1. Running head: TECHLETIC: PROJECT NARRATIVE
Techletic: Project Narrative
Mitchell Ajimatanrareje, Tony Long, Angela Richmond, Michael Trummel, and Jessica Yan
George Fox University
2. TECHLETIC: PROJECT NARRATIVE
Project Charter
The project charter describes in detail the objective(s) of our project. It acts as an
introduction to the project and illustrates its importance and value proposition. It is important
that the project charter explicitly details the nature of the project, a timeline, who will be
involved, and what the product of the project will be at its conclusion.
Techletic is a 2-day event proposal for Chehalem Parks and Recreation. Our event
proposal creates an obstacle course for children ages 6 – 12 to complete. The obstacle course will
consist of a combination of technological puzzles and physical tasks. The purpose of the event
will be to encourage children to develop a healthy balance between using their technological
devices and playing outside. Through the use of digital puzzles and physical objectives,
Techletic will help children participants develop an exciting connection between being active
and playing games. Recently, through the “Let’s Move” initiative of the First Lady Michelle
Obama, schools and other organizations are creating programs to inspire children to be more
active to fight childhood obesity.
Chehalem Parks and Rec will host the event, inviting children from all local cities of
McMinnville, Sherwood, Wilsonville and Salem. Elementary and Middle Schools will be
involved to maximize the potential of attendance by children and their families. During the
summer, Chehalem Parks and Rec hosts a variety of events for the community that families can
participate in. Techletic will take place the first week (Mon/Tues.) of August. The project will be
developed by five project coordinators and executed by Chehalem Parks and Rec. Partnerships
with local businesses will ease the financial burden on Chehalem Parks and Rec.
Critical to Quality Tree
The Critical to Quality Tree helps to obtain a focus on the main objective of our project and the
measurable to quantify those objectives. This deliverable highlights the reason we are striving to
accomplish the project and how it benefits the major players.
It is important for every member of the project team to understand the why and the who.
These two major points are imperative for the project team’s overall understanding. This
document will ensure that we are all on the same page and understand the motivation for the
project.
Our quality driver is to get the participants (kids) outside to play. Keeping kids active and
healthy is the important “Why” for what we are trying to accomplish. This can be measured by
3. TECHLETIC: PROJECT NARRATIVE
many standards and must show how they are quantified. The performance requirement for the
Techletic event for getting kids outside to play is to time the games and obstacle course to ensure
the events last longer than one hour. The next quality driver is to have a fun experience. The
performance requirement for this is to conduct a customer satisfaction survey after the event
concludes. This will highlight any issues or comments that can be used for future events and can
be assessed for the quality of the experience.
The next participant that will be affected by the event is Chehalem Parks and Rec. The
quality driver for a successful event is the safety of all who participate through the performance
requirement of a minimized number of injuries. The next quality driver for Chehalem Parks and
Rec. will be through financial gain of the event. The performance requirement for this driver is to
give back $6,000 upon completion of all expenses and the event concludes.
The final participant to be affected by the event are the sponsors. The quality driver for
the sponsors will be the perception that the community of participants (parents/children) have of
the sponsors who took part in the event and the quality of their contributions. The post-event
customer satisfaction survey will be the performance requirement for assessing the quality and
validity of the sponsors involved.
Work Breakdown Structure
The work breakdown structure is an overview of the tasks that need to be accomplished. In
our project, we have identified four elements in order to successfully execute the project. These
four elements are:
1. Planning: This section includes: develop the budget, secure the dates and locations of the
event, contact sponsors, search for volunteers, etc. This will help our team to get the big
picture of how the event will look and what we need to prepare for the event.
2. Preparation: This section includes: confirm volunteers, sponsors and vendors, advertising,
set up a trial course, check weather and etc. This allows us to make sure that we have
everything we need on site ready for the event.
3. Event Day: During the event, it is critical to ensure the event goes smoothly and ensure
the safety of the kids. The event day also includes tear-down of equipment and clean up
after the event.
4. TECHLETIC: PROJECT NARRATIVE
4. Review: After the event, we will perform a post-event debrief and write an after-action
report, as well as send out surveys to our clients so that we can make improvements in
future events.
Responsibility Matrix
There are many tasks in the project that need to be accomplished in order and on time.
