Project Initiation Document (PID): Planning & Implementation For Fundraising For Middlesex University

Kazakhstan

Project management refers to the systematic application of knowledge, skills, tools and learning to project activities to meet the goals and objectives. The current report will be Project Initiation Document (PID) and offer information related to planning and implementation of the project for fundraising for Middlesex University by visiting three different counties. The project will involve planning of project including visiting details for three countries like Kazakhstan, Pakistan and Uzbekistan. Moreover, the PID will provide information on the Work Breakdown Structure of the project for visiting, activities related to the transportation, accommodation, food and presentation in-front of Alumni members in London. Moreover, the PID report will also consider the Four Field maps with Gateways as well as Gantt chart that will offer information about the schedule of the project.  

The PID will offer detail information about activities of a student who will contribute in promotion of Middlesex University by visiting countries like Kazakhstan, Uzbekistan and Pakistan. The Alumni members of the university will sponsor the visit of students which will be about 5-8 weeks and allocated budget for an individual is £10000. The student is allowed to take air transport facility for reaching to these destinations and coming back to London. To reach the tourist destinations of these countries, the student will use public transport. It is mandatory for a student to keep the record of the visit through photographs and write an online blog to the sponsor every 3 days. Following are the countries that visited for a fundraising project for Middlesex University through online blogging and photographic promotion.

Kazakhstan  

The visit to Kazakhstan will include a visit to Charyn canyon and report about the rocket launch from the Baikonur Cosmodrome. However, this visit was not successful but managed to see the launch of a rocket from close. This is an essential project for local authorities for encouraging the efforts for aerospace in the country (About Charyn canyon, 2018). The rocket launching is a big project for the city and viewers to get the knowledge about the process and activities that performed for a successful launch.  

Uzbekistan

In addition to this, the visit of other two countries will involve places like Tashkent Metro. Among the entire projects, this was one of the most ambitious projects in the country after the earthquake in 1966. The project of Metro is a masterpiece of the architect. The planning and development of Tashkent Metro based on the classical Soviet city model and people can spend many hours at this location of the city (About Tashkent Metro, 2018). The project of Metro has wide roads, concrete building and plenty of parks. It is really a beautiful place to visit and collect the memories for an individual.

Pakistan

The second country that visited for the fundraising project for Middlesex University is Pakistan. The capital of the nation is Islamabad, and it is famous for the traditional and cultural approach of the country that attracts the local and international visitors. For a visit to the city, the spot is the Rawal Dam. This is a favourite picnic spot for people as it is built over Rawal Lake. This is the project of the dam has a significant impact on water management approach of the city (About Rawal Dam, 2018). The local government is spending a high amount on facilities and maintenance of the Rawal Dam. Apart from that, this project is generating good revenue for local government.

Uzbekistan

Work Breakdown Structure (WBS) is a key project deliverable that helps to organise the work into measurable sections. The WBS of the project helps to divide the significant activities into small sections which will be helpful for monitoring and implementation as per the plan. Moreover, the WBS provides a better understanding for undertaking the approaches in a proper manner considering the time and cost for each activity (Siami-Irdemoosa, Dindarloo, and Sharifzadeh, 2015, p. 85-94). The current WBS of fundraising project involves major activities like planning, bookings, visits to selected cities and final action. The sub-activities of the planning step includes a selection of cities, selection of destinations, visa application, hotels and collections of information related to the transportations. The sub-activities of booking are booking of air tickets for selected countries, hotel and food selection of projects. Additionally, visiting activities of selected cities involve sub-activities like photography, interaction with people and communication with the sponsor (Sequeira, and Lopes, 2015, p. 537-544). The final action will involve the return ticket for London, blogging, promotion and presentation with Alumni followed by the dinner.          

