Project Planning For Fundraising Event

Define Project

According to Nicholas and Steyn (2017), the project planning is the process of identifying the activities required for the successful completion of the project. The alignment of the skills and knowledge required for the undertaking of the projects developing project plan, managing project activities, finalizing the project, and reviewing the project. The concept identifying the principles and tools required for the alignment of the progress development for the project. The project management concepts organizes, analyses, and critique the information utilization for reporting the project progress. The development of the plan, reports, and recommendations would align the formation of the final project report documentation.

The following report had included the listing of the information for the progress of the project event of ‘Fundraising for orphanage’. The event would involve the execution of the live performance at the campus of University for gaining donation for the Orphanage. The funds raised by the event would be used for being donated at the nearby Orphanage so that the children could be supported. The report is a complete project planning and reviewing documents that includes the contents from the documents like project charter, project initial documents, and risk management plan, schedule of project, budget estimation, and project baseline document.

The project of ‘Fundraising for orphanage’ is an event that includes the raising of funds for the support of orphans. The completion of the project would include the development of the stage live performances by the students of the university. The funds raised by selling tickets would be used as a donation for the local orphanage. The alignment of the activities of the event management is successfully managed with the continuation of the effective plan development. The project completion would allow the significant management of the operations and the formation of the event management activities. The project completion would allow the utilization of the information and the development of the smart project completion management. The project completion had been based on the utilization of the work completion and the simplification of the innovative technology management. The completion of the works and the formation of the alignment of event management principles of the development of the effective work alignment. The significant management of the information listing has been aligned with the continuation and the formation of the work development.

The project scope includes the management of the event with the help of project management tools and principles for developing the project plan and documentation. The project of ‘Fundraising for orphanage’ would include the listing of the operations and formation of the successful integration management. The listing of the activities developing the alignment of the work formation and the integration of the smart work alignment. The project would involve the utilization of the proper and effective work inclusion and formation of the successful work completion management. The project scope would involve the continuation of the smart work analysis and the integration of the factors for development. The event management principles and forms would be effectively implied with the listing of the activities. The listing of the information aligning the difference with the continuation of the specific work development. The scope statement of the project is,

Project Scope Statement

“The alignment of the event management works has been defined with the continuation of the project scope alignment and the development of the successful work completion. The project would help in planning and executing the fundraising event so that the funds could be raised for the local orphanage with the help of ticket prices. The event would comprise of the live shows for the audiences and it would be helpful for getting the ticket price values.”

The stakeholders of the project are those people who are directly or indirectly related to the project works. The stakeholder analysis is done with the listing of the stakeholder names, position in the project, and their roles and responsibilities. The stakeholder analysis would also include the RACI matrix and the Stakeholder engagement matrix. The identification of the stakeholders would be done using the stakeholder assessment matrix. The project of ‘Fundraising for orphanage’ is an event that requires the deployment of the smart work alignment and the simplification of the effective work and alignment. The stakeholders would be very few for this project as the requirements of the works for the project is low. The implication of the works would be implied with the cohesive and smart work formation. The following is the stakeholder assessment for ‘Fundraising for orphanage’ project,

Stakeholder	Role	Responsibilities
University	Client	The client is responsible for providing the initial requirements for the event The client would provide the final approval/rejection of the event On approval, the client would pay the amount pre-decided with the event manager for the end product/service
Banks	Investors	The investors would be responsible for providing the money and the resources for the completion of the project as a loan on interest rate/profit percentage The investors would get the sum of the money invested along with interest rate/profit percentage back from the project
<>	Project Manager	The project manager would be responsible for the successful/unsuccessful execution of the event The project manager would distribute the work to the team members according to skills and competency
Katherine Jetta	Event Planner	The event planner would be responsible for the execution of the activities and developing project schedule for the event of Fundraising.
Joseph Lewis	Documenter	The documenter would be responsible for the implication of the proper documents aligning the initiation document, charter documents, and closing documents.
Sophie Watson	Risk Analyst	Analysis of the risk factors for the development of the project implication management.
Daniel Leigh	Contractor	Contractor would be responsible for the execution of the works assigned to them and the management of the workers
–	Workers	The workers would be responsible for the execution of the construction works and the alignment of the specific work completion
Phil Hughes	Technician	The technical works would be developed and completed by the technician with the alignment of the successful work completion
–	Audience	The audience would be responsible for the watching the event and contributing in funds by buying tickets
XYZ Care for Orphans	Orphanage	The orphanage would receive the fund with the alignment of the work completion.

