Project San Francisco Bike Share

Table of Contents Project San Francisco Bike Share Project Management Team Kamran Golriz Kathleen Kirkpatrick Annie Nelson Eloise Warren August 2009

Table of Contents Scope Statement...3 Vision Statement...3 Business Need...3 Project Description...3 Project Lifecycle Approach...4 Project Objectives and Success Criteria...4 Project Deliverables...4 Project Assumptions...4 Project Constraints...4 High-Level Risks...5 Approval Signatures...5 Project Lifecycle...6 Stakeholder Analysis...7 Work Breakdown Structure...8 Schedule Baseline...10 Cost Baseline...13 Communications Plan...14 Responsibility Assignment Matrix...15 Risk Response Plan...16 2

Scope Statement Vision Statement Our vision is to provide a program of low cost, citywide bicycle sharing to residents and visitors of San Francisco. This model may easily be adapted to other Bay Area communities in the future. Bicycle Share: Provides fast and flexible transportation Increases use of public transportation Reduces the need for parking spaces Increases traffic awareness and safety Is convenient and user friendly Business Need San Francisco is a creative city consistently on the cutting edge of progressive issues. City Bike Share, a simple, low cost and public program exemplifies and is in keeping with San Francisco s reputation. Residents and visitors to San Francisco will be able to borrow a bicycle as an alternative to using public transportation or their automobile. The popularity of public bicycle sharing has been established in other cities around the world as they seek to alleviate traffic congestion, reduce pollution and work hard to extend networks of public transportation. Project Description Bike Share, an exciting new means of public transportation, uses modern technology and offers bicycles to citizens when and where they need them. The system provides a missing link between existing points of public transportation and desired destinations. It changes the way people travel within the city offering convenience, freedom of movement and saves time. During an initial pilot program, Bike Share will establish 10 stations with a 15 bicycle capacity throughout the downtown area. In a second pilot, 40 more stations will be installed. Each station is an all-in-one product that includes bicycles, bicycle docks and a pay station. The bicycles are sturdy yet simple and incorporate a host of safety, security and handling features suitable for a wide range of riders. Borrowing a bicycle is easy for everyone. Frequent users will be able to subscribe online and will be issued a card key that they would insert into the bike dock in order to retrieve a bicycle. Onetime users will insert a credit card into the pay station, placing a $300 deposit for the time they are using the bicycle. The first half hour of use is free while a small charge is made for longer trips. Bicycles are interchangeable with stations so you can take from one station and return to any other station in the City. Simple, low cost bicycle sharing is a fun way to get around San Francisco. 3

Scope Statement Project Lifecycle Approach The lifecycle approach for this project is a combination of Linear and Adaptive. The Linear lifecycle will cover the first two phases of the project. In the third phase, a pilot will be run and the result of the pilot will be used to adapt the implementation for the rest of the phase. Project Objectives and Success Criteria Objective City management approval Operations group functional Service group functional Pilot 1 Project in motion in 12 months Success Criteria Delivery of permits All job positions filled All job positions filled All equipment purchased 10 stations installed and operational 40 stations operational Project Deliverables Is 10 bicycles stations in Pilot 1 40 bicycle stations at project completion E-commerce website for subscriptions Service and maintenance department Operations department Project Assumptions People want to ride bicycles Is Not Bike sharing is needed in San Francisco City approves of project Corporate sponsorship is available All permits are approved Station locations are available Free of charge for user Not to replace all transportation Not a bicycle rental company Not charged by distance bicyclist travels Project Constraints Budget Schedule 4

Scope Statement High-Level Risks Risk Description Trigger Impact Cost, Scope, Time City Permit Delays City asks for more information and reviews Time Failure to Get City Permits Hardware Delivery Delay Software Problems PR/Marketing Delays Neighborhood/ business objections Not enough stations are in place by Pilot 1 Ratio of bugs reported to fixed is increasing Logo design and collateral plans do not meet the schedule Time Scope Time Time Time Cost Approval Signatures Project Manager Ima Bikalot Sponsors Lance Armstrong 5

