Deliverable 3 final

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HILLSDALE COLLEGE PROJECT TEAM LIBERTY
Greg Rybka: Project Manager
Larissa Clark: Director of Human Resources
Kelli Eddie: Director of Marketing and Sales
Sophie Gorecki: Director of Information Technology
Peter Staab: Director of Operations
Victoria Tran: Director of Finance
“Own It” Campaign

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Table of Contents
SPECTRUM HEALTH OWN IT CAMPAIGN ............................................................................... 1
TABLE OF CONTENTS ................................................................................................................2
PROJECT SCOPE STATEMENT .....................................................................................................3
PROJECT CHARTER ...................................................................................................................4
Project Purpose or Justification....................................................................................................... 4
Measurable Project Objectives and Related Success Criteria .............................................................. 5
High-Level Requirements............................................................................................................... 6
Assumptions............................................................................................................................. 6
Constraints............................................................................................................................... 6
High-Level Project Description and Boundaries .............................................................................. 7
Risks and Constraints.................................................................................................................... 8
Summary Milestone Schedule ........................................................................................................ 9
Summary Budget........................................................................................................................ 10
Stakeholder List .......................................................................................................................... 11
Project Approval Requirements..................................................................................................... 12
STRUCTURE (WBS) ................................................................................................................14
STAKEHOLDER REGISTER .......................................................................................................24
RISK REGISTER ......................................................................................................................27
HIGH-LEVEL TIMELINE WITH DEPENDENCIES AND KEY MILESTONES......................................28
RESPONSIBILITIES ASSIGNMENT MATRIX ................................................................................31
HIGH LEVEL BUDGET.............................................................................................................38
COMMUNICATION MANAGEMENT PLAN .................................................................................39
EXECUTIVE SCORECARD.........................................................................................................48
CHANGE LOG.........................................................................................................................49

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Project Scope Statement
The scope of this project is to create a campaign for Spectrum Health that addresses the rising
cost of healthcare and, more significantly, the prevalence of chronic diseases such as Asthma,
Type II Diabetes, and Obesity among young people. Spectrum ought to authorize this project to
raise awareness about these diseases and encourage young people to take their health as a
serious, personal responsibility. The hope is that educating young people through relationships
and hands-on learning will create a sense of ownership and meaning regarding one’s health.
Additionally, the campaign will strengthen the current positive brand of Spectrum––to care for
and give back to the community. Furthermore, this campaign will assist in exposing individuals
to Spectrums’ various community outreach programs, inviting them to get further involved with
Spectrum Health and all it has to offer. Ultimately, the campaign will address these four aspects:
o Reduce chronic disease and increase incentives created for a healthier lifestyle in
pursuit of Spectrum’s 2020 vision
o Mobile Advertising - increased name recognition
o Assessments that incorporate hands-on learning
o #1 healthcare system in the United States by 2020

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Project Charter
Project Purpose or Justification
The “Own It” Campaign will equip and educate children to live healthier lives.
Spectrum Health is one of the top five healthcare systems in North America, supplying
healthcare to communities across the greater Michigan area. Its healthcare services include
providing insurance, in-patient and outpatient health systems, post-acute care, and contributing
to the health of the surrounding communities. Spectrum Health began with the collective
mission of “improving the health of the communities [they] serve.” This mission is consistent
with their current organizational vision to become the top healthcare provider in the United
States by 2020. To make this vision a reality, Spectrum has to take on a new approach to prevent
and control the chronic diseases young people face.
Due to a societal decline in regards to healthy living, young people have become increasingly
affected by chronic diseases such as Asthma, Type II Diabetes, and Obesity. In order to reach
their vision by 2020, it is essential for Spectrum Health to eliminate the preventable, high costs
that youth will likely pose down the road. Our team proposes that Spectrum Health launch the
“Own It Campaign” that will make them a proactive leader at the forefront of health solutions
for young people.
The campaign will be a multifaceted approach. To prevent chronic disease, they will utilize a
system of education that engages multiple age groups and community organizations. The heart
of the campaign will include a mobile health assessment operation and a high school group that
engages elementary students through a health fair. This will allow young people to learn about
the risks of unhealthy living through hands-on learning.

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Measurable Project Objectives and Related Success Criteria
Measureable Objectives Success Related Criteria Approval
Number of representatives
visiting schools
Our goal is to reach over 100 middle and
high schools collectively through 10
representatives.
School administrators and
CEO
Number of fairs held Host 50 fairs per year with 2
representatives in attendance.
CEO
Number of elementary
schools involved
50 elementary schools per year, reaching
100 in 2 years.
CEO
Name recognition Number of products distributed and
surveys collected.
Marketing department and
CEO
Number of locations RV
visits
RV attends each fair during the school
year. In the summer, an extra 30
locations.
Marketing department and
owners of various
locations
Number of students
participating and
attending fairs
Reach a majority of children in public
schools ages 5 to 18. (at least 62,845
children out of 123,224)
CCAC Community
Commitment Advisory
Committee
Number of students
affected by obesity
Our goal is to see a 15% reduction in
childhood obesity.
Parents
Number of hospital visits
related to chronic disease
hospital visits related to chronic disease.
Hospitals
Number of school
absences related to chronic
disease.
school absences related to chronic
disease.
School administrators

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High-Level Requirements
Assumptions
Our team created a list explicitly stating what is excluded from the project to help manage the
stakeholder’s expectations:
 No actual, direct health care treatment provided––the emphasis, instead, is on prevention.
 No changes made to payment systems.
 No expansion to new counties.
 No merger or sale of Spectrum divisions.
 No investments made in currently owned property.
 No new facilities or real estate built or purchased.
 No new R&D of new drugs or acquisition of new products.
Constraints
There are a number of limiting factors that affect the execution of the Spectrum Health “Own It”
campaign. The stated internal and external restrictions or limitations associated with the project
are listed below:
 The “Own It” campaign will not continue unless the Community Commitment Advisory
Committee (CCAC) approves additional funding of $1,708,000 for the Healthier
Communities action fund for the 3.5-year project.
 All project milestones will be accomplished by 7/31/19.
 The “Own It” campaign will be geographically limited to Kent County alone.
 The project must remain centered around the prevention and education of chronic
diseases among children ages 5 to 18, not actual treatment.

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High-level Project Description and Boundaries
To obtain the goals listed above, we will implement the following five-step phases:
1. Research
a. Develop campaign structure
i. Build social media platform
ii. Purchase RV
iii. Draft literature
iv. Design gear
b. Create outline for talk
c. Design lay out of fairs
d. Hire and train representatives
e. Partner with Mental Health Foundation
f. Contact schools
g. Develop student files to track data for health improvements
h. Create surveys to discover growth in name recognition
i. Design final surveys
2. Launch
a. Introduce social media platform, including #SHownit (Spectrum Health Own It)
b. Send out representatives
c. Distribute gear
d. Begin RV tour
3. Organize
a. Engage with high school students, middle school students, and health clubs to help
organize the fair
b. Select nurses to run stations
4. Host
a. Equip high school students and nurses with the literature, equipment, and other
materials for the fair
b. Send staff/volunteers to elementary schools to help set up
5. Evaluate
a. Send out surveys to the community
b. Analyze results from social media

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Risks and Constraints
Our team has put together a list of risks and constraints that may affect the outcome of the
Spectrum Health “Own It” Campaign.
Scope:
 Failure to gain cooperation from public education system
 Failure to find committed, charismatic speakers
 Failure to partner with Mental Health Foundation
 Lack of cooperation with the public education system
 Parents do not consent to child’s participation
 Lack of high school student volunteer participation and elementary student turnout
Time:
 Misjudge the amount of time is takes to reach milestones
 Delay in receipt of supplies
 Employees resign
Cost:
 Project exceeds expected cost
 Failure to acquire sufficient resources within the project timeline

