Executive summary
This report is about an execution plan for charity gala dinner this is supported by the reason behind choosing charity gala dinner which further leads to the exploration of project scope and identifies the key deliverables of the project which is also integrated with the objective, limitation, assumption, technical requirement, and client approval. This project main deliverable is subdivided into smaller elements which are used to generate work breakdown structure and further primes to the estimation of budget based on work packages and lead to an update of work breakdown structure based on budget and this pave way for the development of project network diagram which is used to find out the critical path of the project, followed by development of risk management analysis after spotting risk, it is subjected to response and control measures to handle the situation. Charity gala dinner is a time constraint project because the success of the project is dependent upon execution of the project in a particular time limit, Based on the project network diagram and developed constraint resource allocation is analyzed and spot out the places where demand exceeds the capacity of the resources and the place to smoothen the resources to reduce the load in a particular period. This updated is further fed to a project network diagram to make the necessary changes and find out any new critical path is been generated In the network diagram. Based on the modification a new Gantt chat is made to frame the new time frame of the project and to showcase the activity connectivity. This process made a project to run in a specific time period without any hurdles to stop from execution
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Introduction
The Charity Gala Dinner is an activity that was held by a nonprofit organization Students 4 Refugees on 14 August 2019, at Tyree Room and Alumi Teerace. The focus and the aim of this project are to fundraise and raise awareness of the world refugee crisis. Our team will work on this project within 7-8 weeks and produce a project baseline to ensure the all the project objectives are met. This report illustrates the process of managing this project in detailed.
The reason behind choosing charity gala dinner:
We selected our project based on Multi Weighted Evaluation Form which calculates the score for every project and picks the one which has the highest score. The result shows as below:
Big sleep out under the stars
This project contains various activity like resource allocation, time frame, action. This can be accomplished by various strategy and it should be designed based on mission, vision, and value. This will generate enough task to be carried out by team members. This will provide great exposure to project management. This event can be conducted under safe and legal constraint by collecting personal details and providing information regarding event and rules and regulation. This project can be carried out within 8 weeks. Because the project is planned for one night. Wavier of liability is essential if any thighs are lost in the event which will impact the open door organization. A copyright license is not essential for this event. Gaining media exposure can be done because the motto of the project seeks attention for the good cause. This project has the potential to deliver a resume worth experience for the student
Green Thumbs up
It is easy to gain financial support from arc club and moreover raising more than 1200 $ will not be a hard task because this market motto is about sustainability and arc is integrated with a mixed culture which will generate more unique product Which helps as to gain an attraction due to the uniqueness of the product. Moreover, there is a donation of 35 cents for every raise of 1$ which contribute the fundraising. Which make sure that this project satisfies the minimum criteria. This project contains various activity like resource allocation, time frame, action. This can be accomplished by various strategy and it should be designed based on mission, vision, and value. This will generate enough task to be carried out by team members. This will provide great exposure to project management. These project help participants gain experience in various field of project management. Arc background can help to attain attention among student and public which help to increase the awareness of the event.
Movie night networking
The project does not have the capability to raise the fund due to a shortage of member and interest in Sydney water may vary. I feel that the event is not interesting to invest 30$. Which make this project ruled out of other option
Charity gala dinner
It has the capability to raise the required fund and motto of the charity will help to gain attention through media. This can be accomplished in a short period of time. Sponsorship will be easy to obtain due to the main motto of the event. This event contains the fun factor which adds an advantage. This project contains various activity like resource allocation, time frame, action. This can be accomplished by various strategy and it should be designed based on mission, vision, and value. This will generate enough task to be carried out by team members. Project management exposure is good in this project. This event can be conducted under safe and legal constraint by collecting personal details and providing information regarding event and rules and regulation.
Raffle for life
It is hard to sell 700 tickets in a short period of time and it will not gain the attention of the participants. Though it has sponsorship. It is hard to raise the minimum fund of the project.so this project is ruled out from another project
Men futsal competition
The project has the potential to gain minimum fund requirement and have the ability to gain awareness because of the sporting event which contains the fun factor add advantage for the event. This project contains various activity like resource allocation, time frame, action. This can be accomplished by various strategy and it should be designed based on mission, vision, and value. This will generate enough task to be carried out by team members. Which will provide great exposure to project management. This event can be conducted under safe and legal constraint by collecting personal details and providing information regarding event and rules and regulation. It can be completed within a time frame. A wavier liability is an important factor of the event because the probability of accident during play is high. It provides experience in various field of management and gains exposure in sponsorship and marketing
By using multi-weighted scoring model, we can find out Charity gala dinner and satisfy all must objectives and has the potential to meet all want objectives. It has the highest score and gets priority after scored Besides; Charity gala dinner is also one of the projects that most of our group member is interested in.