Project Lifecycle Phase 1 Start Project Phase 2 Planning Project Management Deliverables Charter Feasibility Study Report Product Process Deliverables Project Management Plan Operations Group Plan Service Group Plan Hardware Plan Phase 3 Implementation Phase 4 Launch Phase 5 Closure Weekly Status Reports Weekly Status Reports Final Plan Report Vendor Contracts PR/Marketing Status Reports Pilot 1 Status Report Operations Group Functional Service Group Functional Software Systems Functional Stakeholder Report Stakeholder Report Stakeholder Walkthrough Stakeholder Sign-Off Software Plan Pilot 1 Functional Press Release PR/Marketing Plan All Stations Installed Station Locations Plan Marketing Campaign in Process City Permits Final Press Release Hand Off to Operations Group Hand Off to Service Group 6

Stakeholder Analysis Stakeholder Name Needs Expectations City Council/City Officials Permits, approvals, project plan, status Recognition, re-election reports Project Management Team Support, buy-in, clear communication between team members Compensation, promotion, job security, more projects for the firm due to success, successful project completion Downtown Redevelopment Group Status reports, feasibility study, detail Recognition, relevance plan Corporate Bicycle Sponsor Bikes, advertising, budget Brand recognition and adoption Bicycle/Kiosk Vendor Automated kiosks, payment control Payment, brand recognition systems, detailed plan Backend Software Vendor Detailed plan Payment E-Commerce Software Vendor Detailed plan Payment General Public Bikes to borrow, professional service, dependable e-commerce software Affordablility Influencers (San Francisco Bike Coalition) Good partnership, open communication, input of ideas Recognition, good working bike sharing system 7

Work Breakdown Structure WBS # Deliverable Phase 1 Project Start 1.1 Project Charter 1.2 Feasibility Study Report 1.2.1 Business Needs Report 1.2.2 User Needs Report 1.2.3 Employee Needs Report 1.2.4 City Needs Report Phase 2 Planning 2.1 Project Management Plan 2.1.1 Scope Statement 2.1.2 WBS Document 2.1.3 Schedule Baseline 2.1.4 Cost Baseline 2.1.5 Responsibility Assignment Matrix 2.1.6 Communication Plan 2.1.7 Risk Response Plan with Risk Types 2.2 Bike Share Operation Group Plan 2.2.1 Office Space Report 2.2.2 Staffing Needs Report 2.2.2.1 Job Descriptions 2.3 Bike Share Service Group Plan 2.3.1 Bicycle Maintenance Plan Report 2.3.2 Maintenance Vehicle/Trailer Plan WBS # Deliverable 2.4 Hardware Plan 2.4.1 Bicycle and Kiosk Vendor Plan 2.4.1.1 RFP and Selection 2.4.1.2 Signed Contracts 2.5 Software Plan 2.5.1 Backend Software Vendor Plan 2.5.1.1 RFP and Selection 2.5.1.2 Signed Contracts 2.5.2 E-Commerce Website Vendor Plan 2.5.2.1 RFP and Selection 2.5.2.2 Signed Contracts 2.6 Marketing and Public Relations Plan 2.6.1 Logo Design 2.6.2 Website Design 2.6.3 Print Collateral 2.6.4 Bicycle Stations/Kiosk Signage 2.6.5 Outreach to Local Businesses Report 2.7 Station Locations Plan 2.7.1 City Density Map 2.7.2 Bicycle Connectivity Map 2.7.3 Station Locations Map 2.8 City Permits 8

Work Breakdown Structure (continued) WBS # Deliverable Phase 3 Implementation 3.1 Bike Share Operations Group 3.1.1 Office Space Lease 3.1.2 Office Staff Hired 3.2 Bike Share Service Group 3.2.1 Bicycle Maintenance Staff Hired 3.2.2 Maintenance Tools PO 3.2.3 Maintenance Vehicle/Trailer PO 3.3 Hardware 3.3.1 Pilot 1 150 bikes and 10 stations PO 3.3.2 Bicycle Stations and Kiosks Installed 3.3.3 Pilot 2 600 bikes and 40 stations PO 3.3.4 Bicycle Stations and Kiosks Installed 3.4 Software 3.4.1 Backend Software Operational 3.4.2 E-Commerce Website Operational 3.5 Marketing and Public Relations 3.5.1 Website Rollout 3.5.2 Collateral Printed and Distributed 3.5.3 Station Signage Installed 3.6 Implement Pilot 1 3.6.1 Problem Report 3.6.2 Pilot 1 Sign-Off 3.6 Implement Pilot 2 3.6.2 Pilot 2 Sign-Off WBS # Deliverable Phase 4 Launch 4.1 Stakeholder Report 4.2 Stakeholder Walkthrough 4.3 Stakeholder Sign-Off 4.4 Press Release 4.5 Ribbon Cutting, Party Phase 5 Closure 5.1 Final Press Release/Report 5.2 Handoff to Bike Share Operation Group 5.3 Handoff to Bike Share Service Group 9

