2015_08_27_Lessens_Project5_Compilation_v3

PM 4799: LESSENS’ PROJECT PART 5: VERSION 3
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IN-THE-BAG BOOK BAG DISTRIBUTION PROGRAM
Project Part 5: Version 3
Michael F. Lessens
ITT Technical Institute
PM 4799 – Project Management Capstone
Jason Wilson
August 27, 2015

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Document Control
Document Information
Information
Document Id Project Part 1: Project Charter
Document Owner Michael F. Lessens
Issue Date 08/20/2015
Last Saved Date 08/27/2015
File Name Lessens_Project5_Compilation_v3.docx
Document History
Version Issue Date Changes
[1.0] 07/12/2016 Project Charter Developed
[2.0] 07/14/2015 Project Charter revised according to PMBOK® Standards
[3.0] 08/10/2015
Project Charter and other documents compiled according to
PMBK® Standards
[4.0] 08/17/2015 Project Compilation according to PMBOK® Standards
[5.0] 08/25/2015 Project Compilation according to PMBOK® Standards
[6.0] 08/27/2015
Project Compilation updated according to PMBOK®
Standards and APA® Standards

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Document Approvals
Role Name Signature© Date
ProjectSponsor
Grand Rapids Public Schools Title 1
Supervisor
Mrs. Loretta
English
ProjectReview Group
Meijer Foundation
DeVos Foundation
Mr. Dirk Hoffins
ProjectManager©
Book Bag Project Michael F.
Lessens
Volunteer Manager
GRPS Community and Student
Affairs Director
Mr. Mel Atkins
ProcurementManager
Communication Manager
ProjectOffice Manager

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Table of Contents
IN-THE-BAG BOOK BAG DISTRIBUTION PROGRAM ........................................................1
Document Control.....................................................................................................................2
Document Information ............................................................................................................. 2
Document History .....................................................................................................................2
Document Approvals................................................................................................................3
Table of Contents......................................................................................................................4
Project Charter............................................................................................................................12
Project Title:.............................................................................................................................12
Project Sponsor.......................................................................................................................12
Project Manager......................................................................................................................12
Date Prepared.........................................................................................................................12
Project Customer ....................................................................................................................12
Project Purpose.......................................................................................................................12
Project Description..................................................................................................................12
High-Level Requirements......................................................................................................13
High-Level Risks.....................................................................................................................13
Project Success Criteria ........................................................................................................14
Summary Milestones..............................................................................................................15
Budget Summary....................................................................................................................15
Stakeholders............................................................................................................................16
 Grand Rapids Public School District Title 1 Eligible Students (K-12)........................... 16
 Michigan Residents........................................................................................................ 16
 City of Grand Rapids, Michigan ..................................................................................... 16
 Businesses.....................................................................................................................16
 Labor Sources................................................................................................................ 16
 Nonprofit Foundations.................................................................................................... 16
Stakeholder register...................................................................................................................17
Project Manager Authority Level ..........................................................................................19

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 Project team personnel:................................................................................................. 19
 Monetary Management and Variance: .......................................................................... 19
 Stakeholder Dispositions: .............................................................................................. 19
 Technical Resolutions:................................................................................................... 19
Conflict Resolution..................................................................................................................20
Escalation Plan for Authority Limitations.............................................................................20
Approvals .................................................................................................................................21
Work Breakdown Structure.......................................................................................................22
Scope Management Plan..........................................................................................................37
Introduction..............................................................................................................................37
Scope Management Approach.............................................................................................37
Roles and Responsibilities....................................................................................................38
Scope Definition......................................................................................................................39
Project Scope Statement.......................................................................................................39
Scope Verification...................................................................................................................40
Scope Control..........................................................................................................................41
Sponsor Acceptance ..............................................................................................................42
Cost Management Plan.............................................................................................................43
Introduction..............................................................................................................................43
Cost Management Approach................................................................................................43
Measuring Project Costs........................................................................................................44
Reporting Format....................................................................................................................44
Cost Variance Response Process .......................................................................................45
Cost Change Control Process ..............................................................................................45
Project Resources (Estimated Cost at Completion/EAC) ................................................46
...................................................................................................................................................46
Project Budget (Estimated Cost at Completion/EAC).......................................................47
Budget Summary....................................................................................................................47
Quality management plan.........................................................................................................37

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Introduction..............................................................................................................................37
Quality Management Approach............................................................................................37
Quality Requirements / Standards .......................................................................................39
Product Quality......................................................................................................................39
Process Quality .....................................................................................................................40
Process Quality, cont’d.......................................................................................................... 41
Quality Control.........................................................................................................................42
Quality Control Measurements .............................................................................................44
Quality Assurance Log.......................................................................................................... 44
Quality Control Log................................................................................................................ 44
Change Management Plan.......................................................................................................57
Introduction..............................................................................................................................57
Change Management Approach ..........................................................................................57
Definitions of Change.............................................................................................................58
Change Control Board ...........................................................................................................59
Roles and Responsibilities....................................................................................................60
Project Sponsor:....................................................................................................................60
Project Manager: ................................................................................................................... 60
Project Team/Stakeholders:.................................................................................................. 60
Change Control Process........................................................................................................61
Human Resource Management Plan......................................................................................63
Responsibility Assignment Matrix ........................................................................................63
Project Title:...........................................................................................................................63
In-the-Bag Book Bag Distribution.......................................................................................... 63
Date Prepared: ......................................................................................................................63
August 10, 2015 ....................................................................................................................63
Person 1.........................................................................................................................63
Person 2.........................................................................................................................63
Person 3.........................................................................................................................63

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Person 4.........................................................................................................................63
Etc...................................................................................................................................63
Roles, Responsibilities, and Authority................................................................................... 64
Project Organizational Structure........................................................................................... 64
Staffing Management Plan....................................................................................................65
Staff Acquisition.....................................................................................................................65
Staff Release.........................................................................................................................65
Resource Calendars.............................................................................................................. 65
Training Requirements .......................................................................................................... 65
Rewards and Recognition..................................................................................................... 65
Regulations, Standards, and Policy Compliance.................................................................. 65
Safety.....................................................................................................................................65
Communications Management Plan.......................................................................................66
Introduction..............................................................................................................................66
Communications Management Approach...........................................................................66
Communications Management Constraints .......................................................................67
Stakeholder Communication Requirements.......................................................................68
Roles.........................................................................................................................................69
Project Sponsor.....................................................................................................................69
Program Manager.................................................................................................................. 69
Key Stakeholders .................................................................................................................. 69
Change Control Board........................................................................................................... 69
Customer...............................................................................................................................69
Project Manager ....................................................................................................................70
Project Team .........................................................................................................................70
Steering Committee............................................................................................................... 70
Technical Lead ......................................................................................................................70
Project Team Directory..........................................................................................................71
Communication Methods and Technologies......................................................................72
Communications Matrix .........................................................................................................73
Communication Flowchart.....................................................................................................74

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Guidelines for Meetings .........................................................................................................75
Meeting Agenda ....................................................................................................................75
Meeting Minutes ....................................................................................................................75
Action Items...........................................................................................................................75
Meeting Chair Person............................................................................................................ 75
Note Taker.............................................................................................................................75
Time Keeper..........................................................................................................................76
Parking Lot.............................................................................................................................76
Communication Standards....................................................................................................77
Kickoff Meeting ......................................................................................................................77
Project Team Meetings ......................................................................................................... 77
Technical Design Meetings ................................................................................................... 77
Monthly Project Status Meetings........................................................................................... 77
Project Status Reports .......................................................................................................... 77
Communication Escalation Process ....................................................................................78
Glossary of Communication Terminology...........................................................................79
Risk Management Plan .............................................................................................................81
Risk Identification....................................................................................................................81
Definition................................................................................................................................81
Categories .............................................................................................................................81
Risks......................................................................................................................................82
Risk Quantification..................................................................................................................84
Likelihood...............................................................................................................................84
Impact....................................................................................................................................85
Priority....................................................................................................................................86
Risk Plan..................................................................................................................................87
Schedule................................................................................................................................87
Risk Process............................................................................................................................88
Purpose .................................................................................................................................88
Procedures ............................................................................................................................88

