Managing Operations And Projects Assignment Sample

Managing Operations And Projects Assignment

Introduction

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The purpose of this report is to make an effective project plan for a charity event at the Bloomsbury Institute. It discussed the scope of the project, the assumptions of the event. It has provided a broad overview of project management to present a clear and transparent framework of a project plan for organizing a charity event. However, the purpose of the project plan is to raise funds for the event. It has also evaluated the challenges and risks, which are faced by the project managers while organizing different events such as fire accidents, lack of accommodation, lack of budget and delay in supply (Avlijaš, 2019).

Project scope management:

Project Description

The project is assigned by the Bloomsbury Institute as they intend to celebrate the end of the academic year with a fundraising event. As a project manager of this new project, the responsibility is to make a project plan, which will be effective for fundraising for the Bloomsbury Institute. The event plans to have mass participation so that the event can have more funds from the participants.

Project Scope

The scope of the project is to organize a charity event for the Bloomsbury Institute. The project plan of the event has to ensure that it can raise at least £3000 profit from the one-day charity event. The budget that has been determined for the fundraising is £5,000. However, according to the project plan, it has been decided that the length of the project should be completed within 3 months. However, the planning of the project will be focused on the theory "Five Cs of Event Planning" to ensure effective results (Guardian.ng, 2022). According to the theory, the planning of the project includes meeting the when, where and what of the event, budgeting, event venue, arranging the equipment, conflict resolutions and frontline management.

Assumptions

It can be said many benefits can be received from the fundraising event. It has been observed that the fundraising events have the potential of receiving sixty per cent more donations than the sole fundraisers. It can be further argued that it will be the transparency of a leader board, which will help to engage the members of the events for being more competitive and raise more funds. The project plan of the events includes organizing different activities, which can bring a lot more participants for the fundraising events. From the reports, it has been observed that organizing different fun activities such as quiz, competitions are an effective way of fundraising (Demirkesen and Ozorhon, 2017).

Constraints

The planning of the project also includes certain constraints, which need to be considered to organize effective fundraising events. As a project manager, it is very important to make sure who will be the partnerships of the events so that proper evaluation can be done to make an estimation of the amount that can be received from each of the partnerships. It can be further argued that often the events fail to raise even the minimum profit funds from the charities. It is very crucial to invite and collaborate with inspired and actively engaged partnerships so there can be a fundraising channel with clear and sustainable outcomes.

Roles and Responsibilities

The event management includes many responsibilities such as planning and recruiting of the project plan, financing of the event, catering services, interior designing of the halls, advertising and marketing department, administering and supervising the entire event. The project manager of the vent is responsible for the planning, monitoring, guiding, assisting, and executing of the entire project plan. The finance executives are responsible for allocating the budget of different operations and activities such as designing, marketing the event organization, food, rent, etc. The marketing department of the event is responsible for raising awareness about the event so that it can bring in mass participants.

Work Breakdown Structure

Figure 1: Work Breakdown Structure

Project time management:

Operations	Time
Project planning	1 month
Budget planning	25 days
Acquiring Components	2 months
Selection of Event ground	15 days
Invitations	1 month 15 days

The above table represents the time allocated for the different operations of the project management. According to this table, it has been determined that the acquiring of the entire fundraising event will be done in the last two 2 months before the date of the event. It can be further argued that there are many components and equipment that will be needed and so it is important to have enough time for at least 2 months to arrange for all these components. The components of the event will help to arrange the whole event. Hence, it is very important to consider various factors of the events such as the purpose of fundraising, attracting mass participants for the project. It has been determined that the budget planning of the project will be done within the 25 days as it is very important to ensure that the start the financing of the project plan sooner so that the project does not have to experience a lack of expenses. According to the project plan, all the planning of the project will be done within the first two months so that it can begin executing from the third month. Furthermore, the planning of the event includes a selection process that will help to determine the speakers of the events, the targeted mass donors and the event venue.

The time that has been allocated for inviting the people to the fundraising event is 1 month and 15 days. The people will be invited through emails. It is important to make sure that the invited people are also willing to contribute to the charity so that the event can raise their profit. The venue for the event needs to be selected and acquired within 15 days so that the execution of the project can begin sooner.

Project cost management:

Activities	Expense
Rent for Venue	£800
Catering Services	£1,000
Designing	£500
Components and Equipments	£1,000
Suppliers	£1,000
Medical aid	£600
Total	£4,800

The above table represents the activities that need to be done for the event and the budget that will be allocated for each of the activities. According to the table, it has been determined that the event will be held in an open and large space. Hence, renting such a venue will require at least £1,500 for organizing the event in an open and large space. It has been decided that the budget that will be allocated for catering services is £1,000. It is also very important to design the entire event venue with an attractive and authenticate with different types of messages of charity and fundraising so that it can convince the participants to donate more funds and so the budget for designing is £500. The design of the venue has to ensure that it is suitable for a charity event. The management of the event can only be completely effective when all the components and equipment are arranged with a specific time. Hence, it is important to ensure that all the necessary materials, components, and equipment are delivered in advance so the budget is £1,000. It has been observed that often there is always a possibility of causing minor or major incidents. It is the responsibility of the management to ensure that they have organized a safe event for everyone. However, considering the safety of the people, there will be medical aid so that it can provide help and support in case of any rather need. Hence, the budget that has been allocated for the medical aid is £600. However, it is important to consider that the entire project is being completed within the specific budget (Pheng, 2018). It is the responsibility of the project managers and finance executives to ensure the budget of the project does not get exceeded.

