Table of Contents

Executive Summary ................................................................................................................................... 2

Company and Project Background .......................................................................................................... 3
Project Scope.............................................................................................................................................. 3
Project Goals........................................................................................................................................... 3
Project Objectives .................................................................................................................................. 3
Project Deliverables ............................................................................................................................... 4
Identifying the Problem.............................................................................................................................. 4
Milestones ............................................................................................................................................... 4
Technical Requirements ....................................................................................................................... 4
Reviews with customers ........................................................................................................................ 4
Strategic Importance.............................................................................................................................. 4
Goals and Objectives................................................................................................................................. 5
Limitations and Exclusions ....................................................................................................................... 6
Assumptions of the Project ................................................................................................................... 6
Stakeholder Survey .................................................................................................................................... 7
Communication Plan .................................................................................................................................. 7
Budget .......................................................................................................................................................... 8
Risk and Contingency................................................................................................................................ 9
Appendix A: Terms of Reference........................................................................................................... 10
Appendix B: Capilano Consulting stakeholder survey ........................................................................ 13
Appendix C: Responsibility Assignment Matrix ................................................................................... 15
Appendix D: Risk Response Matrix ....................................................................................................... 16
Appendix E: Risk Severity Matrix ........................................................................................................... 18
Appendix F: Gantt Chart & Process Network ...................................................................................... 19
Task summary ...................................................................................................................................... 19
Gantt Chart ............................................................................................................................................ 20
Appendix G: Work Breakdown Structure .............................................................................................. 24

Capilano Consulting | Playground Project Plan 1

Executive Summary

The North Vancouver School Board has hired Capilano Consulting to create a
project plan for building/reconstruction of playgrounds in their school district. The goal of
this project is to create a template plan for any and all schools or communities that are
in need of a plan to start a playground project.

A playground project can serve as a team-building opportunity for employees of

corporations, members of organizations, and school and groups. It is crucial that
playground reconstruction takes place as needed for several reasons, the first is the
safety of the children at school; the second reason is to provide parents with
reassurance about the schools safety standards, and finally it acts as a representation
of the school.

Our project scope is limited to only school playgrounds and does not include
parks. A few of the major assumptions that we are taking on in executing this plan
include, the assumption that fundraising will occur and be completed, the assumption
that our vendor will be knowledgeable, and the assumption that we will have the support
of the PAC.

As our project plan is only an outline/template our budget is only a set of

guidelines and estimated inflows and outflows of cash. The inflows of currency that a
school may expect to obtain are, fundraising, grants, and school/parents saving. While
out puts can be categorized under, cost of playground equipment and construction,
advertising and opening ceremony.

Utilizing tools like the risk response matrix we were able to determine that our
largest risk lies in inaccurate measurements of time and increased budget due to time
lag. We have calculated that the school should set aside approximately $20,000 for
emergency/contingency funds.

Capilano Consulting | Playground Project Plan 2

Company and Project Background

Capilano Consulting is an experienced team of seven project managers working

out of a North Vancouver. We provide objective advice, expertise and specialist skills
with the aim of creating value, maximizing growth, and improving the business
performance of our clients. Our mission is to provide our clients with all the tools and
information they require to help succeed in their business ventures with us.

Our cliental are businesses, communities and corporations that need business
plans, solutions and guidance in order to complete projects or run operations more
efficiently and effectively.

Our clients for this project plan are elementary schools and communities across
the Lower Mainland that is in the planning process of playground construction. We have
researched and developed an extensive project plan that is very thorough, easy to
follow, and can be executed by our clients with ease.

Capilano Consulting provides project management tools such as the

Responsibility Assignment Matrix for their clients so that they may execute their project
plans with ease and efficiency. Some other tools that we provide include a budget
analysis taking into consideration all potential fees, a work breakdown structure
highlighting key deliverables in the construction of a typical playground and risk analysis
tools that can help our client be prepared for the worst case scenarios.

Project Scope

Project Goals
Our goal for this project is to create a template playground plan – to be utilized by
schools with plans for playground construction – that will be completed within the spring
Capilano University semester.

Project Objectives
 To develop a plan that, as a template, will allow PAC’s within BC school
districts to construct a playground that will fit all stakeholder’s needs.
 To create a feasible playground construction plan taking into consideration
any legal issues, stakeholder concerns, and budgeting.
 In order to ensure that we are meeting the objectives of the project, we will
consult experienced PAC members who have implemented such projects in
the past.