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Summary Milestone Schedule
Milestones End Date
Research and Complete Project Charter and Scope Statement 2/05/2016
Establish Program within Spectrum (Executive Approval) 4/09/2016
Partner with Mental Health Foundation 4/22/2016
Hire Campaign Staff 5/20/2016
Develop and Plan Campaign Roll out 5/06/2016
Design and Print Campaign Literature 5/27/2016
Train Campaign Staff 6/10/2016
Purchase Campaign Equipment 6/10/2016
Create Outline for Talk and Setup for the Fair 6/24/2016
Contact Schools 7/08/2016
Create Social Media (website, social media platform and accounts), Gear, and Surveys 7/22/2016
Purchase RV 8/10/2016
Wrap RV 8/26/2016
Purchase Medical Equipment for Mobile Health Assessments 9/16/2016
Send out Representatives to Schools 5/19/2017
Organize Fairs with Students 10/06/2017
Host 50 (initial) Health Fairs 5/17/2018
Host (final) 50 Health Fairs 5/17/2019
Issue Final Surveys 5/24/2019
Analysis Data Collected 6/28/2019
Evaluate Results 7/19/2019
Finalize and Campaign Close Out 7/31/2019

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Summary Budget
Expenditures Cost %
10 Representatives $1,190,000 – (10 x 34,000)
per year x 3.5 years
69.67%
Gear $310,000 18.15%
Materials $65,000 3.81%
Risks and Unknown (Cost, Scope, Time) $40,000 2.34%
Design General Material $39,000 2.28%
Vehicle $15,000 0.88%
Set up Campaign Headquarters $10,000 0.59%
Design Station Curriculum $10,000 0.59%
Run Fairs (Travel Cost) $10,000 0.59%
Create Social Media Accounts $8,000 0.47%
CEO delivers Own It Campaign (Launch Event) $5,000 0.29%
Train Representatives $4,500 0.26%
Develop Spectrum Heath release form and
pamphlet
$1,000 0.06%
Design and Distribute Final Surveys $500 0.03%
Total $1,708,000 100%

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Stakeholder List
Spectrum
Health
Project
Manager
Mental
Health
Foundatio
n
Media
Coordination
Staffers
School
Parents Students
Middle &
High
Schools
Elementary
Schools
Teachers

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Needs Authorization:
1. Project Charter
 Project Manager
 Sponsor
2. Roles and Responsibility Matrix
 Sponsor
3. Risks and Issues
 Sponsor
4. Communication Management Plan
 Sponsor
Project Approval Requirements
Project Manager: Greg Rybka
Spectrum Health “Own It” Campaign Team
(330) 400-0906
grybka@hillsdale.edu
Signature: _________________________________
Date Approved: ____________________________
Sponsor: Richard C. Breon
CEO
Spectrum Health
(616) 391-1382
Signature: _________________________________
Date Approved: ____________________________
Example:
Richard C. Breon
Spectrum Health CEO
Spectrum Health
(616) 391-1382
EMAIL
Signature line*
Date line*
*leave blank

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Advisor: CCAC Community Commitment Advisory Committee
Spectrum Health
(616) 391-5000
Signature: _________________________________
Date Approved: ____________________________
Planner: Communications and Marketing
Spectrum Health
(616) 391-1382
Signature: _________________________________
Date Approved: ____________________________
Participants: Teresa Weatherall Neal
Grand Rapids Public School District
(618) 819-2193
Signature: _________________________________
Date Approved: ____________________________

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Work Breakdown Structure (WBS)
1. Project Management
1.a. Initiation
1.a.i. Develop project charter
1.a.ii. Develop project scope
1.a.iii. Deliverable: submit project charter & scope
1.a.iv. Submit project charter & scope for review by sponsor
1.a.v. Acquire project acceptance from sponsor
1.b. Planning
1.b.i. Develop work breakdown structure
1.b.ii. Develop high level timeline
1.b.iii. Develop high level budget
1.b.iv. Develop communication management plan
1.b.v. Develop roles and responsibilities matrix
1.b.vi. Develop stakeholder register
1.b.vii. Develop a risk management plan
1.c. Execution & Control
1.c.i. Control cost
1.c.ii. Manage timeline
1.c.iii. Assure quality of work
1.c.iv. Manage risks
1.c.iv.1. Scope
1.c.iv.1.a. Failure to gain cooperation from public education system

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1.c.iv.1.a.i. Establish a positive relationship with education system before asking for their participation
1.c.iv.1.a.ii. Utilize Spectrum network of community outreach volunteers
1.c.iv.1.b. Failure to find committed, charismatic speakers
1.c.iv.1.b.i. Ensure that Spectrum reaches out to the top speakers in the region
1.c.iv.1.b.ii. Thoroughly assess speakers before hiring (must watch at least one public speaking event prior)
1.c.iv.1.c. Failure to comply with Mental Health Foundation
1.c.iv.1.c.i. Maintain open communication with the Foundation
1.c.iv.1.c.ii. Have bi-weekly phone call check-ins with the Foundation
1.c.iv.1.c.iii. Support Mental Health Foundation events through participation and social media
1.c.iv.1.d. Lack of cooperation with the public education system
1.c.iv.1.d.i. Thoroughly research state protocol for public education system
1.c.iv.1.d.ii. Reach out to at least three other successful school campaigns aimed at improving the health of children in public
schools
1.c.iv.1.e. Parents do not consent to child’s participation
1.c.iv.1.e.i. Send home a pamphlet to the parents explaining about the upcoming health fair
1.c.iv.1.e.ii. Promote the benefits of these health fairs through social media
1.c.iv.1.f. Lack of high school student volunteer participation and low elementary student turnout
1.c.iv.1.f.i. Incentivize high school students with service hours that may count toward graduation and college applications
1.c.iv.1.f.ii. Clearly relay the advantages of the health fairs to elementary school administrators
1.c.iv.1.f.iii. Use social media to convey the importance of participating in this events
1.c.iv.2. Time
1.c.iv.2.a. Misjudge the amount of time it takes to reach milestones
1.c.iv.2.a.i. Delegate tasks so that time is used efficiently
1.c.iv.2.b. Delay in receipt of supplies

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1.c.iv.2.b.i. Place orders well before needed (with at least two weeks extra padding)
1.c.iv.2.b.ii. Order only from reliable companies (don’t sacrifice quality for price)
1.c.iv.2.c. Employees voluntarily resign
1.c.iv.2.c.i. Immediately begin hiring process for new employees
1.c.iv.2.c.ii. Make sure current employees have a voice and are compensated well
1.c.iv.2.c.iii. Foster an encouraging and supportive work environment
1.c.iv.3. Cost
1.c.iv.3.a. Project fails to meet cost expectations
1.c.iv.3.a.i. Keep a ledger of all expenses
1.c.iv.3.a.ii. Ensure that safety fund is available in case of cost-inducing, unforeseen events
1.c.iv.3.b. Failure to acquire sufficient resources within the project timeline
1.c.iv.3.b.i. Ensure a strict observance of the deliverable schedule
1.c.iv.3.b.ii. Have reserve resources on hand (including extra gear, equipment, and literature materials)
1.d. Closeout
1.d.i. Obtain Sponsor Approval
1.d.ii. Reflection on project successes and failures
1.d.ii. Closeout Project
2. Research
2.a. Set up campaign headquarters
2.a.i. Hire Representatives
2.a.ii. Train Representatives
2.b. Gear
2.b.i. Seek out firms that could produce gear

