Risk Management and Quality Plan for Event Project

The assignment consists of a risk matrix that identifies four potential risks to the event project, along with mitigation plans to address them. The quality plan outlines the project's quality objectives, quality assurance methods, and quality control tools to be used throughout the project. References to relevant literature and an example of a charitable organization are also included.

Individual Project Plan
Name of University
ID of Student
Name of Student
Date of Submission: April 28, 2018

ID & Name of Student
Table of Contents
Project Introduction....................................................................................................................3
Project Objectives......................................................................................................................3
Project team and their roles........................................................................................................3
Project stages and key deliverables............................................................................................4
Project time management...........................................................................................................5
Work Breakdown Structure....................................................................................................5
Activity List............................................................................................................................5
Gantt Chart in MS-Project......................................................................................................7
Network Diagram...................................................................................................................8
Critical Path............................................................................................................................9
Budget (cost)............................................................................................................................10
Risk Log/ Register....................................................................................................................12
Quality Plan..............................................................................................................................13
References................................................................................................................................14
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ID & Name of Student
Project Introduction
The project is related to charitable trust in Oman, which is just planning to conduct an event
for raising fund. the Charitable Trust being very famous in Oman is the 'Oman Charitable
Organisation (OCO)'. OCO is established in 1996 and is being medley funded by the
Government of Oman (Oman Charitable Organization, 2018). It is also being funded from
public body in the form of donation or some event is organised to collect the money for the
betterment of the trust and the Orphan children. This trust takes care of the orphans, by
providing daily food, shelter, and education system. OCO has conceptualized to organise a
grand event for the collection of money, which they shall use for the betterment of the
charity. So, this project is all about the arrangement of an event for collecting money sorry
don't profit organisation like Charitable Trust.
Project Objectives
The objective of developing the project for the goal can be defined by using SMART process
to define the objectives very specific and they should be measurable, achievable, relevant and
time bound (Sampietro, 2016). The goals are:
Specific The project is to be organised and event for raising money for the
benefit of OCO
Measurable The project budget should be Limited within 100.000 OR
Achievable By arranging the event the Charitable Trust should gain amount of 5
times the project amount, i.e. 500,000 OR
Relevant The event should be such a large and great so that it can provide the
facility to develop revenue 50% of the current Reserve
Time bound By selling the tickets of event total hundred percent of the project
cost should be added within the first 2 months of the declared the
event venue and time
Project team and their roles
The project team members shall consist of very lean structure to look after the event
management so that the fundraising event can be organised and delivered properly. The key
members who shall handle the project directly are the sponsor of the project, the project
manager, the human resource manager, the administration manager and few volunteers. The
roles of each team member are as below:
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ID & Name of Student
Sponsor Approve the project charter and arrange funds for the event management
project (Kloppenborg, et al., 2014)
Project
Manager
Make the event successful by managing all the activities that serve
activities properly along the stakeholders’ management (Anantatmula,
2010). Most of the time project managers should be handling the
communication channel and all reporting requirements.
HR Manager Shall look after the recruitment, motivation, and demobilisation of the
human resources (Huemanna & Turner, 2007)
Administratio
n Manager
Organise the event and arrange all admitted item
Volunteers Support the overall project whenever and wherever they are required.
