1.

0 Project Scope

Project Objective:
The project is to design, build and conduct a two-week Park Art Festival which is called Beyond
Walls. The budget for the entire project is $150,000. The project starts on September 19, 2019 and will end
in July 2020. Work includes understanding the requirements of the community, designing and
implementing the event, which must be completed by June 30, 2020.

Project Scope:
Our scope is to work with the community to get their feedback, design the park, invite artists, and
manage this 2-week event, including arranging the park and cleaning up after the event. The event will
include not only the murals created by artists, but also food, music and other entertainment.

Major Deliverables:
1. CommunityResearch
2. ProjectCharter
3. ProjectManagement
4. Kick-OffMeeting
5. EventDesign
6. ArtistManagement
7. Food VendorManagement
8. Music/Entertainment
9. CrowdManagement
10. Marketing &Promotions
11. EventConduction
12. EventSet-up
13. EventClean-Up
14. Final PerformanceReport
15. ProjectClosure
2.0 Key Project milestones

1. Community ResearchCompleted
2. Project CharterCompleted
3. WBSCompleted
4. Event Initiation and ConceptionCompleted
5. Project ManagementCompleted
6. Kick-Off MeetingCompleted
7. Event Definition & PlanningCompleted
8. Artist ManagementCompleted
9. Food Vendor ManagementCompleted
10.Marketing & PromotionsCompleted
11.Event DesignCompleted
12.Event ConductionCompleted
13.Event Clean-UpCompleted
14.Event Execution & MonitoringCompleted
15.Event ClosureCompleted

3.0 User acceptance criteria

 All the preparation of the event includes the planning, reviewing and approving
completedbefore June 30, 2020.
 The budget of all the event’s preparation no more than$150,000.
 All the deliverables and review process are authorized by thesponsor.
 All details meet the specific requirements from the community and keystakeholders.
 The events will last two week long and include the selected artists, food vendors, music, and
otherentertainment.
 All the events schedule had instructed by sufficient instructors and along with the managecourse.
 4.0 Project boundaries or exclusions

The project includes creating an integrated project plan that includes design, creation and
implementation of next summer’s Park Art Festival for 2 weeks. In addition, it requires us to select and
orient the artists, select food vendors, music, and other entertainment required for the festival. Also, the
festival operations will be managed, and post clean-up of the site will be done.
On the other hand, the project excludes:
 The construction of thepark
 Logistics involved in bringing the shipping containers to thesite
 Acquiring funds although a fund has been received for designing theevent

5.0 Project constraints

The constraints of the project are:

 Time – This integrated project plan for this project is required to be done by December 13, 2019,
so the project team can only work for a limited period of time. (Pressure ofdeadline)
 Budget – The requirement to complete the project under the estimated cost is $ 150,000(USD).
The project team has a limited budget to execute this project. (Sponsor imposed fundinglimits)
 Schedule – Everything should be completed no later than June 30, 2020, which means the full
implementation of the project such as work completed, reviewed, approved andready
 Resources – Inside and outside resources arelimited

6.0 WBS

There are six major deliverables in the project. They are Event Initiation, Project Management, Kick-
Off Meeting, Event Design, Event Conduction, and Final Performance Report and Evaluation.