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2.b.ii. Design
2.b.ii.1 T-shirt
2.b.ii.2 Wristbands
2.b.ii.3 Hats
2.b.ii.4 Drawstring bags
2.b.ii.5 Mini-foam footballs
2.b.ii.6 Frisbee
2.b.ii.7 Pencils
2.b.iii. Order mass quantities of each
2.b.iv. Rent storage garage
2.b.v. Develop an inventory system
2.c. Materials
2.c.i. Design General Material
2.c.i.1. Banners
2.c.i.2. School bus wrap
2.c.i.3. Printed materials
2.c.i.3.a. Palm cards
2.c.i.3.a.i. “Own It” campaign and purpose
2.c.i.3.a.ii. Fair and its features
2.c.i.3.b. Stickers
2.c.i.4. Seek out firms for printing materials
2.c.ii. Design Station Curriculum
2.c.ii.1. Conduct thorough research for each station

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2.c.ii.1.a. Develop 3 significant facts to communicate at each station
2.c.iii. Construct stations
2.c.iii.1 Heart station
2.c.iii.1.a. Explain what causes heart disease
2.c.iii.1.b. Pass out gloves for holding the heart
2.c.iii.1.c. Hold a (sheep) heart
2.c.iii.1.d. Show a model of a diseased heart for comparison
2.c.iii.2. Lung Station
2.c.iii.2.a. Display a fake cigarette hooked up to simulated lung on TV
2.c.iii.2.b. Discuss health risks of smoking (and addictions in general)
2.c.iii.3 Mental health station
2.c.iii.3.a. Show “be nice.” video
2.c.iii.3.b. Quick talk on connection between mind, body, and overall health
2.c.iii.3.c. Hand out “be nice.” bracelets
2.c.iii.3.d. Time for questions
2.c.iii.4. Asthma station
2.c.iii.4.a. Have children test lung strength with Deep Breathing Exerciser
2.c.iii.4.b. Inform children on symptoms of Asthma
2.c.iii.4.c. Talk about treatments available with Asthma
2.c.iii.4.d. Talk about risks of not treating Asthma
2.c.iii.5. Obesity
2.c.iii.5.a. Show an example of muscle versus fat on a scale
2.c.iii.5.a.i. Explain that muscle weighs more than fat and fat takes up more space than muscle

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2.c.iii.5.b. Have children touch fake fat
2.c.iii.5.c. Blood pressure screening
2.c.iii.6. Type 2 Diabetes
2.c.iii.6.a. Explain connection between lack of exercise and unhealthy diet which may lead to Type 2 Diabetes
2.c.iii.6.b. Explain symptoms
2.c.iii.6.c. Display a year’s worth of diabetic supplies, this includes:
2.c.iii.6.c.i. Syringes
2.c.iii.6.c.ii. Testing strips
2.c.iii.6.c.iii Blood glucose test needles
2.c.iii.7. Nutrition
2.c.iii.7.a. Explain value of healthy eating
2.c.iii.7.b. Offer a healthy snack at station
2.c.iii.8. Body Mass Index
2.c.iii.8.a. Breakdown of how to perform a BMI test
2.c.iii.8.b. Provide optional BMI test
2.c.iii.8.c. Explain how to properly interpret the test
2.c.iii.9. Physical Activity
2.c.iii.9.a. Flexibility test
2.c.iii.9.b. Individual trampoline
2.c.iii.9.c. Jump ropes
2.c.iii.9.d. Speed ladder
2.c.iii.10. Campaign Station
2.c.iii.10.a. List “OWN IT” objectives

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2.c.iii.10.b. Provide general statistics on childhood diseases
2.c.iii.10.c. Show how to get involved through social media
2.c.iii.10.d. Explain connection between mental health, physical health, and nutrition
2.d. Contact Kent County School Administrators
2.d.i. Meet with the Superintendent of the Grand Rapids Public School District
2.d.i.1. Schedule visits to individual schools in the Grand Rapids Public School District
2.d.i.1.a. Meet with individual elementary, middle, and high school administrators within the Grand Rapids Public School
District
2.d.i.1.a.i. Gain approval to school administrators
2.d.ii. Schedule visits to individual schools outside of the Grand Rapids Public School District to meet with school
administrators
2.d.ii.1. Meet with individual elementary, middle, and high school administrators outside the Grand Rapids Public School
District
2.d.ii.1.a. Gain approval from school administrators
2.e. Vehicle
2.e.i. Shop for an old school bus
2.e.ii. Purchase a bus using the funds allotted in the budget
2.e.ii. Have the bus wrapped with a graphic that includes the logos for both Spectrum Health and the “Own It” campaign
2.f. Develop Spectrum Health release form and pamphlet
2.g. Social Media Platform
2.g.iii. Create Social Media Accounts
2.g.iii.1. Campaign website
2.g.iii.2. Facebook
2.g.iii.3. Twitter

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2.g.iii.4. Instagram
2.g.iii.5. Snapchat
2.g.iii.6. Pinterest
2.g.iv. Develop Content
2.g.iv.1. Create infographics using:
2.g.iv.1.a. Statistics
2.g.iv.1.b. Dates and locations
2.g.iv.2. Create videos for stations as well as campaign advertising
2.g.v. Plan 2 weeks of social media posts for post-launch
3. Launch
3.a. Contact Media Outlet
3.b. Arrange Launch at East Kentwood High School
3.c. Invite Spectrum Families
3.d. Set up event
3.d.i. Strategic Bus placement
3.d.ii. Stage
3.d.iii. Information Booths
3.d.iv. Extras: balloons, microphone, chairs, etc.
3.e. CEO delivers “Own It” Campaign (Launch Event)
3.f. Launch Social Media Campaign
3.f.i. Post on all platforms
3.f.ii. Promote each post for 2 weeks following the launch
4. Organize

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4.a. Campaign Members reach out, engage, and equip
4.a.i. Reach Out to High School Students
4.a.i.1. Inform students on consequences of not owning their health
4.a.i.2. Offer incentives
4.a.i.2.a. Looks good on a college application
4.a.i.2.b. Receive service hours for graduation
4.a.i.3. Target students already involved in health clubs
4.a.ii. Engage Elementary/Middle School Students
4.a.ii.1. Send representative into health classes
4.a.ii.2. Start with an activity
4.a.ii.3. Break into smaller groups
4.a.ii.3.a. Assign a campaign personnel to each group
4.a.ii.4. Distribute release forms to elementary and middle school administration
4.b. Selection of Nurses for fairs
4.b.i. Request a list of retired and currently employed nurses and doctors in Kent County from Spectrum Health
4.b.i.1. Reach out to nurses and doctors to solicit their assistance in this campaign
4.b.i.2 Distribute health fair curriculum to the volunteers
4.b.i.2.a. Emphasize that volunteers include 3 takeaways for each station as well as the medical research provided
5. Host
5.a. Send staff and volunteers to the high schools
5.a.i. Bring the literature, equipment, and other materials needed
5.b. Run fairs
5.b.i. Host 50 (initial) Health Fairs

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5.b.ii. Host (final) 50 Health Fairs
6. Evaluation
6.a. Send out survey to community
6.b. Collect Surveys
6.c. Analyze Survey
6.d. Collect Social Media Data
6.e. Analyze Results from Social Media
6.f. Final Conclusion

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Stakeholder Register
Internal Stakeholders:
Richard C. Breon
Spectrum Health CEO
Project Approval
(616) 391-1382
Richard C. Breon will be the person approving the project including its funding. Since Breon
plays a leading role when it comes to casting the vision for Spectrum Health, he will be the judge
as to whether or not the project aligns with Spectrum’s Health strategic vision and whether or not
it provides a feasible solution to preventing and controlling the chronic diseases young people
face. Breon’s decision on the project marks the instigation or termination of the “Own It”
campaign.
Community Commitment Advisory Committee (CCAC)
Spectrum Health
Advisor(s)
(616) 391-5000
We acknowledge that the Community Commitment Advisory Committee (CCAC), as an
independent community board that monitors the funding for Spectrum Health Healthier
Communities programs and services, is an important stakeholder in our project. Before the
project reaches the CEO our project must first be approved by the Community Commitment
Advisory Committee (CCAC), which acts as a gatekeeper. They will critique the project’s
budget, they will review both the project’s milestones and the Work Breakdown Structure, and
they will shed light on environmental factors that we have not directly addressed. For that
reason, it would act as a resistor stakeholder.
Michael Yoder
Social/Digital Media & Communication Practitioner
Communications and Marketing Department
Spectrum Health
Advisor
(616) 391-1382

