Project management help

So I ended up as team lead of a Formula SAE team and well I am stuck. I have two big problems.

1) I can't find money. My school has only been willing to give the team money to buy tubing for the car and that is it. I have been trying to get sponsorship which you think wouldn't be that hard in a town like Huntsville but our school has an office of advancement which is supposed to go to all the big aerospace companies and ask for money for the projects but all they have done is waste our time for the past two years and given us zero dollars or supplies. The school has told us we can not go directly to the places As a result we have been contacting various places like auto parts stores and other local businesses but the economy being what it is that has gone no where. What can I do to get sponsorship? I have a nice sponsorship presentation and all.

2) I can't get most of my team members to show up to work days or design sessions. What is the best way to motivate other people? I have tryed the whole "come to Jesus" approach as we like to call basically a serious meeting saying I need you to help me I can't build this on my own.

1. What does your faculty advisor say? I'd be setting up a meeting with the president of the university.

2. You can't make people want something. You're working with a volunteer workforce. They have to want it.

DILYSI Dave wrote: 1. What does your faculty advisor say? I'd be setting up a meeting with the president of the university.

I have had meetings with the chair of the mechanical and aerospace engineering department and the dean of engineering.

my guess is the lack of progress on item #1 is showing and making problem #2 greater. there will always be people who are doing something just to say they did it (resume, lemming-ness, or whatever) and they will only be motivated if others around them are motivated. and my guess is the ones who really want to do this are too discouraged to spend the effort designing when there is nothing to build the design with.

i wish i could tell you where to find the cash and resources. maybe you should go ahead and contact the people the procurement folks are supposed to be talking to. whats the wort thy can do? take you off a project that isnt going to happen anyway with them in the lead?

itsarebuild wrote: maybe you should go ahead and contact the people the procurement folks are supposed to be talking to. whats the wort thy can do? take you off a project that isnt going to happen anyway with them in the lead?

This^^

its easier to ask forgiveness than it is to ask permission.

My worry with going around people is that the whole team will get shut down which would be shame since we have the chassis 90% completed and the design getting very close to completion.

Im sure theres a rule book somewhere. Get real cozy with the rules, and find your loophole. Im sure that at the heart of your program, the univ. is trying to turn you into a competent leader who can excel despite roadblocks. They would probably be happier you found a way around than they would be if you took the easy road. Wish I had more actual advice...maybe start a facebook page with some pretty pictures of your designs?

4cylndrfury wrote: Im sure theres a rule book somewhere. Get real cozy with the rules, and find your loophole. Im sure that at the heart of your program, the univ. is trying to turn you into a competent leader who can excel despite roadblocks. They would probably be happier you found a way around than they would be if you took the easy road. Wish I had more actual advice...maybe start a facebook page with some pretty pictures of your designs?

Since they have given $25k to the Student Launch Initiative team and a lot to the Space Hardware Club, I have a hard time believing that.

I am going to set up a Facebook page now.

I also think you should go directly to the potential sources. as was pointed out, at this point you have very little to lose. If the University gives you any grief, make a big public stink. Go to the newspapers, the local radio and TV station. You might also talk to your alumni association and see if they will help. It seems obvious you aren't any further ahead going through the office of advancement.

lol, fair enough! Perhaps talk to the A&M guys, I know they have had a pretty successful team project going on for a few years now. THe only other team I know of is University of Cincinnatis Bearcats Motorsports Formula SAE program.

http://www.facebook.com/pages/Bearcat-Motorsports/142023435848472

They also have built from scratch tube frames. They may have some hints.

I still say theres got to be a loophole somewhere. Can sponsors give YOU cash and you donate it to the fund? Maybe talk with someone in the Student Launch Initiative or the Space Hardware Club - maybe they can shed light on your issue. Dont give up hope - the answer is out there!

Don49 wrote: I also think you should go directly to the potential sources. as was pointed out, at this point you have very little to lose. If the University gives you any grief, make a big public stink. Go to the newspapers, the local radio and TV station. You might also talk to your alumni association and see if they will help. It seems obvious you aren't any further ahead going through the office of advancement.

I would be damn careful if you do this ^^^

To the OP, what did your deans do? Nothing?

If you do what is suggested above make sure you know and understand your Student Code of Conduct. (I am assuming that you are a student.) This can be a sticky situation as the relationship between Institutions and their donors is a sensitive one.

NGTD wrote:

Don49 wrote: I also think you should go directly to the potential sources. as was pointed out, at this point you have very little to lose. If the University gives you any grief, make a big public stink. Go to the newspapers, the local radio and TV station. You might also talk to your alumni association and see if they will help. It seems obvious you aren't any further ahead going through the office of advancement.

I would be damn careful if you do this ^^^ To the OP, what did your deans do? Nothing?

The dean gave us money for tubing once and the other time they said we have no money.