WBS Tasks Name

0 BEYOND WALLS

1 EVENT INITIATION & CONCEPTION

1.1 Event Initiation

1.1.1 Community Research

1.1.2 Stakeholder Register

1.1.3 Project Charter

1.1.4 Deliverable Checklist

2 EVENT DEFINITION & PLANNING

2.1 Project Management

2.1.1 Event Scope Management

2.1.2 Event Budget Plan

2.1.3 Event Schedule

2.1.4 Event Risk Management Plan

2.1.5 Event Communication Plan

2.2 Kick-Off Meeting

2.2.1 Identify Participants

2.2.2 Contact Participants & Send Invitations

2.2.3 Identify Meeting Agenda

2.2.4 Conduct Kick-Off Meeting

2.2.5 Take Consent from all the stakeholders

3 EVENT EXECUTION & MONITORING

3.1 Event Design

3.1.1 Event Permits & License

3.1.2 Artist Management

3.1.3 Food Vendor Management

 3.1.4 Music/Entertainment

3.1.5 Crowd Management

3.1.6 Marketing & Promotions

3.3 Event Conduction

3.3.1 Event Orientation

3.3.2 Event Set-up Plan

3.3.3 Operation Management

3.3.4 Beyond Walls Event

3.3.6 Event Clean-Up

4 EVENT CLOSURE

4.1 Final Performance Report

4.2 Event Success Evaluation

Table 6.1 Updated WBS

7.0 Stakeholder Register

Stakeholder management
strategies/Method of
Stakeholder Stakeholder Type of Stakeholder Stakeholder Influence on
Communication
Number Position/Role Stakeholder Expectation (s) Interest(s) Project Result
Strategies and tactics tomaximize
positive stakeholder influence
Position inthe High level and minimize or
organization needs or neutralize negative stakeholder
or role Internal or expectations for High/ Supporter/Opp influence.
in External the project Med/Low osed/ Neutral
project and/or product
 Deliver the
project within
allocated budget, Keeping updated project status
Tim Mills- on the time and by providing weekly project
Project success criteria report/Phone calls, Monthly
1 Sponsor Internal High Supporter meetings & report
Deliver the
project
Project successfully Managing the project/Weekly &
2 Manager Internal High Supporter Monthly Meetings
Meeting with
project
stakeholder
expectations and
maintain the Assists the PM to build and
project deliver project goals with their
requirements expertise/Daily & Weekly status
3 Project Team Internal Medium Supporter report meeting
The expectation
is, attend the art
Community festival and get Assists the PM to build and
(Neighbor) informed about deliver project goals with their
Lynn the piece of art expertise/Daily & Weekly statue
4 Residents External Medium Neutral report meeting
Provide gifts,
souvenirs, and
food for people The project manager will be
who will be informing the vendors about the
attending the location of the event. Also,
Vendors(merc event. director of the event will get the
5 handise) External Low Neutral permits for them/ Phone calls
Ensure the Project team will be assigned the
cleanliness and cleaning staff designated areas in
tidiness of the order to clean up event
Cleaning staff meeting place location/Phone calls
6 of event External Low Neutral
Mayor of The Mayor
Lynn – expectation is
Judith F. increasing Keeping updated mayor about the
7 External Medium Supporter project status reportweekly
Kennedy awareness of city
of Lynn
8 Event External Provide supports Medium Supporter Conceptualizes the projected
Organizer and ideas in event event from beginning to finish in
planning based on accordance with the planned
the requirements/Daily & Monthly
information meetings
provided by the
project team

9 Artists and External Provide Low Supporter Entertain the event clients by
performers entertainment performing songs, dances, or any
form of stage
entertainment/Phone calls & e-
mails
10 Lynn PD (or External Full inspection High Neutral Promotes the interests of the local
local over the project community and provide
authorities) and provide provisions to the project/keep
insights on them informed by phone calls
project's impact to
the community

11 Local newsp., External Focus on the event Low Neutral Provides business exposure/ keep
tv channel publicity and them informed by phone calls
advertisements

12 On site External Guides will be Low Neutral Giving a presentation about the
information & helping people in importance of the event/keep
guide team terms of them informed by phone calls
providing
informationabout
the town, art and
so on. Walking
tours.

13 Painting External Suppliers will be Low Neutral The decor team will be given
supplies (or given decor tasks and requirements by the
other requirements and project team/ The project team
supportive thus facilitate will keep them informed through
venues or plans that may fit phone calls or on site meetings as
facilitates we the projected needed
use) event

14 Founders of Internal Full inspection High Supporter Brings the project off the ground
Beyond-walls over the project in and invest resources to help the
Al Wilson general, and project to succeed/ Daily &
works closely Weekly meetings
with the project
management
 team to ensure all
the requirements
and tasks are
explicit and built
with compassion

15 Associate Internal Responsible for High Supporter Provide overall inspection on the
Director Pedro event planning general process of the projectand
Soto and directing the plans day-to-day operations of
operation of the the project/ Daily & Weekly
project meetings

16 Program Internal Responsible for High Supporter Coordinates and oversees the
Manager- Julia overseeing and project/Daily & Weekly meetings
Midland offering direction
and guidance to
the project in
general

17 Program Internal Responsible for High Supporter Manages and oversees event
Coordinator- ensuring and planning and implementing, and
Doneeca monitoring the provides insightful report to the
Thurston implementation of administration/Daily & Weekly
the event meetings
18 Security External Ensures and Medium Supporter Patrols and monitors activities at
Service protects the assets the projected event to protect the
and the safety of asset and human safety/Daily &
the event Weeklymeetings
participants

19 Transport External Refers to Medium Supporter Provides transport service/keep

Service transportation them informed by phone calls
(e.g. vehicles)that
carryevent
participants from
one location to
another.

20 Regulators External Ensures the safety High Neutral Provide general security to the
(e.g. Office of of the associated aligned workers and properties of
the Technical workers and the projected event/keep them
Regulators) property of this informed by phone calls
project

21 Catering External Provides food and Medium Supporter Food suppliers will be given an
Suppliers drinks to the event allergy list to ensure the safety
on site and allergies of the food/keep
them informed by phone calls
22 Artists & External Sources of artists Medium Supporter Information of the event will be
performer that best fit the given so the agency know who to
booking event assign/keep them informed by
agency phone calls
23 Suppliers of External Ensures event Medium Supporter Light and sound suppliers will be
light and lighting and sound contacted once the theme of the
sound supports event is settled/keep them
equipment informed by phone calls

8.0 Milestones List

Milestone No. Milestone Name Date

001 Community Research Completed 10/2/19
002 Stakeholder Register Completed 10/18/19

003 Project Charter Completed 10/30/19

004 WBS Completed 11/8/19
005 Event Initiation and Conception Completed 11/8/19
006 Project Management Completed 11/29/19
007 Kick-Off Meeting Completed 12/17/19

