YONA Website Redevelopment Project

Project Charter
Francis Winspear Centre for Music (FWCM)
& Edmonton Symphony Orchestra (ESO)

Project Sponsor: Michael Schurek, Community Relations Director

Project Manager: Molly Staley, Executive Coordinator & Board Liaison

Project Statement of Work

With the redevelopment of the YONA-Sistema website, we hope to:
Increase program capacity through exciting interactive engagement with the community
Inform the community of program initiatives, learning resources, and progress
Increase opportunities for self-expression and enjoyment
Enhance the ability to work with others to communicate the YONA-Sistema vision
Connect communities in Edmonton through the experience of music and social change
Improve community image and status
Create opportunities for life-long learning, accessible to all
Provide a place of discovery and inspiration
Enhance the users ability to experience the YONA-Sistema program
We want to show the communities of Edmonton and Northern Alberta who the program is for, the
capability of the students involved, and where they have come from. The children and their families
who are currently involved in the YONA-Sistema program are new Canadians, and represent an
under-served portion of the Edmonton population.

Project Team
Project Sponsor: Michael Schurek
Project Manager: Molly Staley
INTERNAL
Creative Lead: TBC
Interactive Writer(s): TBC
YONA Sistema Program Liaisons: Alyssa Paterson and Jacquie McNulty
YONA Sistema Artistic Vision: Lucas Waldin
Musical Creativity: Alison Kenny-Gardhouse and Dave Baker
Website Maintenance: TBC
EXTERNAL
Technical Lead: TBC*
System Integrator: TBC*
Animation Lead: TBC* (if required)
Video Producer + Editor: Rosie Dransfeld*
Videographer: Esther Vaugh*
RACI Chart Team Classification:
R - Responsible
A Accountable
C Consulted
I Informed
Michael

Molly

Alyssa

Jacquie

Alison

Dave

Esther

Rosie

Technical

Vision

Budget

R+A

R+A

Written / Blog Content

Visual Content
(Photo/Image)

Video Content

Website Design

R+A

Material Archive

Website Maintenance

Project Scope
With the YONA website redevelopment project, we want to create an interactive and accessible
space that promotes storytelling. As the YONA-Sistema program expands across Edmonton and
Northern Alberta, and as new stories are made, we will need to continue to maintain this space.
Through an integration of text, video, photography and graphics, we will to map the programs as they
are expanded, measure capacity, interact with our community stakeholders, and highlight student
success.
Through collaboration with ID: Productions and a digital media distributor, we will develop the
interactive HTML website. The site will have a responsive design, providing an optimal viewing
experience on both mobile and desktop devices. It will be a dynamic website allowing easy backend
updating and maintenance by our staff.
We will use this newly developed interactive website as foundation for the future development of the
Discovery Centre, as a part of the proposed Winspear Centre Completion Project.
The digital media distributor will be selected through a short turnaround RFP process.
ID: Productions will spearhead the vignettes / webisodes. Supplementary grant funding will support
the video aspect of the project.
Project budget is $44,290.

Alignment with Organizational Goals

YONA-Sistema Vision

To kindle long-term positive change in Edmontons marginalized populations by engaging the

regions under-served youth in music education and supporting the development of life-long values
and skills that will promote the future success of these youth and their communities.
YONA-Sistema Mission

To offer music education that is inclusive and accessible to all

To inspire a sense of community among youth and to fuel the development of the broader
community around them
To encourage the development of social and interpersonal skills through ensemble practice
and performance
To empower youth by building confidence and leadership skills through peer mentorship
opportunities
To encourage excellence and accountability in participants through daily intensive
instruction.
To lay the foundation for a long-term sustainable social action and musical education
program that is fully integrated into the community through partnerships with schools,
government, social service organizations (e.g. Rotary Clubs)

FWCM & ESO Vision

To inspire through music
FWCM & ESO Mission
To bring together people of all ages, races, cultures, and beliefs in the shared joy of music
To make the life of every person in our community better through the experience of live
music
To set a standard of excellence that enriches and brings distinction to our community
To deliver programs that anticipate the creative needs of our future society
To provide spaces and opportunities for people to engage with music on their own terms
To ensure the fiscal stability of the total enterprise over the long run

Music education and inspiring future generations is integral to the organizations mandate, and the
ESO is devoted to demonstrating the wonder of music to children and youth.

Project Milestones
Milestone

Start Date

End Date

% Complete

Define and Plan

01-Dec-14

01-May-14

60%

Assign Project Sponsor

01-Dec-14

01-Dec-14

100%

Assign Project Manager

01-Dec-14

01-Dec-14

100%

Project Vision

01-Dec-14

01-Dec-14

100%

Determine Budget

01-Dec-14

01-Dec-14

100%

Determine Timeline

01-Dec-14

01-Dec-14

100%

AFA Project Grant

01-Dec-14

01-Dec-14

100%

Project Team

01-Jan-15

01-Jan-15

100%

Development

01-Apr-15

01-Ju1-15

75%

Refine / Clarify Project Vision

01-Apr-15

05-May-15

100%

Project Risk Document

05-May-15

01-Jun-15

0%

Website Skeleton

16-Jun-15

01-Jul-15

0%

Written / Blog Content

16-Jun-15

01-Jul-15

0%

Visual Content

16-Jun-15

01-Jul-15

0%

Design

06-Jul-15

20-Ju1-15

0%

Digital Media Distributor RFP Issued

0%

Close RFP

0%

Select Digital Media Distributor

0%

Present Website Skeleton

0%

Content Package (To Date)

0%

Production

20-Jul-15

31-Jul-15

Webisode Content Meeting

Filming
Editing

0%

0%
0%

TBD

0%

Webisode Screening (Project Team)

