Introducing
Your new presentation assistant.
Refine, enhance, and tailor your content, source relevant images, and edit visuals quicker than ever before.
Trending searches
A Not-For-Profit Medical Research Center
2,598
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/