MGT3203 Project Management | Launching a Funding Event

1.Select a project: Select a small project that you have been involved with or you are familiar with. For example: building a house, organizing an event etc.

 

2.Describe the project background: Discuss what your project is, the context of the project, key information summary of the project including major outcomes, cost, stakeholders

 

3.Develop projectcharter:

 

a.Review the literature and discuss key components of a project charter. You need to discuss generic components and also discuss domain (such as construction, event management etc.) specific charter components relevant to your

 

b.For your selected project develop a

 

4.Develop projectscope:

 

a.Review the literature and discuss how project scope should be defined and managed as per the theory. Use both generic theory and domain specific theory related to your

 

b.Define your project scope by developing a Work Breakdown Structure (WBS).

Introduction

The paper mainly reflects on the organization named “AIBI international” that undertakes a fundraising event for one of the charity organization named “Singapore Women’s Association. It is found that the organization “AIBI international” is an international company which generally helps in operating in the health industry (AIBI 2018). The organization assists in distributing as well as producing number of beauty, health as well as fitness related products. It is identified that the company generally wants to undertake a fundraising event for the Women’s Association of Singapore for providing proper as well as better quality of life to the people who are underprivileged.

The assignment mainly focuses on the project background as well as on the project charter in order to review various papers for determining the component that are needed for the charter. The paper elaborates the charter of the project by focussing on the involvement of the project stakeholders as well as on the needed costs and project resources. Additionally, it is found that the scope of the project is elaborated. Moreover, the paper also presents work breakdown structure for assessing as well as evaluating the tasks that are associated with the project.

Project background

Singapore Women’s association is one of the non-profit welfare organization whose aim is to increase the quality of people who are needy (Singapore Women Association 2018) The organization welcomes support as well as donations from various operations and individuals.  As per the organization, kind gesture will be helpful in improving the lives of the beneficiaries and in addition to this, it will further help in enhancing the lives of the people who are underprivileged. The organization “AIBI international” is one of the global brand that mainly engages in offering top quality fitness as well as gym equipment’s. AIBI international wants to arrange one of the fundraising event for Singapore Women association in order to help the people who are underprivileged. The fundraising event will help the charity organization with money so that the charity can provide opportunities to more number of women for helping one another socially, culturally, educationally for serving the community.

Project charter

Literature Review

According to Brioso (2015), project is defined as one of the prearranged set of various interconnected tasks that needs to be properly accomplished over an estimated time and as per the cost that is approved by the sponsor of the project. The projects are generally undertaken for accomplishing the objectives as well as goals of the project in context to the triple constraint concept of the project.

 It is stated by Hornstein (2015) that for commencing a project, a project manager needs to move from the initiation phase of the project to the closure phase as per the project charter. A project charter generally plays an important role in documenting all the details that are related with the project for both the sponsor as well as for the project manager.

 It is opined by Heldman (2018) that a project charter is generally defined as one of the written agreement that helps in elaborating the consent of the management about the project that is undertaken. It is found that for undertaking internal projects, the project charter is created by the organization so that it can be able to declare as well as authorize the project commencement.  It is found that the project charter generally helps in elevating the significance of project by granting its status (Stinnett-Donnelly et al. 2015). Additionally, it also helps in developing the basic understanding that is related with the project by developing trust, incorporating team as well as by developing proper communication flow.

A project charter is quite similar to the project plan of the project. However, it is found that the charter of the project helps in elaborating a comprehensive overview about the entire execution plan of the project. In small projects, the project charter can be depicted with the help of brief document that helps in mentioning the approval of the project (Badewi 2016).  On the contrary, it is found that large projects generally need proper feasibility study that is quite prior to the formation of proper project charter that can be mainly utilized for authorizing each of the phases of the project for enabling successful project execution.

 It is identified that the project charter mainly comprises of project title that is mainly followed by the scope of the project that helps in determining the size of the project. It is found that the project charter helps in focussing on the objectives of the project so that the goals and objectives can be achieved successfully. It is opined by Kerzner (2017) the second important step of the project charter is the project scope. It is found that a project must needs to be scoped properly for avoiding scope creep. The project charter also reflects on timeline of the project by reflecting on the tasks that are required to be executed for finishing the project. A timeline is quite important as it helps in guiding all the activities of the project so that the project manager can have proper information about the project progress as well as delays (Joslin & Muller 2015).  It is the duty of a project manager to print the timeline and then tracks the entire project for making sure that the project is entirely on track and it will be executed within the time that is estimated.

