Preliminary project scope statement

This Preliminary Project Scope Statement defines the scope of the "Multiple Sclerosis Society of Canada- London Grand Bend Bicycle Tour" project which is to organize a bicycle tour for two days and each participant will be given $200 and this money will be used to raise funds for providing educational and medical support, client services for people in Canada who are suffering from Multiple Sclerosis and it is organized by London Office (Ontario Division) of MS Society of Canada.

Multiple Sclerosis is a disease related to the central nervous system and there were almost 50,000 people with MS. So, the need of this project is to help these people with raising funds.

Lori Anne McNulty is the senior manager of the MS Society of Canada, Ontario Division, London office and she arranged a team of six members and Sarah Mann is the supervisor of fundraising events. The goal of this project is to collect $260,000 donations and the event will be on July 24 and July 25.

The basic requirements of this project are:

• Finalizing the route for the tour.
• Getting agreements from the road department and county council.
• Emergency services for cyclists.
• Ensure that the road construction near the route is completed before the event.
• To collect the estimated amount of donations.
• To manage the entertainment and accommodation of 549 participants.
• Food services for participants.

PROJECT OBJECTIVES

The objective of the project is to organize the MS society London-grand bend bicycle tour which is held on July 24 to July 25 with an expense rate of 45% by finalizing the tentative route, ensuring the positive and safe environment to 549+ participants while raising a donation of $260000 to support MS research, client services, spread awareness of MS society.

Product Acceptance Criteria

• To ensure that the new planned route is safe to drive. Since the team has already changed the routes twice, it is better to have the safer route this time.
• To ensure that the marketing team has reached to enough number of customers so that the required number of customers will be attending the event
• To ensure that we have enough food and health stations located at required points throughout the route and they have enough supplies.
• To meet all the customer's requirements at individual level and to ensure that there is no discrepancy done to any of the customers.
• To ensure that all methodology and the minimum criteria are met to collect the targeted fund.

Project Boundaries

Included in the project:

1) The feasibility check of the tentative route.

2) Preparing Route planning schedule.

3) Request for permit and the insurance certificate will be sent to respective offices.

4) Request for authorization from residents and shop owners to use their property as checkpoints.

3) Setting up checkpoints and determining kilometer descriptions.

4) Providing emergency support to the participants.

6) Promote the MS bicycle fundraiser event.

7) Arranging food Sponsors and providing food to participants.

8) Arranging entertainment events for the participants.

Not included in the project:

1) Influencing the Road department and County council to complete the road construction.

2) Project team plays no part in the construction of roads.

3) Permits for road activities will be approved by the County council.

4) Certificate of insurance will be provided by the National office in Toronto.

Project Requirements and Deliverables

Project Requirements:

1) Confirmthe tentative route that is feasible for the tour.

2) The road construction should be completed before the event.

3) Permits approval from the county council to facilitate route-planning activities.

4) The Certificate of insurance from the National office in Toronto should be produced for permits from county council.

5) Need Regional emergency service providers support during the event.

6) Food service Providers.

7) Sponsors for food and services.

8) Authorization from local people and shop owners to use their property as checkpoint locations for the event.

9) Detailed map would be drawn.

10) Kilometre markings should be estimated and the kilometre description should be given to help participants to navigate to the next checkpoint and also keep them informed of the number of kilometres covered by them.

Project deliverables:

2) Successfully organizing the fundraiser bicycle event to spread awareness about MS society and raise funds to support MS society.

1) Complete the route planning process for the bicycle event before the start of the event.

Project Assumptions

1) The road construction will be completed before event.

2) The permits are processed and approved.

3) Project team work effectively and efficiently as per project schedule.

4) Project team ensures the participants have a safe and hygienic environment during the event.

5) Full involvement of stakeholders.

6) The project will be completed within the estimated time frame.

7) The timely delivery of supplies by the vendors.

8) The project will be completed within the estimated budget.

9) Low risks are encountered

Initial Risks

• The biggest risk is whether the event would occur on the decided dates or not because the construction on the road is still in process. So, the estimated time to complete the project to organize the MS tour might be extended.
• To complete the project on time the estimated cost might increase, that is, they might have to increase the budget of the project.
• They might have to change the route planning that was finalized earlier because of the road construction.
• For the project route-planning tasks, they require 59 business days but they have only 23 business days left.
• The project team might not provide a safer route for the cyclists owing to the road construction in process.
• The time to get a permit from the county council took 4 to 7 business days which was more than expected.
• Due to the large amount of participants, there is no possibility to postpone the event as it might affect the total fundraising amount.
• If there is a need to delay the event then it might affect the number of cyclists taking part in the bicycle tour and hence it will directly impact the fundraising amount.

Questions:-

1. What all are the key recommendations? (what you could have done better in the MS Society case study planning and execution phase)?

2. What all are the overall learnings? ( Major learnings in a form of project management skills, methods, tools, techniques, and knowledge acquired)

Reference:-

https://caserighted.com/multiple-sclerosis-society-of-canada-london-grand-bend-bicycle-tour/