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Michael Yoder and the department of communications and marketing at Spectrum Health will
act as a supporter of the campaign. It will help with developing the campaign structure. This
includes: building the social media platform, draft the literature, and designing the gear. The
department has initial impact during the research phase of the project, due to the fact that it is
setting the foundation for the campaign. Once that is complete, the communication and
marketing department is expected to introduce the social media platform during the launch stage.
Greg Rybka
Spectrum Health “Own It” Campaign Team
Project Manager
(330) 400-0906
The project manager acts as the facilitating stakeholder. He will ensure that the project is moving
forward and meets every deadline. He will moderate the meetings and implements suggestions
from other stakeholders, detect assumptions and risks, and resolve conflicts. The project
manager's ability to manage the project without formal authority to hire and fire will prove to be
the difference between success and failure. Overall, the main role of this stakeholder is to align
the vision for the project is in line with Spectrum Health’s 2020 goal of becoming the top
healthcare provider in the United States by 2020.
External Stakeholders:
Jim Ayres
Mental Health Foundation Vice President
Partner
(616) 389-8601
The partnership with the Mental Health Foundation will contribute to the mental health aspect
of creating the overall healthy lifestyle that the campaign is promoting. The foundation will take
part in designing the literature for high school and middle school talks and have a role in creating
one of the booths at the fairs.
Teresa Weatherall Neal
Grand Rapids Public School District Superintendent
Partner
(616) 819-2193

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The public schools could act as a resistor stakeholder. In order to proceed with the Spectrum
Health “Own It” campaign, we need the cooperation and approval from Teresa Weatherall
Neal, the superintendent of Grand Rapids Public Schools. Getting her on board with this project
is key for starting the first phase. We recognize that not all public schools will be willing to
participate. Because of this we are only aiming for at least a majority of the elementary schools,
middle schools, and high schools to participate with this campaign.
Administrators
Public Schools Outside of Grand Rapid School District
Partner
N/A
The public schools could act as a resistor stakeholder. In order to proceed with the Spectrum
Health “Own It” campaign, we need the cooperation and approval from the public schools
located outside the Grand Rapid Public School District. Getting them on board with this project
is vital for beginning the first phase. We recognize that not all public schools will be willing to
participate. Because of this, we are only aiming for at least a majority of the elementary schools,
middle schools, and high schools to participate with this campaign.
We also acknowledge that other stakeholders such as parents, high school students, middle
school students, elementary school students, teachers, and the Kent County community are not
listed above. Nonetheless, they play an important role within this project. The success of the
project is contingent on their support, and because of this we clearly account for them in the
Work Breakdown Structure. Given the difficulty of developing a metric that measures the stated
parties’ support. We acknowledge them here.

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Risk Register

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High-Level Timeline with Dependencies and Key Milestones
WBS Task Name Duration Start Date End Date
Project Management 94 days Wednesday, January 06,
2016
Saturday, April 09, 2016
1.a. Initiation 30 days Wednesday, January 06,
2016
Friday, February 05, 2016
1.b. Planning 28 days Monday, February 08, 2016 Monday, March 07, 2016
1.c. Execution 18 days Tuesday, March 08, 2016 Saturday, March 26, 2016
1.d. Closeout 13 days Sunday, March 27, 2016 Saturday, April 09, 2016
2. Research 102 days Monday, April 11, 2016 Friday, July 22, 2016
2.a. Set up campaign headquarters 7 days Monday, April 11, 2016 Monday, April 18, 2016
2.a.i. Hire Project Team and Representatives 18 days Monday, April 11, 2016 Friday, April 29, 2016
2.a.ii. Train Project Team and Representatives 18 days Monday, May 02, 2016 Friday, May 20, 2016
2.b. Design & Produce Gear 73 days Tuesday, April 19, 2016 Friday, July 01, 2016
2.c. Design and Print Booth Materials 73 days Tuesday, April 19, 2016 Friday, July 01, 2016
2.c.i. Design General Material 45 days Tuesday, April 19, 2016 Friday, June 03, 2016
2.c.ii. Design Station Curriculum 31 days Tuesday, April 26, 2016 Friday, May 27, 2016
2.c.iii. Construct Stations 32 days Monday, May 30, 2016 Friday, July 01, 2016
2.d. Obtain Kent County School Administrators 46 days Friday, July 01, 2016 Friday, July 22, 2016
2.e. Shop for and Purchase Vehicle 25 days Monday, June 06, 2016 Friday, July 01, 2016
2.f. Develop Spectrum Health release form and
pamphlet
9 days Wednesday, June 22, 2016 Friday, July 01, 2016
2.g. Prepare all Social Media Platform 21 days Friday, July 01, 2016 Friday, July 22, 2016
2.g.iii. Create Social Media Accounts 12 days Friday, July 01, 2016 Wednesday, July 13, 2016
2.g.iv. Develop Content 21 days Friday, July 01, 2016 Friday, July 22, 2016

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2.g.v. Social Media posts prepared 9 days Wednesday, July 13, 2016 Friday, July 22, 2016
3. Launch 89 days Friday, July 01, 2016 Wednesday, September 28,
2016
3.a. Contact Media Outlet 68 days Friday, July 22, 2016 Wednesday, September 28, 2016
WBS Task Name Duration Start Date End Date
3.b. Arrange Launch at East Kentwood High School 9 days Monday, August 01, 2016 Wednesday, August 10, 2016
3.c. Invite Spectrum Families 7 days Wednesday, August 10, 2016 Wednesday, August 17, 2016
3.d. Set up event 1 day Tuesday, September 27, 2016 Wednesday, September 28, 2016
3.e. CEO delivers Own It Campaign (Launch Event) 1 day Wednesday, September 28,
2016
Wednesday, September 28, 2016
3.f. Launch Social Media Campaign 1 day Wednesday, September 28,
2016
Wednesday, September 28, 2016
4. Organize 368 days Monday, October 03, 2016 Friday, October 06, 2017
4.a. Campaign Members reach out, engage, and
equip
249 days Monday, October 03, 2016 Friday, June 09, 2017
4.a.i. Reach Out to High School Students 228 days Monday, October 03, 2016 Friday, May 19, 2017
4.a.ii. Engage Elementary/Middle School Students 21 days Friday, May 19, 2017 Friday, June 09, 2017
4.b. Selection and Training of Nurses for fairs 368 days Monday, October 03, 2016 Friday, October 06, 2017
5. Host 588 days Friday, October 06, 2017 Friday, May 17, 2019
5.a. Send staff and volunteers to the high schools 588 days Friday, October 06, 2017 Friday, May 17, 2019
5.b. Run fairs 588 days Friday, October 06, 2017 Friday, May 17, 2019
5.b.i. Host 50 (initial) Health Fairs 223 days Friday, October 06, 2017 Thursday, May 17, 2018
5.b.ii. Host (final) 50 Health Fairs 228 days Monday, October 01, 2018 Friday, May 17, 2019
6. Evaluation 72 days Monday, May 20, 2019 Wednesday, July 31, 2019
6.a. Send out survey to community 4 days Monday, May 20, 2019 Friday, May 24, 2019
6.b. Collect Surveys 19 days Wednesday, June 05, 2019 Monday, June 24, 2019

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6.c. Analyze Survey 17 days Thursday, June 27, 2019 Sunday, July 14, 2019
6.d. Collect Social Media Data 11 days Wednesday, July 17, 2019 Sunday, July 28, 2019
6.e. Analyze Results from Social Media 18 days Monday, July 01, 2019 Friday, July 19, 2019
6.f. Final Conclusion of Result 9 days Monday, July 22, 2019 Wednesday, July 31, 2019

