Comprehensive Project Report: Charity Fundraiser Event Management

This report provides a detailed analysis of the project management plan for a charity fundraising event organized by the London School of Business and Management. The primary objective of the project is to raise £2017 through a one-day event. The report outlines the project's scope, objectives, and rationale, including SMART objectives and identified constraints such as lack of information, time, and support. It delves into project cost management, covering resource planning, cost estimation, budgeting, and cost control techniques. Time management is addressed through a task breakdown, Gantt chart, network diagram, and critical path analysis. Finally, the report examines project risk management, identifying potential risks like bad weather, large crowds, and health emergencies, along with mitigation strategies. The project charter, resource analysis, and detailed budget breakdown are also included to provide a comprehensive overview of the event's planning and execution.

MANAGING
OPERATIONS AND
PROJECTS
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TABLE OF CONTENTS
Project overview / Scope ............................................................................................................3
Project cost management ............................................................................................................5
Project time management ...........................................................................................................7
Project risk management ...........................................................................................................12
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Project overview / Scope
London school of business and management is planning for celebrating the end of the
year with one day charity fund raising event. It has been schedules that the event will take place
in the month of may 2017 and major aim of the project is to raise funds worth £2017. it is critical
that strategic approach should be used for accomplishing the major objectives of the project and
gaining positive outcomes from them. A detailed and organized project management plan will
support for carrying out the required activities of the project and gaining success of the project.
Charity fund raising event will help for generating £2017 as a funds. It is essential that entire
event should be planned and on the basis of that al the activities of the projects should be
designed so that all the necessary objectives from it could be accomplished (Heagney, 2016).
Objective of the project :- Major objective of the project is to generate funds worth
£2017 through one day charity fund raising event.
Main purpose of project :- Funds worth £2017 will be collected for London School of business
and management. This funds will be utilized for providing better quality education to the
students. Necessary resources that are required for giving education to the students. Funds will
be collected with objective to support students with their studies. SMART objectives for the
project are as mentioned :-
SPECIFIC Major objective of the project is to collect funds worth £2017 from
one day charity event.
MEASURABLE Entire project will be assessed on the basis of total funds collected
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Illustration 1: Project management

