Project Charter - Project Management For Road Racing

One goal completed, one goal started. 

Now that the first go through the PMBOK® Guideis complete it's time to start a second read through. This time with notes. This time relating various pertinent elements from the Guide to the Closter 5k. But even as I was finishing up the materials, and being introduced to the subjects of Risk and Stakeholder Management, I understood that these elements were crucial to the Project Charter. While a Risk Register Matrix is being created (for a future post), and a Stakeholder Register is being populated with info (which will remain private). The Project Charter is presented here. 

Project Charter: 2017 Dom Mircovich Memorial Closter 5k & Kids Fun Run

Background

The 5k has been conducted in Closter since 1981 and the event is part of the town’s larger annual Labor Day weekend festivities. The Closter 5k is now named in memory of Domenick Mircovich, a resident of Closter who was killed in the attacks of 9/11/2001. “Dom” was an active participant in the town’s recreational activities, and this event is named in its memory. The fun run for kids 12 and under is conducted prior to the 5k.

Goals

- Plan and safely conduct the 36th edition of the Closter 5k and the Kid’s Fun Run.

-    Create and complete a project which can be used as a model and basis for subsequent road running events.

Scope

Plan and safely produce the Closter 5k and kid’s fun run for 200-400 expected participants. This project will be organized by the Closter 5k Organizing Committee within the established parameters defined by the project sponsor, the Closter Recreation Commission. Included in this project are engagements with volunteers, sponsors, vendors, local law enforcement, and EMS.

Key Stakeholders

Clients	Closter Recreation Commission, Event Volunteers, Event Participants, Sponsors (providing money, space, and consumables), Vendors (timing, trophies, and apparel), and the Mircovich family, Closter PD, Closter EMS, Runners’ House.
Sponsor	Closter Recreation Commission
Project manager	Stephen L. Miller
Project team members	Closter 5k Organizing Committee, MA, DB, ES (Coded for privacy. See contact info document for those who have access.)

Project Milestones

Project kickoff meeting with the Closter 5k Organizing Commitee on 2/2/17

Online and Mail-In Registration Open: March 1, 2017

Sponsor Submission Deadline (TBD)

T-Shirt Design Completion (TBD)

Online Registration Close Date: Midnight 9/1/17

Paper Registration Close Date: Prior to 10AM event start on 9/4/17

Event Day: Sunday 9/4/17

Project Close: 9/18/17 with

Documented event summary

Thank yous

Confirmation of payments to vendors

Project Deliverables

Scope Statement

Monthly Progress Reports

Monthly Issues Reports

Monthly Meetings Through July

Semi-Weekly Meetings Through August 14

Weekly Meetings Through August

Meeting Notes

Closter 5k and Kid’s Fun Run Event

Project Budget

The The Closter 5k and Fun Run includes these major sources of income and expenses:

1. Income 1: Participant Registrations - Estimated Income: $3,000
2. Income 2: Sponsor Donations - Estimated Income: $2,500
3. Expense 1: Timing Company - Estimated Expense: $1,750
4. Expense 2: Apparel - Estimated Expense: $2,500
5. Expense 3: Trophies - Estimated Expense $450
6. Expense 4: Signage - Estimated Expense $200

Additional costs are small , will be defined in the Procurement Management Plan. Both of these expense are non-recurring. There is no monthly recurring billing.

Constraints, Assumptions, Risks and Dependencies

Constraints	The date on which the Closter 5k is held, the Sunday of Labor Day weekend, will always constrain its attendance by entrants and participation by volunteers. To produce a 5k like other area 5ks has a significant time and financial cost. Aside from the human expense of conducting this kind of event, the budget has been a question in terms of actual expenses for the totality of the event. It is important to emphasize that the Organizing Committee has always been fully supported by the Project Sponsor. What we’ve asked for we’ve received (Ex. new course measurement, new timer, technical t-shirts). What could the event become if we put more revenue towards additional event features? That will at least be a topic of exploration during the planning phases of the event. Indeed having this plan in place will more accurately record and tally the event income and expenses.
Assumptions	Strong sponsor support has been provided to the Closter 5k and is expected to continue. The project is also supported by several volunteers on the day-of the event. These volunteers can be relied up to return to their annual roles. Participant number: It can be assumed that on event day 175 - 275 people will register for the Closter 5k. The number varies year to year. In excess of 500 participants would overtax our capacity to serve them. The successful completion of the event also relies on the timing company to drive from an hour away to set up and record the event.
Risks and Dependencies	The most significant risks to the successful completion of the project are the timing company not being present, day-of volunteers not being present, bad weather, and the safety of the volunteers and participants. For the successful completion of the 5k, the timing company must make an hour drive, set up their equipment, and enter day-of registrations. Strong attempts are made for participants to register and pick up their race bibs prior to the event. A large number of participant registrations could overwhelm the volunteers who work on the event. Without the timing company the event would not have the imprimatur of being official, nor could age group winners be sorted or awarded. To a lesser extent, good weather is assumed. Same-day registration, the actual events, and the awards, occur outside. The event is conducted during rain, but not if there is lightning. The safety and well being of the runners/walkers is also a risk due to weather, falls, and traffic. While major roads are closed to traffic, some local cars inevitably find their way onto the course, posing a safety concern for the volunteers and participants.

Approval Signatures

Closter Recreation Commission, Project Customer		Jim Oettinger, Closter Recreation Commission Chairperson, Project Sponsor		Stephen L Miller, Project Manager
Stephen Miller’s LinkedIn Profile: https://www.linkedin.com/in/stephenlornemiller Contact Email: Millerslm@gmail.com 5KPM Linked Group: https://www.linkedin.com/groups/8591204