The clarification of the issues of the project of ‘Fundraising for orphanage’ has been implied with the listing of the types of decisions like client liaison, financial expenditure, process decisions, and procurement. The completion of the project clarification from the stakeholder analysis would be supported by the analysis of the formation management. The client liaison would involve taking most of the time as the manager would include the implication of the activities and defining the problems encountered such as hidden agenda, indecisiveness, or fear of making problem. The financial analysis of the event would be the most effective method of taking the decision and the alignment of the effective work completion. The process decisions would be supported by the implication management. The ensuring of the decision making process would include the alignment of the synthetic work compilation and the utilization of the management strategies. The procurement of the purchases and the attainment of the profitable price would be aligned with the implication. The spending and procurement of the operations would be effectively implied with the continuation of the work alignment and development.

The constraints and limitations of the project would be evaluated for developing an understanding of the work developed for the integration of the activities. The compilation of the constraints would be effectively analyzed considering the execution of the event for the profound management of the works. The constraints and limitation of the ‘Fundraising for orphanage’ project are,

Project Stakeholders

Time: The time would act as a constraint as it would be required for completing the assignment in the estimated time duration. The alignment of the works would be successfully implied with the implication of the work coherence. The event would be executed in 8 hours of time (one day) and the preparation of the event must be completed before hand for ensuring the performers get time for rehearsals.

Cost Budget: The budget for the project would be a major concern for limitation of the project activities. The activities aligned with the continuation of the activities and the utilization of the smart project management would be supported by the implication of the innovative and effective operations. The budget would be kept minimum as the project requires the raising of the funds for the orphanage.

Fund Requirement: The event completion is constrained by the amount of money required for raising as the fund for the orphanage. The expenses and the sales of the tickets should be kept in such proportion that sufficient amount of money is raised for the fund. The raising of the fund is a crucial aspect and limitation of the project.

The project’s and organization’s objectives have been combined for the successful execution of the event. The project have the main goal for successful completion of the event and raising funds for the orphanage. However, the organization wants the spreading of the awareness of the support required by the orphans. The listed objectives of the project and organization are given below,

• To set a fund goal for the orphanage and achieve it using the live performance event
• To complete the event in the minimum cost expense so that maximum funds can be raised
• To ensure that the amount is reached for supporting the lifestyle of the orphans living in local orphanage
• To raise awareness among people about the needs of these orphans so that they can contribute to this noble cause
• To form the successful completion of the work and payment by selling adequate number of tickets

The project resources can be divided into human and materials for smooth management of the resources. The event of ‘Fundraising for orphanage’ also require some human as well as some material resources. The continuation of the works would be aligned with the formation of the innovative and effective resource management. The following is the list of the resources required for the event project,

Resources	Type	Description
Project Manager	Human	The project manager would be responsible for the successful/unsuccessful execution of the event The project manager would distribute the work to the team members according to skills and competency
Event Planner	Human	The event planner would be responsible for the execution of the activities and developing project schedule for the event of Fundraising.
Documenter	Human	The documenter would be responsible for the implication of the proper documents aligning the initiation document, charter documents, and closing documents.
Risk Analyst	Human	Analysis of the risk factors for the development of the project implication management.
Contractor	Human	Contractor would be responsible for the execution of the works assigned to them and the management of the workers
Workers	Human	The workers would be responsible for the execution of the construction works and the alignment of the specific work completion
Technician	Human	The technical works would be developed and completed by the technician with the alignment of the successful work completion
Documents	Human	Documents would be developed such as initiation document, charter documents, and closing documents.
Seats Rent	Material	The seats for the audiences of the event would be rented so that the event can be executed successfully
Lights Rent	Material	The lights for the program of the event would be rented so that the event can be executed successfully
Sounds Rent	Material	The sound for the program of the event would be rented so that the event can be executed successfully
Food and Beverage Cost	Material	Food and Beverage would be arranged for the audiences so that they can eat something during the break
Safety Tools	Material	Safety in case of the emergency would be required for enabling the alignment of the effective and smart work completion
Advertisement Cost	Material	The cost for the advertisement for the promotion of the event to the locals
Banners and Flyers	Material	The cost for the banner and flyers for the promotion of the event to the locals
Clearing and Pack up Cost	Material	The cost for the clearing of the location after the event is completed.