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Responsibilities......................................................................................................................88
Register .................................................................................................................................88
Templates..............................................................................................................................88
Procurement Management Plan..............................................................................................89
Introduction..............................................................................................................................89
Procurement Management Approach..................................................................................89
Procurement Definition ..........................................................................................................90
Type of Contract......................................................................................................................90
Procurement Risks .................................................................................................................91
Procurement Risk Management...........................................................................................91
Cost Determination.................................................................................................................92
Standardized Procurement Documentation .......................................................................93
Procurement Constraints.......................................................................................................94
Schedule:...............................................................................................................................94
Cost:.......................................................................................................................................94
Scope:....................................................................................................................................94
Resources:.............................................................................................................................94
Technology: ...........................................................................................................................94
Contract Approval Process....................................................................................................95
Decision Criteria......................................................................................................................96
Vendor Management..............................................................................................................97
Performance Metrics for Procurement Activities................................................................98
Project Closure Report ............................................................................................................100
Document Control.................................................................................................................100
Document Information ......................................................................................................... 100
Document History................................................................................................................ 100
Document Approvals............................................................................................................101
Introduction............................................................................................................................102
Inclusions ...............................................................................................................................102

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Project Completion ...............................................................................................................102
Completion Criteria...............................................................................................................102
Outstanding Items.................................................................................................................103
Project Closure......................................................................................................................103
Deliverables ...........................................................................................................................104
Deliverables Hand-over Plan..............................................................................................105
Documentation......................................................................................................................106
Documentation Hand-over Plan .........................................................................................107
Suppliers/Vendors ................................................................................................................108
Resources..............................................................................................................................109
Project Budget (Estimated Cost at Completion/EAC).....................................................110
Budget Summary..................................................................................................................110
Communication .....................................................................................................................111
Approval .................................................................................................................................112
Lessons Learned......................................................................................................................113
Lessons Learned from this Project ....................................................................................113
CHANGE LOG..........................................................................................................................115
Appendices................................................................................................................................116
APPENDIX A: Statement of Work......................................................................................116
Introduction/Background......................................................................................................116
Task List .................................................................................................................................117
Key Personnel List................................................................................................................117
Key Contractors and Sub-Contractors ..............................................................................118
Key Partners..........................................................................................................................118
Problem Statement...............................................................................................................118
Project Objective...................................................................................................................118
Administration........................................................................................................................119
Estimated Milestone Schedule ...........................................................................................119
Project Approach Plan .........................................................................................................119

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Project Meetings ...................................................................................................................120
Meeting Types .....................................................................................................................120
Kickoff...............................................................................................................................120
Design Phase................................................................................................................... 120
Build Phase......................................................................................................................120
Implementation Phase..................................................................................................... 121
Training Phase................................................................................................................. 121
Project Handoff/Closure................................................................................................... 121
Project Reports......................................................................................................................121
Approval and Authority to Proceed ....................................................................................122
Period of Performance .........................................................................................................122
Place of Performance...........................................................................................................122
Work Requirements..............................................................................................................122
Acceptance Criteria ..............................................................................................................123
APPENDIX B: Operation Back Pack .................................................................................124
APPENDIX C: Change Request Form ..............................................................................125
APPENDIX D: SCHOOL SUPPLY BUNDLES.................................................................126
School Supply Bundle for Grades 3-5................................................................................. 126
APPENDIX E: GRADES 6-12 BUNDLE............................................................................128
APPENDIX F: SCIENTIFIC CALCULATOR.....................................................................130
.................................................................................................................................................130
Casio fx-300MS Scientific Calculator.................................................................................. 130
$9.59 & FREE Shipping on orders over $35. .................................................................... 130
Key Terms .................................................................................................................................131
References ................................................................................................................................132

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PROJECT CHARTER
Project Title: In-the-Bag
ProjectSponsor: Grand Rapids Public School Title 1 Supervisor Loretta English
ProjectManager: Michael F. Lessens
Date Prepared: August 27, 2015
ProjectCustomer:Title 1 Students of the Grand Rapids Public School District
Project Purpose
The purpose of the “In-the-Bag” project is to provide backpacks and school
supplies free of charge to Grand Rapids Public School students Kindergarten through
12th grade who qualify for Title 1 assistance. By implementing the project’s conceptual
incentives, individual, business and nonprofit resources will improve each student’s
engagement in their learning, reduce absenteeism amongst this group of students, and
relieve teachers who often give up some of their salary to help such students in need.
These concepts will address the allocation of resources made available for school
supplies with the focus on increasing student enrollment of those affected by poverty.
Project Description
In order to improve the engagement of Title 1 students who attend Grand Rapids
Public School, the In-the-Bag project will provide backpacks and school supplies as
appropriate to each grade level as per the Volunteers of America organization which
has helped such students in the Detroit Area Public Schools. The project will deliver the
school supplies to those Grand Rapids Public School students who are already
benefited through Title 1 assistance in Free Lunch and Breakfast programs. The In-the-
Bag campaign will also increase awareness of the need of residents who qualify for
these benefits. Families of these students will have the opportunity to learn of their
eligibility for backpacks and school supplies through a website developed for the In-the-
Bag program and accessed through the GRPS.org website. Michigan-based businesses
will be consulted who may receive tax incentives and government benefits for providing

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financial assistance for any backpacks or school supplies that have not already been
supplied by individual donors. Additionally, the In-the-Bag project will provide options for
donors as to which age and grade range they would like to donate their backpacks and
school supplies.
High-Level Requirements
This project will provide:
 A central, online location to provide qualifying Grand Rapids Public School
students with resources and information about how they may be eligible for free
backpacks and school supplies through the In-the-Bag project.
 A solution to help Title 1 students to engage in learning and stay in school.
 A Public Relations and Marketing (PR) campaign that will inform potential
students and their families about opportunities to receive free school supplies
through the In-the-Bag project.
 Reduction in absenteeism that is often due to students not having the tools to
engage in the classroom.
 Improvement in teacher’s ability to work with such students who have more tools
available for in-school study and homework assignments
 A decrease in teacher expenses on student’s required school supplies.
High-Level Risks
 Failure to meet the project deadline of September 2015.
 Economic failure can result in discontinuance Title 1 monies or monies supplied
by individual donors, corporate donors, and nonprofits.
 Businesses’ rejection of the In-the-Bag project due to lack of interest.
 Campaigning fails to reach all eligible Grand Rapids Public School students.
 Incomplete stakeholder support for program implementation and sponsorship
throughout the project will be a detriment to the project’s success
 Limited human and financial resources to support the capacity of the project
success

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Project Success Criteria
Project Objectives Success Criteria Measurable Criteria
Scope
Provide Grand Rapids Public School
students who qualify for Title 1 funding
free backpacks and school supplies for
their particular grade and age level.
Create and maintain
access to resources
providing residents with
educational cost
reduction.
2% reduction of
absenteeism in affected
demographic by 2016.
5% reduction of
absenteeism by 2017.
10% reduction of by
2019.
Time
Meet all project milestones and
completion of tasks within the given
timeline to completion of project.
Accomplish all project
tasks by defined
timeline constraints
Complete online
services and PR
campaigning in place
Web and site tools
designed and
implemented by August
30, 2015.
PR Campaign dates set
state wide by August
30, 2015.
Cost
Maintain all monetary budgets and
variances within the project.
Maintain project costs
within defined budget.
Communicate all
monetary variances to
project sponsor and key
project stakeholders.
Stay within 5% of
project from budget.
Project completion
within defined budget.
Quality
Incorporate and sustain the utmost
quality processes throughout the
project lifecycle and ensure maximum
quality project outcome.
Continuous execution of
quality requirements
and control.
Maintain continuous
communication with key
stakeholders.
Create and implement
stakeholder satisfaction
survey by a designated
time, and receive an
average response of
satisfied or better.
Resources
Provide and utilize relevant labor,
informational, and technological
resources to their full capacities.
Appropriate use of
resources executed
within guidelines of the
resource plan.
Achievement of internal
& external deliverables
corresponding with
resource outputs.
Risk
Identify, develop, and manage all
mitigation plans for any recognized
risks.
Completion and
monitoring of all risk
mitigation plans.
Individualize risk
management plan for
each accessed risk.