Project scope
The focus of the project is about to raise funds for refugee camp and upsurge the awareness of the refugee crisis. This is conducted by hosting “Charity gala dinner” which lay a platform to elevate awareness among people. In addition to this, it favors raising funds, which will be used to create kits containing essential for the encampment. Moreover, this project creates a network of people who are ready to support the refugee. This enhances the status of Student 4 refugee. The efficiency of the organization can be improved by obtaining feedback from the participants through this event.
Project Overview
The client is Students 4 Refugees. Students 4 Refugees is a not-for-profit organization started by a global network of students in developed nations and focussed on averting the current refugee crisis in war-torn countries abroad. The project is a Charity Gala Dinner, sponsored by Students 4 Refugees, in the hopes of building up a greater grassroots support network in the University of New South Wales. Students 4 Refugees needs to undertake this project to raise awareness of the world refugee crisis in universities across Sydney, starting with the University of New South Wales. The business benefits this project will provide include raising the basic standard of living of refugees with needs for essential living items including toiletries and sanitation products, as well as necessary living comforts like blankets and water filter funnels by raising charity through a one-night fundraising event, Charity Gala Dinner. This benefit is to be demonstrated through a fundraising business model, with tickets sold to the formal dinner going towards funding for sanitation kits to be delivered to refugees in internment camps.
This project is being done because there is a lack of necessary resources available for refugees in camps. Funding will help with the initial inventory provision for current refugees, and awareness through the Charity Gala Dinner will increase education with the aim of word of mouth spreading awareness and generating more numbers of voluntary donations into the future, creating a system that will pay for all the necessary resource kits for current and future refugees. Expected outcomes will include volunteers traveling to refugee camps to observe the situation firsthand. It is expected that on these trips, more supplies will be distributed to the camps and refugees in order to satisfy the need objectives of peoples displaced in these camps. The project aims to raise 16000 with a participant attendance of 160 people, at a cost of 100 dollars per ticket. The objective will be to provide a memorable night of entertainment and education to raise awareness of the current refugee crisis and develop a network of individuals impassioned about volunteering to help refugees.
Project Deliverables
- Based on the funds generated from the project which is used to get gears for immigrant encampment
- To entertain the participants an entertainment performance is implemented.
- Creating awareness through marketing about the event in social media, poster, advertisement and so on
- Providing a fruitful experience among the participants which help them to build the status of the organization.
- Educational Documentary regarding Refugee camp
Technical Requirements
- Computers are essential for marketing and help to generate document essential for project management and tickets generation for the event.
- Infrastructure to accommodate more than 160 persons with the capability of providing food for dinner
- Equipment like projector, speakers, mic, light, poster holder, Ticket scanner
- Backup generator, to avoid power shortage problems
- Infrastructure to receive any donation and make a system to provide credit to the provider
- High Quality of catering and service
- Equipment essential for entertainment purpose
- Security system to avoid unwanted issues
Limits
- The event lasts about 5 hours
- Maximum number of participants is 160
- The minimum amount for a sponsor is 500 dollars
Exclusions
- Transportation is not included in the ticket
- Alcoholic drinks are not included in the event.
- Informal dress is not recommended
Assumptions
- Participants will be attentive to this event and play a major role in event success
- The event can attract more than 140 participants
- Dinner will be preferred by most of the participants
- Expenses will be covered by the sponsor
- Quality of the organization will achieve the expectation of the participants.
- All Essential criteria are considered while planning for the event.
- The availability of the venue for the whole event.
- The current resource will able to accomplish the event successfully
- Website is monitored properly so that it does not lead to any setback
Client Approval Process
On the day of the charity gala dinner, inspecting the event plan and executing methodology and generate an approval form through the manger. Early set up is required by the catering company, to establish the venue. This time will be included in the terms of payment. Early set up is necessary for the Projector and speakers and microphone, by the volunteer host, in order to ensure a smooth running of the gala-night. The entertainment is to arrive an hour early and set up their equipment and do a soundcheck. Ensure the availability of the resources moreover examine the terms and condition of the event. These elements are to be checked and signed off by the volunteer team to the satisfaction of the Students 4 Refugees sponsors.
Preliminary Milestones |
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Phase |
Milestone |
Estimated Completion |
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Planning |
Flyers distributed; Charity Gala Dinner Educational Video filmed |
10/07/2019 |
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Reach the goal of 100 tickets sold |
31/07/2019 |
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Dietary requirements completed; food menu planned |
09/08/2019 |
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Executing |
Charity Gala Dinner |
14/08/2019 |
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Close-out |
Funding reconciled; kits distributed |
21/08/2019 |
Work break down the structure
Once the main scope and objectives of the project are explored, the work is breakdown into small work elements this process is called work breakdown structure. Based on the work breakdown structure project manager integrate the current organization with the project task. It provides an outline of the project with a different level of detail. Project is considered as the major deliverable which is then divided into sub deliverables. These sub deliverables are breakdown into smaller elements until it is manageable by a single person. This is then subjected to a grouping which is known as cost accounting. This grouping ensures the monitoring of project progress by work, cost, and responsibility
Here the major deliverables are charity gala dinner and it is subdivided into sub deliverables such as marketing, fundraising, booking, purchasing and project closure and it further subdivided into smaller elements to allot task for individual responsibility. This further aid in the development of project network diagram [1], [2].