The responsibility matrix can help a team to identify who is responsible for what task and how
they will be supported. The responsibility matrix also tells the team members how their portion
of the project connects with the project as a whole.
There are four sections in our responsibility matrix, as mentioned in our work breakdown
structure. We assigned each team member to be responsible for different tasks and assigned
others as support required, to be notified, to be consulted or approval required to hold each other
accountable, and accomplish the tasks on time and with quality.
Project Network Diagram
The Project Network Diagram helps us see the critical chain of events and supporting
tasks that help guide us through the project requirements. We can see the entire project and how
each task is connected through the chain. As long as we can solidify our tasks and the order/date
of those tasks with relation to our respective end date, we can create an efficient and effective
Project Network Diagram.
Our Project Network Diagram includes every step of the process for the project and the
order in which they are required to be accomplished. Each step of the process incorporates the
dates in which they start, finish, and who is working on that part of the process. This is where all
project team members can easily see the critical chain.
Our critical chain consists of the following tasks: approach Chehalem, budget, evaluate
costs, confirm pricing, search for volunteers/coaches, contact volunteers/coaches, set-up trial
course and tech, contact trainers, confirm vendors, check weather, sign-up booth/liability
waivers/wristband distribution, storage of equipment, tear down of equipment, post-event
debrief, after action report, and customer satisfaction survey.
Project Schedule
The purpose of a project schedule is to help those involved in the project to understand
best start dates, and latest possible start dates in order to reach the end objective on time. This
graphical representation shows the best timeline of the project to reach a specified deadline.
5. TECHLETIC: PROJECT NARRATIVE
In order to determine the timeline of our schedule, it was most important to identify the tasks that
would take the most time, and identify which team members would be best for those tasks in a
manner that would not strain our resources. In addition, it was very important in the process of
planning our schedule to determine a date when this event would be best accessible to our target
age range.
The best possible schedule for our project would be 134 days, with the main two-day
event occurring during a Monday and Tuesday the first week of August. By scheduling the date
within the summer, more kids ages 6-12 will be available to attend the event. Another reason the
event would best in this timeline is that the weather will be warm. To achieve this possible end
date the project would need to start mid-February.
Project Budget
The purpose of the project budget is to help us understand how much money we will be
spending to complete the project from start to finish. The budgeting process will start with our
team creating a list of everything we will need for the project from start to completion. We will
then take this itemized budget to our partner (Chehalem Parks & Rec.) and go over it with them.
This process will involve a give and take the scenario to come up with the final budget. Budgets
are important to every project so that we can utilize every dollar we have available and stay on
track. Every aspect of our project down to the cent will need to be identified before completing
this.
As noted in the budget, the course materials will cost $5000, 5 ladders at $40 each per
day will cost $400, two 7X3 banners at $47.25 each will cost $94.50, 10 Ipad 4’s at $40 each for
the first day and $15 each the second day will cost $550, a Wix website for free,
marketing/advertising materials will cost $1000 (posters and handouts for schools), $250 for
liability insurance with up to a million dollars in liability, tickets and wristbands will cost $200,
and water for the participants will cost $50. In the case of extreme weather, we will need two
10X20 tents at $130 each, and 30 spray-fan-misters at $4 each. If it is raining or above 95
degrees, we will incur the corresponding costs from either option. Through this process, we will
need $7,544.50 and with the extra costs due to weather extremes, it could be as much as
$7804.50 (with rain) or $7664.50 (with extreme heat).
The budgeting process not only helps us figure out how much money we will need to
complete the project, but also how many hours it will take. In the budget, the amount of
6. TECHLETIC: PROJECT NARRATIVE
volunteer and group hours needed for completion are outlined in detail. Our group will average 6
hours a week (5 people total) for 20 weeks which totals to 600 total hours, dry-run set-up day
will require 20 volunteers for 8 hours for a total of 160 hours, the 2-day Techletic event will
require 40 volunteers for 8 hours each for a total of 640 hours, building the website will take 15
total hours, the marketing/advertising materials and promotion will require a total of 60 hours
across the 20 weeks, and we will also need emergency response and police volunteers for a total
of 32 hours. Through this process, we will need 1507 total hours.
