Appendix FINAL V2.0

The Charity Drive is a 4 due to the low level of complex requirements and measureable success criteria when compared to the class requirements. Value Creation - This is the only category for comparing the project against each other for the value generated for the stakeholders and the project team. This is also subjective due to lack of quantifiable financial measurements, such as profit creation. The Charity event is an 8 compared to the Homecoming Event's lesser 5 score. Resources - The Homecoming Event is a 6 due to an acceptable level of labor, budget, and sponsor/team commitment to the project. The Charity Drive also received a 6 due to the acceptable level of labor, and sponsor commitment to the project. The budget, however, is an unknown factor due to lack of team knowledge and available data for similar project budgets. Project Decision The dimensional factor weights were multiplied by each of project factor scores to from a weighted project factor score, which was summed to create a total project score. According o the Analysis Score Table above the Homecoming project is a better fit for the class and team requirements and constraints. After presenting this analysis to the professor and the class, the professor showed preference for the Charity Drive project, with increases in the project's scope and timeline to better fit the class requirements. Unfortunately, the sponsors were unwilling to extent the project completion date and increase the scope to a reoccurring series of charity events instead of the original single event. The team therefore adopted the Homecoming Event with the professor's conditional approval, based on weekly work preformed for project progress. Team 2 Project Charter Mark DeBeaulieau Paul Moon

in charge of all funds and disbursements and the following chart is a preliminary calendarized budget. Stakeholder List Stakeholder List Internal Stakeholders Role Interest In Project Pi Alpha Phi Sponsor Successful project completion Alpha Phi Gamma Sponsor Successful project completion UofA Administration Regulation Project compliance within rules Project Team Planning Successful project planning and execution Alumni Guests Event to celebrate and reunite with friends External Stakeholders Vendors Materials To make profit supplying project materials Homecoming Audience Bystanders Noninterference with their events Team Operating Procedures: Meetings : The project team will hold regularly scheduled meetings every Friday at 12 noon within the McClelland Hall Atrium, unless otherwise stated. The meetings will begin on time. Accommodations and changes must be made in advance for late or absent team members. If Description Estimated Date Estimated Cost Drinks 11/1/11 $45 Utensils 11/1/11 $30 Food 10/20/11 $350+ Entertainment Supplies 10/15/11 $50 Total - $475

structure to facilitate team communications with the sponsors and team members during the project life cycle. The structure within the communications plan will provide a clear understanding of the communication methods, requirements, channels of communication, and issues within group planning and sponsors' requirements. The communications plan will also create group cohesion through communication of members' needs, concerns, level of project knowledge, and the tasks that need to be completed in order to provide a successful project outcome to the sponsors. Distribution structure (what information goes to whom, when, and how) Internal Stakeholder Contact Information Matrix Role Name Organization/ Position Contact Information Internal Stakeholders: Sponsor Paul Moon President - Pi Alpha Phi See Project Manager Sponsor Sarah Ahmed President - Alpha Phi Gamma Contact through Project Manager UofA Administration Multiple Departments Consult - www.arizona.edu Team Project Manager Paul Moon Team 2, & Pi Alpha Phi (310) 800-3941 pmoon72@email.arizona.edu Project Associate Mark DeBeaulieau Team 2 (520) 886-4844 marks@email.arizona.edu Project Associate Hyun Park Team 2 (520) 331-1468 eggmoney@email.arizona.edu Project Associate Jake Thompson Team 2 (915) 253-1085 quadz08@email.arizona.edu Alumni Guests E-mail data base Project Communication Matrix Stakeholder Reasonability for Communicates to Method Sponsors Clear instructions of goals and scope Project manager, UofA Administration Push and pull: email, face to face, phone Project Manager Budgeted funds, project planning, task completion, quality Sponsor, project team, vendors, UofA Administration Push and Pull: email, face to face, phone, document sharing Project team Project planning, task completion, quality assurance Project manager, project team, UofA Administration Push and Pull: email, face to face, phone, document sharing UofA Administration Regulation Sponsor, Project Manager & Team Pull: email, face to face, phone Sponsors The sponsors are responsible for the clear communication of their goals, requirements, plans, and other important information to the project manager. The sponsors are also responsible for the timely communication of project changes to the project manager. Sponsors will also communicate quality standards, and approvals, or rejections of deliverables in a timely manner.