volunteers are being recruited for helping all the key stakeholders in the
project and fill the gap present in the team
Project stages and key deliverables
The project has been divided into four stages first is the conceptualisation of the project,
second is the planning, third is the marketing / execution of the project and d forth is the
closing of the event. The overall project time schedule and the cost budget is also developed
based on these four stages of the project. The list of deliverables shall be presented with the
time schedule. The milestone schedule is as below:
Task Name
Fund Raising event for OCO (Oman Charitable Organisation)
DEFINE: Conceptualisation
Milestone: Start the Fund-raising event project
Milestone: Finishing of conceptualisation stage of the Fund-raising event project
DESIGN: Planning for the event
Milestone: Start the planning of the event
Milestone: Finishing of the planning phase of fund raising event
DELIVER: Execution of the event
Marketing of the event
Milestone: Start of the marketing activity for the event
Milestone: Finishing of the marketing activity for the event
Hosting the event
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ID & Name of Student
Milestone: Start the hosting event activity
Milestone: Finnish of the hosting event activity
DEVELOP: Close the Fund-raising event project
Milestone: Start of the closing activities and review of outcome of the project
Milestone: Finishing of the closing activities and review of outcome of the project
Project time management
Work Breakdown Structure
The WBS (Globerson, 1994) of the ‘Fund Raising event for OCO (Oman Charitable
Organisation)’ is shown below:
WBS Task Name
1 Fund Raising event for OCO (Oman Charitable Organisation)
1.1 Conceptualisation
1.2 Planning for the event
1.2.1 Milestone: Start the planning of the event
1.2.2 Identify the needs / requirements
1.2.3 Plan the scope management
1.2.4 Plan the time management
1.2.5 Plan the cost management
1.2.6 Plan the risks involved in the event
1.2.7 Plan the communication
1.2.8 Plan the procurement actions
1.2.9 Plan the human resources
1.2.10 Develop the project management plan
1.2.11 Milestone: Finishing of the planning phase of fund raising event
1.3 Execution of the event
1.3.1 Marketing of the event
1.3.2 Hosting the event
1.4 Close the Fund-raising event project
Activity List
The list of activities along with the time estimation is shown below:
WBS Task Name Duration
1 Fund Raising event for OCO (Oman Charitable Organisation) 175 days
1.1 Conceptualisation 18 days
1.1.1 Milestone: Start the Fund-raising event project 0 days
1.1.2 Select Key Stakeholders / senior employees 5 days
1.1.3 Develop charter 11 days
1.1.4 Approve the charter for the event 2 days
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ID & Name of Student
1.1.5 Milestone: Finishing of conceptualisation stage of the Fund-
raising event project 0 days
1.2 Planning for the event 67 days
1.2.1 Milestone: Start the planning of the event 0 days
1.2.2 Identify the needs / requirements 10 days
1.2.3 Plan the scope management 10 days
1.2.4 Plan the time management 22 days
1.2.4.1 Develop WBS 3 days
1.2.4.2 Develop activity list 5 days
1.2.4.3 Estimate the duration of the activity 7 days
1.2.4.4 Estimate the resources required for the activity 12 days
1.2.4.5 Develop a schedule 2 days
1.2.5 Plan the cost management 20 days
1.2.5.1 Estimate cost 15 days
1.2.5.2 Define the budget 5 days
1.2.6 Plan the risks involved in the event 10 days
1.2.7 Plan the communication 5 days
1.2.8 Plan the procurement actions 10 days
1.2.9 Plan the human resources 5 days
1.2.10 Develop the project management plan 10 days
1.2.11 Milestone: Finishing of the planning phase of fund raising
event 0 days
1.3 Execution of the event 72 days
1.3.1 Marketing of the event 30 days
1.3.1.1 Milestone: Start of the marketing activity for the event 0 days
1.3.1.2 Provide a brand to the event 10 days
1.3.1.3 Conduct crowd funding 20 days
1.3.1.4 Manage the performers 15 days
1.3.1.5 Milestone: Finishing of the marketing activity for the event 0 days
1.3.2 Hosting the event 42 days
1.3.2.1 Milestone: Start the hosting event activity 0 days
1.3.2.2 Streamline the team 10 days
1.3.2.3 Delegate the power 5 days
1.3.2.4 Make the venue ready for the show 30 days
1.3.2.5 Conduct The event 2 days
1.3.2.6 Milestone: Finnish of the hosting event activity 0 days
1.4 Close the Fund-raising event project 18 days
1.4.1 Milestone: Start of the closing activities and review of
outcome of the project 0 days
1.4.2 Demolish the structures of the event 10 days
1.4.3 Arrange an evaluation review meeting 5 days
1.4.4 Measure outcome 4 days
1.4.5 Document lessons learned 2 days
1.4.6 Milestone: Finishing of the closing activities and review of
outcome of the project 0 days
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ID & Name of Student
Gantt Chart in MS-Project
(Wilson, 2003)
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ID & Name of Student
Network Diagram
(1)
(2)
(3)
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ID & Name of Student
(4)
(5)
(6)
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ID & Name of Student
Critical Path
Budget (cost)
The direct cost of the project will depend on the number of resources being used for the
project. The list of resources with their unit cost are:
Resource Name Type Initials Max.