Risk Management Plan
The risk management plan will be imperative to the success of our project. This
document includes risk assessment of our entire plan. It identifies what risks are possible through
our process, the different impacts of each risk, and plans to combat these potential risks. By
identifying risks before they happen, it ensures that we will be able to act proactively instead of
reactively.
The risk management plan highlights seven key areas of the Techletic event that have the
most potential to create problems. The seven key areas are as follows: Lack of sponsor interest,
weather, lack of public interest (minimal number of participants), lack of volunteer participation,
Logistics/course set-up, competing for events, and children safety.
We see the highest amount of risk coming from lack of sponsor interest and lack of
public interest. We plan to combat the first issue by communicating early and often with the
potential sponsors, and by pitching the event in a way that shows its true value to them, the
participants, as well as the community. The second issue we will address by making a website
specifically for the event, reaching out to schools, and explaining the importance to the parents
as to why Techletic is such a special event for their child/children.
A3
A smattering of graphical information coupled with specific details of the project
representing the entire process of the project. The information provided in the A3 gives a
snapshot of the performance of the project. Specific graphical information that is presented in the
A3 for this project is as follows: Goal/Background for Project, Critical to Quality Tree, Project
Budget, and Responsibility Matrix.
7. TECHLETIC: PROJECT CHARTER
Techletic Project Charter
Project Title: Techletic
Project Leader: Angela Richmond
Team Members: Michael Trummel, Jessica Yan, Tony Long, Jim Bernard (Parks Coordinator),
Lynne Patrick (Recreation and Education Coordinator), & Sarah Craft (Recreation Specialist).
Business Case: Increased screen-time spent by children ages 6 – 12 has adverse affects on
childhood development and increased potential for childhood obesity.
Problem/Opportunity Statement: Children ages 6 – 12 need more activities especially during
the summer to be active and spend less time in front of a tablet/computer/phone.
Goal Statement: Create a 2-day event, the first week of August, combining physical tasks and
technology to encourage children to find a balance between playing outside and on their devices.
Project Scope: Team members will meet from 12:30 – 2:00PM every Monday. Team members
will be responsible for developing specific parts of project plan. Existing data on Chahalem
Parks and Rec events will be compiled and assessed for events specifically relating to children.
Stakeholders: Food Vendors, Coaches, Event Coordinators, Supervisors, Security, Field
Physicians, Set-up Staff, Tear-down Staff, Clean-up staff, Attendants, Volunteers, Sponsors &
Chehalem Parks & Rec.
9. TECHLETIC: PROJECT RISK WORK BREAK DOWN STRUCTURE
1.0Planning2.0Preparation3.0EventDays4.0Review
1.1ApproachChehalem2.1ConfirmPricing
3.1Emergencyteamson
station
4.1Post-eventdebrief
1.2Budget2.2ConfirmSponsors3.2Securityonstation4.2After-actionreport
1.3EvaluateCost
2.3Contactcoaches,volunteers,
andnotifysecurity/medicalteams
3.3Coordinatevendors4.3Customersatisfactionsurvey
1.4SecureDates2.4Setuptrialcourseandtech3.4Setupevents
1.5SecureLocation2.5Coachtraining
3.5Sign-upbooth,liability
walvers,wrist-band
distrobution
1.6Contactsponsors,contractors,
developers,DJ
2.6Buildwebsite3.6Storageofequipment
1.7Obstaclecoursespeciakist2.7Advertising3.7Tear-downofequipment
1.8SearchforVolunteers/coaches
2.10Sendinvitationstoschools,
etc.
