Course Code PMPG5001

Instructor Name: Wayne Ferrell

Assignment Name: Fund Raising & Spreading Awareness about

Multiple Sclerosis

Group Number: 5

Date of Submission: 26-01-2022

The following students were present for the group discussion and contributed to the
assignment as indicated:

Student Name Contribution to Assignment

Priyanshu Verma PRELIMINARY PROJECT SCOPE STATEMENT,
INITIAL WBS (HIGH LEVEL) PROJECT MANAGEMENT APPROACH

Karanpreet Singh Sran PRODUCT ACCEPTANCE CRITERIA, COST ESTIMATE,

REQUIREMENTS TRACEABILITY MATRIX
Niketanbhai Dobariya PROJECT OBJECTIVES, SCHEDULE MILESTONES
Ninderpal Kaur PROJECT BOUNDARIES, PROJECT REQUIREMENTS AND DELIVERABLES
 PROJECT REQUIREMENTS AND  
PRELIMINARY PROJECT SCOPE STATEMENT 
 

FUND RAISING & SPREADING

AWARENESS ABOUT MULTIPLE SCLEROSIS
 
 
 
 
Team Number: 5
 

Team Members

1. Karanpreet Singh Sran

2. Niketanbhai Dobariya
3. Ninderpal Kaur
4. Priyanshu Verma

DATE: January 25, 2022

 
 

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Table of Contents:

Preliminary project scope statement

Project objectives
Project acceptance criteria
Project boundaries
Project requirements and Deliverables
Project assumptions
Initial project organization
Initial risks
Schedule milestones
Initial WBS (High Level)
Cost estimate
Requirements traceability matrix

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1. Preliminary project scope statement
The initial scope can be defined as raising the funds for the Multiple Sclerosis society.
The tour is to be organized between London and Grand Ben with an allocated budget of
$116,000. It was earlier estimated that the ongoing construction work on the route
would be completed in the stipulated timeline but due to unknown reason the
construction work is delayed on the route. The event is to be held for 2 days. It is
estimated that a total of 59 days (about 2 months) is required for planning the tour.
Since only 23 business days are left for the event, the objective is to improve the
situation and work towards conducting a safe and successful event. This tour will help
achieve our target of raising $260,000 in donations.

2. Project objectives
Primary objective of our project is to Raise targeted funds & Spreading
awareness about the Multiple Sclerosis throughout Canada. To accomplish this, an
event, London-Grand bend Bicycle tour has been planned for July 24th and 25th 2004. c 
 
On June 29th, 2004, it became known that the planned route cannot be used
as construction is going to continue longer than the date of the bicycle
tour. Without additional funding and labor, a Solution is required to perform this planned
event successfully. A new route is needed to plan and arranged in 29 days (about 4
weeks) instead of pre - projected 59 days (about 2
months) earlier with updated deliverables. 

For that, following deliverables are required

 
 Find alternative Route for bicycle tour 
 Get permissions from road department country councils 
 Obtain certificate of insurance 
 Contact Emergency services available on that route 

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 Find Sponsors 
 Setup checkpoints and distance marking 
 Prepare documents for map details, emergency contact for staff and participants 
 Distributes the above-mentioned documents to relevant people 
 Raise expected donation or more. 
 
 
3. Project acceptance criteria
To ensure the quality of the products developed under the FUND RAISING &
SPREADING AWARENESS ABOUT MULTIPLE SCLEROSIS the following product
acceptance criteria have been established.  

Quantitative Acceptance Criteria

 The dates of the cycle event shall be July 24 th and 25th.

 Each participant should raise a minimum of $200 from the sponsors for the event.
 The total cycle route event should be approximately 150 km for both days
between The London and Grand Bend.
 A total of 10 checkpoints should be placed throughout the whole route.
 Refreshments like food and drinks should be arranged for at least 650
participants.
 Emergency services consists of 2 emergency hospitals, 2 ambulance providers,
4 fire station and 6 police stations should be arranged for the cycle event to
minimize the travel time for any unexpected accident.

