relaunching Legal costs Cost of reputation
11 PROJECT HUMAN RESOURCE MANAGEMENT ELLIE WINSLOW (PROJECT MANAGER)
LAUREN CASH (NOTE TAKER)
EMI LAMBERSKI (COMMUNICATIONS LIAISON)
JESS POPE (DEVIL’S ADVOCATE)
The Power Pup Girls have 4 individuals, Ellie Winslow, Lauren Cash, Jess Pope, and Emi Lamberski, who have been applied to this project by working on it all semester. The RACI RAM shows hows the members were applied as it acts as a resource calendar. While the roles have been outlined, the areas of focus and priority are outlined below: Ellie
Research, document building and copy writing.
Lauren
Motion graphics and design of social media, presentation, gantt charts.
Jess
Emi
Responsible for all video production and Audio. Including setting up times to visit Bishops Shelter, compiling video and photos of three dogs and two cats. Conducting three interviews and editing. Setting up volunteer program and social media mockups.
We also used Matthew Corsillo as a voice actor for one of the commercials. Had one member not been able to complete a task that falls within their area of focus, someone else who wishes to expand their area of focus, or whose skills aligns most closely, would pick up the task.
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RACI RAM This table is structured to show who headed what deliverable, who assisted, who was aware.
HEADED
ASSISTED
AWARE
ELLIE
2036
1A1
Receive the approved project charter
1B1
Communicate with Bishop asking when we can take photos
1B2
Go to Bishop
1B3
Take photos of animals, inside, outside, and people
1C1
Create an asset and project repository
1C2
Define when meetings will occur
1C3
Solidify communication methods
1C4
Acknowledge any issues
LAUREN
JESS
EMI
ALL
ELLIE
20
2A1
Research target markets
2A2
Research trends
2A3
Research current initiatives
2A4
Compile research into paper format
2B1
Write 6 captions
2B2
Write 6 hashtags
2B3
Find a phone mockup for Instagram and FB
2B4
Choose 6 photos
2B5
Insert photos, captions, and hashtags into mockup
2C1
Create 1 motion graphic using a cat
2C2
Create 1 motion graphic using a dog
2D1
Go to first person’s house
2D2
Film first interview
2D3
Go to second person’s house
2D4
Film second interview
2D5
Go to third person’s house
2D6
Film third interview
2D7
Edit first interview
2D8
Edit second interview
2D9
Edit third interview
LAUREN
JESS
EMI
ALL
37
ELLIE
20 38
2E1
Go to Bishop
2E2
Film animal 1
2E3
Film animal 2
2E4
Film animal 3
2E5
Film animal 4
2E6
Film animal 5
2E7
Edit animal 1
2E8
Edit animal 2
2E9
Edit animal 3
2E10
Edit animal 4
2E11
Edit animal 5
2E12
Voiceover animal 1
2E13
Voiceover animal 2
2E14
Voiceover animal 3
2E15
Voiceover animal 4
2E16
Voiceover animal 5
3A1
Name the event
3A2
Select the date
3A3
Select the location
3A4
Brainstorm activities
3A5
Create a moodboard
LAUREN
JESS
EMI
ALL
ELLIE 3A6
Pull reference images
3B1
Research about experiential events
3B2
Research about who to market to
3B3
Compile research into paper format
3B4
Create a list of costs
3B5
Price those costs
3C1
LAUREN
JESS
EMI
ALL
Write an event description
3C2
Write a sample press release
3C3
Name the Write 3 hashtags
3C4
Identify specific copy language
3C5
Select photos for the filter
3C6
Create a vector graphic sticker
3C7
Put the sticker over photos
3C8
Put the whole post on a phone mock up
4A1
Research mobile shelter rationale
4A2
Compile research into paper format
4A3
Create a list of costs
4A4
Price those costs
4A5
Create a mood board
4A6
Find locations for the van to go
4B1
1 point of view mock up of the van 39
ELLIE 4B2
Description of what is in the van
4B3
Write 1 caption for social media
4B4
Select one image to be a post
4B5
Pull the post on a phone mockup
5A1
Find current intended floor plan
5A2
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40 20
Research the current initiatives and facility
5A3
Identify changes we want to make
5A4
Research why it will be successful
5A5
Compile research into paper format
5A6
Identify cost of the changes
5A7
Estimate the time frame
5B1
Reconstruct the floor plan
5B2
Create 1 style frame of 1 sample room
5B3
Provide a sample color palette
6A1
Research benefits of volunteers
6A2
Research 5 places with potential volunteers
6A3
Research other shelter’s volunteer plan
6A4
Compile research into paper format
6B1
Create levels of volunteers
6B2
Come up with 5 sample tasks for each level
6C1
Create 1 sample flyer 8.5”x11”
LAUREN
JESS
EMI
ALL
ELLIE 7A1
Review all deliverables week 2
7A2
Review all deliverables week 3
7A3
Review all deliverables week 4
7A4
Review all deliverables week 5
7A5
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LAUREN
JESS
EMI
ALL
Review all deliverables week 6
7B1
Make edits to week 2
7B2
Make edits to week 3
7B3
Make edits to week 4
7B4
Make edits to week 5
7B5
Make edits to week 6
7C1
Compile all research into one rough draft
7C2
Get rough draft looked at by ARC
7C3
Get rough draft looked at by Mari
7C4
Make edits after approval
7D1
Design the document
7D2
Design the presentation
7E1
Practice the presentation
7E2
Present the presentation
7E3
Pass in the PMP hard copy
7E4
Pass in the PMP digital copy
7E5
Pass in the presentation 41
12 PROJECT RISK MANAGEMENT Risks will be managed by identifying, analyzing, prioritizing, and mitigating by using the Risk Ledger.
