Project Management Plan CAPESKATE Salesian Skate Park Cape Town
Project Management Plan CAPESKATE Salesian Skate Park Cape Town
Project Management Plan CAPESKATE Salesian Skate Park Cape Town
EMS FACULTY
SCHOOL OF BUSINESS AND FINANCE
PROJECT MANAGEMENT
MAN720/620/325
Project Management Plan
21 April 2015
Member
Surname
Student Number
&
Name
A
Sebastian Hernandez
3521634
3509751
Christian Paffhausen
3520646
Dane Solomons
3014906
Name
Student Number
Sebastian Hernandez
3521634
3509751
Christian Paffhausen
3520646
Dane Solomons
3014906
Signature
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Table of Contents
1.
Introduction/Background .................................................................................................. 4
2.
3.
4.
5.
6.
Responsibility Matrix....................................................................................................... 11
7.
Project Schedule.............................................................................................................. 12
8.
9.
Budget Plan 14
10.
1.
Introduction/Background
Skate-aid is a German foundation, building and supporting skate parks all over the world.
In 2010 they built a skatepark with movable obstacles at the Salesian Institute of Cape
Town. The park is usually run by volunteers from Germany that were send by skate-aid.
The park is open to the public, but it mainly targets school- and street kids from the
Neighbourhood.
Now, in 2015, the skatepark needs refurbishment of the obstacles and new skateboards to
lend the kids should be bought. The skatepark is still in a state that allows for relatively
save usage, but if the revamping is delayed even more, some of the obstacles might be
beyond repair and need to be replaced completely, which would cause even higher costs.
This Project Management Plan is written to determine the important factors of this project.
The exact deliverables and key success factors will be stated, a work-breakdown structure
established, stakeholders and their communication needs identified, responsibilities
assigned and a detailed time planning in form of a Gantt chart determined. Furthermore
resources will be divided and a budget set up. Last but not least all potential risks will be
identified and a plan on how to tackle these will be put into place.
This document is vital to the success of the project and will support everyone involved.
2.
The project is called CAPESKATE and starts on the 13th of February and ends on the 8th
of May. The scope of CAPESKATE is to refurbish the obstacles of the Salesian skatepark
and provide - if funding is available - new skateboards to lend to the locals kids. The
skatepark is still in a state that allows for relatively save usage and is great fun to the kids,
but revamping is crucial, especially with a new winter coming up. Some obstacles need
complete replacement, and if the ones still in good shape are not taken care of, they will
not be save for the kids anymore.
We will host an event on the 1st of May in order to fundraise for the park to buy or fix their
equipment and buy new skateboards for the kids. All the proceedings and donations will
go directly to the skatepark, as soon as costs have been deducted.
In order to accomplish our scope, we need the sponsorship of local companies. As of now,
we have to sponsorship of skate-aid and the Salesian Institute. We still need sponsorship
to provide food, drinks and funds for the event. It is the teams first priority to contact local
business and ask for sponsorship. Secondly, the group needs to spread the word of the
event. Promotion is key to a successful event. Advertising will be done both via social and
classic media. Thus a Facebook page and event is to be created to spread the word
online while creating posters to spread the word on the streets. A website is to be
completed to help spread the word about the CAPESKATE project, information about the
Salesian Institute and details on how people can help out, either by donations or
volunteering.
As previously stated, the main purpose of project CAPESKATE is to raise funds and
awareness about the Salesian skatepark through an event held on the 1st of May. The
main customer is Tobias Egelkamp, the representative from Skate-aid. Skate-aid is a
German foundation, building and supporting skate parks all over the world. In 2010 they
built a skatepark with movable obstacles at the Salesian Institute of Cape Town. The park
is usually run by volunteers from Germany that were send by skate-aid. The park is open
to the public, but it mainly targets school- and street kids from the neighbourhood.
The customer will support the team by organising a skateboarding show with the skating
kids and spreading the word to potential attendees. He will get involved further with the
local skateboarding community and neighbouring schools, to ensure that as many people
as possible attend the event.
The deliverables of CAPESKATE is to contact all potential partners with project proposal
on the 27th of March 2015. Ensure support by as many partners as possible (in writing if
possible) by the 11th of April 2015. Organize all necessary special skills and secure their
support for the event by the 24th of April 2015. Create Advertising Material for the event
and distribute it by the 24th of April 2015. Ensure parts of the skate park are already
renovated, to show progress on the 1st of May 2015. Have a detailed time planning for the
event by the 24th of April 2015.
