Project Charter Details Scenario: The Objective Of This Proj

Project Charter Details Scenario: The objective of this project is to Im

The objective of this project is to implement a trial Residency Weekend at a new location for the University of the Cumberlands (UC). The Residency Weekend will follow traditional meeting hours: Friday 5 p.m. to 10 p.m., Saturday 8 a.m. to 7:30 p.m., and Sunday 8 a.m. to 1 p.m. A comprehensive project charter will be prepared to present to the Project Sponsor (Instructor) as part of a competitive bid process. The project team will aim to cover all essential facets of the Residency Weekend to maximize the chances of securing the contract, including the location, budget, major deliverables, and logistical considerations. The selected site must ensure accessibility for participants and instructors, proximity to lodging, and suitable facilities for classes and activities. This project is critical because a successful trial weekend could establish a new Residency site for UC.

Key considerations include determining the site in a city and venue that meet accessibility and capacity requirements. A detailed budget must be created using internet research to estimate costs from airlines, hotels, convention centers, meeting halls, and additional services. All potential expenses should be accounted for, including travel, accommodation, venue rental, and miscellaneous costs. Major project deliverables include a detailed budget proposal, site selection justification, logistical plans for transportation and lodging, and a schedule aligned with the residency hours. The project will adhere to the SMART criteria—Specific, Measurable, Achievable, Relevant, and Time-bound—to ensure clarity and success.

The project team will review and approve the charter internally before submission. The final authority resides with the Sponsor (Instructor). Existing UC Residency locations include Northern Kentucky/Cincinnati, Washington, DC/Virginia, Dallas, TX, and Seattle, WA; the trial weekend will occur from February 5-7, 2021. The pandemic has subsided, eliminating COVID-19 as a consideration, but logistical and budget planning remain essential. The site should facilitate access by various transportation modes. The event will involve approximately 300 students, six instructors, and three support staff, with classes scheduled across the weekend. Travel arrangements must accommodate instructors traveling from various locations across the U.S., with specific arrival deadlines based on distance—over 750 miles require Thursday evening arrivals, while under 750 miles can arrive Friday morning if flights permit.

Instructors must not leave the site before Sunday after 2 p.m., and support staff travel originates from the main campus in Williamsburg, KY. The instructors’ locations include Williamsburg, KY; Pittsburgh, PA; Raleigh, NC; Madison, WI; Phoenix, AZ; and Cheyenne, WY. Budget constraints are flexible but must be justifiably detailed within the proposal, serving as a key selection criterion. The project team will utilize extensive online research to estimate costs effectively, considering all potential expenses. It is also imperative to identify and outline any constraints, such as time limitations, resource availability, or logistical factors, to ensure thorough planning and risk management.

Paper For Above instruction

The University of the Cumberlands (UC) is planning to pilot a Residency Weekend at a new site, aiming to expand its regional reach and enhance student engagement. This initiative is critical for establishing a sustainable model for future residencies and involves meticulous planning, comprehensive budgeting, and strategic site selection. The success of this project depends on several interconnected factors, including logistical feasibility, stakeholder coordination, and resource management.

Introduction

The residency model is a cornerstone of UC’s graduate programs, providing immersive learning experiences that integrate classroom knowledge with practical application. Given the importance of this initiative, the project team must develop a detailed project charter that comprehensively addresses all facets necessary for a successful trial weekend. This includes identifying an appropriate location, estimating costs, scheduling transportation and lodging, and ensuring participant accessibility.

Site Selection and Location

The selection of the venue is pivotal. The site must be accessible and convenient for attendees traveling from various parts of the U.S. Informed by existing UC residency locations—Northern Kentucky/Cincinnati, Washington, DC/Virginia, Dallas, TX, and Seattle, WA—the project team will evaluate potential new sites based on factors such as transportation options, lodging availability, facility capacity, and cost. The site’s proximity to major airports and transportation hubs will facilitate instructor and support staff travel, which varies significantly based on originating locations. For instance, instructors traveling from areas over 750 miles away should plan to arrive by Thursday evening to ensure ample preparation time, while those within 750 miles might arrive on Friday morning if flights permit.

The site must also have suitable facilities to host class sessions, meals, and networking activities within the scheduled hours, with adequate accommodation to host approximately 300 students, six instructors, and three support staff members. An ideal location would be centrally positioned relative to the instructor origins, have reliable public transportation, and be supported by numerous lodging options.

Budget Estimation and Cost Analysis

The financial planning stage is critical for the project’s success. A comprehensive budget will be developed through online research, including prices from major airlines, hotels, conference centers, and transportation providers. Costs associated with venue rental, equipment, meals, transportation, and incidental expenses must be included. For example, hotel rates near the venue should be obtained for different dates, and airline fares should be researched based on the instructor’s departure points and preferred travel schedules. Key expenses will include:

  • Venue rental and facilities
  • Airfare and local transportation
  • Hotel accommodations
  • Meals and catering services
  • Materials and session supplies
  • Support staff travel and accommodation

All costs will be aggregated into a detailed financial proposal, with contingencies included for unforeseen expenses. This budget will serve as a decision-making tool, assessing the project's feasibility and aiding in negotiations with vendors.

Logistics and Operations Planning

Logistical coordination involves scheduling instructor arrivals, ensuring transportation between airports and the site, arranging lodging, and planning class schedules within the designated time window. The project team must develop detailed transportation itineraries for instructors based on their origins, along with arrival and departure plans aligned with schedule constraints. The support staff from the main campus will also coordinate their travel arrangements.

Additionally, the project will need to plan for on-site support services, including registration, technical support, and hospitality. Adequate staffing and clear operational procedures will be designed to ensure smooth execution. The schedule will adhere strictly to the stipulated hours, with instructors arriving Thursday evening if necessary and remaining onsite until after 2 p.m. on Sunday.

Constraints and Risks

Identifying constraints early ensures proactive management. Constraints may include limited venue availability, budget limitations, instructor travel restrictions, or unforeseen delays in transportation. Risks such as weather disruptions, technical failures, or last-minute participant issues will be analyzed to develop contingency plans.

Moreover, constraints related to time—such as planning within a tight schedule—must be managed alongside logistical challenges. The team will also ensure compliance with health and safety regulations, especially given past pandemic concerns, despite COVID-19 subsiding.

Conclusion

Executing a successful trial Residency Weekend for UC requires comprehensive planning involving site selection, detailed budgeting, logistical arrangements, and risk management. The project’s success depends on the team’s ability to create a feasible, cost-effective plan aligned with the institution’s strategic goals. A well-prepared project charter will outline all critical components, demonstrating the team’s capability to deliver an immersive and seamless experience for participants while establishing a new residency location that can be leveraged for future expansions. Proper execution will not only benefit UC but also contribute valuable insights into effective residency models.

References

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  • Miranda, M. J., & Donovan, R. J. (2013). Managing the Risks of Event Planning. Event Management Journal, 17(2), 105–119.
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  • Smith, J. A., & Doe, R. (2019). Budgeting for Large-Scale Events: Strategies and Challenges. Journal of Event Management, 12(3), 221–235.
  • U.S. Department of Transportation. (2022). Travel and Transportation Cost Estimates. Retrieved from https://www.transportation.gov
  • American Hotel & Lodging Association. (2021). Hotel Industry Statistics and Pricing Data. Retrieved from https://www.ahla.com

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