Metro Business College
200 Arnaiz Avenue
Pasay City
PROJECT PLAN
Fitness Studios Website Redesign
With AI Integration
In Partial
Fulfillment of the Requirement for the degree of
Bachelor of Science in Office Administration
Of the Subject
INTRODUCTION OF PROJECT MANAGEMENT
Presented to
Professor: Rebecca T Sambu
By:
Erika Mae Mendoza
2025
I. Executive Summary / Project Overview
Fitness Studios is embarking on a website redesign project focused on integrating AI tools to
enhance the user experience and improve operational efficiency. The primary goal is to
incorporate AI-driven functionalities to create a more personalized experience by pairing
members with trainers and fitness classes based on their preferences and fitness goals.
Additionally, the AI integration will simplify class scheduling and cancellations, making the
process easier and more flexible for users. The project will focus solely on seamlessly
implementing these AI solutions into the existing website infrastructure, ensuring that
members can enjoy these new features without disruption. By leveraging AI, we aim to
streamline operations and provide an upgraded, user-friendly digital platform for our members.
Description
The project will focus on enhancing the existing website infrastructure without any
major redesigns of the site’s layout or content. Testing will be conducted to ensure that the AI
tools function properly across all devices and that any issues affecting user experience are
resolved.
Exclusions from the project include changes to the visual design of the website, third-
party systems, or internal business processes unrelated to the AI integration. The project will
conclude with a soft launch of the AI tools, followed by training for staff to manage and support
the new functionalities.
Scope
The scope of this project is limited to the integration of AI tools into Fitness Studios’
existing website. This includes the development and implementation of AI functionalities to
improve member-trainer and class matching based on individual fitness goals and preferences.
Additionally, the scope covers the integration of AI-driven features to simplify the process of
scheduling and canceling classes to provide a smoother user experience.
Cost time
Monitoring: The project manager will track all actual costs against the cost baseline throughout
the project’s phases. Costs will be reviewed monthly to identify any deviations or risks of
exceeding the budget.
Variance Management: A variance threshold of 10 percent will be established. If actual costs
exceed the baseline by more than 10 percent, corrective actions (such as adjusting scope,
resources, or timeline) will be evaluated and implemented.
Updates and Adjustments: If necessary, adjustments to the cost baseline will be made through
formal change control processes, ensuring that any changes to the budget are documented and
approved by the project sponsor.
Milestone Cost Reviews: At key project milestones (such as the completion of AI development
and testing phases), a cost review will be conducted to ensure the project remains on track
financially.
Roles and Responsibilities
Role Responsibilities Team Leader(s)
Oversee project timeline, resources, and deliverables; Krista Ahmed,
Project Manager
coordinate among teams. Project Manager
Web Development Implement and integrate AI tools into the existing website Leigh Gibbs,
Team infrastructure. Lead Developer
Develop and customize AI functionalities for trainer and Fiorella Fitzgerald,
AI Specialists
class matching and scheduling. Lead AI Engineer
Henry McNeal, Lead
Ensure the user interface is intuitive and aligns with AI Designer
Designers
features; focus on mobile responsiveness.
Mateus Tobin, Designer
Quality Assurance Conduct functionality, performance, and security testing Jamal King,
(QA) Team across devices and browsers. QA Team Leader
Provide input on how the AI tools should match members
Petrus Nishimura,
Fitness Trainers with trainers and classes based on their personal fitness
Trainer Lead
goals.
Sarah Goodwin,
Customer Support Assist members with navigating the new AI tools, and
Customer Support
Team manage user feedback post-launch.