Schedule Baseline WBS # Deliverable Duration Start Finish Predecessor Phase 1 Project Start 30 days 9.1.09 10.12.09 1.1 Project Charter 2 days 9.1.09 9.2.09 1.2 Feasibility Study Report 30 days 9.1.09 10.12.09 1.2.1 Business Needs Report 5 days 9.1.09 9.7.09 1.2.2 User Needs Report 5 days 9.7.09 9.11.09 1.2.3 Employee Needs Report 5 days 9.21.09 9.25.09 1.2.4 City Needs Report 5 days 9.28.09 10.2.09 Phase 2 Planning 65 days 10.12.09 1.8.10 1.2 2.1 Project Management Plan 16 days 10.12.09 11.2.09 2.1.1 Scope Statement 4 days 10.12.09 10.15.09 2.1.2 WBS Document 2 days 10.15.09 10.16.09 2.1.3 Schedule Baseline 4 days 10.19.09 10.22.09 2.1.4 Cost Baseline 6 days 10.19.09 10.26.09 2.1.5 Responsibility Assignment Matrix 2 days 10.26.09 10.28.09 2.1.6 Communication Plan 2 days 10.26.09 10.28.09 2.1.7 Risk Response Plan with Risk Types 2 days 10.22.09 10.23.09 2.2 Bike Share Operation Group Plan 14 days 11.2.09 11.19.09 2.1 2.2.1 Office Space Report 2 days 11.2.09 11.3.09 2.2.2 Staffing Needs Report 2 days 11.2.09 11.3.09 2.2.2.1 Job Descriptions 5 days 11.4.09 11.10.09 2.3 Bike Share Service Group Plan 14 days 11.2.09 11.19.09 2.1 2.3.1 Bicycle Maintenance Plan Report 7 days 11.2.09 11.10.09 2.3.2 Maintenance Vehicle/Trailer Plan 5 days 11.5.09 11.11.09 2.4 Hardware Plan 30 days 11.2.09 12.4.09 2.1 2.4.1 Bicycle and Kiosk Vendor Plan 30 days 11.2.09 12.4.09 2.4.1.1 RFP and Selection 10 days 11.16.09 11.27.09 2.4.1.2 Signed Contracts 1 day 12.3.09 12.3.09 10

Schedule Baseline (continued) WBS # Deliverable Duration Start Finish Predecessor 2.5 Software Plan 30 days 11.2.09 12.4.09 2.1 2.5.1 Backend Software Vendor Plan 15 days 11.2.09 11.20.09 2.5.1.1 RFP and Selection 10 days 11.20.09 12.3.09 2.5.1.2 Signed Contracts 1 day 12.4.09 12.4.09 2.5.2 E-Commerce Website Vendor Plan 15 days 11.2.09 11.20.09 2.5.2.1 RFP and Selection 10 days 11.20.09 12.3.09 2.5.2.2 Signed Contracts 1 day 12.4.09 12.4.09 2.6 Marketing and Public Relations Plan 60 days 10.19.09 1.8.10 2.1.1 2.6.1 Logo Design 14 days 10.20.09 11.6.09 2.6.2 Website Design 30 days 11.9.09 12.18.10 2.6.3 Print Collateral 10 days 11.9.09 11.20.09 2.6.4 Bicycle Stations/Kiosk Signage 7 days 11.9.09 11.18.09 2.6.5 Outreach to Local Businesses Report 3 days 12.21.09 12.23.10 2.7 Station Locations Plan 30 days 11.2.09 12.4.09 2.1 2.7.1 City Density Map 10 days 11.2.09 11.13.09 2.7.2 Bicycle Connectivity Map 10 days 11.16.09 11.27.09 2.7.3 Station Locations Map 10 days 11.23.09 12.4.09 2.8 City Permits 15 days 12.7.09 12.25.09 2.7 Phase 3 Implementation 90 days 11.2.09 3.8.10 2.1 3.1 Bike Share Operations Group 30 days 11.23.09 1.4.10 2.2 3.1.1 Office Space Lease 5 days 11.23.09 11.27.09 3.1.2 Office Staff Hired 20 days 11.30.09 12.25.09 3.2 Bike Share Service Group 30 days 11.23.09 1.4.10 2.3 3.2.1 Bicycle Maintenance Staff Hired 20 days 11.30.09 12.25.09 3.2.2 Maintenance Tools PO 5 days 11.30.09 12.4.09 3.2.3 Maintenance Vehicle/Trailer PO 5 days 12.7.09 12.11.09 11

