Project Management for Fundraising Event by AIBI International

This article discusses the project management plan for a fundraising event organized by AIBI International for Singapore Women's Association. It includes details on project scope, objectives, deliverables, milestones, technical requirements, cost estimation, and more.

Running head: PROJECT MANAGEMENT
Project name: A fundraising event by AIBI International for a charity organization named
“Singapore women’s Association”
Name of the Student
Name of the University
Author’s note

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Table of Contents
Introduction................................................................................................................................3
1.1 Background of the company............................................................................................3
1.2 Project description............................................................................................................3
2. Project scope statement..........................................................................................................3
2.1 Project objectives.............................................................................................................3
2.2 Deliverables......................................................................................................................4
2.3 Milestones........................................................................................................................4
2.4 Technical requirements....................................................................................................4
2.5 Limits and exclusions.......................................................................................................5
2.6 Review..............................................................................................................................5
3. Project priorities.....................................................................................................................5
3.1 Project priority matrix......................................................................................................6
3.2 Matrix Justification..........................................................................................................6
4. Work breakdown structure.....................................................................................................7
4.1 WBS diagram...................................................................................................................7
5. Cost estimation.......................................................................................................................8
5.1 Cost estimation table........................................................................................................8
5.2 Time phased Budget.......................................................................................................10
5.3 Disbursement table.........................................................................................................10
References................................................................................................................................12

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Introduction
1.1 Background of the company
The project mainly focuses on a fundraising event by AIBI International for a charity
organization named “Singapore women’s Association”. It is identified that AIBI international
Pvt Ltd is one of the international company that generally operates in health industry. It
generally helps in producing as well as distributing various types of health, beauty as well as
fitness products like Elliptical trainers, Treadmills as well as Inversion Machines (AIBI
Fitness, 2018). The company wants to organize a fundraising event for the Singapore
Women’s Association, which is one of the non-profit welfare organizations that mainly aim
to provide proper quality of life to the underprivileged people.
1.2 Project description
The organization “AIBI International” arranges a fundraising event for Singapore
Women’s Association, which is a non-profit welfare organization. AIBI international wants
to engage in the fundraising event in order to help the underprivileged people. It is identified
that like every year, the organization arranges the event of fundraising so that the
underprivileged people can lead proper quality of life. Before the initiation of the event, the
company “AIBI International” selects audiences and estimate budget for the project. After
then a proposal is generally sent to Women’s Association in order to get their help in the
event. It is identified that the estimated budget for the project as per the bottom up approach
is around $32,744.00. It is found that on the event day, representatives from different
organization provide some funds to the non-profit women’s welfare organization so that the
underprivileged can lead a quality life.

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2. Project scope statement
Project scope statement is defined as one of the useful tool that helps in outlining the
project’s deliverables in order to identify the assumptions as well as constraints of the project
(Kerzner & Kerzner, 2017). It is found that before the initiation of the project, it is very much
important for the project manager as well as project stakeholders to agree on the project
scope statement.
2.1 Project objectives
The objectives of the project are as follows:
 To raise proper amount of funds in order to help the charity organization
 To get attention of the Singapore media for establishing reputation for the charity
organization
 To complete the entire event within 90 days
 To deliver proper quality service within the budget of around $14,900.00
2.2 Deliverables
The deliverables include:
 Selection of proper hall for event that can accommodate 300 people minimum
 Designing invitations as well as flyers for the event
 Providing the parking facility for the people who will involve in fundraising
 Collection of funds for Singapore Women’s Association
2.3 Milestones
The milestones of the project are provided in the table below:

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Milestone 1 (Planning phase completion): The planning phase will be completed by
5/8/18. After the completion phase, a documentation is provided that contain information
about the initial stage of the project.
Milestone 2 (Execution phase completion): The execution phase will be completed
by 6/6/18 and after the completion of this phase, proper documents on the project
requirements are that are needed for organizing the event are provided.
Milestone 3 (Completion of final phase): The final phase will be completed by
7/17/18 and after the completion of this proper documentation is created on the project for
future use.
2.4 Technical requirements
The technical requirements, which are mainly needed, include:
 Permission is needed in order to organize the event of fundraising
 Arrangement of proper fire extinguishers for the safety of the people who are
present in the event
 Arranging parking spaces for the audiences who will mainly involve in the event
2.5 Limits and exclusions
The limits and exclusions of the event are provided below:
 The time limit that is set for serving food is limited
 Less number of air-conditioners are present
 Only limited number of audiences are invited for the event
 As the selected venue, accommodates is for only 300 people, some of the
participants does not feel comfortable with the selected venue.

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2.6 Review
The review that was collected includes:
Review 1:
Participant (John Watson): The event that was organized by AIBI international
focuses on helping underprivileged people, which is quite appreciable.
Review 2:
Contributor (Abrahm Quershi): The work of fundraising that was arranged by the
AIBI international is quite appreciable and I am happy to contribute for enhancing the quality
of life for the underprivileged people.
2.7 Project sponsorship
The fund raising event for Singapore women’s Association is mainly sponsored by
other well-known organizations of Singapore. The organization that have provided funds so
that the entire event can took place include the following:
Names of organization Amount
Singapore press holding $7,000
Singapore Children’s Society $5,000
Assemblies of God Community Services
Society
$2,000
3. Project priorities
Project prioritization is one of the structured as well as consistent processes that
mainly aim to analyze the present operational environment of the project by considering the
three parameters of the project, which are scope, schedule as well as cost (Kerzner &

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Kerzner, 2017). It is identified that setting project priorities enables the project team for
determining which of the three parameters are generally important. The project priorities
generally helps in supporting project scope planning, constraint management, plan
optimization as well as decision making.
3.1 Project priority matrix
Time Scope Cost Remarks
Constrain The quality of the
event must not be
compromised.
Enhance The project
managers are
instructed to
compete the
project on time.
Accept In order to
completed the
project on time, if
project budget
increases then it is
acceptable.

