Project Management for Business Charity Race

1. Introduction

In this individual project management assignment, I have been appointed a project manager in charge of organizing and planning a project for StarHub company. StarHub company is going to have a fund raising event for a charity organization in Singapore by organizing a half marathon race of 13.1 miles distance (about 21 km). This is to raise money for the nursing home in Singapore and as well as to improve the health concern of their employees. Maintaining employee fitness for the job they do is one of the important functions of an occupational health services. A healthy employee and fund raising for nursing home will help to improve StarHub image to their customers and the employee health should be a matter of concern from the time before an employee starts work with the organization up until the employee leaves or retires. This event also open to public and will attract total of 2000 people to take part of this found raising event.

2. Project scope statement

The purpose of the project scope statement is to document the project objectives, deliverables, and the work required to produce the deliverables so that it can be used to direct the project team’s work and a basis for future project decisions.

2.1 Project objective

The objective must be clearly defined and agreed upon by the customer and the organization or contractor that will perform the project.

• To prepare StarHub employees for the half marathon run on June 22, 2014, starting on April 20^th, 2014.
• To raise money by collecting either $200, $300 or $500 dollars in the choice of individual participant for the nursing home in order to help the elderly people a better living and a better care.
• Range goals: All participants must complete the training within 2 months and complete the actual run within 2 hour 30 minutes.

2.2 Deliverables

It is Project management stage or final deliverable. It is to complete a process, phase or project must be delivered any unique, verifiable results or the ability to provide services.

• Running participants body mass index of 22.
• Running participants resting heart rate of 60.
• To complete the configuration of sports drinks.
• The completion of the number of people to plan and work.
• To complete the configuration registration.

2.3 Milestones

Milestones are useful tools for setting schedule goals and monitoring progress, and project sponsors and senior managers often focus on major milestones when reviewing projects.

• Pass physical test
• Run 3 miles – April 27, 2014
• Run 6 miles – May 11, 2014
• Run 9 miles – May 25, 2014
• Finish practice half marathon under two and the half hours – June 8, 2014

2.4 Technical requirements

Technical requirements follow functional requirements. After clearly defining functional requirements for your event, you and your team can develop the related technical requirements to ensure proper performance.

• Check if you have your essential race items with you.
• Must have 7 hours of sleep and hydrate yourself.
• Running gear.
• Must not cause injury to participant.
• Must have the safety assistants to guard the participants in the run.
• The result will be released on the official website within 24 hours of the race cut-off time.

2.5 Limits and exclusions

The limits and exclusions should be well defined. Failure can lead to false expectation and to expending resources and time on the wrong problem.

• Training limited to Friday and Saturday.
• Do not bring any valuable items that you do not need in the event.
• Arrive at least half an hour ahead of your flag-off time for warm up.
• All sports drinks only in accordance with the list on the list, there is no special drinks or alcohol drinks.
• Participants who are feeling unwell in either practice or the actual day in the event are not allow to participate in the run.

3. Establish project priorities

Based on the case facts, we can identify the above priority matrix. The above priority matrix states that the time is an enhance, performance should be constrain and cost should be accepted as it is. The priority matrix helps the project managers in the decision making at any stage of the project. The justification of the assignment of the above priority is given in below.

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It is clearly given in the case that the prime objective or goal of the project is raise as much money for the charity. A success of the event will be a proudest thing for the StarHub company as the event displays the image of the StarHub and the contribution to elderly people. So, it is very important to concentrate on the performance and design the event to attract more people to participate in the run and donation to the charity. So, in the priority matrix, performance is given the priority as it should be constrained. The preparation of the run should complete before the actual event starts. The project must meet the completion date, specifications and scope of the project. The actual run is starting after two months from April 2014. So, time is a enchaned means adding value to the project due to the unexpected situation. The last dimension for the decision making is the cost of the project. The cost of the project should be accepted whatever it comes as the benefits to the nursing home and the image of the company is much higher than the cost of the project. These benefits can only be achieved by high performance and more StarHub employees take part in this event and completion of the project on time.