008 Event Definition & Planning Completed 12/15/19

009 Artist Management Completed 3/23/20
010 Food Vendor Management Completed 4/29/20
011 Marketing & Promotions Completed 6/24/20
012 Event Design Completed 6/24/20
013 Event Conduction Completed 7/16/20

014 Event Clean-Up Completed 7/28/20

015 Event Execution & Monitoring Completed 7/28/20
016 Event Closure Completed 7/31/20
 9.1 Summary of Schedule

There are 27 key deliverables in the project. Appropriate leads and lags have been added wherever
necessary. The main dates of the event are:
 Event execution: January 6,2020
 Beyond Walls 2 week Event: July 7 – July 13,2020
 Project Closure: July 31,2020
Deliverable Beginning Date End Date
Community Research 9/19/19 10/2/19
Stakeholder Register 10/2/19 10/18/19
Project Charter 10/18/19 10/30/19
Deliverable Checklist 10/30/19 11/8/19
Project Management 11/8/19 12/5/19
Event Scope Management 11/8/19 11/22/19
Event Budget Plan 11/22/19 12/5/19
Event Schedule 11/22/19 12/5/19
Event Risk Management Plan 11/22/19 12/4/19
Event Communication Plan 11/22/19 11/29/19
Kick-Off Meeting 11/29/19 12/17/19
Event Design 1/6/20 6/24/20
Event Permits & License 1/6/20 2/11/20
Artist Management 2/12/20 3/23/20
Food Vendor Management 3/24/20 4/29/20
Music/Entertainment 2/12/20 3/12/20
Crowd Management 6/1/20 6/9/20
Marketing & Promotions 4/30/20 6/24/20
Event Conduction 4/30/20 7/28/20
Event Orientation 5/18/20 5/29/20
Event Set-up Plan 6/1/20 6/5/20
Operations Management 6/8/20 6/18/20
Beyond Walls Event 6/19/20 7/16/20
Event Clean-Up 4/30/20 7/28/20
Final Performance Report 7/17/20 7/28/20
Event Success Evaluation 7/17/20 7/31/20
Event Closure 7/17/20 7/31/20

10.0 Project Cost Statement & Cost Estimate

 which is $15,000 for the project. Initial cost is confirmed for each activity, the cost of workers, materials and supplies. If the pro
the Execution Phase

WBS Phase Name Cost (US dollar) Time Frame (days)

