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Project Overview

The goals of this project are to clean and update the UIC Men's Gymnastics program's alumni database, design and distribute a survey about alumni social and economic characteristics, and describe final conclusions about alumni and recommendations for their continued participation and improved communication.

The primary task of the project is to build a bridge to connect and reconnect with the graduates. The project also seeks to maintain and strengthen sustainable relationships between alumni.

To achieve these goals, the project team will update the current database system. The system will be streamlined to ensure that the UIC Men's Gymnastics program staff are able to efficiently collect, store, and analyze alumni data, including alumni information, including interactions, and donation recordsinformation. The system will allow the program to access this data and continually develop data-driven insights and alumni engagement strategies. The project team will also design a survey to distribute to alumni who are in the current database and those who are not yet, inputting their answers into the updated database. During the third phase of the project, the project team will draw conclusions about the collected data which will be presented to the client.

Project Scope

3.1 Scope of Work

Given the above description of the project and objectives, we define the scope of this project to ensure successful completion and outcomes. There are three main phases within this project: database update, alumni survey, and final recommendations for continued alumni engagement.

Phase I. Database Update:The scope of the database update includes research and outreach to determine major pain points of the current UIC Men's Gymnastics database and compilation of recommended changes; determination of feasibility of recommended changes and upgrades to the database; cleaning database data and making changes to the database (within reason).* All of the changes identified and made must contribute to the outcomes of improving alumni communications and UIC's understanding of their men's gymnastics alumni characteristics, including social and economic demographics.

*The UIC Men's Gymnastics system administrator will be responsible for implementation of some database changes based on time limitations, experience, and achievability.

Phase II. Alumni survey:The scope of the alumni survey includes research, design and development of the survey; survey distribution and collection; integration of survey data into database; survey data collection and analysis.

Phase III. Final recommendations: The scope of the final recommendations includes providing guidance on how to use the updated database to identify alumni donors, ensure continued accuracy of the database, and support ongoing use of information in the database to support the UIC Men's Gymnastics program in its engagement of its alumni.

This scope may be amended only through the Project Team's official change management process (section 5 of this document).

3.2 Work Outside of Scope

The following actions are outside of the scope of this project and will not be performed by the Project Team. This list is non-t exhaustive.

• Updating database after the project conclusion on December 8, 2022.
• Implementation of or migrationng to a new alumni database.
• Distributing the survey after project completion.
• Changing/editing the database to achieve goals outside of improved data on and communication with alumni.
• Using survey data to creat any products other than to update the database.
• Transferring the existing alumni database to other platforms.
• Survey feedback or corrections given after the agreed upon date.

3.3 Project Deliverables

Project Team Deliverables:

1. Alumni Database
   1. Clean and expand the existing alumni database.
   2. Date to complete: October 26, 2022.

1. Alumni Database Survey
   1. Preparation:
      1. Creat a brief survey probing current social and economic characteristics of UIC Gymnastics alumni.
      2. Determine best route of distribution for the survey.
      3. Survey to be delivered to the Client for feedback on [enter date].
      4. Feedback to then be implemented by the project team prior to survey launch.
   2. Launch:
      1. Contact members of the cleaned and expanded database to collect information according to the survey.
      2. Add newly collected survey information into the database.
   3. Date to conclude data collection: November 23, 2022.

1. Survey Conclusions Report
   1. Synthesize findings from the database survey to draw conclusions about the social and economic demographics of UIC Gymnastics alumni.
   2. Formalize findings into a report for the Client.
   3. Deliver to Client on: December 7, 2022.

1. Presentation
   1. Present project process and deliverables to Client.
   2. Presentation content to include the problem statement, database creation summary, findings from survey distribution, and associated recommendations for the Client.
   3. Date to deliver: December 7, 2022.

