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Objectives

Discuss about the Operation Management: Fundraising Event For A Renowned Charity.

This project is undertaken for a charity organization “Oman Charitable Organization (OCO)” situated in Oman. The organization has decided to organize an event to raise funds for supporting the orphans. The organization supports various projects and programmes for social welfare, children, orphans as well as disabled. It has been decided by the management that the event will be held on 24 September 2018 so this report comprises of plan for organizing the event starting from planning to execution and closeout. The objectives of the project has been defined in this report along with the identification of the team members that will be involved in the project. A Work Breakdown Structure has also been designed to show the work packages that will be involved in the project. The budget for the project has been estimated to be $777,020.00 considering from planning to close out of the project. The schedule being prepared for the project demonstrates that for organizing the event, there is a requirement of 116 days assuming that the planning begins on 07 May 2018. The risks has also been identified with help of a risk register for ensuring success of the project. The quality plan has been prepared to demonstrate how quality management will be done for the project so that quality is maintained and the desired outcomes are achieved from the project.

The objectives that has been determined from the SMART perspective in context to this particular project for organizing a fundraising event are demonstrated as below:

Specific: The event will be held to raise $1000000.00 for supporting the orphans so that they get the basic facilities required to lead a happier and healthier life.

Measurable: The Finance manager will be responsible for keeping track of the progress with the help of defined donation management tool so that the goal to achieve $1000000.00 can be measured.

Attainable: In the past events, a fund of $850000.00 has been raised which was according to the determined goals. The average donation size that was achieved from the past event was $10000.00 and almost 50 people donated in the last campaign. The organization have to commit hours of work as well as money so that the past estimated amount of figure is achieved from this event.

Relevant: This event will help to support the orphans so that they get their basic requirements for living a healthier and happy life. The orphans are being neglected or deprived of their basic rights so this fundraising event will help to support them so that they can stand on their own and become a part of the society.

Team Members

Time-Based: The event will held on a particular date but the raising of funds will continue as soon as the venue is being selected and the potential sponsors or donors are given invitation to participate in the event.

Team Members

Role

Business Analyst

This member is responsible for carrying out the business activities within the project. The major responsibility is to define the business case for the organization in context to the fundraising event.

Project Manager

This member is responsible for maintain the project activities starting from planning to accomplishment (Slack et al. 2009). The project manager has a major role to play in the project as this person is associated with almost every activity and scheduling them to ensure successful completion of the project.

HR Manager

The HR manager has the responsibility to manage the staffing required for execution of the project. The HR manager determines the staffing required and allocating them according to their skills and knowledge.

Event Manager

This person has the responsibility from planning to completion of the event (Maylor 2010). The Event manager will be accountable for every arrangements required to organize the event and ensuring successful opening of the event.

Marketing Manager

The Marketing manager has the responsibility of preparing the marketing plan and taking proper actions to spread awareness of the event. This person performs duties to attract sponsors and donors so that the fundraising event becomes a huge success.

Designer

The Designer has the responsibility to make decorations and organizing the venue in which the event will be held. This person is responsible for carrying out the activities that will ensure satisfaction of the sponsors and donors participating in the event.

Consultant

This Consultant is responsible for providing consultations about the required resource such as for printing, catering or other services so that the suitable contenders are selected.

Technical Lead

This person is responsible for making the technical arrangement for the event such as developing a website, preparing social media blogs to spread awareness about the event.

Caterer/Vendor

This person is responsible for delivering the food arrangements as well as refreshments for the guests that will be taking part in the event.

Finance Manager

The Finance manager has the responsibility of supervising the financial aspects of the project as well as business. Further, this person has to handle and maintain the financial transactions that will occur before or during the event.

Security Advisor

This person will undertake the duties required to ensure security in the event and making necessary arrangements so that the guests of the event feel safe and secure.