0 Beyond Walls $156,014.00 226.5

1 Event Initiation & Conception $16,850.00 36

2 Event Definition & Planning $30,332.00 27

3 Event Execution & Monitoring $103,696.00 147

4 Event Closure $5,136.00 11

Stakeholders Analysis
Stake
holde
r Stakeholder Type of Stakehold Influence Stakeholder management
Numb Position/Rol Stakehol Stakeholder er on Project strategies/Method of
er e der Expectation (s) Interest(s) Result Communication
Strategies and tactics to
Position in High level maximize positive
the needs or stakeholder influence and
organization Internal expectations for Supporter/O minimize or neutralize
or role in or the project High/ pposed/ negative stakeholder
project External and/or product Med/Low Neutral influence.
Deliver the
project within
allocated Keeping updated project
Tim Mills- budget, on the status by providing weekly
Project time and project report/Phone calls,
1 Sponsor Internal success criteria High Supporter Monthly meetings & report
 Deliver the Managing the
Project project project/Weekly & Monthly
2 Manager Internal successfully High Supporter Meetings
Meeting with
project
stakeholder Assists the PM to build and
expectations deliver project goals with
and maintain their expertise/Daily &
the project Weekly status report
3 Project Team Internal requirements Medium Supporter meeting
The expectation Assists the PM to build and
Community is, attend the art deliver project goals with
(Neighbor) festival and get their expertise/Daily &
Lynn informed about Weekly statue report
4 Residents External the piece of art Medium Neutral meeting
Provide gifts, The project manager will be
souvenirs, and informing the vendors
food for people about the location of the
who will be event. Also, director of the
Vendors(mer attending the event will get the permits
5 chandise) External event. Low Neutral for them/ Phone calls
Project team will be
Ensure the assigned the cleaning staff
cleanliness and designated areas in order to
Cleaning tidiness of the clean up event
6 staff of event External meeting place Low Neutral location/Phone calls
The Mayor
Mayor of expectation is
Lynn – increasing Keeping updated mayor
Judith F. awareness of about the project status
7 Kennedy External city of Lynn Medium Supporter report weekly
Provide
supports and
ideas in event Conceptualizes the
planning based projected event from
on the beginning to finish in
information accordance with the
Event provided by the planned requirements/Daily
8 Organizer External project team Medium Supporter & Monthly meetings
Entertain the event clients
by performing songs,
dances, or any form of stage
Artists and Provide entertainment/Phone calls
9 performers External entertainment Low Supporter & e-mails
10 Lynn PD (or External Full inspection High Neutral Promotes the interests of
local over the project the local community and
authorities) and provide provide provisions to the
 insights on
project's impact
to the project/keep them informed
community by phone calls
Focus on the
event publicity Provides business exposure/
Local news., and keep them informed by
11 tv channel External advertisements Low Neutral phone calls
Guides will be
helping people
in terms of
providing
On site information Giving a presentation about
information about the town, the importance of the
& guide art and so on. event/keep them informed
12 team External Walking tours. Low Neutral by phone calls
Painting Suppliers will The decor team will be
supplies (or be given decor given tasks and
other requirements requirements by the project
supportive and thus team/ The project team will
venues or facilitate plans keep them informed
facilitates we that may fit the through phone calls or on-
13 use) External projected event Low Neutral site meetings as needed
Full inspection
over the project
in general, and
works closely
with the project
management
team to ensure
all the
requirements Brings the project off the
Founders of and tasks are ground and invest resources
Beyond- explicit and to help the project to
walls built with succeed/ Daily & Weekly
14 Al Wilson Internal compassion High Supporter meetings
Provide overall inspection
Responsible for on the general process of
event planning the project and plans day-
Associate and directing to-day operations of the
Director the operation of project/ Daily & Weekly
15 Pedro Soto Internal the project High Supporter meetings
16 Program Internal Responsible for High Supporter Coordinates and oversees
Manager- overseeing and the project/Daily & Weekly
Julia offering meetings
Midland direction and
guidance to the
project in
 general
Manages and oversees
Responsible for event planning and
Program ensuring and implementing, and provides
Coordinator- monitoring the insightful report to the
Doneeca implementation administration/Daily &
17 Thurston Internal of the event High Supporter Weekly meetings
Ensures and
protects the Patrols and monitors
assets and the activities at the projected
safety of the event to protect the asset
Security event and human safety/Daily &
18 Service External participants Medium Supporter Weekly meetings
Refers to
transportation
(e.g. vehicles)
that carry event
participants
from one Provides transport
Transport location to service/keep them informed
19 Service External another. Medium Supporter by phone calls
Ensures the
safety of the Provide general security to
Regulators associated the aligned workers and
(eg. Office of workers and properties of the projected
the Technical property of this event/keep them informed
20 Regulators) External project High Neutral by phone calls
Food suppliers will be
given an allergy list to
Provides food ensure the safety of the
Catering and drinks to food/keep them informed
21 Suppliers External the event on site Medium Supporter by phone calls
Information of the event
Artists & will be given so the agency
performer Sources of knows who to assign/keep
booking artists that best them informed by phone
22 agency External fit the event Medium Supporter calls
Light and sound suppliers
Suppliers of will be contacted once the
light and Ensures event theme of the event is
sound lighting and settled/keep them informed
23 equipment External sound supports Medium Supporter by phone calls

Communication Plan
Audience Responsible Delivery/ Due Date / Communication Objective of Deliverable
Method/ Frequency Type Communication
Format
Project Project Face to Face Once Project Approval - Review the project -Project Plan
Manager, Sponsor – Meeting plan - Project
Project Team Tim Mills - Review the project Requirement
requirements lists
- Review the project - Agenda
roles and
responsibilities
Project Team Project Face to Face Once a Weekly Project - Understanding of the - Project Scope
Manager week Status Report project expectations Statement
- Project overview - WBS
- Forecasting project - Weekly project
budget, and schedule status report
- Reporting a project - Agenda
progress
Mayor of Lynn Project E-mail Once a Weekly Project - Keeping the mayor - Weekly project
– Judith F. Manager week Status Report informed about the status report
Kennedy project
Project Sponsor Project E-mail, Once a Weekly Project - Keeping the project - Weekly project
– Tim Mills Manager Phone week Status Report sponsor informed status report
about the project -
Project Event E-mail Once a New ideas about - Providing supports, - Planned
Manager Organizer week the project information requirements list
organizational level - Project
organizational
plan
- Change request
Form
Lynn Residents, Event Newspaper, Once Announcement - Informing the - Fliers
and Community Organizer Social Media of the Beyond community and - Newspaper
Walls project residents of Lynn - Social Media
about the project campaign
content
Vendors & Event E-mail, Once a Pre-commission - Discuss the - Request list
Catering Organizer Phone month Event Plan community - List of the
Suppliers expectations from the goods
vendors - Beverage menu
- Prepare the menu - Food Menu
and cuisine
Artists & Event E-mail Once a Pre-commission
Performers Organizer month Event Plan
Lynn PD and Program Face to Face Once Pre-commission - Provide provision of - Safety
Security Service Coordinator – Event Plan the Beyond Walls requirement
Doneeca Project report
Thurston - Monitors activities at - Event safety
the event and ensure guide
people safety - Event safety
checklist
Transportation Associate E-mail Once Pre-commission - Plan to - The map of the
Service Director- Event Plan transportation pick up shuttle service
Pedro Soto and drop off locations - Pick up and
- Provide the shuttle drop off
service locations
Regulators Program Face to Face, Bimonthly Required Permits - Project legal-side -Permission
Manager- E-mail requirements Document
Julia Midland - Obtain the location
of the event
- Local requirements
- Safety requirements