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Roles and Responsibilities Matrix
The following are brief descriptions of each category as defined by the project team.
 Responsible: The persons performing and completing the necessary work
 Accountable: The distinct individual who is answerable to the project manager that
the work is done on time, meets requirements, and is acceptable
 Consulted: The persons who have information necessary to complete the work, and may
also assist in the completion of the task
 Informed: Individuals should be notified when the work is complete

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WBS
CEO,SpectrumProjectManagerDirectorofOperations
DirectorofHumanResources
DirectorofFinanceDirectorofInformationTechnology
andDesign
DirectorofMarketingSocial/DigitalMedia&Communication
Practitioner
RepresentativesSuperintendentforGrandRapids
PublicSchoolsAdministratorsforschoolsoutsidethe
GrandRapidsPublicSchoolDisctrict
VicePresident-MentalHealth
Foundation
CommunityCommitmentAdvisory
Committee
Volunteers
1.a. Initiation
1.a.i. Develop project charter A R R R R R
1.a.ii. Develop project scope A R R R R R
1.a.iii. Deliverable: submit project charter & scope A R R R R R
1.a.iv. Submit project charter & scope for review by sponsor A R R R R R
1.a.v. Acquire project acceptance from sponsor A R R R R R
1.b. Planning
1.b.i. Develop work breakdown structure R A R R R R
1.b.ii. Develop high level timeline R A R R R R
1.b.iii. Develop high level budget R R R A R R
1.b.iv. Develop communication management plan R R A R R R C
1.b.v. Develop roles and responsibilities matrix A R R R R R
1.b.vi. Develop stakeholder register R R A R R R
1.b.vii. Develop a risk management plan A R R R R R
1.c. Execution & Control
1.c.i. Control cost R A
1.c.ii. Manage timeline A R
1.c.iii. Assure quality of work A R
1.c.iv. Manage risks A R
1.c.iv.1. Scope
1.c.iv.1.a. Failure to gain cooperation from public education system R A C C
1.c.iv.1.a.i. Establish a positive relationship with education system before asking for their participation R A R C R C C
1.c.iv.1.a.ii. Utilize Spectrum network of community outreach volunteers R A C C
1.c.iv.1.b. Failure to find committed, charismatic speakers A R
1.c.iv.1.b.i. Ensure that Spectrum reaches out to the top speakers in the region A R
1.c.iv.1.b.ii. Thoroughly assess speakers before hiring (must watch at least one public speaking event prior) R A
1.c.iv.1.c. Failure to comply with Mental Health Foundation A R R
1.c.iv.1.c.i. Maintain open communication with the Foundation R A R
1.c.iv.1.c.ii. Have bi-weekly phone call check-ins with the Foundation R A R
1.c.iv.1.c.iii. Support Mental Health Foundation events through participation and social media R R A C R
1.c.iv.1.d. Lack of cooperation with the public education system A R C R R C
1.c.iv.1.d.i. Thoroughly research state protocol for public education system R A C C
1.c.iv.1.d.ii. Reach out to at least three other successful school campaigns aimed at improving the health of children in public schools R A R I I I
1.c.iv.1.e. Parents do not consent to child’s participation A R C
1.c.iv.1.e.i. Send home a pamphlet to the parents explaining about the upcoming health fair R A
1.c.iv.1.e.ii. Promote the benefits of these health fairs through social media R R A C
1.c.iv.1.f. Lack of high school student volunteer participation and low elementary student turnout A R R R I
1.c.iv.1.f.i. Incentivize high school students with service hours that may count toward graduation and college applications A C C
1.c.iv.1.f.ii. Clearly relay the advantages of the health fairs to elementary school administrators R A C C
1.c.iv.1.f.iii. Use social media to convey the importance of participating in this events R A C R
RolesandResponsibilityMatrix
(RACIChart)
Responsible /Accountable
Consulted/ Informed
Roles and Responsibility Matrix (RACI Chart)

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WBS
CEO,Spectrum
ProjectManager
DirectorofOperations
andDesign
DirectorofMarketing
Social/DigitalMedia&
CommunicationPractitioner
Foundation
Committee
Volunteers
1.c.iv.2. Time
1.c.iv.2.a. Misjudge the amount of time it takes to reach milestones A R R R R R I I I
1.c.iv.2.a.i. Delegate tasks so that time is used efficiently A R R R R R
1.c.iv.2.b. Delay in receipt of supplies R A
1.c.iv.2.b.i. Place orders well before needed (with at least two weeks extra padding) R A C
1.c.iv.2.b.ii. Order only from reliable companies (don’t sacrifice quality for price) R A C
1.c.iv.2.c. Employees voluntarily resign
1.c.iv.2.c.i. Immediately begin hiring process for new employees R A
1.c.iv.2.c.ii. Make sure current employees have a voice and are compensated well R A
1.c.iv.2.c.iii. Foster an encouraging and supportive work environment R A
1.c.iv.3. Cost
1.c.iv.3.a. Project fails to meet cost expectations R R R A R R
1.c.iv.3.a.i. Keep a ledger of all expenses R A
1.c.iv.3.a.ii. Ensure that safety fund is available in case of cost-inducing, unforeseen events R A
1.c.iv.3.b. Failure to acquire sufficient resources within the project timeline R A R
1.c.iv.3.b.i. Ensure a strict observance of the deliverable schedule R A C
1.c.iv.3.b.ii. Have reserve resources on hand (including extra gear, equipment, and literature materials) R A R C
1.d. Closeout
1.d.i. Obtain Sponsor Approval I A R R R R R C
1.d.ii. Reflection on project successes and failures I A R R R R R I I I I I
1.d.ii. Closeout Project A R R R R R
2. Research
2.a. Set up campaign headquarters R A C R
2.a.i. Hire Representatives C R A
2.a.ii. Train Representatives C R A
2.b. Gear
2.b.i. Seek out firms that could produce gear C R C A C
2.b.ii. Design I I A R C
2.b.ii.1 T-shirt I A R C
2.b.ii.2 Wristbands I A R C
2.b.ii.3 Hats I A R C
2.b.ii.4 Drawstring bags I A R C
2.b.ii.5 Mini-foam footballs I A R C
2.b.ii.6 Frisbee I A R C
2.b.ii.7 Pencils I A R C
2.b.iii. Order mass quantities of each I A C R C
2.b.iv. Rent storage garage I R/A C C
2.b.v. Develop an inventory system I A R C
2.c. Materials
2.c.i. Design General Material I I A R C
2.c.i.1. Banners I A R C
2.c.i.2. School bus wrap I A R C
2.c.i.3. Printed materials I A R C
2.c.i.3.a. Palm cards I A R C
2.c.i.3.a.i. OWN IT campaign and purpose I A R C
2.c.i.3.a.ii. Fair and its features I A R C
2.c.i.3.b. Stickers I A R C
2.c.i.4. Seek out firms for printing materials I R C A C
(RACI Chart)
Consulted/ Informed