2.11Confirmparticipants
2.12Confirmvendors
2.13Checkweather
10. TECHLETIC: PROJECT RESPONSIBILITY MATRIX
WBS Elements
ProjectLeader
Corresponant
CreativeTechnical
PartnerRelations
AthleticConsultant
WBS Elements
Angela Jessica Mitchell Micheal Tony
1.1 Approach Chehalem R N N N N
1.2 Budget N R N N N
1.3 Evaluate Cost N R N N N
1.4 Secure Dates A R A A A
1.5 Secure Location A R A A A
1.6
Contact sponsors,
contractors, developers, DJ
N R R N N
1.7 Obstacle course specialist R
1.8 Search for Volunteers/coaches R
2.1 Confirm Pricing N R N N N
2.2 Confirm Sponsors N R N N N
2.3
Contact coaches, volunteers,
and notify security/medical
teams
N R
2.4 Set up trial course and tech N R
2.5 Coach training R
2.6 Build website R
2.7 Advertising S S S R S
2.8 Send invitations to schools, etc. R
2.9 Confirm participants R
2.10 Confirm vendors S R
2.11 Check weather R
3.1 Emergency teams on station R S
3.2 Security on station R
3.3 Coordinate vendors R
3.4 Set up events R S S S S
3.5
Sign-up booth, liability
walvers, wrist-band
distrobution
R
3.6 Storage of equipment S R S S S
3.7 Tear-down of equipment S S R S S
4.1 Post-event debrief S S S R S
4.2 After-action report S S S S R
4.3 Customer satisfaction survey N N N R N
Key: S: Support, N: Must be notified, C:Must be consulted, A:Approval Required
Planning
Event Days
Review
WBS Elements
Preparation
11. TECHLETIC: PROJECT NETWORK DIAGRAM
Approach Chehalem
Start: Mon 2/29/16 ID: 1
Finish: Thu 3/17/16 Dur: 14 days
Res: Anglea
Budget
Start: Fri 3/18/16 ID: 2
Finish: Mon 3/28/16Dur: 7 days
Res: Jessica
Evaluate cost
Start: Tue 3/29/16 ID: 3
Finish: Mon 4/11/16Dur: 10 days
Res: Jessica
Confirm pricing
Start: Tue 4/12/16 ID: 4
Finish: Thu 4/14/16 Dur: 3 days
Res: Jessica
Secure location
Start: Fri 4/15/16 ID: 6
Finish: Mon 4/25/16Dur: 7 days
Res: Jessica
Search for volunteers/coaches
Start: Tue 4/26/16 ID: 9
Finish: Mon 6/6/16 Dur: 30 days
Res: Tony
Contact coaches, volnteers, and notify security/medical teams
Start: Tue 6/7/16 ID: 11
Finish: Fri 6/24/16 Dur: 14 days
Res: Tony
Set up trial course and tech
Start: Mon 6/27/16 ID: 12
Finish: Tue 7/5/16 Dur: 7 days
Res: Tony
Coach trainers
Start: Wed 7/6/16 ID: 13
Finish: Fri 7/8/16 Dur: 3 days
Res: Tony
Build website
Start: Wed 7/6/16 ID: 14
Finish: Thu 7/14/16 Dur: 7 days
Res: Mitchell
Secure dates
Start: Fri 4/15/16 ID: 5
Finish: Tue 4/19/16 Dur: 3 days
Res: Jessica
Contact sponsors, contractors, developers, DJ, and Vedors
Start: Tue 4/26/16 ID: 7
Finish: Mon 6/6/16 Dur: 30 days
Res: Jessica, Mitchell
Obstacle course specialist
Start: Tue 4/26/16 ID: 8
Finish: Fri 5/13/16 Dur: 14 days
Res: Mitchell
Confirm vendors
Start: Mon 7/11/16 ID: 18
Finish: Thu 7/28/16 Dur: 14 days
Res: Mitchell
Coordinate vedors
Start: Fri 7/29/16 ID: 22
Finish: Mon 8/1/16 Dur: 2 days
Res: Mitchell
Check weather
Start: Fri 7/29/16 ID: 19
Finish: Fri 7/29/16 Dur: 1 day
Res: Angela
Confirm sponsors
Start: Tue 6/7/16 ID: 10
Finish: Fri 6/24/16 Dur: 14 days
Res: Jessica
Emergency teams on station
Start: Wed 8/3/16 ID: 20
Finish: Thu 8/4/16 Dur: 2 days
Res: Angela
Security on station
Start: Mon 8/1/16 ID: 21
Finish: Tue 8/2/16 Dur: 2 days
Res: Michael
Set up event
Start: Mon 8/1/16 ID: 23
Finish: Tue 8/2/16 Dur: 2 days
Res: Angela, Jessica, Michael, Mitchell, Tony
Sign-up booth, liability waivers, wrist-band distrobution
Start: Mon 8/1/16 ID: 24
Finish: Tue 8/2/16 Dur: 2 days
Res: Angela
Storage of equipment
Start: Wed 8/3/16 ID: 25
Finish: Wed 8/3/16 Dur: 1 day
Res: Angela, Jessica, Michael, Mitchell, Tony
Tear-down of equipment
Start: Thu 8/4/16 ID: 26
Finish: Fri 8/5/16 Dur: 2 days
Res: Angela, Jessica, Michael, Mitchell, Tony Customer satisfaction survey
Start: Mon 8/8/16 ID: 29
Finish: Mon 8/8/16 Dur: 1 day
Res: Michael
After-action report
Start: Mon 8/8/16 ID: 28
Finish: Mon 8/8/16 Dur: 1 day
Res: Angela, Jessica, Michael, Mitchell, Tony
Post-even debrief
Start: Mon 8/8/16 ID: 27
Finish: Mon 8/8/16 Dur: 1 day
Res: Angela, Jessica, Michael, Mitchell, Tony
Advertising
Start: Fri 7/15/16 ID: 15
Finish: Thu 7/21/16 Dur: 5 days
Res: Michael
Send invitations to schools, etc.