Project Project Face to Face Once, the Project Closure - Discuss the Roll-out -Performance
Sponsor- Tim Manager last week of Plan Review
Mills, Project the Project - Review the feedback - Lessons
Team, Event - Meeting agendas learned
Organizer documentation
- Project closure
report

Resource Loaded Schedule

Task Name Duration Start Finish

BEYOND WALLS PROJECT 228.5 Thu 9/19/19 Tue 8/4/20

days

Event Initiation & Conception 34 days Thu 9/19/19 Web 11/6/19

Community Research 9 days Thus 9/19/19 Wed 10/2/19

Stakeholder Register 12 days Wed 10/2/19 Fri 10/18/19

Project Charter 8 days Fri 10/18/19 Wed 10/30/19

Deliverable Checklist 5 days Wed 10/30/19 Wed 11/6/19

Event Definition & Planning 28 days Wed 11/6/19 Fri 12/13/19

Project Management 18 days Wed 11/6/19 Mon 12/2/19

Event Scope Management 8 days Wed 11/6/19 Mon 11/18/19

Event Budget Plan 9 days Mon 11/18/19 Thu 11/28/19

Event Schedule 9 days Mon 11/18/19 Thu 11/28/19

 Event Risk Management Plan 10 days Mon 11/18/19 Fri 11/29/19

Event Communication Plan 8 days Mon 11/18/19 Wed 11/27/19

Kick-Off Meeting 12 days Thu 11/28/19 Fri 12/13/19

Event Execution & 149 days Mon 1/6/20 Thu 7/30/20

Monitoring

Event Design 115 days Mon 1/6/20 Fri 6/12/20

Event Permits & License 19 days Mon 1/6/20 Thu 1/30/20

Artist Management 29 days Fri 1/31/20 Wed 3/11/20

Food Vendor Management 27 days Thu 3/12/20 Fri 4/17/20

Music/Entertainment 22 days Fri 1/31/20 Mon 3/2/20

Crowd Management 7 days Wed 6/3/20 Thu 6/11/20

Marketing & Promotions 40 days Mon 4/20/20 Fri 6/12/20

Event Conduction 74 days Mon 4/20/20 Thu 7/30/20

Event Orientation 10 days Wed 5/20/20 Tue 6/2/20

Event Set-up Plan 5 days Wed 6/3/20 Tue 6/9/20

Operations Management 9 days Wed 6/10/20 Mon 6/22/20

Beyond Walls Event 20 days Tue 6/23/20 Mon 7/20/20

Event Clean-Up 74days Mon 4/20/20 Thu 7/30/20

Event Closure 11 days Tue 7/21/20 Tue 8/4/20

Final Performance Report 8.67 days Tue 7/21/20 Fri 7/31/20

Event Success Evaluation 11 days Tue 7/21/20 Tue 8/4/20

Event Closure 11 days Tue 7/21/20 Tue 8/4/20

The schedule for the project is initially baselined to 228.5 days. The baseline for schedule can be
changed due to addition or deletion of activities to critical path. Apart from that, some schedule
dates were influenced by project manager. For instance, the project manager wants to add two
more days on deliverable checklist part due to some personal reasons. Also, some changes of
overallocated resources happened.

Updated Cost Statement

For the Beyond Walls project, we applied Bottom Up approach for cost estimation. The allotted
budget for the project is $150,000 and the allowed Contingency Reserve will be 10% of the
project which will sum up the entire budget at around $165,000. After the cost estimation
performed by the project team, the initial estimated budget is $156,014, which is a little higher
than the allotted budget but can be covered well within the Contingency Reserves.
Following table shows the Baseline Cost distribution according to the project phases:
Phase Budget (USD) Duration (days)

Beyond Walls Project $156,014 228.5

Event Initiation & Conception $16,850 34

Event Definition & Planning $30,332 28

Event Execution & $103,696 149

Monitoring

Event Closure $5,136 11

 
The project estimates also involves the following fixed costs where the Fixed amount will be paid to the
respective companies while signing the contract:
Activity Cost Description
(USD)

Sign Contracts $5,000 Confirming the artists with the Artists Management Company for the
(Artists) Murals. Here the company will be paid the entire fees in advance.

Sign Contracts $3,500 Here the event fee will be paid to the Entertainment Company in
(Entertainment) advance.

Sign Cleaning $3,500 Here the Cleaning company will be paid the fixed fees in advance
Contract while signing the contract.