Qualitative Acceptance Criteria

 New route should be paved and safe for the cycle event.
 All the planning activities should be completed 3-4 days prior to the cycle event.
 At the end of second day of event at the Grand Bend, there should be activities
like barbecue, swimming, massage and swimming for the participants.

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 Awareness among the public about the Multiple Sclerosis should be increased
through advertising on boards and pamphlets.
 All the sponsorship should be taken before the start of the event.
 All the permits from the concerned authorities and consent from the owners
should be obtained in written before the start of the event.
 The emergency phone numbers written in blueprints should be installed at
periodic intervals on the route.

4. Project boundaries

The project should include: 

 
 Find out a new safe route between London and Grand Bend. 
 Food, drinks, and tags should be provided to cyclists during the tour. 
 The route map should be provided with essential
information like route, emergency services, emergency contact
numbers and checkpoints. 
 Other activities, for example swimming, massage and volleyball
should be included in the project. 
 Mechanics should be available on the route side to repair the cycles
in emergency. 
 Advertisements for the MS society should be delivered during the
route. 

The project should not be included:

 Provide bicycles, specific T-shirts, and helmets to the participants. 
 Accommodation for friends and families at the university of Western
Ontario. 

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 Transportation for any participants and for others to the event
location. 
 Any mobile application and website for the event. 
 No dietary meals and other beverages are included in
the refreshment list for cyclists. 
 Route maps and other information not sent to the cyclist’s address. 

 
5. Project requirements and deliverables

6. Project Assumptions
  
 To raise $ 260,000 through this fundraising cycle event at an expense of 45%
i.e., $117,000 used for advertisement, insurance etcetera. 
 549 cyclists would participate in the cycle event i.e., 99 more than compared with
the year 2003. 
 Every participant would raise $200 from their sponsor. 
 Construction of the road should be completed prior to the event. 
 No accident would occur during the two days event.
In case an accident occurs, it would be near the emergency team so
that timely assistance would be provided. 
 There would be no rain during both days of the event. 
 Permits and all other permission will be got at least 3-4 days prior to
the commencement of the event. 
 Residents and shop owners will give their consent regarding using their land and
facilities as checkpoints location during the event.  

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6. Initial Project Organization

For successful completion of this event people from diverse backgrounds came together
as a team as listed below:

 Lori Anne McNulty, who is the Senior Manager of MS Society of Canada,

Ontario, is leading this team as a project manager. She is responsible leader
along with team to make this event successful and by that to achieve their main
objective raise expected fund and awareness about Multiple Sclerosis amongst
people living in Ontario, Canada.
 Sarah Mann, is the Supervisor of Fundraising Events. She is responsible for
supervising proper completion of all tasks effectively and on time.
 Marketing team members are responsible for various tasks as mentioned here,
finding sponsors for food and other services for participants and staff members
 Few team members would be involved in contacting emergency service provider,
getting permissions from owner where checkpoints needed to be put, organizing
activities at the end of tour on both days with partners, finding volunteers for
helping participants and guest on the day of event etc.
 Member of planning committee to set routes and get all related approvals
 Team member who will manage list and other details of guest and participants
 Volunteers are also part of teams as they would be on every checkpoint to
provide needed help or refreshment to participants or to handle emergency
services, as well as be available at the end bicycle of bicycle tour on both day for
helping in planned activity.

7. Initial Risks

 The weather conditions. On the off chance that the climate may not be good
enough therefore it can ruin the well-being of the race. 
 Enough equipment and proper foundation on the checkpoints. 
 Less number of participants helping the association of the race. 
 Confirm the target funds should be raised in the event. 
 Grants refused by the government and insufficient time to take a shot an
emergency course of action. 

