Project Management for One Day Charity Fundraising Event in Birkbeck University

This project management plan outlines the steps for organizing a one day charity fundraising event in Birkbeck University. It covers scope, time, risk, cost and communication management. The plan aims to raise £2,019 for the event and attract media attention to build the reputation of the charity organization.

Running head: PROJECT MANAGEMENT
One day charity fundraising event in Birkbeck University
Name of the Student:
Name of the University:

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Table of Contents
1. Project overview/scope management..........................................................................................3
1.1 Project charter........................................................................................................................3
1.2 Scope statement.....................................................................................................................3
1.3 Rationale................................................................................................................................3
1.4 Constraints.............................................................................................................................4
1.5 Assumptions..........................................................................................................................4
1.6 WBS.......................................................................................................................................5
2. Project time management............................................................................................................6
2.1 Network diagram...................................................................................................................6
2.2 Critical path analysis..............................................................................................................7
2.3 Gantt chart.............................................................................................................................8
3. Project risk management..............................................................................................................9
3.1 Risk matrix.............................................................................................................................9
3.2 Risk plan..............................................................................................................................11
3.3 Risk response.......................................................................................................................14
4. Project cost management...........................................................................................................14
4.1 Resource analysis.................................................................................................................14
4.2 Budget..................................................................................................................................16
4.3 Cost baseline........................................................................................................................18

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5. Project communication management.........................................................................................19
5.1 Stakeholder analysis............................................................................................................19
5.2 Communication plan............................................................................................................21
Bibliography..................................................................................................................................23

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1. Project overview/scope management
1.1 Project charter
The project plan is based on a one day charity fundraising event in Birkbeck University
as they are celebrating the end of academic year. The event is going to take place in the month of
May in the year 2019. The aim of this project plan is to raise £2,019 for the one day fund raising
event with following project objectives such as:
 To finish the project plan by end of April, 2018 within estimated budget of £2,019
 To become familiar with the competitors in the market to raise the event efficiently
 To aware of current market position of UK market to raise the fundraising event
 To attract the attention of media and build reputation of charity organization
1.2 Scope statement
The in-scope statement is that the project manager can prepare a project plan report so
that the volunteer can become familiar with the schedule and cost on weekly basis. The project
scope is also included of gathering the project requirements, identification of the vendors,
selection of the participants, project planning plus execution of event plan.
The out-scope statement is that there is change in document which are handled by the
project manager to review master documents for the project plan. A backup system is to be kept
to ensure about quality of project plan.

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1.3 Rationale
The acceptance criterion of this project plan is that the project manager can raise an
amount of £2,019 for its one day fundraising event. Before organizing the event plan for
Birkbeck University, the company is chosen audience, estimate the budget, staffs as well as
volunteers. The university sends proposal to other organization to support the event plan. The
project manager provides higher priority to main three factors like cost, time as well as business
performance.
1.4 Constraints
The project constraints are that the event volunteers are accessible on the part time basis.
There is no groundwork estimation specified with precision due to change in the event donations.
There will be also resource constraints such as the students of Birkbeck University are not
participated into the fundraising campaigns.
1.5 Assumptions
The assumptions which are taken for the event plan are that the students of Birkbeck
University should participate in one-day fundraising event campaigns. The management of that
university should support the mobile messages so that the target participants should aware of the
event time and venue. The event plan should complete within schedule timeframe and estimated
event budget of £2,019. The fundraising efforts should be based on volunteer and person hour
efforts require achieving the project activities that are not funded.

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1.6 WBS
Figure 1: Work Breakdown Structure
(Source: Created by author)

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2. Project time management
2.1 Network diagram
Figure 2: Network Diagram
(Source: Created by author)

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2.2 Critical path analysis
Figure 3: Critical path analysis
(Source: Created by author)

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2.3 Gantt chart
Figure 4: Gantt chart
(Source: Created by author)

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3. Project risk management
3.1 Risk matrix
Risk
ID
Type of risk Likelihood Impact Severity Risk status Risk
owner
R1 The budget of the
one day event
becomes over
budgeted.
4 4 16 Open Financial
Officer
R2 The initiatives for
the fund raising
event are not
covered of
medical expenses.
3 4 12 Open Project
Manager
R3 From the planned
time, the
durability of the
event plan
becomes longer.
3 3 9 Open Project
Manager
R4 There is lack of
project resources
required for the
3 3 9 Open Project
Manager