Cost Baseline Statement

The cost baseline of Beyond the Wall is used to estimate project expenses against the budgeted
project expenses. In this case the current estimated baseline of this project is $156,014, which
exceeds the actual cost $149,858 by $6,156 and the initial estimated budget of $150,000 by $14;
however, this extra amount of cost can be covered by the 10% contingency reserves set at the
beginning.
Table Budget Spreadsheet
 Name Actual Remaining Cost Baseline Cost
Cost Variance

EVENT INITIATION & $13,105 $2,825.00 $15,930 $16,850.00 ($920.00)

CONCEPTION  

EVENT DEFINITION & $0.00 20,816.00 $20,816.00 $30,332.00 ($9,516.00)

PLANNING        

EVENT EXECUTION & $0.00 $108,276.0 $108,276.0 $103,696.00 $4,580.00

MONITORING   0 0    
       
 

EVENT CLOSURE $0.00 $4,836.00 $4,836.00 $5,136.00 ($300.00)

         

The cost baseline will only be changed when there is a change or changes in the scope statement,
which also means that the project plan was not well-structured and planned. In this case, if the
10% contingency reserves are approved by the sponsor, the project doesn’t require any
immediate changes to the cost baseline; reversely, if the contingencies are not approved, we may
cut down the cost by reducing expenses in Event Execution phases where the following example
activities are taking an excessive amount of cost: 

Name Baseline Cost

Select Artists $2,520.00

Select and Confirm Theme $4,920.00

Publish on Social Media and On-site $8,000.00

Marketing

Schedule Baseline Statement

The given schedule baseline leads to finish this project no later than  June 30th, 2020, and the
estimated baseline schedule is June 31 ’20, which is a day later than the projected finish date;
There are two options for our team, first, talk to the sponsor and ask for an additional day, or
second, go back and reschedule our planned activities to make certain adjustments to fit the time
frame. The followings are the tasks that their duration could be revised and updated in the future:

Name Baseline Duration

Select Vendors 20 Days

 Select and Confirm the Theme 12 Days

Sign Contract for 5 Days

Entertainment

Work Baseline Statement

The total estimated work baseline is 4,710.88 hours, is greater than the actual completion hour of
4,449.68h by 261.2, which means the project team is not spending the right number of hours on
their tasks.
Scope Baseline Statement
The project is to design and hold a two weeks event about art festival named Beyond Walls. The
duration of the project is from Sep 19, 2019 to Jun 30, 2020. And the budget of the project is
about 150,000 US dollars. After the creation of work breakdown structure, our major
deliverables include community research, project management, event design, artist, food vendor,
entertainment, event conduction and clean-up. At present, after the cost and schedule estimation,
the scope of the project has not changed.
Items may lead to change and adjustment of project scope baseline:
 After the schedule and cost estimation and submission, a one-day delay and an overrun of
$6,014 were approved.
 Sponsor adds additional requirements, such as the construction of the park environment
during the event.
 Sponsor’s requirements change, such as no need for entertainment activities other than art
exhibitions.
 Event delay due to weather and other uncontrollable reasons.
 Sponsor's budget has adjustment.
Ethics Policy:

The ‘Beyond Walls’ project is a multidisciplinary public art project that aims to establish a
connection between the city’s waterfront area being underutilized and it’s vibrant downtown.
This ethics statement is intended to make the best possible decisions regarding environment,
resources and people. It deals with questions at all levels committing to do the right thing, in the
right way with the highest standards of integrity, transparency and principled performance. Our
ethics policy applies to all the team members in the project and appropriate actions will be taken
where we believe they have violated our code. We will follow the global code of ethics while
working on this project as our project team consists of project team members from all around the
world coming together working on common project goal that is successfully delivering the
project. Global ethics can be termed as ethical perspective into the nature and universal
justification of values which are significant connection between individual living and states in
different societies. 
Knowledge about code of conduct and ethics statement in the team will ensure that everyone
understand them better and encourages moral behavior when working with diverse people.
According to the Project Management Institute (PMI), "Honesty, responsibility, respect and
fairness are the values that drive ethical conduct for the project management profession" Our
project team will be following the same professional code as guideline and articulate customized
standards based on the project uniqueness and cooperate together ethically with the team.
 Responsibility: All team members are accountable for complying with the code and
 project policies similarly each team member is responsible for completing this project as
well as his/her own responsibility successfully. All team members will be accountable for
managing the project as well as appropriately escalating the violation and issues which
one is aware of. If mistakes are made, we acknowledge them and try to correct them
 Respect: Our project team value and promote diversity and inclusion in all aspects of
business and at all levels. Success comes from inviting and incorporating diverse
perspectives. So, the basic rule for all the team member is to respect each other’s culture,
religion, gender and ethnic background. We will help to create an environment where all
team members respect each other’s contribution, belief and knowledge keeping an open
mind listing different points of view
 Honesty: Honesty is the bedrock of trustworthiness and trust as it builds up the kind of
work culture that you create for the project. It is important that all team members
understand the trust and act in truthful manner in code and in interaction. We will
develop a team environment where every member in the project can express his/her
opinion without hesitation
 Fairness: All the team members will ensure that all the decisions are made on appropriate
criteria, being a just, equitable and impartial. Being transparent and conducting open
communication with the team members will the fundamental policy for decision making
throughout the project. Everyone’s opinion, ideas and contribution will be fairly
considered and appreciated for successful completion of project