Reassure them that getting money from them is less important than getting money, period. Maybe the Alumni Office could find you some alumni who ended up in the auto industry? Meanwhile, go arm yourself with a bunch of factoids from the SEMA site or somewhere about how big the car business really is in the US or your particular region or state. These should come in handy if you sit down with the university president.

In terms of #1, can you talk to any faculty in the business department (if your school has one)? The faculty will often have some local business contacts who could get things moving for you. We had our Marketing teacher as a faculty adviser, and he did a phenomenal job of fund-raising.

My school is totally fine with us (our Formula team) handling sponsorship unless some big dollars are being dealt with (unfortunately this has not been an issue we have had to face). Personally I think this is one of the great benefits of Formula. We get to meet and discuss our project and involvement with our future employers on a business and technical level. Most of our sponsors have hired our team members as interns and many of our members employers are now sponsors. I would suggest you start seeking as many in-kind donations as possible with out advertising it to the school administration, money can get you in more heat than accepting a freebie. If all else fails craigslist anything not necessary to build the car and that is not school property.

I'll second the Facebook page, also use google docs and calendar so everyone can see who is doing what and when. There may be better options out there but google stuff is so easy and free.

A phrase stuck with my from my high school robotics team "attitudes are infectious". I can relate all too well with being overloaded with responsibility and projects on a formula team. Sometimes it can be extremely hard to be cheerful when you feel like you are getting the rug yanked out from under you. Learning to suck it up and piss excellence gets you working more effectively and will draw others to join.

Giant white board, $20 for a 4x8 sheet at home depot. Make lists calendars, count down till deadlines etc.

Now slam a redbull and get back to building a car!

93EXCivic wrote:

DILYSI Dave wrote: 1. What does your faculty advisor say? I'd be setting up a meeting with the president of the university.

I have had meetings with the chair of the mechanical and aerospace engineering department and the dean of engineering.

But none of them can fix the "You can't solicit sponsorship" problem. The president can.

Try to set up an interview with somebody at the school newspaper. Make a point of mentioning "We're about 90% complete, but lack the funding to finish."

That would be my best guess.

I managed a well established team (19 years now) so I am looking back at history of when our team was started. In the beginning it was only 4 or 5 real contributing members. You need to find a few people as dedicated as you are. At any engineering school these people are there, it is just finding them. We were always surprised by how many people on campus had no idea what we did in the machine shop. Since we were there all the time, it seemed common to us, but we need to work to get the word out. The school paper mentioned before is a great resource to show off the project. We would also take the cars out to the quad (chassis in your case) and answer questions about it and show people what we do. Once you have a real product, it becomes easier.

I would suggest keep going up the administration chain until you get to the president. Each year we have the school president and some admins into our shop to show what we do, and this usually results in some donations. Finally, the more you seem like a viable race team, the more people are willing to donate money. If you can show sponsors (or school departments) that you have a real plan, goals, and strategy the better. Let us take a look at your sponsorship package if you are comfortable with that, for some suggestions. Many people on here have done the sponsor dance before.

Finally, again, dealing with volunteers is likened to herding drunken cats. You can not lead the team with power, you need to make it rewarding for people to work on the car. How can staying up all night sanding be fun? Well that is in the end product and engineering knowledge gained.

mtn wrote: Try to set up an interview with somebody at the school newspaper. Make a point of mentioning "We're about 90% complete, but lack the funding to finish." That would be my best guess.

+thirteenty bazillion, cuz elevnty bazillion just doesnt cut it when an idea is that great...thats a REALLY excellent idea. Truly.

I also managed a team, a very sucessful big one.

Here are my thoughts on a bunch of things, in no particular order.

1. Cash comes from two sources to an SAE team Parents/parents companies or the school. No other place is interested in cash donations. Product donations are easier to get. Try to get as much product as you can, then find out what you have vs what you need and use the cash sparingly.

2. Be professional as all hell in every dealing you have with school administration and sponsors.

3. Set up events to allow prospective student help and faculty to tour your shop and see the car. Park it on the quad and answer questions. Have information sessions etc..

4. Be a club, get involved with your student government organization and petition for cash through there.

5. develop a presentation that includes facts based upon the retention rate of students in your major/university. We found that our school had a 50% drop out rate per year in MEch Eng. We found that students invovled in SAE had a 75% retention rate... Bonus for the school, so they tossed us money. Also develop a survey around, would you go to a school that had such a particular club... You'll find that the hardcore members used SAE clubs as a criteria when picking universities.

6. Let your dean/president drive the car. A lot.

7. Work harder than your volunteers.. They'll see that and want to work with you. Trust me on this...

8. Offer seat time to those who work hard on the team.

9. DO not be an shiny happy person... Do not have come to jesus meetings... Do not "force" people to work.. You have to motivate through their own desires to be there.

10. It will take YEARS to build a solid club.