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event plan.
R5 The suppliers are
not delivered the
required event
goods and
services to the
project
organization at
right time.
2 2 4 Open Project
Manager
R6 The project
guidelines are not
followed by the
project team
member.
2 2 4 Open Project
Manager
Risk likelihood
Low (1) Medium
low (2)
Medium (3) Medium
high (4)
High
(5)
Risk
impact
Catastrophic(5)
Significant (4)
Moderate (3) R3, R4 R2 R1
Minor (2) R5, R6
Limited (1)

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Table 1: Risk Matrix

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3.2 Risk plan
Risk
ID
Risk
Description
Probabi
lity
Impact Risk
Level
Risk mitigation Contingency plan Owner Date
Entered
Date to
review
R1 The budget of
the one day
event becomes
over budgeted.
Likely Major High It is needed to lower
down both operational
as well as
transportation
expenses for reduction
of over budgeted cost.
The current
organization expenses
are controlled.
A proper budget
plan is required.
Financial
Officer
16th Feb,
2019
20th Feb,
2019
R2 The initiatives
for the fund
raising event
are not covered
Very
likely
Major High The medical expenses
are needed to consider
in the schedule plan to
make fund raising
A proper scheduled
plan considered all
the project expenses
Project
Manager
29th Feb,
2019
4th
March,
2019

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of medical
expenses.
event. are planned.
R3 From the
planned time,
the durability
of the event
plan becomes
longer.
Likely Moderat
e
Medi
um
There is required to
perform a feasibility
analysis to identify the
activities in the project.
A proper scheduled
plan is required.
Project
Manager
17th March,
2019
29th
March,
2019
R4 There is lack of
project
resources
required for the
event plan.
Moderat
e
Moderat
e
Medi
um
The HR Manager
should recruit of expert
and skilled employees
to conduct the fund
raising event.
A proper resource
management plan is
required.
Project
Manager
2nd April,
2019
13th
April,
2019
R5 The suppliers
are not
delivered the
required event
Unlikel
y
Minor Low The supplier should
deliver the materials
and services to the
client organization on
A proper
communication
plan is required to
Project
Manager
16th April,
2019
27th
April.,
2019

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goods and
services to the
project
organization at
right time.
time with best quality,
so that there is no
possibility of any
project delay.
be implemented.
R6 The project
guidelines are
not followed by
the project
team member.
Moderat
e
Trivial Low The project manager
should implement of
strict organizational
guidelines so that all
the employees should
follow it.
A proper rules and
regulations are to be
planned.
Project
Manager
27th April,
2019
30th
April,
2019

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3.3 Risk response
Type of risk Risk response
The budget of the one day event becomes over budgeted. Accept
The initiatives for the fund raising event are not covered of
medical expenses.
Reduce
From the planned time, the durability of the event plan
becomes longer.
Contingency
There is lack of project resources required for the event plan. Accept
The suppliers are not delivered the required event goods and
services to the project organization at right time.
Reduce
The project guidelines are not followed by the project team
member.
Accept
4. Project cost management
4.1 Resource analysis
The resources are included of project team members those are involved in the project
activities. The following table shows the resource role and its assigned activities related to the
fund raising event.
Task Name Resource Names
One day fundraising event for Birkbeck University
Project planning phase
Select a venue for the event Event Manager

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Approval from the governmental side Project Manager ,Project Sponsor
Identify the project audience Event Manager
Sell the event ticket Market Analyst
Decorations for the event Event Manager
Pick a event theme Project Manager
Event sponsorship Project Sponsor
Communication and market
Selecting a marketing method for the event Market Analyst
Selecting a communication channel to aware audience of
the event Market Analyst
Project execution phase
Preparing setbacks Market Analyst
Prepare the safety plan HR Manager
Pre-schedule the mobile messages Business Consultant
Purchase of the equipments Business Consultant ,Event
Manager
Follow up the project plan
Identify the project audiences Market Researcher
Sign up form by the participants Market Researcher
Thank you letter to the participants Event Manager
Close out of the project plan
Finalize the budget Project Manager
Review the duty of volunteer Event Manager
Confirming receivables paid Event Manager

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4.2 Budget
The project budget is required for execution of project that is included with project
planning, project execution, follow up and close out phase that would be done with the budget of
£2, 019.
WBS Task Name Resource Names Cost
0
One day fundraising event for
Birkbeck University
£2,019.00
1 Project planning phase £803.00
1.1 Select a venue for the event Event Manager £48.00
1.2
Approval from the
governmental side
Project Manager ,Project
Sponsor
£112.00
1.3 Identify the project audience Event Manager £32.00
1.4 Sell the event ticket Market Analyst £91.00
1.5 Decorations for the event Event Manager £64.00
1.6 Pick a event theme Project Manager £80.00
1.7 Event sponsorship Project Sponsor £48.00
1.8 Communication and market £328.00
1.8.1 Selecting a marketing Market Analyst £144.00