Table 1: Project schedule

Task Name	Duration	Start	Finish	Predecessors	Resource Names	Cost
Project	7.6 wks	Fri 21-12-18	Tue 12-02-19			£10,000.00
Planning	2.5 wks	Fri 21-12-18	Tue 08-01-19			£1,750.00
Selection of cities	0.5 wks	Fri 21-12-18	Tue 25-12-18		Internet [1]	£350.00
Selection of destinations	0.5 wks	Tue 25-12-18	Thu 27-12-18	3	Internet [1]	£350.00
Visa application	1 wk	Fri 28-12-18	Thu 03-01-19	4	Internet [1]	£350.00
Identification of hotels	0.5 wks	Fri 28-12-18	Tue 01-01-19	3,4	Internet [1]	£350.00
Collection of information related to transportation	0.5 wks	Tue 01-01-19	Thu 03-01-19	6	Internet [1]	£350.00
Budget planning	0.5 wks	Fri 04-01-19	Tue 08-01-19	7		£0.00
Discussion with mentor	0.2 wks	Fri 04-01-19	Fri 04-01-19	5,7		£0.00
Bookings	0.9 wks	Mon 07-01-19	Fri 11-01-19			£3,400.00
Air tickets for chosen cities	0.2 wks	Mon 07-01-19	Mon 07-01-19	9	Transportation[1]	£1,000.00
Booking for hotels	0.2 wks	Tue 08-01-19	Tue 08-01-19	11	Accommodation[1]	£700.00
Food	0.2 wks	Wed 09-01-19	Wed 09-01-19	11,12	Food[1]	£700.00
Cabs	0.1 wks	Thu 10-01-19	Thu 10-01-19	13	Transportation[1]	£1,000.00
Selections of projects	0.2 wks	Thu 10-01-19	Fri 11-01-19	14		£0.00
Metro station	1.4 wks	Fri 11-01-19	Tue 22-01-19			£350.00
Photography	1 wk	Fri 11-01-19	Fri 18-01-19	15		£0.00
collection of information about the project	0.2 wks	Fri 18-01-19	Mon 21-01-19	17	Internet [1]	£350.00
Communication with mentor	0.2 wks	Mon 21-01-19	Tue 22-01-19	17,18		£0.00
Charyn	1.4 wks	Fri 11-01-19	Tue 22-01-19			£700.00
Photography	1 wk	Fri 11-01-19	Fri 18-01-19	15		£0.00
collection of information about the project	0.2 wks	Fri 18-01-19	Mon 21-01-19	21	Internet [1]	£350.00
Communication with mentor	0.2 wks	Mon 21-01-19	Tue 22-01-19	21,22	Internet [1]	£350.00
Rawal Dam	1.4 wks	Fri 11-01-19	Tue 22-01-19			£700.00
Photography	1 wk	Fri 11-01-19	Fri 18-01-19	15		£0.00
collection of information about the project	0.2 wks	Fri 18-01-19	Mon 21-01-19	25	Internet [1]	£350.00
Communication with mentor	0.2 wks	Mon 21-01-19	Tue 22-01-19	26,25	Internet [1]	£350.00
Final action	3.1 wks	Tue 22-01-19	Tue 12-02-19			£3,100.00
Return ticket to London	0.2 wks	Tue 22-01-19	Wed 23-01-19	19,23,27	Transportation[1]	£1,000.00
Blogging	1 wk	Wed 23-01-19	Wed 30-01-19	29	Laptop (Blog writing)[1]	£700.00
Promotion	1 wk	Wed 30-01-19	Wed 06-02-19	30	Internet [1]	£350.00
Presentation	0.5 wks	Wed 06-02-19	Fri 08-02-19	29,30,31	Video conferencing tool for presentation[1]	£350.00
Dinner	0.2 wks	Mon 11-02-19	Mon 11-02-19	32	Food[1]	£700.00
Closing	0.2 wks	Tue 12-02-19	Tue 12-02-19	33		£0.00

The Four Flied Mapping of the project involves different stages for a fundraising project for Middlesex University. The estimated time of project completion is 7.6 weeks, and the cost of the project will be £10000. The project will take place on 21 December.  The aim of the project is to raise fund by online blogging and giving a presentation through video conferencing (Burghate, 2018, p. 2). This kind of approach in the promotion will eliminate the extra time and cost for advertising. For Middlesex University, it is essential to raise fund for marketing and improvement in the facilities for the students. The project will also influence potential students to take admission in university as it provides opportunities for visiting overseas locations and gain practical knowledge about exploring the places. The schedule of the project will help to understand the approach and sequence of the activities that will take place to meet the objectives (Be?ikci, Bilge, and Ulusoy, 2015, p. 22-31).          