from the event.
ATTAINABLE The target set are possible for achieving and required funds could be
gathered.
REALISTIC Objectives set are reliable.
ACHIEVABLE Time period of 2 Months have been decided for achieving the
objectives of the project.
Rationale
The event has been organized in the London School of management for collecting funds
of £2017. Funds are required for ensuring availability of resources that are required for imparting
teaching to the students. Rationale behind the project is to identify and evaluate activities that
could be used for completing a project. Major objective behind the project is to successfully
organize the charity event so that funds required could be collected. It will help the
administration of the organization for collecting all the necessary resources that are required for
giving quality education to the students studying there (Papke-Shields and Boyer-Wright, 2017).
With this the funds will support for performing all the necessary functional activities in
successful manner.
Constraints
There are various risks and challenging situations that are associated with the project and
it is critical that I will make efforts for reducing the challenges associated with the project. Some
constraints which are faced while implementing the project are as described :-
 Lack of availability of proper information and data is a major constraint that has been
faced while implementing the project. It is essential that proper data and information
should be available so that all the required objectives should be successfully achieved.
 Lack of time is also one major factor that creates challenge in properly completing the
objectives of the project. Lack of support from the keep people of the project is also a major constraint that is
being faced during the project.
Assumptions
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 Time assumptions have been made so that activities of the project could be duly
completed.
 Budget assumption have been also made so that all the essential activities in the
project could be completed and it will help for allocating funds on specific
activities that needs to be completed in a project.
 Human resource – Event manager, Volunteers,
 Physical resources – Required for charity functions such as raw material for food,
decoration items.
Project charter
Project cost management
Steps that are involved under the project cost management are as defined :-
Step 1 :- Planing for resources It is the prime step that is taken for cost management
and under this resource planning is done and it helps
for completing the activities of the project
successfully.
Step 2 :- Estimating the cost of the
project
Estimation is made for identifying about the cost
that are likely to occur while completing the project
activities.
Step 3 :- Cost budgeting Budget will be made for giving overview for the
entire project schedules and evaluating total cost for
the project.
Step 4 :- Control of cost Procedures will be implemented for monitoring the
total expenditures and controlling the total cost for
the project.
Resource Analysis
It is essential that all the essential resources that are vital for organizing the one day
charity event should be organized successfully. Necessary resources for the event are as
described :-
Financial resources It is critical that sufficient funds should be available so that all the
essential activities of the business event (Keller Parameswaran and
Jacob, I., 2011). Monetary resources are required and it can be gathered
by sponsoring the event. It is also required for giving prize and attractive
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rewards to the participants of the charity event.
Human resources Human resources comprise of event manager, staffing and volunteers so
that all the essential activities of the event could be performed
successfully. Project team will be accountable for making cooperation
and coordination with the other team members of the project so that
required objectives of the project could be successfully achieved.
Information and data It is required that all the necessary information such as total number of
people registering for the event, total estimated expenditure that are
likely to be occurred in the event should be identified so that on the
basis of that information all the activities should be performed
successfully.
Physical resources Location and venue for the event are major physical resources that are
required for executing the event.
Food material and
decorative items
All the individuals turning out for the event will be served food and so
raw material is required for preparing the food. Decorative items are
also required so that entire event should be planned and executed
successfully.
Budgeting
The project for organizing one day charity event for raising funds worth £2017 requires
some financial support. It has been estimated that total cost estimation for organizing the event is
£140 and this amount is sufficient for performing the required activities in the project. Budget
will be utilized for doing promotional activities so that people can be made aware about the event
and more number of people should take part in the charity event so that sufficient amount of
funds should be gathered.
Budget
List Cost (£)
Equipment and material 60
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purchasing
Decoration of the venue for
the event
10
Function arrangement 4
Food and Beverage 6
Prizes 40
Total (£) 140
Cost control
It is essential that project cost control mechanism should be used so that entire activities
for the charity event could be planned successfully and on the basis of that objectives of it could
be achieved. There are some specific cost control techniques that could be used for cost control
and these are as mentioned :-
Making plan for project budget :- Budget will be prepared at the starting of the project and on
the basis of that entire activities of the project for organizing the charity event will be
determined. It will help for making payments that are required to be made and cost that are likely
to be incurred during the project.
Keeping proper track of cost :- Appropriate and proper tract for actual cost that incurred while
implementing the project will be made. Actual cost that have been incurred against targets that
have been set will be identified (Sinha, Priya and Khowas, 2017).
Managing the time effectively :- It is vital that effective time management should be there so
that all the required activities should be completed in due time. It will help for meeting the
project deadlines and help for making it ensure that budget estimated for the event should not
exceed with the daily targets.
Implementing project change control :- For organizing successful charity event change control
systems will be implemented and it will assist for taking into account the likely changes that
might occur in the project.
Project time management
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Task Name for organizing
charity event
Duration of
overall
event
Starting date
of the event
Finishing date
of the event Predecessors
Determining the goals of
the event 10 days Mon 3/6/17 Fri 3/17/17
Deciding the major
activities of the event 6 days Tue 3/7/17 Tue 3/14/17 1
Assessing practical
consequences and legal
consequences of the event
8 days 03/08/17 Fri 3/17/17 2
Organizing a team for
performing the event 16 days Thu 3/9/17 Thu 3/30/17 3
Developing and designing
action plan for organizing
the event.
19 days Fri 3/10/17 Wed 4/5/17 4
Deciding time and date for
major activities needs to
be performed during the
event
8 days Fri 3/10/17 Tue 3/21/17 4
Deciding the location for
the event 19 days Mon 3/13/17 Thu 4/6/17 5
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Planning logistics
activities for the event 10 days Mon 3/13/17 Fri 3/24/17 5
Collecting necessary items
and material and resources
for the event
10 days Mon 3/13/17 Fri 3/24/17 6
Allocating task and
responsibility to each team
member
8 days Tue 3/14/17 Thu 3/23/17 7
Risk assessment and
execution of plan 3 days Tue 3/14/17 Thu 3/16/17 8
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Gantt chart
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Network diagram
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Critical path analysis
Activities mentioned under the critical path in blue boxes will increase overall cost of the project
if get delayed.
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