The project of ‘Fundraising for orphanage’ is an event that includes the raising of funds for the support of orphans. The completion of the project would include the development of the stage live performances by the students of the university. The funds raised by selling tickets would be used as a donation for the local orphanage. The alignment of the activities of the event management is successfully managed with the continuation of the effective plan development. The project plan has been analyzed in the following section along with the identification of the tools required for the planning.

Seeking Clarification of Issues

The project plan management methodology has included the use of the adaptive style methodology for ensuring that the project activities have been executed successfully. The alignment of the adaptive methodology would be helpful for taking care of the event activity alignment and the formation of the activity modifying with the changes required for the project of ‘Fundraising for orphanage’. The adaptive methodology divides the project plan into 3 phase of event management plan namely initiation, planning, and execution. The initialization phase involves the analysis of the project activities and the formation of the initial documents. The activities included in this phase are identification of target fund, selection of event program, analysis of requirements, development of charter documents, submission of documents, and sign off. The planning phase would be developed for listing the activities of the project and forming a schedule for enabling the successful completion of the project. The activities included in this phase are project plan activity is developed, program are listed, schedule for program, project activity scheduling, risk management planning, communication planning, and plan approval.

The last phase of the event project is execution which is helpful for enabling the execution of the works and the successful alignment of the smart work development. The execution phase for the ‘Fundraising for orphanage’ would be divided into preparation, promotion, and event. The preparation would include the activities of site acquisition, clearing of site, stage construction, seating, lightning, and sound arrangements, hiring food & beverage vendors, safety measurements, and location prepared for event. The promotion and payment would include the activities of selection of promotion strategy, online promotion, advertisements, banner and flyers, offline ticket sales, and payment collection. The event would include the activities of welcoming everyone, explaining the agenda for event, 1st half of event, break for refreshments and lunch, 2nd half of event, donation of the amount to orphanage head, and thank you salutation.

The project management tools used for the development of the project plan for the ‘Fundraising for orphanage’ include Project Schedule. Gantt chart, WBS, and Critical path identification. The project schedule for the event would be developed using the Ms-Project by which the project activities, duration, start date, end date, and predecessors could be identified. The following table would show the project schedule for the project,

Task Name	Duration	Start	Finish
Fundraising Event at University for Orphanage	20 days	Mon 12/17/18	Fri 1/11/19
Initialization	5 days	Mon 12/17/18	Fri 12/21/18
Identification of target fund	5 hrs	Mon 12/17/18	Mon 12/17/18
Selection of event programme	8 hrs	Mon 12/17/18	Tue 12/18/18
Analysis of requirements	10 hrs	Tue 12/18/18	Wed 12/19/18
Development of Charter Documents	16 hrs	Wed 12/19/18	Fri 12/21/18
Submission of documents	1 hr	Fri 12/21/18	Fri 12/21/18
Sign off	0 days	Fri 12/21/18	Fri 12/21/18
Planning	6 days	Mon 12/24/18	Mon 12/31/18
Project Plan Activity is developed	6 hrs	Mon 12/24/18	Mon 12/24/18
Programme are listed	5 hrs	Mon 12/24/18	Tue 12/25/18
Schedule for programme	12 hrs	Tue 12/25/18	Wed 12/26/18
Project Activity Scheduling	10 hrs	Wed 12/26/18	Fri 12/28/18
Risk Management Planning	8 hrs	Fri 12/28/18	Mon 12/31/18
Communication Planning	7 hrs	Mon 12/31/18	Mon 12/31/18
Plan Approval	0 days	Mon 12/31/18	Mon 12/31/18
Execution	9 days	Tue 1/1/19	Fri 1/11/19
Preparation	8 days	Tue 1/1/19	Thu 1/10/19
Site Acquistion	12 hrs	Tue 1/1/19	Wed 1/2/19
Clearing of Site	8 hrs	Wed 1/2/19	Thu 1/3/19
Stage Construction	6 hrs	Thu 1/3/19	Fri 1/4/19
Seating, Lightning, and Sound Arrangements	20 hrs	Fri 1/4/19	Tue 1/8/19
Hiring Food & Beverage Vendors	7 hrs	Tue 1/8/19	Wed 1/9/19
Safety Measurements	4 hrs	Wed 1/9/19	Thu 1/10/19
Location Prepared for event	7 hrs	Thu 1/10/19	Thu 1/10/19
Promotion and Payment	3 days	Wed 1/2/19	Mon 1/7/19
Selection of Promotion Strategy	2 hrs	Wed 1/2/19	Wed 1/2/19
Online Promotion	1 hr	Wed 1/2/19	Wed 1/2/19
Advertisements	5 hrs	Wed 1/2/19	Thu 1/3/19
Banner and Flyers	8 hrs	Thu 1/3/19	Fri 1/4/19
Offline Ticket Sales	5 hrs	Fri 1/4/19	Mon 1/7/19
Payment Collection	3 hrs	Mon 1/7/19	Mon 1/7/19
Event	1 day	Fri 1/11/19	Fri 1/11/19
Welcoming Everyone	15 mins	Fri 1/11/19	Fri 1/11/19
Explaining the agenda for event	15 mins	Fri 1/11/19	Fri 1/11/19
1st Half of Event	3.5 hrs	Fri 1/11/19	Fri 1/11/19
Break for refreshments and Lunch	15 mins	Fri 1/11/19	Fri 1/11/19
2nd Half of event	3.5 hrs	Fri 1/11/19	Fri 1/11/19
Donation of the amount to Orphanage Head	10 mins	Fri 1/11/19	Fri 1/11/19
Thank You Salutation	5 mins	Fri 1/11/19	Fri 1/11/19
Closed	0 days	Fri 1/11/19	Fri 1/11/19