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WBS
CEO,Spectrum
ProjectManager
andDesign
DirectorofMarketing
Social/DigitalMedia&Communication
Practitioner
Foundation
Committee
Volunteers
2.c.ii. Design Station Curriculum I R A C C
2.c.ii.1. Conduct thorough research for each station I A R
2.c.ii.1.a. Develop 3 significant facts to communicate at each station I A R
2.c.iii. Construct stations I A R C
2.c.iii.1 Heart station I A R C
2.c.iii.1.a. Explain what causes heart disease R/A
2.c.iii.1.b. Pass out gloves for holding the heart R/A
2.c.iii.1.c. Hold a (sheep) heart R/A
2.c.iii.1.d. Show a model of a diseased heart for comparison R/A
2.c.iii.2. Lung Station I A R C
2.c.iii.2.a. Display a fake cigarette hooked up to simulated lung on TV R/A
2.c.iii.2.b. Discuss health risks of smoking (and addictions in general) R/A
2.c.iii.3 Mental health station I A R C
2.c.iii.3.a. Show “be nice.” video R/A
2.c.iii.3.b. Quick talk on connection between mind, body, and overall health R/A
2.c.iii.3.c. Hand out “be nice.” bracelets R/A
2.c.iii.3.d. Time for questions R/A
2.c.iii.4. Asthma station I A R C
2.c.iii.4.a. Have children test lung strength with Deep Breathing Exerciser R/A
2.c.iii.4.b. Inform children on symptoms of Asthma R/A
2.c.iii.4.c. Talk about treatments available with Asthma R/A
2.c.iii.4.d. Talk about risks of not treating Asthma R/A
2.c.iii.5. Obesity I A R C
2.c.iii.5.a. Show an example of muscle versus fat on a scale R/A
2.c.iii.5.a.i. Explain that muscle weighs more than fat and fat takes up more space than muscle R/A
2.c.iii.5.b. Have children touch fake fat R/A
2.c.iii.5.c. Blood pressure screening R/A
2.c.iii.6. Type 2 Diabetes I A R C
2.c.iii.6.a. Explain connection between lack of exercise and unhealthy diet which may lead to Type 2 Diabetes R/A
2.c.iii.6.b. Explain symptoms R/A
2.c.iii.6.c. Display a year’s worth of diabetic supplies, this includes: R/A
2.c.iii.6.c.i. Syringes R/A
2.c.iii.6.c.ii. Testing strips R/A
2.c.iii.6.c.iii. Blood glucose test needles R/A
2.c.iii.7. Nutrition I A R C
2.c.iii.7.a. Explain value of healthy eating R/A
2.c.iii.7.b. Offer a healthy snack at station R/A
2.c.iii.8. Body Mass Index I A R C
2.c.iii.8.a. Breakdown of how to perform a BMI test R/A
2.c.iii.8.b. Provide optional BMI test R/A
2.c.iii.8.c. Explain how to properly interpret the test R/A
2.c.iii.9. Physical Activity I A R C
2.c.iii.9.a. Flexibility test R/A
2.c.iii.9.b. Individual trampoline R/A
2.c.iii.9.c. Jump ropes R/A
2.c.iii.9.d. Speed ladder R/A
2.c.iii.10. Campaign Station I A R C
2.c.iii.10.a. List OWN It objectives R/A
2.c.iii.10.b. Provide general statistics on childhood diseases R/A
2.c.iii.10.c. Show how to get involved through social media R/A
2.c.iii.10.d. Explain connection between mental health, physical health, and nutrition R/A
(RACI Chart)
Consulted/ Informed

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WBS
CEO,Spectrum
ProjectManager
andDesign
DirectorofMarketing
Social/DigitalMedia&Communication
Practitioner
Foundation
Committee
Volunteers
2.d. Contact Kent County School Administrators A R
2.d.i. Meet with the Superintendent of the Grand Rapids Public School District I R A R C/I
2.d.i.1. Schedule visits to individual schools in the Grand Rapids Public School District I R A R C/I
2.d.i.1.a. Meet with individual elementary, middle, and high school administrators within the Grand Rapids Public School District I R A R C/I
2.d.i.1.a.i. Gain approval to school administrators I C A R C/I
2.d.ii. Schedule visits to individual schools outside of the Grand Rapids Public School District to meet with school administrators I R A R C/I
2.d.ii.1. Meet with individual elementary, middle, and high school administrators outside the Grand Rapids Public School District I R A R C/I
2.d.ii.1.a. Gain approval from school administrators I C A R C/I
2.e. Vehicle R A C C
2.e.i. Shop for an old school bus R A C
2.e.ii. Purchase a bus using the funds allotted in the budget C/I A R
2.e.ii. Have the bus wrapped with a graphic that includes the logos for both Spectrum Health and the OWN IT campaign I I C R A C
2.f. Develop Spectrum Health release form and pamphlet C/I R A R R C
2.g. Social Media Platform I I A R C
2.g.iii. Create Social Media Accounts I A R C I
2.g.iii.1. Campaign website A R C I
2.g.iii.2. Facebook R A C I
2.g.iii.3. Twitter R A C I
2.g.iii.4. Instagram R A C I
2.g.iii.5. Snapchat R A C I
2.g.iii.6. Pinterest R A C I
2.g.iv. Develop Content I I/C A R C
2.g.iv.1. Create infographics using I R A C
2.g.iv.1.a. Statistics R R A
2.g.iv.1.b. Dates and locations R R A C
2.g.iv.2. Create videos for stations as well as campaign advertising I R A C
2.g.v. Plan 2 weeks of social media posts for post-launch I R/A C I
3. Launch
3.a. Contact Media Outlet C I C R/A I
3.b. Arrange Launch at East Kentwood High School C A R C C R I I
3.c. Invite Spectrum Families I A R
3.d. Set up event I A R R R
3.d.i. Strategic Bus placement I A C
3.d.ii. Stage I A R R
3.d.iii. Information Booths I A R R
3.d.iv. Extras: balloons, microphone, chairs, etc. I A R R
3.e. CEO delivers Own It Campaign (Launch Event) R I A
3.f. Launch Social Media Campaign I R A C R
3.f.i. Post on all platforms I R A I R
3.f.ii. Promote each post for 2 weeks following the launch I R A I R
4. Organize
4.a. Campaign Members reach out, engage, and equip A/C R R A
4.a.i. Reach Out to High School Students I R A C C
4.a.i.1. Inform students on consequences of not owning their health R A R
4.a.i.2. Offer incentives R A C C
4.a.i.2.a. Looks good on a college application R A
4.a.i.2.b. Receive service hours for graduation R A C C
4.a.i.3. Target students already involved in health clubs R A C C
(RACIChart)
Consulted/ Informed

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WBS
CEO,Spectrum
ProjectManager
andDesign
DirectorofMarketing
Social/DigitalMedia&
CommunicationPractitioner
Foundation
Committee
Volunteers
4.a.ii. Engage Elementary/Middle Schoolers I R A C C
4.a.ii.1. Send representative into health classes I R A C C
4.a.ii.2. Start with an activity R A C C
4.a.ii.3. Break into smaller groups R A C C
4.a.ii.3.a. Assign a campaign personnel to each group C R R A C C
4.a.ii.4. Distribute release forms to elementary and middle school administration I R C A C C
4.b. Selection of Nurses for fairs C C R/A R
4.b.i. Request a list of retired and currently employed nurses and doctors in Kent County from Spectrum Health R/A R
4.b.i.1. Reach out to nurses and doctors to solicit their assistance in this campaign C R/A R
4.b.i.2 Distribute health fair curriculum to the volunteers I A R
4.b.i.2.a. Emphasize that volunteers include 3 takeaways for each station as well as the medical research provided I A R
5. Host
5.a. Send staff and volunteers to the high schools A R/C R
5.a.i. Bring the literature, equipment, and other materials needed R A R
5.b. Run fairs I R A R
5.b.i. Host 50 (initial) Health Fairs I R A R
5.b.ii. Host (final) 50 Health Fairs I R A R
6. Evaluation
6.a. Send out survey to community I A R C C I I I I
6.b. Collect Surveys I R A
6.c. Analyze Survey A R R R R R
6.d. Collect Social Media Data I A R
6.e. Analyze Results from Social Media I R A C
6.f. Final Conculsion of Result I A R R R R R I I I I I I I
(RACIChart)
Consulted/ Informed