Units Std. Rate
Sponsor Work SP 100% R.O. 75.00/hr
Project Manager Work PM 100% R.O. 60.00/hr
HR Manager Work HRM 100% R.O. 40.00/hr
Admin Manager Work AM 100% R.O. 30.00/hr
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ID & Name of Student
Volunteer Work V 300% R.O. 15.00/hr
Based on the unit rates and the resource assignment to complete the overall schedule, the
following cost estimate is obtained (it is assumed that the cost includes the contingency
reserves)
Task Name Resource
Initials Cost
Fund Raising event for OCO (Oman Charitable Organisation) R.O. 99,880.00
Conceptualisation R.O. 11,880.00
Milestone: Start the Fund-raising event project 0.00
Select Key Stakeholders / senior employees PM, SP R.O. 5,400.00
Develop charter PM R.O. 5,280.00
Approve the charter for the event SP R.O. 1,200.00
Milestone: Finishing of conceptualisation stage of the Fund-raising
event project 0.00
Planning for the event R.O. 39,880.00
Milestone: Start the planning of the event 0.00
Identify the needs / requirements PM R.O. 4,800.00
Plan the scope management PM R.O. 4,800.00
Plan the time management R.O. 3,480.00
Develop WBS V R.O. 360.00
Develop activity list V R.O. 600.00
Estimate the duration of the activity V R.O. 840.00
Estimate the resources required for the activity V R.O. 1,440.00
Develop a schedule V R.O. 240.00
Plan the cost management R.O. 9,600.00
Estimate cost PM R.O. 7,200.00
Define the budget PM R.O. 2,400.00
Plan the risks involved in the event AM, V R.O. 3,600.00
Plan the communication HRM R.O. 1,600.00
Plan the procurement actions PM R.O. 4,800.00
Plan the human resources PM R.O. 2,400.00
Develop the project management plan PM R.O. 4,800.00
Milestone: Finishing of the planning phase of fund raising event 0.00
Execution of the event R.O. 37,120.00
Marketing of the event R.O. 16,600.00
Milestone: Start of the marketing activity for the event 0.00
Provide a brand to the event AM R.O. 2,400.00
Conduct crowd funding HRM, V R.O. 8,800.00
Manage the performers AM, V R.O. 5,400.00
Milestone: Finishing of the marketing activity for the event 0.00
Hosting the event R.O. 20,520.00
Milestone: Start the hosting event activity 0.00
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Streamline the team HRM, V R.O. 4,400.00
Delegate the power PM, V R.O. 3,000.00
Make the venue ready for the show AM, V R.O. 10,800.00
Conduct The event PM, AM,
HRM, V R.O. 2,320.00
Milestone: Finnish of the hosting event activity 0.00
Close the Fund-raising event project R.O. 11,000.00
Milestone: Start of the closing activities and review of outcome of
the project 0.00
Demolish the structures of the event AM R.O. 2,400.00
Arrange an evaluation review meeting V R.O. $600.00
Measure outcome PM, AM,
HRM, SP, V R.O. 7,040.00
Document lessons learned PM R.O. 960.00
Milestone: Finishing of the closing activities and review of
outcome of the project 0.00
Risk Log/ Register
Risk
No.
Risk Type Description (Iacob, 2014) Likelihood Impact Risk
Rating
1 Threat There is a risk that the performers
could not come for performing
during the event day
Unlikely Critical High
2 Threat There is a threat that the project
could not be made ready till the
event day
Possible Major High
3 Threat There is a threat that the overall
project budget got exhausted due to
increase in cost of stage making
material
Possible Critical High
4 Opportunity There is an opportunity, that the
tickets may get sold out early and
the profit could be obtained even
before the start of the event
Likely Major High
The risk matrix is shown below:
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Risk Mitigation Plan:
Risk
No.
Risk Response
Type
Mitigation Plan
1 Avoid All the performers shall be advised to join the venue one day in
advance, so that the condition of not attending the performance
as per schedule can be avoided
2 Reduce The time contingencies shall be added to the overall project
duration
3 Reduce The cost contingency shall be added to the overall project
budget to reduce the chances of getting overrun
4 Enhance The chances of selling of tickets early should be motivated for
gaining more money for the charitable trust
Quality Plan
Project Quality Objectives:
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ID & Name of Student
The main objective of this project quality plan is to complete the project well with the project
boundaries such as the time limitations, the cost limitation and the resource limitations. the
quality of the product will be termed as accomplished if the major functional unit could be
organised on time well with the cost expectation limitation and with high standard of quality.
Each stage of development of this project starting from the conceptualisation, planning,
executing and closing should happen as per the little budgeted schedule.
Project Quality Assurance:
The methods which can be adopted for obtained Insurance of quality are the inspection and
the performance test. the overall project should be inspected at the end of every 15 days and
the Inspector should develop an audit report to show the latest present in the system.
Identification of all the loopholes for the weekly the project can help in further improve the
quality standard so that the overall Project objective could be met. As a part of the quality
assurance plan is project parameters should be checked at every 15 days by the project
manager to obtain the trend performance curve. In case of any abdominal it is observed that
the total analysis has to be done by using 7s technique.
Quality Control:
All the distinct types of quality control tools such as the reviews, periodic inspection, audit
scope statistical analysis of the performance, the use of quality standards such as prince2
shall be followed to comply with the quality of the project.
References
Anantatmula, V. S., 2010. Project Manager Leadership Role in Improving Project
Performance. Engineering Management Journal, 22(1), pp. 13-22.
Globerson, S., 1994. Impact of various work-breakdown structures on project
conceptualization. International Journal of Project Management, 12(3), pp. 165-171.
Huemanna, M. K. A. & Turner, R. J., 2007. Managing human resources in the project-based
organization. International Journal of Project Management, Volume 25, pp. 315-323.
Iacob, V.-S., 2014. Risk Management and Evaluation and Qualitative method within the
Projects. EcoForum, 3(1), pp. 60-67.
Kloppenborg, T. J., Tesch, D. & Manolis, C., 2014. Project Success and Executive Sponsor
Behaviors: Empirical Life Cycle Stage Investigations. Project Management Journal, 17
March, 45(1), pp. 9-20.
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