MAN 4583- Final Project

Topic: The topic for your project is based on current literature and you are to: Create the necessary documents to organize, plan and complete a project based on the Colorado Springs Welcome Home Parade Case (found under Start Here/Course Resources).

Grading details: The case study (basis for your project), templates, and specific grading criteria are found in Tasks and Information/Course Resources . This is an on-going project that you will complete over several weeks.

Week 1 Assignment: Review the case Click Here For Case download the grading criteria click here for grading criteria. These can also be found in Start Here/Course Resources so you can work on the project week by week, and start research.

Remember all written assignments are run through plagiarism detection software and the University has a very strict policy on this. You may want to re-read the policy on plagiarism and academic dishonesty.

PMI® Case Study
COLORADO SPRINGS WELCOME HOME PARADE:
Project Management Helps Welcome the Troops Home

.With a short amount of time and limited budget, the city of Colorado
Springs, Colorado, USA, planned a parade to welcome home troops
returning from Iraq. The parade was perhaps the largest in Colorado
Springs history, and the largest celebration of its kind in the county.
Using project management competencies found in PMIs de facto guide
to the project management profession, A Guide to the Project
Management Body of Knowledge (PMBOK® Guide)Third Edition, the
project team planned and executed the parade successfully in spite of
limited time and budget.
Background
Colorado Springs is home to multiple branches of the military and six
major bases, including Fort Carson and the Air Force Academy. The
town decided to plan a welcome home parade for its soldiers who had
been deployed to Iraq. Around 11,000 troops had been sent to Iraq for
year-long rotations, and were to return in March 2004.
The parade was scheduled for 5 June 2004. All floats and participants
were required to have a patriotic theme. Multiple teams came together
to plan the event.
The project management team was lead by ODonnell & ODonnell LLP,
which had experience with parade planning in addition to fundraising,
which would prove to be an important part of this project.
The City Council of Colorado Springs also donated city resources and
personnel to the project, including the assistant city manager, who
was the main link between the city and the project team. Providing the
team with daily access to city officials ensured key communication
throughout the project.
In addition to the project team, the city also established a
management team committee, composed of stakeholders and
representatives from each local military base. These two teams met
regularly to give status reports, offer or ask for assistance, and
determine the next steps in the project. This open forum for
communication fostered a greater understanding for each partys role
in the project and what the end result would be. All high level changes
were made by the committee, while the detail changes were made by
the project team.
Challenges
The two major challenges of this project were the lack of money to
fund the parade and the limited timeframe to complete the project.

.Security and safety also stood as risks to the event.
The project team faced the challenge of raising all funds for the
parade, as the city could not finance the event. The event budget and
reimbursement for their services would come only from the donations
and sponsorship money raised. The city capped the fee amount
ODonnell & ODonnell could charge them, and also established a
separate account for the event so they could accurately track finances.
Last minute changes also posed a challenge. Project stakeholders from
Fort Carson requested the troops be fed lunch after the parade. The
city raised the fee caps, but the project team had to include catering,
organization and clean-up in an already tight schedule.
Solutions
In order to combat the limited budget and timeframe, the project team
used every stakeholders resources, asking what each organization
could contribute to the event. The project was then approached in
reverse order; the scope of a project is typically established before the
resources, but the project team had to establish resources to
determine project scope.
Although the city could not contribute monetarily to the project, it
offered in-kind services by having every city department participate.
In addition to those workers, the project team used its own volunteer
base of 35-40 people. Many of the sponsoring organizations also
offered their services at reduced fees or free of charge. In return,
sponsors and donors received a banner and viewing stand at the
parade for their contributions.
The team used project management competencies throughout the
project to:
x

x
x
x
x

coordinate a donation of 40 buses from city transportation
department to transport the 6,000 soldiers participating in the
parade;
work with city police to arrange parking for buses;
coordinate with city engineers to control traffic lights to minimize
convoys effect on city traffic flow;
inform town in advance of any road closures or delays caused by
parade preparations; and
overcome challenge of providing last-minute lunch to troops by
securing free food and service through local restaurant franchise,

.using local park as venue and volunteers from Chamber of
Commerce to help serve food.
In addition, risk management techniques were used to anticipate and
prevent potential problems:
x
x
x
x

the team held meetings with local fire and police departments
and management committees to discuss risk responses;
police responded to traffic congestion by finding alternate routes
for cars during parade;
the fire department positioned rescue crews along route in case
of an emergency; and
paramedics passed out water to prevent dehydration