Start: Fri 7/15/16 ID: 16
Finish: Thu 7/28/16 Dur: 10 days
Res: Mitchell
Confirm participants
Start: Fri 7/29/16 ID: 17
Finish: Tue 8/2/16 Dur: 3 days
Res: Michael
Page 1
14. TECHLETIC: PROJECT RISK ASSESSMENT
Potential Failure Mode Effect of Failure Cause of Failure Detection of Failure Solution and/or Control of Failure Risk Failure
Lack of sponsor Interest Not enough capital to fund the event, not
enough vendors for food and drink
1)Not enough effort made into
acquiring them,
2)Not enough excess money for
corporate poor economic
environment
By solidifying sponsors early on
and creating a date where they all
must be confirmed
1)Communication with sponsors early and often in
the process, 2)Offer the best sales pitch as to why
this event is important for them to be involved
withvalue proposition
Moderate
Weather Low volunteer and participant turnout,
possible poor experience
Mother NatureHot weather (Event is
in August) or possible rain
Weather forecast starting a week
before the event
1)The event will be held in August to ensure the
best outcome.
2)We will bring tents in case of rain if the forecast
suggests.
3)Adversely, if the forecast suggests higher than
95, bring fan misters
Moderately Low
Lack of Public Interest (Minimal
Number of Participants)
1)Inability to meet sponsor needs for
business (They will be selling food and
drinks)
2)Lack of proceeds to benefit Chehalem
Parks & Rec
1)Not enough advertising/marketing in
the community
2)Ineffective advertising/marketing
Being on top of ticket sales and
website traffic
1)Creation of website just for the event
2) Reaching out to schools in the area
3) Push the benefit of the event to adults
Moderate
Lack of Volunteer Participation 1)Disorganized and chaotic 2)Children
getting hurt because of lack of supervision
3)Frustrated parents 4)Participant
satisfaction drops significantly
1)Not enough reaching out in
communitypoor recruitment strategy
2)Ineffective pitch to volunteers as to
how the event will benefit the
community
3)Volunteers are sick
Constant communication between
our team and volunteers to keep an
active and updated roster
Extensive and detailed planning before
eventdirections to the event site, update
volunteer roster, constant communication
Low
Logistics: Course Setup 1)No event without the course setup
2)Hurt children if not properly setup
1)Not enough volunteers
2)Poor leadership and lack of direction
3)Lack of proper training
4)Lack of all the pieces showing up on
time
1)Unstable structures 2)Safety
inspection failure
3)Communication with setup team
prior to event
1) Dry run event to get the kinks out
2) Safety Inspection the day before event
3)Communication with setup team prior to event
Moderately Low
Competing Events Inability to attract a large enough crowd to
satisfy charitable and sponsor/vendor
needs
1)Limited monitoring and response to
other events
2)Lack of coordination with other
events
3)Summer camps, sports
Planning and coordination of local
events well before we choose a
date
1)Communicate with Chehalem Parks and Rec
about other events during time period
2)Communicate with local schools and what events
kids participate in
Low
Children Safety 1)Children getting hurt
2)Parent lawsuits
1)No medical staff
2) Unstable structures
3)Not enough volunteer staff
Preparation Partner with medical teams and police department
to help with the event
Moderately Low