Capilano Consulting | Playground Project Plan 3

Project Deliverables
At the end of our project we will have created a plan for the construction of any
given elementary school playground. This plan will include a WBS, RAM, Process
network diagram, Budget template, communication plan, and risk assessment. This will
allows PACs to tailor this plan to their needs.

Identifying the Problem

This Project Plan was created to help the members of the PAC in all/any schools
in the Lower Mainland that are looking into the construction/reconstruction of their
school playgrounds. This plan will act as an initial guideline to help those who are
unsure of playground construction process to get an idea of how they should execute a
plan and the resources they will need to acquire to be successful.

Milestones
Milestones
Implementation vote 2months 4days

Fundraising Completion 10months 16days

Construction Start 11months 5days

Opening Ceremony 14months 2days

Technical Requirements
Some technical requirements that we need to take into consideration include, the
size and maximum capacity of the playground.

Reviews with customers

We will be reviewed by any possible end users and by the course Instructor.

Strategic Importance

A playground project can serve as a team-building opportunity for employees of

corporations, members of organizations, and school and groups.

Capilano Consulting | Playground Project Plan 4

 When local citizens are involved in developing a new playground, the resulting
pride of ownership tends to discourage vandalism and other destruction.

They’re a few key questions that need to be answered during the life a project.
Why do we need this plan for our project? What are the benefits and outcomes from
building a playground? And what are our main reasons for making this plan?

It is very important to build an elementary school for our young children where
they feel motivated to learn new things and enjoy their social relationships with others.
Because, elementary school students have the potential to maintain highest
achievement, both academically and personally.

One of the key reasons of building or rebuilding a new playground in an

elementary school is safety. It is important to make sure that our children play in a safe
place and the equipment they play with of climb up all the time and every day is safe
enough. Also, providing a new, modern and fun place for our youngest generation can
be a good motivation to make them to go to school and grow in their social life.

Generally speaking, educating our children in a newer and nicer school can be
very helpful when it comes to keeping them motivated. In addition, on the parents’ side,
they would love to have their children going to a well constructed school and feel safe
about their own kids' health and safely. Moreover, it is very beneficial for the school
board and principle to have a school with a perfectly safe playground and not to worry
about safety issues that might occur during the break times.

Goals and Objectives

Planning a project for building a playground can seem overwhelming. But, when
you break it down into smaller tasks, it can be quite manageable. There are a few key
steps that need to be followed in order to meet our goals. Our first goal in this project is
to build (or rebuild) a modern, safe and affordable playground for an elementary school.
Before we can design and install a playground, we need the community support for our
plans.

First of all we need to identify stakeholders. These are the parents, school
personnel and principle, community itself and the venders who will most directly benefit
from the playground project.

Capilano Consulting | Playground Project Plan 5

 Then we can target potential supporters. These could be neighbourhood
associations, service clubs, and local government agencies, religious groups, trade
unions and local news media.

Then the next important step is to make a schedule meeting with stakeholders
and potential stakeholders. When we have a rough idea about the project agreed
budget, it is the time to start to convert our goals to an efficient plan. We need to figure
out how to manage our cash inflow and who are going to be our fundraisers. Moreover,
it is important to discuss the duration of our project with the stakeholders and finish the
project within the set timeline. Then it is time to start our research about playground
venders and the best construction companies we can work with.

The next step is to communicate with the stakeholders and keep them updated
with the project plan status and make sure that the plan we are going to use fits in our
budget. Now it is time to sign contracts with selected venders and construction
companies to start the project.

Our project plan has to be “SMART”, specific, measurable, assignable, and

realistic and time related.

Limitations and Exclusions

Some of our limitations and exclusions include, landscaping, the hours that
construction can be conducted, individual school board regulations and standards,
length of time we have for constructions (assuming the playground is in a school zone),
we will not be building it, it will not be a park (it will be a small playground). Fundraising
plans are not included.

Assumptions of the Project

As our project is a plan for a project, we have compiled a list of assumptions that
apply to this report:

1) Our first assumption is that the project plan will be executed in the amount of
time allotted and that all fundraising and grant acquisition will occur and be
completed prior to the completion of the project.
2) Our second assumption is that our budget. As the majority of our project will
be funded through fundraising by the PAC and the school, a major
assumption is that the PAC and the school are able to fundraise enough
funds to support the construction
3) Our next assumption is that the PAC members are knowledgeable and have
the resources, alongside this project plan, to execute and complete this
project.

