Project Plan for Charity Fundraising Event

This project plan covers the cost management, time management, and risk management for organizing a one-day charity fundraising event. It includes resource analysis, budgeting, Gantt chart, network diagram, critical path, risk identification, risk analysis, and risk control.

Project Plan

Contents
INTRODUCTION...........................................................................................................................1
Project Overview.............................................................................................................................1
Definition.....................................................................................................................................1
Rational........................................................................................................................................1
Constraints...................................................................................................................................1
Assumptions................................................................................................................................2
Project charter..............................................................................................................................2
Project cost management.................................................................................................................2
Resource analysis.........................................................................................................................2
Budgeting.....................................................................................................................................3
Projected revenue.........................................................................................................................3
Project Time management...............................................................................................................4
Gantt chart...................................................................................................................................4
Network Diagram........................................................................................................................6
Critical Path.................................................................................................................................6
Project Risk Management................................................................................................................7
Risk identification........................................................................................................................7
Risk Analysis...............................................................................................................................7
Risk Matrix..................................................................................................................................7
Risk Control.................................................................................................................................9
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
In order to undertake any type of event, it requires to have proper analysis and evaluation.
More specifically, considerations should be made for activities that will be covered and cost that
will be incurred to complete them (Buser, Whitelock and Holt, 2012). As per the present case,
main focus is to organize a one day charity fundraising event. This report covers total cost that
has to be arranged for conducting the event. Further, it covers management of time and risk for
attaining goals and objectives.
Project Overview
Definition
London School of business and Management is planning to celebrate their academic year
through one day charity fundraising event. Main focus of the event is to raise at least £2018. As a
project manager, it is the responsibility to make sure that event is organized on May 2018. It
requires to develop appropriate project plan that will help to take suitable steps to attain the goals
and objectives. In addition to this, the plan will help to eliminate the barriers that arise in
conducting the project plan.
Rational
Main reason for conducting this event is to raise fund that can be used for supporting
people who are in need. It is important for the project manager to set out activities that has to be
followed so that they are able to organize the event in effective manner (Larson and Gray, 2013).
Main focus is to be made on raising fund and support from the side of people who can put on
their full efforts to conduct the activities set.
Constraints
There are different types of limitations that can be caused for conducting the event. In
this context, it includes constraints like lack of finance. When the cost that is incurred for the
activities are not planned effectively, then it effects the plan for event (Schinca and Amigo,
2010). Similarly, time is a type of constraint, when the activities planned are not completed
within speculated time period. When all the other following activities will also get delayed. This
way, the time scheduled that has to be completed within May will not be achieved.
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Assumptions
In accordance with the assumptions, it can be stated that the event will be benefited for
raising fund. The determined goals that are to raise £2018 will be attained. As a project manager,
I will be able to develop my skills related with planning, time management, decision making,
problem solving, etc. I will be able to determine the total people who are required to make sure
that project is completed. However, the planning made is not appropriate, then it can negative
affected the event and it may not be completed with the scheduled time.
Project charter
It is determined to be the statement of objectives in a project. This states the details of
roles, responsibilities and goals. In this context, the focus of the event is to fund raise and the
fund will be used for the people who are need of help (Teller, 1997). As a project charter, it is the
responsibility to consider all the barriers that can fall in conducting any activities. With this
respect, appropriate steps have to be taken so that they are able to overcome them in effective
manner.
Project cost management
Resource analysis
It is important to have proper analysis to be made of the resources that will be included in
development of event. In this context, the resources that will be required are human resources.
There are different type of activities that are planned and these need to determine workers who
will be skilled enough to complete the activities in appropriate manner. To conduct the activities,
there are certain set of skills required (Marie, Beuzelin and Nicole, 2017). These can be attained
when proper monitoring is done and effective steps are considered so that skilled workers are
identified. Further, proper steps have to be taken so that finance is made available to complete
the activities. With this respect, there are sponsors who will be helpful enough to cover the cost
that will be incurred. More specifically, it will consists of people who will sell cakes and t-shirts.
Apart from this, there are costs included in selecting appropriate venue where the event can be
organized. Further, it requires to convey information about the event so that more and more
people can visit the event. This way, when all these aspects are considered, then the goals set will
be attained.
