Table of Contents
Executive Summary ................................................................................................................................... 2
Company and Project Background .......................................................................................................... 3
Project Scope.............................................................................................................................................. 3
Project Goals........................................................................................................................................... 3
Project Objectives .................................................................................................................................. 3
Project Deliverables ............................................................................................................................... 4
Identifying the Problem.............................................................................................................................. 4
Milestones ............................................................................................................................................... 4
Technical Requirements ....................................................................................................................... 4
Reviews with customers ........................................................................................................................ 4
Strategic Importance.............................................................................................................................. 4
Goals and Objectives................................................................................................................................. 5
Limitations and Exclusions ....................................................................................................................... 6
Assumptions of the Project ................................................................................................................... 6
Stakeholder Survey .................................................................................................................................... 7
Communication Plan .................................................................................................................................. 7
Budget .......................................................................................................................................................... 8
Risk and Contingency................................................................................................................................ 9
Appendix A: Terms of Reference........................................................................................................... 10
Appendix B: Capilano Consulting stakeholder survey ........................................................................ 13
Appendix C: Responsibility Assignment Matrix ................................................................................... 15
Appendix D: Risk Response Matrix ....................................................................................................... 16
Appendix E: Risk Severity Matrix ........................................................................................................... 18
Appendix F: Gantt Chart & Process Network ...................................................................................... 19
Task summary ...................................................................................................................................... 19
Gantt Chart ............................................................................................................................................ 20
Appendix G: Work Breakdown Structure .............................................................................................. 24
Capilano Consulting | Playground Project Plan
1
Executive Summary
The North Vancouver School Board has hired Capilano Consulting to create a
project plan for building/reconstruction of playgrounds in their school district. The goal of
this project is to create a template plan for any and all schools or communities that are
in need of a plan to start a playground project.
A playground project can serve as a team-building opportunity for employees of
corporations, members of organizations, and school and groups. It is crucial that
playground reconstruction takes place as needed for several reasons, the first is the
safety of the children at school; the second reason is to provide parents with
reassurance about the schools safety standards, and finally it acts as a representation
of the school.
Our project scope is limited to only school playgrounds and does not include
parks. A few of the major assumptions that we are taking on in executing this plan
include, the assumption that fundraising will occur and be completed, the assumption
that our vendor will be knowledgeable, and the assumption that we will have the support
of the PAC.
As our project plan is only an outline/template our budget is only a set of
guidelines and estimated inflows and outflows of cash. The inflows of currency that a
school may expect to obtain are, fundraising, grants, and school/parents saving. While
out puts can be categorized under, cost of playground equipment and construction,
advertising and opening ceremony.
Utilizing tools like the risk response matrix we were able to determine that our
largest risk lies in inaccurate measurements of time and increased budget due to time
lag. We have calculated that the school should set aside approximately $20,000 for
emergency/contingency funds.
Capilano Consulting | Playground Project Plan
2
Company and Project Background
Capilano Consulting is an experienced team of seven project managers working
out of a North Vancouver. We provide objective advice, expertise and specialist skills
with the aim of creating value, maximizing growth, and improving the business
performance of our clients. Our mission is to provide our clients with all the tools and
information they require to help succeed in their business ventures with us.
Our cliental are businesses, communities and corporations that need business
plans, solutions and guidance in order to complete projects or run operations more
efficiently and effectively.
Our clients for this project plan are elementary schools and communities across
the Lower Mainland that is in the planning process of playground construction. We have
researched and developed an extensive project plan that is very thorough, easy to
follow, and can be executed by our clients with ease.
Capilano Consulting provides project management tools such as the
Responsibility Assignment Matrix for their clients so that they may execute their project
plans with ease and efficiency. Some other tools that we provide include a budget
analysis taking into consideration all potential fees, a work breakdown structure
highlighting key deliverables in the construction of a typical playground and risk analysis
tools that can help our client be prepared for the worst case scenarios.
Project Scope
Project Goals
Our goal for this project is to create a template playground plan – to be utilized by
schools with plans for playground construction – that will be completed within the spring
Capilano University semester.
Project Objectives
 To develop a plan that, as a template, will allow PAC’s within BC school
districts to construct a playground that will fit all stakeholder’s needs.

To create a feasible playground construction plan taking into consideration
any legal issues, stakeholder concerns, and budgeting.