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Summary Milestones
Summary Milestones Completion Date
Overall Project Completion 01/29/2016
Initiation 06/26/2015
Planning 07/22/2015
Preparation 12/22/2015
Executive Approval 12/23/2015
Marketing Phase 01/24/2016
Implementation Phase 12/30/2015
Fundraiser Complete 01/29/2016
Backpack and School Supply Distribution 02/27/2016
Project Closeout 03/20/2016
Budget Summary
High-Level Budget
Project Team Salaries $89,000
Discovery Costs $35,000
In-the-Bag Campaign $238,000
School Supply Bundles $1,450,134
Contingency (25%) $453,033
Project Total $1,812,134

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Stakeholders
The following list identifies the key stakeholders associated with this project. A full, detailed list of
project stakeholders is provided in the stakeholder register.
 Grand Rapids Public School District Title 1 Eligible Students (K-12)
 Currently, Grand Rapids Public Schools serves nearly 9,500 K-12 students who qualify for Title
1 assistance according to the Michigan Department of Education. (Michigan Department of
Education, 2014).
 Due to lack of awareness, only a minor percentage of the students utilize the Title 1 funds
available for school supplies.
 Michigan Residents
 Considered a key stakeholder, Michigan residents are directly impacted by state taxes, property
taxes, and availability of education.
 City of Grand Rapids, Michigan
 Even being ranked as one of top three cities for employment and job growth, 31 percent of
families are considered in need of Title 1 assistance. This project’s concepts will improve GRPS
students’ ability to exploit available resources that help them engage in school activities and
reduce their absence from school.
 Businesses
 Bringing local businesses, nonprofits, and individual donors together, In-the-Bag will help
provide businesses the opportunity to help GRPS students stay in school and be able to
compete and excel alongside their peers who have better access to needed school supplies.
 Labor Sources
 As labor sources, Volunteers of America and other such organizations will be employed to
provide the needed help for families and their children to gain access to a website and
eventually receive the combined backpacks and school supplies that are collected, categorized,
and distributed to students depending on their age and grade as they had been registered
through the In-the-Bag website and having consulted with the local teachers unions to
determine the necessary supplies required for student success.
 Nonprofit Foundations
 Foundations will be chosen for their vision to participate in such programs as In-the-Bag that
helps youth. We hope that anyone who may have desired to help such a project will join us in
next year’s In-the-Bag project.

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STAKEHOLDER REGISTER
Name Position
Contact
Information Requirements Expectations Influence Classification
Loretta English Sponsor LEnglish@grps.com
(517) 222-5500
Provides overall requirements Provides oversight of In-the-Bag
Distribution Program
Medium and
to be kept
informed
External,
Supportive
Legislators Legislators MILegislator@mi.gov
(517) 333-0055 (Sw itchboard)
Provide legislation supporting the goals of
the project
Provide legislation that aligns w ith the
sponsor’s goals
Medium and
to be kept
informed
External,
Supporter, and
Resistor
Michael Lessens
Josh Santos
Jessica Martinez
Sonya Dixon
ITT Project
Management Team
michaellessens@gmail.com
jsh_snts@yahoo.com
jmmartine3@gmail.com
dixonmidland@aol.com
(423) 923-1936
Provides documentation and
communication of In-the-Bag Book Bag
Distribution Program according to PMBOK
Standards
Provides In-the-Bag Book Bag
Distribution Program Project Team and
future In-the-Bag Book Bag Distribution
Program stakeholders w ith their roles
and responsibilities according to
PMBOK Standards
High, to be
kept satisfied,
and to be
managed
closely
Internal and
Supportive
Arne Duncan Secretary, U.S.
Department of
Education
answ ers.ed.gov
(800) USA-LEARN
Provide federalguidance on how the In-
the-Bag Book Bag Distribution Program
can achieve more free schoolsupplies
and backpacks
Provides In-the-Bag Book Bag
Distribution Program w ith necessary
United States federallevel support on
how meet and exceed its objective in
providing free schoolsupplies and back
packs
High, to be
managed
closely
Internal and
Supportive
Mike Flanagan Superintendent,
Michigan State
Board of Education
and State High
Schools
flanaganm@michigan.gov
(517) 373-9235
Provides information concerning the role
that Michigan High schools play in the
delivery of public, charter, and private
education in Michigan
Provides the In-the-Bag Book Bag
Distribution Program Team w ith
information that benefits the project’s
goal of providing free schoolsupplies
and backpacks
High to be
kept satisfied,
and to be
kept informed
Internal, External,
and Supportive
David Behen Director and CIO,
Michigan
Department of
Technology,
Management &
Budget (DTMB)
DTMB@michigan.gov
(517) 373-1004
To provide product and service
information that pertains to the P.U.R.E
Education w ebsite development that may
involve privileged and confidential
information that limits the developers
To help in development of a fully
functioning In-the-Bag Book Bag
Distribution Program w ebsite
High, to be
kept satisfied,
and to be
managed
closely
Internal and
Neutral
Mike Zimmer Director, Michigan
Department of
Licensing and
Regulatory Affairs
michigan.gov/lara
(517) 241-6470
To provide discovery, licensing, and
commissioning of the Non-Profit entity of
the In-the-Bag Book Bag Distribution
Program
To ensure that the In-the-Bag Book Bag
Distribution Program reaches its goal of
becoming a new non-profit entity
High, to be
kept engaged,
and monitored
closely
Internal, External,
and Supportive