Schedule Baseline (continued) WBS # Deliverable Duration Start Finish Predecessor 3.3 Hardware 30 days 12.7.09 1.15.10 2.4 3.3.1 Pilot 1 150 bikes and 10 stations PO 7 days 12.7.09 12.15.09 3.3.2 Bicycle Stations and Kiosks Installed 4 days 1.11.10 1.14.10 3.3.3 Pilot 2 600 bikes and 40 stations PO 7 days 1.1.10 1.11.10 3.3.4 Bicycle Stations and Kiosks Installed 6 days 2.11.10 2.19.10 3.4 Software 6 days 12.7.09 12.15.09 2.5 3.4.1 Backend Software Operational 3 days 12.8.09 12.10.09 3.4.2 E-Commerce Website Operational 3 days 12.8.09 12.10.09 3.5 Marketing and Public Relations 15 days 1.11.10 1.29.10 2.6 3.5.1 Website Rollout 1 day 1.12.10 1.12.10 3.5.2 Collateral Printed and Distributed 15 days 12.1.09 12.22.09 3.5.3 Station Signage Installed 5 days 1.11.10 1.15.10 3.6 Implement Pilot 1 15 days 1.18.10 2.5.10 3.4 3.6.1 Problem Report 3 days 2.8.10 2.10.10 3.6.2 Pilot 1 Sign-Off 1 day 2.11.10 2.11.10 3.6 Implement Pilot 2 10 days 2.22.10 3.5.10 3.6 3.6.2 Pilot 2 Sign-Off 1 day 3.8.10 3.8.10 Phase 4 Launch 4 days 2.12.10 2.17.10 3.6.2 4.1 Stakeholder Report 1 day 2.12.10 2.12.10 3.6.2 4.2 Stakeholder Walkthrough 1 day 2.15.10 2.15.10 3.6.2 4.3 Stakeholder Sign-Off 1 day 2.16.10 2.16.10 4.2 4.4 Press Release 1 day 2.17.10 2.17.10 4.2 4.5 Ribbon Cutting, Party 1 day 2.17.10 2.17.10 4.3 Phase 5 Closure 1 day 3.8.10 3.8.10 5.1 Final Press Release/Report 1 day 3.8.10 3.8.10 4.3 5.2 Handoff to Bike Share Operation Group 1 day 3.8.10 3.8.10 4.3 5.3 Handoff to Bike Share Service Group 1 day 3.8.10 3.8.10 4.3 Estimated Project Completion 6.5 months 12