It is stated by Conforto et al. (2014) that the project charter helps in clarifying the roles as well as responsibilities of the stakeholders of the project. The project charter helps in spelling out the various stakeholders of the project including the suppliers as well as project team members for executing the project. Project charter is also spelled by the project charter that mainly comprises of both functional as well as technical approach of the project. It is quite important to gather requirements of the project that mainly constitute the functional approach. Setting up of environment as well as utilization of different software and hardware are generally categorized under the technical approach.

According to Marcelino-Sadaba et al. (2014), project charter plays a significant role  in controlling the changes within the project. In the project, proper flowchart is generally drawn for reflecting on the changes that is needed for routing between approval of various project stakeholders. Beside the change request, it is identified that there are number of issues that a project manager needs to manage or mitigate and for this the project charter documents the issue management procedure quire effectively.

Project charter for the project

Title of the project

The title of the project is “Development of Fundraising event by AIBI international for Singapore Women’s Association”.

Project scope

 The scope of the project includes:

• Identifying the audience for the development of fundraising event
• Making set up for the entire project
• Providing the facility of lightening as well as audio facility
• Proper facility of parking

Business case

It is found that the organization “AIBI international” wants to arrange a fundraising event for Singapore Women’s association in order to help the beneficiaries and for upgrading the lifestyle of the people who are underprivileged. It is identified that the entire project can be completed within 90 days by utilizing budget of around $14,560.

Project deliverables

The deliverables of the project are as follows:

• Making proper set up for the project
• Providing lightning as well as audio visual facility
• Rental project equipment
• Parking facility

Milestones

The milestones of the project are listed below:

Milestone	Completion date
Milestone 1: Completion of project planning phase	Fri 21-09-18
Milestone 2: Completion of execution phase	Fri 02-11-18
Milestone 3: Completion of final phase	Fri 14-12-18

Project duration

The total duration of the project is reflected with the table that is provided below:

Task Name	Duration	Start	Finish
A fundraising event by AIBI International for a charity organization named Singapore women’s Association	90 days	Mon 13-08-18	Fri 14-12-18
Project planning phase	30 days	Mon 13-08-18	Fri 21-09-18
Venue selection	3 days	Mon 13-08-18	Wed 15-08-18
Getting approval from the government	2 days	Thu 16-08-18	Fri 17-08-18
Audience identification	5 days	Mon 20-08-18	Fri 24-08-18
Ticket selling	10 days	Mon 27-08-18	Fri 07-09-18
Decorations for the event	5 days	Mon 10-09-18	Fri 14-09-18
Project sponsorship	5 days	Mon 17-09-18	Fri 21-09-18
Milestone 1: Completion of project planning phase	0 days	Fri 21-09-18	Fri 21-09-18
Execution phase	30 days	Mon 24-09-18	Fri 02-11-18
Making proper set up for the project	10 days	Mon 24-09-18	Fri 05-10-18
Providing lightning as well as audio visual facility	5 days	Mon 08-10-18	Fri 12-10-18
Rental project equipment	10 days	Mon 15-10-18	Fri 26-10-18
Parking facility	5 days	Mon 29-10-18	Fri 02-11-18
Milestone 2: Completion of execution phase	0 days	Fri 02-11-18	Fri 02-11-18
Promotion phase	30 days	Mon 05-11-18	Fri 14-12-18
Event promotions	15 days	Mon 05-11-18	Fri 23-11-18
Food and beverage	15 days	Mon 26-11-18	Fri 14-12-18
Selection of menu	5 days	Mon 26-11-18	Fri 30-11-18
Preparation of food	5 days	Mon 03-12-18	Fri 07-12-18
Project sign off	5 days	Mon 10-12-18	Fri 14-12-18
Milestone 3: Completion of final phase	0 days	Fri 14-12-18	Fri 14-12-18

Project cost

The total cost that is needed for the fundraising event is reflected in the table below:

Task Name	Duration	Resource Names	Cost
A fundraising event by AIBI International for a charity organization named Singapore women’s Association	90 days		$14,560.00
Project planning phase	30 days		$2,960.00
Venue selection	3 days	Event Manager	$312.00
Getting approval from the government	2 days	Project Manager	$224.00
Audience identification	5 days	Project Manager	$664.00
Ticket selling	10 days	Event Manager	$1,040.00
Decorations for the event	5 days	Decorator	$360.00
Project sponsorship	5 days	Project Sponsor	$360.00
Milestone 1: Completion of project planning phase	0 days		$0.00
Execution phase	30 days		$4,600.00
Making proper set up for the project	10 days	Business Consultant	$1,040.00
Providing lightning as well as audio visual facility	5 days	Decorator	$360.00
Rental project equipment	10 days	Event Manager, Project Manager	$2,160.00
Parking facility	5 days	Business Consultant, Event Manager	$1,040.00
Milestone 2: Completion of execution phase	0 days		$0.00
Promotion phase	30 days		$7,000.00
Event promotions	15 days	Event Manager, Business Consultant, Project Manager	$4,800.00
Food and beverage	15 days		$2,200.00
Selection of menu	5 days	Food Manager, Project Sponsor	$720.00
Preparation of food	5 days	Project Manager, Food6 Manager	$920.00
Project sign off	5 days	Project Manager	$560.00
Milestone 3: Completion of final phase	0 days		$0.00

