Lva1 App6892

SLC Lakers Fundraiser
Project Plan Document
Atif Henderson
Dylan Israel
Sharnett Johnson
Jerod McClain
Brekke McGee
MGMT 404
Dr Joseph Walkowicz
5/20/2015
SLC LAKERS BASKETBALL

FUNDRAISER
GEM INC.
Authored by: DeVry Inc.

TABLE OF CONTENTS
1. EXEC UTIVE S UMMARY ........................................................................ERROR! BOOKMARK NOT DEFINED.
2. PROJ ECT CHARTER ............................................................................................................................................... 5
3. PROJ ECT SCOPE S TATEMENT......................................................................................................................... 14
4. WORK BREAKDOWN STRUCTURE / PROJ ECT SCHED ULE (.MPP FILE) ............................................. 32
5. RIS K MANAGEMENT PLAN ................................................................................................................................ 41
6. PROJ ECT SCHEDULE AND BUDGET WITH ASSIGNED RESOURCES ................................................ 51
COST MANAGEMENT ........................................................................................................................................................ 51

RESOURCE MANAGEMENT ................................................................................................................................................ 53
7.. COMMUNICATIONS MANAGEMENT PLAN ............................................................................................... 55
REFERENCES .................................................................................................................................................................. 58
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1. Executive Summary
Overview
This project aims to successfully raise $5000 for the SLC Lakers youth basketball team for their
tournament fees, through a fundraising event. This event will have food fun and games for the whole
family including an auction and a two-on-two tournament that offers a chance for event goers to
play alongside a SLC Laker member. Group E Management will be offering its services free of
charge as well as covering certain fees for services. The project management team will work in
coordination with the team to set up volunteers, contact vendors and sponsors, create a schedule and
provide marketing for this event.
Team
Our team is comprised of five members that will create the fundraising event and provide direction
to the SLC Lakers and volunteers throughout this process.
 
 Atif Henderson – Project Manager
 
 Brekke McGee – HR/Financial Manager
 
 Jerrod McClain – Event Manager
 
 Sharnett Johnson – Marketing/Media manager
 
Dylan Israel – Donations Manager/Accounting
The main point of contact for the SLC Lakers team will be Atif Henderson. You can contact Atif
via phone at (801) 970-2874 or AJH@GEM.COM
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Schedule
Our services are set to commence April 12t h 2016 ending with the event on September 12th 2016.
There are several milestones that will need to be accomplished in that timeframe including:
Creating a cost analysis 4/16-4/21
Donor and vendor acquisition 4/21-4/27
Location acquisition 4/29-5/3
Marketing creation 5/3-8/22
Collection of contacts 5/17-7/29
Tournament planning 8/22-8/29
Set up of the fairgrounds 9/7-9/11
Budget
Our estimated costs for the event are totaled at $1,100. This will include the cost of labor, materials,
contractors, equipment & facilities, and travel. Group E Management will provide the up-front costs for
the event as they will be deducted from the fundraising monies after the $5,000 that will be raised.
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2. Project Charter
Mission/ Purpose The purpose of this project is to raise funds for our local
basketball team, the Salt Lake City Lakers.
Project This project will create funds that SLC Lakers Basketball team
Description and will use for tournament fees as well as, uniforms, travel and
Project Product equipment during next season. The goal is to raise $5000 through a
Basketball fair. We will organize the players and their families to
get the word out.
We will create marketing pieces to build up anticipation for the
event. We will contact our local grocer to see if he can donate (or
discount) items for the grill. We will create a checklist of things
that need to be borrowed from families .We will budget to
purchase after we have gone through the checklist.
Objectives Our overall goal is to assist the team families with the payment of
fees associated with the 2016 basketball season. We endeavor to
raise as much money as possible with the volunteers and resources
available to us through the community. Our goal amount for the
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project is $5,000.
Our high level objectives are to cut development costs by
borrowing from the team families and getting goods donated or
discounted. We will spread the word through a marketing
campaign of flyers, calling friends of family, putting up signs in
our local businesses and making announcements at our local
church. We also want to turn this event into an annual fair. Data
from the fairgoers will be collected in order to have a pool of
names that we can call upon for support of our fund raising
event(s) incentives (tickets) will be offered.
Business Need As we are a relatively new project team we have a need to get out
and introduce ourselves to the community. This project is
relatively low cost to us and high impact for the community. It
gives us visibility and helps us establish Group E management as
the go-to project team in Salt Lake City and beyond. We will use
this fundraising project to help us build our work portfolio.
Milestones Milestone 1: Meeting 90 days before the event to organize
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Thursday February 11t h 2016
Milestone 2: Find a suitable location for the fundraiser by
Sunday March 1, 2016
Milestone 3: Due date for local business donations March 6, 2015
Milestone 4: Call the local inflatables company and get
their support by March 7, 2016
Milestone 5: Get t-shirts and other merchandise made by March 11,
2015
Milestone 6: Call local vendors for donation of goods and
services by March 14, 2016
Milestone 7: Get volunteers to help with food, rides, setup,
and cleanup by March 20, 2016
Milestone 8: Contact local news, radio station and local church to
promote the fundraiser by March 25, 2016
Milestone 9: Have fliers printed for the fundraiser by March 27,
2016
Milestone 10: Gather all the materials needed for the event by
April 6, 2016
Milestone 11: Get the donated food for the fundraiser by April 9,
2016
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Milestone 12: Set up the fundraiser and prepare the food and drink
by April 11, 2016
Milestone 13: Have the event on April 12, 2016
Budget Since we are working on a charity project we are working to
achieve small costs because of a lot of donated time and products.
Estimated Labor 0 volunteer
Estimated Materials 500
Estimated Contractors 0 volunteer
Estimated Equipment and

300
Facilities
Estimated Travel 300
Total Estimated Cost 1100
User Acceptance At minimum, the overall goal is to successfully organize and execute a
Criteria fundraiser that will help cover expenses that the Salt Lake City Lakers
will incur throughout their upcoming season. We will conduct an initial
meeting 90 days prior to the event with the organizers, team managers,
coaches and vendors in order to address the plans, and answer any
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issues or concerns with the project. Each party will be responsible for
submitting progress updates in accordance with the established timeline
for completion of tasks. We will monitor the progress of events by
holding bi-weekly meetings where each party will present a color coded
marking of red, amber, or green to track their status. Tasks will include
but not be limited to; status of supplies, necessary items and equipment
on-hand, number of players and vendors that have confirmed
attendance, and donations for food, prizes and auctions. Red will mean
that they have not started or have not completed at least 50% of their
required tasks. Yellow markings would indicate a completion of tasks
measured between 51% -99% and Green being 100% completion of all
tasks and ready to execute on the day of event. All tasks are expected to
be Green across the board by the last meeting, which will be held
approximately 14 days prior to the event. The quality and overall
success of the event will be based on the number of interested
participants, donors, and volunteers; however the actual success of the
project will be dependent upon if we are able to meet our goal of $5000
to donate to the Salt Lake City Lakers.
High-Level There are many statements that are “meant to be true” but cannot be 100% for
Project certain until after the fact. For this project we assume:
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Assumptions
 The families involved will participate in the planning and the event.
 We will be able to provide prizes and incentives at the fair.
 We will be able to get donated, borrowed and discounted goods and
supplies.

 The community, family and friends are going to participate in a
big way.
 The weather will be decent.


 Each team player is going to show up for the event.

 We will be able to capture data in order to promote future events.
High-Level Our major limiting factors are is the money and the lack of time our families
Project have to offer to our project. Many of the team families are working class
Constraints people with jobs and other responsibilities. We will need their help to get the
word out for this event. Also the phrase “It takes money to make money”
applies to our situation. We will need some cash to get this project moving.
Without money none of this will be possible.
This project will require:
 A license to have the fair


 Food handling permits

 Due to child labor laws we cannot allow the team members to
handle money
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 Alerting the local community of the noise prior to the event
 The event must close by 10 pm due to light ordinances in
the community

 All of the fair rubbish must be taken up and put into the
appropriate bags for sanitation pickup,


 Due to this being a youth fundraising event, alcohol and smoking
will not be allowed.
The boundaries of this project will extend to the fundraiser committee,

Exclusions
managers, coaches, players of the Salt Lake City Lakers, donors and
and
authorized and approved vendors only. All other agencies and potential
Boundaries
participants without preapproval are out of scope. The project plan will
not include:
 The price that will be charged for the purchase of tickets


 Merchandise and food during the basketball fair.