Cost Baseline WBS # Deliverable # of Days Cost Phase Cost Phase 1 Project Start 30 $16,000 1.1 Project Charter 2 $1,000 1.2 Feasibility Study Report 30 $15,000 Phase 2 Planning 65 $94,500 2.1 Project Management Plan 16 $8,000 2.2 Bike Share Operation Group Plan 14 $7,000 2.3 Bike Share Service Group Plan 14 $7,000 2.4 Hardware Plan 30 $15,000 2.5 Software Plan 30 $15,000 2.6 Marketing and Public Relations Plan 60 $20,000 2.7 Station Locations Plan 30 $15,000 2.8 City Permits 15 $7,500 Phase 3 Implementation 90 $860,000 3.1 Bike Share Operations Group 30 $15,000 3.2 Bike Share Service Group 30 $15,000 3.2.2 Maintenance Tools PO 5 $2,500 3.2.3 Maintenance Vehicle/Trailer PO 5 $35,000 3.3 Hardware 30 $15,000 3.3.1 Pilot 1 150 bikes & 10 stations PO 7 $150,000 3.3.3 Pilot 2 600 bikes & 40 stations PO 7 $600,000 3.4 Software 6 $10,000 3.5 Marketing and Public Relations 15 $5,000 3.6 Implement Pilot 1 15 $7,500 3.6 Implement Pilot 2 10 $5,000 PMG bills $500/day WBS # Deliverable # of Days Cost Phase Cost Phase 4 Launch 4 $7,000 4.1 Stakeholder Report 1 $500 4.2 Stakeholder Walkthrough 1 $500 4.3 Stakeholder Sign-Off 1 $500 4.4 Press Release 1 $500 4.5 Ribbon Cutting, Party 1 $5,000 Phase 5 Closure 1 $1,500 5.1 Final Press Release/Report 1 $500 5.2 Handoff to Bike Share Operation Group 1 $500 5.3 Handoff to Bike Share Service Group 1 $500 Total Cost $979,000 $1,000,000 $875,000 $750,000 $625,000 $500,000 $375,000 $250,000 $125,000 0 Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 13

Communications Plan Project or product deliverable to communicate Project Project Sponsor Manager Hardware Vendors stakeholder* Softwarketing PR/Mar- Vendors City Officials Approval and Handoff to Service R OA R R R R R Wrd E/Web O Describes project final approval by appropriate Group parties and turns over business to service group Key: * OA Owner/Author, R Recipient ** Format of Communication: Wrd Microsoft Word, Pwr Microsoft Project Method of Communication: E Email, Web Project Website, In In Person Frequency: O Once, I Initial and Revisions as Needed 14 SF Bike Coalition format** method frequency communication purpose Project Charter R OA R R R R R Wrd E/Web I Describes project SF bicycle share deliverables Feasibility Study R OA R R R R R Wrd E/Web I Research and information that supports detailed planning for project Schedule Baseline R OA R R R R R Pro E/Web I Planned dates for performing scheduled activities and milestones Scope Statement R OA R R R R R Wrd E/Web I Elaborates project and product deliverables Cost Baseline R OA R R R R R Pro E/Web I Time phased budget for measuring, monitoring, and controlling project cost Logo Design Approved R OA R Wrd E/Web I Approval of final logo design Website Design Approved R OA R Wrd E/Web I Approval of final website design Printed Collateral Approved R OA R Wrd E/Web I Approval of printed materials Station Signage Approved R OA R Wrd E/Web I Approval of station signage City Permits Applied R OA R R R Wrd E I Indicates contractual agreement procedures are underway Hire Office Staff R OA Wrd E I Provides data on staff positions and when filled Management in Place R OA E I Indicates management is ready to work Bicycle Stations and Kiosks Installed 10 Stations/150 Bikes for Pilot 1 Bicycle Stations and Kiosks Installed 40 Stations/600 Bikes for Pilot 2 R OA R R R R Wrd E I 10 Stations/150 Bikes for Pilot 1: Indicates initiation of Pilot 1 R OA R R R R Wrd E I 40 Stations/600 Bikes for Pilot 2: Indicates initiation of Pilot 2 Fix Pilot 1 Glitches R OA R R R R Wrd E I Describes Pilot 1 glitches and how they ve been addressed and fixed Pilot 1 Signoff R OA R R R R R Wrd E O Official sign-off of Pilot 1 Stakeholder Report and Signoff R OA R R R R R Wrd E/Web O Official report released for stakeholders and sign-off of project Stakeholder Walkthrough R OA R R R R R Wrd E/In O Formal walkthrough for stakeholders Press Release/Ribbon Cut Party R OA R R R R R Wrd E/Web O Describes launch of project and celebrates launch Final Press Release R OA R R R R R Wrd E/Web O Announces official project launch Approval and Handoff to Operation Group R OA R R R R R Wrd E/Web O Describes project final approval by appropriate parties and turns over business to operation group