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Name Position
Contact
Information Requirements Expectations Influence Classification
Carolyn Bloodw orth
(Ginna Holmes)
Chair, Michigan
Community Service
Commission
(Executive
Director)
holmesv@michigan.gov
(517) 335-4295
To provide In-the-Bag Distribution
Program Team w ith information that
pertains to the Donations (Grants)
component
To provide information on the increased
student, teacher, and community
involvement in the In-the-Bag
Distribution Program
Medium, to be
managed
closely
Internal and
Neutral
M. Scott Bow en Commissioner,
Michigan Lottery
Bureau
milottery@michigan.gov
(517) 335-5600
Program w ith information on best funding
practices for marketing, w ebsite, training,
and non-profit
To provide information on how the In-
the-Bag Distribution Program can
benefit fromfunding by a lottery
High, to be
managed
closely
Internal, External,
and Supportive
Gaebler Ventures Michigan Marketing
Support
http://www.gaebler.com/Radio-
Advertising-in-Michigan
To provide advertising best suited to the
needs of the In-the-Bag Distribution
Program to introduce, educate, and
engage Michigan residents
To provide help w ith marketing best
practices in the fields of print,
electronic, and broadcast advertising
media to include advertising found on
billboards, in phone books, and on the
internet
High, manage
closely, and
inform
Internal, External,
and Neutral
Richard Pedro Director,
Executionists
info@executionists.com
(310) 754-3807
Program Team input and maintenance of
the In-the-Bag Distribution Program
w ebsite
To provide a flexible w ebsite design
process that fits the In-the-Bag
Distribution Program before upload to
the w ebsite and provide website
maintenance
High, monitor,
and engage
External and
Neutral
Bonnie Fink Partnership Web
Coordinator,
Pure Michigan
michigan.org/staff
(517) 335-6909
Program w ith a w ay to partner with the
Pure Michigan Grand Rapids traveler and
visitor w ebsite <www.michigan.org>
To provide the In-the-Bag Distribution
Program a means of introducing and
maintaining a relationship w ith
businesses, clients, and others w ho
may benefit fromthe program
High and
manage
closely
Internal, External,
and Supportive
GoToMeeting Supplier,
Online Seminars
gotomeeting.com
(888) 646 0014
To provide services pertaining to online
seminars and meetings for training
purposes of those involved w ith the In-the-
Bag Distribution Program
To provide any and all online seminar
platforms available to the In-the-Bag
Distribution Program training
requirements
Medium and
manage
closely
External and
Neutral
cvent Supplier
Netw ork
Supplier,
Onsite Seminars
cvent.com
(866) 318.4358
To provide services pertaining to onsite
meeting spaces for meetings for training
purposes of those involved w ith the In-the-
Bag Distribution Program
To provide any and all onsite meeting
platforms available to the In-the-Bag
Distribution Program training
requirements
Medium and
manage
closely
External and
Neutral
mobilecause.com Supplier,
Mobile non-profit
fundraising support
mobilecause.com/fundraising-
platform
(888) 661-8804
To supply mobile funding support for the
In-the-Bag Distribution Program
To supply fundraising platformservices High and to
be managed
closely
External and
Supportive
Amazon.com Supplier,
School Supplies,
Back Packs and
Calculators
Amazon.com
(866) 555-2244
To supply In-the-Bag w ith backpacks,
calculators, and schoolsupplies
appropriate for different grade ranges
being affected by poverty
To provide schoolsupplies, back packs
and calculators, plus any required
service agreements for the In-the-Bag
Distribution Program office
High and to
be managed
closely
External and
Supportive

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Project Manager Authority Level
All final authority decisions that meet the approved constraints within the In-the-Bag
project shall be made by the Project Manager (PM), Michael F. Lessens. The PM will
serve as the point-of-contact for the Project Sponsor and Stakeholders. Responsibilities
of the PM are included but not limited to:
 Project team personnel:
 The PMs shall have full responsibility for all delegation and adjustments of
the project’s team membership to include any expertise, affiliations and
external consultants that may be required.
 Monetary Management and Variance:
 Allocation and management of the project budget shall be the
responsibility of the PMs. Any monetary change requests or variances
shall be communicated to and approved by the Project Sponsor
 Stakeholder Dispositions:
 The PMs shall be responsible for maintaining and resolving any project
management membership issues to include any dispositions required by
key stakeholders associated with the project.
 Technical Resolutions:
 The PMs shall correspond with Subject Matter Experts in the educational,
governmental and web design fields to make informed decisions regarding
any technical conflicts or requirements within the project.

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Conflict Resolution
This table lists the highest priority issues associated with the project. Issues are
defined as “any event which currently adversely affects the ability of the solution to
produce the required deliverables”.
Escalation Plan for Authority Limitations
Project Team
Consultants
Project Team
Leader
Project
Manager
Project
Sponsor
Description© Priority Resolution Actions
Required capital expenditure funds have
not been budgeted
High Request funding approval as part of this
proposal
Required computer software is only at
‘beta’ phase and has not yet been
released live
Medium Design solution based on current
software version and adapt changes to
solution once the final version of the
software has been released
Council approval must be sought to
implement the final solution
Low Initiate the council approval process early
so that it does not delay the final roll-out
process.

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Approvals
Project Manager Signature Sponsor Signature
Project Manager Name Sponsor Name
Date Date

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WORK BREAKDOWN STRUCTURE

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25

26

27

28

29

30

31

32

33

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35

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SCOPE MANAGEMENT PLAN
Introduction
The Scope Management Plan provides the scope framework for this project. This plan
documents the scope management approach; roles and responsibilities as they pertain to project
scope; scope definition; verification and control measures; scope change control; and the project’s
work breakdown structure. Any project communication which pertains to the project’s scope should
adhere to the Scope Management Plan.
This project is for designing, programming, and testing a new software product which will be
used to track the company’s finances and improve various financial processes. This includes design
of the software, all programming and coding, and testing/validation of the software. No external
resources or outsourcing are anticipated for this project.
Scope Management Approach
For this project, scope management will be the sole responsibility of the Project Manager. The
scope for this project is defined by the Scope Statement, Work Breakdown Structure (WBS) and WBS
Dictionary. The Project Manager, Sponsor and Stakeholders will establish and approve
documentation for measuring project scope which includes deliverable quality checklists and work
performance measurements. Proposed scope changes may be initiated by the Project Manager,
Stakeholders or any member of the project team. All change requests will be submitted to the Project
Manager who will then evaluate the requested scope change. Upon acceptance of the scope change
request the Project Manager will submit the scope change request to the Change Control Board and
Project Sponsor for acceptance. Upon approval of scope changes by the Change Control Board and
Project Sponsor the Project Manager will update all project documents and communicate the scope
change to all stakeholders. Based on feedback and input from the Project Manager and
Stakeholders, the Project Sponsor is responsible for the acceptance of the final project deliverables
and project scope.

38
Roles and Responsibilities
The Project Manager, Sponsor and team will all play key roles in managing the scope of this
project. As such, the project sponsor, manager, and team members must be aware of their
responsibilities in order to ensure that work performed on the project is within the established scope
throughout the entire duration of the project. The table below defines the roles and responsibilities for
the scope management of this project.
Name Role Responsibilities
Mrs. Loretta
English
Sponsor - Approve or deny scope change requests as
appropriate
- Evaluate need for scope change requests
- Accept project deliverables
Jane Doe Project Manager - Measure and verify project scope
- Facilitate scope change requests
- Facilitate impact assessments of scope change
requests
- Organize and facilitate scheduled change control
meetings
- Communicate outcomes of scope change
requests
- Update project documents upon approval of all
scope changes
Bob Jones Team Lead - Measure and verify project scope
- Validate scope change requests
- Participate in impact assessments of scope
change requests
- Communicate outcomes of scope change
requests to team
- Facilitate team level change review process
John Smith Team Member - Participate in defining change resolutions
- Evaluate the need for scope changes and
communicate them to the project manager as
necessary
Tom Brown Team Member - Participate in defining change resolutions
- Evaluate the need for scope changes and
communicate them to the project manager as
necessary
Table 1.1, Scope Management Roles and Responsibilities

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Scope Definition
The scope for this project was defined through a comprehensive requirements collection
process. First, a thorough analysis was performed on the company’s current software applications
based on employee and user feedback. From this information, the project team developed the
project requirements documentation, the requirements management plan, and the requirements
traceability matrix for what the new software application must accomplish.
The project description and deliverables were developed based on the requirements collection
process and input from subject matter experts in software design, technical support, programming
and business applications. This process of expert judgment provided feedback on the most effective
ways to meet the original requirements of providing a new software platform from which the company
can improve its financial tracking and internal financial processes.
Project Scope Statement
The project scope statement provides a detailed description of the project, deliverables,
constraints, exclusions, assumptions, and acceptance criteria. Additionally, the scope statement
includes what work should not be performed in order to eliminate any implied but unnecessary work
which falls outside the of the project’s scope.
This project includes the design, programming, and testing of a new software application for
tracking the company’s finances. The deliverables for this project are a completed software
application for finance tracking with the flexibility to modify and expand the application as necessary
in the future. This project will be accepted once the new software has been successfully tested in
each department and has been shown to be compatible with the company’s current information
technology (IT) infrastructure. This project does not include ongoing operations and maintenance of
the software. Only internal personnel and resources may be used for this project. Additionally, the
project is not to exceed 180 days in duration or $450,000 in spending. Assumptions for this project
are that support will be provided by the project sponsor and all department managers and those
adequate internal resources are available for the successful completion of this project.