Risk Management Plan:

Risk Management Plan is a formal procedure by which the team will systematically identify,
assess and respond to risks factors. It basically concentrates on identifying and controlling
circumstances or activities that have a potential of leading undesirable change. The team will
perform continuous risk management method which involves four key processes: Risk
identification, risk analysis, risk response planning and risk monitoring and controlling.  Each
process includes various methodologies.
To determine and categorize risks during risk identification process, we are using risk breakdown
structure (RBS) and brainstorming methodologies. For risk analysis process, it is recommended
to use both qualitative and quantitative analysis for risk identification and then prioritize the risks
as High, Medium or Low based on probability, impacts and costs. The discussed method will
facilitate to create a risk matrix to determine the risk severity.
Then comes risk mitigation and controlling plan which involves process of developing actions
and option to minimize threats and exploit opportunities based on the identified and analyzed
risks. Risk response process involves defining response strategy, planning corrective action and
contingency plan. Finally, to control and monitor risks the project team will work upon change
management and control process. The change request has to be assessed by the project change
experts and then approved/rejected depending on cost-benefit analysis. 

Risk Register: 

Please note: The Risk Register has been uploaded via another link with this assignment

Contingency Reserve Policy & Request:

The contingency reserve policy and request are based on the risk assessment and analysis.
According to the risk management plan and risk register, we are ready to apply for a contingency
amount for our project - Beyond Wall. After discussing of actual situation and referring to the
historical data and similar projects, our project team has decided to apply for the 10 percent of
the whole project as the contingency reserve, the amount is $15,000. The specific statement of
the requested amount is as below.
In the project scope statement, the budget for the entire project is $150,000. But according to
previous project cost estimation and determined cost baseline, our initial estimated budget is
$156,014, which exceeds the allowed project budget by $6,014. Thus, we have the risk of
overspending. However, after requesting $15,000 as team contingency reserve, the total budget
of the project is $165,000, which means that the overspending risk of $6,014 can be covered. In
addition, based on the cost baseline statement, after the actual allocation of the project budget is
completed, our actual cost is $149,858, which is less than the allowed project budget $150,000.
Therefore, the contingency reserve can be used more for other project risks. That is, the risk for
cost category can be well controlled in the contingency reserve that is requested to be 10% of the
budget.
For the project risk register, we can conclude that the risks of adopting the mitigate method in the
risk response plan all require applying more money to transfer the risk to a third-party
commitment when dealing with the issue caused by the risk, that is, hiring more professional
analysts or experts to manage and adjust. Among them, the five risks closely associated with the
contingency reserve are MF03 - fail to define scope, MF04 - ambiguous expectations, MF05 -
inaccurate estimates, MF08 - insufficient change management, and MF10 - shortfalls on
resources. Meanwhile, the probabilities of MF03, MF04, MF05 and MF10 are low, and the
impacts of them are high. While the probability and impact of MF08 are medium. Thus, their
risk scores are not located in the high-risk range. When responding to those risks, the $15,000
contingency reserve is sufficient. Additional, because these risks are specific to the project's
scope, changes and resource allocation, as well as involve internal management and
communication of project team members, external estimators and experts may face a lack of
understanding of the actual situation. Therefore, we are more inclined to rely on the internal
members of the project team to respond and resolve the risks, and accordingly, there is no need
for too much additional expenses. In other words, the chances of using the contingency reserve
are very low.
Contingency reserve policies:
 Using contingency reserve when facing an issue caused by risk.
 Change control process is the way for contingency reserve application. 
 The contingency reserve can only be used after submitting the application and obtaining
approval from the sponsor and manager.  
 In general, changes and adjustments need to be proposed in the project status reports and
wait for permission, but in the event of an emergency, the risk owner can directly report
to the manager and mobilize the contingency reserve after manager approval. If the
requested amount of money is large, the manager needs to directly report to sponsor and
use the contingency reserve after sponsor approval.

Quality Management Plan & Statement: 

The Quality Management Plan for the Beyond Wall- Park Art Festival project will establish the
activities, processes, and procedures for ensuring the best quality upon the conclusion of the
project by designing, creating and implementing the 2-week Art Park festival.  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 Beyond Wall - Art Park festival project will ensure
quality is planned for designing, creating and implementing the festival.  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.
 
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. From time perspective we
will book in advance the bands, vendors,
 
The project team will work with the Quality Group to define and document all organizational
and project specific quality standards with respect to the success criteria defined in the previous
stages of the projects.
The User acceptance criteria for the above project was as follows:
·      All the preparation of the event includes the planning, reviewing and approving completed
before June 30, 2020
·      The budget of all the event’s preparation no more than $150,000
·      All the deliverables and review process are authorized by the sponsor
·      All details meet the specific requirements from the community and key stakeholders
·      The events will last two week long and include the selected artists, food vendors, music, and
other entertainment
·      All the events schedule had instructed by sufficient instructors and along with the manage
course
 
 All quality documentation will become part of the Art Park festival project 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 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
 Process performance
 Customer Satisfaction (as a result of field trials)
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.

