Project Planning (Section 1) Group Name & Members: Cait Baker, Stephenie Grepps, Jessi Jaeger, Sammy Simon,

Elora Brill Client Name: Off Campus Life Contact within Organization: Lisa Mathews-Ailsworth Contact info: Phone: 540-568-6828 Email: mathewap@jmu.edu

Initial Meeting: Questions, responses and notes from initial meeting with client What is happening? Currently only a checklist is available No guidance for event training What should be happening? Create a budget but where does the budget come from? Who do we contact/confirm for transportation or reservations? Can we compare to any past events? Case studies? We need a step-by-step checklist for training manuals on how to do things Are there guidelines that go along with banners or are they free to do whatever? Any type of form and have an example Who are the stakeholders? Students working in office Students looking for housing/ roommates General Customers off campus and on campus Purpose of project: To improve the training of the event planning organization in Off Campus Life. Project goal(s) -Organizational Goals: Provide a comprehensive training program Provide templates as resources for the trainees throughout the year to refer to -Performance Goals: For the trainees to become more efficient and become more independent on their specific events

Tasks and Responsibilities: Task Purpose All Who is responsible? Completion Date Nov. 1

Create an To set up a strict agenda/overview/outline schedule for training Create templates for To understand the each process processes better (reservation space and vehicles, budget, ad campaign, etc.) Create minicases To give the trainees a sample of scenarios of what they would do Create a vendor/contact Help make the list event process smoother and quicker Create a website/binder To communicate what we would do in training Create a powerpoint To demonstrate to the class our findings

All

Oct. 27

All

Due the following week after the first event we do Nov. 1

All

All

Nov. 10

Nov. 17

Milestones

Gather Data and Prepare Initial Proposal

Gather documents and information from Sean about the event planning at OCL Gather documents and information about Off Campus Life Conduct initial interviews with Sean and OCL workers regarding Off Campus Life history and information Collect and analyze previous event training Develop initial proposal Review proposal Assess data collection methods and protocol Ensure the proposed strategies and ideas are aligned with clients needs Set up follow up meetings, deadlines and interviews, or follow up contact procedures Gain approval of interview questions from Sean and interview him 2 interviews from staff on org. chart Interview 2 vendors from events

Meet with program sponsor to collaborate on finalizing evaluation proposal (Sean and Off Campus Life student workers)

Data Collection (Interview data collected by the Nov. 5th)

Data Transcription and Analysis

Transcribe all interviews Identify strengths and weaknesses of the process of putting events together Finalize data report and send to sponsor to see their opinion Upon approval from sponsor integrate data in final proposal Within this review collaborate to

finalize mission, vision and goals

November 20, 2013 - Final Presentation

Prior to presentation, review final evaluation report with Sean and Lisa A finalized report will be provided to the client; as well as presented in fulfillment of coursework Completed binder of proposal, resources, and templates Completed PowerPoint Completed website

Data Collection (Section 2) Methods of collecting data: interviews, imperial data, observing events, survey student employees Data summary and results: Findings from data: We plan to contact Sean, 2 OCL employees, 2 event vendors, and 2 random students attending an OCL event and interview them with a list of questions of how they feel about the events held at OCL. We also plan on observing a few Off Campus Life events to evaluate their effectiveness of the training that the employees received prior to the events. Then we will conduct a survey to student employees to see how they feel about their current training and what they wish was different. What does this mean for your project?: After collecting the data mentioned above we will be able to analyze and summarize the current training program for event planning. Through this we will be able to modify the old training to create an improved and more effective training program. Learner and Context Analysis We will be presenting to OCL student staff on how to plan and execute an OCL event. Description of your target population: Our target population is the students that work at OCL that want to improve the training that they receive from their head trainers.