BUS118: Intro to Project Management
North Seattle Community College
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Example
Auction Volunteer
Database Initiative
Bruce Lee Asian Museum
Statement of Work
September 2007
Jet Li- Project Manager
2008 Auction Volunteer Coordinator
BUS118: Intro to Project Management
North Seattle Community College
Indiv Project 02
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Purpose:
The proposed creation of an auction volunteer database is a sub-project of the planned March 2008
Bruce Lee Asian Museum dinner and art auction. This event is held annually to raise funds and to
increase awareness of the museum's unique position as the only pan-Asian Pacific American museum
in the nation. The March 2007 event attracted 700 guests, grossed over $385,000 and involved the
coordinated efforts of over 100 volunteers. This database will serve as a central repository of auction
volunteer information and will be used as a resource for future auction volunteer coordinators.
Scope:
This project is responsible for developing the formal plan for the creation of a new auction volunteer
database. Specifically, this project team will:
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Identify and compile existing auction volunteer information.
Work with existing staff and/or volunteers to determine anticipated needs for auction volunteer
information for next year's auction committee.
Provide rough estimates for the costs and possible timeframe for database setup, creation and
maintenance.
Research and recommend the technical platform for the new database server.
Identify possible alternatives to commercially-available solutions.
The project scope does not include:
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The purchase, installation or maintenance of the database server or software.
Technical documentation regarding the database schema or structure.
Design of the database schema to hold existing and future auction volunteer information.
Verification, transformation and import of existing volunteer information into the new database.
Training for staff on how to install, maintain or use the new database.
Deliverables:
The end product of this project is a written report for the museum board of directors, senior
management and the Development Department detailing the findings of this project. This document will
be delivered to the assistant to the Executive Director on Dec 17, 2007
Constraints:
Budget
The museum is a non-profit organization and operates with limited financial resources. Additionally, the
museum is in the midst of a massive capital and endowment campaign to raise $24.9 million to
rehabilitate the Chow Mein Building as its permanent home (estimated move date: early 2008). At this
time, this project will use existing staff resources and volunteer hours to complete project deliverables.
The Development Department is currently reviewing a funding request for this project; if a budget is
allotted then funding can be used to hire a database contractor to assist with deliverables and to work
on the second database subproject (database design and implementation).
Quality Specifications
This is the least flexible of our constraints since the museum staff has expressed certain expectations
for the usability of this database. Although the primary purpose of this database is for auction use, the
database design should be flexible enough to be utilized for regular museum volunteers also (this
BUS118: Intro to Project Management
Indiv Project 02
North Seattle Community College
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possibility should be addressed by the second database sub-project since it is out of scope for this
project). The primary deliverable for this sub-project is a solid technical recommendation for the
database solution, accompanied by supporting research findings and possible alternatives.
Deadline
This is the most flexible of our constraints since the auction volunteer database is not a crucial
sub-project for the success of the 2008 auction and can be postponed until the 2009 auction. If
approved by the Development Department and a budget is allotted for both database sub-projects, the
proposed deadline for completion of this sub-project is December 15, 2007. [Note: The second
database sub-project (database design and implementation) is dependent on the successful completion
of this sub-project and is proposed to be completed by April 31, 2008.]
Stakeholders:
1) Jackie Chan - Executive Director, Bruce Lee Asian Museum
Role: Top Management
Goal: Streamline auction volunteer process to encourage return volunteers for future events and
increase positive PR for the museum.
2) Michelle Yeoh - Director of Donor Development, Bruce Lee Asian Museum
Role: Sponsor
Goal: Increase number of volunteers in order to accommodate a larger auction (bigger venue, more
guests and increased revenue).
3) Jet Li - 2008 Auction Volunteer Coordinator
Role: Project Team Manager
Goal: To centralize auction volunteer information to make the auction volunteer coordinator more
effective; to facilitate the annual handoff of responsibilities from the previous auction volunteer
coordinator to the new auction volunteer coordinator.
4) Staff Members/Volunteers
Role: Project Team Members
Goal: To consolidate volunteer information from disparate sources in order to outreach more
effectively.
5) Ador Ingfan - Microsoft employee; Bruce Lee Foundation Board of Trustees
Role: Vendor
Goal: To encourage the use of Microsoft products through formal volunteer and donation programs;
to provide support for the auction process in order to increase revenue for next year's event.
6) Auction Volunteers (past, ongoing and potential)
Role: Customer
Goal: To expedite the volunteer assignment process and improve the communication network based
on the new centralized database.
Risk Forecast:
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The Development Department decides that the project involves too much work, will cost too
much or allocates too much staff time. Project is cancelled or delayed indefinitely.
Microsoft does not provide technical volunteers and/or products. Project budget and staffing
needs to be reevaluated, potentially causing project cancellation or delays.
Existing staff members decide to leave the museum. The information gathering process is
delayed, existing knowledge may be lost and project deadline could be negatively affected.