Quality Requirements / Standards

Quality Procedure: Our Quality Procedure is followed by PDCA cycle. Plan-Do-Check-Act
cycle
The PDCA cycle can be applied to all processes and to the quality management system as a
whole. 
The PDCA cycle can be briefly described as follows:
  Plan: establish the objectives of the system and its processes, and the resources needed to
deliver results in accordance with customers' requirements and the organization's policies,
and identify and address risks and opportunities;
  Do: implement what was planned;
 Check: monitor and (where applicable) measure processes and the resulting products and
services against policies, objectives, requirements and planned activities, and report the
results;
 Act: take actions to improve performance, as necessary.
 Quality Standards
 
The quality standard matrix table identifies:
 The major deliverables of the project that will be tested for satisfactory quality level. 
 The quality standards established for the project deliverable. Included are any
organizational standards that need to be followed.
 The quality control tools that will be executed to monitor the quality of the deliverables.
 How often or when the quality control activity will be performed
 
Quality management is divided into three categories: 
 Plans
  Performance quality - preventative activities, evaluation of project deliverables) 
 Process quality 
Evaluation instruments and mechanisms used: 
  Risk assessment analysis 
 Quality/satisfaction questionnaires for partner meetings 
 Quality/satisfaction questionnaires for the event
 Peer review of deliverables 
 Expert review of deliverables (external audits) 
  Status reports 
 Focus sessions during partner (and Skype) meetings 
Following which, draft versions of the implementation plans for each deliverable are presented at
the meeting. 
 The drafts are discussed and approved at the meeting by general consensus after feedback
and alterations. 
  The plans are then updated by the project team and reviewed by the stakeholders until
 final acceptance. 
 There will be a minimum of two rounds of feedback and alterations for each plan. 
 Updates to the plans should be included in status reports. 
 The implementation plans will include qualitative and quantitative indicators for project
progress which will be followed and reported on a regular basis as part of internal project
reporting. Plans also include target dates for submission of deliverables

Quality standard matrix table: 

Deliverables Quality Policy Quality Person Framework Quality Standards

procedure management responsible
tools 

Project Communication Flowchart Project After every Must be within

Management  with stakeholders, Manager  major scope
inspection  deliverable  Must be within
the project cost
Must be delivered
by June 30

Process Assess and prioritize Fishbone Project After each Must adhere to
Improvement needs  diagram Manager and activity  the quality
Qualify all project Cost/Benefit the team standards and the
processes  analysis  members  client needs

Event Organizational Flowchart Project Timely Must follow the

management Skills – team Manager review and initial plans and
members updates update if any
Communication deviations
with stakeholder and
sponsor
 

Community Feedback Flowchart Project team After each Any deviation be

needs  Artist selection members deliverable updated

 
Quality Assurance: In order to ensure quality, an iterative quality process will be used
throughout the project life cycle.  This iterative process includes analyzing the design,
conducting the festival, and continuously improving the processes. We will follow the plan and
assure that the expectations of organizers, vendors, and attendees of events are met in regard to
the park art festival. 
 
The Project Manager and the project team will perform assessments at planned intervals
throughout the project to ensure all processes are being correctly implemented and executed. 
 
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.  

Quality Control: The focus of quality control is on the deliverables of the project. Quality
control monitors project deliverables to verify that the deliverables are of acceptable quality and
are complete and correct. 
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
discrepanciesand/or audit findings from the quality manager, and a discussion on product
improvement initiatives.

Integrated Change Control Process

Change control is a process that record and document the actual change of the whole project
process. We define the change by creating a charter which include the request, the reason for the
request, the condition of the success, expected value and success. Once the request charter is
documented, all tram should have a review, discuss, figure out the option and then provide
feedback.
The change request form followed in our team/organization is as follow:

Change Request:

Project:

Change Requestor:

Change Category (Check all that apply):

□ Schedule                  □ Cost             □ Scope                   □ Requirements/Deliverables

□ Testing/Quality       □ Resources                

Does this Change Affect (Check all that apply)?

□ Corrective Action    □ Preventative Action       □ Defect Repair      □ Updates

□ Other

Describe the Change Being Requested:

Describe the Reason for the Change:

Describe all Alternatives Considered:

Describe any Technical Changes Required to Implement this Change:

Describe Risks to be Considered for this Change:

Estimate Resources and Costs Needed to Implement this Change:

Describe the Implications to Quality:

 Disposition:

□ Approve                   □ Reject           □ Defer

Justification of Approval, Rejection, or Deferral:

Change Board Approval:

Name Signature Date

(The template reference: https://www.projectmanagementdocs.com/template/project-

documents/change-request/#axzz5piguYnBT)

Additionally, the project manager is responsible for reviewing and implementing the change
request, and sponsor will validate the changes. Also, project manager and project members will
update the changes in project plan as and when it comes.