In order to ensure that we are meeting the objectives of the project, we will
consult experienced PAC members who have implemented such projects in
the past.
Capilano Consulting | Playground Project Plan
3
Project Deliverables
At the end of our project we will have created a plan for the construction of any
given elementary school playground. This plan will include a WBS, RAM, Process
network diagram, Budget template, communication plan, and risk assessment. This will
allows PACs to tailor this plan to their needs.
Identifying the Problem
This Project Plan was created to help the members of the PAC in all/any schools
in the Lower Mainland that are looking into the construction/reconstruction of their
school playgrounds. This plan will act as an initial guideline to help those who are
unsure of playground construction process to get an idea of how they should execute a
plan and the resources they will need to acquire to be successful.
Milestones
Implementation vote
Milestones
2months 4days
Fundraising Completion
10months 16days
Construction Start
11months 5days
Opening Ceremony
14months 2days
Technical Requirements
Some technical requirements that we need to take into consideration include, the
size and maximum capacity of the playground.
Reviews with customers
We will be reviewed by any possible end users and by the course Instructor.
Strategic Importance
A playground project can serve as a team-building opportunity for employees of
corporations, members of organizations, and school and groups.
Capilano Consulting | Playground Project Plan
4
When local citizens are involved in developing a new playground, the resulting
pride of ownership tends to discourage vandalism and other destruction.
They’re a few key questions that need to be answered during the life a project.
Why do we need this plan for our project? What are the benefits and outcomes from
building a playground? And what are our main reasons for making this plan?
It is very important to build an elementary school for our young children where
they feel motivated to learn new things and enjoy their social relationships with others.
Because, elementary school students have the potential to maintain highest
achievement, both academically and personally.
One of the key reasons of building or rebuilding a new playground in an
elementary school is safety. It is important to make sure that our children play in a safe
place and the equipment they play with of climb up all the time and every day is safe
enough. Also, providing a new, modern and fun place for our youngest generation can
be a good motivation to make them to go to school and grow in their social life.
Generally speaking, educating our children in a newer and nicer school can be
very helpful when it comes to keeping them motivated. In addition, on the parents’ side,
they would love to have their children going to a well constructed school and feel safe
about their own kids' health and safely. Moreover, it is very beneficial for the school
board and principle to have a school with a perfectly safe playground and not to worry
about safety issues that might occur during the break times.
Goals and Objectives
Planning a project for building a playground can seem overwhelming. But, when
you break it down into smaller tasks, it can be quite manageable. There are a few key
steps that need to be followed in order to meet our goals. Our first goal in this project is
to build (or rebuild) a modern, safe and affordable playground for an elementary school.
Before we can design and install a playground, we need the community support for our
plans.
First of all we need to identify stakeholders. These are the parents, school
personnel and principle, community itself and the venders who will most directly benefit
from the playground project.
Capilano Consulting | Playground Project Plan
5
Then we can target potential supporters. These could be neighbourhood
associations, service clubs, and local government agencies, religious groups, trade
unions and local news media.
Then the next important step is to make a schedule meeting with stakeholders
and potential stakeholders. When we have a rough idea about the project agreed
budget, it is the time to start to convert our goals to an efficient plan. We need to figure
out how to manage our cash inflow and who are going to be our fundraisers. Moreover,
it is important to discuss the duration of our project with the stakeholders and finish the
project within the set timeline. Then it is time to start our research about playground
venders and the best construction companies we can work with.
The next step is to communicate with the stakeholders and keep them updated
with the project plan status and make sure that the plan we are going to use fits in our
budget. Now it is time to sign contracts with selected venders and construction
companies to start the project.
Our project plan has to be “SMART”, specific, measurable, assignable, and
realistic and time related.
Limitations and Exclusions
Some of our limitations and exclusions include, landscaping, the hours that
construction can be conducted, individual school board regulations and standards,
length of time we have for constructions (assuming the playground is in a school zone),
we will not be building it, it will not be a park (it will be a small playground). Fundraising
plans are not included.
Assumptions of the Project
As our project is a plan for a project, we have compiled a list of assumptions that
apply to this report:
1) Our first assumption is that the project plan will be executed in the amount of
time allotted and that all fundraising and grant acquisition will occur and be
completed prior to the completion of the project.
2) Our second assumption is that our budget. As the majority of our project will
be funded through fundraising by the PAC and the school, a major
assumption is that the PAC and the school are able to fundraise enough
funds to support the construction
3) Our next assumption is that the PAC members are knowledgeable and have
the resources, alongside this project plan, to execute and complete this
project.
Capilano Consulting | Playground Project Plan
6
4) We are also assuming that the vendor that the school board is selecting for
the project will have the necessary skills and expertise to execute and
complete the project within the set budget and time frame.
5) This project plan also assumes that there are no legal complications
throughout the project and that there will be no lawsuits or legal fines placed
in the process of construction.
Stakeholder Survey
Appendix B outlines a mock survey that can be given to stakeholders in a project
with a similar scope and values as this one. The stakeholder survey holds three main
purposes, the first purpose of the survey is to ensure that all stakeholders’ views and
opinions are taken into consideration and recognized. The second and third purpose of
the stakeholder survey is to ensure that expectations are met and to increase the
prospect of project buy-in.
Communication Plan
Communications are a critical deliverable of every successful project and a key
project management soft-skill. One of the most important parts of a project in its primary
levels is an efficient way of communicating with its stakeholders. The project
management is countable for keeping the stakeholders updated with the project’s
process. In our project plan (building a playground for an elementary school) the project
management team (PAC) will communicate with the key stakeholders over the duration
of project. The key stakeholders of the playgrounds are the parents, school board,
community, principle, and the venders that they are going to work with.
Each individual stakeholder has a different set of requirements for project
information, and prefers different ways of receiving their communications. It will not be
possible to define a unique set of communications for each stakeholder in most projects,
so the best you can do is identify the different category of stakeholder and define the
required information and communication methods that best suits the group.
The project management team could communicate with its main stakeholders in
the following ways:


