University of Houston-Clear Lake, EMGT5430: High Marks Project Report

This report details the project management plan for the High Marks Silver Anniversary celebration. It encompasses a project charter outlining the project's purpose, objectives, and scope, along with a business case justifying the event. The report includes detailed plans for integration, scope, schedule, cost, stakeholder, communication, risk, resource, and procurement management. Key components are the project charter, executive summary, scope statement, schedule, cost estimates, stakeholder register, risk register, and resource allocation. The project aims to celebrate the company's 25th anniversary, strengthen corporate culture, and improve employee morale. The report outlines project constraints, assumptions, deliverables, acceptance criteria, and a milestone schedule. The budget is set at $262,500, and the project's success will be measured by its ability to meet objectives within budget and schedule. The report also covers the project team's roles and responsibilities, along with the project's critical activities and schedule.

High Marks Silver Anniversary Celebration
Project Report
March 14, 2021
EMGT5430: Professional Project Management
Dr. Jeong Young
University of Houston-Clear Lake
Spring 2021 8W1
Team 1
Team Members:

Table of Contents
1) Team Charter - Who Does What 4
2) Business Case 5
3) Project Charter 5
4) Executive Summary 8
5) Integration Management Plan 8
6) Scope Management 8
7) Schedule Management 11
8) Cost Management 11
1) Units of Measure 11
2) Level of Precision and Accuracy 12
3) Organizational Procedures Links 12
4) Control Thresholds 13
5) Rules of Performance Measurement 13
6) Reporting Formats 14
7) Additional Details 20
Cost Estimate 21
Cost Baseline 1
Cost S-Curve 1
9) Stakeholder Management 2
10) Communication Plan 2
11) Risk Management Plan 2
2) Methodology 3
Risk Identification 3
Risk Analysis 4
Risk Response Planning 5
Risk Monitoring and Control 6
3) Roles and Responsibilities 8
5) Timing 9
6) Risk Categories 10
7) Stakeholder Risk Appetite 10
Risk Register 10
13) Resource Management 0
14) Procurement Management 0

Requirements – For Reference Only, To Be Deleted
● Table of Contents with page number*
● Who does what**
● Business Case (refer to 4.1.1.1)
● Project Charter (refer to 4.1.3.1) - TEAM ASSIGNMENT WK 2
● Results-filled executive summary
● Integration management plan
● Scope management
○ Scope Management Plan (refer to 5.1.3.1)
○ Scope statement (refer to 5.3.3.1) - TEAM ASSIGNMENT WK 2
○ Scope baseline (refer to 5.4.3.1)
● Schedule management
○ Gantt chart/Network Diagram/Critical Path - TEAM ASSIGNMENT WK
4
○ Fast Tracking/Crashing
● Cost management
○ Cost Management plan (refer to 7.1.3.1) - TEAM ASSIGNMENT WK 5
○ Cost estimation/classification (refer to 7.2.3.1) - TEAM ASSIGNMENT
WK 5
○ Time-Phased Budget Allocation (refer to 7.3.3.1) - TEAM
ASSIGNMENT WK 5
○ S-chart
● Stakeholder management
○ Stakeholder register (refer to 13.1.3.1)
○ Stakeholder analysis/engagement plan (refer to 13.2.3.1)
● Communication plan
● Risk management plan
o Risk Management Plan (refer to 11.1.3.1) - TEAM ASSIGNMENT WK 5
o Risk register (refer to 11.2.3.1) - TEAM ASSIGNMENT WK 5
● Quality management
o Quality Management Plan (refer to 8.1.3) - TEAM ASSIGNMENT WK
6
o Quality metrics (refer to 8.1.3.2) - TEAM ASSIGNMENT WK 6

● Resource management
o Resource management plan (refer to 9.1.3.1) - TEAM ASSIGNMENT
WK 7
o Resource requirement (refer to 9.2.3.1) - TEAM ASSIGNMENT WK 7
o Resource breakdown structure (refer to 9.2.3.3) - TEAM ASSIGNMENT
WK 7
● Procurement management
o Procurement management plan (refer to 12.1.3.1)
o Procurement strategy (refer to 12.1.3.2)
o Procurement Statement of Work (refer to 12.1.3.4)
o Source selection criteria (refer to 12.3.5)
1) Team Charter - Who Does What
Section Sub-section Name
Business Case Gladys T.
Results-filled Executive
Summary
Integration Management
Plan
Scope Management
Scope Management Plan
Scope Statement
Scope Baseline
Schedule Management
Gantt Chart/Network Diagram/Critical Path
Fast Tracking/Crashing
Cost Management
Cost Management Plan
Cost Estimation/Classification
Time-Phased Budget Allocation
Stakeholder Management
Stakeholder Register Gladys T.
Stakeholder Analysis/Engagement Plan Gladys T.
Communication Plan