Capilano Consulting | Playground Project Plan 6

 4) We are also assuming that the vendor that the school board is selecting for
the project will have the necessary skills and expertise to execute and
complete the project within the set budget and time frame.
5) This project plan also assumes that there are no legal complications
throughout the project and that there will be no lawsuits or legal fines placed
in the process of construction.

Stakeholder Survey
Appendix B outlines a mock survey that can be given to stakeholders in a project
with a similar scope and values as this one. The stakeholder survey holds three main
purposes, the first purpose of the survey is to ensure that all stakeholders’ views and
opinions are taken into consideration and recognized. The second and third purpose of
the stakeholder survey is to ensure that expectations are met and to increase the
prospect of project buy-in.

Communication Plan

Communications are a critical deliverable of every successful project and a key

project management soft-skill. One of the most important parts of a project in its primary
levels is an efficient way of communicating with its stakeholders. The project
management is countable for keeping the stakeholders updated with the project’s
process. In our project plan (building a playground for an elementary school) the project
management team (PAC) will communicate with the key stakeholders over the duration
of project. The key stakeholders of the playgrounds are the parents, school board,
community, principle, and the venders that they are going to work with.

Each individual stakeholder has a different set of requirements for project

information, and prefers different ways of receiving their communications. It will not be
possible to define a unique set of communications for each stakeholder in most projects,
so the best you can do is identify the different category of stakeholder and define the
required information and communication methods that best suits the group.

The project management team could communicate with its main stakeholders in
the following ways:

 They can send newsletters to the parents or keep them updated through
PAC meeting and surveys.
 They are able to communicate with the school board back and forth and
update their status with them through the life of the project.
Capilano Consulting | Playground Project Plan 7
  They must contact the principle daily by phone or face to face meetings.
 They communicate with the venders towards the end of the project plan
through a contract between the other stakeholders, venders and the project
management team.
 Community Stakeholder is an increasingly important category of stakeholders.
Consideration of these stakeholders must go beyond communications. The
management team can communicate with them through e-mail, Intranet,
Internet, regular mail, phone, video conferences, and face to face meetings.

Besides all the ways that project management team could communicate with
stakeholders, they have to be careful to not to over-communicate with them. Also, the
management team should not report a problem to them without suggesting a solution.

Budget
(Cash Inflow) (Cash Outflow)

-Fundraising: - Cost Of The Playground, equipment:

 Fundraising Events.
 Donations.
 Students’ performance for
fundraising.
-Grants:
 From the bank.
 From the money institutes.
School/ Parents Savings:
- The money that could be saved for
emergency situation or any
renovation.
- Aluminum Posts.
- Tender decks.
- Tender tuff Coating.
- Polyethylene Slides.
- Adjustable Slide footer.
- Stainless Steel Hardware &
Fasteners.
-Cost Of Playground, Construction:
- Building permit.
- The Labour hours.
- The cost of contract for the job
(cost of the insurance for the
project is included).
- The cost of demolishing the old
playground.
- The cost of landscaping.
-Cost Of Advertising:
- The cost of survey.
(individuals/community)
- The cost of newsletter.
- The cost of printing and
distributing Fliers.

Capilano Consulting | Playground Project Plan 8

- -Opening Ceremony:
- The cost of supply needed for the
party. (Paper
plates/fork/spoon/knife, the
balloons, ribbons, flowers…)
- The cost of food/drink needed for
the number of people attending.
- The cost of rental equipments.
(Music instruments, chairs,
tables…)
- The cost of invitation cards.
- The cost of prizes and gifts that
will be given out to some parents
and donators.

Risk and Contingency

After conducting our risk response matrix (appendix D) and our risk severity matrix
(appendix E), we were able to determine the top 10 risks and factors that we feel contain the
most risk for this type of project. As per these analysis’ we were able to determine that the most
influence factors in this project are time and budget.

Earlier in this report we listed milestones and deliverables, with the application of these
to measurable, the project manager will be able to minimize the risks of this project. For our two
top risks with the highest overall risk value, our contingency plans are to reallocate funds and to
raise more funds as required.