templates. Documents should have at least one inch margins and 12pt text font in Times New Roman, Calibri, or similar professional looking font. Headers, bullet points, and/or other identification should be used to separate major and minor topics within the documents for quick reference of information. Professional business language should also be maintained within project documents. Production schedule and resources for producing key project information Document Name Format Estimated Finish Due Date Created by Business Case / Project Prioritization Analysis PowerPoint 8/02/2011 09/07/2011 Team 2 Project Charter Word 9/24/2011 9/28/2011 Team 2 Risk Plan (within Charter) Word 9/20/2011 9/28/2011 Hyun Stakeholder Analysis Word 9/20/2011 12/07/2011 Mark Project Overview PowerPoint 9/23/2011 9/28/2011 Paul Work Breakdown Structure Project 9/29/2011 10/01/2011 Team 2 Gantt Chart Project 9/29/2011 10/01/2011 Team 2 Project Budget Project 9/29/2011 10/01/2011 Paul Meeting Documents (agenda, minutes, issues log) Google doc 10/03/2011 12/07/2011 Team 2 Communication Plan Word 10/03/2011 12/07/2011 Mark Change Management From/ Process Word Template Template Team 2 Procurement Plan Word 10/14/2011 12/07/2011 Paul Human Resources Plan Word 10/21/2011 12/07/2011 Paul Quality Plan Word 10/14/2011 12/07/2011 Paul Project Progress Presentation PowerPoint 11/25/2011 11/28/2011 Team 2 Lessons Learned Word 11/21/2011 12/07/2011 Team 2 Project Notebook Word 12/02/2011 12/07/2011 Team 2 Method for updating the communications management plan The communications plan is intended to be a dynamic document that will change depending on the circumstance and needs of the project. Changes to the communications plan will be through the change request process, or through the issues log and team meeting process outlined above. Escalation procedures

 Created Facebook event page for attendees to confirm RSVP status.  Sent out email invitations to alumni from both organizations through their listservs.  Weekly Lowlights  Email template design and content delayed by 1 day.  Issues  Meeting minutes and other documentation must be completed every meeting from now on, including the full agenda.  Any requests for help  None as of yet October 17, Progress Report 3 Jake Thompson, Hyun Park, Mark DeBeaulieau, Paul Moon  Current status to plan, including status of key milestones  Behind schedule: o Completion of Attendance and Final list of Attendees  Only received 1 RSVP email from the October 6 th email invitation.  Facebook Event attendance is currently (as of October 14 th )  38 attending  1 maybe  4 not attending  58 awaiting reply Given that there are:  A considerable proportion of invitees that click “attending” without actually going  The large proportion of invitees who have not confirmed on Facebook and probably will not among the “awaiting reply”  The low impact RSVP emails received It is apparent we will have to go off of the historical observation of last year’s peak of 55 people and the net flow of new and graduated members to the organization (approximately +12) since last year’s event. Therefore the team will make the executive decision to cater 70 potential attendees.  On Schedule: o Everything else  Ahead of Schedule: o Produce Product Materials List by one day  Weekly Highlights

 Ahead of Schedule: None.  Event Highlights  The homecoming eproject is now complete since it took place on November 5. Attendees seemed pleased during the entirety of the event  Relatively all food and drinks were consumed at the event and therefore did not waste monetary resources.  Exclusivity to food was well handled with only a few outlying incidents by active members being emotional.  Set up and clean up finished faster than expected with even excess helping hands available.  Approximately 64 attendees came to the event, many of which had confirmed online through Facebook.  Event Lowlights  Food became cold halfway through the event o Next year heaters/burners must be implemented as to not make the same mistake  Not as many attendees found the bean bag toss game that engaging, mainly stuck to socializing.  Issues  None  Any requests for help  None November 14th, Progress Report 7 Jake Thompson, Hyun Park, Mark DeBeaulieau, Paul Moon  Current status to plan, including status of key milestones  Behind schedule: None  On Schedule: Event/project has been completed. o Post project review meeting held Friday 11-11-11 o Evaluation of all project deliverables post Homecoming Event  Ahead of Schedule: None.  Event Highlights  Brainstorming session 11-11 what went right and what went wrong with the event  Mistakes: what we should have done, if we could start over

