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Project Plan: North Ryde Fun Run
Overview
Purpose The purpose of this project plan is to describe the 2015 North Ryde Fun
Run, a fund-raising project sponsored by the Rotary Club of North Ryde,
with Macquarie University Sport and Recreation as venue partner.
Audience The Board and Members of the Rotary Club of North Ryde
The Management of Macquarie University Sport and Recreation
The Board and Members of the Rotary Club of Macquarie Park
The Board and Members of the Rotaract Club of Macquarie University
The Board and Members of the Macquarie University Rotaract Club
CEO Dunmore Lang College
CEO Robert Menzies College
General Manager Macquarie University Village
Director, Macquarie University Centre for Emotional Health
In this
document This document contains the following topics.
Topic See Page
Project Description 2
Constraints, Scope, Dependencies, and Risks 4
Approach, Resources, Schedule, and Cost 6
Page 2 of 7
Project Description
Project purpose The purpose of the 2015 North Ryde Fun Run Project is to raise funds for
Rotary causes such as Australian Rotary Health, which aims to support
healthier minds, bodies and communities through research, awareness and
education.
Objectives Raise $10,000 or more from the Fun Run through fees and sponsorship to
donate to Australia Rotary Health for research into youth emotional health,
and for other worthy Rotary projects to support youth
Increase local awareness of the issue of youth emotional health and the
benefits of physical exercise
Increase local awareness of Rotary and recruit new club members
Increase local awareness of the facilities of the Macquarie University Sport
and Recreation and the Centre for Emotional Health and its associated
Clinic.
Deliverables The second North Ryde Fun Run will take place on Sunday 30 August 2015.
The Fun Run event will be attended by students, families and workers from
the local area, including North Ryde, Macquarie Park, Beecroft, Epping,
East Ryde, Top Ryde, Ryde and greater Sydney.
Stakeholders The table below describes the stakeholders in this project, their role and the
benefits of the project to them. The stakeholders will form an organising
Committee with appropriate representation from each group, called the North
Ryde Fun Run Committee (NRFRC). The NRFRC will elect office-bearers.
Stakeholder Role Benefits
Rotary Club of North
Ryde members
Primary Sponsor:
Organise the event
(planning,
management,
marketing, resourcing,
execution)
Recruit resources
Recruit entrants
Funds raised to
distribute to
Australian Rotary
Health & other
worthy youth mental
health projects
Community
development &
involvement
Continued on next page
Page 3 of 7
Project Description, Continued
Stakeholders
continued Stakeholder Role Benefits
Macquarie University
Sport and Recreation
Provide and organise
the event (as above)
Recruit entrants from
MUSAC members
Community
development &
involvement
Campus health &
fitness improvement
Rotary Club of
Macquarie Park
Recruit entrants
Assist with
organisation of event
(as above)
Community
development &
involvement
Recruit new Rotary
members
Rotaract Club of
Macquarie University
Recruit entrants
Assist with
organisation of event
(as above)
Community
development &
involvement
Recruit new Rotaract
members
Dunmore Lang
College, Robert
Menzies College,
Macquarie University
Village
Recruit entrants
Assist with
organisation of event
(project management,
marketing, resourcing)
Community
development &
involvement
Job-related skill
development
Student health &
fitness improvement
Promote College life
Macquarie University
Centre for Emotional
Health (CEH)
Provide research and
programs to treat youth
emotional health
problems and assist
with raising awareness
about the issue
Publicity about CEH
and its research and
programs
Student anxiety and
depression
improvement
Page 4 of 7
Constraints, Scope, Dependencies, and Risks
Constraints The project constraints are described in the table below.
Constraint Implications
Event must be contained within
Macquarie University grounds Limit to size of event and running
tracks
Not visible to rest of the campus
Limited volunteers to organise from
North Ryde Rotary Club
May need to limit the number of
entrants, or recruit resources from
outside the Club
Rotary and University risk
management policies
May need to make special
arrangements for health and safety
Scope The scope of the project to be managed is a one-day family and student-
oriented event for 600-800 entrants and attendees.
The scope is not a professional run for entrants who receive large cash
prizes.
