Project Scope and Quality Mgmt.

- PMPG-5001-0NB

Course Code PMPG5001

Instructor Name: Wayne Ferrell

Assignment Name: Project Requirements and Preliminary Scope

Statement – MS Cycle Tour Case Study

Group Number: 5

Date of Submission: 24th May 2023

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

Student Name Contribution to Assignment

Navneet Preliminary Project Scope Statement, Project Objectives,
Schedule Milestones, Ground Rules
Shubham Gajbhare Initial WBS, Cost Estimates
Kanwarroop Singh Baweja Project Requirements and Deliverables, Project
Assumptions, Requirements Traceability Matrix
Prachi Yadav Initial Project Organization, Initial Risks, Group
meeting minutes
Kritika Kaushal Product Acceptance Criteria, Project Boundaries,
Project Management Approach,
Formatting/Proofreading
Project Scope and Quality Mgmt. - PMPG-5001-0NB

PROJECT REQUIREMENTS AND

PRELIMINARY PROJECT SCOPE

STATEMENT

MS Cycle Tour

Team Number: 5

Team members:

Navneet
Kritika Kaushal
Prachi Yadav
Shubham Gajbhare
Kanwarroop Singh Baweja

Date: 24th May 2023

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Table of Contents

Preliminary Project Scope Statement:

Project Objectives:.............................................................................................................. 3

Product Acceptance Criteria:...............................................................................................4

Project Boundaries:............................................................................................................. 4

Requirements and Deliverables:...........................................................................................5

1. Requirements:..............................................................................................................5

2. Deliverables:................................................................................................................ 5

Initial Project Organization:................................................................................................6

Initial Risks:........................................................................................................................ 6

Schedule Milestones:............................................................................................................ 6

Initial WBS:........................................................................................................................ 8

Cost Estimates:....................................................................................................................8

Requirement Matrix Traceability:.......................................................................................9

Project Management Approach:........................................................................................11

Minutes of Meeting:...........................................................................................................12

Ground Rules:................................................................................................................... 13

References:........................................................................................................................ 15

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Preliminary Project Scope Statement:

The purpose of this Preliminary Project Scope Statement is to outline the scope of the Bicycle Tour

project that was organised by the MS Society to support fundraising for Multiple Sclerosis (MS) so

that they can bring awareness to the chronic condition that affects roughly 2.5 million people

worldwide.

The event is being held by the non-profit MS Society of Canada to raise funds for research and client

services in London. The event features a bicycle journey from London to Grand Bend and is set for

July 24th and 25th.

The project is being led by McNulty, a senior manager at the London office, with assistance from a

group of six people.

The main aim of the event is to provide the participants with a safe and well-thought-out path,

making sure they can access refreshments, entertaining activities, and emergency support, along the

way. With a target goal of $260,000, the project also intends to raise money through sponsorships,

volunteers and donations. Additionally, the main objective of the fundraiser is to increase awareness

of the MS Society among the public.

The route planning was to be completed within 59 days but due to the inconvenience now the planned

route must be adjusted within 23 days.

Project Objectives:

The main objective of the project is to:

 Successfully organise the London – Grand Bicycle event between London and Grand Bend,

Ontario for the given dates July 24 and 25.

 To increase the awareness among the public about the MS Society and Multiple Sclerosis

disease so that people can become more aware and anyone suffering from the same can be

provided with proper medical care.

 The Grand bend cycle event is aimed to raise money approximately to $260,000 through

donations and participation fees.

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 It is essential that each participant fundraise a minimum of $200 from the sponsors or donors.

 To search for a proper route, free of road hazards and acquire all the permits from county

council, permissions, and certificate of insurance prior to the event that is by July 23 th.

 Biking event will start in the morning on 24th July so it is vital to provide accommodation to

the participants on the evening of the 24th, so they can rest and sleep.

 To ensure a safe and positive experience for all the participants, refreshments and emergency

assistance should be provided.

Keeping the morale of the staff high and encouraging them to work more towards the success of the

fundraising event.

Product Acceptance Criteria:

To ensure the quality of the products developed under the MS Cycle Tour, the following product

acceptance criteria have been established:

 Throughout the event, the cyclists should be offered refreshments and emergency assistance.

 The intended donation goal of $260,000 CAD should be met.

 The final route must ensure the safety and satisfaction of the participants.

 Expense rate should not exceed 45% of the funds raised, that is $117,000 CAD (estimated).

 To ensure timely completion, all route planning activities as well as the road construction

must be completed before 24th July 2004.

 Authorization from local residents and road authorities must be obtained in order to use their

land and facilities as event’s checkpoint locations.

 Certificate of insurance must be obtained from country councils.

The event should gather some supporters or volunteers to increase the awareness about the MS

Society.

Project Boundaries:

Included in the project:

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 Organising London – Grand Bend Bicycle Tour and finalising the route along with the event

activities.

 Maintaining overall expenses under 45% of the money raised.

