Project Scope and Quality Mgmt: PMPG-5001-0NB

Group Assignment Cover Page

Course Code PMPG5001

Instructor Name: Wayne Ferrell

Assignment Name: MS Cycle Tour Case Study

Group Number: 7

Date of Submission: 24-5-2023

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

Student Name Contribution to Assignment

Amandeep Kaur Project Scope, Project Objectives, RTM, Ground Rules,
Team Minutes, Plagiarism Check, Formatting and Editing.
Obianuju Obiejesi (Soma) Requirements & Deliverables, WBS, PM Approach, Ground
Rules, Team Minutes, Editing and Proof-reading
Dada Oluwadamilola Praise Cost Estimate, Project Assumptions, Ground Rules, Proof-
reading
Romandeep Singh Project Boundaries, Initial Risks, Schedule Milestones,
Ground Rules
Khanh Vy Nguyen Initial Project Organizations, Project Acceptance Criteria,
Ground Rules

1
 Table of Contents

1. Team Meeting Minutes……………………………………………………………………….. 3

2. Ground Rules………………………………………………………………………………………. 4 to 6
3. Preliminary Project Scope Statement………………………………………………….. 6
4. Project Objective………………………………………………………………………………… 6 to 7
5. Product Acceptance Criteria……………………………………………………………….. 7
6. Project Boundaries……………………………………………………………………………… 7 to 8
7. Project Requirements and deliverables………………………………………………. 8 to 9
8. Project Assumptions…………………………………………………………………………… 9
9. Initial Project Organization………………………………………………………………….. 9 to 11
10.Initial Risk……………………………………………………………………………………………. 11
11.Schedule Milestones……………………………………………………………………………. 11
12.Initial WBS…………………………………………………………………………………………… 11 to 12
13.Cost Estimate………………………………………………………………………………………. 12
14.A Breakdown of Major Cost Components……………………………………………. 12 to 14
15.RTM…………………………………………………………………………………………………….. 14 to 16
16.Project Management Approach…………………………………………………………… 16 to 17

2
 Team Meeting Minute
Group Number: 7 Date: 5/19/2023

Meeting Mode: Online Duration: 30-40 minutes

In Attendance: Absent: None

Amandeep Kaur
Romandeep Singh
Dada Oluwadamilola Praise
Khanh Vy Nguyen
Obianuju Obiejesi (Soma)

Meeting Purpose:

➢ Discussion of team ground rules

➢ Division of group assignment tasks
➢ Discussion about case study and assignment topics

Decision Made:

➢ All team members will contribute and agree on the creation of the ground rules
➢ Discuss how to proceed with the case study assignment
➢ Divide the assignment into tasks for all team members
➢ Set the agenda for the next meeting which will be held on 5/21/2023 at 9:00 a.m.

3
 TEAM GROUND RULES
Mission:
Our mission is to collaborate as a single unit in order to perform above and beyond expectations and
earn the best grade in the course. We aim to collaborate effectively, leverage each other's strengths,
and achieve our goals with precision. Our purpose is to complete all the required assignments
before the given deadline.

Operational Criteria:
1. Roles and responsibilities:
● Each team member will be assigned specific tasks and responsibilities that match
their qualifications and areas of expertise.
● As a team, we will routinely evaluate and change the responsibilities of team
members to guarantee the best team performance for each project.
● Everyone must carry out their assigned responsibilities and actively support the
team's overall mission.

2. Communication:
Open and transparent communication is vital for our team's success. While having these
meetings, active listening and respectful communication will be practiced by all team
members. We will strive to provide constructive feedback and support for each other.

3. Deadlines and deliverables:

1. We will set realistic deadlines for tasks and projects that will align with the due dates of
course-required assignments.
2. As a team, we will agree to complete every task of the assignment at least two days before
the actual deadline.
a. The group leader for the assignment will be responsible for checking the final output
and submitting the file.
b. Each team member is accountable for completing the deadlines that have been given
to them.
c. Always keep up with team and individual deadlines. If it is not possible to
complete a task on time, notify the other team members at least one day in
advance to allow time for dealing with the situation.

