Project Management: Fundraising Event for Embassy West Senior Living

This project report discusses the planning, execution, and budgeting of a fundraising event for Embassy West Senior Living. It includes a project schedule, resource management, and risk mitigation strategies.

Running head: PROJECT MANAGEMENT
Final project report
Name of the Student
Name of the University
Author’s Note

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PROJECT MANAGEMENT
Table of Contents
1.Project name.................................................................................................................................3
2.Project charter...............................................................................................................................3
2.1 Business case.........................................................................................................................3
2.2 Expected profitability............................................................................................................3
2.3 Competitive effects................................................................................................................3
3.Project scope.................................................................................................................................4
4. Project resources and stakeholder management..........................................................................4
4.1 Listing project resources........................................................................................................4
4.2 RACI chart........................................................................................................................5
5. Project schedule...........................................................................................................................9
5.1 Project schedule reflecting dependencies, resource levelling................................................9
5.2 Critical path.........................................................................................................................10
6. Project budget and cost control..................................................................................................11
6.1 Overall budget breakdown...................................................................................................11
6.2 Monitoring and controlling costs.........................................................................................14
7. Risk/quality management and Issue plan..................................................................................15
8. Project status reporting template...............................................................................................16
9. Additional content.....................................................................................................................18
9.1 Stakeholder register and management plan.........................................................................18
Bibliography..................................................................................................................................19

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1.Project name
The name of the project is to organize a fundraising event for the organization “Embassy
West Senior Living in Ottawa”.
2.Project charter
2.1 Business case
The organization “Embassy West Senior Living” which is located in 1400 Carling
Avenue Ottawa. The organization is one of the living homes for the elderly people in Ottawa
that is mainly equipped for handling different types of business cases. In order to provide proper
facility to the elderly people who live in Embassy West Senior Living, the organization wants to
organize a fundraising event. With the help of the event an amount of money is collected that
will be utilized for managing the life of the senior people who live in the organization and for
providing a number of facilities including 24x7 customer service, proper physiotherapy service
as well as other type of services including the development of onsite medical pharmacy.
2.2 Expected profitability
After organizing the event of fundraising in order to help the elderly people who are mainly
associated with the organization “Embassy West Senior Living”, it is expected that budget of
around 300,000 will be collected from donations or funds. Additionally, it is found that 2% of
project recruitment for the designation of volunteers increases that further creates job facilities
for the people who requires job in the region of Ottawa.
2.3 Competitive effects
After the fundraising event was organized, the organization will be capable of improving the
facilities to the elderly people by providing proper customer service, 24/7 facility of doctors,

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medical centre as well as adding more number of equipment’s within the physiotherapy
departments. All this changes that are done with the help of the money that is generally collected
from the event generally helps in gaining proper competitive advantage when the organization is
generally compared with other elderly homes.
3.Project scope
The project scope mainly includes:
 Auditorium Hall procurement for the fundraising event
 Proper performance of arrangement
 Raising money of around $300,000
 Making proper arrangement for the ceremony of award
 Making proper arrangement for the fundraising event
4. Project resources and stakeholder management
4.1 Listing project resources
The different types of project resources that are generally required for organizing the
fundraising event are generally elaborated below:
Human resources: The human resources who are mainly associated with the event are
generally listed below:
 Event manager
 Organizer
 Project manager
 Human resource manager

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 Finance manager
 Researcher
 Decorator
 Catering team
 Music band
 IT team
Financial resource: It is identified that budget of around $118,108 is required in order to
complete the event successfully on time.
Material resources: The material resources that are needed for the project are generally
listed below:
 Materials for decoration
 Food item materials
 Music related instruments
4.2 RACI chart
A responsibility assignment matrix also known as RACI matrix helps in describing the
participation of different types of roles that the project stakeholders play in successfully
completing the project tasks as well as deliverables in order to complete the project. RACI chart
is mainly utilized for clarifying the roles as well as responsibilities of the project team in
executing the work of the project.
Project
activities
Even
t
man
Organiz
er
Project
manage
r
HR
mana
ger
Researc
her
Decorat
or
Cateri
ng
team
Fina
ncial
man
IT
team

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ager and
music
band
ager
Initial plan
for the project
I C R, A
Discussion
with the board
C R,A I
Determining
objectives
C I R,A
Making
initial plan for
the project
objectives
C I R,A
Meeting
with the
people of the
organization
C R,A I
Project
approval
I C R, A
Appointing
team members
C I R, A
Conducting
survey for the
project
C I R,A

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PROJECT MANAGEMENT
Procuring
funds
I C R,A
Procuring
Auditorium
Hall for Event
A R, I C
Assigning
roles and
responsibilities
C I R,A
Preparing
event roadmap
I C R, A
Invite
Popular
Figures to
Perform in the
Event
I R, A C
Inviting
people from
the
organization
I R, A C
Inviting
industrialist
I R, A C
Decorate the
auditorium
I C R, A
Prepare
stage and
C I R, A

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PROJECT MANAGEMENT
audience zone
Promote the
Event
C I R,A
Arranging
for
performance
C I C R
Final
Preparations
C I C R
Audience
entrance
C R,A I
Drama and
Music
Performances
I C R, A
Lunch C I R, A
Event end C I R,A
Revenue
collection
I C R,A
Project
Review
I C R, A
Official
Closing
I C R, A

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PROJECT MANAGEMENT
5. Project schedule
5.1 Project schedule reflecting dependencies, resource levelling
The project schedule that helps in reflecting dependencies as well as resource levelling is
generally reflected below:
Figure 1: Project schedule
(Source: Created by Author)

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5.2 Critical path
The figure that is provided on the critical path is followed in order to execute the
fundraising event quite successfully.
Figure 2: Critical path
(Source: Created by Author)