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Budgeting
Resources Cost($)
Human resources 200
Material for decoration 500
food and beverage 400
Promotional activities 300
Total
Projected revenue
February March April May
Cash outflow
Venue 2000
Materials 1000 1200 500 600
Decoration 900 700
Salary to employees 200 300 200 200
Entertainment 700
Promotion 0 500 600
Food and beverage 800
Total 3200 1500 2100 3600
Cash inflow
Spencer’s 3000 2500 2800 4000
Tickets 1000 800 1300 1800
Total 4000 3300 4100 5800
Net cash balance 800 1800 2000 2200
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Project Time management
Gantt chart
This is determined to be the method in which all the activities are shown in clear format.
Further, it enables to provide a clean information about the activities that has to be considered in
order to organize the event. In this context, below given are the activities that will be covered:
Task Name Duration Start Finish Predecessors Total Slack
Super event 82 days Fri 2/2/18 Sat 5/26/18 0 days
Initiation 32 days Fri 2/2/18 Mon 3/19/18 44 days
Entities to project 20 days Fri 2/2/18 Thu 3/1/18 41 days
Goals and objective 12 days Fri 3/2/18 Mon 3/19/18 3 39 days
Connection to plan of
work 10 days Fri 3/2/18 Thu 3/15/18 3 39 days
Planning 50 days Fri 12/29/17 Thu 3/8/18 5 0 days
Developing plan 10 days Tue 3/20/18 Mon 4/2/18 4 17 days
Budget planning 15 days Tue 3/20/18 Mon 4/9/18 2 44 days
Selecting venue 15 days Fri 3/16/18 Thu 4/5/18 5 20 days
Inviting speakers 5 days Wed 2/7/18 Tue 2/13/18 4 17 days
Preparing materials 7 days Mon 1/22/18 Tue 1/30/18 3 27 days
The estimation of
budget is done 4 days Tue 3/20/18 Fri 3/23/18 2 11 days
Designing contribution 54 days Wed 2/7/18 Mon 4/23/18 8 0 days
Graphic consultation 7 days Tue 3/20/18 Wed 3/28/18 4 18 days
Media production 8 days Wed 2/7/18 Fri 2/16/18 2 46 days
Design invitation 12 days Tue 3/20/18 Wed 4/4/18 2 0 days
Developing logo 10 days Fri 3/16/18 Thu 3/29/18 5 5 days
Arraigning person who
will sell cakes 12 days Thu 4/5/18 Fri 4/20/18 17 1 day
Getting orders for
readymade t-shirts 15 days Thu 4/5/18 Wed 4/25/18 16 0 days
Hiring and training
personnel 15 days Tue 3/20/18 Mon 4/9/18 5 34 days
Event remainder 14 days Tue 3/20/18 Fri 4/6/18 2 35 days
Event 15 days Tue 3/20/18 Mon 4/9/18 4 34 days
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In accordance with the tasks that are included, it can be stated that the first steps is
identification of the entities that will be involved that will be helpful enough to carry out the
event in effective manner. Then it consist of setting up goals that has to be attained. It includes
short term goals and long term that will help to conduct the event. Further, it included planning
of budget so that all the activities set can be completed. Cost is involved in the materials that has
to be used for decorations and in selecting most appropriate or suitable place as venue. One
months before the event, it requires to plan for the decoration and marketing so that individuals
can be attracted in huge number. Lastly, programs need to be attained so that people who visit
can be entertained. When these tasks are followed, then the event will be organized within the set
date. Apart from the shows, individuals will be provided with t-shirts and cakes. This will be
helpful enough to attract people. Further, this will also raise the budget. Further, all these will be
considered into sponsorship that are made from the side of the person who will sell t-shirts and
cakes.
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Network Diagram
It is a type of tool is helpful enough to reflect non critical and critical project activities.
This provides the total time that will be taken to complete all activities (Gala, 2015). However, it
is important to make sure that all activities are completed within 26 May as it is the date in which
the event will be organized. Below given is the network diagram for one Charity fundraising
event:
Critical Path
It enables to provide information about the activities that has to be completed within the
scheduled time. When these are not completed, then it will delay all the other following activities
and it will become difficult to complete the event on decided date. All the activities that do not
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fall under critical path are not important as they can be fulfilled on other days. As per the
findings made, below given is the critical path that has to be followed by project manager:
Critical path are 1+2+4+5+6+8+9+12+13
Project duration: 7+5+9+11+16+10+14+16+4+8+13+17+3+22+12 = 82 days
Hence, the present project will be completed within only 82 days instead of planned i.e. 215
days.