They can send newsletters to the parents or keep them updated through
PAC meeting and surveys.
They are able to communicate with the school board back and forth and
update their status with them through the life of the project.
Capilano Consulting | Playground Project Plan
7



They must contact the principle daily by phone or face to face meetings.
They communicate with the venders towards the end of the project plan
through a contract between the other stakeholders, venders and the project
management team.
Community Stakeholder is an increasingly important category of stakeholders.
Consideration of these stakeholders must go beyond communications. The
management team can communicate with them through e-mail, Intranet,
Internet, regular mail, phone, video conferences, and face to face meetings.
Besides all the ways that project management team could communicate with
stakeholders, they have to be careful to not to over-communicate with them. Also, the
management team should not report a problem to them without suggesting a solution.
Budget
(Cash Inflow)
(Cash Outflow)
-Fundraising:
 Fundraising Events.
 Donations.
 Students’ performance for
fundraising.
- Cost Of The Playground, equipment:
- Aluminum Posts.
- Tender decks.
- Tender tuff Coating.
- Polyethylene Slides.
- Adjustable Slide footer.
- Stainless Steel Hardware &
Fasteners.
-Grants:
-Cost Of Playground, Construction:
- Building permit.
 From the bank.
- The Labour hours.
 From the money institutes.
- The cost of contract for the job
(cost of the insurance for the
project is included).
- The cost of demolishing the old
playground.
- The cost of landscaping.
School/ Parents Savings:
-Cost Of Advertising:
- The money that could be saved for
- The cost of survey.
emergency situation or any
(individuals/community)
renovation.
- The cost of newsletter.
- The cost of printing and
distributing Fliers.
Capilano Consulting | Playground Project Plan
8
-
-Opening Ceremony:
- The cost of supply needed for the
party. (Paper
plates/fork/spoon/knife, the
balloons, ribbons, flowers…)
- The cost of food/drink needed for
the number of people attending.
- The cost of rental equipments.
(Music instruments, chairs,
tables…)
- The cost of invitation cards.
- The cost of prizes and gifts that
will be given out to some parents
and donators.
Risk and Contingency
After conducting our risk response matrix (appendix D) and our risk severity matrix
(appendix E), we were able to determine the top 10 risks and factors that we feel contain the
most risk for this type of project. As per these analysis’ we were able to determine that the most
influence factors in this project are time and budget.
Earlier in this report we listed milestones and deliverables, with the application of these
to measurable, the project manager will be able to minimize the risks of this project. For our two
top risks with the highest overall risk value, our contingency plans are to reallocate funds and to
raise more funds as required.
Capilano Consulting | Playground Project Plan
9
Appendix A: Terms of Reference
Date: Feb. 4, 2011
Start: TBA
Subject of the Study: Playground Completion: TBA
Reconstruction Proposal (School:
TBA)
Name and Address of Client:
Capilano University Faculty Advisor
Name: TBA
Name: Cyri Jones
Position: PAC Chair/ Comity Advisor Position: Instructor
Telephone: 604-783-8601 (cell)
Email: cyrijones2@gmail.com
Client’s Contact Person
Student Names, Telephone, Email
Ricardo Teixeira
604-354-2852
ricardoteixeira88@hotmail.com
Ricardo Teixeira, 604-354-2852; Aaron Bergner,
778-987-3032; Rana Fahiminia, 604-782-7814;
Shannon Kim, 778-322-5572; Hilah Ravid 778926-0037; Elizabeth Westin, 604-613-6200;
Jason Wang, 778-384-1716
Identify the General Nature of the Client’s Goal
The goal is to create a plan for construction of a safe and fun communal playground for
any school that requires the information in the lower mainland. Within a set timeline
that meets the expectations set out by stakeholders.
Identify the Difficulties Caused by the Problem (symptoms)
Difficulties include:
 Financial investment
 Satisfying the needs of the stakeholders
 Safety regulations
 Selecting appropriate equipment/meeting standards set out by school district
 Timeline/restriction
Capilano Consulting | Playground Project Plan
10