The Gantt chart is the diagrammatical representation of the project schedule using the Ms-Project. The chart shows the activities on one side of the diagram and the timeline at the other side of the diagram. The Gantt chart for the event is given below,

The WBS is the work breakdown structure for the project and it involves the identification of the project activities into specific work packages that can be easily analyzed in the project development requirement. The WBS diagram of the project is shown below,

The critical path identification is done for analyzing the project duration required for the completion of the project activities. The critical path activities would be summed for calculating the final duration for the project. The following is the critical path of the project,

The risk management plan is developed for analyzing the probable risk factors for the project and their impact on the project activities. The risk management plan involves the use of the risk priority matrix for analyzing the impact on the activities of the project due to the risk factors. The following table would show the risk management plan for the fundraising event project,

Risk	Type	Probability (1-5)	Impact (1-5)	Rating (P*I)
Delay	Operational	5	2	10
Over budget	Financial	4	3	12
Supplier Issue	Procurement	3	5	15
Stage Construction Issue	Functional	4	5	20
Equipment Failure	Technical	2	4	8

The project budget estimation is dependent on the resources used by the project and the overall cost expenses. The following budget plan would be helpful for management of the project budget for Fundraising Event at University for Orphanage,

Cost Budget for Project
Project Name:	Fundraising Event at University for Orphanage
Particulars	Standard rate	Duration/Units	Cost	Total
Human Resources
Project Manager	$50.00	70	$3,500.00
Event Planner	$35.00	30	$1,050.00
Documenter	$25.00	50	$1,250.00
Risk Analyst	$30.00	45	$1,350.00
Contractor	$40.00	80	$3,200.00
Workers	$20.00	85	$1,700.00
Technician	$45.00	65	$2,925.00
Sub-Total				$14,975.00
Materials
Documents	$25.00	3	$75.00
Seats Rent	$400.00	1	$400.00
Lights Rent	$300.00	1	$300.00
Sounds Rent	$250.00	1	$250.00
Food and Beverage Cost	$500.00	1	$500.00
Safety Tools	$175.00	1	$175.00
Advertisement Cost	$150.00	1	$150.00
Banners and Flyers	$100.00	1	$100.00
Clearing and Pack up Cost	$75.00	1	$75.00
Sub-Total				$2,025.00
Total Budget				$17,000.00

The responsibilities of the project team for the project of Fundraising Event at University for Orphanage is given below,

