Project Plan for Charity Event at Bloomsbury Institute

This report includes a project plan for the one day charity event at Bloomsbury institute. The report includes description of the project scope management, project time management, project cots management and project communication management.

Project plan

Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Project scope management.....................................................................................................1
Project time management.......................................................................................................3
Project cost management........................................................................................................4
Project risk management........................................................................................................5
Project communication management.....................................................................................8
CONCLUSION..............................................................................................................................11
REFRENCES.................................................................................................................................12

INTRODUCTION
Project planning is an important part of project-life cycle which guides successfully
completion of the project (Aarseth and. et. al., 2017). Effective project planning supports timely
and successful completion of the project. This report includes a project plan for the one day
charity event at Bloomsbury institute. This report includes description of the project scope
management, project time management, project cots management and project communication
management. Appropriate tools such as Gantt chart, work breakdown structure and cost
breakdown are applied in the context of the project to create a detailed project plan.
MAIN BODY
Project scope management
Project Description
The project of conducting a one day charity event fundraising event a the end of
academic year will take place in April of 20222 and needs to be completed in maximum time
period of three months. The aim of the project is to fundraise 3 thousand great British pounds as
profit through the fundraising charity events. The charity event will include performances
showcasing talents of different students along with display of innovative business ideas of
students. The profit for the charity event will be collected from the donations of the invited
guests along with sale of tickets to the event. In addition to the performances and business idea
display invited guests will be given food and beverages to enjoy the event.
Project scope
A scope of the project scope outlines the main boundaries of the project along with the
primary objectives which need to be accomplished with the project (Alexander, Ackermann and
Love, 2019). The project scope statement is that the project will start once approval is gained
from higher authorities from the Bloomsbury institution along with allotted budget. First of all
the team will analyse tasks and produce project management documentation estimates, a list of
risks and milestone chart. The main obejctives of the project are:
 to attain 3 thousand GBP through fundraising
 to promote innovation and business ideas of talented students through the event to provide guest satisfaction and influence them to attend future events at the Bloomsbury
institute
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Assumptions and constraints
Project assumptions are defined as the project factors which are considered to be real
with high certainty without strong evidence backing up the assumption (Guo, Wang and Liang,
2018). Project assumptions for the charity event project at Bloomsbury institute are provided
below:
 Promotional camping for the charity event using social media will increase profit of the
event
 Setting performances for the guests as per schedule will be time consuming
Project constraints are defined as limiting factors which have negative impact on quality and
timely completion of the project. Some of the project constraint which will affect completion of
this project are provided below:
 Budget of 5 thousand pounds is a limiting factor as it will affect the quality of resources
purchased for the project Issues related to managing students who will be performing will affect timely completion
of the project as it can lead to conflict.
Project roles and responsibilities
Dividing clear roles and responsibilities is essential for attaining successfully results from
a project. The main roles in completion of the project of completing a charity event at
Bloomsbury institution are project sponsor, project leader, project manager, team members and
steering committee.
The role project sponsor is significant as project sponsor is responsible for creation vision
of the project and offer approval related to budget and changes in the project (Havermans and. et.
al., 2019). The project in case of charity event is the Bloomsbury institution which has main
decision making responsibility and provides budget for completing the project.
The project leader is given the responsibility of creating project plan and leading the team
members through project life-cycle stages. The responsibilities of the project leader in case of
charity event at the Bloomsbury institution are crucial because conflict resolution and problem
solving is completed by the leader.
Project manager is an important member of completing the charity event at Bloomsbury
institute given the responsibility of managing budget and resources of the company, ensuring
high stakeholder satisfaction are completed and evaluating project performance. In addition to
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this the important responsibility of deploying deliverables is also given to the project manager at
the charity event which will be conducted at the Bloomsbury institute.
The role of team members in case of the charity event which will be held at the
Bloomsbury institute is to follow the tasks given by the project leader and project manager in a
coordinated manner so that project milestones such as gaining RSVP from the guests and
confirming the catering agency for the charity event.
The steering committee refers to the group of senior management employees which
overseas and supports project management (Kock and. et. al. 2019). The main responsibilities of
the steering committee in case of the charity event at Bloomsbury institute is to ensure that
project activities are completed with high quality so that the guests and invitees attending the
charity event are influenced to make donations and target profit of 300 great British pounds can
be attained.
Project time management
Activity base table
 Secure funding
 Create guest lists
 Mail invitations
 Post promotional ads
 Negotiate with external agencies
 Finalize menu
 Finalize key performers and host
 Select participants for displaying innovations
 Complete practice performances
 Organize event
Gantt Chart and work breakdown structure
Work breakdown Structure is defined as a visual, hierarchical and deliverable focused
deconstruction of a project (Nandjebo and. et. al., 2021). Gantt chart is used for graphically
depicting the schedule of a project. The work breakdown structure and Gantt chart for the project
of charity event held at the Bloomsbury Institute is provided below:
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4