4. Create the work Breakdown Structure

A work breakdown structure (WBS) is a scope management document used to decompose project scope components into smaller, more manageable or work packages. The WBS helps identify the major deliverables of the project.

In this work breakdown structure, there are seven major deliverables:

Speaker – Speakers are important to motivate and energize the group of participants in a run long journey. A good speaker will pause whilst the distraction exists and will motivate the runners and keep the atmosphere of the event more exciting.

Venue – Venue preparation is important in the run. First, identify what the project team require in terms of the venue, which will vary depending on the running event. The event is located outside, running routes around to find the best safety and range of facilities (toilets or water points for runners) in your local area.

Sports Drinks – Sports drinks is important in the event. In the form of a sports drink, it can help to maintain performance during a distance run. Gatorade sports drink is so nice that it can prevent dehydration in the run and the Vitamin water can keeps up runners metabolism and makes them have more energy to run a lot faster.

Registration – The registration process is important because without it you could be employing or providing a service to someone who does not meet your bespoke criteria. The registration will help to check the health of the participants and use the information to estimate how much money they can collect for charity and how many drinks they need to provide.

Safety – Safety planning is important in the run. It is to make sure the participants are fit enough to take part in the event and to guard their safety throughout the events by planting safety sign boards to alert them danger area.

Value – Value is important in this event, such an estimation of the total numbers of trash bags, dustbins and bag of ice in the event in order to prevent wastage of resources. Gift them a finisher t-shirts to congrats them after their run.

Team – Team is important to know their role in the event in order to run the event smoothly and safely. Leaders need to make sure that executive team members know what the leader expects from the team. Such as cleaner, to clean up the mess after the event ended, keep the area clean.

5. Estimation of project costs

8.0 Project Risk Management

Step1: Risk Identification

There is a technology risk in the event. No technology can spec the health of runners and to check whether they are ready for the race or has being hydrated before the race. Technology could not check the number hours of sleep in each participants and could not force them to do warm up before the run. Participants has to be honest and take responsibility on their own health and safety. There is also management risk in the event because every runner have their own habit of running. It is hard to manage every runners to know how to alternate muscle tension and relaxation for maximum economy of movement. They run in an upright position, their eyes focused ahead; their shoulders are relaxed and their arms move parallel to the body to make breathing and leg motion easier in order to complete the run.

Step 2: Risk Assessment

Thus, we see that risk assessment can be broadly defined as the methodology that predicts the nominal likelihood of numerous unwanted events. Serious risk to people can run a gamut of mad-made and natural causes. Man-made causes include car accident on the event or heavy rain which affect the emotion of the runner and have to postpone to other day. This may affect the arrangement of the management team and participants.

Step 3: Risk Response Development

Every participants must take part in training session covers a distance that is greater the distance you will have to cover for the sport in the actual run. Over-distance training gives you confidence because you know you have the ability to cover more than the distance required. It puts the emphasis on the heart and lungs rather than the muscles, but if would also be beneficial if your effort came from large groupings of muscle rather than a few individual muscles. Providing it is undertaken at an easy pace, over-distance training carries a low risk of injury because participants will get use to the run and understand the important safety of the run such as warm up and hydrate yourself.

9.0 Project Performance measurement & Evaluation

Project progress and performance analysis based on ‘earned value’ concepts integrate cost and schedule on a structured and personalized basis. With earned value analysis there are three elements of data required to analysis performance, which are:

• Budgeted cost scheduled up to the time of measurement.
• Actual cost at the time of measurement.
• Corresponding earned value.

The total earned value of the work completed at the time of measurement is then based on the budgeted value of all these completed segments of work, plus an estimate to allow for active work in progress.

10.0 Project closure

Wrap-up Closure Checklist

Project frame work