01 02
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Identification- Risks will be identified using the condition- consequence risk statement. This includes “Given [event], there is a risk that [risk].� They can be identified by any member at any time during the project and will be imputted into the risk ledger. Analyzing- An owner will be assigned to the risk to label the risk as a 1, 2, and 3 for low medium and high impact and probability. The score will determining the priority. The risk score is measured as the score = probability x impact.
03
Prioritizing- If the product is 6 or over on the risk score, we will choose to either transfer, prevent, or mitigate rather than accept. The higher the score the higher the priority
04
Mitigating- If we choose to mitigate, then the person assigned is responsible for the creation of a risk mitigation plan.
The Risk Ledger will be created and maintained as a Google Sheets document. It will provide the risk with a number, name, description, date, owner, trigger, and mitigation strategy. All members may contribute to this risk ledger and maintain it. Should a risk be realized and become an issue, the procedure for the implementation for a contingency plan is as follows: The owner of the risk as identified in the ledger will be immediately contacted to lead the contingency plan. The risk becomes part of their role and responsibility. The PM and rest of the team’s role is to grant approval and help brainstorm alternative ways for the contingency plan. The contingency plan will be carried out immediately pending approval and if the cost of the contingency plan is less than the negative effects of the risk. Risks that would go above the project to the program or organization level includes risks that would cause negative impacts that would create negative public images greater than a normal acceptance baseline, risks that would result in costs resulting in 25% more than the intended budget, and risks that would create legal issues.
13 PROJECT COMMUNICATION MANAGEMENT
If Bishop identifies an issue, they may contact any of the members of the Power Pup Girls via email between the dates of May 6th 2019 and June 6th 2019, and may contact the project sponsor Mari Garman at any point in time via email. Who to communicated to for what is found below: Jess Pope- Questions about social media posts, photography, videography, and or questions about the interviews. Ellie Winslow- Questions about the PMP, research, or general clarification questions. Lauren Cash- Questions about the mobile shelter, GIFs, or other motion design questions Emi Lamberski- Questions about the volunteer program.
The Power Pup Girls will not reach out to Bishop unless Bishop reaches out first. Once Bishop initiates communication we will communicate as necessary depending on the issue. The Power Pup Girls are not responsible for creating any more deliverables or editing said deliverables for Bishop after May 6th 2019. We will only be answering questions. If Bishop implements any of these deliverables in any capacity it would be greatly appreciated if Bishop will communicate with the project sponsor Mari Garman for updates when they are implemented, and 1 month after implementation. .
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14 PROJECT PROCUREMENT MANAGEMENT Bishop is responsible for procuring any items they need in order to carry out these deliverables. They are in charge of both making purchase and it is up to their discretion for soliciting requests for quotes from service providers. RFQ respondents should be evaluated against the statement of work by checking to see if the RFQ fulfills the SOW and by running a cost quality analysis before purchase. For the Valentine’s Day event, purchases should be made 2 months before the event For the volunteer program, all purchases should be made 1 month before implementation. For the mobile shelter and the new facility plan, the items should be purchased 1 year before implementation. Bishop holds all purchasing authority.
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15 AUTHORIZATION Approved by the Project Sponsor:
Mari Garman
Date
Project Sponsor, Ringling College of Art and Design
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