Project Plan Management for Charity Events

The assignment focuses on the critical aspects of project plan management for charity events. It highlights the need to identify and mitigate risks, create a risk matrix to evaluate potential threats, and establish a realistic budget to ensure the event's success. The discussion emphasizes the importance of following legislation rules and regulations related to charitable events, as well as raising sufficient funds to meet donor requirements.

PROJECT
PLAN

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK...............................................................................................................................................1
Project overview/scope...............................................................................................................1
Project cost management.............................................................................................................3
Project time management............................................................................................................4
Project risk management.............................................................................................................5
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
A project plan is a formal and approved document which is used to guide for project
execution and project control (Bhalla, 2014). The particular uses of the project plan are to
document planning assumptions and decisions, facilitate communication among project
stakeholders and document approved scope, cost and schedule baselines. The present report is
going to prepare project plan for the event of charity fundraising. In the project plan focused on
project overview, scope, cost management, time management and risk management.
TASK
Project overview/scope
The London school of business and management wishes to celebrate the end of the
academic year with a one day as charity fundraising event. The event will take place on 15 may
2019.
Definition –
A project plan is a formal document which is defined project goals and objectives
regarding to specific tasks. It will guide for control and execution of project and it is a key of
successful project. For event planning it is the most important document which helping to
estimate all resources and other relevant things. The term of project plan shows as a Gantt chart
which in includes different activity according to duration. The purpose of project plan is used by
project manager -
 Prepare all document and communicate with stakeholder about the event and project
expectations (Flick, 2015).
 To control all activities according to schedule To calculate and manage associated risks.
Rationale –
The rationale for something is the basic or underlying reason or explanation for it. The
aim of the project to raise amount of charity at least £2019. Rational is a set of reasons or a
logical basis for a course of action or belief. For that purpose it is require for the project manager
to take corrective actions and make proper strategies in order to achieve the project goal and
objectives.
Constraints –
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A constraint, in project event plan is defined as restrictions and limitations of project. It
can manage under a set of clear cut constraints and it will be defined from the beginning of the
project. In this event plan the project manager can face these constraints regarding to project
plan. There are various constraints can arise while developing a project and it can hamper the
project work as well as efficiency so it is require for the management to analyse it & make better
strategies so that project work will not affect and it can be accomplish within stipulated time
period. Timeliness – Time constraint can begin as early as the project or event start date. This
time goal of project management is to begin a planning about the event as soon as
possible. The event will be place on 15 May, 2019 so in limited time period prepare all
plans and strategies and implement on time. If the project is delayed and all planning not
prepare on time so project manager can not survive all arrangement smoothly. Cost – In fixed cost all arrangements are done by project manager is a art but many time
due to market fluctuations cost up and down and effect to budget policy. It will affect to
project event planning and create problem (Cervone, 2012). Quality – In event planning need different types of resources and facilities. It is setting on
standard quality to fell comfortable to audience. Resource availability – In project Planning needs different types of resources which is
used in events. When project manager planning about the event that time some resources
are not available on time and it will create problem for project manager.
 Risk – In project plan risk also include as constraints which is major problem for project
manager. It will come any time and some times it can not estimate and reduce from
project plan.
Assumptions –
An assumption is something that is believed to be true. It is an event that can expect to
happen during a project event planning. To make assumption is require so that it can be
understand what types of situations can arise in the project work and how it can be further
improved. There is mentioned some assumptions which is related to project event plan - Technology – It is related to technical activities and any machine does not work on event
time like speaker, mike and other technology things.
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 Facilities – In this included those facilities which is related to catering, tables, chairs and
other things. If it is not arranging on time so it will create big problem. Budget Availability – For project there is provided particular amount if it is not sufficient
for all arrangements so it will create problem.
 Schedule accuracy – Project plan shows in accurate way because there is need to
schedule accuracy. The event will be going on according to schedule of any problem
coming so it will create problem.
Project Charter –
A project charter is a formal and short document which is defined about project objective
and how it will be carried out. It is written authority which is provide by top management to
project manager regarding to begin work (Cos, and et.al, 2015) . With the help of project charter
the goals and objectives can be accomplish as per the requirement. It is like a framework which
is beneficial to complete the work ineffective manner.
Project Name Charity Fund Raise
Project starting date 15/05/19
Project ending date 15/06/19
Project Description Charity fundraising event
Project Manager
Date Approved 15/05/19
Business Case – To generate charity. Expected Goals – To raise at least £2,019
Risk and Constraints – Strategy, market risk,
operational risk
constraints- technology, budget availability,
schedule accuracy.
Milestones – Achievement of social upliftment.
Key objectives To raise fund for charity £2,019
Roles and responsibilities The roles and responsibilities are delegated to
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the individuals as per their skills and
knowledge of individuals so that they can
perform better in order to achieve the
objectives of project.
Project cost management
Resource analysis – It is a strategic planning tool is considered those resources which is
required for particular strategies and it is provided competitive advantage. It will require for
competencies to effectively use of those resources with proper planning and strategy.
Budgeting - It is the process to prepare plan for spending money according to event plan.