Capilano Consulting | Playground Project Plan 9

Appendix A: Terms of Reference

Date: Feb. 4, 2011 Start: TBA

Subject of the Study: Playground Completion: TBA
Reconstruction Proposal (School:
TBA)

Name and Address of Client: Capilano University Faculty Advisor

Name: TBA Name: Cyri Jones

Position: PAC Chair/ Comity Advisor Position: Instructor
Telephone: 604-783-8601 (cell)
Email: cyrijones2@gmail.com

Client’s Contact Person Student Names, Telephone, Email

Ricardo Teixeira Ricardo Teixeira, 604-354-2852; Aaron Bergner,

604-354-2852 778-987-3032; Rana Fahiminia, 604-782-7814;
ricardoteixeira88@hotmail.com Shannon Kim, 778-322-5572; Hilah Ravid 778-
926-0037; Elizabeth Westin, 604-613-6200;
Jason Wang, 778-384-1716

Identify the General Nature of the Client’s Goal

The goal is to create a plan for construction of a safe and fun communal playground for
any school that requires the information in the lower mainland. Within a set timeline
that meets the expectations set out by stakeholders.

Identify the Difficulties Caused by the Problem (symptoms)

Difficulties include:
 Financial investment
 Satisfying the needs of the stakeholders
 Safety regulations
 Selecting appropriate equipment/meeting standards set out by school district
 Timeline/restriction

Capilano Consulting | Playground Project Plan 10

  Completion date/goal

Description of the deliverable our group will be creating for our client:

 List of contact peoples

 Vendor recommendations
 Status updates conducted weekly via our website
 Construction timeline and execution plan
 Interviews with clients that have undergone similar scenarios (first-hand
experience)
 Funding information
 Example stakeholder survey and instructions for implementing the survey – to
give template for a general idea of questions that you may want to ask
Benefits to be Expected from this student deliverable:

 Clarification of planning process for construction of playground

 Efficiency in budget and schedule
 A good starting point for building a more elaborate project plan

Constraints: Limits imposed on our deliverable (technical, cost, time,

confidentiality, etc.)

 Example plan
o Doesn’t contain a full budget
o Doesn’t full vendor information
o Doesn’t give specific schedules

Criteria for Evaluation: Basis for measuring success of student project

(judgment, quantitative, etc.)

 Ease of use
o To be evaluated by: instructor, and potential users/clients
 Customizability
o To be evaluated by: instructor, and potential users/clients

Capilano Consulting | Playground Project Plan 11

Approved by Client (primary Agreed: Students
stakeholder)
Signature:
Signature: TBA Date:

Date: Signature:
Date:

Signature:
Date:

Signature:
Date:

Signature:
Date:

Signature:
Date:

Signature:
Date:
Approved by industry Approved by Capilano University
stakeholder
Signature: Signature:

Date: Date:

Capilano Consulting | Playground Project Plan 12

Appendix B: Capilano Consulting stakeholder survey

Why have we organized a stakeholder poll?

 To ensure that stakeholder views are considered in playground construction.

 To ensure that project output meets end-users needs.
 To increase project “buy in” stakeholder group.
What did we want to find?

 Stakeholder’s questions and issues of concern relating to safety and how many benefits they
will get after the playground are built.
 How stakeholders like their information to be presented.
 Stakeholders’ expectations of playground construction.
 Questions on building of schedule.
Questionnaire population

 Members of school’s management

 Students’ parents
 Residents of school neighborhood

Stakeholders’ expectations of Capilano Consulting

 Information role
 Provide information on the actual building, safety standards, suppliers information, reports and
conferences
 Network role
 Improve the co-ordination of school’s actual budget and schedule and bring them to clear to the
fix budget and schedule.
Stakeholder

How do you feel Very well not well extremely not well
current playground
meets the need of
student?

In want way could Increase investment Update equipment Increase area

playground be
improved? Other__________________________________________________

Number of children 10-30 30-50 50-70

More than 70

Capilano Consulting | Playground Project Plan 13

Ages of children 5-8 9-12 13-16

Currency member of Yes No

the PAC committee?

Interest in Yes No
volunteering with
playground
consulting during
project

Capilano Consulting | Playground Project Plan 14

Appendix C: Responsibility Assignment Matrix
School
Task Principal PAC Vendor Misc - Staff Stakeholders
Board
Financial
Draft Budget R RA C I N/A C
Final Budget I RA I I I I
District Grant I RA C N/A I I
Provencal/ Municipal
Grants I RA I C I I
PAC Gaming Grant RA
Playground
Playground
construction I I I RA I I
School Rep
Supervision C C I RA N/A C
Construction contract C I I RA I I
Pick product I C I RA I I
Vendor List I I RA C I I
Vendor Contract RA I I C I I
Project Start PAC vote I RA I I I I
Implementation Vote I RA I I I I
Create Pac Workgroup I RA I N/A I I
Stakeholders
Stakeholder survey C RA I C R I
Community Meeting I RA N/A N/A I I
Project Approval C RA C I R I
Parent Newsletter I RA N/A N/A I I
Parent Survey C RA N/A N/A I I
Building Permit I RA I RA I I
Opening Ceremony
Advertising I RA I N/A R I
Supplies C RA I N/A R I
Event day C RA I N/A R C
Media Contact C RA C N/A R N/A
Food Acquisition C RA I N/A R I