 It will not include a minimum or specific amount of hours required
for each player or vendor to be in attendance throughout the event.


 The registration fee for the two-on-two tournaments will be
determined during the first meeting and will not be included in
the plan.

 The project plan will not include the amount of the cash prize that the
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winner of the tournament will receive. That amount is dependent
upon the number of participants.
 The length of the time that we will run the ads in the local papers,
radio, and television will not be in the project plans. That will be
determined by the agreed start date discussed by the committee.


 The plan will not include the amount of free tickets that will be
offered to the opening game; it will be based on the number of
tickets provided at a later date.
Major Risks 1. Lack of donations (food, events, games, etc.)
2. Availability of location and weather
3. A vital event planner abandons the project or cannot attend
the event
4. Critical in-kind sponsor drops out or fails to deliver-
water, food, port-a-toilets
5. Sponsors/vendors lack the needed liability insurance
6. Bad publicity or lack of publicity/advertising
7. Non-critical but important sponsor drops out (entertainment)
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8. Lack of players that will/can attend and support of parents
9. Procurement of proper permits/licenses
10. Accessibility for ADA
2.1.1.1. KEY STAKEHOLDERS
Project Manager Atif
Authority Level
Project Core Team Brekke

Dylan
Jerod
Sharnett
Subject Matter Experts
• We will need someone who is Food Save Certified by the
(SMEs) (What resources
state to be in charge of the food.
will you need with special • Someone familiar with city coding to help ensure we are
compliant with all codes and ordinances.
expertise?) • Accountant to keep track of donations and receipts.
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3. Project Scope Statement
Project Scope Statement
Project Name Fundraiser event for SLC Lakers Project 001
Number
Project Manager Atif Henderson Prioritization High
Owner(s) Brekke McGee

Dylan Israel
Jerod McClain
Sharnett Johnson
Statement of Work— The statement of work (or SOW) is our detailed description
Project Description and of the work that needs to be done (Pinto, 2012)
Project Product The aims of this project is to raise $5,000 for the SLC Lakers
youth basketball team. We intend to raise funds through a
basketball fair. The fair will have vendors and attractions. Group E
project management will do all of the planning necessary for the
fundraising event. During the planning stages we will locate a
location for the fair. This location will need to be able to hold the
two-on-two interactive basketball tournament (at least a full
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court of basketball) vendors, attractions and hold ~500 people.
Group E management accounting will collect donated money
and supplies from local businesses and families. We will also
contact vendors, lock down permits, research insurance, create
marketing, contact local media and others to disseminate the
information, and do a “phone drive”. We will also need to
ensure that we have enough tickets as giveaways for guests of
the fundraiser to have for signing up on our contact sheet.
Our marketing will be composed of flyers, calls and
announcements in various institutions. Our first priority is to
generate a list of the all of the family, friends and neighbors that
we can inform about this event. Telephone numbers and or
emails will suffice. We will use an automated call service and
an online event notification to inform (and remind) them of the
event; we will also use the SLC Lakers Facebook page for
promotion. Group E management will conduct meetings with
the team, staff and parents to decide on the best places to place
advertising for the fair.
Our arrangements for the attractions will include contacting
vendors who would like to a spot at the fair. We are arranging to
have 10x10 spots available ($250) as well as 20x20 ($450) as
needed. We should be able to borrow folding tables from our
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gym and or our local church. Tables for the vendors will be on a
first-come, first-serve basis in case we cannot provide enough
for every vendor. A sample vendor contract has been pulled and
will be edited for our event. Tickets will be coming from
ticketalternative.com and will be sold through our team
members, family and staff members. Tickets will be sold for $10
(adult tickets) each on site and $8 for advance purchase. Child
tickets (6 and under) will be $6 and include admission to the
supervised inflatables area. Ticket money will be forwarded to
Group E accounting.
There will be several supplies that are needed for the two-on-
two interactive tournament and our group will procure them for
the event. The team coach and/or assistant coach will serve as
the referees for the tournament. Referee shirts will need to be
donated if we will use them during the events, otherwise their
coaching shirts will do.
Group E management will hold an auction that will
feature uniforms from our players
Our office will also set up accounting services to ensure that all of
the money is collected and all of the expenses, bills, taxes, feed,
etc. are paid as well as ensuring that the team gets all of the
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money has been raised.
Cleanup of the event will take place immediately afterwards.
Cleanup will be supervised and SLC team members, team
parents and team staff will be responsible for ensuring that the
fair area is clean. Each vendor will be responsible for clearing
out their area. There will be refundable cleanup deposit built
into the contract for each vendor to ensure that they help us
keep the fairgrounds clean.
Parking will be offered to all ticket holders for $5
Project
Deliverables Deliverable 1: Provide the means to raise the $5000 dollar amount for the team needs.
Deliverable 2: Effectively market the event in order to maximize turnout.
Deliverable 3: Contact vendors to participate and sell their goods at the event.
Deliverable 4: Get players and parents involved in different areas during the event.
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Deliverable 5: Set-up a two-on-two tournament between attendees and players.
Deliverable 6: Obtain donated products, certificates, gift cards to use in a
silent auction from local business.
Deliverable 7: Acquire necessary permits and licenses as needed for the event.
Deliverable 8: Acquire basic liability insurance in addition to that that vendors will be
required to provide.
Deliverable 9: Secure food and beverages to be sold.
Deliverable 10: Provide team-ran booths to sell food, beverages, and team gear.
Including cooking equipment and tools.
Deliverable 11: Obtain an event location that will meet the needs of the event.
Project
Objectives Our overall goal is to assist the team families with the payment of fees associated
with the 2016 basketball season. We endeavor to raise at least our cost of $5000 for
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event and travel fees, as well as additional money if possible. We will do this by
using volunteers and resources available to us through the community.
Our goal amount for the project is $5,000.
Our high level objectives are:
 To cut development costs by borrowing from the team families and
getting goods donated or discounted.


 We will spread the word through a marketing campaign of flyers,
calling friends of family, putting up signs in our local businesses and
making announcements at our local church.


 Data from the fairgoers will be collected in order to have a pool of names
that we can call upon for support of our fundraising event(s) in the future.
Incentives (tickets) will be offered.


 Provide a fun, safe, environment that is not only beneficial to our team but
also to the community
Project
Assumptions
Assumptions are a list of what we the Project management team will use as our
guidelines for the project.
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We assume:
 Group E project management is offering its services pro bono however
there will be certain costs involved i.e. transportation, meals and any other
out of pocket expenses associated with this event.




 That our team members, staff and family will be involved unless otherwise
stated. Involvement means meetings, promotions (putting up flyers and
calling) and fair activities (set-up, takedown and tournament play)



 Team members will devote at maximum of 2 hours a week (maximum 4
hours) to promoting this event. Promoting includes weekly meetings
from March 1st - April 9th.




 Team members will be able to collect telephone numbers, emails,
addresses and other data in order to promote this event.




 Team members will also be given permission to go on trips that may help
promote this event and that any costs associated with trips will be the sole
responsibility of the team.




 Although Group E has created a plan to generate the $5000 fundraising goal.
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Projected funds are based on several assumptions listed. Group E
management is not responsible for any unraised funds for the project.
 Our initial budget of $1,100 will come from the team and that any other funds
necessary for the successful completion of this project will come from the
team funds. In addition, any bills, fines or financial penalties associated
with this event will come out of the team's fundraising efforts.
 Any item that Group E management loans for the event will need to be
returned in working and satisfactory condition. Items currently listed to be
loaned for the event include six (6) Sharp XEA107 cash registers, six (6) ID
Tech ID 80110004-001 credit card machines and six (6) COBRA CXT235
Micro Talk 20 mile walkie talkie/two-way radios.


 It is assumed that any damaged or destroyed property will be compensated
for by the team. Compensation can come from the funds raised if there is
enough to cover the price of these items. Receipts for items are available
upon request.



 At the present time this fundraiser will take place on April 12th 2016. There
is no date given for an alternative so the event will be a "rain or shine" event.
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 Group E management indemnifies itself from any legal responsibility for this
event. Any lawsuits or court settlements stemming from this event will be
the sole responsibility of the team.




 Any contact lists collected during the course of this project that are used in
the promotion and marketing of this event are the exclusive property of the
team. Group E management does not take any responsibility for any names
phone numbers or addresses that the team collects or uses.