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method for the event
1.8.2
Selecting a communication
channel to aware audience of the
event
Market Analyst £184.00
2 Project execution phase £384.00
2.1 Preparing setbacks Market Analyst £48.00
2.2 Prepare the safety plan HR Manager £96.00
2.3
Pre-schedule the mobile
messages
Business Consultant £112.00
2.4 Purchase of the equipments
Business Consultant ,Event
Manager
£128.00
3 Follow up the project plan £128.00
3.1 Identify the project audiences Market Researcher £32.00
3.2
Sign up form by the
participants
Market Researcher £32.00
3.3
Thank you letter to the
participants
Event Manager £64.00
4 Close out of the project plan £704.00

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4.1 Finalize the budget Project Manager £400.00
4.2 Review the duty of volunteer Event Manager £192.00
4.3 Confirming receivables paid Event Manager £112.00
4.3 Cost baseline
Figure 5: Cost Baseline Graph
(Source: Created by author)
Project planning phase Project execution
phase
Follow up the project
plan
Close out of the
project plan
One day fundraising event for Birkbeck University
0
200
400
600
800
1000
1200
1400
1266.99
728
208
1224
Baseline Cost Report
Baseline Cost Cost Actual Cost
Cost

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5. Project communication management
5.1 Stakeholder analysis
Stakeholder
role
Power Interest Importance
of
stakeholder
Contribution of
stakeholder in
the project
Strategy for engage
the stakeholders
Project
Manager
High High Maintaining
the event
plan
Communicate
with the
stakeholders to
get their support
in the event
Weekly discussion
Business
Consultant
High Low Maintaining
the quality
of the
materials
and services
Consult with
other
organization for
managing fund
for the event
Feedback meetings
Market
Analyst
Low High Analysis the
entire
competitive
market
Print of flyers for
the event
Quarterly meetings

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Event
Manager
High High Manage
entire event
management
plan
Manage entire
purchasing and
maintaining work
of the event
Weekly discussion
Market
Researcher
High Low Conducting
a research
and aware
the
audiences of
the event
Perform a
competitive
analysis of the
entire market
Feedback meetings
HR
Manager
Low Low Recruit of
more staffs
Select skilled
staffs for the
event
Weekly meetings
The measure of stakeholder impact on the project is done by use of power and interest
matrix. The position of stakeholder does indicate basis for their engagement in the project.
Following figure shows power/interest matrix constructed in visual representation to make sure
about stakeholder priority in the event plan.
Keep satisfied
Business Consultant
Market Researcher
Encourage and influence
Project Manager
Event Manager
Monitor Keep informed
High
Power

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HR Manager Market Analyst
Figure 6: Stakeholder power/interest matrix
(Source: Created by author)
5.2 Communication plan
In context of the project management, the communication plan is required to unite each
of the project team members with set of ideas and goals. The communication strategies are
presented among the project team members and project manager to communicate with other
stakeholders effectively. The event plan places value to the communication strategies as means
to reduce risk from the project. The project manager outlined the communication strategies in
following table as:
Target
Audience
Delivery
Methods
Delivery
Frequency
Responsibl
e Person
Medium of
Communica
tion
Transferred
Message
Project Sponsor
and Project
Manager
Presentations
and email
At
beginning of
the event
plan
Project
leader
Formal set of
the event
plan report
Overview of the
event plan contains
goals and scope
along with strategies
related to the event,
Low Interest High

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change requirements
and project
deviations
Project Manager
and audience
Presentations At
beginning of
the event
plan
Project
sponsor and
financial
manager
Report and
documents
Formation of the
project strategies
and project
deliverables
Manager of the
event plan
Presentations
and email
Monthly Managemen
t team and
project
leader
Mails Goals as well as
objectives, analysis
of the project phases
Staffs involved
in the event plan
Project report At starting
of the event
plan and
receiving of
project
deliverables
Project
leader
Mails and
training
documents
Strategies and
responsibilities
related to the event
plan
End users of the
event plan
Email and
project report
On closing
and
completing
the project
HR
Manager
Training
details
Forms of the
business processes

25PROJECT MANAGEMENT

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