B.1 Tiffany Pei Alpha Phi Gamma B.2 Sarah Ahmed Alpha Phi Gamma B.3 Sydney Lee Alpha Phi Gamma B.4 Phethida Thounsavat Alpha Phi Gamma B.5 Karen Pho Alpha Phi Gamma B.6 Melanie Yun Alpha Phi Gamma B.7 Sherry Bao Alpha Phi Gamma C.1 Tony Tran Pi Alpha Phi C.2 Naweed Sherzada Pi Alpha Phi C.3 Dan Khu Pi Alpha Phi C.4 Jeffrey Han Pi Alpha Phi C.5 Jetson Van Pi Alpha Phi C.6 Ray Ho Pi Alpha Phi C.7 Tom Pham Pi Alpha Phi C.8 Jackson Guan Pi Alpha Phi C.9 Jay Lee Pi Alpha Phi Communication will primarily be conducted through cellular phone calls and text messaging. Tiffany Pei (B.1) will be facilitate most of Alpha Phi Gamma’s communication, more specifically in assigning their task and reminding them of it by the direction of project manager (A.4). Pi Alpha Phi will be notified and assigned roles by (A.4). All of these workers have been contacted and confirmed with the project manager that they would be ready and willing to be at the university at 9:30 AM at the start of the event’s preparation. They have been tasked with meeting the project manager’s car at that time at the Student Union traffic circle to pick up all supplies necessary for the event. A 9 AM phone call reminder will also take place to check on status of worker. Team 2

Homecoming Social 2011 (Final) Gantt Chart .