Task Name

Duration

Start

Finish

Key Deliverables

Planning phase

108 days

Mon 07-05-18

Wed 03-10-18

·         Preparing the objectives

·         Determining feasibility of the event

·         Identifying the potential sponsors or donors

·         Planning for venue to host the event

·         Selection of venue

·         Planning for providing refreshments to guests

·         Estimation of budget for the project

Management of donations

27 days

Tue 28-08-18

Wed 03-10-18

·         Contacting the donors

·         Storing of donations

·         Management of financial transactions

Management of attendance

2 days

Thu 04-10-18

Fri 05-10-18

·         Checking invitations

·         Checking ticket sales

Marketing plan

4 days

Mon 08-10-18

Thu 11-10-18

·         Defining the materials required for marketing

·         Identifying suitable print media

Execution phase

17 days

Mon 03-09-18

Tue 25-09-18

·         Arrangement of entertainment and refreshments

·         Hosting of event

·         Cleaning up the venue

Closure phase

14 days

Wed 26-09-18

Mon 15-10-18

·         Thanking the donors

·         Printing project success

·         Reviewing fiscal audit

·         Documentation of lessons learnt

 
Activity List

Activity No

Task Name

0

Fundraising event project plan

1

   Planning phase

1.1

      Preparing the objectives

1.2

      Evaluating compliance requirements

1.2.1

         Reviewing policies of the charitable organization

1.2.2

         Determining feasibility of the event

1.3

      Defining the theme for event

1.4

      Arrangement of Sponsorships and Donation

1.4.1

         Identification of potential sponsors and donors

1.4.1.1

            Discussion on venue

1.4.1.2

            Recruitment of staffs

1.4.1.3

            Arrangement for Consultation

1.4.1.3.1

               Designing

1.4.1.3.2

               Setup of social media and website

1.4.1.4

            Discussion on refreshments

1.4.1.5

            Merchandising

1.4.1.5.1

               Reviewing the merchandising policies

1.4.1.6

            Developing the main attractions of event

1.5

      Planning for venue

1.5.1

         Defining the criteria for venue

1.5.1.1

            Capacity and seating arrangements

1.5.1.2

            Requirements for special access

1.5.1.3

            Furnishings and amenities

1.5.1.4

            Telecommunication arrangements

1.5.1.5

            Security arrangements

1.5.2

         Identification of potential venues

1.5.3

         Selection of venue

1.5.3.1

            Securing necessary permits

1.5.4

         Designing the Venue

1.5.4.1

            Identification of design team

1.5.5

         Planning for refreshments

1.5.5.1

            Determining the menu

1.5.5.2

            Selection of items

1.5.5.3

            Finalizing the menu

1.5.5.4

            Identification of potential caterer or vendor

1.5.5.5

            Selection of suitable caterer or vendor

1.6

      Preparing plan for communications

1.7

      Budgeting

1.7.1

         Costs for staff

1.7.2

         Costs for Venue

1.7.2.1

            Rental charges

1.7.2.2

            Designing the Venue

1.7.3

         Arrangement of Entertainment

1.7.4

         Arrangement of Refreshments

1.7.5

         Arrangement for Marketing

1.8

      Scheduling the required arrangements

1.9

      Preparing marketing plan

1.10

      Preparing staffing plan

1.11

      Developing the business case

2

   Management of donations

2.1

      Contacting the potential donors

2.2

      Defining the tool for donation tracking and management

2.3

      Obtaining donations

2.4

      Storage of donations

2.4.1

         Financial transactions

2.4.2

         Physical donations

3

   Management of attendance

3.1

      Checking invitations

3.2

      Checking ticket sales

4

   Marketing plan

4.1

      Defining the marketing materials and venue

4.1.1

         Print, radio, www, social media, email

4.2

      Identifying design consultant

4.3

      Identifying print consultant

5

   Execution phase

5.1

      Establishment of Setup

5.1.1

         Decorations

5.1.2

         Arranging food

5.1.3

         Arranging special events

5.2

      Opening of the Event

5.3

      Cleaning up the venue

6

   Closure phase

6.1

      Thanking and providing Tax letter to donors

6.2

      Preparing success article of the project

6.2.1

         Printing media version

6.2.2

         Publishing updates in social media and website

6.3

      Review of Fiscal audit and sign-off

6.4

      Documenting lessons learnt

 
Critical Path

The list below demonstrates the activities in the project that are on critical path:

WBS

Task Name

0

Fundraising event project plan

1

   Planning phase

1.1

      Preparing the objectives

1.2

      Evaluating compliance requirements

1.2.1

         Reviewing policies of the charitable organization

1.3

      Defining the theme for event

1.4

      Arrangement of Sponsorships and Donation

1.4.1

         Identification of potential sponsors and donors

1.4.1.1

            Discussion on venue

1.4.1.2

            Recruitment of staffs

1.4.1.3

            Arrangement for Consultation

1.4.1.3.1

               Designing

1.4.1.3.2

               Setup of social media and website

1.4.1.4

            Discussion on refreshments

1.4.1.5

            Merchandising

1.4.1.5.1

               Reviewing the merchandising policies

1.4.1.6

            Developing the main attractions of event

1.5

      Planning for venue

1.5.1

         Defining the criteria for venue

1.5.1.1

            Capacity and seating arrangements

1.5.1.2

            Requirements for special access

1.5.1.3

            Furnishings and amenities

1.5.1.4

            Telecommunication arrangements

1.5.1.5

            Security arrangements

1.5.2

         Identification of potential venues

1.5.3

         Selection of venue

1.5.3.1

            Securing necessary permits

1.5.4

         Designing the Venue

1.5.4.1

            Identification of design team

1.5.5

         Planning for refreshments

1.5.5.1

            Determining the menu

1.5.5.2

            Selection of items

1.5.5.3

            Finalizing the menu

1.5.5.4

            Identification of potential caterer or vendor

1.5.5.5

            Selection of suitable caterer or vendor

1.6

      Preparing plan for communications

1.7

      Budgeting

1.7.1

         Costs for staff

1.7.2

         Costs for Venue

1.7.2.1

            Rental charges

1.7.2.2

            Designing the Venue

5

   Execution phase

5.1

      Establishment of Setup

5.1.1

         Decorations

5.1.2

         Arranging food

5.1.3

         Arranging special events

5.3

      Cleaning up the venue

6

   Closure phase

6.1

      Thanking and providing Tax letter to donors

6.2

      Preparing success article of the project

6.2.1

         Printing media version

6.2.2

         Publishing updates in social media and website

6.3

      Review of Fiscal audit and sign-off

6.4

      Documenting lessons learnt

 

