project management plan capeskate salesian skate park cape town

University of the Western Cape

EMS FACULTY

SCHOOL OF BUSINESS AND FINANCE

PROJECT MANAGEMENT

MAN720/620/325

Project Management Plan

21 April 2015

Group Members Details

Member Surname

&

Name

Student Number

A Sebastian Hernandez 3521634

B Stephan Kirsten (MAN 720) 3509751

C Christian Paffhausen 3520646

D Dane Solomons 3014906

CAPESKATE: Project Management Plan – Version 1 2

Group Declaration Form

We do hereby declare that all members contributed towards this assignment and that we

did not copy our submission from other groups. We also declare that we have adhered to

the University of the Western Cape’s policy on plagiarism.

Name Student Number Signature

Sebastian Hernandez 3521634

Stephan Kirsten (MAN 720) 3509751

Christian Paffhausen 3520646

Dane Solomons 3014906

N.B. If you do not agree to the above declaration, please do not sign the declaration form

instead submit a written statement expressing your disagreement to the academic

coordinator who in turn will make arrangements to investigate your claim. Should the

reviewers of your work find out that your declaration is fraudulent and that you plagiarised

your work or part of your submission, please note that the University policy(ies) applicable

to acts of plagiarism and dishonest will apply.


Table of Contents

1. Introduction/Background .................................................................................................. 4

2. Statement of Work (SOW) ................................................................................................. 5

3. Work Breakdown Structure .............................................................................................. 7

4. Stakeholder Register ......................................................................................................... 8

5. Communication Plan ......................................................................................................... 9

6. Responsibility Matrix ....................................................................................................... 11

7. Project Schedule .............................................................................................................. 12

8. Resource Plan .................................................................................................................. 13

9. Budget Plan 14

10. Risk Management Plan .................................................................................................... 15

1. Introduction/Background

Skate-aid is a German foundation, building and supporting skate parks all over the world.

In 2010 they built a skatepark with movable obstacles at the Salesian Institute of Cape

Town. The park is usually run by volunteers from Germany that were send by skate-aid.

The park is open to the public, but it mainly targets school- and street kids from the

Neighbourhood.

Now, in 2015, the skatepark needs refurbishment of the obstacles and new skateboards to

lend the kids should be bought. The skatepark is still in a state that allows for relatively

save usage, but if the revamping is delayed even more, some of the obstacles might be

beyond repair and need to be replaced completely, which would cause even higher costs.

This Project Management Plan is written to determine the important factors of this project.

The exact deliverables and key success factors will be stated, a work-breakdown structure

established, stakeholders and their communication needs identified, responsibilities

assigned and a detailed time planning in form of a Gantt chart determined. Furthermore

resources will be divided and a budget set up. Last but not least all potential risks will be

identified and a plan on how to tackle these will be put into place.

This document is vital to the success of the project and will support everyone involved.


2. Statement of Work (SOW)

The project is called CAPESKATE and starts on the 13th of February and ends on the 8th

of May. The scope of CAPESKATE is to refurbish the obstacles of the Salesian skatepark

and provide - if funding is available - new skateboards to lend to the locals kids. The

skatepark is still in a state that allows for relatively save usage and is great fun to the kids,

but revamping is crucial, especially with a new winter coming up. Some obstacles need

complete replacement, and if the ones still in good shape are not taken care of, they will

not be save for the kids anymore.

We will host an event on the 1st of May in order to fundraise for the park to buy or fix their

equipment and buy new skateboards for the kids. All the proceedings and donations will

go directly to the skatepark, as soon as costs have been deducted.

In order to accomplish our scope, we need the sponsorship of local companies. As of now,

we have to sponsorship of skate-aid and the Salesian Institute. We still need sponsorship

to provide food, drinks and funds for the event. It is the team’s first priority to contact local

business and ask for sponsorship. Secondly, the group needs to spread the word of the

event. Promotion is key to a successful event. Advertising will be done both via social and

classic media. Thus a Facebook page and event is to be created to spread the word

online while creating posters to spread the word on the streets. A website is to be

completed to help spread the word about the CAPESKATE project, information about the

Salesian Institute and details on how people can help out, either by donations or

volunteering.

As previously stated, the main purpose of project CAPESKATE is to raise funds and

awareness about the Salesian skatepark through an event held on the 1st of May. The

main customer is Tobias Egelkamp, the representative from Skate-aid. Skate-aid is a

German foundation, building and supporting skate parks all over the world. In 2010 they

built a skatepark with movable obstacles at the Salesian Institute of Cape Town. The park

is usually run by volunteers from Germany that were send by skate-aid. The park is open

to the public, but it mainly targets school- and street kids from the neighbourhood.

The customer will support the team by organising a skateboarding show with the skating

kids and spreading the word to potential attendees. He will get involved further with the

local skateboarding community and neighbouring schools, to ensure that as many people

as possible attend the event.


The deliverables of CAPESKATE is to contact all potential partners with project proposal

on the 27th of March 2015. Ensure support by as many partners as possible (in writing if

possible) by the 11th of April 2015. Organize all necessary special skills and secure their

support for the event by the 24th of April 2015. Create Advertising Material for the event

and distribute it by the 24th of April 2015. Ensure parts of the skate park are already

renovated, to show progress on the 1st of May 2015. Have a detailed time planning for the

event by the 24th of April 2015.

The way CAPESKATE measures success is that the event raises awareness on the

skatepark as well funds to provide for the renovations. The main key success factor is the

raising of funds for further renovations. This is easily measurable, but the project can still

be a success due to unmeasurable success factors. As long as people and business

attended the event, got involved and will continue to support the skatepark. Raising

awareness in the local community and amongst business is vital for the future of the park,

so achieving a long term support by the neighbourhood is also a key success factor.