1. Project Closeout
   1. Final documentation. Date to deliver: December 7, 2022.

Client Deliverables:

1. Client will provide the existing alumni database with existing data.
2. Client will provide Project Team access to database software and survey instrument software (if needed).
3. Client will identify potential avenues for identifying alumni, such as previous strategies used to add individuals to the database.
4. Client is responsible for providing survey feedback to the project team by [enter date].
5. Activities outside the scope of work will require proper documentation and an amendment to the MOU.

4. Communications Management Plan

Effective communication during all project phases, from inception to closeout, will be essential to achieving project success within the given time constraints. The communication management plan will consist of internal project team communications and external communications with UIC Gymnastics.

4.1 Internal Communications

Internal communications will be handled through three methods according to the particular reason for communicating.

Method 1: In-person meetings with team members working on the project.

1. Meet weekly on Mondays at 10am:
   1. To discuss draft deliverables and final presentation.
   2. To delegate deliverable tasks.
   3. Weekly updates on Gantt Chart.
   4. Weekly updates on risk management.
   5. To review deliverables progress and share feedback.

Method 2:Team Emails

1. Daily end-of-day (EOD) email update regarding the completion of work or mentioning any issues faced to assign ownership and determine solutions.
   1. Non-urgent internal communications should be reserved for the EOD email to reduce email frequency.
2. Emails to organize extra team meetings, if needed.
3. Team subset emails may be used between a smaller portion of the project team (not all team) to communicate about questions, request information, discuss task progress, and communicate issues.

Method 3: Group texts via Whatsapp.

1. Asking urgent questions related to project tasks.
2. Any risks identified or addressed should be notified to the team as soon as possible.
3. To manage staff time limitations and setting reminders for deliverable deadlines.

4.2 External Communications

External communications with the client will be performed through four methods according to the particular reason for communicating. This project consists of one external stakeholder (UIC Men's Gymnastics) so all communications will operate on the determined level of communication with this party according to the methods below:

Method 1: In-person meetings with the client.

1. To obtain initial data needed to complete project phases.
2. Monthly in-person meeting - minimum of three meetings across the project timeline.
   1. To review draft deliverables and provide feedback for modification.
3. In-person meetings may be substituted with Zoom conference calls if necessary and determined by project team and clients.

Method 2: Emailing Stakeholders.

1. In order to convey significant, urgent updates such as project change management actions.
2. To ask/answer questions related to project deliverables, information needed, or issue resolution.

Method 3:Status Updates for Performance Reporting.

1. Project status updates will be disseminated on a phased basis. One on Oct 24, one on Nov. 7, and one on Nov. 21.
2. Status updates will be emailed in PDF form to the client when finalized.
3. To highlight work completed, upcoming work, project deliverable status, status of schedule, issues and solutions, and approaching deadlines.

5. Change Management Policy

Changes to project scope, memorandum of understanding, deliverables, communication, timeline, or other components of the project must be formally submitted to the project team and are subject to the following change management plan. Any changes not requested through this process will be denied.

5.1 Submitting changes to Change Committee members.

1. Change requests must be submitted via formal documentation and distributed to Change Committee members.
2. Change requests must state include reason(s) for the change, including benefits, as well as information about how the change will impact scope, timeline, and work activities.
3. Change committee members consist of project manager, project team members, and at least one UIC Men's Gymnastics representative.

5.2 Committee approval.

1. Change Committee members will determine the feasibility of the change and either approve or deny the change.
2. Approval or denial must be communicated to the entire project team and client via email within one week of receiving the change request.

5.3 Documentation of changes.

1. All changes must be tracked on the Project Change Log, including date, description, and information about their approval status.
2. Approved changes must be included in external status updates.

5.4 Creation and adoption of a Change Action Plan.

1. Upon change approval, the project manager must draft an action plan to respond to the change and any resulting project impacts, including impact on resources, risks, and schedule.
2. The draft action plan must be distributed to project team members and the client within one week of change approval.
3. Project team members and the client will convene to determine approval of action plan.