Project Risk Management
Risk identification
There are different type risks that are involved in order to conduct the event in
appropriate manner. Barriers or risk should be identified at the time when project activities are
implemented. When identification of strategies is done, then strategies need to be formed so that
activities can be carried out smoothly (Glendon, Clarke and McKenna, 2016). Type of risk that
can occur in conducting one day event are lack of skilled workers, lack of financial support,
technical problem, etc. At the initial stage, it requires to select venue in which the event can be
organized. It requires to have ample space where the event can be organized. When these type of
selected or risk that occur are not properly analysed, then it becomes difficult to conduct the plan
in appropriate manner.
Risk Analysis
It is the evaluation of the examining outcomes of the project and its objectives. There are
different types of ways to analyse risk that are done with the help of quantitative and qualitative
impact. Analysis of risk is possible when proper monitoring is done of activities that are
performed. At the initial stage, it requires for the project manager to determine or identify risk,
then rate of risk should be done. The risk that has high negative impact should be analysed and
steps should be taken to minimise them. One of the effective ways to minimise risk is by
providing opportunities to other people involved in the project. Different people have diverse set
of perception and they are able to provide appropriate information.
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Risk Matrix
In accordance with this matrix, the risk is rate on five different scales. Proper steps are
taken with the help of the matrix so that the goals that are set can be attained. In this context,
below given are the risk analysis made through risk matrix:
Risk Matrix
Level of
risk
Very low Low Medium High Very high
Very high Failure of the
project
Wrong market
selection
High Decline
people who
will attend the
event
Cost
increasing
issues
Proper plan is
not followed
Situational as
well
contingency
risks
Medium Risk related to
the failure of
project due to
unskilled and
low qualified
workforce
Low Issues related
to technology
Very low Employee
inefficien
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cy
Risk Control
In order to control the problems that are faced by the project manager, it is important that
certain aspects are considered. With this respect, proper cost should be used for promoting the
event. When more and more people will get to know about it, then the contribution that they get
will increase (McNeil, Frey and Embrechts, 2015). In addition to this, proper monitoring should
be done of workers involved. This will help in determining the areas in which they lack. As per
the findings made, proper training and development should be arranged. Another step that can be
taken is to replace workers when existing once is not able to perform with their full efficiency.
CONCLUSION
In accordance with the report, it can be concluded that project manager need to take up
appropriate steps in which he/she knows the roles and responsibilities that has to be played by
them. Further, employees should be selected by considering the skills and capabilities that they
possess. Moreover, tasks should be assigned as per the capabilities of each worker. Further,
division of work should be done properly so that with speculated cost all the activities are
effectively completed.
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REFERENCES
Buser, M. D., Whitelock, D. P and Holt, G. A., 2012. Characterization of cotton gin particulate
matter emissions—Project plan. J. Cotton Sci, 16(2), pp.105-116.
Gala, A., 2015. A Project Plan for Software that Advances Museums' Prospect Research
Effectiveness.
Glendon, A. I., Clarke, S. and McKenna, E., 2016. Human safety and risk management. Crc
Press.
Larson, E. W. and Gray, C., 2013. Project management: The managerial process with MS
project. McGraw-Hill.
Marie, C., Beuzelin, G. and Nicole, E., 2017. Fast and Extensive Model Based Project Plan
Building in Nuclear Industry. In Complex Systems Design & Management (pp. 245-245).
Springer, Cham.
McNeil, A. J., Frey, R. and Embrechts, P., 2015. Quantitative risk management: Concepts,
techniques and tools. Princeton university press.
Schinca, I. and Amigo, I., 2010, March. Using renewable energy to include off-grid rural schools
into the national equity project Plan Ceibal. In Biosciences (BIOSCIENCESWORLD),
2010 International Conference on (pp. 130-134). IEEE.
Teller, S., 1997, May. Automatic acquisition of hierarchical, textured 3D geometric models of
urban environments: Project plan. In Proc. of the Image Understanding Workshop.
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