Resources

The resources of the project are as follows:

Financial resources: It is found that budget of around $15,000 is needed for arranging the event of fundraising

Material resources: The material resource that is needed for the project are elaborated below:

• Lights and others technical requirements
• Decoration materials and more

Human resources: The  project stakeholders are as follows:

• Project manager
• Business Consultant
• Food manager
• Event manager
• Decorator
• Project sponsor

Potential project issues and their mitigation

 The risks which are related with the project are elaborated below in the table:

Risk	Description	Impact	Probability	Mitigation
Schedule slippage	If the project manager are unable to manage the schedule then it will be quite difficult to finish the project.	High	High	It is necessary to follow the schedule for finishing the event on time.
Improper management	Due to improper management it is quite necessary to finish the project on time.	High	Medium	It is quite necessary to manage the event properly.
Inexperienced event manager	As the event managers are not experienced, they face lot of difficulty in manging the project.	Medium	High	It is quite responsible to hire experienced event managers.
Lack of resources	As the event manager is not experienced, the resources that will be required is not properly identified and as a result the completion of the project get obstructed.	Medium	Medium	It is quite necessary to determine the resources for the project.

Assumptions made

  The assumptions that are made in the project are elaborated below:

• It is assumed that the project will be completed with the estimated time of 90 days.
• It is expected that the budget that is needed for completing the project will be around $14,560
• The project will follow the scope and it will generally helpful in accomplishing the objectives and goals of the project.

Approval and decision making

 The AIBI international provides approval for the initiation of the fundraising event and decide on the activities that are generally undertaken for finishing the event within the expected budget and time.

Project scope

Literature review on project scope

Project scope management mainly comprises of proper planning of project scope which can further be illustrated as accumulation of project scope as well as product scope that mainly engages in carrying out the work of the project for delivering the final product, service as well as outcome (Spundak 2014).  Furthermore, it generally includes the needs as well as requirements of the stakeholders by making proper investigation, documentation as well as by managing the needs of the stakeholders for accomplishing the objectives of the project.

The input of the project stakeholders can be easily be determined with the help of the technique that generally helps in allowing the team of project management to place themselves within the place of stakeholder and then translating the desires and needs of the customers in context to operation and functions (Nanney et al. 2016). Additionally, it helps in encouraging the team of project management to attain proper benefits for getting detailed insights by looking for the high-level description so that one can be able to understand the impact of not delivering the facility of a particular product or feature. Also, the traceability matrix can generally be utilized for measuring as well as sorting out as well as prioritizing various business-related requirements.

It is found that in the process of project management, it is very much necessary to elaborate the scope of the project due to the two main reasons. It is found that instead of planning the various areas related with the project properly which is generally dependent on the scope. Secondly, it helps in allowing the project team to remain focussed for staying on scope rather than involving within the scope creep (Shirazi et al. 2017).

Work breakdown Structure

The work breakdown structure is generally referred as one of the beneficial tool or framework that supports in dividing the deliverables of the project into very much smaller parts as well as sections thus allowing proper as well as easy identification ads well as completion of each of the project deliverable (Siami-Irdemoosa, Dindarloo & Sharifzadeh 2015).  It generally helps in allowing as proper planning, managing as well as controlling the project so that the project can be capable of achieving the goals and objectives of the project by finishing the project within the expected time and budget (Akrami, 2015).  It is identified that utilization of WBS generally assists in giving better visibility for proper planning of the project that generally helps in proper management of work schedule, quality, cost as well as resources of the project. In addition to this, it is found that with the help of WBS, the risks that are involved with the activities of the project can be easily mitigated or managed.

It is found that the WBS that is provided below is for the fundraising event that is undertaken by the organization AIBI international.

Figure 1: WBS

(Source: Created by Author)

Conclusion

 It can be concluded that development of fundraising event for the organization “Singapore Women’s Association” will be helpful for improve the lifestyle of the people who are underprivileged. It is found that the entire project can be completed within 90 days by utilizing budget of around $14,560. It is found that the entire project reviews on the significance as well as importance of project charter, scope as well as WBS of the project. The paper also highlights the risks and challenges that are mainly associated with the project.

References

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