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A Not-For-Profit Medical Research Center

MGT 5900 / ISM 7900

Monday, May 21st

Introduction

Team 5:

  • Erin Fitzpatrick, Overview/Project Scope
  • Alia Saleh, WBS
  • Samantha Grant, Assign Responsibilities
  • David Oltean, Network Diagram

Introduction

Overview

Overview

• In the external affairs department for a not-for-profit medical center

• Funding for the center comes from several various sources

• Department is responsible for preparing the annual report of the center’s accomplishments and financial status for the board of directors.

• The center has a goal to be in “the same league” with other not-for-profit organizations in terms of donations and funds.

• Board members have asked that we update the report and use it to inform stakeholders about the advances the center is making.

• Create a detailed plan for how we will get this project done and present it to the board at their next meeting. If sucessful, we will get the budget to start the project.

• We have 6 weeks as a department to create our plan

1

Project Objective

1

Project Objective

-Create a comprehensive annual report that is shorter, simpler and easier to read

-Shows benefits of the center’s research and impact research has on people’s lives

-Hope to increase number and monetary amount of donations given to the center

-To be completed in 6 months, beginning on May 15 and will be mailed to key stakeholders on November 15th

-Budget about $2 million

Assumptions

Assumptions

1. The center will continue to be funded through its current sponsors.

2. The current department that Alexis is a part of will not grow/ get additional skills than what are already listed.

3. This project will be completed during normal working hours in addition to normal responsibilities. (expect additional travel, which could require some evenings/overnight stays)

Project Scope

Project Scope

  • Defines what needs to be done.

  • Should include:
  • Customer Requirements
  • Statement of Work
  • Deliverables
  • Acceptance Criteria
  • Work Breakdown Structure.

Customer Requirements

  • Defines the functional, operational and performance specifications or capabilities that must be met for the project’s end project and other project deliverables.

  • Shorter simpler, easier-to-read annual report.

  • Report should include pictures from various hospitals, clinics and long-term care facilities who use the center’s research.

  • Will also include testimonials from patients and families that have benefited from the center’s research.

  • Report needs to be multicolor, contain a multitude of pictures, and written in easy to understand language.

  • Need to create 5 million copies of the report.

Statement of Work

  • Defines the major tasks that will need to be performed to accomplish the work that needs to be done and produce all of the project deliverables

a. Decide which locations team members will travel to for testimonials and photos

b. Solicit volunteers from other departments to help with tasks

c. Prepare plans for which tasks will be outsourced to contractors

d. Decide which team members will be traveling to which locations

e. Create plan for how document will be structured

f. Travel to various locations.

g. Obtain all legal requirements for pictures and testimonials

Statement of Work Cont..

h. Order specialty materials and equipment for construction of document and photography equipment

i. Get quotes/decide who will print these reports

j. Get quotes/decide who will mail/deliver these reports

k. Ensure that donation procedures can handle influx of donations

l. Ensure that additional inquiries about center, products, and donations can be handled

m. Determine who report will be sent out to

n. Create first draft of annual document

o. Proofread/edit draft of document

p. Create edited draft of document and distribute to key internal stakeholders for approval

q. Send out final draft of report to required stakeholders and potential donors

Deliverables

  • Create shorter simpler, easier-to-read, multi-color annual report with a multitude of photographs

  • Should create 5 million copies of report.

Acceptance Criteria

  • Document should be at least ½ size of current report

  • Document will not be black and white

  • Pictures or graphic will be included on at least every other page

  • Document will be given to internal stakeholders to test that language and graphics are easy to understand

  • Contractors will be paid 20% of agreed upon amount upon customer approval and acceptance of final document

2

2

WBS

Understanding the Importance of Planning for Quality

Quality Project Plan

Quality Project Plan

  • Ensure that the new Annual Report meets GAAP standards (Generally Accepted Accounting Principles) before printing

  • Working with reputable printing companies that meet ISO guidelines (International Organization for Standardization)

  • Ensuring that the printing company has a quality assurance team in place

  • Audits of annual report before, during, and after report is finalized

  • Ensure staff is trained to prepare for influx of donations

TIMELINE

TIMELINE

May 15,

Present Detailed Plan

#3

#1

#2

Nov 15,

Mail Report

April 1, Project Start Date

Work Breakdown Structure

WBS

3

Assign Responsibilities

3

Assign Responsibilties

Who will be responsible for the work?