Risk Management Plan
Risk Management Plan
Risk Register
Quality Management
Quality Management Plan
Quality Metrics
Resource Management
Resource Management Plan Reiko H.
Resource Requirement Reiko H.
Resource Breakdown Structure Reiko H.
Procurement Management Procurement Management Plan Louis F.
Procurement Strategy Louis F.
Procurement Statement of Work Louis F.
Source Selection Criteria Louis F.
2) Business Case
● Celebrate 25th years in business
● Recognize the silver anniversary of the company
● Recognize hard working employees
● Adequate funding
● Engagement from all stakeholders
● Accommodations
● Proper time planning
3) Project Charter
Project Start Date: January 30, 2021
Project End Date: July 30, 2021
Project Manager
● Robin Adams; [phone]; [e-mail]

● Director of Human Resources.
● Responsible for planning all activities pertaining to Silver Anniversary Celebration functions.
● Decision authority for all social functions.
● Budget authority for purchases relevant to Silver Anniversary Celebration function, not to
exceed $500,000.
Project Sponsor
● Matt Fuller; [phone]; [e-mail]
● President and Chief Executive Officer.
● Delegated budget authority for the event to Robin Adams.
● Decision authority for any strategic planning content presented to employees.
Project Purpose
High Marks has been in business twenty-five years and the Project Sponsor, Matt Fuller,
wants to gather all the employees together to recognize the silver anniversary of the company.
The purpose of the High Marks Silver Anniversary Celebration Project is to initiate, plan,
execute, monitor and control, and close all activities relative to the silver anniversary celebration
functions.
Project Description
Utilizing a small team of administrative personnel, the High Marks Silver Anniversary
Project Team will plan and coordinate all activities surrounding the celebration of High Marks
25th anniversary. Key deliverables are arranging travel for geographically dispersed employees to
Bethesda, MD for the anniversary functions, arranging space and catering for the functions,
facilitating the functions, and providing anniversary mementos to all employees.
Project Objectives and Success Criteria
The goal is to celebrate the silver anniversary, unveil High Marks’ strategic vision,
strengthen the corporate culture, and improve employee morale. The measurable objectives are:
1. 90% of High Marks’ employees will attend the Silver Anniversary events.
2. Employees will demonstrate an understanding of the strategic direction of High Marks by
100% participation of all attendees in a strategic planning exercise.
3. Employees will establish relationships with cohorts in other geographic districts by
intermingling at Silver Anniversary functions.
4. Employees will have increased morale following the Silver Anniversary events, shown on
the Annual Employee Satisfaction Survey.

Project Requirements
● Arrange for travel and lodging for all employees from their district offices to Bethesda, MD
on July 24th, returning on July 27th.
● Reserve a facility for a welcoming dinner reception to be held on July 24th.
● Reserve a meeting facility for the 25th anniversary celebration to be held on July 26th.
● Coordinate presentations for the celebration.
● Provide audio-visual equipment for the celebration.
● Arrange for catering for the celebration.
● Select, procure, and provide anniversary mementos for each employee.
Project Risks
● If employees lack interest as shown by low attendance, then High Marks will not be able to
share the strategic vision, improve the corporate culture and boost morale.
● If funding is insufficient due to an unanticipated number of attendees or underestimated
event costs, then the project will exceed budget constraints.
● If COVID restrictions continue, including restrictions on travel, meeting spaces, or gathering,
then the meeting will have to be conducted virtually.
● If there is a delay in delivery of mementos, then there will be an additional expense to ship
mementos following the event.
● If the guest speaker is unable to attend, then employee morale will be impacted.
● If an employee is hired after travel arrangements have been made, then additional
arrangements must be made, possibly at a higher cost.
Summary Milestone Schedule
Milestone Date
Project Charter and Scope approved 01/31/2021
Project Kick-off Meeting 02/01/2021
Silver Anniversary plans approved 03/01/2021

Silver Anniversary services contracted 04/01/2021
Silver Anniversary agenda finalized 06/01/2021
Silver Anniversary mementos received 07/01/2021
Silver Anniversary presentations completed 07/15/2021
Silver Anniversary Welcoming Reception 07/24/2021
Silver Anniversary Celebration 07/26/2021
Review invoices and send to Accounts Payable department 08/15/2021
Project closeout documentation approval 08/30/2021
Budget Information
The budget allocated for this project is $262,500. Of the total budget, approximately
$170,000 is budgeted for travel, lodging, and meals, $25,000 for venues and catering, and
$17,500 for anniversary mementos and door prizes. Labor costs associated with planning and
attendance are estimated to be $50,000.
Project Approval Requirements
The Project Sponsor, Matt Fuller, determines project success based upon the degree to
which the project meets its objectives within the cost and schedule guidelines.
Project Exit Criteria
● All Silver Anniversary functions are completed.
● Out-of-town employees arrive home.
● Each employee receives anniversary mementos.

