RIDE FOR HAITICARE is a non-profit organization dedicated to improving the lives of the poor in Haiti.

Every year CARE undertakes a major campaign to gather donations for Haitian projects for the poor and to raise awareness of the problems of Haiti and how much we can make a difference.

This year, CARE has undertaken the RIDE FOR HAITI, a one, two or three wheel ride for charity.

IntroductionRID

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Member Responsibility

Ashley Gravelle Event Manager

Elizabeth Green Entertainment Coordinator

Rob Janes Donation & Marketing Coordinator

Colleen Holder Location Coordinator

“CARE has a longstanding history of working as a team to reduce costs, manage scope

and improve the quality of the overall event. Time has never been a concern for CARE.”

-PMI

“The children of Haiti are dying at an alarming rate from disease, starvation,

malnutrition and dehydration.” -Mercy and Sharing

Project Organization ChartRID

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Project CharterRID

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Race Day

Budget

Participating Sponsors

Objectives

Success Criteria

July 30th, 2011

$75,000

Scotia Bank, Nestle, LCBO, Habro, Raleigh Bikes & Maple Records

Raise funds by hosting a Bike-a-ThonUse funds to develop new infrastructure in Haiti

Meet deadline and budget requirementsRaise $50,000 to $250,000 for Rebuilding Haiti

Scope StatementRID

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Project Justification

Product Characteristics

Product User Acceptance Criteria

Since the earthquake in Haiti, over 3,000,000 people have been affected by not having access to clean water, causing cholera, death and malnutrition. By holding the CARE Ride for Haiti fundraiser, we can donate all monies to Rebuilding Haiti. Rebuilding Haiti will use the money to drill for clean water in the country, which will assist citizens in achieving good health.

• Good Works• Marketing• Attendance• Bike Ride• Event Manager

(1) Fundraiser held in July, 2011(2) Project must come in under budget Maximum of $120,000(3) Fundraising total should exceed $50,000

Work Breakdown Structure (WBS)RID

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Activity List & Duration– Project PlanningRID

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Name Duration Date Range

Project Planning 35 days From 12/3/10 - 1/20/11Insurance Coverage 5 days From 12/24/10 - 12/30/10 Location 10 days From 12/3/10 - 12/16/10Permits 10 days From 12/24/10 - 1/6/11Arrangements with EMS 10 days From 12/24/10 - 1/6/11Budget 10 days From 1/7/11 - 1/20/11Sponsors 10 days From 12/24/10 -1/6/11Plan to Manage the Day 10 days From 12/3/10 - 12/16/10 Volunteer Coordination 10 days From 12/24/10 -1/6/11 Sponsors 11 days From 1/21/11 - 2/4/11

C.A.R.E. Ride for Haiti 171 days Beginning 12/3/10 until 7/29/11

Activity List & Duration– Event PreparationRID

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Name Duration Date Range

Event Preparation 100 days From 1/21/11 - 6/09/11Create materials for 1 day From 1/21/11 -1/21/11approaching SponsorsObtain support 10 days From 1/24/11 - 2/4/11Create Sponsor Management Plan 5 days From 1/31/11 - 2/4/11

Funding 11 days From 2/7/11 - 2/21/11Obtain all funding 0 days From 2/21/11 -2/21/11Bike-a-thon Participants 100 days From 1/21/11- 6/9/11 Buskers 100 days From 1/21/11-6/9/11 Insurance Coverage 10 days From 2/22/11- 3/7/11

Permits 15 days From 2/22/11 -3/14/11

C.A.R.E. Ride for Haiti 171 days Beginning 12/3/10 until 7/29/11

Activity List & Duration– Volunteer ManagementRID

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Name Duration Date Range

Volunteer Management 109 days From 1/21/11 - 6/22/11Recruit Volunteers 80 days From 2/4/11 - 5/26/11Volunteer Recruitment Target 0 days From 3/31/11 - 3/31/11Create training/info program 10 days From 1/21/11 - 2/3/11Training Volunteers 81 days From 3/2/11 - 6/22/11

C.A.R.E. Ride for Haiti 171 days Beginning 12/3/10 until 7/29/11

Donation Management 125 days From 1/21/11 - 7/14/11Assign and coordinate 80 days From 2/4/11 - 5/26/11Collect Donations 120 days From 1/28/11 - 7/14/11 Establish Participant 5 days From 1/21/11 - 1/27/11 Donation target 0 days From 4/21/11 - 4/21/11Donation Storage 120 days From 1/28/11 - 7/14/11

Activity List & Duration– Donation Management

Name Duration Date Range

Activity List & Duration– MarketingRID

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Name Duration Date Range

Marketing 109 days From 2/22/11 - 7/22/11Facebook 109 days From 2/22/11 7/22/11 Create Facebook Page 5 days From 2/22/11 - 2/28/11 Maintain Facebook Page 104 days From 3/1/11 - 7/22/11 Facebook Friends target 0 days From 5/9/11 5/9/11 Shirts 104 days From 3/1/11 - 7/22/11 Design and make T-Shirts 14 days From 3/1/11 - 3/18/11 Sell T-Shirts to participants 90 days From 3/21/11 -7/22/11 and volunteers at cost Coordinate promotion materials 100 days From 3/1/11 - 7/18/11