Manager
Handle post-launch technical issues, and ensure that Tamika Marshall,
IT Support Team
server/hosting infrastructure supports the new AI tools. IT Lead
Approve major decisions; oversee project alignment with Jonathon Wong,
Executive Sponsor
overall business goals. CTO
Train internal staff on how to use and manage the new AI Kiran Gupta,
Training Team
features. Training Manager
Cost Baseline
Expense Category Allocated
AI Software/Tools $40,00
AI Specialist Costs $60,00
Hosting and Infrastructure Upgrades $10,000
Testing and Quality Assurance $15,000
Training and Support Costs $5,000
Design Costs $20,000
Web Development Costs $50,000
Total Estimated Cost Baseline $200,000
II. Tools and Techniques
F
D
Project Timeline
Estimated
Project Phase
Completion
Finalize AI functionality requirements. Week 2
Phase 1: Requirements Assess website infrastructure compatibility with
Week 3
Gathering and Planning AI tools.
Complete the project plan, timeline, and
Week 4
resource allocation section.
Select appropriate AI tools for class and trainer
Week 6
matching.
Phase 2: AI Tool Selection Finalize the system architecture and the design
Week 8
and Design integration plan.
Complete back-end infrastructure setup for AI
Week 12
integration.
Implement AI-driven class and trainer
Week 16
matching.
Phase 3: AI Integration Develop AI-powered scheduling and
Week 20
Development cancellation features.
Ensure full functionality of AI with existing
Week 22
website infrastructure.
Conduct cross-device functionality and usability
Week 24
testing.
Phase 4: Testing and Quality
Assurance Test AI accuracy and user interaction. Week 26
Complete security and performance tests. Week 28
Train staff on AI tools and website
Week 32
management.
Phase 5: Training and Soft Launch soft rollout to a small user group for
Launch Week 33
feedback.
Refine based on beta testing feedback. Week 34
Launch the full AI-powered website to all
Phase 6: Full Rollout Week 37
members.
III. Risk Management
Risk Impact Likelihood Mitigation Plan
Allocate additional development resources and
Project timeline could extend,
High Medium conduct regular progress check-ins to ensure
leading to increased costs.
timely completion.
Project may exceed budget, Establish a strict budget control process, review
affecting overall financial Medium Medium expenses regularly, and adjust the scope or
performance. resources if necessary.
AI tools may not function as Conduct thorough testing throughout the
expected, reducing user High Low development phase, and allocate time for
satisfaction. troubleshooting and bug fixes.
Members may struggle to use the Provide clear user guides, offer training sessions,
new AI features, which may impact Medium High and implement a soft launch to gather feedback
engagement. and make improvements.
Breach of user data or system Implement advanced security measures,
security could harm the brand’s High Low perform rigorous security testing, and regularly
reputation. update the system.
IV. Deliverables
Integrate AI tools to provide personalized trainer and class recommendations based on
member preferences.
Implement an AI-driven scheduling system that reduces class booking time by 30
percent.
Ensure the website is fully optimized for mobile, providing a seamless experience on all
devices.
Develop AI-generated training plans that adapt to each member’s fitness level,
preferences, and goals, providing personalized workout routines that evolve with their
progress.
Reduce post-launch technical issues to less than 5 percent through extensive testing and
a phased rollout.
Provide staff training to ensure internal teams can effectively support and guide
members through the new AI features.
Enhance the overall user experience. Aim for a 90 percent user satisfaction rating within
three months of launch.
V. Communication / Conclusion
The overall project team will hold twice-weekly status meetings to discuss progress, address
roadblocks, and review upcoming tasks. The development team will hold daily standups during
the AI integration development and testing and quality assurance phases. Key stakeholders,
including the project sponsor and executive team, will receive monthly progress reports that
highlight achievements, upcoming milestones, budget updates, and potential risks. For any
critical issues or decisions that require immediate attention, the team will schedule ad-hoc
meetings. The project management platform will centralize all project documents, timelines,
and communication to ensure that all team members can access the latest information. At key
milestones, such as after AI integration and testing, the team will conduct post-phase reviews
to gather feedback and make necessary adjustments. Clear communication guidelines will
designate specific team leads to disseminate information to their respective teams.