40
Scope Verification
Scope verification discusses how the deliverables will be verified against the original scope
and how the deliverables from the project will be formally accepted. The deliverables for the project
should be formally accepted and signed off on by the Title 1 Students of the Grand Rapids Public
School District throughout the lifecycle of the project and not held back as a single deliverable at the
end of the project.
As this project progresses the Project Manager will verify interim project deliverables against
the original scope as defined in the scope statement, WBS and WBS Dictionary. Once the Project
Manager verifies that the scope meets the requirements defined in the project plan, the Project
Manager and Sponsor will meet for formal acceptance of the deliverable. During this meeting the
Project Manager will present the deliverable to the Project Sponsor for formal acceptance. The
Project Sponsor will accept the deliverable by signing a project deliverable acceptance document.
This will ensure that project work remains within the scope of the project on a consistent basis
throughout the life of the project.

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Scope Control
The Project Manager and the project team will work together to control of the scope of the
project. The project team will leverage the WBS Dictionary by using it as a statement of work for
each WBS element. The project team will ensure that they perform only the work described in the
WBS dictionary and generate the defined deliverables for each WBS element. The Project Manager
will oversee the project team and the progression of the project to ensure that this scope control
process if followed.
If a change to the project scope is needed the process for recommending changes to the
scope of the project must be carried out. Any project team member or sponsor can request changes
to the project scope. All change requests must be submitted to the Project Manager in the form of a
project change request document. The Project Manager will then review the suggested change to the
scope of the project. The Project Manager will then either deny the change request if it does not
apply to the intent of the project or convene a change control meeting between the project team and
Sponsor to review the change request further and perform an impact assessment of the change. If
the change request receives initial approval by the Project Manager and Sponsor, the Project
Manager will then formally submit the change request to the Change Control Board. If the Change
Control Board approves the scope change the Project Sponsor will then formally accept the change
by signing the project change control document. Upon acceptance of the scope change by the
Change Control Board and Project Sponsor the Project Manager will update all project documents
and communicate the scope change to all project team members and stakeholders.

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Sponsor Acceptance
Approved by the Project Sponsor:
____________________________________ Date: ________________
Mrs. Loretta English
Grand Rapids Public Schools Title 1 Supervisor

43
COST MANAGEMENT PLAN
Introduction
The Project Manager will be responsible for managing and reporting on the project’s cost
throughout the duration of the project. During the monthly project status meeting, the Project
Manager will meet with management to present and review the project’s cost performance for the
preceding month. Performance will be measured using earned value. The Project Manager is
responsible for accounting for cost deviations and presenting the Project Sponsor with options for
getting the project back on budget. The Project Sponsor has the authority to make changes to the
project to bring it back within budget.
Cost Management Approach
Costs for this project will be managed at the fourth level of the Work Breakdown Structure
(WBS). Control Accounts (CA) will be created at this level to track costs. Earned Value calculations
for the CA’s will measure and manage the financial performance of the project. Although activity cost
estimates are detailed in the work packages, the level of accuracy for cost management is at the
fourth level of the WBS. Credit for work will be assigned at the work package level. Work started on
work packages will grant that work package with 50% credit; whereas, the remaining 50% is credited
upon completion of all work defined in that work package. Costs may be rounded to the nearest
dollar and work hours rounded to the nearest whole hour.
Cost variances of +/- 0.1 in the cost and schedule performance indexes will change the status
of the cost to cautionary; as such, those values will be changed to yellow in the project status reports.
Cost variances of +/- 0.2 in the cost and schedule performance indexes will change the status of the
cost to an alert stage; as such, those values will be changed to red in the project status reports. This
will require corrective action from the Project Manager in order to bring the cost and/or schedule
performance indexes below the alert level. Corrective actions will require a project change request
and be must approved by the Project Sponsor before it can become within the scope of the project.

44
Measuring Project Costs
Performance of the project will be measured using Earned Value Management. The following four
Earned Value metrics will be used to measure to projects cost performance:
• Schedule Variance (SV)
• Cost Variance (CV)
• Schedule Performance Index (SPI)
• Cost Performance Index (CPI)
If the Schedule Performance Index or Cost Performance Index has a variance of between 0.1 and
0.2 the Project Manager must report the reason for the exception. If the SPI or CPI has a variance of
greater than 0.2 the Project Manager must report the reason for the exception and provide
management a detailed corrective plan to bring the projects performance back to acceptable levels.
Performance Measure Yellow Red
Schedule Performance Index (SPI) Between 0.9 and 0.8
or Between 1.1 and
1.2
Less Than 0.8 or
Greater than 1.2
Cost Performance Index (CPI) Between 0.9 and 0.8
or Between 1.1 and
1.2
Less Than 0.8 or
Greater than 1.2
Reporting Format
Reporting for cost management will be included in the monthly project status report. The
Monthly Project Status Report will include a section labeled, “Cost Management”. This section will
contain the Earned Value Metrics identified in the previous section. All cost variances outside of the
thresholds identified in this Cost Management Plan will be reported on including any corrective
actions which are planned. Change Requests which are triggered based upon project cost overruns
will be identified and tracked in this report.

45
Cost Variance Response Process
The Control Thresholds for this project is a CPI or SPI of less than 0.8 or greater than 1.2. If
the project reaches one of these Control Thresholds a Cost Variance Corrective Action Plan is
required. The Project Manager will present the Project Sponsor with options for corrective actions
within five business days from when the cost variance is first reported. Within three business days
from when the Project Sponsor selects a corrective action option, the Project Manager will present
the Project Sponsor with a formal Cost Variance Corrective Action Plan. The Cost Variance
Corrective Action Plan will detail the actions necessary to bring the project back within budget and the
means by which the effectiveness of the actions in the plan will be measured. Upon acceptance of
the Cost Variance Corrective Action Plan it will become a part of the project plan and the project will
be updated to reflect the corrective actions.
Cost Change Control Process
The cost change control process will follow the established project change request process.
Approvals for project budget/cost changes must be approved by the project sponsor.

46
Project Resources (Estimated Cost at Completion/EAC)

47
Project Budget (Estimated Cost at Completion/EAC)
The budget for this project is detailed below. Costs for this project are presented in various categories...
Cost Category Amount
Fixed Costs: $62,102.18
Material Costs $659,355.00
Total Project Cost $721,457.18
Management Reserve (20%) $144,291.00
Total Project Cost at Completion (EAC) $1,010,039.18
Budget Summary
High-Level Budget
Project Team Salaries $89,000.00
Discovery Costs $35,000.00
In-the-Bag Campaign $238,000.00
School Supply Bundles $1,450,134.00
Contingency (25%) $453,033.00
Project Total $1,812,134.00

37
QUALITY MANAGEMENT PLAN
Introduction
The Quality Management Plan for the In-the-Bag Book Bag Distribution Program” “In the Bag””
project will establish the activities, processes, and procedures for ensuring a quality product upon the
conclusion of the project. The purpose of this plan is to:
• Ensure quality is planned
• Define how quality will be managed
• Define quality assurance activities
• Define quality control activities
• Define acceptable quality standards
Quality Management Approach
The quality management approach for the In-the-Bag Book Bag Distribution Program will
ensure quality is planned for both the product and processes. In order to be successful, this project
will meet its quality objectives by utilizing an integrated quality approach to define quality standards,
measure quality and continuously improve quality.
Product quality for the In-the-Bag Book Bag Distribution Program will be defined by the
company’s current standards and criteria for its fiber optic cable family. The focus is on the project’s
deliverable and the standards and criteria being used will ensure the product meets established
quality standards and customer satisfaction.
Process quality for the In-the-Bag Book Bag Distribution Program will focus on the processes
by which the project deliverable will be manufactured. Establishing process quality standards will
ensure that all activities conform to an organizational standard which results in the successful delivery
of the product.
The project team will work with the Quality Group to define and document all organizational
and project specific quality standards for both product and processes. All quality documentation will
become part of the In-the-Bag Book Bag Distribution Program Plan and will be transitioned to
operations upon the successful completion of the project.
Metrics will be established and used to measure quality throughout the project life cycle for the
product and processes. The Quality Group Manager will be responsible for working with the project

38
team to define these metrics, conduct measurements, and analyze results. These product and
process measurements will be used as one criterion in determining the success of the project and
must be reviewed by the project sponsor. Metrics will include:
• Schedule
• Resources
• Cost
• Customer Satisfaction (as a result of meeting all Title 1 student/family needs)
Quality improvements will be identified by any member of the project team or quality group. Each
recommendation will be reviewed to determine the cost versus benefit of implementing the
improvement and how the improvement will impact the product or processes. If an improvement is
implemented the project manager will update all project documentation to include the improvement
and the quality manager will update the organizational documentation the improvement affects.