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High Level Budget
WBS ID Task Name Type Estimated Cost Funding Mechanism
1.c.i. Manage Risk: Scope Other $13,000.00 Spectrum Health
1.c.ii. Manage Risk: Time Other $13,000.00 Spectrum Health
1.c.iii. Manage Risk: Cost Other $14,000.00 Spectrum Health
2. Research
2.a. Set up campaign headquarters Resource $10,000.00 Spectrum Health
2.a.i. Hire 10 Representatives (10 Reps x $34,000 per year x 3.5 years) Labor $1,190,000.00 Spectrum Health
2.a.ii. Train Representatives Labor $4,500.00 Spectrum Health
2.b. Gear Materials $310,000.00 Spectrum Health
2.c. Materials Materials $65,000.00 Spectrum Health
2.c.i. Design General Material Materials $39,000.00 Spectrum Health
2.c.ii. Design Station Curriculum Materials $10,000.00 Spectrum Health
2.e. Vehicle Equipment $15,000.00 Spectrum Health
2.f. Develop Spectrum Health release form and pamphlet Materials $1,000.00 Spectrum Health
2.g.iii. Create Social Media Accounts Resource $8,000.00 Spectrum Health
3. Launch
3.e. CEO delivers Own It Campaign (Launch Event) Other $5,000.00 Spectrum Health
4. Organize
4.b. Selection of Nurses for fairs (volunteer) Labor $0.00 Spectrum Health
5. Host
5.b. Run fairs Travel Cost $10,000.00 Spectrum Health
6. Evaluation
6.a. Send out survey to community Materials $500.00 Spectrum Health
Total $1,708,000.00

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Communication Management Plan
The Communication Management Plan is an outline designed to organize the project's methods
of communication. The plan aids the communication process between the project stakeholders.
As a whole, the Communication Management Plan sets out the meetings that will occur
throughout the course of the project, including the Research, Launch, Organize, Host, and
Evaluate stages. The plan describes the message relayed in each meeting and identifies the
information needed, such as an agenda, schedule, or report. In addition to this, the plan
designates who is responsible for each meeting and who the audience is. The frequency of each
meeting is also denoted in the Plan as well as the method utilized to best reach the audience.
The Project Manager's role will be to diligently facilitate the communication occurring
throughout the course of the project. The project team and representatives will not only remain
informed themselves, but also actively engage in communication with their fellow team members
by utilizing the Plan. Clear communication is crucial in order for the project to be successfully
carried out, and the Communication Management Plan will guide this pursuit.

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Communication Plan Matrix
Stage Meeting Message Method Responsible Audience Information Frequency
Research Project Kickoff
Meeting
To introduce the
campaign, select key
members
Face-to-Face Project
Manager
Project Sponsor,
Project Support
(Communication
Practitioner),
CCAC
Agenda Once
Project
Research
Develop campaign
structure
Manager
Project Team Agenda Daily until
launch
Curriculum
Meeting
Develop campaign
curriculum
Face-to-Face,
Google Docs
Project
Manager
Project Team,
Doctor
Curriculum Daily until
complete
Project Budget
Meeting
Develop campaign
budget and ensure
finances stay balanced
Email, Google
Docs
Project
Manager
Project Team,
Project Support
(Director of
Finance,
Planning, and
Analysis),
CCAC
Agenda,
Budget
Report
Monthly
Meeting with
Representatives
Distribute curriculum
and explain the
project.
Face-to-Face,
Email
Project
Manager,
Project Team
Representatives Agenda,
Curriculum
Once
Contact schools Share campaign
purpose and propose a
visit and fair
Voice call or
face-to-face
Project Team School
Administrator
Schedule Reach all
schools listed
Launch Meeting with
Mental Health
Foundation
Develop partnership
and discuss their role
in our campaign
Manager
Mental Health
Foundation
Agenda,
Curriculum
Monthly

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Launch Meeting Explain program and
curriculum to
volunteers, ensure
goals are conveyed
Manager
Project Team,
Representatives
Agenda Once
Social Media Spread campaign
awareness
Social Media
Outlets
Project
Manager
Project Team Agenda Weekly,
monitored
daily
Organize &
Host
Gear
Distribution
Spread campaign
awareness
Face-to-Face Project Team Representatives,
Mental Health
Foundation
Agenda Bi-weekly
Project Team
Meeting
Review campaign
progress
Face-to-Face,
email
Project
Manager
Project Team Agenda Bi-weekly
Management
Newsletter
Inform project
members of upcoming
events and goals
achieved
Newsletter Project
Manager
Project Team,
Project Sponsor
Newsletter Monthly
Evaluate Volunteer
Meeting
Keep volunteers up to
date with campaign
objectives
Face-to-Face,
email
Representatives Volunteers Agenda,
Curriculum
As needed
Project
Evaluation
Meeting
Review surveys and
overall progress
Manager
Project Team,
Representatives
Agenda,
Surveys
Once
Project
Closeout
Meeting
Final reception Face-to-Face Project
Manager
Project Team,
Representatives,
Volunteers
Campaign
success
Once

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Communication Plan Directory
Role Name Title Email Phone
Project Sponsor Richard C. Breon CEO, Spectrum richard.breon@spectrumhealth.org 616-391-1382
Project Manager Greg Rybka Project Manager grybka@hillsdale.edu 330-400-0906
Project Team Peter Staab Director of
Operations
pstaab@hillsdale.edu 402-310-6372
Project Team Larissa Clark Director of Human
Resources
lclark@hillsdale.edu 260-449-5076
Project Team Victoria Tran Director of Finance vtran@hillsdale.edu 949-885-6299
Project Team Sophie Gorecki Director of
Information
Technology and
Design
sgorecki@hillsdale.edu 248-396-4529
Project Team Kelli Eddie Director of
Marketing
keddie@hillsdale.edu 616-443-5892
Project Support Michael Yoder Social/Digital Media
& Communication
Practitioner
myoder@spectrumhealth.org 616-391-1382
Project Support CCAC Community
Commitment
Advisory Committee
benjamin.oldsiii@spectrumhealth.org 616-267-0800
Superintendent for Grand
Rapids Public Schools
Teresa Weatherall
Neal
Superintendent -
Grand Rapids Public
School District
communications@grps.org 616-819-2193
Representatives All All Unknown Unknown
Volunteers (Retired Nurses) All All Unknown Unknown

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Administrators for schools
outside the Grand Rapids Public
School District
All All Unknown Unknown

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Assumptions
As the Communication Management Plan was developed, certain assumptions were made. Though the Plan and its
assumptions have been carefully thought out, each assumption made poses a risk to the success of the project.
Because of this, it is crucial for the project team members and representatives to understand what these
assumptions are in order to control the risks in whatever way possible. The assumptions are as follows:
 Project manager oversees communication consistently
 Meetings can be held at a central location
 All project members have access to internet
 Google Docs will be the main tool utilized to share information
 Changes in agenda can be communicated effectively to all campaign members
 Curriculum will be printed and distributed to all campaign members
 Finances are documented and clearly communicated
 Spectrum Health can maintain consistent communication with Mental Health Foundation
 Project team has access to social networks
 Project manager can gather accurate information for the newsletter
 Volunteers attend meetings or check in with representatives
 Surveys are returned and include honest feedback
Constraints
With these assumptions in mind, certain factors shape the communication possibilities and determine the
communication efforts throughout the project. The communication that will occur throughout the project must
remain within the project's approved budget, timeline, and resources. The Project Manager is responsible for
ensuring that all communication follows the Communication Matrix. Even so, certain limitations impact how
effective communication will be. The possible constraints are as follows:
 Clear communication is not maintained by Project Manager and project team
 Project team and representatives may work in separate locations
 Technological complications prevent effective communication
 Project team and representatives do not check email or Google Docs as frequently as necessary
 Unforeseen costs in maintaining online platforms affect budget
 Personal contact information cannot be released
 Government regulatory policy prevents reasonable communication with schools and students
 Spectrum Health’s organizational policies prevents effective communication

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Communication Methods & Technologies
While developing the Communications Plan, multiple factors contributed to the methods and technologies
implemented/chosen. The project team agreed that, as a policy, notifications for meetings will be sent via email no
less than 24 hours in advance, as to allow team members adequate time to prepare for meetings. Furthermore,
action items and assignments will be posted on Google Docs to allow for universal access. The Director of
Information Technology and Design will be in charge of maintaining and organizing utilized online platforms and
all shared data. Moreover, aspects of each phase will be divided among team members. This ensures that each
team member will be individually responsible and can be held accountable while working collectively. A
newsletter will be distributed to all relevant stakeholders on a monthly basis. The project manager is responsible
for ensuring the delivery of monthly documents.
The various methods of communication have been chosen for specific reasons: Face-to-face meetings
ensure that miscommunication is kept to a minimum. This is the preferred means of communication within the
project team as it is conducive to vision casting and open discussion. Using Google Docs as a file-sharing platform
is not only beneficial because it is free but also because it is accessible to everyone on the project team at all times.
Phone calls are another tool at the team’s disposal that easily connects members and representatives in
conversation even though they may be separated geographically. Additionally, the newsletter will condense all
relevant information about campaign successes and upcoming events in an easy to read format.