 Group E management reserves the right to use this project in its portfolio and
on the Group E management website. Our portfolio will include pictures of
the team, event, and descriptions of activities that occurred during the
fundraiser.



 Group E management and the SLC Lakers reserve the right to terminate this
project at any reason. At termination of this contract any costs associated
with our work will be paid.




 All deadlines for any deliverables due for planning and set-up for the
event will be the team's responsibility.
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 All project data and metrics collected during the course of this project are
sole property of Group E project management.




 Group E management reserves the right to place its mark (GEM), logo, and
logotype on any marketing, promotion and advertising for this event.
Project
Constraints  The time that we will be able to work on this project is limited to 10 (not
more than 15 hours) per week. This includes our weekly planning meetings
March 1st - April 9th)




 Only five (5) Group E management workers will be able to work on
the project.



 Aside from listed items (cash registers, credit cards and walkie talkies) most
other items that need to be purchased or borrowed (tables, chairs, moving
equipment, cooking equipment, meats for cookout etc.) are the
responsibility of the team.
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 All of the members of the Lakers team are in school so the majority of
the promotional activities may need to be held on the weekends.




 Group E management is responsible for planning and managing
the progression of the fair.



 All labor (including calling emailing, set-up and clean-up) will be
performed by the team and or volunteers that the team provides.




 Any contact lists that Group E management owns will not be available to
the team for promotion of event.




 Office hours for Group E management are Monday - Friday 10am -7pm.
Weekend hours and availability will be on an "as needed" basis. Weekly
meetings will start as early as 4:00 pm (no later than 5:00 pm) and end
no later than 6:30 pm.



 Because this is a youth basketball fundraiser no tobacco or alcohol
products will be able to be sold or used at the venue.




 Group E management outsources graphic design for its design needs. Any
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graphic design needs will have to be handled by the team and or volunteer.
 Storage of materials will need to be managed by the team.
Exclusions 1. A working budget in order to execute the fundraiser will not be used.
2. Electricity and generators for use of inflatables will not be provided.
3. Refrigerators for vendors and attendees will not be provided.
4. Security for the event will not be provided, but the local police department will be
aware of event and available as needed.
5. Air conditioning/cool off tents will not be setup.
6. Participants and vendors are responsible for insurance coverage.
7. Vendors will be responsible for providing their own equipment.
8. Uniforms will not be provided for participants in the two-on-two tournament.
9. Patrons reserve the right to park as space is available. Parking that is available
is limited and provided on a paid, first come first serve basis.
10. Vendors and inflatable company reserves the right to operate as time permits.
11. ATM machines will not be available.
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Acceptance SALT LAKE CITY LAKERS FUNDRAISER CHECKLIST
Criteria Project Name: Fundraiser event for SLC Lakers

Project Number: 001
Prepared by: Team E
Date: 03/20/2015
Item Yes No Comments

Has the fundraising need been clearly defined and
documented?
Have the recommended plans for the event been
clearly described?
Has the way in which the event aligns with the
overall strategy and mission been documented?
Have user objectives been defined at a high level
so that the goal of the event is clear?
Have technical requirements been identified?
Have legal/regulatory requirements been assessed
and accounted for?
Have all major deliverables been identified and
defined?
Have all known issues in need of resolution been
documented?
Have project constraints been identified?
Have consequences of rejection or delay of doing
this project been identified?
Have factors critical to the success of the project
been documented?
Have the measurement criteria for project success
been determined?
Have potential deficiencies in the proposed event
been documented?
Have one-time costs been determined?
Has the customer provided input to all of the
above?
Customer: Date:
(Quality Review, 2007)
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Technical
Requirements Initial Stage
 Computer with internet access.
To use for research, outreach, finding participants, using e-mail.
 Microsoft Office/photo tools for producing flyers, charts, tables,
tracking information, etc.
Organizing Phase
 Computer with internet access


 Office/ Photo and editing tools

 Thumb drives for transferring files.
Set-up Phase
 Lights for booths
 Four (4) Grills for cooking (60" Mobile Aluminum LP Gas Grill)
 Everest Refrigeration EPBR3 Sandwich Prep Table for condiments and
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toppings.
 Beverage and Ice Dispenser Rental unit


 Six (6) Sharp XEA107 Cash Register for processing purchases at our
operated booths.
 Six (6) ID Tech ID-80110004-001 for accepting credit card payments.


 Six (6) COBRA CXT235 Micro Talk 20 Mile Walkie Talkie two-Way Radios
COOKING BOOTH CONSTRUCTION AND LOCATION
 All fabrics or membranes covering cooking booths must be certified
flame retardant or treated with a fire retardant paint or spray.


 Decorative materials must be inherently fire resistive, or must be
treated with a fire-retardant paint or spray.
 Flooring material used within a cooking booth and under cooking
equipment shall be non-combustible or fire-retardant treated.
 Each cooking booth shall have at least one exit way, minimum three (3) feet
wide by 6'8" in height (booth frame shall not intersect exit path).
 Cooking booths shall have a minimum clearance of 10 feet on at least
two sides with clearance of at least 10 feet from any vendor booth.

 A 10-food wide separation shall be provided for every 10
connected cooking booths.
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COOKING EQUIPMENT
 All interior cooking equipment shall be of an approved type and open
flame cooking shall be a minimum of 18 inches from booth back/side drop
materials.

 Coleman stoves or equivalent may be used only with approved fuel.

 Do not add liquid fuel to stoves in booth.

 There will be a maximum of two gallons of fuel capacity for
each appliance. No additional storage inside.


 Do not use Kerosene or gasoline. Storage of fuel is NOT allowed in
the booth

 Butane or Propane equipment:

 Cooking appliances must have an on-off valve and far enough away to be
shut off in case of fire.


 Shut-off valves must be provided at each fuel source.

 Hoses must be of type approved for use with this equipment.
 Tank must be protected from damage and secured in an upright position.
 No storage of extra butane or propane tanks in booth.


 Tanks not in use must be turned OFF.

 Maximum quantity for use inside booths is ten gallons.

 Responsible shall have soapy water in a container for testing connections.
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 Unused fuel cylinders shall be stored in a secured position. The
maximum outside storage will be 10 gallons.
Note: Specialized-cooking equipment, used outside of the booth may have
larger tanks, when approved by the authority having jurisdiction.
VENDOR BOOTH CONSTRUCTION AND LOCATION
 Each vendor booth shall have at least one exit way, minimum 3 feet wide
by 6'8" in height (booth frame shall not intersect exit path).
 Vendor booths shall have a minimum clearance of 20 feet on at least
one side with clearance of at least 10 feet from any cooking booth.

 A 10-foot wide separation shall be provided for every 200 -lineal foot of
vendor booths.
ELECTRICAL POWER
 Generators shall be placed in approved locations for fair use.


 Refueling of generators is prohibited during event hours. No extra fuel
shall be stored during event hours.


 During approved refueling times, no smoking or open flames are
allowed within 25 feet.
 Extension cords shall be of grounded type and approved for exterior use.
Page 30 of 58
FIRE EXTINGUISHERS
1. Each cooking booth shall be equipped with a fire extinguisher with a
minimum rating of 2A:10B:C. Booths equipped with a deep fat fryer shall
have a Class K extinguisher.
2. For vendor booths, the maximum travel distance to a fire extinguisher with
a minimum rating of2A:10B:C shall not exceed 75 feet.
3. Fire extinguishers shall be mounted adjacent to the exit and must be
visible and accessible.
4. Fire extinguishers shall be serviced annually and be tagged accordingly.
5. Each generator shall be provided with a fire extinguisher with a
minimum 40B:C rating. The extinguisher shall be located near the
generator and accessible at all times (Fire Regulations, 2000).
Basketball Game Equipment
 The following equipment will be required:


 Backstop units, consisting of:
o ▬ Backboards
o ▬ Baskets comprising (pressure release) rings and nets
o ▬ Backboard support structures including padding •
 Basketballs

 Game clock

 Scoreboard
Page 31 of 58
 Shot clock

 Stopwatch or suitable (visible) device (not the game clock) for timing
time-outs

 2 separate, distinctly different and loud signals, one of each for the
o ▬ shot clock operator,
o ▬ scorer/timer.
 Score sheet

 Player foul markers

 Team foul markers

 Alternating possession arrow

 Playing floor

 Playing court

 Adequate lighting (Official Basketball Rules, 2014)
Page 32 of 58
4. Work Breakdown Structure / Project Schedule (.mpp file)
See Attached .mpp file.
Task Mode Task Name Duration Predecessors Start Finish Resource Names
Auto Fundraiser Project Tue Tue