Stakeholders:

The project mapping will also involve stakeholders like a sponsor, student, and Alumni members. The external stakeholders that will have a significant influence on the project will include hotel management, transporters and booking agents. The student will coordinate with these stakeholders to make the project successful. The effective communication with the sponsor will help the student to complete the tasks as per the determined time and cost (Kerzner, and Kerzner, 2017, p. 12). The responsibilities of the key stakeholders involve planning, booking and implementation of the task. The sponsor will offer support and guidelines for managing the activities and tasks for fundraising through online blogging and presentations at Middlesex University. The Alumni members will offer funds for visiting the destinations. Apart from that, the hotel and transporters will support in accommodation, food and reaching to the desired destination (Heagney, 2016, p. 18).

Resources

The major resources that will have a significant impact on project implementation and planning involve the internet, food, accommodation and transportation. Moreover, to make communication and take the photos of the destinations the students will require the laptop and camera. It is essential for students to take pictures of destinations of each country. Apart from that, the consideration of timeframe for each activity will help to manage the actions in an organised manner (Fleming, and Koppelman, 2016, p. 11). In addition to this, the student will also need proper knowledge and information related to the convenience to the destination to by managing the time and cost.  

Pakistan

Standards and policies

According to Four-Field mapping the standards of task for the project will involve the policies of the university that proposed for completing the project. As per the proposed standards, the students cannot use private transportation services as well as the air services for travelling (Harrison, and Lock, 2017, p. 23). The specification of time and cost also is followed by the students for completing the tasks.  

The gateway of the project provides the pass for managing the activities and gives the understanding of the operations and functions that considered for completing the project successfully. The gateway approval process for a fundraising project for Middlesex University through blogging about key destinations and projects of Kazakhstan, Uzbekistan and Pakistan is as follows:

1. Project mandate The first step of the gateway of the project involves the idea of the program. The concept of the current project is based on the visiting of three countries and writing blogs related to the key features and knowledge gained (Heagney, 2016, p. 19). Apart from that, the objective of the project is to offer information to Alumni members by the online presentation and raising the fund for the university. 2. Project proposal The time frame for the project is between 5-8 weeks and cost will be around £10000 for each student. The sponsor will provide a guideline for managing the activities for visiting the destinations type of information that has been collected by the students. Moreover, the student will communicate with a sponsor every 3 days via online medium and offer the information (Verzuh, 2015, p. 17). After completing the visits, the student will give presentations to Alumni members for raising funds. This will help to meet the corporate objectives of Middlesex University. However, there are some risks in completing the project such as lack of knowledge about destinations, issues in the booking of hotel and food services in particular locations and lack of internet connection. 3 Business case The business case of the project will include information on budget, delivery option, resource planning and management of risks. For the current project, the total budget is £10000 and delivery options are online using the blog writing and video conferencing methods (Kerzner, 2018, p. 27). The resources planning of the project will be done by coordinating with the stakeholders related to the food, accommodation and transportation for all three countries. Now to mitigate the risks the sponsor and students will make a prior booking for hotel, food and check the internet services at particular locations. This project approach will lead to successful completion of the project and help to meet the aim of raising the fund for Middlesex University through the promotion of visits (Lamas, and Demeulemeester, 2016, p. 409-428). 4. Project startup The project manager will provide approval for planning considering the Four Flied Mapping as well as the estimated time and budget of the activities. For the current project, the sponsor will discuss actions and guidelines for the project with each student and analyse their plan for visiting and collecting the information (Frijns, Van Leeuwen,  and Bierwolf, 2017, p. 234-238). The planned approach for the project will support to meet the objectives considering the Four Flied Mapping. The project team will adhere to the policies and standards to get the approval of the implementation of the project. 5. Project delivery The project schedule is designed and implemented according to the objectives and involve all components that required to meet the success criteria. The complexity level of the project is low as a project manager is provided detail information related to the areas of specification and agreed upon the estimated timeline and budget for activities presented in the Four Fled mapping (Shahand et al., 2015, p. 489-506). The frequency and processing of events as well allocation of resources is effectively organised which will help to meet the desired outcome. 6. Project closing The closing of the project will be done by evaluating the outcome and response of the Alumni members. The project manager will provide feedback related to the result and suggest making changes in the project schedule to manage the scope and objectives of the Middlesex University.  Moreover, the closing of the current project for raising funds will be done after the presentation of the information collected by the students through visiting (van der Linden et al., 2015, p. 2).

