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Agenda

Project Introduction
Scope Management
Stakeholder Management
Schedule Management
Cost Management
Risk Management
Quality Management
Project Communications
Human Resource Management
Procurement Management
Summary / Questions

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PROJECT INTRODUCTION

DASH FOR THE FLASH


5KM Run in aid of Skin Cancer Research

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Scope Management

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Project Objectives

The project objectives include:


○ the organisation of a 5KM charity run in Phoenix Park, Dublin
○ to raise awareness of skin cancer in Ireland
○ to raise €10,000 for the Irish Cancer Society
○ to attract a minimum of 500 participants (12 years+)
○ to be completed by 12th May 2018

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Project Deliverables

○ The 5KM run itself


○ Day of event Volunteers / Marshals
○ Pre-race setup
○ Confirmed 5KM route (start line and finish line)
○ Goodie packs for participants (e.g. sunscreen)
○ Media / Promotional material: social media & website
○ Sponsors
○ Water stations
○ Emergency services / Garda commitment to the event
○ Dublin City Council signed off approvals
○ Post event clean-up
○ Overall event turnout of at least 500 participants
○ Raise a minimum of €10,000 for chosen charity (Irish Cancer Society)

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Not included in Scope

○ The scope of the plan does not cover the following aspects:
• Transport (Public or Private)
• Parking

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Stakeholder Management

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Stakeholders Identified

○ Event/ project organisers


○ Irish Cancer Society
○ Participants
○ Spectators
○ Sponsors (LIDL, Boots..)
○ Dublin City Council
○ Volunteers / Marshals
○ Medical Volunteers (Red Cross)
○ An Garda Síochána
○ The public

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Power / Interest Grid

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FACT: “Every year in Ireland, over 10,000
people are diagnosed with skin cancer.

The “5 whys” Recent figures show 5,979 men received a


diagnosis in 2013, 4,796 women.

Family personally affected by skin cancer

Cancerous mole discovered WHY?

Didn’t protect skin with suncream or clothing WHY?

Wasn’t aware of the dangers of sun WHY?

Ireland doesn’t get much sun WHY?


Not enough promotion awareness
Root Cause
of skin cancer in Ireland

Action: To organise a charity run to raise skin cancer awareness in Ireland. Dermatologists will 11
be available at the event to discuss personal skin concerns.
Specify Requirements

○ The requirement that there is adequate advertising prior to the run in order to attract a
minimum of 500 participants to cover expenses and raise our target amount for charity
○ The requirement that insurance is guaranteed in order to proceed with the run
○ The requirement that the run allows for participants to sign up right up to the morning of
the event in order to raise as much funds as possible
○ The requirement that an adequate number of sponsors are established in order to raise
sufficient funds to cover costs and free goods for participants
○ The requirement that training sessions for participants are arranged prior to the race in
order to prepare them for the run

(sample)
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The MoSCoW approach

● The requirement that insurance is guaranteed in order to proceed with the run
Must ● The requirement that an adequate number of sponsors are established in order
to raise sufficient funds to cover costs

● The requirement that there is adequate advertising prior to the run in order to
Should attract a minimum of 500 participants to cover expenses and raise our target
amount for charity

Could ● The requirement that the run allows for participants to sign up right up to the
morning of the event in order to raise as much funds as possible

● The requirement that training sessions for participants are arranged prior to the
Won’t race in order to prepare them for the run 13
Schedule Management

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Critical Path Analysis / Activity Diagram?

○ INSERT HERE

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Schedule management

Working to a tight deadline - 18th May 2018. - No Schedule Contingency as it must happen this
date.

To avoid the the deadline being missed key activities are completed at the outset of the project

The number of participants will ultimately determine success - main focus on registering
participants (thus Marketing is given adeq
uate time as to ensure this.

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Cost Management

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Project Budget - Bottom Up Budget

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Key Points - Project Budget

○ All expenditure inc VAT.


○ Assumes lower end target of 500 participants.
○ Does not factor potential income from Sponsorship cards. Assumes worst case scenario.
○ Where quotes are provided they were based on the cheapest of 3 initial online quotations.
○ Allows project team a budget for unplanned costs (€615) and a further contingency
budget which requires Steering Committee approval (€1,250).
○ Break even number of participants = 425.
○ Minimum Money raised at 500 Participants is expected to be €14,832.

Cost of marketing requires some further analysis;


○ Marketing costs could be further reduced by using the Sponsor’s marketing resources.