4. Team Accountability:
a) Plagiarism won't be accepted, and each individual is accountable for providing citations for
their own work.
b) After everyone has been notified of the group assignment, we shall pick the responsibilities
that each team member will assume during the project's timetable:

4
 ● The team leader is responsible for setting the team's agenda, resolving conflicts,
approving ideas, and equally allocating the workload to each team member.
● The timekeeper is responsible for planning meetings so that everyone can attend,
facilitating action, and making sure that assignments are turned in on time.
● The task of gathering information and formulating suggestions falls to the
researchers.
● The meeting's secretary has the responsibility of collecting notes and ensuring that
everyone is aware of the objectives and next action steps.
c) Accept accountability for the group's outcomes without pointing fingers.
d) When other team members need assistance, be ready to offer it with a sincere attitude.
e) The job of the entire team is the responsibility of every team member. No one team member
can be fully accountable for the entire team.

5. Meeting Protocol:
a) Be present and on time for all meetings.
b) A selected team member must draft and share the agenda and minutes for each team
meeting. If required, this will be communicated by email or WhatsApp.
c) Unless there is an emergency, participate fully in all team meetings; in that case, inform the
WhatsApp group in advance so that accommodations may be arranged.
d) Avoid casual or social conversation during team meetings.
e) No obligation should be imposed without the recipient's prior approval. Before giving
someone a task, the team leader must first discuss the assignment or action item with them
if they are not present at the meeting.
f) Respect for another person's views and opinions, even if we're not adopting them.

6. Conflict Resolutions:
We all understand that disagreements are bound to occur in a team or group setting. We see
disagreement as a chance for growth. When there is a dispute, we will concentrate on locating the
root cause and addressing the dispute in the following steps:
● The opposing viewpoints will then be examined independently after the root cause has been
detected.
● After weighing in on the advantages and disadvantages, we will vote on the best resolution
measure. The option that receives the most team votes will be chosen.
● Provide constructive feedback on ideas rather than attacking individuals personally.
I declare that I have read, comprehended, and accepted all of the terms and conditions of
the aforementioned agreement. I am aware that breaking any of the aforementioned rules
will result in my instant dismissal from the team.

5
Name of Team Signature: Name of Team Signature:
Member’s Member’s
Khanh Vy Nguyen Amandeep Kaur

Obianuju Obiejesi Romandeep Singh

(Soma)

Dada
Oluwadamilola
Praise

PROJECT REQUIREMENTS AND A PRELIMINARY SCOPE

STATEMENT OF MS CYCLE TOUR CASE STUDY
Preliminary Project Scope Statement
The scope of the project to raise funds for the Multiple Sclerosis (MS) Society of Canada through a
bicycle tour is outlined in this preliminary project scope statement. A fundraiser event is being
arranged by the MS Society of Canada, a non-profit organization, to support their client services and
research for their London Ontario chapter. On July 24 and 25, a bicycle trip between London and
Grand Bend is scheduled to take place. The project's objective is to provide participants with a safe,
paved route that includes refreshments, fun activities, support staff, participant registration and
communication and emergency assistance. Additionally, it involves fundraising efforts with a target
of raising $260,000, via sponsorships and donations. In addition, it also seeks to raise public
awareness of the MS community. The project is managed by McNulty, a senior manager in the
London chapter office, with assistance from her six team members.

Project Objectives
● To set up the London-Grand Bend Bicycle Tour between London and Grand Bend, Ontario,
on July 24th and 25th, 2004.
● To finish all road construction along the route before the event by July 24th.
● To obtain the required permits and certificates of insurance for the event.
● To establish a clear route map with checkpoints and provide a safe paved road suitable for
cycling for the participants before July 24th.
● To provide lodging for the participants to rest a while on the 24th evening after the first half
of cycling.
● To organize various activities for the attendees, give refreshments, and arrange for
emergency assistance to keep them safe.