Work break down structure code:
Work breakdown structure coding is used as a unique identity for each activity. During the course of analysis, it is easy to spot out the activity from the cluster of activity [1]
1.Charity gala dinner
1.1. Marketing
1.1.1. Social media Advertisement
1.1.1.1. Creating a Website
1.1.2. Poster Advertisement
1.1.3. Advertisement through magazine and newspaper
1.1.4. Radio and Television Advertisement
1.2. Fund Raising
1.2.1. Sponsorship
1.2.1.1. Project presentation
1.2.2. Ticket Sales
1.2.2.1. Create Source of E-Ticket
1.2.3. Donation
1.2.3.1 Creating host to receive a donation
1.3. Booking
1.3.1. Booking Entertainment
1.3.1.1. Dance and music arrangement
1.3.1.2. Inspect the Equipment and Service
1.3.2. Dinner booking
1.3.2.1. Inspect Catering service
1.3.3. Booking venue
1.3.3.1. Estimated no. of participants
1.3.4. Booking Security Service
1.3.4.1. Estimate the service Requirement
1.4. purchase
1.4.1. purchasing kit for camp
1.4.1.1. Estimate Kit Requirement
1.5. Project Closure
1.5.1. Collecting Feedback From the participants
1.5.1.1Prepare feedback form
1.5.2. Creating a network among the participants and refugee camp
Integrating work breakdown structure and organization breakdown structure
Integrating work breakdown structure and organization breakdown structure will help to keep in track of all deliverables by organization responsibility. At each intersection of the matrix, we can see the work package and total cost and it is known as cost account. The sum of the cost account will be the total budget of the project responsible to finish the task. Cost account is allotted based on the responsibility required for each work package [1].
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Cost Accounting |
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Cost Accounting |
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Cost Accounting |
Project estimate budget
After updating our WBS by developing activities of each work package, the cost including direct and direct project overhead costs of every activity has been estimated. The estimated total cost of our chosen project can be calculated via the summation of every work package. we used the bottom-up approach to build project estimated budget, it can provide us the indication of the total cost our project needs. The estimated budget to complete each work package of our project as shown below。
For each lowest deliverable, we create one work package to accomplish them. In order to find out the total cost of the project we chose, we formed work package descriptions. The work package details form is attached below in appendix:-1
Project network diagram-Activity-On-Node Diagram (AON)
Based on our WBS activities, we further developed the AON project network diagram from left to the right As it can be seen, it uses a node to depict an activity, is a visual flow diagram of the sequence, interrelationships, and dependencies of all the activities that must be accomplished to complete the project.
In the diagram, each node contains 8 kinds of information:
· Total Duration (DUR): duration of an activity.
· Earliest Start (ES): the earliest time the activity can start. It is the largest early finish of all its immediate predecessors.
· Earliest Finish (EF): the earliest the activity can finish if all preceding activities are finished by their early finish times.
· Late Start (LS): the latest time the activity can start and not delay the following activity.
· Late Finish (LF): the latest time the activity can finish and not delay the following activity.
· Slack (SL): the time that a task could be delayed without causing a general delay of the project.
· Activity Identifier: a combination of code similar to the work package scheme (1.1)
Description: clearly describe the activity using a verb.
Since AON diagram has been developed, the duration and estimated project start date and end date can be clearly seen. And we just have one critical path, it has been marked by the red line. The critical situations are that all nodes in one line have no slack. That means activities in the critical path should be monitored closely, we should avoid any delay in these activities, because it will cause the project completion date to slip. Moreover, the level of sensitivity of our project is very low, because it has lots of slack and has only one critical path. Finally, after reviewing the AON, considering advertising activities should take some time to produce results, it is wise to add a finish to start lag here.
Risk management
The Charity Gala Dinner is a complicated process. There are several random factors that are harmful to the project, resulting risks threaten the success of the project. Thus, risk management is essential, which may help project managers to identify and prepare against potential negative impact.
Risk identification
Risk identification refers to identifying and evaluating potential risk areas. Based on correctly identifying the risks faced by the project, the project managers can take the initiative to choose appropriate and effective methods to deal with them [3]
Through the risk analysis of this project, the possible risk events of this project are as follows:
- Power failure during the event: this is a capital risk, which may cause the dinner party to be canceled.