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3.2 Matrix Justification
The project priority matrix that was created is for the fundraising event for Singapore
Women’s Association. It is identified that for collecting funds, the project manager is mainly
advised to take every advantage of the opportunity that is present in order to reduce the
project completion time. However, by doing so, if the budget of the project enhances then it
is acceptable but not desirable. In addition to this, the quality of the project must not be
compromised.
4. Work breakdown structure
A work breakdown structure is defined as one of the key project deliverable that
mainly organizes the work of the team into number of manageable sections. As per PMBOK,
the WBS is mainly considered as a deliverable oriented decomposition of the hierarchy that is
mainly executed by the project team (Fitzpatrick, 2016). It is identified that the WBS mainly
helps in elaborating the scope of the project into number of manageable chunks, which can be
understood by the project team. The project team mainly creates the WBS by determining the
various functional deliverables into number of small systems as well as subsystems. It is
found that WBS are quite advantageous as it generally assists in organizing as well as
defining the entire work of the project.

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4.1 WBS diagram
Figure 1: WBS
(Source: Created by Author)
Description of Work packages
In the above figure of WBS, project-planning phase is the deliverable of the project
that mainly consists of number of work packages such as selection of project venue, approval
from project government, identification of audience, selling ticket, decorating the event as
well as getting sponsorship for the project. Similarly, the second deliverable, which is the
execution phase, also consists of work packages that are set for event, lightning as well as
audio facility, rental project equipment as well as arranging for parking facility. Additionally,
the third deliverable of the project that is the food and beverage facility mainly comprises of
work packages like menu selection, food preparation as well as project sign off.

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5. Cost estimation
Cost estimation is considered as a key that helps in delivering a solid project plan. It
generally utilizes number of techniques that helps in translating the scope of the project into
deliverables for developing an approximation of cost that is needed in order to complete the
project successfully (Aksenov et al., 2015). It is identified that there are number of techniques
of cost estimation. According to Isard (2015), top down approach mainly starts with the
identification of major aspects of the project and it generally needs a history as well as proper
knowledge in project pricing in order to estimate the budget accurately. However, bottom up
approach is one of the techniques of cost estimation in which the project managers mainly
tally the cost the project upwards, starting from the initial point and accounting for each of
the expected cost of the project (Zhang et al., 2014).
5.1 Cost estimation table
It is identified that in order to estimate the cost for the fund raising event, bottom up
approach is mainly utilized. This approach is mainly utilized for its accuracy as reining costs
as well as keeping to the estimated budget is one of the main objectives of the project. By
utilizing the bottom up approach is estimated that the budget that is needed in order to
complete the fund raising event is around $14,900.00.
Items Cost
Cost for printing tickets $700
Cost for decorations $2,500
Cost related with lighting as well as audio visual
facility $1,500
Cost for rental project equipment $2,000
Venue cost $2,000

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Rent for car parking area $1,500
Cost related with event promotion $2,500
Cost related with food and beverage $1,500
Additional maintenance cost $700
Total cost/ budget $14,900
5.2 Time phased Budget
March 25, 2018
April 8, 2018
April 22, 2018
May 6, 2018
May 20, 2018
June 3, 2018
June 17, 2018
July 1, 2018
July 15, 2018
July 29, 2018
$0.00
$2,000.00
$4,000.00
$6,000.00
$8,000.00
$10,000.00
$12,000.00
$14,000.00
$16,000.00
Time-phase budget
Cumulative Cost
Figure 2: Time phase Budget
(Source: Created by Author)
5.3 Disbursement table
Week Description Amount Cumulative
Week 1 Venue booking $1000 $1000
Week 2 Venue booking $1000 $2000

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Week 3 Ticket printing $700 $2700
Week 4 Decoration $1000 $3700
Week 5 Decoration $1000 $4700
Week 6 Decoration $500 $5200
Week 7 Providing lightning as well as
audio visual facility
$700 $5900
Week 8 Providing lightning as well as
audio visual facility
$800 $6700
Week 9 Rental project equipment $1000 $7700
Week 10 Rental project equipment $1000 $8700
Week 11 Event promotions $500 $9200
Week 12 Event promotions $1000 $10,200
Week 13 Event promotions $1000 $11,200
Week 14 Cost for food and beverages $1000 $12,200
Week 15 Cost for food and beverages $500 $12,700
Week 16 Cost for car parking facility $1000 $13,700
Week 17 Cost for car parking facility $500 $14,200
Week 18 Maintenance $700 $14,900
Total budget $14,900

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References
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Acquisition Contracts. Air Force Institute of Technology WPAFB United States.
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(2017). Methods of interregional and regional analysis. Taylor & Francis.
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scheduling, and controlling. John Wiley & Sons.
Singapore Fitness Equipment | Home Gym Singapore – AIBI Fitness. (2018). Aibifitness.com.
Retrieved 28 March 2018, from http://www.aibifitness.com/
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