6
 ● Through the event and related marketing initiatives, to raise public knowledge of the MS
Society and its goals.
● To maintain an expense rate of no more than 45% of total income.
● To generate a minimum of $260,000 in donations through participant registration fees and
sponsorships.
● To raise a minimum of $200 from the sponsors by each participant.
● To boost the productivity of MS Society personnel and inspire them to work harder for the
development of the society through the success of this event.
● To guarantee a happy and safe experience for participants during the event.

Product Acceptance Criteria

To ensure the quality of the products developed under the MS Cycle Tour Project the following
product acceptance criteria have been established:
● The project follows its timeline and features a safe, paved route.
● For the Grand Bend Bicycle Tour, a goal of $260,000 in donations will be achieved.
● To give the participants a positive and safe experience.
● The increased awareness of the MS Society will be executed.
● The final route will maintain the safety and satisfaction of the cyclists.
● The MS Society will provide cyclists with refreshments, services, and emergency support.
● A minimum of $200 will be raised by each participant.
● The final route must have 10 checkpoints along the 150-kilometer route.
● Obtain the permits, insurance and authorizations from the respective entities before the
event.
● Staff’s emergency preparedness is improved.
● Receive benefits from emergency assistance from local emergency service agencies: two
hospitals, two ambulance providers, six police stations, and four fire stations.
● Made a list of locations with emergency phone numbers associated with them.

Project Boundaries
What is included in the project:

● Raising $200 by each of the 549 participants from the sponsors.

● During the tour, refreshments, food and emergency support will be provided to the cyclists.
● All the major tasks such as investigating routes, creating checkpoints and printing maps will
be done.
● Securing permits, authorizations, insurance certificates from all respective entities.
● Presenting the entire plan and schedule for the tour to the event sponsors.
● Arrangements for food, sponsorships and marketing for the bicycle event.

What is not included in the project :

7
 ● MS society cannot be responsible for cyclists who start the route before official start time
● After the event, MS society does not provide all the in-event services.
● Non-project related activities such as the daily needs of participants are not included in this
project.

Project Requirements and Deliverables

Requirements:
1. Organize and execute the London Bend Bicycle Tour fundraiser for the MS Society Ontario
Chapter
2. Complete the planning stages for the fundraiser before its start date of July 24th
3. Foster collaboration between the London office and other chapter offices
4. Secure a safe and paved route of 150km for the bicycle tour for the two days of the event
5. Create a detailed and accurate map for event coordinators and participants
6. Host an evening of entertainment
7. Make provisions for food and refreshments and emergency support for all participants
8. Make provisions for barbecue, massages, volleyball, and swimming
9. Raise a minimum of $200 from the sponsors
10. Design a marketing campaign for the event
11. Ensure project schedule, safety, and satisfaction of cyclists are met

Deliverables:
1. Create a planning schedule in which all the tasks, task owners, and their deadlines are listed
2. Ensure the tentative routes are safe and construction free by consulting the road
departments and county council
3. Obtain permits, certificates of insurance, and authorizations from the governing bodies,
residents, and business owners for the use of routes, land, and facilities
4. Arrange emergency support by contacting the regional emergency service provider
5. Decide and set up ten checkpoints for the cyclists’ rest breaks along the 150km route
6. Print detailed but different maps for cyclists and event coordinators. The maps should
contain the items below depending on the group:
● A list of emergency phone numbers with associated locations
● The 10 selected checkpoint locations
● Route descriptions and schedules showing the distance completed and distance
between checkpoints
7. Execute an evening of entertainment at the University of Western Ontario
8. Order and organize refreshments
9. Secure food and non-food sponsorships
10. Acquire spaces for barbecue, volleyball, massages, and swimming

8
 11. Retrieve fund contributions raised from sponsors
12. Execute event marketing for the bicycle tour