16 days
Scheduled creation 4/12/16 5/3/16
Auto Tue Tue
Manage the projects 1 day
Scheduled 4/12/16 4/12/16
Designate a project
Auto Tue Tue Conference Room, Project
manager for the overall 1 day
Scheduled 4/12/16 4/12/16 Manager[50%]
project
Work with web team to
Auto 1.75 Wed Thu
put information on 3
Scheduled days 4/13/16 4/14/16
company site .
Project Manager,
Conference Room,
Auto 0.75 Wed Wed Marketing/ Media Manager,
Scheduled Create a scope statement days 3 4/13/16 4/13/16 Event Manager,
HR/Financial Manager,
Donation Manager
Create a work
Auto breakdown 1 day 5 Wed Thu Project Manager
Scheduled structure 4/13/16 4/14/16
Create a cost analysis
Auto Thu Thu
Scheduled for each of the three 4.5 days 6 4/14/16 4/21/16
campaigns
Project
Auto Create project planning Thu Fri
1 day 6 Manager[50%],Conference
Scheduled cost analysis 4/14/16 4/15/16
Room, Event Manager
Event Manager, Conference
Auto Create marketing cost 0.75 Fri Mon
8 Room, Marketing/ Media
Scheduled analysis days 4/15/16 4/18/16
Manager
Auto Create fair event cost 0.75 Mon Tue Conference Room, Event
9
Manager, Donation
Scheduled analysis days 4/18/16 4/19/16 Manager
Marketing/ Media Manager,
Auto Tue Wed
Do cost analysis audit 1 day 10 Donation Manager, Event
Scheduled 4/19/16 4/20/16
Manager, Conference Room
Page 33 of 58
Auto Write project wrap up Wed Thu Event Manager, Project

1 day 11
Scheduled report 4/20/16 4/21/16 Manager
Auto Donors and vendor Thu Wed
4 days 12
Scheduled acquisition 4/21/16 4/27/16
Auto Research prospective Thu Fri Donation Manager, Lakers
1 day 12
Scheduled donors/vendors 4/21/16 4/22/16 Team Captain[50%]
Donation Manager, Lakers
Auto Fri Mon Team Captain[50%],Lakers
Scheduled Contact donors/vendors 1 day 14 4/22/16 4/25/16 Parent Leader[50%],Lakers
Coach[25%]
Donation Manager, Lakers
Auto Mon Tue
Scheduled Collect donations 1 day 15 4/25/16 4/26/16 Parent Leader, Lakers Team
Captain[50%]
Event Manager, Donation
Auto Tue Wed
Sign vendor contracts 1 day 16 Manager[50%],Project
Scheduled 4/26/16 4/27/16
Manager[25%]
Manually Fri Tue
Location acquisition 3 days 17
Scheduled 4/29/16 5/3/16
Project
Auto Scout possible locations Fri Fri
1 day 17 Manager[50%],Lakers
Scheduled that meet our needs. 4/29/16 4/29/16
Coach, Event Manager
Auto Mon Mon
Secure our location 1 day 19 Event Manager
Scheduled 5/2/16 5/2/16
Event Manager,
Auto Tue Tue
Get insurance for fair 0.5 days 20 HR/Financial Manager,
Scheduled 5/3/16 5/3/16
Lakers Coach
Auto 78.83 Tue Mon
Marketing creation 21
Conference
Room[50%],Marketing/
Manually Tue Thu
Create advertisement 2 days 21 Media
Scheduled 5/3/16 5/5/16
Manager[50%],Lakers
Coach[50%]
Auto Contact local radio Tue Tue Marketing/ Media
5 days 21
Scheduled stations 5/3/16 5/10/16 Manager[20%]
Auto Contact Local television Tue Tue
5 days 24
Scheduled stations 5/10/16 5/17/16
Marketing/ Media
Auto Tue Tue Manager[10%],Lakers
Contact local churches 5 days 24
Scheduled 5/10/16 5/17/16 Parent Leader[20%],Lakers
Team Captain[20%]
Page 34 of 58
Lakers Parent
Auto Collect phone numbers 53.33 Tue Fri Leader[20%],Lakers Team
Scheduled and or emails of team days 26 5/17/16 7/29/16 Captain[20%],Marketing/
friends and family Media Manager[20%]
Marketing/ Media
Auto Set automated calls to 3.33 Tue Fri
26 Manager[20%],Lakers
Scheduled team friends and family days 5/17/16 5/20/16
Parent Leader[30%]
Marketing/ Media
Auto Set up automated email Fri Fri
50 days 28 Manager[2%],Lakers Parent
Scheduled invitations 5/20/16 7/29/16
Leader[2%]
Auto Fri Mon
Flyer creation 5.5 days 29
Scheduled 7/29/16 8/8/16
Marketing/ Media
Manager[20%],Project
Auto Design event flyers 5 days 29 Fri Fri 8/5/16 Manager[10%],Conference
Scheduled 7/29/16 Room[10%],Lakers
Coach[10%],Lakers Parent
Leader[10%]
Auto Mon
Print flyers 0.5 days 31 Fri 8/5/16 Marketing/ Media Manager
Scheduled 8/8/16
Auto Mon Wed
Distribute flyers 2 days 32
Scheduled 8/8/16 8/10/16
Marketing/ Media
Auto Hang up flyers on Mon Tue Manager[50%],Lakers Team
1 day 32
Scheduled community boards 8/8/16 8/9/16 Captain, Lakers Parent
Leader
Marketing/ Media
Auto Mail out flyers in the Tue Wed Manager[25%],Lakers
1 day 34
Scheduled area 8/9/16 8/10/16 Parent Leader, Lakers Team
Captain
Auto Wed Mon
Fair sponsors 8 days 35
Scheduled 8/10/16 8/22/16
Donation Manager, Event
Auto Wed Tue Manager, Lakers
Find Sponsors 4 days 35
Scheduled 8/10/16 8/16/16 Coach[50%],Lakers Parent
Leader
Sign sponsors up for
Auto Tue Mon Event Manager,
different level sponsor 4 days 37
Scheduled 8/16/16 8/22/16 HR/Financial Manager
packages.
Auto Two-on-two 266.17 Mon Tue
38
Scheduled tournament planning days? 8/22/16 8/29/17
Page 35 of 58
Form tournament
Auto Mon Wed
planning committee 2.5 days 38
Scheduled 8/22/16 8/24/16
(volunteers)
Auto Send email asking for 1.67 Mon Tue Lakers Coach[15%],Lakers
38
Scheduled volunteers days 8/22/16 8/23/16 Team Captain[15%]
Conference
Room[10%],Project
Manager[10%],Event
Auto Mon Wed
Scheduled Host Q & A meeting 2.5 days 38 8/22/16 8/24/16 Manager[10%],Lakers Team
Captain[10%],Lakers
Leader[10%]
Conference
Room[25%],Lakers
Auto Mon Tue
Host weekly meeting 8 hrs. 38 Coach[50%],Lakers Parent
Scheduled 8/22/16 8/23/16
Leader[50%],Lakers Team
Captain[50%]
Auto Tournament sponsor Tue Tue
40 days 43
Donation
Manager[15%],Event
Auto Tue Tue
Call possible sponsors 40 days 43 Manager[15%],Lakers
Scheduled 8/23/16 10/18/16
Leader[15%]
Conference
Room[15%],Event
Auto 6.67 Tue Wed Manager[20%],Lakers
Scheduled Put together presentation days 43 8/23/16 8/31/16 Parent Leader[20%],Lakers
Coach[15%],Lakers Team
Captain[20%],Marketing/
Media Manager[20%]
Donation
Manager[20%],Event
Auto Meet with candidate 22.5 Thu Mon Manager[20%],Lakers Team
46
Scheduled sponsors days 9/1/16 10/3/16 Captain[20%],Lakers Parent
Leader[20%],Conference
Room[10%]
Auto Mon Wed
Recruit staff 12 days 47
Scheduled 10/3/16 10/19/16
Auto Recruit referees 2 days 47 Mon Wed Lakers Coach[50%],Event
Page 36 of 58
Scheduled (volunteers) 10/3/16 10/5/16 Manager[25%]