The Gantt chart of the project will provide information related to the sequence of the project activities and specific time frame for completing the tasks. Moreover, the Gantt chart of the project will help to understand the interrelation of functions and support the manager to evaluate the approach of the students to complete the project according to planned schedule considering the budget (Sequeira. and Lopes, 2015, p. 537-544).

Conclusion 

From the above study, it has been carried out that project management planning is essential for developing the scope and approach to managing the project as per the objectives. The report has provided information related to the selected destinations of Kazakhstan, Uzbekistan and Pakistan. Moreover, the report has also developed the WBS and schedule of the project considering the Four Flied Mapping. Furthermore, the report has also discussed the Gateways of the project and the Gantt chart of the project.

References

Be?ikci, U., Bilge, Ü. and Ulusoy, G., 2015. Multi-mode resource constrained multi-project scheduling and resource portfolio problem. European Journal of Operational Research, 240(1), pp.22-31.

Burghate, M., 2018. Work Breakdown Structure: Simplifying Project Management. International Journal of Commerce and Management, 3(2).

Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management. Project Management Institute. Sage publication

Frijns, P., Van Leeuwen, F. and Bierwolf, R., 2017, June. Project management-a more balanced approach. In Technology & Engineering Management Conference (TEMSCON), 2017 IEEE (pp. 234-238). IEEE.

Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach. Routledge.

Heagney, J., 2016. Fundamentals of project management. Amacom.

Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley & Sons.

Lamas, P. and Demeulemeester, E., 2016. A purely proactive scheduling procedure for the resource-constrained project scheduling problem with stochastic activity durations. Journal of Scheduling, 19(4), pp.409-428.

Sequeira, S. and Lopes, E., 2015. Simple Method Proposal for Cost Estimation from Work Breakdown Structure. Procedia Computer Science, 64, pp.537-544.

Shahand, S., Benabdelkader, A., Jaghoori, M.M., Mourabit, M.A., Huguet, J., Caan, M.W., van Kampen, A.H. and Olabarriaga, S.D., 2015. A data?centric neuroscience gateway: design, implementation, and experiences. Concurrency and Computation: Practice and Experience, 27(2), pp.489-506.

Siami-Irdemoosa, E., Dindarloo, S.R. and Sharifzadeh, M., 2015. Work breakdown structure (WBS) development for underground construction. Automation in Construction, 58, pp.85-94.

van der Linden, S.L., Leiserowitz, A.A., Feinberg, G.D. and Maibach, E.W., 2015. The scientific consensus on climate change as a gateway belief: Experimental evidence. PloS one, 10(2), p.e0118489.

Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.

About Charyn canyon, 2018, [Accessed through] < https://www.almaty-kazakhstan.net/attractions/parks/charyn-canyon/ > [Accessed on 21 December 2018]

About Rawal Dam, 2018, [Accessed through] < https://global-geography.org/af/Geography/Asia/Pakistan/Special_Information/Rawal_Lake > [Accessed on 21 December 2018]  

About Tashkent Metro, 2018, [Accessed through] < https://www.advantour.com/uzbekistan/tashkent/metro.htm > [Accessed on 21 December 2018]