TIA School Fundraiser: Developing a Business Project Management Plan

This report details a comprehensive business project plan for organizing a fund-raising event to develop lab facilities at TIA School. The project outlines the scope, including venue selection, sponsorship, and event promotion, with a work breakdown structure and Gantt chart for scheduling. Resource allocation and budgeting are covered, estimating a total cost of $16,680 and a 44-day timeframe. The plan identifies potential risks associated with each activity, performs a risk analysis, and proposes response strategies. Furthermore, it addresses human resource management, stakeholder collaboration, and conflict resolution techniques. Desklib provides this and other solved assignments for students.

2018
staff029
[Company name]
5/22/2018
Developing a plan for Business Project

Name ID Assignment Number
Contents
Executive Summary...............................................................................................................................1
Introduction...........................................................................................................................................1
Task-1 Plan a Business Project...............................................................................................................1
Task Indication and structure............................................................................................................1
Network diagram and scheduling......................................................................................................1
Resource identification and allocation and, budgeting......................................................................1
Risk Management..............................................................................................................................1
Human Resource management.........................................................................................................1
Task-2 Collaborate with key stakeholders.............................................................................................2
Conclusion.............................................................................................................................................2
References.............................................................................................................................................2
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Name ID Assignment Number
Executive Summary
The paper mainly reflects on organizing a fund-raising event for developing the facility of lab
within the school named “TIA”. It is identified that the school faces lot of difficulties and challenges
due to absence of proper lab facility and in order to resolve this issue, the project manager of the
organization wants to organize a fund-raising event so that some amount of money will be collected
for the development of the lab facility. It is found that the arrangement of the fund-raising event will
be completed within the timeframe that is around 44 days by utilizing budget of around $16,680. In
this paper, proper schedule as well as budget is created for the event. It is found that number of
risks as well as challenges are associated with the project which generally creates negative impact on
the project. The project also elaborates the significance of four key stakeholders of the project and
asses their expectations in delivering the project successfully. Additionally, the project manager
faces lot of challenges and issues in resolving conflict within the project and therefore the paper
reflects on the conflict management techniques.
Introduction
The paper mainly focusses on a fund raiser program for developing lab facilities in the school
named “TIA School” which is mainly situated in Harrison Ave, TIA USA. It is identified that the school
provides excellent infrastructure of modern school however the lab facilities that is provided by the
school is not proper. In order to build proper innovative lab for the school, the higher authorities of
the school want to arrange a fund-raising program. It is identified that the event of fund raising
event will be completed within the duration of 44 days if it is assumed that the project will be
commenced on 31st may 2016. The budget that is needed for the event will be around $16,648.
Task-1 Plan a Business Project
Task Indication and structure
a. The scope of project DTL (Detailed Task List)
The scope of the project DTL are listed below:
 Selection of venue
 Approval from higher authority of the university
 Targeting the market audience
 Giving invitation
 Inviting audience
 Sponsorship for the entire event
 Audio visual and lightening
 Volunteers selection
 Food and venue arrangement
 Event promotion
 Beverages
 Food preparation
b. A work breaks down structure
The work breakdown structure is provided below:
WBS Task Name
0 A fund raiser program for developing lab facilities in the school
1 Planning phase
1.1 Selection of venue
1.2 Approval from higher authority of the university
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Name ID Assignment Number
1.3 Targeting the market audience
1.4 Giving invitation
1.5 Inviting audience
1.6 Sponsorship for the entire event
2 Execution phase
2.1 Audio visual and lightening
2.2 Volunteers selection
2.3 Food and venue arrangement
3 Final phase
3.1 Event promotion
3.2 Food and beverage
3.2.1 Beverages
3.2.2 Food preparation
3.3 Digital communication
Network diagram and scheduling
a. Gantt Chart
Figure 1: Gantt chart
(Source: Created by Author)
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Name ID Assignment Number
b. Network diagram and critical path
Figure 2: Network diagram
(Source: Created by Author)
Figure 3: Critical path
4

Name ID Assignment Number
(Source: Created by Author)
Resource identification and allocation and, budgeting
a. Resource list
The resources that are mainly needed for organizing a fund-raising event for developing lab
facilities within the TIA School is provided in the table below:
Resource
Name Type Material
Label Initials Group Max.