• Lakysha: photography

• Grace: Making graphics and compiling report

• Levi: Writing/editing report

• Alexis: deciding on proposals, managing project

Lakysha, Staff Assistant, Photographer

Lakysha

• Photograph and get testimonials at hospitals

• Photograph and get testimonials at clinics

• Photograph and get testimonials at long-term care facilities

Grace, Marketing Specialist

Grace

  • Make graphics pertaining to diseases

  • Make graphics pertaining to research accomplishments

  • Test results

  • Improvements in treatment

  • Drug/vaccine development

  • Make graphics pertaining to financial status

  • Statement of Financial Position

  • Statement of Cash Flows

  • Donations received over the past year

  • Projected donations in the coming year

  • Compile report

Levi, Writer

Levi

• Write short explanation for each disease center researches

• Write short biography about the doctor in charge of research for each disease

• Write about status of research for each disease (concentrate on any breakthroughs)

• Put testimonials in pleasing format with section about impact on peoples’ lives

• Write about benefits of the center’s research

• Write about accomplishments in the past 5 years

• Edit report

Alexis, Director of External Affairs, Project Manager

Alexis

• Get design, printing, and distribution proposals

• Decide who to choose based on proposals

• Manage Lakysha, Grace, and Levi’s activities and schedules

• Review report after Levi edits

Network Diagram

4

Network Diagram

Defines the sequence of how things get done

Network Diagram- Board Approval

Network Diagram 1

Network Diagram – Design, Print, & Distribution

Network Diagram 2

RFP #1 – Graphic Design

RFP #1

Key Deliverables:

  • Design report layout
  • Organize content
  • Design infographics

Cost:

  • ≤ $100/hour
  • Estimated 20-25 hours
  • ≤ $2,500 total

Other Requirements/Information:

  • Must be available to finalize design week of October 15

RFP #2 – Printing

RFP #2

Key Deliverables:

  • 5,000,000 report copies
  • Two-sided, multicolor printing
  • High-quality paper
  • Tri-fold layout

Cost:

  • ≤ 5 cents per copy
  • ≤ $250,000 total

Other Requirements/Information:

  • Must be able to print 5,000,000 copies in two weeks

RFP #3 – Direct Mail Distribution

RFP #3

Key Deliverables:

  • ≈ 4,800,000 reports distributed
  • Assistance with mail targeting

Cost:

  • ≤ 35 cents per copy for materials (mass mailing license, envelopes, USPS fees) & labor
  • ≤ $1,700,000 total

Other Requirements/Information:

  • Must be able to distribute ≈ 4,800,000 copies in one week
  • Must assist with obtaining USPS commercial mailing permit

Recap

5

Recap

Deliverables:

  • 5,000,000 multicolor reports printed
  • 4,800,000 distributed by contractor, 200,000 distributed by internal team

Costs:

  • $1,800,000-$2,000,000 for contract labor and materials
  • Does not include internal labor and materials
  • 35-40 cents per report distributed

Break-Even Point:

  • $10 donation per 25 mailed reports

Sources

Baker, R., Clements, J., & Gido, J. (2017). A Not-For-Profit Medical Research Center. In Successful Project Management, 7th Edition (pp. 135-136). South-Western College Pub.

Business Price Calculator. (n.d.). Retrieved from United States Postal Service: https://dbcalc.usps.com/Default.aspx

Pricing. (n.d.). Retrieved from GotPrint.com: https://www.gotprint.com/store/pricing.html

ISO Standards in the Printing Industry. (2017, March 24). Retrieved from 1ink.com: https://www.1ink.com/blog/iso-standards-in-the-printing-industry-1inkcom/

Questions?

Questions

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