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8. Schedule Milestones
 
Milestone Date
Event Date Finalized April 25
Strategic objectives May 2
Route finalized June 5
Contact emergency services July 3
Verified road condition July 15
Finalized checkpoint locations July 15
Detailed maps finalized July 20

9. Initial WBS (High Level)

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10. Cost Estimate

It is estimated that in these 2 days cycle event a total of $ 260,000 funds would be

collected and 45% of it i.e., $ 117,000 would be used for advertisement to spread
awareness, insurance, and all other necessary things. Detail of it is as under: 
 
Cost (in
Category  Component  Total Cost  Remarks 
Dollars $) 
Pamphlets  $ 8,000 
Newspaper For Advertisement and
$ 8,000 
Advertisement Advertisement  Awareness about the event 
for Awareness Posters  $ 8,000  $ 34,000 
and Promotion  Logo & T-
$ 5,000  For the volunteer staff 
Shirts 
FM  $ 5,000  Advertisement 
For cyclists to stay on the
Maps  $ 12,000 
route 
Cycling event Checkpoints  $ 10,000  Sitting arrangements 
$ 30,000 
Route Analysis  Signs throughout the entire
Safety Signs  $ 8, 000  route for the safety of
participants 
Considering the purpose of
the event i.e., to spread
Permits from
Free  awareness regarding MS
authorities 
diseases, authorities shall
not charge any fees 
Permits and
For cycles at end of day 1
Permissions
FREE  will be provided by The
from concerned
Parking  Free  University of Western
authorities 
Ontario in London University
free of cost 
For checkpoints and will be
Permission for
Free  provided by the land and
land 
shop owners. 
Barbecue  $ 6,000  For participants at the end of
Massage  $ 6,000  day 1 at The University of
Entertainment  $ 12,000 
Swimming  Free  Western Ontario in London
Volleyball  Free  University. 
Emergency  Hospital  Free  $ 2,000  Considering the purpose of

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 Ambulance
Free 
Van  the event, authorities shall
Police  Free  not charge any fees 
Fire Brigade  Free 
Emergency
In case of any emergency,
Phone $ 2,000 
different from 911 
Services 
For the participants in the
Participation Certificate and
$ 7,000  $ 7,000  MS Society fund raising
Gifts 
event 
For the 1st, 2nd, and
Trophy & Medal  $ 5,000  $ 5,000  3rd position in the cycle
event 
Project Manager & Staff Salar  $ 15,300  $ 15,300    
Overhead (10%)  $ 11,700  $ 11,700    
Total Estimated Expenses  $ 117,700   
 
 

11. Requirements Traceability Matrix

 
Sr. No. Requirement Details Provider Date Status
1.1 Set new route Planning alternate route Project June 29 Planned
suitable for event Manager
1.2 Collect route details Find information about Project July 1 Planned
suitability of route for Manager
event from the road
department and city
council
2.1 Get permission for Get approval for Project July 2 Planned
route organizing event from Manager
country council
2.2 Get Insurance Get insurance Project July 3 Planned
certificate certificate from the Manager
Toronto national office
3.1 Contact Contact each of the Project July 14 Planned
Emergency service regional emergency Manager

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 provider providers consist of two
hospitals, two ambulance
providers, six police
stations and four fire
stations
3.2 Emergency contact Create a list of locations Staff July 14 Planned
details associated with
emergency phone
numbers
4.1 Checkpoints Set 10 checkpoints and Project July 14 Planned
estimate the kilometer Manager
markings on the map
4.2 Distance marking Determining the kilometer Project July 15 Planned
descriptions between Manager
checkpoints
4.3 Prepare map for Draw a detailed map with Project July 19 Planned
direction and details checkpoints and prepare Manager
route description
4.4 Points for Preparing a list of Project July 15 Planned
emergency contact locations for emergency Manager
phone numbers and mark
the locations on the map
4.5 Provide maps to staff Present the route map to Project July 16 Planned
committee of voyager's Manager
staff

12. Project Management Approach

As the person in charge, it is responsibility of Sarah Mann to ensure smooth execution
of the project and the set target of fund raising is met. The human resources would be
available to Saran Mann from MS Society, volunteers (both from inside and outside the
organization) to complete this project in the stipulated time.