Project Assumptions
1. The construction would progress on schedule, therefore they decided to choose the
tentative route for the bicycle tour.
2. The construction would be completed on July 24.
3. The route planning activities would not exceed 59 days.
4. That each participant would raise $200.
5. The expense rate of 45% of the total donation would not be exceeded.
6. They would meet their target goal of $260,000 in donations.
7. A positive and safe participant experience will be achieved.
8. There will be an increased awareness of the MS society.
9. The route planning schedule was airtight.
10. The event will start July 24th and end July 25th.
11. The event will go as planned therefore going ahead to secure county permits and
emergency. Service providers knowing full well the high uncertainty involved in finalizing the
tentative routes.

Initial Project Organization

Initial Project Organization List

9
 Name Project Management Roles Responsibilities

Responsibility for the

Sarah Mann Fundraising events’ works listed in the
Supervisor schedule. Make detailed
maps and a list of the
locations connected to the
emergency contact
numbers.
Print copies of maps,
route plans, and a list of
emergency contact
information for internal
and external users.

The London-Grand Bend

Lori Anne The Multiple Sclerosis
McNulty Society of Canada (MS
Society), a nonprofit
organization.
Senior executive Bicycle Tour's primary
fundraising activity.
Encourage MS research.
Support London's Client
Services.
Created a schedule for the
planning process.

London supports client

The team (6 the Ontario Division's London Member of the team services.
members) office of the MS Society. Made a timeline for route
planning.
Food and non-food items
for the cycling tour are
your responsibility.
Promotion of cycling trip
activities.

Staff, volunteer Team member Being prepared for

for the project emergencies

The University Providing definite

of Western Supplier commitments about location
Ontario

Providing definite
The food commitments about food
Supplier
10
Initial Risks
● Failure to finish the project planning before the deadline represents the main risk in the
London-Grand Bend bicycle tour event.
● Likelihood of inclement weather on the day of the event.
● On-route incidents or significant injuries to participants are a possibility.
● Possibility of getting lost or taking the incorrect paths.

Schedule Milestones
● Getting all approvals and permissions that are required for the project/event.
● Getting sponsors for food and other non food services
● Successfully organize the whole event or positive response from the public and MS Society.
● Accomplish the projected donation amount.
● Raise general awareness about Multiple Sclerosis (MS) in public.

Initial WBS (high level)

The Work Breakdown Structure includes a list of all the major work tasks that should be undertaken
for the successful execution of the bicycle fundraiser

Cost Estimate
Amount to raise by each participant = $200
Number of cyclists registered for the year 2004 = 549

11
Therefore, the total amount raised by cyclists from sponsors for 2004 = ($200 X 549)= $109,800
Expected donation goal: $260,000
Therefore, $260,00 + $109,800 =$369,800
Total projected income: $369,800
Therefore, a 45% expense rate = 45/100 X 369,800 = $166,410
Total project estimated cost: $166,410.

A BREAKDOWN OF MAJOR COST COMPONENTS IS BELOW:

ACTIVITIES ACTIVITY IN DETAILS ESTIMATED COST

ROUTE PLANNING Setting up possible routes and $23,000

signboards all around the race
course for both cyclists and
locals.

PROMOTION FOR MS SOCIETY Television, Radio, and social $17,000

media ads in anticipation and
also during the event.

CYCLISTS CHECKPOINT SETUP Setting up checkpoints at $15,000

different points across the race
course.

ENTERTAINMENT AND Entertainment and $18,000

REFRESHMENT refreshments for cyclists such
as barbecue, massage,
volleyball, and swimming.

STAFF Payment for all staff involved $30,000

in the project.

ACCOMMODATION FOR Accommodation for cyclists $15,000

CYCLISTS AND STAFF including emergency support
and staff

12
 Prize money for the race
winner and maybe first and
PRIZE MONEY second runner-up. To be $20,000
distributed among them.

VOLUNTEERS Volunteers such as drivers, $5000

photographers, traffic
controllers, and so on.

