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The Brown Mackie College Project Management Leadership Class developed a donation packet and database project for Redemption Outreach Services. Jeremy Heady served as project manager. The project included two teams - one to develop a user-friendly donor database and another to create donation packets for five youth programs. Various class members were assigned to complete tasks like creating letters, flyers, and a database. Some lessons learned included having unclear project scope, communication issues causing task confusion, and risks from team member absences.
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Presentation
- 1. Donation Packet & Database Project By Brown Mackie College Project Management Leadership Class April 2016 Prepared for Redemption Outreach Services Inc. Att: Demetrice Bruno Presented by Jeremy Heady, Project Manager
- 2. Project Management Documents Project Charter Project Scope Gantt Chart Communication List Meeting Minutes Lessons Learned
- 3. Teams and Members Project Manager – Jeremy Heady Team Database Team Leader – Chanika Pope LaQuisha Flowers Tracy Jingles Steveeann Jones Team Donation Packet Team Leader – James Perry JJ Fawkes Arlene Kerr Courtney Brown • Extras/Flexible Members • Jeanette Martin • Shakina Taylor • Kadidria Toney
- 4. Team Database Scope and Objective Scope: To provide a user friendly database format to track donors, donations, and pledges for each of the five summer youth programs. Objective: To enhance the organization of data associated with donors and contributions and to successfully track funding.
- 5. Database Gantt Chart Prepared by Kadidria Toney
- 8. Team Donation Packet Scope and Objective Scope: To develop a packet with email capability for each of the five summer youth programs. Each packet consists of a donation letter, a flyer, a promotional piece, a pledge form, a thank you letter, and an organizational snapshot. Objective: To increase funding and participation in summer youth programs by raising awareness to area youth, parents, and the community. To provide valuable information to potential donors.
- 9. Donation Letters Prepared by James Perry and JJ Fawkes
- 10. Donation Flyers Prepared by James Perry, JJ Fawkes, Arlene Kerr, and Tracy Jingles
- 11. Promotional Piece Prepared by James Perry
- 12. Pledge Form Prepared by Jeanette Martin
- 13. Organizational Snapshot Prepared by JJ Fawkes and Kadidria Toney
- 14. Thank You Letter Prepared by Jeanette Martin
- 15. Donation Packet Assembly & Quality Assurance All Donation Packets Assembled by LaQuisha Flowers Each packet consists of a donation letter, a promotional piece, a pledge form, a flyer, a thank you letter, and an organizational snapshot. Quality Assurance and Control Performed by Jeanette Martin
- 16. Problems & Lessons Learned Project Scope was difficult to define. Scope creep was evident throughout the performance phase. The project team had to make some assumptions to fill in the scope. This appears to have been unavoidable although excess scope creep was reigned in. Team members were confused on task assignments This was due to poor communication and lack of visual aids. Future projects should write on a white board each person’s name and task to avoid this type of confusion. Team members were absent The team attempted to mitigate this risk by assigning flexible members not associated with either team to cover these absences; however, the assigned tasks of the absent team members were not communicated prior to their absence. In the future, team members should hand over any task work whether completed or not to their respective team leader or the project manager prior to the end of each class day/meeting.