Project cost management
Cost breakdown
Cost breakdown supports division of various costs included in a project in hierarchical
manner. Cost breakdown plays an important role in managing projects as it helps look after the
financial aspects of the project (Orgut and et. al., 2020). The visual data provided by cost
breakdown structure about the main costs of the project help supply measurable cost controls.
Cost breakdown is utilized in this project because it involves number of tasks and it is essential
to use cost breakdown to manage financial aspects of the project and improve project
governance. Cost breakdown will help define the precise detailed for this project which assists in
efficiently and effectively managing a given project or contract. The cost breakdown for the
project of charity event at Bloomsbury institute is provided below:
Cost element Particulars Cost
Human resources Project team members 800
External staff at the event 550
Facility dependent Venue rent 1,400
Catering agency 650
Decorations and furniture 200
Participant
dependent
Performance requirements (costume,
props, technological support)
454
Legal Legal fees 200
Information
technology
Internet connection 26
Computing framework 500
Audio visual system 200
Total £4,980
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Figure :Cost breakdown
Project risk management
Risk management is defined as the process of identification, analysis and controlling
various threats which affect the success of a project (Rasch, 2019). Risk management in case of a
project is critical to timely providing deliverables to the client as it leads to elimination of any
external threat. Risk management is applied in the Bloomsbury institute project as it will increase
the possibility of successful completion of the project. In case of the project of conducting
charity event by the Bloomsbury institute the main risk of the event are identified below with the
help of risk register:
Risk register
ID Category Description Root cause Severity Risk
Owner
1 Client Wrong target audience
invited for the event which
leads to low donations
received and inability to
gain targeted profit.
Inability to identify
suitable audience for
the charity.
High Project
sponsor
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2 Employee Lack of guest turnover and
loss because of low amount
of tickets sold.
Ineffective
marketing
Medium Project
manager
3 External
agency
Food quality and variety
provided by the catering
agency negatively affecting
guest experience and
donations received.
Ineffective
evaluation of
catering agencies for
the event
Low Steering
committee
4 Employee Failing to comply with
charitable registration laws
which lead to legal trouble
for the Bloomsbury
institutions
Inability to identify,
understand and
follow regulations
and legislations.
Low Project
leader
Risk action plan
ID Potential
risk
Severity Action Resources
required
Risk
Owner
Duration Risk
treated
Review
date
1 Inaccurate
target
audience
selection
High To identify
profitable
target
segments for
the event and
adopt suitable
market
strategies for
each segment
Research on
fundraising
events,
social
media
network
along with
strong
digital and
communicat
ion
channels.
Project
sponsor
2 weeks
(due for
completion
on 25
February)
No 25
Februar
y
2 Low guest
turnover
Medium To construct
strong digital
Social
media
Project
manager
1 month
(due for
No 14
march
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marketing
camping
including
gamification
marketing
tactics to
attract large
audiences
and maximise
ticket sale.
network,
game
developmen
t resources
completion
on 14
march)
3 Poor food
quality
Low To evaluate
different
options for
catering
agencies
through
extensive
research and
meetings and
purchase
service of
multiple
agencies
specializing
in different
cuisines
Financial
investment
and
employees
for
evaluating
food quality
of different
agencies.
Steering
committee
3 weeks
(due for
completion
on 26
February)
No 26
Februar
y
4 Non-
compliance
with
charitable
registration
Low To create a
legal team
focusing on
understandin
g applicable
Labour and
financial
resources to
complete
any legal
Project
leader
1 week (due
for
completion
on 26
February)
No 26
Februar
y
8