WBS

Task Name

Duration

Cost

0

Fundraising event project plan

116 days

$777,020.00

1

   Planning phase

108 days

$666,900.00

1.1

      Preparing the objectives

2 days

$1,040.00

1.2

      Evaluating compliance requirements

4 days

$1,520.00

1.2.1

         Reviewing policies of the charitable organization

2 days

$1,040.00

1.2.2

         Determining feasibility of the event

2 days

$480.00

1.3

      Defining the theme for event

3 days

$1,440.00

1.4

      Arrangement of Sponsorships and Donation

23 days

$12,760.00

1.4.1

         Identification of potential sponsors and donors

23 days

$12,760.00

1.4.1.1

            Discussion on venue

2 days

$960.00

1.4.1.2

            Recruitment of staffs

5 days

$2,200.00

1.4.1.3

            Arrangement for Consultation

8 days

$7,440.00

1.4.1.3.1

               Designing

3 days

$840.00

1.4.1.3.2

               Setup of social media and website

5 days

$6,600.00

1.4.1.4

            Discussion on refreshments

2 days

$960.00

1.4.1.5

            Merchandising

2 days

$400.00

1.4.1.5.1

               Reviewing the merchandising policies

2 days

$400.00

1.4.1.6

            Developing the main attractions of event

4 days

$800.00

1.5

      Planning for venue

42 days

$63,040.00

1.5.1

         Defining the criteria for venue

17 days

$54,480.00

1.5.1.1

            Capacity and seating arrangements

2 days

$720.00

1.5.1.2

            Requirements for special access

2 days

$640.00

1.5.1.3

            Furnishings and amenities

3 days

$15,600.00

1.5.1.4

            Telecommunication arrangements

4 days

$20,800.00

1.5.1.5

            Security arrangements

6 days

$16,720.00

1.5.2

         Identification of potential venues

2 days

$400.00

1.5.3

         Selection of venue

7 days

$3,360.00

1.5.3.1

            Securing necessary permits

7 days

$3,360.00

1.5.4

         Designing the Venue

4 days

$1,440.00

1.5.4.1

            Identification of design team

4 days

$1,440.00

1.5.5

         Planning for refreshments

12 days

$3,360.00

1.5.5.1

            Determining the menu

2 days

$400.00

1.5.5.2

            Selection of items

2 days

$960.00

1.5.5.3

            Finalizing the menu

1 day

$200.00

1.5.5.4

            Identification of potential caterer or vendor

5 days

$1,400.00

1.5.5.5

            Selection of suitable caterer or vendor

2 days

$400.00

1.6

      Preparing plan for communications

3 days

$20,600.00

1.7

      Budgeting

27 days

$561,100.00

1.7.1

         Costs for staff

2 days

$13,300.00

1.7.2

         Costs for Venue

11 days

$516,800.00

1.7.2.1

            Rental charges

1 day

$500,200.00

1.7.2.2

            Designing the Venue

10 days

$16,600.00

1.7.3

         Arrangement of Entertainment

5 days

$15,000.00

1.7.4

         Arrangement of Refreshments

4 days

$15,000.00

1.7.5

         Arrangement for Marketing

5 days

$1,000.00

1.8

      Scheduling the required arrangements

3 days

$720.00

1.9

      Preparing marketing plan

6 days

$1,200.00

1.10

      Preparing staffing plan

4 days

$1,920.00

1.11

      Developing the business case

3 days

$1,560.00

2

   Management of donations

27 days

$8,120.00

2.1

      Contacting the potential donors

10 days

$2,800.00

2.2

      Defining the tool for donation tracking and management

4 days

$2,720.00

2.3

      Obtaining donations

6 days

$1,200.00

2.4

      Storage of donations

7 days

$1,400.00

2.4.1

         Financial transactions

3 days

$600.00

2.4.2

         Physical donations

4 days

$800.00

3

   Management of attendance

2 days

$32,240.00

3.1

      Checking invitations

1 day

$16,120.00

3.2

      Checking ticket sales

1 day

$16,120.00

4

   Marketing plan

4 days

$6,640.00

4.1

      Defining the marketing materials and venue

3 days

$5,600.00

4.1.1

         Print, radio, www, social media, email

3 days

$5,600.00

4.2

      Identifying design consultant

2 days

$640.00

4.3

      Identifying print consultant

2 days

$400.00

5

   Execution phase

17 days

$50,240.00

5.1

      Establishment of Setup

15 days

$34,360.00

5.1.1

         Decorations

7 days

$2,520.00

5.1.2

         Arranging food

3 days

$15,840.00

5.1.3

         Arranging special events

5 days

$16,000.00

5.2

      Opening of the Event

1 day

$12,980.00

5.3

      Cleaning up the venue

2 days

$2,900.00

6

   Closure phase

14 days

$12,880.00

6.1

      Thanking and providing Tax letter to donors

2 days

$560.00

6.2

      Preparing success article of the project

6 days

$9,920.00

6.2.1

         Printing media version

3 days

$4,200.00

6.2.2

         Publishing updates in social media and website

3 days

$5,720.00

6.3

      Review of Fiscal audit and sign-off

4 days

$1,920.00

6.4

      Documenting lessons learnt

2 days

$480.00

Risks

Frequency

Probability

Impact

Ranking

Mitigation strategy

Accidental fire

Rare

Low

High

5

Making arrangement for proper fire extinguishing tools and installing hose reel.