Team Members	Responsibilities
Project Manager	The project manager would be responsible for the successful/unsuccessful execution of the event The project manager would distribute the work to the team members according to skills and competency
Event Planner	The event planner would be responsible for the execution of the activities and developing project schedule for the event of Fundraising.
Documenter	The documenter would be responsible for the implication of the proper documents aligning the initiation document, charter documents, and closing documents.
Risk Analyst	Analysis of the risk factors for the development of the project implication management.
Contractor	Contractor would be responsible for the execution of the works assigned to them and the management of the workers
Workers	The workers would be responsible for the execution of the construction works and the alignment of the specific work completion
Technician	The technical works would be developed and completed by the technician with the alignment of the successful work completion

The project team members of Fundraising Event at University would be responsible for,

• Completion of assigned work in the estimated time for supporting the project completion
• Conveyance of information to the other members and project manager
• Working in harmony as a unit for supporting each other in the team

The project documentation process would include the documenting project baseline information and the forming the listing of the activities successfully. The various documents like project charter, PID, baseline report, and closure documents would help in easing the documentation process for developing effective documenting and listing probable completion management. The record keeping system would be effective with the completion of the successful information management and utilization of the probable information development. The record keeping for the event project should be electronic as it would help in reducing the probability of the occurrence of the mistakes. The automatic record keeping using electronic media would be helpful for the management of the Fundraising Event at University project.

An action plan must be developed for ensuring that the project cost and finance management could be executed. The action plan for the cost and finance management of the Fundraising Event at University would include,

Step 1: Defining goals for the cost and finance management

Step 2: Identification of the benefit of the action plan

Step 3: Scaling the action using timeframe

Step 4: Using Cost Estimation Method

Step 5: Levelling of the resources for the event project

Step 6: Testing the process in terms of sustainability, stability, and suitability

Risk	Type	Mitigation Strategy	Mitigation Plan	Responsible Person
Delay	Operational	Reduce	Development of the time management plan for the project schedule	Planner
Over budget	Financial	Mitigate	Contingency budget plan should be developed in case of the budget shortage	Budgeter
Supplier Issue	Procurement	Avoid	Negotiation strategies must be used for the management of the operations and formation of the effective procurement	Negotiator
Stage Construction Issue	Functional	Transfer	Hiring civil engineer/contractor for constructing the stage aligning the effective work completion	Project Manager
Equipment Failure	Technical	Avoid	Testing of the equipment for ensuring that it would work throughout the project	Operator

According to (), the Australian Securities and Investments Commission (ASIC) have broken down the requirements of project into financial records, employee records, and fringe and capital gains. The project of Fundraising Event at University must adhere to the standards and limitation of the ASIC for ensuring that the project had followed the legal requirements and financial obligations by presenting the following documents,

• Cash Book for keeping records of cash receipts
• Bank Accounts for ensuring the alignment of the work completion
• Employment Records for the working hours, overtime, and remuneration benefits
• Sales Records for the number of the tickets sold at the event
• Work Health and Safety consideration strategies implemented

Change management of the event project could be established using the tactical approach as it would help in discussing with the project team, staff, and stakeholders for developing a positive approach to the change implication. The tactical approach would allow additional training to the team members for completion of the work in relation to the Fundraising Event at University.

The review of project outcomes is helpful for assessing the benefits of the project and evaluation of its outcomes (in terms of time). The event would be assesses based on the fund raised by the selling of the ticket and number of people who got aware of the situation of the local orphanage. The short term goal of the event is raising of the funds, however, the long term goal is to attract more people for supporting the orphans.

The continuous improvement plan for the event project can be undertaken by the following processes,

Step 1: Defining goals for the continuous improvement plan

Step 2: Identification of the benefit of the continuous improvement

Step 3: Scaling the improvement activities using timeframe

Step 4: Quality Management activities must be introduced

Step 5: Completion of the activities for development must be undertaken

Step 6: Testing the process in terms of improvement of performance and returns

The assignment helped in understanding of the concept of the project management for the event project of Fundraising Event at University. The use of the tools like schedule, Gantt chart, WBS, critical path identification, risk management, cost management, change management, and continuous improvement would be considered as the crucial factor for analysis. It became clear why all these tools are used and the benefit accrued from them.

Conclusion

The study helped in understanding that the project management had included the activities of organizing, analyzing, and critique the information utilization for reporting the project progress. The development of the plan, reports, and recommendations had been aligned the formation of the final project report documentation for the project of Fundraising Event at University. The report was a complete project planning and reviewing documents that includes the contents from the documents like project charter, project initial documents, and risk management plan, schedule of project, budget estimation, and project baseline document.

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