Units Std. Rate Ovt.
Rate Cost/Use Accrue
At
Base
Calendar
Project
Manager Work P 100% $60.00/hr $0.00/hr $0.00 Prorated Standard
Event
Manager Work E 100% $55.00/hr $0.00/hr $0.00 Prorated Standard
Business
Consultant Work B 100% $45.00/hr $0.00/hr $0.00 Prorated Standard
Food
Manager Work F 100% $40.00/hr $0.00/hr $0.00 Prorated Standard
Decorator Work D 100% $40.00/hr $0.00/hr $0.00 Prorated Standard
Project
Sponsor Work P 100% $0.00/hr $0.00/hr $0.00 Prorated Standard
Additional
cost Material A $5,000.00 $0.00 Prorated
b. Resource assignment
The resources that are assigned to the activities of the project are provided in the table
below:
WBS Task Name Duration Start Finish Predecessors Resource Names
0
A fund raiser program
for developing lab
facilities in the school
44 days Fri 01-06-
18
Wed 01-
08-18
1 Planning phase 24 days Fri 01-06-
18
Wed 04-
07-18
1.1 Selection of venue 2 days Fri 01-06-
18
Mon 04-
06-18 Event Manager
1.2
Approval from
higher authority of the
university
6 days Tue 05-
06-18
Mon 18-
06-18 2
Project Manager, Event
Manager, Project
Sponsor
1.3 Targeting the
market audience 12 days Tue 19-
06-18
Wed 04-
07-18 3 Project Manager,
Business Consultant
1.4 Giving invitation 3 days Tue 05-
06-18
Thu 07-
06-18 2 Event Manager
1.5 Inviting audience 4 days Fri 08-06-
18
Wed 13-
06-18 5 Event Manager, Project
Manager
1.6 Sponsorship for
the entire event 6 days Thu 14-
06-18
Thu 21-
06-18 6 Project Sponsor, Project
Manager
2 Execution phase 11 days Fri 22-06- Fri 06-
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Name ID Assignment Number
18 07-18
2.1 Audio visual and
lightening 2 days Fri 22-06-
18
Mon 25-
06-18 7 Decorator, Additional
cost [1]
2.2 Volunteers
selection 7 days Tue 26-
06-18
Wed 04-
07-18 9 Event Manager
2.3 Food and venue
arrangement 2 days Thu 05-
07-18
Fri 06-
07-18 10 Business Consultant
3 Final phase 18 days Mon 09-
07-18
Wed 01-
08-18
3.1 Event promotion 7 days Mon 09-
07-18
Tue 17-
07-18 11 Event Manager
3.2 Food and
beverage 8 days Wed 18-
07-18
Fri 27-
07-18
3.2.1 Beverages 6 days Wed 18-
07-18
Wed 25-
07-18 13 Food Manager
3.2.2 Food preparation 2 days Thu 26-
07-18
Fri 27-
07-18 15 Project Manager, Event
Manager, Food Manager
3.3 Digital
communication 3 days Mon 30-
07-18
Wed 01-
08-18 16 Project Manager
c. Project budget and statement
The overall budget that is required for organizing the fund-raising event for developing lab
facilities within the TIA school is around $16,680. The entire budget that is needed for executing
each of the activities of the project are mainly listed in the table that is provided below:
WBS Task Name Duration Start Finish Predecessors Resource Names Cost
0
A fund raiser
program for
developing lab
facilities in the
school
44 days
Fri
01-
06-18
Wed
01-08-
18
$16,680.00
1 Planning phase 24 days
Fri
01-
06-18
Wed
04-07-
18
$5,360.00
1.1 Selection of
venue 2 days
Fri
01-
06-18
Mon
04-06-
18
Event Manager $480.00
1.2
Approval from
higher authority
of the university
6 days
Tue
05-
06-18
Mon
18-06-
18
2
Project Manager, Event
Manager, Project
Sponsor
$600.00
1.3 Targeting the
market audience 12 days
Tue
19-
06-18
Wed
04-07-
18
3 Project Manager,
Business Consultant $2,520.00
1.4 Giving
invitation 3 days
Tue
05-
06-18
Thu
07-06-
18
2 Event Manager $720.00
1.5 Inviting 4 days Fri Wed 5 Event Manager, Project $1,280.00
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Name ID Assignment Number
audience 08-
06-18
13-06-
18 Manager
1.6
Sponsorship
for the entire
event
6 days
Thu
14-
06-18
Thu
21-06-
18
6 Project Sponsor,
Project Manager -$240.00
2 Execution
phase 11 days
Fri
22-
06-18
Fri 06-
07-18 $7,480.00
2.1 Audio visual
and lightening 2 days
Fri
22-
06-18
Mon
25-06-
18