- Food allergy: food can be poison as well if we do not aware of food allergy.
- Fail to book venue/entertainment/dinner/security: This risk attributed to the failure of service and will affect the success of the dinner.
- Entertainment equipment failure: For example, if audio, lighting and other equipment get out of order, dinner entertainment will not be able to proceed.
- Do not sell enough tickets: it may lead to a shortage of funds.
- Exceeding the capacity of 160 participants: This risk will reduce the dinner experience and lead to poor service.
- Food not delivered on time or do not have enough food: it may discourage guests from donating and reduce the dinner experience.
- Insufficient fund and sponsorship: some activities may be canceled due to this.
Risk assessment
After risk identification, project members evaluated each risk in terms of likelihood, impact and detection difficulty. The assessment results are presented in the Risk Response Matrix as shown in the following figure.
The figure shows that Entertainment equipment failure and Power failure during the event has extremely high unacceptable risk, and risks that are colored as yellow have moderate risk. It can be said that the above risk events need to be highlighted. we should not underestimate other risks although they are in low risks.
Risk response development and control
Different risks can be handled with different methods and strategies. The purpose of risk control is to reduce the severity of accidents. The following figure depicts the risk response matrix:
Risk management strategies for most events are identified as mitigating risks and some of them are identified as controlling risks. The response should be considered in terms of dealing with different unexpected risks during the event.
Resources
To execute the project, the resource is essential to achieve the deliverables and objective of the project. In charity gala dinner human resources are the prime resource to execute the project with material and equipment resources. The project is been managed by a team of seven members, so the capacity of the project is seven. This develops a barrier in the allocation of resources
Types of resources
The resources involved to achieve project deliverables are given below
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People |
Security officer |
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Performer |
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Salesperson |
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Marketing person |
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Fundraising host |
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Accounting |
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Service personnel |
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Ticket inspector |
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Manager |
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Materials |
Decoration |
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Brochure |
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Advertising poster |
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Food |
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Drink |
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Tableware |
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Table and chair |
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Equipment |
Media device (screen, microphone, acoustics etc.) |
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Cooking utensils (pot, grill, etc.) |
In order to identify a time-constrained or resource-constrained project, the definition in the textbook is precise and useful here [1]: “a time-constrained project is one that must be completed by an imposed date.”. Since the whole project has a precise due date, from our perspective, the project is time-constrained.
Resource loading schedule
Resource allocation is an important procedure to find out whether the project is feasible in the allotted time limit with resource capacity limit. During this process resources allocation is plotted based on the project network diagram and analyzed based on the capacity limit of human resources of about seven persons is the maximum capacity of the project. During the analysis, it is evident that during a certain period the resource exceeds their capacity limit in period 1,2,6,7 (Table: 1). [1], [4]
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Table-1 : Current status of resource allocation
In order to handle this situation, an updated table is produced by reducing slack in activities such as A, F, G (Table-2) to reduce the demand of human resources and further smoothening of the process by leveling technique. By compensating the resources pave way for charity gala dinner project without any delay and shortage of resources during execution of the project this is further updated in the project network diagram
Table 2:-Updated status of resource allocation
Updated AON diagram
AON diagram is updated based on the resource smoothening to reduce utilization of resources and avoid exceeding the capacity of the human resources. During this process, the sensitivity of the project is analyzed to find out any new critical path is generated due to the utilization of slack in many activities. Based on the update the slack utilization in activity A, F, G does not attain zero hence new critical path is not generated and thus proceed the process by delaying certain activity
Time phased budget
The time-phased budget chart is attached in the appendix. The time-phased budget to which the time span of each work package and weekly budget can be easily referred. The project budget is 8610. The diagram is built to illustrate the budget allocation and time distribution of the whole project. With the help of the table, we can allocate resources essential for the period due to this forecasted table of the budget which smoothens the workflow. Moreover, we can intuitively understand how the project is formed and activities contribute to the holistic view. Since each deliverable is well designed and assigned to abundant fund, the project is bound to achieve success. The application of the time-phased budget is to find out cost overrun during the project execution. For instance, the planned cumulative expenses on day 8 should be 1430 if the actual value exceeds the cumulative planned value then it is easy to find out the cost overrun at the initial stage of the project[1].
Table-3: Time phased budget
Based on the graph the budget of the project increases gradually. And it is evident that the utilization of budget increases rapidly after day 14. The major phase of the budget is utilized after day 14. Before day 14 we need to raise funds to face the upcoming demand of the project.
Grap:1-Cumulative planned value of the project
Gantt Chart
The duration of our project is 21 days. The diagram includes activity information such as time span, slack, and the relationship between activities. The time-phased budget chart is also included in the appendix part. Every activity is distributed during the project period to make sure the time resource of the project is allotted. Therefore, the critical path is as lean as possible as a result of project planning.[
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