Assumptions The assumptions are:
There is a demand for such a Fun Run, based on the 2014 event
The event will host the 5km run for the Macquarie University
Intercollegiate Competition, which has determined the date of the event to
be Sunday 30 August 2015
The stakeholders have the capacity and capability to organise such an
event
A Project Manager is appointed
Approval from the Ryde City Council or local Police may not be needed
unless the Fun Run will not affect local roads
Vendors who normally participate in the Rotary Carols on the Common
event and other Sport and Recreation events will also participate in the Fun
Run
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Dependencies The event’s success is dependent on:
Free resources such as Rotary and university student labour
Macquarie University and College participation
Suitable weather conditions
Sponsorship – in cash and in kind
Effective marketing
St John’s Ambulance first aid service
Macquarie University cleaning and security services
Rotary District insurance approval
Website with online registration and payment forms
Collaboration with the CEH
Risks and
contingencies The table below identifies the project’s risks and contingencies.
Risk Probability Severity Contingency
No or low
sponsorship
30% Impact is
potentially high
Organise the
event so that it
does not depend
on any cash
except entry fees
Unsuitable
weather
40% Impact is
dependent on the
severity of the
weather
Cancel event if
the weather
makes the
course unsafe
Entries are low 50% Low-medium
impact
1. Stage the
event anyway
with low
numbers.
2. Engage
vendors that
can be
cancelled
without
penalty.
Entries are high 50% High impact Implement a cut-
off threshold.
Page 6 of 7
Approach, Resources, Schedule, and Cost
Approach The Fun Run will be run as a project using an appropriate project
methodology. An appropriate Project Manager will be appointed, preferably
a student who can benefit from the experience.
Milestones The following activities are key milestones for the project.
Milestone Activity Start Date End Date
Project Approval 11/02/15 11/02/15
Project Initiation 18/03/15 18/03/15
Project Planning,
Monitoring & Control
18/03/2015 11/11/2015
Project Execution 30/8/2015 30/8/2015
Project Closure 30/9/2015 30/09/2015
Resources The table below lists basic resources that will be required.
Resource Source
Funds for running costs Rotary
Sponsorship for the event Sponsors
Event management Macquarie University, Rotary
Marketing communications and PR Macquarie University, Rotary
Operations Management Macquarie University, Rotary
Project Management Rotary and/or other
Insurance Rotary
IT Infrastructure - website Rotary, hosting service provider
Page 7 of 7
Schedule The table below contains the draft schedule.
Date Activity Responsible
February/March
2015
Approve event, identify event
date, commit resources, form
NRFRC, commence planning
All stakeholders
April 2015 Finalise objectives, resources
and policies
NRFRC, Project
Manager
March - August
2015
Plan event activities and
marketing and sponsorship,
website requirements, website
NRFRC, Project
Manager
March-August
2015
Recruit sponsors and vendors,
run Seminars, develop event
operations plan
NRFRC, Project
Manager
July 2015 Finalise event organisation NRFRC, Project
Manager
August 2015 Hold Dress Rehearsal. Close
entries. Hold Fun Run
NRFRC, Project
Manager
September 2015 Survey. Reconciliation. Post-
implementation Review
NRFRC, Project
Manager
Budget
estimates Target profit: $10,000
Income (conservative estimate based on 2014 event)
Items $ Revenue
Entry fees 325 community @$20 6,500
Entry fees 275 students @$10 2,750
Sponsorship 6,750
Total $ 16,000