7 Decorator, Additional
cost [1] $5,400.00
2.2 Volunteers
selection 7 days
Tue
26-
06-18
Wed
04-07-
18
9 Event Manager $1,680.00
2.3
Food and
venue
arrangement
2 days
Thu
05-
07-18
Fri 06-
07-18 10 Business Consultant $400.00
3 Final phase 18 days
Mon
09-
07-18
Wed
01-08-
18
$3,840.00
3.1 Event
promotion 7 days
Mon
09-
07-18
Tue
17-07-
18
11 Event Manager $1,680.00
3.2 Food and
beverage 8 days
Wed
18-
07-18
Fri 27-
07-18 $1,920.00
3.2.1 Beverages 6 days
Wed
18-
07-18
Wed
25-07-
18
13 Food Manager $960.00
3.2.2 Food
preparation 2 days
Thu
26-
07-18
Fri 27-
07-18 15
Project Manager, Event
Manager, Food
Manager
$960.00
3.3 Digital
communication 3 days
Mon
30-
07-18
Wed
01-08-
18
16 Project Manager $240.00
Risk Management
a. Risk associated with each activity
Activities Risk associated the activity
Selection of venue
The venue that is selected does not have enough
space and thus it does not accommodate more
than 300 people. If more than 300 people are
invited then it would create a mesh during the
promotion of the event.
Approval from higher authority of the school
If the higher authority of the school does not
provide the authority then the event manager
cannot able to proceed with the event.
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Name ID Assignment Number
Targeting the market audience
If the right audiences are not targeted in the
market then it will become useless to invite them
as inviting audiences who are not interested will
generally create negative impact on the outcome
of the event.
Giving invitation
It is necessary to invite all the targeted audience
so that they visit the venue and can contribute
within the fund-raising event. However, if the
selection of target audience is not proper then
giving invitation does not bring any type of impact
on the event.
Inviting audience
If the audiences are not invited at the right time
then they will not be able to attend the event.
Thus, it is very much essential to provide
invitation at the right time so that they can be
able to visit the event without facing any type of
challenges.
Sponsorship for the entire event
If the event does not got sponsorship then it is
quite difficult to organize the event. This is
because the money that is required for organizing
the event will be allowed by the sponsor and if
right amount is not provided then it will quite
difficult to finish the entire project on right time.
Audio visual and lightening
If proper audio-visual facility is not arranged
then it will be quite difficult for the project
manager to promote the event successfully
within the expected budget and time.
Volunteers selection
If proper volunteers are not selected within the
project then it will be quite difficult to manage
the entire event properly. This is because in the
absence of volunteers it is quite challenging to
manage the entire event quite effectively.
Food and venue arrangement
It is necessary to make proper arrangement for
food within the venue so that the people who are
generally invited within the event can take food
and can support the event by contributing money
for the development of lab within the TIA school.
Event promotion
If the event is not promoted properly then it will
not bring any type of positive result for the
school. Thus, in order to resolve the issue, it is
very much necessary to raise the fund quite
effectively.
Food preparation
Proper food preparation is required for the
guests so that they can engage within the event
effectively without facing any type of issues and
challenges.
Digital communication
Absence of digital communication within the
project can generally create negative impact on
the event and thus proper facility of digital
communication is quite important.