SAFETY EQUIPMENT AND First Aiders, First Aid, and $5000

STAFF Safety Kits

PRE-EVENT BILLS Bills such as securing permits, $5000

transportation, and so on

Miscellaneous costs, which will

include overtime payments for
EXTRA COSTS staff if need be and extra $13,410
change left.

TOTAL COST $166,410

Requirements Traceability Matrix

Prepared by: Amandeep Kaur Date: 23/05/2023

Requirement Name: Description: Source: Date: Status:

Number:

1 Finding a Construction Mann 4th May Canceled

secure route throughout
between the event
London and
Grand Bend

13
1 Second Construction Mann 23rd June Canceled
attempt: find may not end
secure routes. before the
event.

1 Third attempt: Find a route Mann 23rd June Accomplished

find a safe without
route. problems.

1 Complete Applying for a Mann Accomplished

route planning permit and an
activities insurance
certificate

1 Make and Complete all Mann Accomplished

print a list of responsibilitie
the locations s relating to
and staff
emergency education and
contact route safety.
information
for staff and
attendees.

1 Copy of the Mann Accomplished

internal map
and route
description

1 Distribute Mann Accomplished

route maps to
all cyclists.

2 Organizing Rest of team Accomplished

food, non-
sponsorship

2 Bicycle tour Rest of team Accomplished

marketing

14
3 The first Event activity Whole team 26th of July Accomplished
activity was
cycling at the
beaches of
Lake Huron
around 85
Kilometers.

3 Entertainment Event activity Whole team 26 July Accomplished

event at the
University of
Western
Ontario

3 Grand Bend Event activity Whole team 27th July Accomplished

for a barbecue

3 Sessions for Event activity Whole team 27 July Accomplished

massage

3 Fun activities Event activity Whole team 27th July Accomplished

3 Beverage Event activity Whole team 26 and 27 July Accomplished

Services

3 Emergency Event activity Volunteer 26 and 27 July Accomplished

assistance

4 Raise at least goal Sponsor 26 and 27th Accomplished

$200 per July
person.

Project Management Approach

15
Lori Ann McNulty, the Project Manager of the Multiple Sclerosis Society of Canada Bicycle Tour
Fundraiser, will have the ultimate authority and responsibility for approving the project deliverables.
The project team will consist of six members from the project management team who will handle
sponsorships, both food and non-food, as well as the marketing aspects of the event. Sarah Mann
will be accountable for completing the tasks outlined in the project schedule. All team members will
collaborate with event volunteers, emergency support personnel, representatives from the University
of Western Ontario, and members from other chapter offices.

Based on these requirements and the initial scope statement, the project is authorized to proceed
with organizing the MS Bicycle Tour. The event will span two days and cover a distance of 150 km,
with 549 cyclists participating to raise funds for the Multiple Sclerosis Society of Canada.
A project plan will be created and submitted to the Project Sponsor for approval. Project activities
will commence once the project plan and the necessary resources are approved by the Project
Sponsor.

The objective of the Multiple Sclerosis Society of Canada Bicycle Tour Fundraiser project is to raise a
total of $260,000. This funding will support the organization's mission of providing education, client
services, and medical research support to individuals in Canada affected by multiple sclerosis.

The project manager will lay out the project's structure, stay in touch with management and
contractors, and make sure the project is finished successfully and on schedule. They are
responsible for creating the project plan, keeping an eye on the budget, timeline, and scope as it is
being carried out, and exercising control by assessing performance and taking appropriate
corrective action when necessary.

The primary goal is to complete the project within the defined time, cost, and quality parameters
outlined in the project plan.

The budget allocated for the Multiple Sclerosis Society of Canada Bicycle Tour Fundraiser project is
$166,410. Funding for the project will come from the non-profit organization itself, along with
donations and sponsorships.

Approved by the Project Sponsor:

__________________________________________ Date: 5/23/2023

Pamela Valentine

16
President & CEO MS Canada

17