SAMPLE''Project'Management'Deliverable'

Project(Brief(((Townston(Car(Co3op(
'
Project'name' Townston'Car'CoEop'(TCC)'
Date' 10'Jan'2012'
Document'version' 1.3''
'
'
Project(Background(
'
Following'a'visit'to'Vancouver,'Canada'by'civic'leaders,'it'has'been'proposed'that'a'carE
sharing'scheme'similar'to'the'Modo'system'used'in'Vancouver'should'be'established'in'
Townston.''As'part'of'the'broader'greenE2020'initiative,'Townston'is'interested'in'
exploring'opportunities'that'promote'environmentally'sustainable'living'practices'within'
the'city.''One'of'the'focus'areas'is'in'transportation'planning'and'a'carEcoEop'is'seen'as'an'
opportunity'to'provide'flexible'transportation'options'to'residents'while'also'moving'
towards'more'sustainable'living'practices.'
'
'
Anticipated(Benefits(
'
1. Reduction*in*congestion*'Car'coEops'in'other'cities'report'that'a'single'car'in'a'
coEop'can'eliminate'between'15'and'30'privately'owned'vehicles'from'the'
streets.''This'alleviates'both'traffic'congestion'and'competition'for'parking'
spaces.''
2. Social*inclusion*'Reducing'the'cost'of'car'ownership'will'allow'a'broader'cross'
section'of'society'to'have'access'to'personal'transportation'options'
3. Promoting*environmentally*conscious*living*practices*'By'providing'
citizens'with'greener'transportation'alternatives'the'project'would'contribute'to'
the'citys'higher'level'goal'of'promoting'more'sustainable'living'practices'and'
combined'with'other'projects'and'initiatives'in'the'citys'green'living'program'
would'help'achieve'a'critical'mass'support'for'sustainable'living.'
'

Initial(Statement(of(Work(
'
The'project'will'deliver'a'fully'operational'carEsharing'system'focused'in'the'Townston'
downtown'core.''At'launch'the'system'will'consist'of'a'fleet'of'approximately'15'vehicles'
and'20'parking'spots'(pickEup'/'dropEoff'points)'around'the'city.''The'project'will'found'a'
nonEprofit'entity'that'will'manage'the'ongoing'operations'of'the'system'and'will'establish'
all'necessary'infrastructures'(processes,'procedures,'IT'systems)'needed'for'ongoing'
operations.''The'project'will'end'once'the'operational'coEop'has'been'launched'and'from'
that'point'forward'the'nonEprofit'entity'will'take'over'all'operations'and'subsequent'
expansion'of'the'scheme.''Work'to'be'performed'includes:'
'
1. Legal'creation'of'a'nonEprofit'entity'(named'Townston'CarECoop'or'TCC'for'
short)'that'will'operate'the'system'once'the'project'is'over'along'with'all'necessary'
corporate'processes'to'allow'operations'to'proceed'
2. Selection'and'appointment'of'a'Board'of'Directors'
3. Hiring'and'training'of'TCC'staff''

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SAMPLE''Project'Management'Deliverable'

4. Purchase'of'the'fleet'of'vehicles'and'modification'to'get'them'ready'for'use'
5. Purchase'or'securing'of'parking'places'at'appropriate'locations'throughout'the'city'
6. Set'up'of'operational'procedures'necessary'for'launch'and'initial'operations'
7. Development'of'a'pricing'system'and'first'years'annual'operating'budget'
8. Purchase'or'creation'of'IT'systems'necessary'to'manage'the'fleet'of'vehicles,'
membership,'payments'and'control'access'to'and'use'of'the'vehicles,'etc'
9. Set'up'of'maintenance'facilities'to'maintain'the'vehicles'
10. Marketing,'registration'of'initial'members'and'launch''
11. Operational'handover'(a'oneEmonth'period'following'the'official'launch'date).'
'

Out(of(scope(
'
1. Any'changes'necessary'to'existing'or'planned'transportation'initiatives'or'projects'
'