laws laws to
charitable
event and
ensuring
effective
compliance.
fees.
Project communication management
Communication management is defined as the process of creating and implementing
strategies, processes and designing directives for internal as well as external communication in
corporate environment (Shivakumar, Shivakumar and Ramachandran, 2018). The focus of
communication management is on maintaining the flow of information during project
management so that important internal and external stakeholders are informed and
communicated appropriately. In case of the project of conducting a fundraising event at the
Bloomsbury institute, a detailed communication plan is created to ensure that primary internal
and external stakeholders remain in an information loop and support successful completion off
the project. The main internal stakeholders in case of the project of holding a charity event for
the Bloomsbury institute are steering committee, project sponsor and project team members. In
addition to this the primary external stakeholders for the project are catering service providers
and venue providers.
Stakeholder communication plan
Stakeholder Power Main interest and
issues
Communication
channel
Frequency Comments
Steering
committee
High The main interest
is to achieve
project outcome
while the issue of
the steering
committee is any
disruption in
timely completion
The
communication
channel for steering
committee is
weekly meeting
through video
calling or in person
Once a
week
It is important to
ensure that
guidance is taken
from the
committee on
every meeting
regarding project
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of project
schedule.
meeting. challenges.
Project
sponsor
High The main interest
of the project
sponsor is to earn
a profit of 3000
GBP through
donations and the
event.
The
communication
channel used to
communicate with
project sponsors
are electronic
communication
channels such as
email and video
conferencing.
Once every
3 weeks
Written reports
about the progress
of the project and
attainment of
milestones need
to be provided to
project sponsors
upon
communication.
Project team
members
Mediu
m
The primary
interest of project
team members is
to gain timely
remuneration for
their labour while
the issue is team
conflict affecting
project progress.
Digital
communication
channels such as
social media, email
along with
intercom will be
used to reach
project team
members.
Everyday Communication
with project team
members need to
focus on feedback
so that any
barriers to project
management can
be resolved
quickly.
Catering
service
providers
Low The main interest
is to gain timely
payment of
service while the
issue is inability
to fulfil guest
requirement.
Communication
channel used will
be phone calling or
text messages.
After
appointment
and before
the event.
It is important to
communicate any
project changes
which might
affect the catering
order.
Venue
providers
Mediu
m
The primary
interest is to offer
effective venue
Communication
will be conducted
through in person
During
venue usage
and the
Venue providers
need to be
informed about
10

services while the
issue is any
damages to the
venue area.
meetings and
phone calling.
event. how the venue
will be used for
the charity event.
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CONCLUSION
From the above report it is determined that project planning involves various activities such as
project scope management and project management. Every area of project planning is important
for delivering exceptional results to the stakeholders. Project management tools such as work
breakdown structure and Gantt chart can be utilized for ensuring that the process of project
management is simplified through visual data usage. Cost breakdown is an important of cost
project management which helps administer finance aspects of the project. It is essential to create
plans for communication and risk management as it ensures that information flows effectively
and threats to the project are eliminated.
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REFRENCES
Books and Journals
Aarseth and. et. al., 2017. Project sustainability strategies: A systematic literature
review. International Journal of Project Management.35(6). pp.1071-1083.
Alexander, J., Ackermann, F. and Love, P. E., 2019. Taking a Holistic Exploration of the Project
Life Cycle in Public–Private Partnerships. Project management journal, 50(6). pp.673-
685.
Guo, Q., Wang, X. J. and Liang, X. D., 2018. Risk evaluation model of the whole life cycle of
wind power project in China: Based on fuzzy theory. Journal of Interdisciplinary
Mathematics, 21(5). pp.1061-1066.
Havermans and. et. al., 2019. Rolling into the profession: Exploring the motivation and
experience of becoming a project manager. Project management journal. 50(3). pp.346-
360.
Kock and. et. al. 2019. Project lineage management and project portfolio success. Project
Management Journal, 50(5), pp.587-601.
Nandjebo and. et. al., 2021. Modelling the effect of project cost management on project
management performance: an application of SEM to Namibian MRCs. International
Journal of Project Organisation and Management.13(2). pp.150-169.
Orgut and et. al., 2020. Critical factors for improving reliability of project control metrics
throughout project life cycle. Journal of Management in Engineering, 36(1).
p.04019033.
Rasch, F. A., 2019. Methodologies In Project Management. IJBMR.
Shivakumar, S.K., Shivakumar and Ramachandran, 2018. Complete Guide to Digital Project
Management. Apress.
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