Harvard Manage Mentor — CREATING A BUSINESS CASE TOOLS

Worksheet for Tracking Project Implementation
Use this form to track your project during its implementation. Consider whether you need to make any changes to your implementation plans based on the results you achieve during each Objective. You may also use the data you gather in this tool to help you build better informed business cases in the future.
Team Name: Transformers Lab Section: GEB 3031
Objective I
Title of Objective: Entertainment
Description of Objective: / Team Transformers will obtain 2 clowns or face painters in order to provide entertainment for the Fall Festival by November 20, 2009.
Project Manager: Chioma Echeazu
Deliverables / Estimated Due Date / Actual Completion Date
1. / Face Painter / 11-20-2009 / 9-23-2009
2. / Balloon Artist / 11-20-2009 / 9-23-2009
3. / Alpha Kappa Psi – Nu Chapter Face Painters (6) / 10-14-2009 / 10-14-2009
4.
Benefits
Estimated Level of Benefit / Actual Level of Benefit
75/hr x 5 hours = $375 x 2 clowns = $750 (In Kind Donation) / Both clowns cancelled so there was no economic benefit from them. Our face painters were there making the children smile, however.
Recommended Changes for Next Objective
Objective II
Title of Objective: Macy’s Shop for a Cause
Description of Objective: / Team Transformers will sell 100 tickets in order to raise $500 by October 17.
Project Manager: Kevin Pierre
Deliverables / Estimated Due Date / Actual Completion Date
1. / Each team member will sell 17 tickets / 10-17-2009 / 10-17-2009
2. / Online Marketing
·  Facebook
·  Our Website
·  Twitter / 9-29-2009 / 9-29-2009
3. / Sales “box” at Family Business. / 10-05-2009 / 10-05-2009
4.
Benefits
Estimated Level of Benefit / Actual Level of Benefit
$500 / $685
Objective III
Title of Objective: PTA Drawing
Description of Objective: / Transformers will raise at least $50 on 11-12-2009 by having a drawing at Washington Shores Elementary’s PTA Meeting.
Project Manager / Shawn Kuester
Deliverables / Estimated Due Date / Actual Completion Date
1. / Solicit donations for the drawing
·  Disney Gift Certificate
·  Horseback Riding Lessons
·  Universal Tickets
·  Orlando Magic Photo / 10-17-2009 / 10-17-2009
2. / Advertise on our website, fliers posted in the school and sent home with the children, announced on the PA. / 10-31-2009 / 10-31-2009
3. / Deliver Supplies to the School / 11-12-2009 / 11-12-2009
4. / Coordinate the day of the event, assist at the PTA meeting, etc. / 11-12-2009 / 11-12-2009
Benefits
Estimated Level of Benefit / Actual Level of Benefit
$50 / $116. We also received a great deal of emotional satisfaction from the family that won the Universal tickets.
Objective IV
Title of Objective: / Games for the Fall Festival
Description of Objective: / Team Transformers will design, organize, and acquire the necessary equipment to run games for the Fall Festival on November 20th, 2009.
Project Manager: / Jonathon Haley
Deliverables / Estimated Due Date / Actual Completion Date
1. / Check to see if the PTA has
·  Inflatable Pools
·  Bean Bags
·  Plastic Cups/Sacks / 10-27-2009 / 10-27-2009
2. / Deliver the games to the school. (Will be done the same time as the food is delivered). / 11-16-2009
3. / Buy or solicit prizes for the games / 11-10-2009 / 11-10-2009
4. / Get bags for the children’s prizes. / 11-16-2009
5. / Photographs of the event / 11-20-2009
6. / Get Games List approved / 10-21-2009 / 10-21-2009
Benefits
Estimated Level of Benefit / Actual Level of Benefit
While this will have no monetary benefit, it will greatly assist the PTA in holding the Fall Festival this year, which they might not have been able to do otherwise. This will both reward the students, and continue the school’s tradition.
Recommended Changes for Next Objective
Objective V
Title of Objective: / Entertainment - DJ
Description of Objective: / Team Transformers will acquire the services of a DJ to play at the Fall Festival on November 20, 2009
Project Manager / Kevin Pierre
Deliverables / Estimated Due Date / Actual Completion Date
1. / Find and solicit a DJ for his time. / 10-20-2009 / 10-09-2009
2.
3.
4.
Benefits
Estimated Level of Benefit / Actual Level of Benefit
$366 (Donation in Kind) / $366 (Donation in Kind). The children (and the principal) also greatly enjoyed his presence.
Objective VI
Title of Objective: / Solicit donations/Organize logistics for Food with the PTA.
Description of Objective: / Team Transformers will obtain food and drink for the lunches of the 400 children and staff that will be attending the festival by November 16th, 2009.
Project Manager / Jeanine Mcneal
Deliverables / Estimated Due Date / Actual Completion Date
1. / Walt Disney World Swan And Dolphin Resort’s Garden Grove Donation / 11-01-2009 / 10-27-2009
2. / Contact Save-A-Lot in order to solicit refreshments. / 10-07-2009 / 10-01-2009
3. / Price-check the list of items requested by the PTA at various stores. / 11-09-2009 / 11-08-2009
4. / Pickup and deliver the food and items to the school. / 11-16-2009 / 11-16-2009
5.
Benefits
Estimated Level of Benefit / Actual Level of Benefit
Hotdog Buns - $51
Chips - $85
Hot Dogs - $117
Condiments - $21
Bottled Water - $33
Juice - $81
Tax - $28
Total cost for Lunch and refreshments for the Fall Festival - $417 / $290 in donations.
We also had enough food and drink for everyone who wanted it, and extra bottled water for the school.
Note
We were previously told that our number would be 600 children and staff, but the President of the PTA got back to us and told us that there would only be 400 people we are expected to plan for. We were given a list of food items that they, our clients, wanted for the Festival, and followed their wishes.
Objective VII
Title of Objective: / Website
Description of Objective: / Bleys Birt will create the team’s website by September 4th and maintain weekly updates in order to keep the team’s website (http://JATransformers.tripod.com) up to date and ensure that everyone remains informed.
Project Manager / Bleys Birt
Deliverables / Estimated Due Date / Actual Completion Date
1. / Create the website / 8-28-2009 / 8-28-2009
2. / Get Information from Junior Achievement, UCF, and Cornerstone, as well as adding links to the various websites / 9-4-2009 / 9-4-2009
3. / Get team photos (and create the photo albums). / 9-16-2009 / 9-16-2009
4. / Update the website each week. / 12-14-2009
Benefits
While this has no extrinsic value, it keeps everyone informed on what’s going on with our project.
Recommended Changes for Next Objective