Completion date/goal
Description of the deliverable our group will be creating for our client:





List of contact peoples
Vendor recommendations
Status updates conducted weekly via our website
Construction timeline and execution plan
Interviews with clients that have undergone similar scenarios (first-hand
experience)
 Funding information
 Example stakeholder survey and instructions for implementing the survey – to
give template for a general idea of questions that you may want to ask
Benefits to be Expected from this student deliverable:



Clarification of planning process for construction of playground
Efficiency in budget and schedule
A good starting point for building a more elaborate project plan
Constraints: Limits imposed on our deliverable (technical, cost, time,
confidentiality, etc.)

Example plan
o Doesn’t contain a full budget
o Doesn’t full vendor information
o Doesn’t give specific schedules
Criteria for Evaluation: Basis for measuring success of student project
(judgment, quantitative, etc.)


Ease of use
o To be evaluated by: instructor, and potential users/clients
Customizability
o To be evaluated by: instructor, and potential users/clients
Capilano Consulting | Playground Project Plan
11
Approved by Client (primary
stakeholder)
Signature: TBA
Date:
Agreed: Students
Signature:
Date:
Signature:
Date:
Signature:
Date:
Signature:
Date:
Signature:
Date:
Signature:
Date:
Approved by industry
stakeholder
Signature:
Date:
Signature:
Date:
Approved by Capilano University
Signature:
Date:
Capilano Consulting | Playground Project Plan
12
Appendix B: Capilano Consulting stakeholder survey
Why have we organized a stakeholder poll?
 To ensure that stakeholder views are considered in playground construction.
 To ensure that project output meets end-users needs.
 To increase project “buy in” stakeholder group.
What did we want to find?
Stakeholder’s questions and issues of concern relating to safety and how many benefits they
will get after the playground are built.
 How stakeholders like their information to be presented.
 Stakeholders’ expectations of playground construction.
 Questions on building of schedule.
Questionnaire population




Members of school’s management
Students’ parents
Residents of school neighborhood
Stakeholders’ expectations of Capilano Consulting