Homecoming Project Final Budget Expenditures Note: numbers in parentheses are under budget tasks due to the MS Project formula: cost variance =total cost-baseline costs This is not the same as earned value management analysis, where negative values are under budget tasks. ID Task Name Fixed Cost Fixed Cost Accrual Total Cost Baseline Actual Variance 1 1 Homecoming 2011 Project $0.00 Prorated $464.00 $475.00 $464.00 ($11.00) 2 1.1 Plan Project $0.00 Prorated $0.00 $0.00 $0.00 $0.00 16 1.2 Homecoming Execution Deliverables $0.00 Prorated $464.00 $475.00 $464.00 ($11.00) 17 1.2.1 Facebook Event page $0.00 Prorated $0.00 $0.00 $0.00 $0.00 18 1.2.1.1 Compile list of active members and alumni that use Facebook $0.00 Prorated $0.00 $0.00 $0.00 $0.00 19 1.2.1.2 Create event page $0.00 Prorated $0.00 $0.00 $0.00 $0.00 20 1.2.1.3 Send invitations $0.00 Prorated $0.00 $0.00 $0.00 $0.00 21 1.2.1.4 Final head count for cross ref $0.00 Prorated $0.00 $0.00 $0.00 $0.00 22 1.2.1.5 Completion of attendance $0.00 Prorated $0.00 $0.00 $0.00 $0.00 23 1.2.2 E-mail Announcement $0.00 Prorated $0.00 $0.00 $0.00 $0.00 24 1.2.2.1 Gather E-mail Addresses $0.00 Prorated $0.00 $0.00 $0.00 $0.00 25 1.2.2.2 Design E-mail template $0.00 Prorated $0.00 $0.00 $0.00 $0.00 26 1.2.2.3 Send E-mail $0.00 Prorated $0.00 $0.00 $0.00 $0.00 27 1.2.2.4 Receive RSVPs $0.00 Prorated $0.00 $0.00 $0.00 $0.00 28 1.2.2.5 Final list of attendees $0.00 Prorated $0.00 $0.00 $0.00 $0.00 29 1.2.3 Food and Drinks $0.00 Prorated $434.00 $425.00 $434.00 $9.00 30 1.2.3.1 Budget per Person Expenditu $0.00 Prorated $0.00 $0.00 $0.00 $0.00 31 1.2.3.2 Produce Product Materials Lis $0.00 Prorated $0.00 $0.00 $0.00 $0.00 32 1.2.3.3 Gather Estimates from Catere $0.00 Prorated $0.00 $0.00 $0.00 $0.00 33 1.2.3.4 Select Caterer $0.00 Prorated $0.00 $0.00 $0.00 $0.00 34 1.2.3.5 Pay Caterer $400.00 Prorated $400.00 $350.00 $400.00 $50.00 35 1.2.3.6 Purchase Miscellaneous $22.00 Prorated $22.00 $30.00 $22.00 ($8.00) 36 1.2.3.7 Purchase Drinks $12.00 Prorated $12.00 $45.00 $12.00 ($33.00) 37 1.2.3.8 Confirm with vendor food wi $0.00 Prorated $0.00 $0.00 $0.00 $0.00 38 1.2.3.9 Send assigned members to pick up food $0.00 Prorated $0.00 $0.00 $0.00 $0.00 39 1.2.4 Bean Bag Board Construction $0.00 Prorated $30.00 $50.00 $30.00 ($20.00) 40 1.2.4.1 Plan schematics for constructi $0.00 Prorated $0.00 $0.00 $0.00 $0.00 41 1.2.4.2 Purchase building materials $30.00 Prorated $30.00 $50.00 $30.00 ($20.00) 42 1.2.4.3 Build $0.00 Prorated $0.00 $0.00 $0.00 $0.00 43 1.2.4.4 Final check up for completen $0.00 Prorated $0.00 $0.00 $0.00 $0.00 44 1.2.4.5 Deliver to event $0.00 Prorated $0.00 $0.00 $0.00 $0.00 45 1.2.5 Homecoming Day Event $0.00 Prorated $0.00 $0.00 $0.00 $0.00 46 1.2.5.1 Inspect Location and Materia $0.00 Prorated $0.00 $0.00 $0.00 $0.00 47 1.2.5.2 Food Distribution $0.00 Prorated $0.00 $0.00 $0.00 $0.00 48 1.2.5.3 Clean-up Crews $0.00 Prorated $0.00 $0.00 $0.00 $0.00 49 1.2.6 Deliverables Finished $0.00 Prorated $0.00 $0.00 $0.00 $0.00 50 1.3 Closing and Realizing $0.00 Prorated $0.00 $0.00 $0.00 $0.00 51 1.3.1 Evaluation of Project Deliverable $0.00 Prorated $0.00 $0.00 $0.00 $0.00 52 1.3.2 Lessons Learned $0.00 Prorated $0.00 $0.00 $0.00 $0.00 53 1.3.3 Close Project $0.00 Prorated $0.00 $0.00 $0.00 $0.00 54 1.3.4 Project Meetings $0.00 Prorated $0.00 $0.00 $0.00 $0.00 Paul Paul Paul Paul 10/ Paul Team Paul Paul 10/ Paul Team Paul Paul Paul Paul Paul Paul 11/ Jake Paul Mar Paul 11/ 11/ Paul Team 11/ '09 ' 1984 2

Team 2 Change Management Process A change request from should filled out and submitted to the project manager if anyone involved within the project wants/needs to add, modify, change, and/or redesign a project deliverable. The Change Request Form (below) should be used to document the need and impact of the change on the project. In addition to the change request form, the change issue should be included within the issues log and the meeting agenda documents posted on Google Documents. The team project manager and/or the sponsors will approve request(s) to change deliverables as outlined in the Change Request process flow chart on the following page Homecoming Project Change Request Form Submitted by : (name and contact information) Date Request Submitted: Title of Change Request Change Order Number: Change Category: O Scope O Schedule O Cost O Technology O Other Description of change requested: Events that made this change necessary or desirable: Justification for the change/why it is needed/desired to continue/complete the project: Impact of the proposed change on: Scope: Schedule: Cost: Staffing: Risk: Other: Suggested implementation if the change request is approved: Required approvals: Name/Title Date Approve/Reject

Team 2 Change Management Process Submit Change Request Form to Project Manager and/or Team Change request rejected for stated reason. Notify Sponsors of change request and recommendations Have needed resources for project completion? Start Change required for project completion? Will change improve project results? End The request come from sponsor(s)? No Yes Project Team evaluates sponsor(s) change for impact on scope, schedule, cost, and other factors. Sponsors approve, modify and/ or reject change(s)? Yes No Yes Reject Modify No No Update plan with changes Approve Yes A A