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Risk Management

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Strategy
“6 Step Risk Management Process”

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Example
Risk types:

1. Known risks
a. Logistics before race
b. Publicity & marketing
c. Weather conditions
d. Participants management
e. Finance
f. Facilities & equipment
g. Date of event
h. Resources
i. H&S
2. Unknown risks
a. Health condition self-aware
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Risk Register, Quantification and Assessment

Impact Considerable Must manage Extensive


management and monitor management
● Low required essential

● Moderate Worth accepting Management Management


with monitoring effort worth effort required
● Significant while

Acceptable Accept & Manage &


monitor monitor

Likelihood
● Low
● Moderate
● High 23
The risks what can happen and how it can happen The consequences of an event happening Risk
Ref priority
Consequences/ Impact Likelihood

1 Not getting event’s insurance Cancellation L H

2 Not getting local legal permits Cancellation M H

3 Venue permission Cancellation and/or date postponing M H

4 Publicity & advertisement not meeting with expectations Event’s reputation and loss in participation L M

5 Extreme weather conditions Cancellation and/or loss in participation M L

6 Damage of local facilities & equipment loss Financial loss L M

7 Similar event on same date Race success and participation might be affected L L

Resources not sufficient (marshals, participants’ package…) · Financial loss M M


· Lack of event’s organisation
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· Participants can get lost
· Event’ reputation

9 Degree of support from Gov., community & sponsors Cancelation L H

Lack of Health and Safety management · Injured participants/ public. M H


· lack of self – health awareness · Death
10 · Road obstacles · Damage of facilities and financial loss
· Slippery surfaces 24
· Delinquency
Risk Responses
Impact Likelihood Risk Response Response examples
description

H L Terrorist attack Do nothing -

H M Weather Minimise 1. Hold event in Sep


2. Advise participants and others of good equipment (clothing,
footwear…)
3. Provide “Participants’ Package”: emergency survival blanket, water…)

M M Resources Share Sponsors and DCC to provide marshals

M L Advertisement Transfer Outsource publicity and website

H L Insurance & Avoidance 1. Get a list of insurers and investigate race requirements (Athletics
permissions Ireland race licence to get insurance) 100 € for =< 1000 participants
2. List of possible sponsors to provide race insurance

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Contingencies and trigger points
Example - Weather conditions

Actions Cost Time

Hold event in Sep N/A N/A

Periodic publications (emails, social Within budget for Marketing N/A as it’s outsourced
media, website…) on proper footwear, agency
clothing, water...

Participants package (water, snacks, Plan cost within budget based on Time within schedule
survival thermal blanket…) # participants

Evacuate plan in case of extreme Plan cost within budget based on Time required to put up a plan with Garda
conditions + Garda # stakeholders & equipment (meetings, investigation of the venue…). As
in schedule

Is “Evacuation Plan” to be triggered by the project manager

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Quality Management

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Quality Planning
○ Based on Sponsor's Standards
○ Meet Irish Cancer Society Expectations and Standards
○ Benchmark with other Charity Runs (Bottom Line)
○ To avoid Scope Creep - the steering committee will not
accept any changes that could cause schedule changing

Quality Assurance
○ Route Measure - AAI approved course measure. (Validation Body)
○ Health and Safety - Red Cross and Garda
○ Organisers, Volunteers and Marshals Training
○ Clear definition of roles and responsibilities.
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Quality Control

○ Runners feedback and comments


○ Social Media follow up
○ Press Media cover
○ Periodic Meetings, Calls and Reports including all Stakeholders

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Quality Control
○ Sample: Time to queries responses.

Action Required

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Project Communications

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Project Communication Plan
○ Based on Stakeholder Grid (Power x Interest)

○ Cost and Scope has Contingency. Therefore, until the


contingency limited is not reached, the decisions will be made
for the responsible or the steering committee. If it exceeds the
contingency, other Stakeholder will be involved.

○ Schedule does not have Contingency. Therefore, even for


Small changes, the steering committee will be requested to
approve. For significant changes, other Stakeholders will be
involved

○ All Activities are subdivided on smaller activities and tasks and


they follow the same "Results" measure
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Project Communication Plan
○ Communication Matrix - Based on Stakeholder Grid (Power x Interest)

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○ Communication Matrix

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○ Project Status - RAG Matrix

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Human Resource Management

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Skill Matrix
○ Project Team Skills prior to project completion.
○ Project will align people to shadow a mentor in areas of interest
to develop skills for future projects.

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Role & Responsibility Charting (RACI)

Event Team Volunteers Sponsors Participants Garda DCC Thirds Parties


Organisers

Plan the route A I I I C I I

Insurance A I C I

Crowd A/C R A/R


Control

Medical R I I I I A

Marketing C C A

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Safety & Compliances

Safety services encompasses on the event’s obligation to provide each of its volunteer the required
supervision and control towards performance of effort that complies to industry safe standards.

● Environmental regulations & procedure that abides to regulated policies (NISO)


● Safety Manuals & Instructions (Provided by HR Manager)
● Volunteer Training (In-house and outsourced)
● Safety Meetings (Follow-up sessions)
● Risk Review (Prior to project)
● Accident Investigation
(Collaboration with insurance policy provider - Public liability /AAI or ...)

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Procurement Management

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Procurement Management
Make or Buy Decision re: Online Registration
•Reasons we choose buying:
-Obtain technical ability
-One off product
-Save time
- Fixed Price Contract, no budget shocks
Make or Buy Decision re: Marketing
- Investigate option of performance based contract

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QUESTIONS?

DASH FOR THE FLASH


5KM Run in aid of Skin Cancer Research

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