Information role
Provide information on the actual building, safety standards, suppliers information, reports and
conferences
Network role
Improve the co-ordination of school’s actual budget and schedule and bring them to clear to the
fix budget and schedule.
Stakeholder
How do you feel
current playground
meets the need of
student?
In want way could
playground be
improved?
Number of children
Very well
not well
Increase investment
extremely
Update equipment
not well
Increase area
Other__________________________________________________
10-30
30-50
50-70
More than 70
Capilano Consulting | Playground Project Plan
13
Ages of children
5-8
9-12
Currency member of
the PAC committee?
Yes
No
Interest in
volunteering with
playground
consulting during
project
Yes
No
13-16
Capilano Consulting | Playground Project Plan
14
Appendix C: Responsibility Assignment Matrix
Task
School
Board
Principal PAC
Vendor Misc - Staff Stakeholders
Financial
Draft Budget
Final Budget
District Grant
Provencal/ Municipal
Grants
PAC Gaming Grant
R
I
I
RA
RA
RA
C
I
C
I
I
N/A
N/A
I
I
C
I
I
I
RA
RA
I
C
I
I
I
I
I
RA
I
I
C
C
I
I
RA
I
I
I
C
I
C
I
I
RA
RA
RA
I
I
I
RA
I
I
I
I
RA
RA
RA
C
C
I
I
N/A
N/A
I
I
I
I
I
I
I
C
I
I
I
I
I
I
I
C
I
C
I
C
I
RA
RA
RA
RA
RA
RA
I
N/A
C
N/A
N/A
I
C
N/A
I
N/A
N/A
RA
R
I
R
I
I
I
I
I
I
I
I
I
I
C
C
C
C
RA
RA
RA
RA
RA
I
I
I
C
I
N/A
N/A
N/A
N/A
N/A
R
R
R
R
R
I
I
C
N/A
I
Playground
Playground
construction
School Rep
Supervision
Construction contract
Pick product
Vendor List
Vendor Contract
Project Start PAC vote
Implementation Vote
Create Pac Workgroup
Stakeholders
Stakeholder survey
Community Meeting
Project Approval
Parent Newsletter
Parent Survey
Building Permit
Opening Ceremony
Advertising
Supplies
Event day
Media Contact
Food Acquisition
Capilano Consulting | Playground Project Plan
15
Appendix D: Risk Response Matrix
Risk Description
Probabi
lity (%)
cost if it
occurs
overall risk/risk
value
inaccurate measurement of activity
time
trigger
activity is more than 2
days behind schedule
0.55
$ 15,000.00
$ 8,250.00
budget change due to timeline lag
0.65
$ 11,000.00
$ 7,150.00
Underestimated cost of
development in budget
0.3
$ 20,000.00
$ 6,000.00
0.25
$ 15,000.00
$ 3,750.00
timeline lag
cost exceed projected
costs by 5%
missing
equipment/capital
$ 2,000.00
no progress over time
(results should be
viewable every few
weeks/implement
contingency plans)
theft of equipment/capital
Vendor/Contractor lack of
experience
0.2
$10,000.00
Safety problem during construction
Development team inexperienced
(PAC)
0.35
$ 3,000.00
$ 1,050.00
0.5
$ 1,000.00
$ 500.00
hurt
employee/child/commu
nity member
unreasonable
demands/expectations
$ 400.00
3 months prior to end
date and no construction
has started
Failure of vendor to complete
construction - by set date
0.2
$ 2,000.00
contingency
Responsible
analyze resources
and reallocate in
order to ensure
timely completion
PM/Vendor
raise more funds
PM
raise more funds
implement
monitoring systems
PM
implement a strike
system (3-strikes
and you're out) research for a new
vendor
analyze the
situation and
rectify any
outstanding
safety/medical
issues
communication and
showing results
Research new
vendor. Have a
clause in the initial
contract stating
consequences if
project deadline is
not met
Capilano Consulting | Playground Project Plan
PM
PM
PM
PM
PM
16
union strike
0.15
$ 2,000.00
$ 300.00
discussion amongst staff
environmental disaster
0.01
$25,000.00
$ 250.00
news/unpredictable
vandalism during project
0.35
$ 500.00
$ 175.00
$ 2,000.00
$ 17,000.00
$ 140.00
$ 115.60
0.01
$ 6,500.00
$ 65.00
Equipment takes longer than expected
to ship
change in school board rules
Supply shortage of playground
equipment
Poor weather delays construction of
playground
0.07
0.0068
0.03
$ 2,000.00
$ 60.00
vendor contract agreement failure
0.01
$ 6,000.00
$ 60.00
Playground doesn't meet safety
standards
0.009
$ 6,000.00
$ 54.00
group not getting along
0.04
$ 1,200.00
$ 48.00
(failure to) communication issues
0.2
$ 200.00
$ 40.00
change in policy/unions
0.01
$ 3,800.00
$ 38.00
building permit
0.01
$ 1,000.00
$ 10.00
Failure of implementation vote (PAC)
0.1
$ -
$ -
Sum of Top 10 Risk
$ 29,650.00
Total Risk
$ 30,455.60
Capilano Consulting | Playground Project Plan
17
Continue with
construction
(teacher strike).
Put operations on
hold
(construction/vend
or strike)
PM
PM
Appendix E: Risk Severity Matrix
5
budget change
due to timeline
lag
Likelihood
4
3
Development
team
inexperienced
(PAC)
Safety
problem
during
construction
inaccurate
measurement
of activity
time
Underestimated
cost of
development in
budget
2
1
1
2
3
4
5
Impact
Dark (Major Risk)
Medium (Moderate Risk)
Light (Minor Risk)
Capilano Consulting | Playground Project Plan
18
Appendix F: Gantt Chart & Process Network
Task summary
Capilano Consulting | Playground Project Plan
19
Gantt Chart
Capilano Consulting | Playground Project Plan
20
Process Network
Capilano Consulting | Playground Project Plan
21
Capilano Consulting | Playground Project Plan
22
Capilano Consulting | Playground Project Plan
23
Appendix G: Work Breakdown Structure
Capilano Consulting | Playground Project Plan
24
Capilano Consulting | Playground Project Plan
25