University of the Western Cape

EMS FACULTY
SCHOOL OF BUSINESS AND FINANCE
PROJECT MANAGEMENT
MAN720/620/325
Project Management Plan
21 April 2015

Group Members Details

Member

Surname

Student Number

&
Name
A

Sebastian Hernandez

3521634

Stephan Kirsten (MAN 720)

3509751

Christian Paffhausen

3520646

Dane Solomons

3014906

Group Declaration Form

We do hereby declare that all members contributed towards this assignment and that we
did not copy our submission from other groups. We also declare that we have adhered to
the University of the Western Capes policy on plagiarism.

Name

Student Number

Sebastian Hernandez

3521634

Stephan Kirsten (MAN 720)

3509751

Christian Paffhausen

3520646

Dane Solomons

3014906

Signature

N.B. If you do not agree to the above declaration, please do not sign the declaration form
instead submit a written statement expressing your disagreement to the academic
coordinator who in turn will make arrangements to investigate your claim. Should the
reviewers of your work find out that your declaration is fraudulent and that you plagiarised
your work or part of your submission, please note that the University policy(ies) applicable
to acts of plagiarism and dishonest will apply.

CAPESKATE: Project Management Plan Version 1

CAPESKATE: Project Management Plan Version 1

Table of Contents
1.

Introduction/Background .................................................................................................. 4

2.

Statement of Work (SOW) ................................................................................................. 5

3.

Work Breakdown Structure .............................................................................................. 7

4.

Stakeholder Register ......................................................................................................... 8

5.

Communication Plan ......................................................................................................... 9

6.

Responsibility Matrix....................................................................................................... 11

7.

Project Schedule.............................................................................................................. 12

8.

Resource Plan .................................................................................................................. 13

9.

Budget Plan 14

10.

Risk Management Plan.................................................................................................... 15

1.

Introduction/Background

Skate-aid is a German foundation, building and supporting skate parks all over the world.
In 2010 they built a skatepark with movable obstacles at the Salesian Institute of Cape
Town. The park is usually run by volunteers from Germany that were send by skate-aid.
The park is open to the public, but it mainly targets school- and street kids from the
Neighbourhood.
Now, in 2015, the skatepark needs refurbishment of the obstacles and new skateboards to
lend the kids should be bought. The skatepark is still in a state that allows for relatively
save usage, but if the revamping is delayed even more, some of the obstacles might be
beyond repair and need to be replaced completely, which would cause even higher costs.
This Project Management Plan is written to determine the important factors of this project.
The exact deliverables and key success factors will be stated, a work-breakdown structure
established, stakeholders and their communication needs identified, responsibilities
assigned and a detailed time planning in form of a Gantt chart determined. Furthermore
resources will be divided and a budget set up. Last but not least all potential risks will be
identified and a plan on how to tackle these will be put into place.
This document is vital to the success of the project and will support everyone involved.

CAPESKATE: Project Management Plan Version 1

2.

Statement of Work (SOW)