Primary(stakeholders(
'
Key'stakeholders''For'the'purpose'of'detailed'planning'the'following'stakeholders'will'be'
engaged'as'representatives'in'the'project'team'
' Group' Role'/'interests'in'the'project'
1' City'Engineering'department' Technical'advise''
2' City'Public'Relationships'department' Marketing'advise'
3' Modo'car'coEop'Vancouver' Consulting'services'
4' Townston'City'Councilors'' Project'oversight'and'funding'approvals'
5' Townston'Transport'Planning'Committee' Alignment'of'other'transportation'
initiatives'with'TCC''
6' The'public'(who'will'become'members'of' Access'to'affordable'personal'
the'coEop)' transportation'
7' Taxi'drivers'and'other'existing' Potential'for'opposition'as'cheaper'
transportation'providers' personal'transport'could'in'the'longer'
term'reduce'demand'for'taxis'or'other'
forms'of'transport'
8' Lobby'groups'promoting'sustainable'living' Support'for'new'green'ideas'or'
practices' potentially'opposition'as'coEop'still'
involves'use'of'individual'cars'rather'
than'mass'transit'options.'
' ' '

Supporting(Information(
'
Constraints*'The'following'limitations'are'to'be'taken'into'account'during'planning.'This'is'
an'initial'list'of'significant'constraints'that'are'known'at'this'point.''Others'will'be'added'
during'detailed'planning.*
'
1. No'new'facilities'are'to'be'purchased'as'part'of'this'project.''All'office'space'and'
maintenance'facilities'will'be'found'within'existing'City'facilities.'
2. All'parking'spots'are'to'be'located'in'high'traffic'locations'(shopping'malls,'major'
bus/rail'stations,'etc)''

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SAMPLE''Project'Management'Deliverable'

3. The'initial'launch'of'the'coEop'is'to'be'limited'to'the'downtown'core'only.'
4. Due'to'insurance'requirements,'only'residents'of'the'Townston'will'be'eligible'to'
join'the'coEop.'
'
'
Assumptions''At'the'time'of'writing'the'following'major'assumptions'are'being'made:'
'
1. The'nonEprofit'will'be'a'coEop'(i.e.'the'shares'will'be'owned'by'the'members)'
2. To'provide'flexibility'the'fleet'of'vehicles'will'consist'of'3'types'(a'small'sedan,'a'mid'
size'SUV'and'a'small'van)'
3. The'nonEprofit'entity'and'the'project'team'will'both'work'at'city'hall'and'there'will'
be'no'charge'for'space'or'utilities'charged'to'the'project'
4. Insurance'policies'suitable'for'the'needs'of'a'carEsharing'system'are'already'
available'from'local'car'insurance'companies'
5. To'help'manage'costs'all'vehicles'will'be'leased'rather'than'purchased.'
'
Known*risk*factors*'Several'key'risks'are'foreseen:*
'
' Risk' Proposed'response'strategy'
1' People'will'not'be'comfortable'giving' Use'the'cost'savings'and'green'credentials'as'
up'their'vehicles'and'hence'we'will' leverage'during'marketing.'Focus'marketing'
not'be'able'to'attract'as'many' on'those'who'currently'do'not'own'vehicles'
members'as'hoped'for.' first'before'expanding'to'try'and'get'people'
who'own'a'car'to'give'theirs'up.'
2' Theft'or'abuse'of'the'vehicles.'' Use'technology'to'track'usage'and'to'secure'
the'vehicles'properly.'
3' Finding'the'appropriate'balance' Carefully'monitor'vehicle'usage'patterns.'
between'the'number'of'vehicles'and' Develop'a'flexible'plan'for'vehicle'usage'(work'
the'number'of'members'(if'ratio'is' with'vehicle'supplier'to'enable'new'vehicles'to'
wrong'it'could'negatively'impact' be'quickly'added'to'the'fleet'if'demand'is'
image'due'to'it'being'hard'to'get'hold' stronger'than'expected'or'vehicles'to'be'
of'a'car'or'affect'financial'viability'as' returned'if'demand'is'lower'than'anticipated).'
cars'are'sitting'idle'for'too'long).'
4' Lack'of'direct'ownership'may'mean' Establish'clear'policy'of'use'and'procedures'to'
members'do'not'take'adequate'care' identify'and'address'members'who'violate'
or'caution'resulting'in'high'damage'or' basic'expectations.'
maintenance'costs''
5' Balancing'income'and'expenses'to' As'this'is'a'new'venture'it'may'initially'be'hard'
ensure'coEop'operates'remains' to'establish'appropriate'budgets.''To'alleviate'
financially'viable.' potential'cash'flow'risks'an'initial'operating'
reserve'should'be'established.''
'

Recommended(Next(Steps(
'
1. To'be'discussed'in'class'
'
'
Note:'All'information'in'this'document'is'subject'to'confirmation'during'project'planning.''

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