Recruit support staff Event Manager[10%],Lakers
Auto Wed Wed
Scheduled (sign up table, clean up, 10 days 49 10/5/16 10/19/16 Parent Leader[10%],Lakers
etc.) Team Captain[10%]
Auto Event Information Wed Wed
5 days 50
Lakers Coach[25%],Lakers
Team
Auto Put together tournament Wed Wed
5 days 50 Captain[25%],Conference
Scheduled rules 10/19/16 10/26/16
Room[25%],Event
Manager[10%]
Lakers Coach[25%],Lakers
Auto Tournament flyer Wed Fri Team
2 days 50
Scheduled creation 10/19/16 10/21/16 Captain[50%],Marketing/
Media Manager[50%]
Auto Tournament web site Fri Tue Marketing/ Media Manager,
2 days 53
Scheduled creation 10/21/16 10/25/16 Lakers Team Captain[50%]
Event
Auto Tue Thu Manager[50%],Donation
Scheduled Collect and cash entries 2 days? 54 10/25/16 10/27/16 Manager[50%],Lakers
Parent Leader[50%]
Auto Tournament t-shirts Thu Fri
6 days 55
Lakers
Auto Thu Fri
Design art 1 day 55 Coach[50%],Marketing/
Scheduled 10/27/16 10/28/16
Media Manager
Event
Auto Fri Thu Manager[15%],HR/Financial
Add sponsor logos 4 days 57
Scheduled 10/28/16 11/3/16 Manager[15%],Marketing/
Media Manager[25%]
Auto Thu Fri
Print t-shirts 1 day 58 Event Manager
Scheduled 11/3/16 11/4/16
Lakers Coach[1%],Event
Auto Tournament equipment 200 days 59 Fri Fri Manager[1%],Lakers Team
Scheduled procurement 11/4/16 8/11/17 Captain[1%]
Auto Backstop units Fri Fri
100 days 59 Manager[1%],Lakers Team
Captain[1%]
Auto Fri Fri
Scheduled Backboards acquisition 100 days 59 11/4/16 3/24/17 Manager[1%],Lakers Team
Captain[1%]
Page 37 of 58
Baskets comprising Lakers Coach[1%],Event