Installation of automatic fire sprinklers and fire detectors along with suitable fire exit.

Lack of safety procedures

Rare

Moderate

Moderate

4

Implementing proper safety precautions to ensure guests do not get hurt or feel unsafe during the event.

Risks associated with security

Possible

High

High

1

Installing proper surveillance instruments to track the movement of guests or other people in the event. Implementing security officials at all entry and exit points of the venue.

Lack of technical expertise

Possible

Medium

Low

5

Proper training have to be provided to the staffs recruited for the event so that they are aware of the technical equipment that will be used in the event.

Issues with procurement of required materials

Possible

High

High

1

The procurement have to be handed over to a specific person so that handling of required materials can be carried out successfully.

The quality plan that has been developed in context to this fundraising event project for Oman Charitable Organization comprises of a checklist for ensuring the quality of the outcomes is maintained.

Project: Fundraising event for Oman Charitable Organization

Date: 24 September 2018

Verification

Item

Yes

No

N/A

Comments

Checking of quality standards being maintained by the venue owner

Yes

The necessary requirements are available in the venue such as electricity and water.

Checking of food quality to be offered to the guests

Yes

The quality of food or materials are checked at the time of procurement.

Making sure of identity of the members

Yes

Providing uniforms to the staffs of the event.

Ensuring that tickets and invitations are printed on time

Yes

Checking the printed tickets and ensuring procurement on time.

Contacting the sponsors or donors on time

Yes

Communicating with the potential sponsors or donors.

Ensuring that invitations are sent to guests on time

No

Sending the required invitation to guests on time.

Ensuring that proper entertainment arrangements are done

Yes

Making arrangements for entertainment of guests including special events and social event events.

Conclusion

This project has been undertaken for Oman Charitable Organization which has decided to organize a fundraising event for supporting the orphans so that they can lead a normal life in the society. From the developed plan, it can be said that the project will be require 116 days to complete beginning from planning to close out stage. The estimated budget for the project is $777,020.00 which will in turn help the organization to raise a fund of $1000000.00 so that they can support the orphans. The event will be a great success if the project is carried out according to developed plan and the budget is managed efficiently. The risks has also been identified along with quality checklist for ensuing success and quality of outcomes from the project.

References

Bucero, A. and Englund, R. L., (2015, October). Project sponsorship: Achieving management commitment for project success. Project Management Institute.

Chase, R. B., Jacobs, F. R. and Aquilano, N. J., (2006), Operations Management for Competitive Advantage, 11th Ed., McGraw-Hill.

Cleden, D., (2017), Managing project uncertainty. Routledge.

Fitzsimmons, J. A. and Fitzsimmons, M. J., (2008), Service Management: Operations, Strategy, Information Technology, 6th Edition, McGraw-Hill, New York.

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

Hornstein, H. A., (2015), The integration of project management and organizational change management is now a necessity. International Journal of Project Management, 33(2), 291-298.

Joslin, R. and Muller, R., (2015), Relationships between a project management methodology and project success in different project governance contexts. International Journal of Project Management, 33(6), 1377-1392.

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

Kerzner, H., (2017), Project management metrics, KPIs, and dashboards: a guide to measuring and monitoring project performance. John Wiley & Sons.

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

Martinelli, R. J. and Milosevic, D. Z., (2016), Project management toolbox: tools and techniques for the practicing project manager. John Wiley & Sons.

Maylor, H., (2010), Project Management, 4th Ed., Prentice Hall

Meredith, J. R. and Mantel, S. J., (2012), Project Management – A Managerial Approach, 8th Ed., Wiley International.

Slack, N., Chambers, S., Johnston, R. and Betts, A., (2009), Operations and Process Management - Principles and practice for strategic impact. 2nd Ed., FT Prentice Hall.

Too, E. G. and Weaver, P., (2014), The management of project management: A conceptual framework for project governance. International Journal of Project Management, 32(8), 1382-1394.

Turner, R., (2016), Gower handbook of project management. Routledge

Project team roles

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