 Applying for required permits from local authorities and country councils.

 Promoting the event to increase awareness and participation.

 Providing refreshment and emergency support to the cyclists.

Not included in the project:

 Providing educational programs and other research initiatives.

 Medical facilities for MS patients.

Requirements and Deliverables:

1. Requirements:

 Formulate a route plan to host a fundraising bicycle event for the MS society between London

and Grand Bend.

 Deadlines must be completed before July 24th, 2004.

 Provide enjoyable and hazard free environment to the participants.

 For each participant, at least $200 CAD must be raised from the sponsors.

 Provide emergency services along with refreshment and entertainment.

2. Deliverables:

 Providing copies of maps, route schedule and list of emergency contacts to the cyclists.

 Obtaining authorization and insurance certifications from local communities and country

councils to use their land and facilities as checkpoints during the event.

 Contacting the regional emergency services providers such as hospitals, police stations and

fire stations for their emergency assistance.

 Organizing volleyball, massage and swimming sessions at the Grand Bend on July 25 th.

 Arranging accommodations and refreshments.

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 Setting up 10 checkpoints for the cyclists along the route to indicate route description and

number of kilometres.

 Planning a marketing strategy for the fundraising event.

 Formulating a proper technique to raise funds from the volunteers and sponsors.

 Maintaining a positive atmosphere among staff members.

Project Assumptions:

 The road construction will be completed prior to the event start date.

 The weather will be sunny and clear on the day of the event.

 Route planning activities will be completed before 24th July 2004.

 Donation of $260,000 will be raised by the end of the event.

 The overall expense rate will not be more than 45% of the funds raised.

Initial Project Organization:

The primary team for the London-Grand Bend Cycle Tour project consists of key individuals who

play vital roles. The event is supervised by Lori Anne McNulty, holding a senior management

position at the Multiple Sclerosis Society of Canada, Ontario Division, London office, is part of the

team. Sarah Mann, the supervisor responsible for fundraising events, is also involved. Additionally,

team members from the food and non-food sponsorship teams, the marketing team, and

representatives from the University of Western Ontario are contributing to the project. Together, they

are focusing their efforts on planning the event's function, scheduled for the evening of July 24th.

Initial Risks:

● Insufficient participant registration is one of the earliest hazards, which could affect

fundraising targets.

● Budget restrictions could result from insufficient funding.

● Route suitability and safety present risks due to potential hazards along the chosen route, such

as poor road conditions, heavy traffic, and inadequate signage, jeopardising participant safety

and overall event flow.

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● Extreme weather poses risks that could call for changes or cancellations of the event.

Schedule Milestones:

 Finding a safe and secure route prior to the starting date of the event.

 Raising awareness regarding the Multiple Sclerosis disease among the crowd and making

them familiar with the MS Society.

 Providing the participants with proper accommodation to rest well for the second day of the

event.

 Arranging refreshments and providing them with a safe environment with proper checkpoints

and emergency measures.

 Estimated donation money raised.

 Expenses are limited to 45% of the donations.

 Starting the bicycle tour on the decided date and successful completion of it.

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Initial WBS:

Cost Estimates:

The overall cost of the bicycle tour is estimated to be 45% of the $260,000 CAD to be raised in funds.

So, the total anticipated expense cost is $117,000 CAD. But our assumption is that the total estimated

cost will be $105,000 CAD.

Activity Cost

Route planning $15,000 (14%)

Providing Refreshment and services $15,000 (14%)

Emergency assistance $10,000 (10%)

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Entertainment like barbecue, massage, $15,000 (14%)

volleyball, swimming

Setting checkpoints $10,000 (10%)

Publicity $10,000 (10%)

Staff salary $20,000 (19%)

Miscellaneous $10.000 (10%)

Total $105,000

Requirement Matrix Traceability:

Requirement Name Description Source Date Status

No.
1 Find a route Planned Mann 3rd May Cancelled
between constructions
London and affecting two
Grand Bend tentative routes
1 Find an Construction Mann Cancelled
alternative planned along
route one of the
revised routes
that may not
end prior the
event
1 Find a 3rd A safe and Mann Completed
route for the hazard free
event route
1 Complete Get permits and Mann Completed
route insurance

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planning certificate from

activities local authorities
and country
councils.
1 Contact Get emergency Mann Completed
emergency support from
support hospitals,
providers police stations
and fire stations
1 Set 10 Essential for Mann Completed
checkpoints mapping of the
along 150km route
route
1 Print out a Mann Completed
copy of maps,
emergency
contact
numbers and
route
schedule
1 Print and Mann 24th July Completed
distribute
external
copies of the
map to the
cyclists
2 Food and Rest of the Completed
non- team
sponsorship
2 Advertising Rest of the Completed
of the event team
3 First Day, Activity Everyone 24th July Completed
85kms of
cycling at the
Lake Huron
3 An evening of Activity Everyone 24th July Completed
entertainment
at The
University of
Western
Ontario
3 Second Day, Activity Everyone 25th July Completed
65km cycling
to Grand
Bend
3 Barbecue, Activity Everyone 25th July Completed
Massage and

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swimming
sessions at
Grand Bend
3 Refreshments Activity Everyone 24th July and Completed
and 25th July
emergency
assistance
4 Raise at least Target Sponsor 24th July and Completed
$200 per 25th July
participant

Project Management Approach:

As the MS Society of Canada Cycle Tour Project Manager, Lori Anne McNulty will have overall

authority and responsibility for the acceptance of the deliverables defined in this project. The project

team will consist of personnel from staff volunteers, regional emergency support providers, food and

non – food sponsorship team, supervisors from The University of Western Ontario.