Auto Fri Fri
Scheduled (pressure release) rings 100 days 59 11/4/16 3/24/17 Manager[1%],Lakers Team
and nets acquisition Captain[1%]
Backboard support Lakers Coach[1%],Event
Auto Fri Fri
structures (including 100 days 59 Manager[1%],Lakers Team
Scheduled 11/4/16 3/24/17
padding) acquisition Captain[1%]
Auto Fri Fri
Basketballs acquisition 100 days 59 Manager[1%],Lakers Team
Scheduled 11/4/16 3/24/17
Captain[1%]
Auto Fri Fri
Scheduled Game clock acquisition 100 days 59 11/4/16 3/24/17 Manager[1%],Lakers Team
Captain[1%]
Auto Fri Fri
Scoreboard acquisition 100 days 59 Manager[1%],Lakers Team
Scheduled 11/4/16 3/24/17
Captain[1%]
Auto Fri Fri
Shot clock acquisition 100 days 59 Manager[1%],Lakers Team
Scheduled 11/4/16 3/24/17
Captain[1%]
Auto Stopwatch for timing Fri Fri
Captain[1%]
Auto Two separate, distinctly 100 days 59 Fri Fri Manager[1%],Lakers Team
Scheduled different and loud signals 11/4/16 3/24/17 Captain[1%]
Auto shot clock operator Fri Fri
Scheduled volunteer assignment 11/4/16 3/24/17
Captain[1%]
Auto Fri Fri
scorer/timer acquisition 100 days 59 Manager[1%],Lakers Team
Scheduled 11/4/16 3/24/17
Captain[1%]
Auto Fri Fri
Score sheet acquisition 100 days 59 Manager[1%],Lakers Team
Scheduled 11/4/16 3/24/17
Captain[1%]
Auto Player foul marker Fri Fri
Captain[1%]
Auto Team foul marker Fri Fri
Captain[1%]
Auto Alternating possession 100 days 59 Fri Fri Lakers Coach[1%],Event
Scheduled arrow acquisition 11/4/16 3/24/17 Manager[1%],Lakers Team
Page 38 of 58
Captain[1%]
Auto Fri Fri
Scheduled Playing floor inspection 100 days 59 11/4/16 3/24/17 Manager[1%],Lakers Team
Captain[1%]
Auto Playing court rules Fri Fri
Captain[1%]
Auto Fri Fri
Scheduled Locate adequate lighting 200 days 59 11/4/16 8/11/17 Manager[1%],Lakers Team
Captain[1%]
Auto Tournament draw Fri Wed
8 days 79
Event Manager[25%],Lakers
Auto Put together tournament Fri Thu
4 days 79 Coach[25%],Lakers Team
Scheduled draw 8/11/17 8/17/17
Captain[25%]
Auto Put together match Thu Wed
Scheduled schedule 8/17/17 8/23/17
Captain[25%]
Auto Post tournament schedule Thu Wed
Scheduled and times on web site 8/17/17 8/23/17
Captain[25%]
Auto Tournament day work Wed Tue
4 days 83
Scheduled assignments 8/23/17 8/29/17
Auto Put together information Wed Thu
1 day 83 Marketing/ Media Manager
Scheduled and registration tables 8/23/17 8/24/17
Auto Wed Tue
Team sign-up 4 days 83 Lakers Parent Leader[25%]
Scheduled 8/23/17 8/29/17
Auto Tournament play Wed Tue
4 days 83 Lakers Coach[25%]
Scheduled management 8/23/17 8/29/17
Event Manager,
Auto Winner ceremony Wed Thu
1 day 83 HR/Financial Manager,
Scheduled management 8/23/17 8/24/17
Project Manager
Lakers Parent
Auto Wed Tue
Clean up activities 4 days 83 Leader[25%],Lakers Team
Scheduled 8/23/17 8/29/17
Captain[25%]
Auto 9.33 Tue Mon
Fair event tasks 89
Auto Permits/Licenses Tue Wed
6 days 89
Auto Tue Thu Event Manager,
Scheduled Secure Permits for event 2 days 89 8/29/17 8/31/17 HR/Financial Manager,
Page 39 of 58
Project Manager
Event
Auto Secure all necessary Thu Wed Manager[25%],HR/Financial
4 days 92
Scheduled licenses for event 8/31/17 9/6/17 Manager[25%],Project
Manager[25%]
Auto 1.33 Thu
Scheduled Assignment distribution days 89 8/31/17 Fri 9/1/17
Auto Thu Thu Event Manager[25%],Lakers
Assign Event Leaders 4 hrs. 92
Scheduled 8/31/17 8/31/17 Parent Leader[25%]
Auto Assign volunteers to each 10.67 Thu
92 Fri 9/1/17 Coach[25%],Lakers Team
Scheduled leader hrs. 8/31/17
Captain[25%]
Auto Create Assignment 3.33 Wed Mon
93
Scheduled Chart days 9/6/17 9/11/17
Auto 26.67 Wed Mon
List leaders 93 Coach[25%],Lakers Team
Scheduled hrs. 9/6/17 9/11/17
Captain[25%]
Auto Wed Thu
List volunteers 5 hrs. 93 Coach[25%],Lakers Team
Scheduled 9/6/17 9/7/17
Captain[25%]
Auto Wed Thu
List times and duties 1 day 93 Coach[25%],Lakers Team
Scheduled 9/6/17 9/7/17
Captain[25%]
Donation
Manager[50%],Event
Manager[50%],HR/Financial
Manager[50%],Lakers
Auto Setup of the Thu Mon Coach[50%],Lakers Parent
2 days 100
Scheduled fairgrounds 9/7/17 9/11/17 Leader[50%],Lakers Team
Captain[50%],Marketing/
Media
Manager[50%]
Page 40 of 58
5. Risk Management Plan
Risk Register
1 No location-If our location is not available then we will have to find another location.-VH-
H-Red-Negative –Have multiple locations picked out very early on. If needed, put an
advertisement out asking for the specifics of what we need.-Nothing being available or
matching our needs.-Have additional locations ready.
2 No Inflatables-If the inflatables don't arrive on time then we will not have them available to
benefit the fundraiser.-L-L-Green-Negative -Make sure they have them available on the exact
date we need them. Verify the order with the company multiple times leading up to the
event.-Poor communication.-Have multiple local companies involved so that there are
multiple options, or we could continue without the inflatables.
3 Lack of Food-If not enough food was purchased or donated then we will not have enough to
meet demands.-VH-M-Red-Negative - Buy extra food. Have multiple places willing to
donate to our event.-Larger turnout than expected.-Use the money from the initial sale of
food to purchase from local locations close by.
4 Permit Acquisition-If we did not qualify for the permits or they were not acquired in time
then we will have to change the fundraiser so it is operated in compliance.-VH-L-Yellow-
Negative - Acquire the permits early. Have the manager go and get the permits personally.
Have all the necessary paperwork in place for the permit. -We don't qualify for the permits or
don't have the proper paperwork for the permits.-Have all the necessary paperwork filled out
Page 41 of 58
and have the manager go and acquire the permits themselves. Have a plan in place in
case permits are not given for certain aspects of the event.
5 Over-Budget-If we go over budget in spending we will have to reevaluate the budget.-M-
H-Yellow-Negative -Manage the budget along each step of the project and compare
progress regularly.-Extra costs arise-Plan an overage budget for unexpected costs.
6 Flyers are wrong-If the flyers to advertise the event are forgotten or misprinted then the
event could lack support and turnout.-M-L-Yellow-Negative - Put someone in charge of
advertising and make sure they arrange for the flyers to be printed. Verify all information as
a group before final approval for printing.-Our flyers weren't printed.-Have some in charge
of flyers but also make sure that the manager oversees this deliverable and checks it is
meeting its target deadlines.
7 Tournament Prizes-If our tournament prizes are not available on the fundraiser date, then
we will have to find alternatives.-H-M-Yellow-Negative -Delegate prize responsibility to an
individual. Manage their deliverables on the timeline of the project and expect feedback.-
Lack of oversight.-Use other donated items as prizes.
8 Food Storage-If we get more food than we anticipated, then we will have to find safe storage
space for it.-VH-M-Red-Negative -Plan for proper food storage for all food purchased.
Including enough refrigerated and freezer space.-Food is over-purchased or over-donated.-
Use the services of local volunteers for holding the food at the proper temperature. Refuse
accepting too much if it is over donated.
9 Under Budget-If we spent less than our original budget plan then we will have to make a plan
for the extra money.-L-VL-Red-Positive-Keep the budget under control. Plan usage and make
Page 42 of 58
the budget reconciliation a part of every meeting.-More donations are received; costs are
less than expected.-Record where and how savings occurred for future needs.
10 Excess Volunteers-If we have more volunteers then we needed then we will have to
organize them all.-H-L-Yellow-Positive-Have backup volunteers. Encourage team members
to invite extended family and friends to volunteer.-Good participation and team members
reaching out for help.-Use the extra volunteers for set up and break down for the event and
have them focus on interacting with event attendees.
11 Over-scheduling Entertainment-If more bands or DJ's show up for the event then we will
have more than we needed and anticipated. -VL-VL-Green-Positive-Get verifications of
attendance for performers/ entertainers.-Greater response of entertainers donating their
service than anticipated.-Rotate the entertainers or set them up in multiple locations.
12 Extra donations-If donations exceed our projections then we will have more prizes then we
needed for the tournament.- L-M-Yellow-Positive-Early soliciting of donations and great
marketing of the event.-Good public response to our fundraiser and needs.-Include more
items in each auction creating better prizes. Have more auctionable prize packages.
13 Early Arrival-If the items we needed for our event arrived early then we would have to
make sure they were secured.-M-L-Yellow-Positive-Order items early. Track the items. Ask
if the shipping can be expedited for free.-Our items we needed from the event arrived and all
on time.-Organize items into groups and set up the items when possible.
14 Team Gear-If our logoed gear is not received or is mislogoed then we will not be able to
use it.-M-L-Yellow-Negative -Ensure the correct wording and logos are uploaded. Receive
confirmation before printing and make sure the printing company notifies you of progress
Page 43 of 58
throughout the order.-Lack of oversight.-Contact the company to see about overnighting
new gear or sell items and deliver once they arrive.
15 Loss of key staff-If we lose a key member of the project then we will have to redistribute
the assigned tasks.-VH-M-Red-Negative -Sign contracts requiring staff to stay throughout
the project completion. Keep morale up and celebrate project wins.-Low morale, employee
disagreements.-Reorganize the work. Make sure there is someone as a second on major areas
to take over the responsibilities.
16 Volunteer Competencies-If the volunteers cannot perform the tasks needed then we will
have to find other resources.-H-M-Yellow-Negative -Organize volunteers based on needs
and skills ahead of the event so that they know what will be expected and so that we can plan
using strengths.-Volunteer fails at given task or lets us know they can't accomplish it.-Plan
volunteer locations based on their strengths and our needs. Have back-up volunteers for each
job.
17 Natural Disaster-If a natural disaster occurs then it could cause the cancellation of the
event, ruin preparations, or cause poor attendance.-VH-VL-Yellow-Negative -Watch
weather reports. Have alternate locations in case of some becoming unusable.-Major storms.-
Reschedule the event for a different time.
18 Public promotion-If a local news or radio station picks up and advertises our event then we may
have a much larger turnout.-H-L-Yellow-Positive-We could see if anyone knows local talent in
radio or television. We can also ask them to run it ourselves.-Our event is mentioned publicly
over the radio or on air.-Make sure we have access to a greater number of supplies if
needed.
Page 44 of 58
19 Public figure-If a celebrity (local or national) decides to help promote and attend our event
then we could have much larger turnout.-H-VL-Yellow-Positive-Advertise on media
platforms and invite celebrities that way. See if anyone has personal connections to
celebrities.-Celebrity announces they will be coming to the event.-Make sure we have access
to a greater number of supplies if needed.
20 Lack of volunteers-If not enough team family/friends participate in the marketing,
promotion, setup and takedown of the event then we may have to consider rescheduling.-VH-
M-Red-Negative -Stress the importance of participation as this is a pro bono project and that
the outcome of our efforts hinges upon the efforts of the volunteers. Also get people to sign
up for different tasks this way they are committed to what they can and will be able to do.-
Lack of interest in helping the team -If not enough volunteers are available we will have to
make a choice to move ahead or cut our losses.
21 Lack of Sponsors-If we are unable to locate adequate sponsors for event then we may have
to find alternative funding.-M-VH-Red-Negative -Identify sponsors early and get
commitments for sponsorships. Provide contracts or signed agreements that bind the sponsor
to the event. - Sponsorship money is not available at least two weeks before the event.-We
will check with our team family and see if they can provide money to cover sponsorship.
22 Donations-If we are unable to round up sufficient donated necessities for the event then we
may fall short of needed items.-M-VH-Red-Negative -Try and get commitments for donated
items early in the planning process. Also try to keep back up donation commitments if
possible.-All donated items are not available at least two weeks before the event.-We will check
with our team family and see if they can provide money to cover donated item. If item
Page 45 of 58
is not too costly Group E Management may cover the item but will need to reimburse
from event proceeds.
23 Overcrowding-If we get too many people at the venue, then we may have to give refunds and
shut down certain services.-VH-M-Red-Negative -Ensure that the maximum possible number of
tickets that can be sold do not exceed the number of people that the venue can hold.-Fire Marshall
visits the event.-Refund money for excess people, shut down children's activities.
24 Accidents-There is an accident during the event or during planning of the event involving a
volunteer or group member.-L-M-Yellow-Negative -Provide a waiver form that indemnifies
Group E Management of any responsibility for any accident or injuries that result from
planning, promoting, setting up and taking down this event. Also, have emergency contact
forms on file. -If there is an accident.-Call emergency services and an emergency contact.
25 Excess Cash flow-If the project meets and exceeds all projected income goals then the team
will have to decide what to do with it all. -M-M-Yellow-Positive-Minimum overhead is
already built into the budget and projected returns. Extra money can be used as savings for
the next tournament.-Accounting services will track the amount of money during the event
and give a tally after it is done.-Alert the key team staff that there is more than enough money
for the team.
26 Recurring event-If this event is a great success it can then be a model for a yearly event.-
M-M-Yellow-Positive-Group E Management is saving up all project data to create a
repeatable event.-The event is a great success.-Roll out a plan for the next 5 years.
27 Pre-sold tickets sell out-If the pre-sold tickets sell out then the event has a possibility of
being a success before it even gets started.-M-M-Yellow-Positive-We will be pushing pre-