It is a creativity of spending plans to allows for analysis in advance. In simple terms it is simply
maintain amount of expenses or incomes. It is important to prepare for project plan because it
will follow by project manager and collect all relevant information (Turner, 2016) `
A) Revenues
Sponsorship £50000
Entry Fees £7981
B ) Expenses
Promotional Expenses £7000
Advertisement expenses £13000
Catalogues £2000
Training charges and
labour £38000
Total Profit (A-B) £2019
As per the above report it is described about different charges which is spending for
organise the event plan.
Cost control -
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It is a process of finding the unnecessary expenses and eliminating them in order to gain
profits. Additional expenses can be identified by comparing the actual cost incurred with
estimated cost of budget.
Project time management
Gantt chart
A Gantt chart is a graphical characterisation of a project schedule and it is a type of bar
chart which shows start and finish dates of several elements of a project where is including
resources, milestones, task and dependencies.
Network Diagram
It is presenting relationship between steps, groups, tasks and different activity which
influences of project plan. For draw network diagram used bubbles, boxes and arrows which is
linked different activities. It is called as flow chart, process map and project network (Gavriloff,
2012) .
Critical path analysis
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It is a technique that helps to determine all appropriate activities for complete a task.
There is including different activities which is important to complete task and it will show
relationship between all activities.
Project risk management
Project risk management is an important concept in project management which includes
the process of minimizing the potential problems that have negative impact in completion of a
project. It helps in managing the risks which affects the people, technology, processes and
resources which are involved in the project. The purpose of it is to identify the project risks and
formulating plans and strategies to minimize their impact to the project.
There are various types of risk can be arise in project work such as:
Governance risk: It is associated with the norms and regulations which are related to the
project work and if project manager does not emphasis it than risk can be arise.
Operational risk: This type of risk will arise because of poor implementation & process
problems like: procurement, production & distribution.
Legal risk: This risk will arise from legal & regulatory obligations which involves
contract risk & litigation brought in context to the corporation.
Risk associated with external hazardous: This type of risk can arise due to earthquake,
storms, flood etc.
Types of risk Impact
Governance risk Medium
Operational risk High
Legal risk: Medium
Risk associated with external hazardous low
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With the help of risk analysis, manager can make better strategies for the further
improvement as per management plan so that project work can be done effectively and
objectives can be accomplish as per the requirement.
Risk identification
 Failing to comply with charitable registration laws
There are many compliances which an organization has to follow before conducting an event.
Before asking the public for their contribution, a charitable organization has to follow all the
related compliance, if they fail to do so it may result in huge risk management. A charitable
organization should learn about the management of risk through various charitable registration
laws.
 Lack of clarity
When the charitable organization has not clearly defined the guidelines to the general public as
well as to the sponsors of the event (Finnerty, 2013) . The organization should clearly describes
the roles and responsibilities of each person involved in organizing the event. If there is lack of
clarity among the sponsors and the general public, the management of risk for the project will be
high.
 Ignoring donors wishes
The wishes of donors should be kept on priorities as to make successful completion of the charity
event. Organizations find the hard way to ignore the donors specific requests as if ignoring them,
the donors will feel disrespected and not be interested in making any contributions. Charitable
organizations are wise to manage this risk by keeping the donors wishes on priority bases in
order to manage the project risks.
 Missing the mark
An organization may feel shy to raise the contributions from the general public or from sponsors
these leads to cancel the program or failure of the event. The consequences of missing the marks
will lead to the high risk management and failure of the charitable event.
Risk analysis
After risk analysis there is need to detect and reduce risk as per the requirement and for
the success of event plan.
 For reduce risk of lack of clarity there is divided work according to their skills and time
to time see all arrangement.
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 There is aware about donors wish and all arrangements set according to their
requirement. There is need to fulfil their necessities.
 The project manager has following all rules and regulations regarding to charity.
 Many time project manager can not aware about list of donors as a result the manager can
not mark on that and misunderstanding created.
Risk matrix
Risk matrix is a matrix which is used by project manager to evaluate of risk assessment
and identify level of risk. The risk analysis by the category of profitability or likeliness against
the category of consequence of severity (Müller and Jugdev, 2012). It is a simple mechanism
which measure of visibility of risk as well as management decision making.
CONCLUSION
As per the above discussion it has been concluded that project plan is short document
which is prepared by project manager to monitor and control of event activity. In the event the
project manager can face many problems and risk regarding to event. It will reduce by manager
and prepare effective budget for event plan. The manager can follow all legislation rules
regarding to vent and try to raise amount of charity.
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REFERENCES
Books and journals
Bhalla, G., 2014. How to plan and manage a project to co-create value with stakeholders.
Strategy & leadership. 42(2). pp.19-25.
Flick, U., 2015. Introducing research methodology: A beginner's guide to doing a research
project. Sage.
Cervone, H. F., 2012. Understanding the elements of a digital library project plan: part 3. OCLC
Systems & Services: International digital library perspectives. 28(4). pp.176-179.
Cos, F. X. and et.al, 2015. Screening for people with abnormal glucose metabolism in the
European DE-PLAN project. Diabetes research and clinical practice. 109(1). pp.149-
156.
Turner, R., 2016. Gower handbook of project management. Routledge.
Gavriloff, C., 2012. A performance improvement plan to increase nurse adherence to use of
medication safety software. Journal of pediatric nursing. 27(4). pp.375-382.
Finnerty, J. D., 2013. Project financing: Asset-based financial engineering. John Wiley & Sons.
Müller, R. and Jugdev, K., 2012. Critical success factors in projects: Pinto, Slevin, and Prescott–
the elucidation of project success. International Journal of Managing Projects in
Business. 5(4). pp.757-775.
Online
Project plan. 2019. [Online]. Available through:
<https://uplandsoftware.com/tenrox/resources/glossary/project-plan/>
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