The project is called CAPESKATE and starts on the 13th of February and ends on the 8th
of May. The scope of CAPESKATE is to refurbish the obstacles of the Salesian skatepark
and provide - if funding is available - new skateboards to lend to the locals kids. The
skatepark is still in a state that allows for relatively save usage and is great fun to the kids,
but revamping is crucial, especially with a new winter coming up. Some obstacles need
complete replacement, and if the ones still in good shape are not taken care of, they will
not be save for the kids anymore.
We will host an event on the 1st of May in order to fundraise for the park to buy or fix their
equipment and buy new skateboards for the kids. All the proceedings and donations will
go directly to the skatepark, as soon as costs have been deducted.
In order to accomplish our scope, we need the sponsorship of local companies. As of now,
we have to sponsorship of skate-aid and the Salesian Institute. We still need sponsorship
to provide food, drinks and funds for the event. It is the teams first priority to contact local
business and ask for sponsorship. Secondly, the group needs to spread the word of the
event. Promotion is key to a successful event. Advertising will be done both via social and
classic media. Thus a Facebook page and event is to be created to spread the word
online while creating posters to spread the word on the streets. A website is to be
completed to help spread the word about the CAPESKATE project, information about the
Salesian Institute and details on how people can help out, either by donations or
volunteering.
As previously stated, the main purpose of project CAPESKATE is to raise funds and
awareness about the Salesian skatepark through an event held on the 1st of May. The
main customer is Tobias Egelkamp, the representative from Skate-aid. Skate-aid is a
German foundation, building and supporting skate parks all over the world. In 2010 they
built a skatepark with movable obstacles at the Salesian Institute of Cape Town. The park
is usually run by volunteers from Germany that were send by skate-aid. The park is open
to the public, but it mainly targets school- and street kids from the neighbourhood.
The customer will support the team by organising a skateboarding show with the skating
kids and spreading the word to potential attendees. He will get involved further with the
local skateboarding community and neighbouring schools, to ensure that as many people
as possible attend the event.

CAPESKATE: Project Management Plan Version 1

The deliverables of CAPESKATE is to contact all potential partners with project proposal
on the 27th of March 2015. Ensure support by as many partners as possible (in writing if
possible) by the 11th of April 2015. Organize all necessary special skills and secure their
support for the event by the 24th of April 2015. Create Advertising Material for the event
and distribute it by the 24th of April 2015. Ensure parts of the skate park are already
renovated, to show progress on the 1st of May 2015. Have a detailed time planning for the
event by the 24th of April 2015.
The way CAPESKATE measures success is that the event raises awareness on the
skatepark as well funds to provide for the renovations. The main key success factor is the
raising of funds for further renovations. This is easily measurable, but the project can still
be a success due to unmeasurable success factors. As long as people and business
attended the event, got involved and will continue to support the skatepark. Raising
awareness in the local community and amongst business is vital for the future of the park,
so achieving a long term support by the neighbourhood is also a key success factor.
With every project, there are risks. A complete and profound risk analysis will be done
later in the Risk Management Plan. CAPESKATE has the risk of no sponsors as this is a
huge risk due to the fact the main success factor of raising funds is very hard to achieve
without the help of sponsors. No one attends the event is another risk because without
any attendees to the event no funds can be donated to the skatepark for its renovations
and any future help the park needs. These and other risks can be dealt with and the
project team will come up with solutions and plans in case they should occur.

CAPESKATE: Project Management Plan Version 1

3.

Work Breakdown Structure

CAPESKATE
Security&Medical

Braai&Drinks

Live Music

Skill Show

Grafitti Artist

Advertising

Coals, Firelighters

Security Guard

Stage

Plan Show

OK from Institute

Flyer/Poster

Metal Braai

Medical Staff

Sound Equipment

Pick Kids

Pick wall/obstacle

Social Media

Meat

First Aid Kit

Instruments

Skateboards

Paint

Magazines

Cutlery/Plates

Inform Police

Transportation

Pick Teachers

Transportation

Website

Signage to event

Softdrinks

Bread

CAPESKATE: Project Management Plan Version 1

4.

Stakeholder Register

I.

Skate-aid representative, Project Sponsor: Tobias Egelkamp

II.

The Salesian Institute Cape Town

III.

Graffiti artists: Nico Botha and Kyle van Eck

IV.

Musicians:
A.

Nichol The Bear Kristen

B.

The Great Dane

C.

DJ Phytagoras

V.

First-Aid attendant: Marli Blignaut

VI.

Police Service

VII. Project Manager: Christian Paffhausen

VIII. Project Team:
A.

Dane Solomons

B.

Sebastian Hernandez

C.

Stephan Kristen

CAPESKATE: Project Management Plan Version 1

5.

Communication Plan

ID of Project

1.

Stakeholder

Information

What Format

Required

(Medium)

Project

Progress

Electronically

Sponsor:

Reports

(Whatsapp)

Skate-aid

and face to

(Tobias

face meetings.