Results
The parade consisted of 22 floats, 23 fire trucks and eight marching
bands, including the U.S. Army Field Band from Fort Meade, Md. Many
antique military aircraft and other vehicles took part in the parade,
and over 65,000 people came to watch the historical event and show
their support for the troops.
The public communications department for the city took care of all
publicity and interviews at no cost; three local television stations and
six local radio stations held live broadcasts from the parade and
related events; and photographers from local newspapers were on
site. The White House even issued a statement about the event, which
was read at the parade and on all local broadcasts.
Project management techniques enabled the project team to
coordinate the event, raise funds and accommodate last minute
changes within a remarkably short time frame. As a result, the
Colorado Springs Welcome Home Parade was the largest event of its
kind ever held in Colorado Springs.
Key Achievements
x

x

The project team organized and executed all aspects of the
event such as fund raising, the coordination of soldiers and
aircraft, and planning a lunch reception for 9,000 people, all
within a five month time period.
The project team executed the parade under the allocated
budget, and the city manager donated excess funds to military
charities.You will be using the assigned case as a basis for this project. The assigned case has some basic information but you will be
expanding on this information based on the research that you conduct. You will start by reviewing the Project Charter sample on pp.
108-110 (a basic template has been provided for you). For each of these identified areas in the template you will expand on them with
research from the KU library. For example, when you identify a team operating principle you did this based on an article you found in
the library. Be sure to use proper APA format in this report.

Final Project Grading Rubric
Category
Student Name:
Format / Citations -20%
o Format: Cover page contains a title,
student name, date, and class
o Paper is double spaced and template
used
*Remember if sources are not noted
it is considered plagiarism
o Citations Sources used in the paper
are cited in APA format (author
name, date, page number if
needed)
o Required 3 sources from the KU
library are listed on a separate
reference page in APA format

Grade

Scale of 5-0 where:
5=Requirements met
0=Requirements not met

Comments

.(alphabetical order by author with
all needed information)
Content / Quality -50%
o Project Charter contains all
necessary elements in the template
and is based on case study provided
(chapt 4)
o Comprehensive Scope Overview
based on the assigned case
o Complete Business Case objective
based on the assigned case
o Complete Milestone schedule and
deliverables based on the assigned
case
o Completed Risk and Assumptions
based on the assigned case
o Completed Stakeholder listing
based on the assigned case
o Completed Resources required
based on the assigned case
o Completed Team operating
principles based on the assigned
case
o Completed Lessons learned based
on the assigned case
o No more than 20% of the paper was
taken from outside sources. Used
proper grammar, spelling, and

Scale of 5-0 where:
5=Requirements met
0=Requirements not met

.punctuation, did not use slang or
other forms of casual language
Part II -30%
o Create a detailed budget using MS
Word or Excel. Budget must
include up to 10 items.
o Create a Work Breakdown
Structure (WBS) for the case study
contains at least 10 items and 3
layers (chapt 6) Exhibit 6.4, 6.5, 6.6
o Create a scheduling using MS Word
Table. You must identify at least
10 Tasks/Activities and identify the
milestones.
Total
Adjusted Total

Scale of 5-0 where:
5=Requirements met
0=Requirements not metFirst Last Name
Date
Class
Final Project
Professor

.Part I

Project Charter
Project __________________ Date ___________
Scope Overview

Business Case

Milestone Schedule and Deliverables
Milestone
Completio
n Date

Stakeholder

Acceptance
Criteria

Current State

Future State

Ultimate Goal
Risks and Assumptions
Project Risks and Assumptions
1.
2.
3.
4.

Risk Owner

Contingency Plans

.Stakeholders
Stakeholders

Interest in Project

Primary:

Others:

Resources Required

Funding _____________

People ______________

Equipment ___________

Other _______________

Team Operating Principles

_________________

_________________

_________________

Lessons Learned

________________

________________

________________

Commitment
Sponsor

Department / Organization Signature

Project Manager

Department / Organization Signature

Core Team Members

Department/ Organization Signature

.Part II

Budget: Using either a Microsoft Word Table or an Excel Spreadsheet, create a detailed budget
for this project. The numbers you use for this budget should be realistic. For example, if
you are going to have to rent folding chairs, conduct some research and find out how
much that would cost. If you have to contract a cleaning crew, research various
companies that do this and use those numbers. You will be graded on your knowledge
of the subject, not the accuracy of the numbers. Your budget must include at least 10
items that you will have to pay for.
(Insert Budget Here)

2. Work Breakdown Structure. Using Exhibits 6.4, 6.5 and 6.6 on pages 152-153 as an
example, create a Work Breakdown Structure (WBS) for this parade. Your WBS should
include but not be limited to: Planning, Transportation, Food, Entertainment and Clean Up.
You can use Word, Excel or PowerPoint to create this diagram.
(Insert WBS Here)

.3. Schedule. Using the following table, create a schedule for this project. You must provide the
activity, the duration and both the start and end date. You may add additional lines for
additional tasks as you see fit. You must also enter if a task is a milestone or not.
Task/Activity

Duratio
n

Start
D
at
e

Finish Milestone
D
? Y/N
a
t
e

.References:
(Remember, references must be in alphabetical order and have a hanging indent. You
must provide no less than 3 credible references)

Kloppenborg, T. J. (2013). Contemporary project management (3rd ed.). : Cengage .

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