C.A.R.E. Ride for Haiti 171 days Beginning 12/3/10 until 7/29/11

Activity List & Duration– Event DayRID

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Name Duration Date Range

Event Day 1 day From 7/24/11 - 7/24/11Setup 1 day From 7/24/11 - 7/24/11 Ride-a-thon 1 day From 7/24/11 - 7/24/11 Collect Donations 1 day From 7/24/11 - 7/24/11 Cleanup 1 day From 7/24/11 - 7/24/11

C.A.R.E. Ride for Haiti 171 days Beginning 12/3/10 until 7/29/11

Activity List & Duration– Project Closing

Name Duration Date Range

Project Closing 5 days From 7/25/11 - 7/29/11Evaluate Success 2 days From 7/25/11 - 7/26/11 Write Summary 2 days From 7/27/11 - 7/28/11 Provide Donation Money 1 day From 7/29/11 - 7/29/11 Contingency Reserve 170.5 days From 12/3/10 - 7/29/11

Cost ManagementRID

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Name Type Max Units Standard Rate Cost Per Use

Event Manager Work 100% $20.00/h 0Volunteers Work 100% $0.00/h 0Police Officers Material $500.00 500Firefighters Material $500.00 500Massage Therapist Work 100% $12.00/h 0Location Manager Work 100% $12.00/h 0Volunteer Coordinator Work 100% $15.00/h 0Entertainment Coordinator Work 100% $12.00/h 0Donation Manager Work 100% $12.00/h 0

Cost ManagementRID

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Name Type Max Units Standard Rate Cost Per Use

Marketing Work 100% $12.00/h 0T-shirt Company Material $0.00 0Bike-a-thon Manager Work 100% $12.00/h 0Permits Material $1,500.00 1500Insurance Material $500.00 500Firefighter Office Material $0.00 0Police Office Material $0.00 0Event Manager Work 100% $20.00/h 0on weekendsEntertainment Work 100% $12.00/h 0Coordinator on weekendsVolunteer Coordinator Work 100% $15.00/h 0on weekends

Resource ManagementRID

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Quality ManagementRID

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Quality Management is to applied to these main results and outcomes

• Funds Raised• Donor lists will be maintained and assessed for the furtherance of other projects. Key metrics are quantity, frequency, and responsiveness, measured against trigger events, contact type (mail, email, internet, in person, etc), origination and other characteristic attributes. The qualified and attributed donor list is one of the deliverables to the chief sponsor.

• Outreach and support of the cause for rebuilding Haiti• The content of outreach materials, flyers, tshirts and website/facebook, will be reviewed weekly with key sponsors.• Social media backtracking, comments and old media will be monitored for feedback. Facebook friend fluxuations are a metric for outreach success.• A survey, online and printed, will be drawn up using key points for Haitian relief and made a part of the fundraising and volunteer outreach packages. As well, survey participants will be entered in a draw for some donated items.

• Participant satisfaction• Volunteer fluxuations are a measurement of satisfaction and will be tracked.• Volunteers will be asked to fill in a questionnaire for a bonus draw.

Communication ManagementRID

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COMMUNICATIONS MATRIX The following table identifies the communications requirements for this project.

Communication Type

Objective of Communication Medium Frequency

Audience Owner Deliverable

Kickoff Meeting

Introduce the CARE Ride For Haiti project team and the project. Review project objectives and management approach.

• Face to Face Once

• Project Sponsor • Project Team •Stakeholders

Project Manager • Agenda • Meeting Minutes  

Project Team Meetings

Review status of the CARE Ride For Haiti project with the team.

• Face to Face •Conference Call

Weekly • Project Team Project Manager • Agenda • Meeting Minutes

Monthly Project Status Meetings

Report on the status of the project to management.

• Face to Face •Conference Call

Monthly •Stakeholders• Project Sponsor

Project Manager • Agenda • Meeting Minutes

Monthly updates to riders

Updates on the event and next steps.

• Email • Facebook page • Twitter

Weekly •Customers

Marketing CoordinatorEvent Coordinator 

•Email Newsletter•Twitter Updates• Facebook page Updates

Project Status Reports

Report the status of the project including activities, progress, costs and issues.

• Email Monthly

• Project Sponsor • Project Team •Stakeholders

Project Manager • Project Status Report

Risk ManagementRID

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MethodologyThe project team will review data available from past fundraising events to assist in risk

management planning. The team will use several tools and techniques, including brainstorming, the root cause analysis, and risk related checklists to assist in risk management.

Roles and ResponsibilitiesThe event manager will be responsible for leading the team and other stakeholders in

performing risk-related activities. As detailed tasks and deliverables are determined, the event manager will delegate those tasks as appropriate.

Budget and ScheduleBudget and schedule information will be provided once specific risk-related tasks and

deliverables are determined.Risk CategoriesGeneral categories and subcategories for risk on this project include business risk

(suppliers or cash flow), donation risk (insufficient funding, not enough sponsors, not enough bikers), organizational risk (team support, supplier support and executive support) and project management risks (estimates, communication and resources).

Risk Probability and ImpactRisk, probability and impact will be estimated as high, medium or low based on expert

advice. If more advanced scoring is needed, the project team will determine an appropriate approach.

Risk DocumentationAll risk-related information will be summarized in a risk register.

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QuestionsRID

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For additional information on CARE, please visit: www.CARECanada.ca

1 (888) 678-CARE (2273)