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MGT3203 Project Management Processes

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MGT3203 Project Management Processes

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MGT3203 Project Management Processes

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Course Code: MGT3203
University: University Of Southern Queensland

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Country: Australia

Question

Finishing the Project and Realizing the Benefits
— Develop and demonstrate use of a change control system
— Demonstrate how to monitor and control project risks
— Create and present a project progress report
— Describe how to determine when a project should be terminated early.
— Describe the process for terminating a project at its normal completion time.
— Capture and share project lessons learned.
What methods that we have used are worth repeating?
How many hours of human resource time have we used to complete this activity compared to how much we estimated?
What methods that we have usedneed to be improved before we do that type of work again?
What evidence supports the answers to the above questions?
Auditors Data

Documentation of how the work is supposed to be done
Descriptions of how the work is actually done
Documentation to verify how the work was completed

Answer:

Introduction 
The project management report is written for AIBI International that will be launching a fund-raising event for a charity named Singapore Women’s Association. AIBI International is an organization that primarily works in the area of healthcare. The organizations functions in the area of production and distribution of health & fitness and beauty products. The fund-raising event will be launched for the charity in order to improve the health conditions of the underprivileged section of the society.
Purpose of the Report
Project Management is a necessary discipline that needs to be adequately used and applied so that the project goals can be achieved. There are various areas that come under the domain of project management. The report covers four primary areas as project scope, project schedule & budget, project resources, and project communications. All of these four areas need to be adequately planned and managed so that the project objectives can be met.
Project Scope
There will be several activities that will be covered by the project team members. The project will be carried out in several steps/phases. The first phase will be the initiation and planning phase. The scope of this phase will include conduction of a kick-off meeting among all the members of the project team. The other activities under this phase will be determination of event feasibility – Environmental, Economic, Operational, Social aspects, planning & estimations – event core team, allocation of responsibilities, budget, schedule, communication planning, and risks assessment process. It will be essential to plan the event venue and book the same for the event. The second phase will include the activities as Listing of the Venues, Availability Checks on the Venues Listed, and Finalization on the Venue, Negotiation on Pricing, Booking of the Venue, and Communication on the Venue Booking under the scope. Attendees, food, and beverage management will be the third phase and it will cover the activities as Preparation of the List of Attendees to be Invited, Distribution of Invitation Cards, Distribution of Invitation Cards, Listing of Caterers, Availability Checks on the selected caterers, and Booking of the Caterers (Wearne, 2014). Event organization activities will be done in the fourth phase with activities as Preparation of programs in the fund raising event, Selection of orators, Scheduling of the programs, and Inclusion of entertainment activities. The fifth phase will include Ticket selling on web portals and offline locations, Promotion of the event on social media channels, Promotion of the event on tele media and print media channels, Reminders to orators, performers, and attendees through emails, and Analysis of Feedback and acknowledgements. The last phase will be the conduction of the fund raising event and the closure phase. It will have the activities as Organization of the Event, Analysis of the Funds Collected and Submission to the Charity, Press Release on the Event, Performance Assessment & Lessons Learned, and Closure Report.
Work Breakdown Structure
A Work Breakdown Structure for the project has been developed as a sequential and hierarchical structure. The six phases of the project have respective activities and sub-activities. The hierarchical representation of the work breakdown structure shows the different levels involved in the project. The WBS developed is a 3-level WBS in which there are four levels as 0, 1, 2, and 3 involved (Rianty, Latief and Riantini, 2018). The WBS will allow the project scheduling and project budgeting activities easier as the project resources will have the understanding of the relationship and dependencies of different activities with each other.

WBS

Task Name

1

Fundraising Event for Charity

1.1

   Initiation & Planning Process

1.1.1

      Kick-off Meeting

1.1.2

      Determination of event feasibility – Environmental,  Economic,  Operational,  Social

1.1.3

      Planning & Estimations – Event Core Team,  Allocation of Responsibilities,  Budget,  Schedule