Scope is defined to conduct a race from London to Grand Bend on 24 July and raise a
sum of $ 260,000 from the event. Once the planning phase completes, the plan will be
submitted to the Project Sponsor for approval. It would consist of detailed information
such as budget, routing/re-routing, requirement of resources to execute the plan a, risk
management approach, monitoring and controlling of the event to organize a successful
event.

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The project budget is $117,000 and the target is to raise $260,000 in donations

Deliverables Description
Route Map A well-defined color-coded route of the race to be
displayed at multiple locations in the entire route
Safety equipment All guards and helmets to be provided to all participants.
First aid equipment available.
Refreshments and Nutrition rich food to be provided to all staff and
eatables participants
Rest Areas Recreational areas at multiple locations for ease of the
cyclists and staff
Marketing via pamphlets Responsibility of the advertising agency to maximize the
and fliers fund raising
Event planning Create a rich overall experience for the entire events for all
participants and supporting staff

 
 
Approved by the Project Sponsor
 
 
Lorie Anne McNulty Date: 25 - 01 - 2022
MS Society of Canada, Senior Manager
Project Sponsor

Ground Rules: 
 

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 Focus on the same goal: Each team member should be aware of a clear and
attainable goal so that they can all work together in the same direction.  
 Monitoring the status of work of team members: Keep track of team
member’s work and make constant updates of the deadlines.  
 Support peers: Support team members whenever needed as it helps to achieve
goal timely and effectively.  
 Make consensus for any decision : Get agreement of all the team members
before making any crucial decision. Any member can have unique ideas about
making the project more successful in an easy manner or to avoid any
problematic situation.  
 Effective and Open Communication : Set a defined path and environment for
open communication where each member feels free to present their opinions by
specific medium. With open communication, it can be possible to avoid conflicts,
be aware of actual results of processes on time and right-way so needed steps
can be taken. It helps to develop transparency, trust, and honesty amongst team
members. Everyone is expected to voice out and relay confusions to further
discuss related concerns.  
 Respect to self and others: Establish a code of conduct to create a moral and
ethical working environment in which members respect one another and their
work. It helps to develop a positive environment in the workplace as well as
develop a self-encouraging environment which can produce positive relationships
between members and keep members self-motivated to work hard towards
goal.  
 Make minutes of meeting: For every team meeting, one should be assigned to
note the key points of the discussion and the agreed actions. Sending the
proceedings within 24 hours from the end of the meeting to all the members will
be a helpful reminder and guide for the upcoming meetings.  
 Readiness to do own tasks: Everyone is expected to be responsible in doing
the assigned tasks with full initiative.

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 Meeting Notes

Group Number: 5 Date: January 26, 2022

Attendance: Absent:
1. Karanpreet Singh Sran
2. Niketan Bhai Dobaria
3. Ninderpal Kaur
4. Priyanshu Verma
Meeting Purpose / Agenda:
To begin reading of the MS Cycle case study and assigned roles for
Assignment No. 1
Decision Made:
Assign the equal tasks to each member of the group and decided to finish their
portions by Tuesday, January 25, 2022
Assignment: 1, Fund Raising & Spreading Awareness about Multiple
Sclerosis
Task: Assigned To: Due Date / Status:
Accomplish of Group Team 5 Thursday, January 27,
Assignment No. 1, Case 2022
Study, MS Society
Bicycle Tour (PMPG
5001)
Issues / Concerns:
Every group member faces some difficulties in doing their part. So, after
discussing it in group meeting on MS Teams all members done their assigned
topics.
Next Meeting:
Review, discuss and final the Assignment and ready to submit.

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