● All contractual commitments to event suppliers are settled, including venue providers,
caterers, memento suppliers, and guest speakers.
Key Stakeholders
● Matt Fuller, President, Chief Executive Officer, and Project Sponsor
● Robin Adams, Director of Human Resources and Project Manager
Roles & Responsibilities
Name Role Position Contact Information
Robin Adams Project
Manager
Project Manager [e-mail]
Matt Fuller Sponsor CEO [e-mail]
Shirley Arbo Advisor Client Representative [e-mail]
Jennifer
Lampkin
Team
Member
Customer Services,
Director
[e-mail]
Timothy
Hernandez
Team
Member
IT, Director [e-mail]

4) Executive Summary
5) Integration Management Plan
6) Scope Management
Project Scope Description
The project team will:
● Make all travel and lodging arrangements.
● Make reservations for the welcoming reception.
● Check-in employees, provide them name badges, present them with an
anniversary memento, and provide door prize tickets when they arrive to the
celebration.
● Facilitate an icebreaker requiring employees to intermingle.
● Produce and show a video reflecting on the past 25 years of High Marks.
● Arrange audio-video support for the celebration.
● Arrange for a guest motivational speaker to speak.
● Facilitate a trivia game with each table of employees competing as a team.
● Facilitate a strategic contribution brainstorming session, including collecting the
ideas, compiling a master list following the meeting, and disseminating the list of
ideas to all employees.
● Arrange for breaks throughout the celebration.
● Manage the meeting by setting the agenda, monitor the time consumed by
speakers, and control the flow of the celebration.
● Process bills from supplier.
● Process travel reimbursement requests from attendees.
● Compare survey results received prior and following the celebration to discern if
employee morale has improved.
Exclusions
The project team will not:
● Be responsible for airfare or lodging other than that arranged by High Marks.
● Cover arrangements or expenses for travel companions.
● Arrange extended stays in DC prior to or beyond July 24-27.
● Reimburse personal expenses incurred beyond the allowed per diem rate.
Project Deliverables and Acceptance Criteria

Project Deliverables Acceptance Criteria
Air travel arrangements Attendees booked on flights by April 1
Instructions for local travel via DC Metro Instructions e-mailed by July 1
Lodging arrangements Reservation confirmed by April 1
Facility reservations for welcoming reception Facility confirmed by April 1
Catering for welcoming reception Catering confirmed by April 1
Meeting facility reservations for celebration Facility confirmed by April 1
Catering arrangements for celebration Catering confirmed by April 1
Audio-visual equipment for the celebration. Equipment confirmed by April 1
Anniversary mementos for each employee Mementos delivered to each employee within
30 days of celebration
Door prizes for attendees Prizes awarded on day of event
Guest speaker arrangements Speaker confirmed by April 1
Attendee check-in services Each attendee display name badge
Icebreaker facilitation services 100% attendee engagement
Strategic contribution facilitation services Employee ideas preserved and disseminated
within 30 days of celebration
Meeting facilitation services All agenda items begin and end as scheduled
Supplier receipt processing Suppliers paid within 30 days of event
Report on celebration impact on employee
morale
Report delivered within 30 days of receiving
survey results
Project Constraints
● Celebration must occur on or near the anniversary date of July 25th.

Assumptions
● COVD restrictions are eased and gatherings are allowed.
● Employees will want to attend.
7) Schedule Management
Schedule Summary – Critical activities shown by red “Yes” in critical column.
WBS Task Name Critical Total
Slack Duration
1 Project Management Activities Yes 0 days 156 days
1.1 Project Initiation Yes 0 days 8.06 days
1.1.1 Project Start Yes 0 days 0 days
1.1.2 Assign Project Manager Yes 0 days 1 day
1.1.3 Form project team Yes 0 days 5 days
1.1.4 Develop project charter Yes 0 days 2 days
1.1.5 Project kick-off meeting No 0.94 days 0.06 days
1.2 Project Planning Yes 0 days 125 days
1.2.1 Develop project plan Yes 0 days 5 days
1.2.2 Identify attendees Yes 0 days 5 days
1.2.3 Project reviews Yes 0 days 124.94 days
1.2.3.1 Project plan review No 0.94 days 0 days
1.2.3.2 Detailed plan review Yes 0 days 0 days
1.2.3.3 Readiness review Yes 0 days 0 days
1.2.4 Update project plan as necessary Yes 0 days 47 days
1.3 Project Execution Yes 0 days 128.94 days
1.3.1 Project Team Meetings No 0.94 days 124 days