39
Quality Requirements / Standards
Product Quality
The product quality standards and requirements will be determined by the project team and
quality group. These standards will primarily be based on the company’s documented standards for
all school supplies and back packs. There may be product-specific quality standards identified that
are not currently part of the documented organizational standards. In this case, the quality group will
review these newly identified standards and incorporate them into organizational documentation if
approved. The project team will also document any newly identified quality standards into the In-the-
Bag Book Bag Distribution Program plan and ensure communication with all stakeholders.

40
Process Quality
The process quality standards and requirements will be determined by the project team and
quality group. Many of these standards will be based on existing company process standards.
However, it is anticipated that there will be several unique steps in the manufacturing of the back
packs for appropriate age levels and school supplies which will require new quality standards. The
In-the-Bag Book Bag Distribution Program project team will work with the quality group to establish
acceptable standards and document these standards for incorporation into both organizational
process documents as well as the In-the-Bag Book Bag Distribution Program plan. These standards
will be communicated to all project stakeholders.
As trial products are created, the process metrics will be measured and analyzed to determine
the quality of the process. Once the back packs for appropriate age levels and school supplies meets
quality compliance and all process metrics fall within acceptable quality assurance margins, we will
achieve process compliance for the LTFC project.
Quality assurance focuses on the processes used in the manufacturing of the Adopt-a-School
Book Bag Program. In order to ensure quality, an iterative quality process will be used throughout the
project life cycle. This iterative process includes measuring process metrics, analyzing process data,
and continuously improving the processes.
The In-the-Bag Book Bag Distribution Program Manager and the project team will perform
assessments at planned intervals throughout the project to ensure all processes are being correctly
implemented and executed. Key performance metrics for the manufacturing of the back packs for
appropriate grade levels, appropriate for the studies they will be encountering in the classroom, and
the physical size of the students depending on their corresponding ages in those grade levels.

41
Process Quality, cont’d
Process Action Acceptable Process
Standards
Process Phase Assessment Interval
Back Packs - <20 percent of
discrepancy of
appropriate supplies for
each Title 1 student of
each grade level
Registration at the
Grand Rapids Public
Schools <grps.com>
website
Daily or as per onsite
registration/distribution
session
School Supplies - < 10 percent
discrepancy of getting
appropriately aged child
the proper supplies for
his/her classes
Distribution Program Daily or per onsite
session
Calculators - < 15 percent
discrepancy of child
getting the calculator
needed for classes in the
age group that
corresponds to grades 6
through 12 and in the
poverty range of GRPS
Distribution and
Preparation Phase
Daily or per onsite
session
The quality manager will provide day to day quality management and conduct process audits
on a weekly basis, monitor process performance metrics, and assure all processes comply with
project and organizational standards. If discrepancies are found, the quality manager will meet with
the Project Manager and review the identified discrepancies.
The Project Manager will schedule regularly occurring project, management, and document
reviews. In these reviews, an agenda item will include a review of project processes, any
discrepancies and/or audit findings from the quality manager, and a discussion on process
improvement initiatives.
Process improvement is another aspect of quality assurance. Quality assurance reviews,
findings, and assessments should always result in some form of process improvement and, as a
result, product improvement. All process improvement efforts must be documented, implemented,
and communicated to all stakeholders as changes are made.

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Quality Control
The quality control of the In-the-Bag Book Bag Distribution Program focuses primarily on the
Back packs for appropriate age levels and school supplies and the acceptable standards and
performance. The quality performance standards for the In-the-Bag Book Bag Distribution Program
are in accordance with the organizational standards of performance of school supplies and back
packs. However, there are several project-specific quality standards which were established
specifically for the Adopt-a-School Book Bag Program. All trial cables which are produced will be
submitted to the characterization group for standard loose tube cable performance testing.
Additionally, all physical measurements will conducted on each produced cable to ensure compliance
with established quality standards. The table below illustrates all performance and physical quality
standards for the Adopt-a-School Book Bag Program:
Product Physical/Performance Standards Quality Assessment
Activities
Assessment Intervals
Back Packs
Red and Gray
• Capacity:2101.7 cu in / 34.44L
• Dimensions: 17.5in h x 13in w x
10in d
• Weight:1 lb. 8 oz. / 0.68 kg,
• Fabric:600 Denier Polyester
Depend on Amazon
Customer Reviews
As needed
School Supply Bundle
Grades 3-5
• Contains 3 portfolios, 50 sheets
of art paper, 70 ct spiral
notebook, 200 sheets of filler
paper, composition book, 2
black and 2 red pens
• Also contains Crayola 24 ct
crayons, Crayola 12 ct long
colored pencils, Crayola
washable markers, 100 ruled 3
x 5 index cards, facial tissue
• Plus scissors, highlighter, a
pink bevel eraser, nylon pencil
bag, 6 pencils, sharpener,
Crayola glue stick, ruler, and 8
oz. hand sanitizer
• Great kit for a third, fourth, or
fifth grade student
• Excellent quality supplies
Depend on Amazon
Customer Reviews
As needed

43
Product Physical/Performance Standards Quality Assessment
Activities
Assessment Intervals
School Supply Bundle
Grades 6-12
• Quality products for grades 6th
- 12th [Middle School / Jr. High
/ High School].
• Includes Clean Pack: Kleenex
Slim Pack, Germ-X hand
sanitizer and Clorox Wipes to
Go Pack.
• Includes Lexar 8GB Flash
Drive.
Depend on Amazon
Customer Reviews
As Needed
Auction Items • Taken in on an “As-Is” basis
and will be priced according to
donor
Written receipts will be
provided to donors
Per donor
Financing by Donors • Financing by major donors will
be given precedent and
publicity at no cost
Written receipts and
proper tax forms will
be provided according
to all tax laws
Per donor
The project team will perform all physical measurements on back packs. The quality group will
ensure all physical and performance standards are met for each back pack and assist the project
team with creating or updating all documentation related to product quality.
The Project Manager will schedule regularly occurring project, management, and document
reviews. In these reviews, an agenda item will include a review of products, any discrepancies and/or
audit findings from the quality manager, and a discussion on product improvement initiatives.
It is imperative to the success of the project that all of the established physical and
performance standards are met. By doing so, the In-the-Bag Book Bag Distribution Program Team
will ensure that the product achieves the high level of customer satisfaction anticipated and that future
book bag distributions will be in line with budget and resource allocations.