Capilano Consulting | Playground Project Plan 15

Appendix D: Risk Response Matrix
Probabi cost if it overall risk/risk
trigger contingency Responsible
Risk Description lity (%) occurs value
analyze resources
inaccurate measurement of activity and reallocate in
time activity is more than 2 order to ensure
0.55 $ 15,000.00 $ 8,250.00 days behind schedule timely completion PM/Vendor
budget change due to timeline lag 0.65 $ 11,000.00 $ 7,150.00 timeline lag raise more funds PM
Underestimated cost of cost exceed projected
development in budget 0.3 $ 20,000.00 $ 6,000.00 costs by 5% raise more funds PM
missing implement
theft of equipment/capital
0.25 $ 15,000.00 $ 3,750.00 equipment/capital monitoring systems PM
no progress over time implement a strike
(results should be system (3-strikes
Vendor/Contractor lack of
viewable every few and you're out) -
experience
weeks/implement research for a new
0.2 $10,000.00 $ 2,000.00 contingency plans) vendor PM
analyze the
situation and
rectify any
Safety problem during construction
hurt outstanding
employee/child/commu safety/medical
0.35 $ 3,000.00 $ 1,050.00 nity member issues PM
Development team inexperienced unreasonable communication and
(PAC) 0.5 $ 1,000.00 $ 500.00 demands/expectations showing results PM
Research new
vendor. Have a
clause in the initial
Failure of vendor to complete
contract stating
construction - by set date
3 months prior to end consequences if
date and no construction project deadline is
0.2 $ 2,000.00 $ 400.00 has started not met PM

Capilano Consulting | Playground Project Plan 16

 Continue with
construction
(teacher strike).
union strike Put operations on
hold
(construction/vend
0.15 $ 2,000.00 $ 300.00 discussion amongst staff or strike) PM
environmental disaster 0.01 $25,000.00 $ 250.00 news/unpredictable PM
vandalism during project 0.35 $ 500.00 $ 175.00
Equipment takes longer than expected
to ship 0.07 $ 2,000.00 $ 140.00
change in school board rules 0.0068 $ 17,000.00 $ 115.60
Supply shortage of playground
equipment 0.01 $ 6,500.00 $ 65.00
Poor weather delays construction of
playground 0.03 $ 2,000.00 $ 60.00
vendor contract agreement failure 0.01 $ 6,000.00 $ 60.00
Playground doesn't meet safety
standards 0.009 $ 6,000.00 $ 54.00
group not getting along 0.04 $ 1,200.00 $ 48.00
(failure to) communication issues 0.2 $ 200.00 $ 40.00
change in policy/unions 0.01 $ 3,800.00 $ 38.00
building permit 0.01 $ 1,000.00 $ 10.00
Failure of implementation vote (PAC) 0.1 $ - $ -

Sum of Top 10 Risk $ 29,650.00

Total Risk $ 30,455.60

Capilano Consulting | Playground Project Plan 17

Appendix E: Risk Severity Matrix

budget change
due to timeline
4 lag

Development Safety inaccurate

team problem measurement
Likelihood

3 inexperienced during of activity

(PAC) construction time

Underestimated
cost of
2 development in
budget

1 2 3 4 5

Impact

Dark (Major Risk) Medium (Moderate Risk) Light (Minor Risk)

Capilano Consulting | Playground Project Plan 18

Appendix F: Gantt Chart & Process Network

Task summary

Capilano Consulting | Playground Project Plan 19

Gantt Chart

Capilano Consulting | Playground Project Plan 20

Process Network

Capilano Consulting | Playground Project Plan 21

Capilano Consulting | Playground Project Plan 22
Capilano Consulting | Playground Project Plan 23
Appendix G: Work Breakdown Structure

Capilano Consulting | Playground Project Plan 24

Capilano Consulting | Playground Project Plan 25