Team 2 Risk Plan The following is a list of identified known and known-unknown risks and the predetermined planed response to those risk events, in order of risk probability and severity. This is not an all inclusive list of risks and responses to risks. Homecoming Event Project List of Prioritized Risks Rank Potential Risk Potential Response Risk Responder 1 2 Project Over Budget 3 Labor Shortage (any cause) 4 Paul Moon 5 Facebook page issue(s) Hyun Park 6 Invitation issue(s) Jake Thompson 7 Beanbag Board issue(s) Mark DeBeaulieau 8 Uninvited people at event 9 Bad weather Paul Moon Homecoming Food Deliverable Over Schedule (1) Contact vendor -enforce schedule requirements (2) Void vendor agreement - find another food supplier (3) Purchase unfinished food and cook food or serve cold food at event Project Manager / Sponsor Paul Moon (1) Stay within budget through reprioritization of expenditures (2) Reduce scope to stay within budget (3) Request more funds from sponsors Project Manager / Sponsor Paul Moon (1) Reassign available people (2) Find additional labor from sponsors Project Manager / Sponsor Paul Moon UofA Administration error, problem, or compliance issue (1) Correct error, problem, or compliance issue(s) to UofA satisfaction (1) Redesign / rebuild page (2) Change management - alter plans for deliverable scope or schedule (1) Quality failure - redesign/rebuild (2) Change management - alter plans for invitation scope or schedule (1) Quality failure - redesign/rebuild (2) Behind schedule - compress into available time or cancel deliverable (1) Ask them to leave (2) Escalate to UofA Security Paul Moon or Designated person (1) Protect food and lower impact on event as much as possible (2) Dangerous weather - cancel event Team 2

Risk Plan All non-identified, unknown-unknown risks should be planned by the project team, project manager, or project sponsor in advance when possible. If future risks appear unexpectedly without advance time to plan responses, the project manager or sponsors will handle these risks using good judgment and consideration for stakeholder impact/ concerns. Canceling or altering a deliverable's scope should be the last response available and only taken if all alternative options have failed. Canceling or altering a deliverable's scope under normal circumstances requires a change management request from and change management review process. If extraordinary and immediate circumstances are present, such as dangerous conditions, the project manager, Paul Moon, or sponsors can alter or cancel deliverables as needed to reduce risk to stakeholders. Team 2

Quality Management Plan Overview The quality management plan is designed to insure the acceptability and quality of the deliverables produced within the project's scope requirements. The team's Project Manager Paul Moon, also a project sponsor, will be responsible for communicating the quality requirements to the project team members. Paul is also responsible for testing, inspecting, and approving the quality of the deliverables for the sponsors of the project. Quality Standards for Deliverables Food (Outsourced) The project manager and sponsor, Paul Moon, will select a vendor for food procurement based on cost, sponsor organization members' taste, and quality of the food the vendor will provide. Pre-purchase quality standards will be assessed subjectively based the cleanliness, reliability, and vendor's reputation for taste, and food safety. Those quality factors will be assets when the project manager meets with the food vendor(s) before purchase agreement is undertaken. Finished food will be inspected for quality by Paul Moon or an agent designated by the sponsors. The cooked food will be inspected to assure that the correct quantity (please see procurement plan) is ready for pick-up the day of the event. The condition of the food will also be check to ensure it is properly prepared using the following standards:  Food is properly cooked in order to ensure the safety of the guests.  The food will be randomly sampled by the person designated to pick it up.  The food is adequately warm or cold and covered/sealed to protect against contamination and to ensure freshness. Test method will be a visual inspection.  Food tastes within the acceptable quality standards previously agree upon. For example, food is correct type (chicken, beef, etc.) and seasoned according to the purchase agreement. Drinks and Other Food Related Supplies Paul Moon will be responsible for purchasing the drinks and food related supplies listed in the procurement plan. Quality inspection will be conducted at the point of purchase before the sale takes place. All drinks and food related supplies will be visually inspected to ensure:  Liquid containers are air and water tight (no leaks) for drinks.  Containers have tamer resistant safety seal intact or unbroken packaging.  The drinks are within UA policies (non-alcoholic).  The freshness/spoilage date has not been reached yet. Beanbag Board (Corn hole Toss) Game