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Quality Control Measurements
All In-the-Bag Book Bag Distribution Program products and processes must be measured and
fall within the established standards and tolerances. The below logs will be used by the project and
quality teams in conducting these measurements and will be maintained for use as supporting
documentation for the project’s acceptance.
Quality Assurance Log
Trial # Date Process
Measured
Required
Value
Actual
Measured
Acceptable?
(Y/N)
Recommendation Date
Resolved
Quality Control Log
Pack # Date Item
Measured
Required
Value
Actual
Measured
Acceptable?
(Y/N)
Recommendation Date
Resolved

56
Sponsor Acceptance
_____________________________________ Date: ________________

57
CHANGE MANAGEMENT PLAN
Introduction
The Change Management Plan was created for the ““In the Bag”” Project in order
to set expectations on how the approach to changes will be managed, what defines a
change, the purpose and role of the change control board, and the overall change
management process. All stakeholders will be expected to submit or request changes
to the “In-the-Bag” Project in accordance with this Change Management Plan and all
requests and submissions will follow the process detailed herein.
Change Management Approach
The Change Management approach for the ““In the Bag”” Project will ensure that
all proposed changes are defined, reviewed, and agreed upon so they can be properly
implemented and communicated to all stakeholders. This approach will also ensure
that only changes within the scope of this project are approved and implemented.
The Change Management approach is not to be confused with the Change
Management Process which will be detailed later in this plan. The Change
Management approach consists of three areas:
• Ensure changes are within scope and beneficial to the project
• Determine how the change will be implemented
• Manage the change as it is implemented
The Change Management process has been designed to make sure this approach is
followed for all changes. By using this approach methodology, the ““In the Bag”” Project
Team will prevent unnecessary change from occurring and focus its resources only on
beneficial changes within the project scope.

58
Definitions of Change
There are several types of changes which may be requested and considered for the
““In the Bag”” Project. Depending on the extent and type of proposed changes,
changes project documentation and the communication of these changes will be
required to include any approved changes into the project plan and ensure all
stakeholders are notified. Types of changes include:
• Scheduling Changes: changes which will impact the approved project schedule.
These changes may require fast tracking, crashing, or re-baselining the schedule
depending on the significance of the impact.
• Budget Changes: changes which will impact the approved project budget. These
changes may require requesting additional funding, releasing funding which
would no longer be required or adding to project or management reserves. May
require changes to the cost baseline.
• Scope Changes: changes which are necessary and impact the project’s scope
which may be the result of unforeseen requirements which were not initially
planned for. These changes may also impact budget and schedule. These
changes may require revision to WBS, project scope statement, and other project
documentation as necessary.
The project manager must ensure that any approved changes are communicated to
the project stakeholders. Additionally, as changes are approved, the project manager
must ensure that the changes are captured in the project documentation where
necessary. These document updates must then be communicated to the project team
and stakeholders as well.

59
Change Control Board
The Change Control Board (CCB) is the approval authority for all proposed
change requests pertaining to the IS Project. The purpose of the CCB is to review all
change requests, determine their impacts on the project risk, scope, cost, and schedule,
and to approve or deny each change request. The following chart provides a list of the
CCB members for the IS Project:
Name Position CCB Role
Loretta English INB Project Sponsor CCB Chair
Dirk Hoffins INB Project Review Group CCB Member
Michael F. Lessens INB Project Manager CCB Co-Chair
Mel Atkins INB Volunteer Manager CCB Member
As change requests are submitted to the IS Project Manager by the project
team/stakeholders, the Project Manager will log the requests in the change log and the
CCB will convene every other Friday to review all change requests. For a change
request to be approved, all CCB members must vote in favor. In the event more
information is needed for a particular change request, the request will be deferred and
sent back to the requestor for more information or clarification. If a change is deemed
critical, an ad hoc CCB meeting can be called in order to review the change prior to the
next scheduled bi-weekly CCB meeting.

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Roles and Responsibilities
The following are the roles and responsibilities for all change management efforts
related to the IS Project:
Project Sponsor:
• Approve all changes to budget/funding allocations
• Approve all changes to schedule baseline
• Approve any changes in project scope
• Chair the CCB
Project Manager:
• Receive and log all change requests from project stakeholders
• Conduct preliminary risk, cost, schedule, scope analysis of change prior to CCB
• Seek clarification from change requestors on any open issues or concerns
• Make documentation revisions/edits as necessary for all approved changes
• Participate on CCB
Project Team/Stakeholders:
• Submit all change requests on standard organizational change request forms
• Provide all applicable information and detail on change request forms
• Be prepared to address questions regarding any submitted change requests
• Provide feedback as necessary on impact of proposed changes

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Change Control Process
The Change Control Process for the ““In-the-Bag”” Project will follow the
organizational standard change process for all projects. The project manager has
overall responsibility for executing the change management process for each change
request.
1. Identify the need for a change (Stakeholders) – Change requestor will submit a
completed change request form to the project manager.
2. Log change in the change request register (Project Manager) – The project
manager will keep a log of all submitted change requests throughout the project’s
lifecycle.
3. Evaluate the change (Project Manager, Team, and Requestor) – The project
manager will conduct a preliminary analysis on the impact of the change to risk,
cost, schedule, and scope and seek clarification from team members and the
change requestor.
4. Submit change request to CCB (Project Manager) – The project manager will
submit the change request, as well as the preliminary analysis, to the CCB for
review.
5. Obtain Decisionon change request (CCB) – The CCB will discuss the proposed
change and decide whether or not it will be approved based on all submitted
information.
6. Implement change (Project Manager) – If a change is approved by the CCB, the
project manager will update and re-baseline project documentation as necessary.

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Sponsor Acceptance
_____________________________________ Date: ________________

63
HUMAN RESOURCE MANAGEMENT PLAN
Responsibility Assignment Matrix
Project Title: In-the-Bag Book Bag Distribution Date Prepared: August 10, 2015
Person 1 Person 2 Person 3 Person 4 Etc.
Work package 1 R C A
Work package 2 A I R
Work package 3 R R A
Work package 4 A R I C
Work package 5 C R R A
Work package 6 R A I
Etc. C A R R
R = Responsible:The person performing the work.
A = Accountable:The person who is answerable to the projectmanager thatthe work is done on time,
meets requirements,and is acceptable.
C = Consult:The person who has information necessaryto complete the work.
I = Inform: This person should be notified when the work is complete.

64
Roles, Responsibilities, and Authority
Role Responsibility Authority
1.
2.
3.
4.
5.
6.
1.
2.
3.
4.
5.
6.
1.
2.
3.
4.
5.
6.
Project Organizational Structure

65
Staffing Management Plan
Staff Acquisition Staff Release
Resource Calendars
Training Requirements
Rewards and Recognition
Regulations, Standards, and Policy Compliance
Safety

66
COMMUNICATIONS MANAGEMENT PLAN
Introduction
This Communications Management Plan sets the communications framework for
this project. It will serve as a guide for communications throughout the life of the project
and will be updated as communication needs change. This plan identifies and defines
the roles of persons involved in this project. It also includes a communications matrix
which maps the communication requirements of this project. An in-depth guide for
conducting meetings details the communications rules and how the meetings will be
conducted, ensuring successful meetings. A project team directory is included to
provide contact information for all stakeholders directly involved in the project.
Communications Management Approach
The Project Manager will take a proactive role in ensuring effective
communications on this project. The communications requirements are documented in
the Communications Matrix presented in this document. The Communications Matrix
will be used as the guide for what information to communicate, who is to do the
communicating, when to communicate it and to whom to communicate.
As with most project plans, updates or changes may be required as the project
progresses or changes are approved. Changes or updates may be required due to
changes in personnel, scope, budget, or other reasons. Additionally, updates may be
required as the project matures and additional requirements are needed. The project
manager is responsible for managing all proposed and approved changes to the
communications management plan. Once the change is approved, the project manager
will update the plan and supporting documentation and will distribute the updates to the
project team and all stakeholders. This methodology is consistent with the project’s
Change Management Plan and ensures that all project stakeholders remain aware and
informed of any changes to communications management.