Expenses (conservative estimate based on 2014 event)
Items $ Expense
Ground hire & staff for 6 hours 3,000
Marketing 2,000
Signage for Stalls 200
Purchase of food & drinks 200
St Johns Ambulance donation 300
Miscellaneous 300
Total $ 6,000
ID Task Name Duration Start Finish PredecResource Names
1 Approval 5 days Thu 5/02/15 Wed 11/02/152 Propose plan to Rotary Club Board 0.25 days Thu 5/02/15 Thu 5/02/15 Project Director3 Gain Board approval for plan 1 day Wed 11/02/15 Wed 11/02/15 Project Director,Club Board4 Project approved 0 days Wed 11/02/15 Wed 11/02/15 35 Initiation 0.5 days Wed 18/03/15 Wed 18/03/156 Org Committee Kickoff Mtg 1 0.5 days Wed 18/03/15 Wed 18/03/15 Organising Committee7 Project initiated 0 days Wed 18/03/15 Wed 18/03/15 68 Planning 141 days Wed 18/03/15 Wed 30/09/15 79 Resourcing 1 day Wed 18/03/15 Thu 19/03/15 7
10 Recruit student resources 1 day Wed 18/03/15 Thu 19/03/15 Project Director11 Resourcing complete 0 days Thu 19/03/15 Thu 19/03/15 1012 Governance Meetings 141 days Wed 18/03/15 Wed 30/09/1513 Org Committee Mtg 2 0.5 days Wed 18/03/15 Wed 18/03/15 Organising Committee,Project Director14 Org Committee Mtg 3 0.5 days Wed 15/04/15 Wed 15/04/15 Organising Committee,Project Director15 Org Committee Mtg 4 0.5 days Wed 13/05/15 Wed 13/05/15 Organising Committee,Project Director16 Org Committee Mtg 5 0.5 days Wed 17/06/15 Wed 17/06/15 Organising Committee,Project Director17 Org Committee Mtg 6 0.5 days Wed 15/07/15 Wed 15/07/15 Organising Committee,Project Director18 Org Committee Mtg 7 0.5 days Wed 12/08/15 Wed 12/08/15 Organising Committee,Project Director19 Org Committee Mtg 8 0.5 days Wed 26/08/15 Wed 26/08/15 Organising Committee,Project Director20 Org Committee Mtg 9 0.5 days Wed 30/09/15 Wed 30/09/15 Organising Committee,Project Director21 Governance Meetings complete 0 days Wed 30/09/15 Wed 30/09/15 2022 Marketing & Sponsorship 75.5 days Wed 18/03/15 Wed 1/07/1523 Develop sponsorship package 0.25 days Wed 18/03/15 Wed 18/03/15 Project Director24 Raise sponsorship 10 days Wed 18/03/15 Wed 1/04/15 23 M & S Subcommittee25 Develop marketing plan 1 day Wed 18/03/15 Thu 19/03/15 M & S Subcommittee26 Develop marketing materials 1 day Thu 19/03/15 Fri 20/03/15 25 M & S Subcommittee27 Develop merchandising 1 day Fri 20/03/15 Mon 23/03/15 26 M & S Subcommittee28 Develop PR plan 1 day Mon 23/03/15 Tue 24/03/15 27 M & S Subcommittee29 Develop seminar 12 days Wed 18/03/15 Fri 3/04/15 M & S Subcommittee30 Run seminars 75.5 days Wed 18/03/15 Wed 1/07/15 M & S Subcommittee31 Marketing & Sponsorship complete 0 days Wed 1/07/15 Wed 1/07/15 3032 IT Infrastructure Planning 42 days Wed 18/03/15 Fri 15/05/1533 Review form & website requirements 1 day Wed 18/03/15 Thu 19/03/15 IT Subcommittee34 Create form & website 1 day Wed 13/05/15 Thu 14/05/15 15 IT Subcommittee35 Update website 1 day Thu 14/05/15 Fri 15/05/15 34 IT Subcommittee36 Update Facebook page 1 day Thu 14/05/15 Fri 15/05/15 34 IT Subcommittee
Project Director
S M T W T F S S M2 Feb '15 9 Feb
Task
Split
Progress
Milestone
Summary
Project Summary
External Tasks
External Milestone
Deadline
Tue 24/03/15 2015 North Ryde Fun Run Project Schedule v3.mpp Page 1
Page 1
Project: 2015 North Ryde Fun Run ProDate: Tue 24/03/15
ID Task Name Duration Start Finish PredecResource Names