Project risk management:

Risk Identification

Risk	Influence	Impact	Possibility
Lack of Budget	High	High	Low
Delay in supply	High	High	High
Fire accidents	High	High	Low
Issues of food	Low	Low	High
Lack of accommodation	Low	High	Low

Analysis

The above table represents the issuers and risks that have the potential of causing harm and damage to the events. It has been observed that the potential risks of organizing an event, which is faced by the project managers, are such as lack of budget for organizing the budget (Muriana and Vizzini, 2017. It is very crucial to execute the planning of the project with specific time so that it can be completed before the event. The delay of the project can also cause an increase in the overall budget of the event. It is also very important for the projects to make a study of the market to have a clear understanding of the price, amount and quality of different services in the market so that the project managers can make plans and allocate their budget according to the pricing of the market. However, there is a possibility of a lack of budget only if the supply of required materials, components, and equipment get delayed. It can be further argued that any delay in the supply and arrangement of the event will force the management to arrange materials from multiple suppliers, which will also increase their budget.

It is very important for the projects managers to ensure that the materials and components are supplied within a specific time. It has been observed that the lack of accommodation of the participants can be a major challenge for the project managers. However, it has been determined to select an open and large space for organizing the event so that there is enough space for accurate allocation of the people. It can be further argued that there is a possibility of having any kind of issues related to the food such as expired supplies of snacks or unhealthy foods and drinks (Halou et al. 2019). It has been observed that there is also a possibility of causing fire accidents in the event.

Action Plan

Risk	Mitigate plan
Lack of Budget	To conduct market research to learn about the price and quality of services
Delay in supply	It can be mitigated if the components, material and required equipment are supplied from the local market.
Fire accidents	The possibility of fire accidents can be reduced by organizing the vent in an open and large space.
Issues of food	The issues related to food are generally diversified but can be reduced if the foods are packed and arranged on a specific day to ensure that it is completely healthy and safe for eating.
Lack of accommodation	The possibility of lack of accommodation Can again be eliminated by organizing the vent in an open and large space such as sports grounds

Project communication management:

Stakeholders	Frequency	Channels
Employees	Weekly	E-mails
Finance executives	Weekly	Google Meet
Project managers	Everyday	E-mails
Internal Staffs	Everyday	Google Meet
Audiences	Monthly	E-mails
Suppliers	Weekly	Google Meet

The above table represents the planning of communicating with all the stakeholders of this project. According to the project plan, it is not required to communicate every day with all the stakeholders. However, it is very important to maintain effective communication with them including the employees, the internal staff, the finance executives, the audiences, the suppliers and the project managers. Hence, it has been determined that the communication with the employees will be done daily to get regular information about the different tasks and activities. However, it can be further argued that weekly communication with the finance executives will be required so that it can be made sure that the requirements and needs of the project are stable and the allocated funds are sufficient to complete the tasks and arrange them.

Conclusion

The project plan of the event includes the planning of the different activities, operations and tasks which need to be done for the event management. The scope of this project is to raise funds in a one day charity event. However, the project plan has also identified certain risks and issues of event management. To mitigate and reduce the threat of the risk, the project has also included an action plan.

Reference list

Avlijaš, G., 2019. Examining the value of monte carlo simulation for project time management. Management: Journal of Sustainable Business and Management Solutions in Emerging Economies, 24(1), pp.11-23. http://management.fon.bg.ac.rs/index.php/mng/article/download/170/129

Demirkesen, S. and Ozorhon, B., 2017. Measuring project management performance: Case of the construction industry. Engineering Management Journal, 29(4), pp.258-277. https://www.researchgate.net/profile/Sevilay-Demirkesen-Cakir/post/Which-hypotheses-of-construction-engineers-and-project-managers-are-not-well-studied-and-possibly-have-critical-impacts-on-the-practice/attachment/59d99142b53d2fcd6fc9d71e/AS%3A547018250649602%401507430722747/download/EMJ.pdf

Guardian.ng, 2022. The five Cs. https://guardian.ng/saturday-magazine/the-five-cs-of-event-planning/&sa=D&source=docs&ust=1646037168701708&usg=AOvVaw2sv6ABrABxxC8RyMbzOQkc

Halou, M., Samin, R. and Ahmad, M., 2019. Impacts of change management on risk and cost management of construction projects. Journal of Project Management, 4(2), pp.157-164. http://m.growingscience.com/jpm/Vol4/jpm_2019_6.pdf

Muriana, C. and Vizzini, G., 2017. Project risk management: A deterministic quantitative technique for assessment and mitigation. International Journal of Project management, 35(3), pp.320-340. Available at https://www.researchgate.net/profile/Cinzia-Muriana/publication/312875787_Project_risk_management_A_deterministic_quantitative_technique_for_assessment_and_mitigation/links/59d0a45a0f7e9b4fd7f9faf1/Project-risk-management-A-deterministic-quantitative-technique-for-assessment-and-mitigation.pdf[Accessed on 28.02.2022]

Pheng, L.S., 2018. Project cost management. In Project Management for the Built Environment (pp. 97-112). Springer, Singapore. https://link.springer.com/chapter/10.1007/978-981-10-6992-5_7