Page 46 of 58
sold tickets at our local churches and during every other marketing function.-The tickets
sell out.-Prepare to turn people away at the event.
28 Vendor turnout is high.-If we have over 10 vendors then we can profit greatly.-VH-M-
Yellow-Positive-Identify vendors early and have those sign agreements and leave deposits
for us to hold a spot.-When vendor slots are full.-Prepare to turn vendors away.
29 Our online marketing efforts go viral-If we do a fun and or humorous marketing campaign
we may be able to capitalize off of its "viral" nature.-VH-M-Red-Positive-We will make
plans to use the viral nature of Facebook and Instagram to our advantage through entertaining
marketing pieces.-We will see through insights where and how hard our efforts are doing.-
Create more similar viral content.
30 Local television wants to cover event.-If we promote enough, local TV news may want to
cover our event. -M-M-Yellow-Positive-Prepare team by letting them know that Group E
Management will do all media communications. Prepare statements that will both
communicate the event and the fact that Group E Management is responsible.-We are
contacted by the local TV station.-Gather team and coach and make a statement.
31 National television wants to cover the event.-If we promote enough, a national television
show may want to cover our event. -VH-VL-Green-Positive-Prepare team by letting them
know that Group E Management will do all media communications. Prepare statements that
will both communicate the event and the fact that Group E Management is responsible.-We are
contacted by the national TV station.-Gather team and coach and make a statement.
32 Local radio wants to cover the event.-If we promote enough, a local radio show may want
to cover our event. -M-M-Yellow-Positive-Prepare team by letting them know that Group E
Page 47 of 58
Management will do all media communications. Prepare statements that will both
communicate the event and the fact that Group E Management is responsible.-We are
contacted by the local radio station.-Gather team and coach and make a statement.
33 Film-A film producer wants to create a movie about our event.-VH-VL-Green-Positive-
Prepare team by letting them know that Group E Management will do all media
communications. Prepare statements that will both communicate the event and the fact that
Group E Management is responsible.-We are contacted by the film producer.-Gather team
and coach and make a statement.
34 Referrals-If our team family and staff have a potential client for us then they will refer them
to us.-VH-M-Red-Positive-Let clients know that we take referrals, also brand them as Group
E Management ambassadors in the SLC area.-We will be contacted by potential client(s)-
Make an appointment.
35 Equipment malfunction-If the equipment we plan to loan them doesn't work we may have
to purchase more.-M-L-Yellow-Negative -Check equipment two weeks before event and
recheck 1 week before event.-Equipment doesn’t work on the day of the event.-Contact the
retailer for replacement equipment and rent equipment in the meanwhile.
36 Unable to get first aid /EMS person-If we cannot locate a first aid person or EMS to come
out the event then we will not be able to hold the tournament.-H-L-Yellow-Negative -Contact
several first aid/EMS companies to come out.-No first aid person is able to make our event.-
Cancel the event until we can get someone to come out.
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37 Early permit approval-If we get permits approved early then we can move forward more
confidently.-M-M-Yellow-Positive-Gather list of all documents and submit them for approval
early.-Appropriate agencies get back to us in a timely manner.-Move forward with our plans.
38 Perfect weather-If our ideal weather happens on our promotion and marketing days and
event day people will be more likely to come out.-VH-M-Red-Positive-Check weather for
the weeks leading up to event.-The day will come and the weather will be good bad or
otherwise.-Move forward with our plans.
39 Deeply discounted promotional materials-If we let the local printer know about our cause
maybe he can supply us with extra materials for promotion of our event.-M-M-Yellow-
Positive-Use a local printer and let them know what we are trying to accomplish, possibly
bring a team member and his mom in to help support the cause.-The printer will let us know
if he can accommodate us.-Thank the printer and move forward with our plans. Also offer a
thank you on our social media.
40 Parking Lot Overcrowding-If mass participation will require parking lot to accommodate a
substantial amount of cars then we may need to find alternative parking accommodations.-H-
H-Red-Negative -Check prior to event date to ensure that an alternate parking lot is available
to accommodate overflow of cars.-Cars being parked in grass or in unauthorized parking
spaces that may cause citations from LPD.-Have parking lot attendees direct parking traffic
to avoid double parking and direct overflow traffic to alternate parking lot.
41 Local Government Recognition-If the city council or local government will recognize our
event then we can get more publicity and more money.-M-L-Green-Positive-Have Group E
Management Contact information available to all verified officials as requested.-

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Overwhelming response from community, coaches, parents and players of how successful the
event was. -Gather team and coach and make a statement.
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6. Project Schedule and Budget with assigned Resources
Project Budget (Cost Management)
Project Cost and Plan
For our project the estimate we will use a bottom -up approach. The bottom up approach uses
the sum of all of the necessary parts to get an estimate. Pinto (2012) defines bottom-up budgeting as
“The sum of the total costs with each activity…aggregated”. Since we have offered our services pro
bono to raise the funds for our local team our budget will have to be as slim as possible. We are
going to use an initial deposit of $1100 from the team to cover expected costs. Our contingency
plans for this approach includes:
 back up donation sources for some of our common items (coolers, meats and a
grill) including family and friends
 having various donations to use for different purposes as needed
 putting a plan in place for both over estimated and under estimated attendance
and donations
 using funds from pre-sold tickets and vendor fees if additional cash is needed
 We have also prepared the team families to be ready to chip in in an extreme
situation (this will be our last option in the event nothing comes through)
We have looked into several items that were direct cost items. Labor will be free since we are all
volunteering our efforts in conjunction with the team and various other pro bono partners. Most of
our costs will be coming from materials needed to promote and market this fundraising project.
The listing for our budget includes
Page 51 of 58
 Materials

 Estimated equipment and facilities &

 Travel
Travel includes gas and any other travel related expenses. Although the initial prices for travel are
paid for by Group E Management, the funds will be coming from petti cash and being given
directly to the project team.
Estimated vs actual costs table
Estimated cost Actual
Labor 0 0
Materials 500 415
Contractors 0 0
Equipment and 300 300
Facilities
Travel 300 219
Totals 1100 934
Many of our costs will be mitigated due to the fact that we are using many volunteers in our project
Page 52 of 58
activities. Material and travel costs were padded in order to account for any unexpected shortages.
Equipment and facilities were budgeted based on actual costs.
Resource Management
Resource Assignments.
We do have enough people assigned to the project with the exception of the team coach. The
Coach is the only one who is over-allocated. To fix this issue we are going to ask the assistant coach
to take over some of the responsibilities to make sure we accomplish everything. Additionally we
could also ask the coach for more of a time commitment to the event in order to solve the problem.
If we run into further issues of over-allocation we plan on increasing the amount of workers on the
project to share the responsibilities. We can ask other members of the team to play a more vital part
in the planning including: the assistant coach, co-captain, other team members, and other parents.
Team Management Plan
1. Project Manager – Atif Henderson
2. HR/Financial Manager – Brekke McGee
3. Event Manager – Jerod McClain
4. Marketing/Media Manager – Sharnett Johnson
5. Donations Manager – Dylan Israel
The project manager will serve as the oversight and final decision authority on project
components. The project manager will also assign resource assignments. Brekke will be in charge of
mediating conflicts that may arise as a result of differing goals, administrative issues or interpersonal
Page 53 of 58
problems. Each project team member (Brekke, Dylan, Jerrod and Sharnett) will be in charge of three
– four team members and their family. In order to stay on track the project manager has created a
resource chart. The group will assemble weekly to go over any issues that may arise throughout
the project and to give project updates. Resources will be reviewed and leveled if necessary in
order to eliminate resource conflict.
Project Structure
The structure used for our project is a balanced matrix structure. This is because the power
and authority is shared amongst the entire team and don’t have a typical boss to report to, who
facilitates all, like most others. With this structure, essentially everyone is a manager. With balanced
matrix, it states that all managers are equal with much different roles which we have assigned. “A
balanced matrix should be used for projects in which cross-functional expertise is required and
when the project is equally as important as day-to-day work (Usmani, 2012).” Everyone in their
own field is an expert as what they do instead of attempting to be an expert of every aspect. We
have different division managers and a project manager. We have the project manager, who deals
with the administration, and the rest of the managers, who guide, coordinate, and facilitate projects.
It is also not uncommon to have employees work under the secondary managers.
Page 54 of 58
7. Communications Management Plan
Communication Plan
When understanding the “management” part of project management, it is important to understand
the basic functions of the management process namely: planning, organizing, leading and controlling.
When organizing, you will work towards “...establishing channels of authority and communication”
(Dressler, 2011). Our communication plan is a “document that describes the communication needs and
expectations for the project” (Pinto, 2012). It describes what the communication is, who it is from how it
will be disseminated, who it should be coming from and who it should be going to.
This document outlines the plan of communication for the Laker’s Fundraiser Project Team.
VERBAL COMMUNICATION
WHAT WHEN WHERE OWNER ATTENDEES
Status Meeting Every 2 1A Project Project Team
weeks Manager
Monday
10-noon
Called Meetings As Needed TBD Person To Be Determined
who calls
& leads
meeting
Weekly Friday’s Group E Atif Project team and Key SLC team and family
communication every week Management members
Updates during the offices
project
Q&A session After contract Group E Atif All participants
is signed Management
offices
Sponsorship/Donati 3-4 weeks Group E Brekke All participating SLC team and family
on announcement before Management members
fundraiser offices
T-Shirt Design A week 1A Marketing Marketing Manger
input session before going Manager Team Coach
to printer. Team Captain
Determine the The start of Group E TBD Project Team
group leaders from event Management
team planning offices
Contact 2 weeks TBD Dylan Dylan
donors/vendors before event Donors and Vendors
Page 55 of 58
Scout event 6 weeks Possible event Atif Project Team