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Communications Matrix Dictionary
Term or Acronym
Project Sponsor The Project Sponsor holds ultimate authority over the Project, which includes authorizing the project
charter and scope as well as providing the project funding. The project sponsor represents the client
organization as a whole. The project sponsor will be given a monthly newsletter, all agendas, and
meeting minutes. The sponsor will attend the kickoff meeting, budget meeting, and closeout meeting.
Project Manager The Project Manager is the person assigned by Spectrum Health who is responsible for achieving the
project objectives through guiding the project team.
Project Team The project team includes the four people hired as campaign staff. Their responsibilities include:
research and developing the curriculum, recruiting representatives, scheduling visits and fairs.
Overall, the project team is the liaison between Spectrum Health and the schools and they oversee the
implementation of the project.
Project Kickoff Meeting The kickoff meeting will introduce the campaign, convey its importance, and select a project manager
and a project team.
Project Research The goal of project research is to develop the campaign structure.
Curriculum Meeting This meeting is strictly dedicated to developing the campaign curriculum.
Curriculum The curriculum is necessary for unifying the message of the health fairs across the county.
Project Budget Meeting The project budget meeting outlines the allotted funds for each aspect of the project. During this time,
measures will be set to ensure finances stay balanced.
Meeting with Representatives The project team will meet with their selected 10 campaign representatives, distribute the curriculum
and explain the project.
Mental Health Foundation The Mental Health Foundation is an organization founded to bring awareness to communities about
mental health and its important role in leading a healthy life. Their partnership with Spectrum Health,
including advocacy of the campaign and participation in the health fairs, will help complete the “Own
It” campaign.

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Launch Meeting This meeting will launch the campaign, unite all members involved in the project, and provide a clear
vision of the campaign's goals.
Social Media The utilization of Facebook, Twitter, and Instagram will help spread campaign awareness.
Gear Distribution The utilization of t-shirts, wristbands, hats, drawstring bags, mini-foam footballs, frisbee, and pencils
will help spread campaign awareness.
Management Newsletter This periodical will be developed by the project team to inform the project members of upcoming
events, achieved goals, and track the overall progress.
Volunteer Meeting The representatives will invite volunteers to attend meetings in order to keep them up to date with
campaign objectives and explain their role in the process.
Project Evaluation Meeting The project evaluation meeting is crucial in determining the campaign's success. During the meeting,
the project team will review surveys and overall progress.
Project Closeout Meeting The project closeout meeting will highlight the project's successes and celebrate the team's dedication.
Google Docs Google Docs is an online platform designed for groups to share information and collaborate on
documents.
Stakeholders A stakeholder is an individual, group, or organization who may affect, be affected by, or perceive
itself to be affected by a decision, activity, or outcome of a project.
Work Breakdown Structure The complete breakdown of every phase of the project scope into implementable and achievable
tasks.
CCAC The Community Commitment Advisory Committee is an independent community board responsible
for monitoring the funding of programs and services dedicated to underserved residents of West
Michigan. As one of their top goals to help prevent and self-manage chronic diseases, their strategies
include improving access to healthcare, building healthier families, and connecting community
members to resources.

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January 6, 2016 July 21, 2019 $1,708,000
Detailed Progress by Milestone
Activity Start End % Status
Initiation 01/06/16 02/05/16 100% Completed
Planning 02/08/16 03/07/16 100% Completed
Execution 03/08/16 03/26/16 90% In Progress
Closeout 03/27/16 04/09/16 0% Not Started
Research 04/11/16 07/22/16 0% Not Started
Scope Risk Budget Schedule
In Progress •
On Track
On Track On Track In Progress •
On Track
End DateStart Date
Project Overview
Project Scope: Create a campaign for Spectrum Health that addresses the
rising cost of healthcare and, more significantly, the prevalence of chronic
diseases such as Asthma, Type II Diabetes, and Obesity among young
people.
Project Sponsor: Spectrum Health
Project Manager: Greg Rybka
Accomplishments:
 Completed Initiation and Planning Stages
o Project Charter & Scope
o Work Breakdown Structure
o Communication Management Plan
Objectives for Next Period:
 Finalize Full Project Book
 Deliver Summary Report
Issues and Risks
001—Failure to gain cooperation from public education system (25%)
003—Failure to partner with Mental Health foundation (20%)
007—Misjudged the amount of time it takes to reach a milestone (10%)
Current Status In Progress • On Track Project State ExecutionBudget
Executive Scorecard

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Change Log
 The change log identifies the updates made to previously submitted deliverables
 The change log addresses feedback and corrections noted on previous deliverables
 The change log is consistent and easy to follow
The change log includes a change ID number, description, submission date, submitted by
information and disposition.

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Change Log
Change
ID Category Document Description of change Submitted
Submission
Date Status Disposition Date Approval
Identifier
From the
change
request
Document
where change
is made
Described the proposed
change
Person
requesting
the change
Date change
was submitted
Open,
Closed,
Pending,
Etc.
Approved,
Deferred or
Rejected
Date Change
Was Approved
1 Stages Scope
Move development of station
curriculum from Organize
phase to Research phase Greg Rybka 2/29/16 Pending
2 All Elements
Charter &
Scope
Purchase school bus instead
of an RV Peter Staab 2/29/16 Pending
3 Phases Scope
High school precedes
elementary Greg Rybka 2/29/16 Pending
4 All Elements Scope
The middle school students
will be attending the fairs
rather than hosting them, as
was previously stated in the
charter and scope Greg Rybka 2/29/16 Pending
7 Budget Charter
Remove hiring campaign staff
from budget Victoria Tran 2/29/16 Pending
8 Assumption Scope
Assumption: Our project
management staff will
become our campaign staff Greg Rybka 2/29/16 Pending
9 Assumptions Scope
Assumption: Our campaign
headquarters will exist at
Spectrum Greg Rybka 2/29/16 Pending
10
Business
Purpose and
Justification Charter
Remove the mobile health
assessment aspect of the
campaign Greg Rybka 2/29/16 Pending
11 Research Scope
Fairs will include 10 stations,
as opposed to 11 - Removed
hygiene station Peter Staab 2/29/16 Pending

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Change
ID Category Document Description of change Submitted
Submission
Date Status Disposition Date Approval
12 Risks
High Level
Risks
Lack of cooperation at the
public education system Larissa Clark 3/11/16 Open
13 Risks
High Level
Risks
Remove the participation of
elementary students from the
concerns with student
participation – Because
elementary school
participation is contingent
upon the risks associated
with parents and schools Greg Rybka 3/11/16 Open
14
High Level
Timeline with
Dependencies
High Level
Timelines with
Dependencies
Start Date for the Launch
event was changed from
7/1/2016 to 7/22/16 Peter Staab 3/11/16 Open
15 N/A N/A
Change titles of Project Team
members Greg Rybka 3/11/16 Open

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