This requirements and preliminary scope statement authorizes raising funds for the MS Society by

organizing a Bicycle tour between London and Grand Bend, Ontario on July 24 th and July 25th.

A project plan will be developed and submitted to the Project Sponsor for approval. Commencement

of project activities will begin upon approval of the project plan and the resources to execute it by the

Project Sponsor

The purpose of the MS Society of Canada Cycle Tour project is to raise donation of $260,000 CAD

and increase awareness about Multiple Sclerosis disease. The Project Manager, Lori Anne McNulty is

hereby authorized to interface with management as required, negotiate for resources, delegate

responsibilities within the framework of the project, and to communicate with all contractors and

management, as required, to ensure successful and timely completion of the project. The Project

Manager is responsible for developing the project plan, monitoring the schedule, cost, and scope of

the project during implementation, and maintaining control over the project by measuring

performance and taking corrective action.

The objective is to complete the project within the time, cost and quality constraints to be set forth in

the project plan.

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The budget for the MS Society of Canada Cycle Tour project is $105,000. It is to be funded through

donations, volunteers and sponsors.

Approved by the Project Sponsor:

______________________________________________ Date:______________________
<Project Sponsor>
<Project Sponsor Title>

Minute of meeting:

Date - 19th May, 23

Attendees:

Kanwaroop Singh Baweja

Navneet Nain

Prachi Yadav

Kritika Kaushal

Shubham Gajbhare

Sr. Basis of Discussion Points Action Points

No. Discussion

1.         Introduction Introduction of Team members  

2.         Ground rules Ground rules to be followed and Navneet to list out all the
signed by each team members ground rules discussed in
the meeting and roll out in
the team.

3.         Summary of Brief summary of the case study Navneet to work on scope

Case study including its scope, objectives, risk statement and objectives
and doubts regarding the case study. and Prachi will list out the
risk discussed in the
meeting.

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4.         Rubric Rubric mentioned in the assignment Kritika to send online word

to develop framework for the document for everyone to
assignment work on single document

5.         Work The allocation of tasks within the Team members agreed to

allocation team is based on individual submit their first draft of
preferences and levels of comfort work by Monday noon
regarding specific tasks.

6.         Appointment Team decided to have a new team  

of team leader leader in each assignment. Team
voted Kritika as leader for this
assignment

7.         Final draft Team agreed to connect on Teams Final document to be done

review app on Monday i.e., 22 May at 2pm by Tuesday, May 23, 2023,
nd

for a 20 min quick call to address before 12 noon

any gaps or conflicting view on the
assignment

Ground Rules:

1. Roles and Responsibilities –

Everyone should take responsibility for their work.

React to communications and requests in a timely and polite manner.

Team members should be treated with respect and decency.

Encourage equal participation.

Listen to others and value their opinions

2. Team meeting and Attendance –

The team will hold in-person meetings during the weekdays after class for group work. If

required, online meetings via Google meet or Zoom will be scheduled on weekends

depending upon the availability of the team.

In case a group member cannot attend, then he/she needs to inform the group prior to that.

During the meetings, a designated person will be responsible for taking meeting notes from

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beginning to the end of each session. For discussions and short communications, the team will

use WhatsApp platform to send messages and engage all group members ensuring everybody

is aware and is involved in the group tasks.

3. Performance –

Each team member's performance will be evaluated. Any issues with producing quality work

will be handled through individual conversations so that improvements can be done in time

prior to submission.

4. Contribution-

It is mandatory for every group member to contribute to the given group assignments and

provide quality work. Each member will be assigned tasks and they must submit their work

prior to the deadline so that late submissions can be avoided.

5. Conflict Management –

If the group is unable to agree on a particular issue, all ideas will be heard, their advantages

and disadvantages will be discussed, and ultimately the option with the most benefit will be

picked. In the worst-case scenarios, the team leader will have the last say in the situation if it

is still unresolved.

At last, the acknowledgement by all the team members.

Name Signature

Navneet
 

Kanwarroop Singh Baweja

Prachi Yadav

Shubham Gajbhare  

Kritika Kaushal

References:

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1. Multiple Sclerosis Society of Canada - London Grand Bend Cycle Tour (Richard Ivey School

of Business) – The University of Western Ontario (Reference No – 9B05D014)

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