The way CAPESKATE measures success is that the event raises awareness on the
skatepark as well funds to provide for the renovations. The main key success factor is the
raising of funds for further renovations. This is easily measurable, but the project can still
be a success due to unmeasurable success factors. As long as people and business
attended the event, got involved and will continue to support the skatepark. Raising
awareness in the local community and amongst business is vital for the future of the park,
so achieving a long term support by the neighbourhood is also a key success factor.
With every project, there are risks. A complete and profound risk analysis will be done
later in the Risk Management Plan. CAPESKATE has the risk of no sponsors as this is a
huge risk due to the fact the main success factor of raising funds is very hard to achieve
without the help of sponsors. No one attends the event is another risk because without
any attendees to the event no funds can be donated to the skatepark for its renovations
and any future help the park needs. These and other risks can be dealt with and the
project team will come up with solutions and plans in case they should occur.
3.
CAPESKATE
Security&Medical
Braai&Drinks
Live Music
Skill Show
Grafitti Artist
Advertising
Coals, Firelighters
Security Guard
Stage
Plan Show
OK from Institute
Flyer/Poster
Metal Braai
Medical Staff
Sound Equipment
Pick Kids
Pick wall/obstacle
Social Media
Meat
Instruments
Skateboards
Paint
Magazines
Cutlery/Plates
Inform Police
Transportation
Pick Teachers
Transportation
Website
Signage to event
Softdrinks
Bread
4.
Stakeholder Register
I.
II.
III.
IV.
Musicians:
A.
B.
C.
DJ Phytagoras
V.
VI.
Police Service
Dane Solomons
B.
Sebastian Hernandez
C.
Stephan Kristen
5.
Communication Plan
ID of Project
1.
Stakeholder
Information
What Format
Required
(Medium)
Project
Progress
Electronically
Sponsor:
Reports
(Whatsapp)
Skate-aid
and face to
(Tobias
face meetings.
Frequency
Weekly
Egelkamp)
2.
Project Team
The project
Formal face to
team will
face discussion
discuss detail
emails, and
information
social media
about Project
group chats.
Weekly
Cape Skate,
implementation
strategy,
execution dates
and progress of
the project.
3.
4.
Salesian
Permission
Face to face
institute
requirement
meeting
Music: Nichol
Updates on
Electronic and
Kirsten ; DJ
availability of
face to face
Pythagoras ;
event and at
Once-off
As required.
will be
performing
6.
Graffiti artist:
Updates on
Electronically ;
Nico Botha ;
event and
face to face
sponsorship
meetings
South African
Project updates
Face to face
Police Services
on deliverables
meetings.
As required
Fortnightly
as well as Work
Breakdown
Structure
7.
Project
The project
Formal face to
Manager
manager will
face discussion
ensure the
emails, and
success of the
social media
project by
group chats.
Weekly
ensuring that
the project
team completes
their job tasks
as required by
meeting
specific
deadlines.
8.
Skateboard
Dates of the
Formal face to
Once a week/
clubs Cape
face meetings,
as required
Town
emails and
place and to
telephone calls.
bring barbeque
meat.
10
6.
Responsibility Matrix
11
7.
Project Schedule
The project schedule shows in which periods which activity is to be carried out. Plan and
actual progress is marked, in order to be able to check whether the project is still on track.
12
8.
Resource Plan
The resource plan shows how the most important resource for the CAPESKATE project
labour hours- is assigned.
13
9.
Budget Plan
The budget plan shows for each task what the estimated costs are. Labor, Material and
Travelling are the major cost drivers for this project. The project team expects a total of
R5045,00 will be needed in order to successfully complete this project.
14
The Risk
Withdrawal of
Probability
Potential Impact
Metagatory
Strategy
High
meat sponsor
Asking people to
be no meat to sell to
no opportunity to
donations at the
skate park.
Rain preventing
Medium
on weather forecasts
starting
so it will not be
occurs.
Medium - The
any damaged
eye on the
proceedings.
Vandalism
of Low
Salesian property
the possibility of
refunding for broken
items.
15
We have appointed a
bringing drugs to
found on the
the event
he will be requested
would be stopped
bags of people
asked to leave.
We will be renting
thus be no live
sound equipment
music.
from an additional
People attending
Withdrawal of
Low
Medium
sound sponsor
source in order to
accommodate the
live music.
6
Photographer
Low
Low- No
There will be 3
equipment
documenting of the
different
malfunctions.
event
photographers
present on the day,
capturing the event.
Finding no wood
High
sponsor
Medium No fire to
The project
barbeque meat
management team
will divide the cost of
the wood and
purchase it
themselves.
People getting
hurt at event
High
Medium Falling of
We have appointed a
obstacles while
first-aid qualified
skateboarding could
result in serious
injuries
16