67
Communications Management Constraints
All project communication activities will occur within the project’s approved
budget, schedule, and resource allocations. The project manager is responsible for
ensuring that communication activities are performed by the project team and without
external resources which will result in exceeding the authorized budget.
Communication activities will occur in accordance with the frequencies detailed in the
Communication Matrix in order to ensure the project adheres to schedule constraints.
Any deviation of these timelines may result in excessive costs or schedule delays and
must be approved by the project sponsor.
In-the-Bag Book Bag Distribution Program organizational policy states that where
applicable, standardized formats and templates must be used for all formal project
communications. The details of these policy requirements are provided in the section
titled “Standardization of Communication” in this document.
In-the-Bag Book Bag Distribution Program organizational policy also states that
only a Vice President or higher level employee may authorize the distribution of
confidential information. The project manager is responsible for ensuring that approval
is requested and obtained prior to the distribution of any confidential information
regarding this project.

68
Stakeholder Communication Requirements
As part of identifying all project stakeholders, the project manager will
communicate with each stakeholder in order to determine their preferred frequency and
method of communication. This feedback will be maintained by the project manager in
the project’s Stakeholder Register. Standard project communications will occur in
accordance with the Communication Matrix; however, depending on the identified
stakeholder communication requirements, individual communication is acceptable and
within the constraints outlined for this project.
In addition to identifying communication preferences, stakeholder communication
requirements must identify the project’s communication channels and ensure that
stakeholders have access to these channels. If project information is communicated via
secure means or through internal company resources, all stakeholders, internal and
external, must have the necessary access to receive project communications.
Once all stakeholders have been identified and communication requirements are
established, the project team will maintain this information in the project’s Stakeholder
Register and use this, along with the project communication matrix as the basis for all
communications.

69
Roles
Project Sponsor
The project sponsor is the champion of the project and has authorized the project
by signing the project charter. This person is responsible for the funding of the project
and is ultimately responsible for its success. Since the Project Sponsor is at the
executive level communications should be presented in summary format unless the
Project Sponsor requests more detailed communications.
Program Manager
The Program Manager oversees the project at the portfolio level and owns most
of the resources assigned to the project. The Program Manager is responsible for
overall program costs and profitability as such they require more detailed
communications than the Project Sponsor.
Key Stakeholders
Normally, the term Stakeholders includes all individuals and organizations who
are impacted by the project. For this project we are defining a subset of the
stakeholders as Key Stakeholders. These are the stakeholders with whom we need to
communicate with and are not included in the other roles defined in this section. The
Key Stakeholders includes executive management with an interest in the project and
key users identified for participation in the project.
Change Control Board
The Change Control Board is a designated group which is reviews technical
specifications and authorizes changes within the organizations infrastructure. Technical
design documents, user impact analysis and implementation strategies are typical of the
types of communication this group requires.
Customer
The customer for this project is Title 1 Students of the Grand Rapids Public
School District. As the customer who will be accepting the final deliverable of this
project they will be informed of the project status including potential impacts to the
schedule for the final deliverable or the product itself.

70
Project Manager
The Project Manager has overall responsibility for the execution of the project.
The Project Manager manages day to day resources, provides project guidance and
monitors and reports on the projects metrics as defined in the Project Management
Plan. As the person responsible for the execution of the project, the Project Manager is
the primary communicator for the project distributing information according to this
Communications Management Plan.
Project Team
The Project Team is comprised of all persons who have a role performing work
on the project. The project team needs to have a clear understanding of the work to be
completed and the framework in which the project is to be executed. Since the Project
Team is responsible for completing the work for the project they played a key role in
creating the Project Plan including defining its schedule and work packages. The
Project Team requires a detailed level of communications which is achieved through
day to day interactions with the Project Manager and other team members along with
weekly team meetings.
Steering Committee
The Steering Committee includes management representing the departments
which make up the organization. The Steering Committee provides strategic oversight
for changes which impact the overall organization. The purpose of the Steering
Committee is to ensure that changes within the organization are effected in such a way
that it benefits the organization as a whole. The Steering Committee requires
communication on matters which will change the scope of the project and its
deliverables.
Technical Lead
The Technical Lead is a person on the Project Team who is designated to be
responsible for ensuring that all technical aspects of the project are addressed and that
the project is implemented in a technically sound manner. The Technical Lead is
responsible for all technical designs, overseeing the implementation of the designs and
developing as-build documentation. The Technical Lead requires close
communications with the Project Manager and the Project Team.

71
Project Team Directory
The following table presents contact information for all persons identified in this communications management plan.
The email addresses and phone numbers in this table will be used to communicate with these people.
Role Name Title Organization/
Department
Email Phone
Project
Sponsor
Loretta English GRPS
Title 1
Supervisor
Title 1 l.English@grps.com (555) 555-1212
Program
Manager
Michael F.
Lessens
Project
Manager
In-the-Bag mlessen@sbcglobal.net (555) 555-1313
Project
Stakeholders
See
Stakeholder
Register
See
Stakeholder
Register
See
Stakeholder
Register
See Stakeholder
Register
See Stakeholder Register
Customer Title 1 Students GRPS GRPS Title 1
Project Team TBD
Technical
Lead
TBD

72
Communication Methods and Technologies
The project team will determine, in accordance with In-the-Bag Book Bag Distribution Program organizational
policy, the communication methods and technologies based on several factors to include: stakeholder communication
requirements, available technologies (internal and external), and organizational policies and standards.
In-the-Bag Book Bag Distribution Program maintains a SharePoint platform within the PMO which all projects use
to provide updates, archive various reports, and conduct project communications. This platform enables senior
management, as well as stakeholders with compatible technology, to access project data and communications at any
point in time. SharePoint also provides the ability for stakeholders and project team members to collaborate on project
work and communication.
For stakeholders who do not have the ability to access SharePoint, a web site will also be established for the
project. Access to the website will be controlled with a username and password. Any stakeholders identified who are not
able to access SharePoint will be issued a unique username and password in order to access the web site. The project
manager is responsible for ensuring all project communications and documentation are copied to the web site and that the
content mirrors what is contained on the SharePoint platform.
In-the-Bag Book Bag Distribution Program maintains software licenses for MS Project software. All project teams
are responsible for developing, maintaining, and communicating schedules using this software. PERT Charts are the
preferred format for communicating schedules to stakeholders. The project schedule will be maintained on both the
SharePoint platform and the project website.
All project communication and documentation, in addition to being maintained on the SharePoint platform and
project website, will be archived on the internal In-the-Bag Book Bag Distribution Program shared drive which resides in
the PMO program directory. Organizational naming conventions for files and folder will be applied to all archived work.

73
Communications Matrix
The following table identifies the communications requirements for this project.
Communication
Type
Objective of
Communication
Medium Frequency Audience Owner Deliverable Format
Kickoff Meeting Introduce the project team
and the project. Review
project objectives and
management approach.
• Face to
Face
Once • Project
Sponsor
• Project Team
• Stakeholders
Project
Manager
• Agenda
• Meeting Minutes
• Soft copy
archived on
project
SharePoint site
and project web
site
Project Team
Meetings
Review status of the project
with the team.
• Face to
Face
• Conferenc
e Call
Weekly • Project Team Project
Manager
• Agenda
• Meeting Minutes
• Project schedule
• Soft copy
archived on
project
SharePoint site
and project web
site
Technical Design
Meetings
Discuss and develop
technical design solutions for
the project.
• Face to
Face
As Needed • Project
Technical Staff
Technical Lead • Agenda
• Meeting Minutes
• Soft copy
archived on
project
SharePoint site
and project web
site
Monthly Project
Status Meetings
Report on the status of the
project to management.
• Face to
Face
• Conferenc
e Call
Monthly • PMO Project
Manager
• Slide updates
• Soft copy
archived on
project
SharePoint site
and project web
site
Project Status
Reports
Report the status of the
project including activities,
progress, costs and issues.
• Email Monthly • Project
Sponsor
• Project Team
• Stakeholders
• PMO
Project
Manager
• Project Status
Report
• Soft copy
archived on
project
SharePoint site
and project web
site

2015_08_27_Lessens_Project5_Compilation_v3

2015_08_27_Lessens_Project5_Compilation_v3

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