Responsibility Assignment Matrix WBS # Deliverable Program Manager Sponsor City Government Marketing Software vendor Hardware vendor Influencers (other bike organizations) Phase 1 Project Start 1.1 Project Charter O S I 1.2 Feasibility Study Report O S I, R Phase 2 Planning 2.2 Operation Plan O 2.2.1 Office Space Report O 2.2.2 Staffing Needs Report O R 2.4 Hardware Plan O R 2.4.1 Bicycle & Kiosk Vendor Plan O R I I 2.4.2 Signed Contracts S R O 2.5 Software Plan O R I 2.5.1 Backend Software Vendor Plan O R I, R 2.5.2 E-Commerce Vendor Plan O R I, R Phase 3 Implementation 3.2 Bike Share Service Group O 3.2.1 Bike Maintenance Staff Hired O R I 3.4 Software O R 3.4.1 Backend Software Operational R, S R O 3.4.2 E-Commerce Operational R, S R I O 3.5 PR/Marketing R O 3.5.1 Wesite Rollout I, S R O I 3.5.2 Collateral Printed & Distributed I, S R O 3.5.3 Station Signage Installed S, R R O I Phase 4 Launch 4.1 Stakeholder Report O S 4.2 Stakeholder Walkthrough O S I I I 4.3 Press Release R R O Phase 5 Closure 5.1 Final Press Release/Report R S O 5.2 Hand off to Operations Group O S 5.3 Hand off to Service Group O S Key: O Owner I Input required R Reviewer S Sign-off required 15

Risk Response Plan Probability 2 Impact 3 Priority Strategies 4 Owner Status 5 ID Risk Type Risk Description Risk Trigger Impacted Area(s) 1 (O or C) 1 Regulatory Failure to Get City Permits Neighborhood/business Scope Medium High 2 Mitigation: Investigate early Project Manager objections Schedule Avoidance: Move project to another city 2 Regulatory City Permit Delays City asks for more information and reviews Schedule High High 1 Mitigation: Apply on time Avoidance: Reschedule Project Project Manager 3 Schedule Software Delivery Delay Not enough personnel are in place by Pilot 1 4 Schedule Hardware Delivery Delay Not enough stations are in place by Pilot 1 5 Technical Software Problems Ratio of bugs reported to fixed is increasing 6 Technical Hardware Failures QA report shows too many failures 7 Operation Operations Group Hiring Not enough personnel Delay are in place by Pilot 1 8 Operation Service Group Hiring Delay Not enough personnel are in place by Pilot 1 9 Schedule Service Equipment Delivery Delay Not enough service cars are in place by Pilot 1 10 Schedule PR/Marketing Delays Logo design and collateral plans does not meet the schedule 11 Weather Rain Bad weather at installation time 12 Force Majeure Earthquake When it hits the fan Schedule Cost I Impacted Area(s): Enter area of potential impact: Scope, Quality, Schedule, Cost 2 Probability: Enter probability of occurrence: Low, Medium, High 3 Impact: Enter severity of consequences: Low, Medium, High 4 Strategies: Accept, Avoid, Mitigate, Transfer 5 Status: (O) or Close (C) Schedule Medium Medium 3 Mitigation: Close vendor communication Avoidance: Work with other vendors Schedule Medium High 2 Mitigation: Close vendor communication Avoidance: Work with other vendors as backup Schedule High Medium 2 Mitigation: Early QA testing Quality Acceptance: Deferring minor bugs Schedule Low High 3 Mitigation: Early QA testing Quality Avoidance: Replacing vendors Project Manager Project Manager Quality Engineer Quality Engineer Schedule Cost Medium Low 4 Mitigation: Closely monitoring Progress Acceptance: Continue hiring process after lunch Human Resource Manager Schedule Medium Low 4 Mitigation: Closely monitoring Human Resource Cost Progress Manager Acceptance: Continue hiring process after lunch Schedule Medium Medium 3 Mitigation: Close vendor communication Project Manager Cost Avoidance: Work with other vendors as backup Schedule Medium Medium 3 Mitigation: Close vendor communication Project Manager Cost Avoidance: Work with other vendors as backup Schedule Low Medium 4 Mitigation: Schedule the Project to Project Manager avoid installation in rainy season Low High 3 Transference: Through liability insurance Project Manager 16