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PROJECT MANAGEMENT
6. Project budget and cost control
6.1 Overall budget breakdown
The overall budget breakdown for the execution of the project activities for organizing
the fundraising event is generally reflected in the table that is given below:
WBS Task Name Duration Resource Names Cost
0
Organizing a fundraising
event for the Embassy West
Senior Living in Ottawa
6.19 mons $118,108.00
1 Initiation phase 1.05 mons $7,880.00
1.1 Initial plan for the project 3 days Project manager $1,320.00
1.2 Discussion with the board 2 days Event manager $800.00
1.3 Determining objectives 2 days Project manager $880.00
1.4
Making initial plan for the
project objectives
4 days Project manager $1,760.00
1.5
Meeting with the people
of the organization
2 days Organizer $720.00
1.6 Project approval 1 day Project manager $440.00
1.7
Appointing team
members
4 days Researcher $1,120.00
1.8
Conducting survey for the
project
3 days Researcher $840.00
1.9 Milestone 1: Completion 0 days $0.00

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of initiation phase of the
project
2 Planning phase 0.9 mons $31,000.00
2.1 Procuring funds 7 days Finance manager $2,240.00
2.2
Procuring Auditorium
Hall for Event
6 days
Organizer, Venue
cost[1]
$27,160.00
2.3
Assigning roles and
responsibilities
5 days
Human resource
manager
$1,600.00
2.4
Milestone 2: Completion
pf planning phase of the
project
0 days $0.00
3 Execution phase 3.8 mons $50,000.00
3.1 Preparing event roadmap 12 days
Event manager,
Organizer
$9,120.00
3.2
Invite Popular Figures to
Perform in the Event
10 days Organizer $3,600.00
3.3
Inviting people from the
organization
8 days Organizer $2,880.00
3.4 Inviting industrialist 5 days Event manager $2,000.00
3.5 Decorate the auditorium 7 days
Decorator, Material
cost[1]
$16,960.00
3.6 Prepare stage and 6 days Decorator $1,680.00

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audience zone
3.7 Promote the Event 8 days
Event manager, Human
resource manager
$5,760.00
3.8
Arranging for
performance
10 days Project manager $4,400.00
3.9 Final Preparations 10 days Organizer $3,600.00
3.10
Milestone 3: Completion
of arrangement
0 days $0.00
4 Organizing the event 0.19 mons $26,628.00
4.1 Audience entrance 0.2 days
Human resource
manager
$64.00
4.2
Drama and Music
Performances
0.2 days
Music band, Additional
cost[1]
$10,072.00
4.3 Lunch 0.1 days
Catering team,
Arrangement cost[1]
$15,028.00
4.4 Award ceremony 0.1 days
Decorator, Event
manager
$68.00
4.5 Donations 0.1 days Organizer $36.00
4.6 Event end 0.1 days Event manager $40.00
4.7 Revenue collection 3 days Project manager $1,320.00
4.8
Milestone 4: Completion
of organizing phase
0 days $0.00

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5 Phase 5: Closing 0.25 mons $2,600.00
5.1 Project Review 2 days Project manager $880.00
5.2 Project Appraisal 2 days Project manager $880.00
5.3 Official Closing 1 day
Project manager, Event
manager
$840.00
5.4
Milestone 5: Completion
of closure phase
0 days $0.00
6.2 Monitoring and controlling costs
The steps that are generally followed in order to monitor as well as control the cost of the
project properly are generally elaborated below:
Proper resource tracking: It is quite necessary to determine the resources that are
required for the project in the initiation phase. Once the type of resources as well as the amount
of quantities that is used in the project are known then it will be quite easy to analyze the amount
of money that is spent on the resources.
Proper tracking of cost: It is quite necessary to track the cost that is necessary for
executing each of the project activities. Proper tracking of cost is quite helpful in monitoring as
well as controlling the cost of the project.
Cost control: Cost control is considered as one of the measuring variances that is utilized
for taking proper corrective actions in order to achieve minimum cost for the execution of the
project.

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PROJECT MANAGEMENT
7. Risk/quality management and Issue plan
The risk management plan that is provided below generally identifies, assesses as well as
mitigate the risks and challenges that are related with the project.
Risk Description Impact Probability Responsible Mitigation
Schedule
slippage
If the
schedule that
is developed
is not tracked
properly then
it can be
difficult to
complete the
work of the
project on
time.
High High Project
manager
Proper
tracking of
schedule is
necessary for
managing the
project.
Improper
budget
management
If the team
members are
unable to
manage the
project then a
number of
financial
problems can
High High Finance
manager
It is quite
necessary to
manage the
budget for
avoiding
financial
issues.

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PROJECT MANAGEMENT
occur.
Inexperience
d team
members
As the team
members are
not
experienced,
then can face
difficulty in
fundraising
event.
High Medium HR manager Hiring
experienced
team
members is
quite
necessary.
Improper
management
If the project
is not
managed then
it will be
quite difficult
to complete
the project on
time.
Medium Medium Organizer It is quite
important to
manage the
project quite
effectively.
8. Project status reporting template
The status report for the project is provided below and as per the status report it is
identified that 11% of the project is completed.

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PROJECT MANAGEMENT
Figure 3: Status report
(Source: Created by Author)

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PROJECT MANAGEMENT
9. Additional content
9.1 Stakeholder register and management plan
The stakeholder register and the management plan that is prepared is generally provided
in the table below:
Stakeholders Power Interest
Event manager High High
Organizer High High
Project manager High High
HR manager Low Low
Finance manager Low Low
Researcher Low Low
Decorator Low High
Catering team Low Low
Music band Low Low
IT team Low High
Figure 4: Stakeholder matrix
(Source: Created by Author)

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