0%

Website Layout Test

0%

Testing

01-Aug-15

24-Aug-15

0%

Website Maintenance Seminar

0%

Website Soft-Launch

0%

Webisode Screening (All Staff)

0%

Deployment

24-Aug-15

28-Aug-15

0%

Final Content Submission

0%

Website Upload

0%

Final Release

07-Sep-15

07-Sep-15

Website Launch
Maintenance

ONGOING

0%

Project Deliverables
Access

Offer music education that is inclusive and accessible to all

Celebrate diversity through cultural and creative expression
Foster a creative and safe community environment for youth
Build community amongst youth in the Edmonton core
Contribute to the development of interpersonal skills amongst youth in Edmonton, and
Northern Alberta

Capacity
Increase our educational outreach initiatives in Edmonton, and Northern Alberta
Partner and collaborate with cultural communities in Edmonton, and across Northern Alberta
for the YONA-Sistema program
Interact with the Edmonton community in a way we have never been able to before
Pilot a system of interactive technology that would later be incorporated into the Winspear
Completion Project
Excellence
Strive to excel in everything we do perpetually refining, growing, improving, seeking
feedback, and quietly reinventing ourselves always surpassing our standards and doing
better than before
To deliver programs that anticipate the creative needs of our future society
To set a standard of excellence that brings distinction to our community
Cultivate a dynamic and interdependent relationship with the community by providing
opportunities for everyone to experience and enjoy a wide variety of musical education and
outreach services

Tangible
Project charter
Project team meeting minutes

Intangible
Positive and reinforced consultations with both
internal and external stakeholders
Increased awareness of YONA Sistema, Winspear
Centre, and Edmonton Symphony Orchestra

Contracts with external partners

Platform to foster creativity and team work

Visual content generation

Increased program donations

Text content generation

Interaction with Winspear Centre and ESO

volunteers

Video content generation

Archive material

Program distribution
Leadership skills development within the project
team

Teacher and staff resources

Improved relationships within the project team

Student and parent resources

Increased trust between project team members

Technical maintenance skills development

Improved relationships within YONA-Sistema

program

Easy to use, functioning website

Stakeholder Consultation
More than ever, the FWCM & ESO is placing emphasis on understanding the beliefs,
attitudes and behaviours of our stakeholders. Word-of-mouth feedback from stakeholders is
vital to our strategic plan. We have found that efficient stakeholder consultation has
become a requirement for successful event programming, educational outreach initiative
development, and policy development.
Stakeholder

Internal/External

Relationship

Consultation

Communication

YONA-Sistema Program Staff

Internal

Partner

Involve

Weekly

Winspear + ESO Staff

Internal

Partner

Involve

Weekly

ID: Productions

External

Partner

Collaborate

Weekly

Digital Media Distributor

External

Partner

Collaborate

Weekly

Students + Parents

Internal / External

Partner

Consult

Bi-Weekly

Technical Staff / Volunteers

External

Participant

Collaborate

Monthly

Program Volunteers

External

Partner

Empower

Monthly

Budget (WORKING)
ACCOUNT

CATEGORY

TOTAL

01
02
03

PRODUCER
RIGHTS ACQUISITION
PROJECT PROPOSAL PREPARATION
TOTAL "A" - ABOVE THE LINE COSTS

$3,800
0
$2,450
$6,250

04
05
06
07
08
09
10

SENIOR PRODUCTION PERSONNEL

DESIGN LABOUR
PROGRAMMING LABOUR
AUDIO/VIDEO LABOUR
TALENT
PRODUCTION ADMINISTRATION LABOUR
OTHER PRODUCTION LABOUR
TOTAL "B" - PRODUCTION TEAM LABOUR EXPENSES

$4,945
$6,090
$9,450
$6,250
0
0
0
$26,735

11
12

NEW MEDIA EQUIPMENT/MATERIALS

AUDIO/VIDEO EQUIPMENT/MATERIALS
TOTAL "C" - EQUIPMENT AND MATERIALS

$3,300
$2,250
$5,550

SUB-TOTAL "B" + "C"

$32,285

13
14

PREPARATION FOR DISTRIBUTION AND MARKETING

PRE-LAUNCH PROMOTION, PUBLICITY
TOTAL "D" - PRE-DISTRIBUTION: MARKETING, PROMOTION, PUBLICITY

0
0
$0

15

PRODUCTION ADMINISTRATION
TOTAL "E" - PRODUCTION ADMINISTRATION

0
$1,900

ADDITIONAL BUDGET SECTIONS

CORPORATE OVERHEAD
CONTINGENCY

0
$3,855

TOTAL PRODUCTION COSTS

$44,290

16
17

Project Manager Authority

Project Manager Skills Matrix
SKILL
Technical

Financial

Problem solving

Interpersonal

Organizational

DESCRIPTION
Experience in market research
Experience with community partners
Experience in creative development
Demonstrates frugality
Effective budgeting
Appropriate use of project funds
Ability to make quick decisions,
Ability to work within a strict
timeframe
Ability to adjust project priorities in
the event of delay or disruption to
timeline
Works well with staff and volunteers
Effective stakeholder consultation
Professional
Highly organized
Systematic
Positively represents the organization

Task / Responsibility

Project Manager Authority

(Yes / No)

Determine project vision

Yes

Determine project budget

Yes

Determine project timeline

Yes

Consult with stakeholders**

Yes

Spend funds
(within determined budget restrictions)

Yes*

Approve content**

Yes

Approve deployment**

Yes

Approve final product**

Yes

*subject to Sponsor approval

** with Project Team

Sign Off

________________________________________
Molly Staley, Project Manager

________________________________________
Michael Schurek, Project Sponsor