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Name ID Assignment Number
b. Risk Analysis
The risks analysis as per the probability and impact is mainly provided in the table below:
Risks Probability Impact
Inappropriate Selection of
venue
Medium Medium
Late approval Low High
Targeting wrong audience low High
Giving less number of
audiences
Low Low
Late invitation Low Medium
Inappropriate sponsorship High High
Improper arrangement of
Audio visual and lightening
Medium Medium
Improper selection of
Volunteers
High high
Inappropriate arrangement of
Food and venue arrangement
Medium Medium
Inappropriate promotion Medium High
Improper food preparation High Medium
Inappropriate digital
communication
High low
c. Response Plan
The response plan for the identified risks are provided in the table below:
Risks Response plan
Inappropriate Selection of venue Proper selection of venue by analyzing the
audience who are invited.
Late approval Getting proper and timely approval from the
higher authority of the school.
Targeting wrong audience Targeting the right market audience.
Giving less number of audiences Inviting the right number of audiences for the
event after analysis.
Late invitation
The invitation must be sent before 1 week of
the event so that the team members can be
able to attend the event.
Inappropriate sponsorship Proper sponsorship must be arranged for the
entire project
Improper arrangement of Audio visual and
lightening
It is necessary to arrange proper audio visual as
well as lightening facility.
Improper selection of Volunteers Proper selection of volunteers for the
managing the event.
Inappropriate arrangement of Food and venue
arrangement
Proper arrangement of food and venue
arrangement.
Inappropriate promotion Proper promotion of the fund-raising event.
Improper food preparation Proper facility of food must be arranged
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Name ID Assignment Number
Inappropriate digital communication Proper facility of digital communication must
be provided to the team members.
Human Resource management
a. Role and responsibility of team members
The roles and responsibilities of the team members who are involved within the project are
reflected in the table that is provided below:
Roles Responsibilities
Project manager The project manager is responsible of
executing, managing as well as handling the
entire event of fund raising effectively on
proper time.
Event manager The event manager is mainly responsible of
organizing the event of fund arising for
developing the facility of lab.
Business consultant The business consultant must target the
audiences of the market properly for organizing
the event of fund raising.
Food manager The food manager is responsible of making
proper arrangement for the food.
Decorator The decorator decorates the venue properly for
the event successfully.
Sponsor The sponsor assists in providing proper fund
that is generally needed for organizing the
evebt quaite effectively.
b. Responsibility matrix
The responsibility matrix that mainly involves team members and their corresponding tasks
are reflected in the table that is provided below:
Activities Project
manager
Event
manager
Business
consultant
Food
manager
Decorator Project
sponsor
Selection of
venue
I R, A C
Approval
from higher
authority of
the school
R, A I C
Targeting
the market
audience
I C R, A
Giving
invitation
C R, A
Inviting
audience
C R, A
Sponsorship
for the entire
event
C I R, A
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Name ID Assignment Number
Audio visual
and lightening
I C R, A
Volunteers
selection
R, A C
Food and
venue
arrangement
I C R, A
Event
promotion
I R, A C
Food
preparation
I C R, A
Digital
communication
I C R, A
Task-2 Collaborate with key stakeholders
1. Four Stakeholder identification and assessment
The key stakeholders who are involved with the project and their importance of collaboration
with other stakeholders as well as their assistance in delivering the project successfully are
elaborated in the table below:
Stakeholders Importance
Project manager The project manager is the individual who
takes the entire responsibility for managing,
initiating, executing as well as planning the
event quite successfully within the expected
budget and time so that the project does not
get delayed and will be delivered on time.
Sponsor The sponsor takes the entire responsibility for
providing funds for the event of fund raising in
order to develop the lab facility so that the
event can be successfully organized.
Event manager The event manager is the person who are
mainly responsible for arranging the event
successfully so that the promotion of the event
can be done effectively within the expected
time.
2. Four Stakeholders expectation and assessment
Stakeholders Expectation Expectation assessment
Project manager The event must be finished
within the assumed timeframe.
Proper management if
time would be helpful in
finishing the event on time.
Sponsor The event must be organized
within the approved budget.
Undertaking earned value
analysis is quite helpful for
managing budget.
Event manager The event promotion must be
helpful in collecting funds for
the development of lab facility
The promotion of the
event is done in such a way
that it targets maximum
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