Frequency

Weekly

Egelkamp)
2.

Project Team

The project

Formal face to

team will

face discussion

discuss detail

emails, and

information

social media

about Project

group chats.

Weekly

Cape Skate,
implementation
strategy,
execution dates
and progress of
the project.
3.

4.

Salesian

Permission

Face to face

institute

requirement

meeting

Music: Nichol

Updates on

Electronic and

Kirsten ; DJ

availability of

face to face

Pythagoras ;

event and at

The great Dane

what time they

Once-off

As required.

will be
performing

CAPESKATE: Project Management Plan Version 1

6.

Graffiti artist:

Updates on

Electronically ;

Nico Botha ;

event and

face to face

Kyle van Eck

sponsorship

meetings

South African

Project updates

Face to face

Police Services

on deliverables

meetings.

As required

Fortnightly

as well as Work
Breakdown
Structure
7.

Project

The project

Formal face to

Manager

manager will

face discussion

ensure the

emails, and

success of the

social media

project by

group chats.

Weekly

ensuring that
the project
team completes
their job tasks
as required by
meeting
specific
deadlines.
8.

Skateboard

Dates of the

Formal face to

Once a week/

clubs Cape

event, why the

face meetings,

as required

Town

event will take

emails and

place and to

telephone calls.

bring barbeque
meat.

CAPESKATE: Project Management Plan Version 1

10

6.

Responsibility Matrix

CAPESKATE: Project Management Plan Version 1

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7.

Project Schedule

The project schedule shows in which periods which activity is to be carried out. Plan and
actual progress is marked, in order to be able to check whether the project is still on track.

CAPESKATE: Project Management Plan Version 1

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8.

Resource Plan

The resource plan shows how the most important resource for the CAPESKATE project
labour hours- is assigned.

CAPESKATE: Project Management Plan Version 1

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9.

Budget Plan

The budget plan shows for each task what the estimated costs are. Labor, Material and
Travelling are the major cost drivers for this project. The project team expects a total of
R5045,00 will be needed in order to successfully complete this project.

CAPESKATE: Project Management Plan Version 1

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10. Risk Management Plan

Risk Description Of
ID

The Risk

Withdrawal of

Probability

Potential Impact

Metagatory
Strategy

High

meat sponsor

Medium - There will

Asking people to

be no meat to sell to

bring their own meat

the people attending where we provide the

the event and thus

necessities for the

no opportunity to

barbeque and asking

raise funds for the

donations at the

skate park.

entrance to raise the

funds.

Rain preventing

Medium

High - The event will Keeping a close eye

the event from

take place outdoors

on weather forecasts

starting

so it will not be

and shifting the date

possible for the

of the event if rain

event to take place.

occurs.

Medium - The

Project team will be

project team will be

present on the day

held responsible for

and keep a watchful

any damaged

eye on the

property and with

proceedings.

Vandalism

of Low

Salesian property

the possibility of
refunding for broken
items.

CAPESKATE: Project Management Plan Version 1

15

High If drugs are

We have appointed a

bringing drugs to

found on the

guard at the gate and

the event

premises the event

he will be requested

would be stopped

to look through the

and people will be

bags of people

asked to leave.

attending the event.

High There will

We will be renting

thus be no live

sound equipment

music.

from an additional

People attending

Withdrawal of

Low

Medium

sound sponsor

source in order to
accommodate the
live music.
6

Photographer

Low

Low- No

There will be 3

equipment

documenting of the

different

malfunctions.

event

photographers
present on the day,
capturing the event.

Finding no wood

High

sponsor

Medium No fire to

The project

barbeque meat

management team
will divide the cost of
the wood and
purchase it
themselves.

People getting
hurt at event

High

Medium Falling of

We have appointed a

obstacles while

first-aid qualified

skateboarding could

person to attend the

result in serious

day in order to help

injuries

with any possible

injuries.

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