With every project, there are risks. A complete and profound risk analysis will be done

later in the Risk Management Plan. CAPESKATE has the risk of no sponsors as this is a

huge risk due to the fact the main success factor of raising funds is very hard to achieve

without the help of sponsors. No one attends the event is another risk because without

any attendees to the event no funds can be donated to the skatepark for its renovations

and any future help the park needs. These and other risks can be dealt with and the

project team will come up with solutions and plans in case they should occur.


3. Work Breakdown Structure

CAPESKATE

Braai&Drinks

Coals, Firelighters

Metal Braai

Meat

Cutlery/Plates

Softdrinks

Bread

Security&Medical

Security Guard

Medical Staff

First Aid Kit

Inform Police

Live Music

Stage

Sound Equipment

Instruments

Transportation

Skill Show

Plan Show

Pick Kids

Skateboards

Pick Teachers

Grafitti Artist

OK from Institute

Pick wall/obstacle

Paint

Transportation

Advertising

Flyer/Poster

Social Media

Magazines

Website

Signage to event


4. Stakeholder Register

I. Skate-aid representative, Project Sponsor: Tobias Egelkamp

II. The Salesian Institute Cape Town

III. Graffiti artists: Nico Botha and Kyle van Eck

IV. Musicians:

A. Nichol “The Bear” Kristen

B. The Great Dane

C. DJ Phytagoras

V. First-Aid attendant: Marli Blignaut

VI. Police Service

VII. Project Manager: Christian Paffhausen

VIII. Project Team:

A. Dane Solomons

B. Sebastian Hernandez

C. Stephan Kristen


5. Communication Plan

ID of Project Stakeholder Information

Required

What Format

(Medium)

Frequency

1. Project

Sponsor:

Skate-aid

(Tobias

Egelkamp)

Progress

Reports

Electronically

(Whatsapp)

and face to

face meetings.

Weekly

2. Project Team The project

team will

discuss detail

information

about Project

Cape Skate,

implementation

strategy,

execution dates

and progress of

the project.

Formal face to

face discussion

emails, and

social media

group chats.

Weekly

3. Salesian

institute

Permission

requirement

Face to face

meeting

Once-off

4. Music: Nichol

Kirsten ; DJ

Pythagoras ;

The great Dane

Updates on

availability of

event and at

what time they

will be

performing

Electronic and

face to face

As required.


5 Graffiti artist:

Nico Botha ;

Kyle van Eck

Updates on

event and

sponsorship

Electronically ;

face to face

meetings

As required

6. South African

Police Services

Project updates

on deliverables

as well as Work

Breakdown

Structure

Face to face

meetings.

Fortnightly

7. Project

Manager

The project

manager will

ensure the

success of the

project by

ensuring that

the project

team completes

their job tasks

as required by

meeting

specific

deadlines.

Formal face to

face discussion

emails, and

social media

group chats.

Weekly

8. Skateboard

clubs Cape

Town

Dates of the

event, why the

event will take

place and to

bring barbeque

meat.

Formal face to

face meetings,

emails and

telephone calls.

Once a week/

as required


6. Responsibility Matrix


7. Project Schedule

The project schedule shows in which periods which activity is to be carried out. Plan and

actual progress is marked, in order to be able to check whether the project is still on track.


8. Resource Plan

The resource plan shows how the most important resource for the CAPESKATE project –

labour hours- is assigned.


9. Budget Plan

The budget plan shows for each task what the estimated costs are. Labor, Material and

Travelling are the major cost drivers for this project. The project team expects a total of

R5045,00 will be needed in order to successfully complete this project.


10. Risk Management Plan

Risk

ID

Description Of

The Risk

Probability Potential Impact Metagatory

Strategy

1 Withdrawal of

meat sponsor

High Medium - There will

be no meat to sell to

the people attending

the event and thus

no opportunity to

raise funds for the

skate park.

Asking people to

bring their own meat

where we provide the

necessities for the

barbeque and asking

donations at the

entrance to raise the

funds.

2 Rain preventing

the event from

starting

Medium High - The event will

take place outdoors

so it will not be

possible for the

event to take place.

Keeping a close eye

on weather forecasts

and shifting the date

of the event if rain

occurs.

3 Vandalism of

Salesian property

Low Medium - The

project team will be

held responsible for

any damaged

property and with

the possibility of

refunding for broken

items.

Project team will be

present on the day

and keep a watchful

eye on the

proceedings.


4 People attending

bringing drugs to

the event

Low High – If drugs are

found on the

premises the event

would be stopped

and people will be

asked to leave.

We have appointed a

guard at the gate and

he will be requested

to look through the

bags of people

attending the event.

5 Withdrawal of

sound sponsor

Medium High – There will

thus be no live

music.

We will be renting

sound equipment

from an additional

source in order to

accommodate the

live music.

6 Photographer

equipment

malfunctions.

Low Low- No

documenting of the

event

There will be 3

different

photographers

present on the day,

capturing the event.

7 Finding no wood

sponsor

High Medium – No fire to

barbeque meat

The project

management team

will divide the cost of

the wood and

purchase it

themselves.

8 People getting

hurt at event

High Medium – Falling of

obstacles while

skateboarding could

result in serious

injuries

We have appointed a

first-aid qualified

person to attend the

day in order to help

with any possible

injuries.

project management plan capeskate salesian skate park cape town

Documents

risk management plan

communication plan

resource plan

budget plan

project schedule

group declaration form

statement of work sow

skate parks