locations before event location
Collect Donations Day of event Event location Sharnett All participants
Secure event 5 weeks Event location Atif Atif, Marketing Manager, Event location
location before event owners
Tournament 2 weeks Group E Dylan All participants
bracket before Management
announcement fundraiser offices
Pre event meeting 1 day before At the event Brekke All participants
fundraiser space
Flyer creation 2 weeks after Group E Brekke Group E Management
meeting commenceme Management
nt
Assignment 1 week before At the event Sharnett All participants
distribution for event space if possible
volunteers (GEM offices if
necessary)
WRITTEN COMMUNICATION
WHAT DUE WHEN METHOD OF SENDER RECEIVER
DELIVERY
Meeting Minutes 2 days after the EMAIL Note Taker All participants
meeting
Action Item Log 4 days after the EMAIL Note Taker All participants
PMO Status meeting
Meeting Agenda 2 days before a EMAIL Meeting Facilitator All meeting participants
meeting
Status Reports to Weekly Paper Copy Team Members Project Manager
Project Manager Tuesday
By noon
Q&A answer 1 day after Q&A EMAIL Dylan All participants
dissemination session
Project Schedule Every 2 weeks Update Project Team Members Implementation Schedule
Updates Tuesday Schedule then Owner
By COB EMAIL
Staff recruitment 1st day of MEMO/LIST Sharnett All participating SLC team
communication commencement and family members
Press Release 5 weeks before event PRESS RELEASE Atif Media outlets
Sponsorship update 5 weeks prior to EMAIL Sharnett Atif
fundraiser
Tournament supplies 3 weeks prior to EMAIL Dylan Brekke
update fundraiser
Staff recruitment list 2-3 weeks after EMAIL Brekke Group E Management
Page 56 of 58
distribution project
commencement
Final Draft of T-shirt Every 2 weeks Update Project Team Members Implementation Schedule
design Tuesday Schedule then Owner
By COB EMAIL
Tee Shirt design 4 weeks before EMAIL Jerrod Atif, Brekke
approvals fundraiser
Creation of Scope 1st day of EMAIL/Paper Atif Atif, Brekke
Statement commencement Copy
Creation of 1st day of EMAIL/Paper Brekke All project members
breakdown structure commencement Copy
Creation of Project 1 day after event Paper Copy Marketing Manager Project Manager
Planning cost
analysis
Creation of fair 1 day after event Paper Copy Marketing Manager Project Manager
event cost analysis
Write wrap up report 1 day after event Paper Atif All project members
Copy/EMAIL
Research possible 3 weeks before event EMAIL Brekke Dylan
donors/vendors
Cost analysis audit 2 days after event Paper Copy Brekke Group E Management
Sign vendor 2 weeks before event Paper Copy Dylan Brekke
contracts
Insurance for fair 4 weeks before event Paper Copy Dylan Atif, Brekke
approval and signing
Creation of 1 day before event Paper Brekke Atif
marketing cost Copy/EMAIL
analysis
Permit office final 3-4 weeks before EMAIL Brekke Atif
approval notices event
Event space sign off 3 weeks before event EMAIL Jerrod Atif, Brekke
and approval
Page 57 of 58
REFERENCES
Fire Regulations for Outside Festival Booths. STANFORD UNIVERSITY
ENVIRONMENTAL HEALTH AND SAFETY, 2000. Web. 18 Mar. 2015. Retrieved
from web.stanford.edu/dept/EHS/prod/general/fire/festival/booths.html
Official Basketball Rules 2014. Barcelona, Spain: FIBA Central Board, 2014. Web. 18 Mar. 2015.
Retrieved from
http://www.fiba.com/downloads/Rules/2014/Official_Basketball_Rules_2014_Y.pdf
Pinto, J. K. (2012). Project Management: Achieving Competitive Advantage, 3rd Edition.
[VitalSource Bookshelf version]. Retrieved from
http://devry.vitalsource.com/books/9781269588683/id/ch08fig6
Quality Review Checklist for Project Definition. Project Management.com, 2007. Web. 20 Mar. 2015.
Retrieved from http://www.projectmanagement.com/templates/download.cfm?ID=15280
Usmani, F. (2012) http://pmstudycircle.com/2012/08/what- is-a- matrix-organization-structure/
Page 58 of 58

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SLC Lakers Fundraiser

Project Plan Document

SLC LAKERS BASKETBALL

Authored by: DeVry Inc.

1. EXEC UTIVE S UMMARY ........................................................................ERROR! BOOKMARK NOT DEFINED.

2. PROJ ECT CHARTER ............................................................................................................................................... 5

3. PROJ ECT SCOPE S TATEMENT......................................................................................................................... 14

5. RIS K MANAGEMENT PLAN ................................................................................................................................ 41

6. PROJ ECT SCHEDULE AND BUDGET WITH ASSIGNED RESOURCES ................................................ 51

COST MANAGEMENT ........................................................................................................................................................ 51

7.. COMMUNICATIONS MANAGEMENT PLAN ............................................................................................... 55

provide marketing for this event.

to the SLC Lakers and volunteers throughout this process.

via phone at (801) 970-2874 or AJH@GEM.COM

Creating a cost analysis 4/16-4/21

Donor and vendor acquisition 4/21-4/27

Location acquisition 4/29-5/3

Marketing creation 5/3-8/22

Collection of contacts 5/17-7/29

Tournament planning 8/22-8/29

Set up of the fairgrounds 9/7-9/11

basketball team, the Salt Lake City Lakers.

Basketball fair. We will organize the players and their families to

get the word out.

We will create marketing pieces to build up anticipation for the

discount) items for the grill. We will create a checklist of things

that need to be borrowed from families .We will budget to

purchase after we have gone through the checklist.

fees associated with the 2016 basketball season. We endeavor to

raise as much money as possible with the volunteers and resources

available to us through the community. Our goal amount for the

Our high level objectives are to cut development costs by

borrowing from the team families and getting goods donated or

discounted. We will spread the word through a marketing

campaign of flyers, calling friends of family, putting up signs in

our local businesses and making announcements at our local

from the fairgoers will be collected in order to have a pool of

event(s) incentives (tickets) will be offered.

and introduce ourselves to the community. This project is

relatively low cost to us and high impact for the community. It

gives us visibility and helps us establish Group E management as

this fundraising project to help us build our work portfolio.

Milestones Milestone 1: Meeting 90 days before the event to organize

Thursday February 11t h 2016

Milestone 2: Find a suitable location for the fundraiser by

Sunday March 1, 2016

Milestone 3: Due date for local business donations March 6, 2015

Milestone 4: Call the local inflatables company and get

their support by March 7, 2016

Milestone 5: Get t-shirts and other merchandise made by March 11,

Milestone 6: Call local vendors for donation of goods and

services by March 14, 2016

Milestone 7: Get volunteers to help with food, rides, setup,

and cleanup by March 20, 2016

Milestone 8: Contact local news, radio station and local church to

promote the fundraiser by March 25, 2016

Milestone 9: Have fliers printed for the fundraiser by March 27,

by April 11, 2016

Milestone 13: Have the event on April 12, 2016

Budget Since we are working on a charity project we are working to

achieve small costs because of a lot of donated time and products.

Estimated Labor 0 volunteer

Estimated Materials 500