37 IT Infrastructure Planning complete 0 days Fri 15/05/15 Fri 15/05/15 3638 Operations Planning 106 days Wed 18/03/15 Thu 13/08/1539 Develop operational plan 1 day Wed 13/05/15 Thu 14/05/15 15 Ops Subcommittee40 Develop operational budget 1 day Thu 19/03/15 Thu 19/03/15 13 Ops Subcommittee41 Develop event structure 22 days Wed 18/03/15 Fri 17/04/15 Ops Subcommittee42 Develop operations schedule 23 days Fri 17/04/15 Wed 20/05/15 41 Ops Subcommittee43 Develop vendor management plan 22 days Wed 18/03/15 Fri 17/04/15 Ops Subcommittee44 Develop risk management plan 1 day Wed 12/08/15 Thu 13/08/15 18 Ops Subcommittee45 Operations Planning complete 0 days Thu 13/08/15 Thu 13/08/15 4446 Financial Planning 5 days Wed 18/03/15 Wed 25/03/1547 Develop budget 5 days Wed 18/03/15 Wed 25/03/15 Finance Subcommittee48 Financial Planning complete 0 days Wed 25/03/15 Wed 25/03/15 4749 Implementation Planning 108 days Thu 2/04/15 Sun 30/08/1550 Plan implementation 107 days Thu 2/04/15 Fri 28/08/15 48 Organising Committee51 Design feedback surveys 1 day Mon 3/08/15 Mon 3/08/15 Project Director52 Hold event 1 day Sun 30/08/15 Sun 30/08/15 51 Organising Committee53 Implementation Planning complete 0 days Sun 30/08/15 Sun 30/08/15 52 Organising Committee54 Post-implementation Review 23 days Mon 31/08/15 Wed 30/09/1555 Reconcile finances 1 day Mon 31/08/15 Mon 31/08/15 53 Finance Subcommittee56 Survey all participants 1 day Mon 31/08/15 Mon 31/08/15 Project Director57 Write PIR reports 1 day Mon 14/09/15 Mon 14/09/15 Project Director58 Present reports 1 day Wed 30/09/15 Wed 30/09/15 Project Director59 Post-implementation Review complete 0 days Wed 30/09/15 Wed 30/09/15 58 Organising Committee
S M T W T F S S M2 Feb '15 9 Feb
Task
Split
Progress
Milestone
Summary
Project Summary
External Tasks
External Milestone
Deadline
Tue 24/03/15 2015 North Ryde Fun Run Project Schedule v3.mpp Page 2
Page 2
Project: 2015 North Ryde Fun Run ProDate: Tue 24/03/15
RCNR, DLC, RMC, MUV, MQU, RMQ, RCMP, CEH
Organising Committee
Anthony AzrakProject Manager
Rotary Club of North Ryde
Marketing & Sponsorship Sub-committee
IT InfrastructureSub-committee
OperationsSub-committee
FinanceSub-committee
Maggie Alexander/David MartinProjects Director
North Ryde Fun Run Project
Organisation Structure for 2015
@ 18 March 2015
GovernanceSub-committee
Robert Menzies CollegeSub-committee
Macquarie University Village
Sub-committee
Dunmore Lang CollegeSub-committee
Marketing & Sponsorship Sub-committee
Name Email
Rocky Roxas [email protected] Billington [email protected] Porter [email protected] Corapi [email protected] Alexander [email protected] Agboola (Sponsorship) [email protected] Hill (Schools as needed) [email protected]
IT Infrastructure Sub-committee
Name EmailMaggie Alexander [email protected] Dunn [email protected] Dodd (Facebook/Web) [email protected] Larkin (Facebook/Web) [email protected]
Operations Sub-committee
Name EmailMike Hetherington [email protected] Ubiali [email protected] Crawford (Vendors) [email protected] Martin (Registration) [email protected] Cevolani (Intercollegiate Comp) [email protected] Gray (Sport & Recreation as needed) [email protected]
Finance Sub-committeeName EmailMike Hetherington (Operations Manager) [email protected] Ubiali [email protected] Geng (Project Manager) [email protected] Green (Project Manager) [email protected] Martin (Project Director) [email protected] Alexander (Project Director) [email protected]
Governance Sub-committee
Name EmailJames Geng (Project Manager) [email protected] Green (Project Manager) [email protected] Martin (Project Director) [email protected] Hetherington (Operations Director) [email protected] Alexander (Project Director) [email protected]
Dunmore Lang College Sub-committee
Name EmailHannah Dodd [email protected] Larkin [email protected] Dunn [email protected] Porter [email protected] Dunwell [email protected]
Robert Menzies College Sub-committee
Name EmailPaul Yeates [email protected] Joshi [email protected]
Macquarie University Village Sub-committee
Name EmailCory Edwards [email protected] Agboola [email protected]