The Project Manager will ensure the beanbag (aka corn hole) toss game equipment is constructed as designed within the plans given to the builder and within the procurement plan. The quality of the beanbag board game equipment will be determined in the following manor:  Visual inspection of beanbag boards to ensure they are made to the correct size, shape, and finish requirements described in the Procurement Plan and the Beanbag Boards Plan.  The Beanbag Boards pass a functional test for folding storage and the ability to withstand beanbag impact test, which will be conducted under normal game conditions.  Beanbags will be the appropriate size and shape described in the procurement plan. Team 2

Project Budget and Procurement Plan Beanbag Boards The beanbag boards as described in the Beanbag Boards Plan will need the following materials, tools, and labor to construct: Quantity Raw Materials Labor Cost $ 0.5 Design (Paul, Jake, Team 2) 0 1.5 Purchase materials 0 3 Built from raw materials (Mark) 0 Paint (Sponsors) 0 Quantity hours The project plan estimated total cost for beanbag boards at $50.00; however, materials costs were less than expected due to stock materials owned by the project team members. The saved beanbag board estimated project costs were made available for other project expenses. Food, Drinks, and Utensils

The event will require the following materials for successful implementation. Serving size and quantity consumed by attendees based off of historical observations were the basis for the total amount to be purchased. More than enough food, refreshments, and utensils will be available for each of the estimated 60+ attendees. Prices have been rounded up. Quantit y Materials Cost $ 7 Entrées  2 chow mein  2 fried rice  1 mixed appetizers  1 beef and broccoli  1 orange chicken 400.00 12 Sodas – 2 Liters  4 Coca-Cola  3 Sprite  1 Dr. Pepper  1 Diet Dr. Pepper  1 Diet Coke  1 Orange Slice  1 Grape soda 12.00 1 Mixed plastic utensil set 8.00 1 240 Costco plastic cup set 11.00 1 120 napkin set 3.00 7 Spoons and grilling-tongs 0.00 2 Ice coolers 0.00 The large utensils for serving the food will be provided by the project manager at no additional cost along with the two ice coolers by Alpha Phi Gamma. All supplies and materials will be in the project manager’s vehicle for pick up at the student union for the organizational workers to pick up and carry to the Homecoming tent nearby. Team 2

Lessons Learned Prepared by: Team2 Date: 11/9/2011 Project Name: Alpha Phi Gamma & Pi Alpha Phi Homecoming 2011 Social Project Sponsor: Alpha Phi Gamma, Pi Alpha Phi Project Manager: Paul Moon Project Dates: 9/2/2011 – 11/18/2011 Final Budget: $464 1. Did the project meet scope, time, and cost goals? The project completed all agreed upon deliverables on schedule, met the accepted quality criteria, and performed under budget. 2. What was the success criteria listed in the project scope statement? The success criteria was to register a spot for the event, send out an email invitation, create a Facebook event page, contact and negotiate food from a vendor, organize an entertainment activity, and post an even survey (feedback). 3. Reflect on whether or not you met the project success criteria. The team registered a spot on the mall at a prime location, sent out email invitations to all active members and alumni, created a Facebook event page, secured a food and beverages, created a bean-bag toss game, and got feedback from the project sponsors. 4. In terms of managing the project, what were the main lessons your team learned? The team learned that communication even amongst a few people can get very complicated, Microsoft Project can be a useful tool in planning even the most seemingly simplistic projects, and that planning is the most important difficult of a project instead of the actual execution. 5. Describe one example of what went right on this project. All of the organizational members that were assigned to pick up the supplies the morning of the event were present and ready to help right away. Reminding them of the date through multiple communication channels was critical to this success. 6. Describe one example of what went wrong on this project. Using email to inform attendees did not generate as good of a response as the project team had expected and instead attendees chose to use Facebook more. As to why it was not as effective is attributed to the lack of use of email by attendees. 7. What will you do differently on the next project based on your experience working on this project? Making sure the food deliverable is kept heated will be the main difference but also having more knowledge on Microsoft Project now will improve its effectiveness in the future.