1.1.4

      Communication Planning

1.1.5

      Milestone 1: Communication Plan

1.1.6

      Risks Assessment Process

1.1.7

      Milestone 2: Project Plan

1.2

   Venue Selection & Bookings

1.2.1

      Listing of the Venues

1.2.2

      Availability Checks on the Venues Listed

1.2.3

      Finalization on the Venue

1.2.4

      Negotiation on Pricing

1.2.5

      Booking of the Venue

1.2.6

      Communication on the Venue Booking

1.2.7

      Milestone 3: Venue Booking Confirmation

1.3

   Attendees,  Food & Beverage

1.3.1

      Preparation of the List of Attendees to be Invited

1.3.2

      Distribution of Invitation Cards

1.3.3

      Milestone 4: Distribution of Invitation Cards

1.3.4

      Development of Food & Beverage Menu

1.3.4.1

         Listing of Caterers

1.3.4.2

         Availability Checks on the selected caterers

1.3.4.3

         Booking of the Caterers

1.3.5

      Milestone 5: Booking of the Caterers

1.4

   Event Organization

1.4.1

      Preparation of programs in the fund raising event

1.4.2

      Selection of orators

1.4.3

      Scheduling of the programs

1.4.4

      Inclusion of entertainment activities

1.4.5

      Milestone 6: Event programs list

1.5

   Ticket Selling & Promotion

1.5.1

      Ticket selling on web portals and offline locations

1.5.2

      Promotion of the event on social media channels

1.5.3

      Promotion of the event on tele media and print media channels

1.5.4

      Reminders to orators,  performers,  and attendees through emails

1.5.5

      Analysis of Feedback and acknowledgements

1.5.6

      Milestone 7: Feedback and Acknowledgements

1.6

   Fund Raising Event and Closure

1.6.1

      Organization of the Event

1.6.2

      Analysis of the Funds Collected and Submission to the Charity

1.6.3

      Press Release on the Event

1.6.4

      Performance Assessment & Lessons Learned

1.6.5

      Closure Report

1.6.6

      Milestone 8: Closure Report

Project Schedule 
Microsoft Project (MS Project) is the tool that is used for the scheduling of the project. The estimation technique for the project schedule estimation is top-down estimation. The start date of the project is 13th August 2018 and it will end on 14th December 2018. There will be six phases involved in the project as initiation & planning, venue selection & bookings, attendees, food & beverages, event organization, ticket selling & promotion, and fund raising event & closure. The first phase will start on 13th August 2018 and will continue till 28th August 2018. The second phase will start on 29th August 2018 and it will end on 12th September 2018. The third phase will start on 13th September 2018 and it will end on 1st October 2018. The fourth phase will begin on 2nd October 2018 and it will end on 12th October 2018 (Yaghootkar and Gil, 2012). The fifth phase will start on 12th October and it will end on 20th November 2018. The last phase will begin on 21st November 2018 and it will end on 14th December 2018.

WBS

Task Name

Duration

Start

Finish

Predecessors

Resource Names

1

Fundraising Event for Charity

90 days

Mon 13-08-18

Fri 14-12-18

 

 

1.1

   Initiation & Planning Process

12 days

Mon 13-08-18

Tue 28-08-18

 

 

1.1.1

      Kick-off Meeting

1 day

Mon 13-08-18

Mon 13-08-18

 

Project Manager

1.1.2

      Determination of event feasibility – Environmental,  Economic,  Operational,  Social

3 days

Tue 14-08-18

Thu 16-08-18

3

Event Manager, Project Manager, Business Analyst

1.1.3

      Planning & Estimations – Event Core Team,  Allocation of Responsibilities,  Budget,  Schedule

3 days

Fri 17-08-18

Tue 21-08-18

4

Project Manager, Finance & Accounts – Resource

1.1.4

      Communication Planning

2 days

Wed 22-08-18

Thu 23-08-18

5

Project Manager

1.1.5

      Milestone 1: Communication Plan

0 days

Thu 23-08-18

Thu 23-08-18

6

 

1.1.6

      Risks Assessment Process

3 days

Fri 24-08-18

Tue 28-08-18

7

Project Manager

1.1.7

      Milestone 2: Project Plan

0 days

Tue 28-08-18

Tue 28-08-18

8

 

1.2

   Venue Selection & Bookings

11 days

Wed 29-08-18

Wed 12-09-18

 

 

1.2.1

      Listing of the Venues

2 days

Wed 29-08-18

Thu 30-08-18

9

Event Management Associate 1

1.2.2

      Availability Checks on the Venues Listed

2 days

Fri 31-08-18

Mon 03-09-18

11

Event Management Associate 2, Event Management Associate 1

1.2.3

      Finalization on the Venue

1 day

Tue 04-09-18

Tue 04-09-18

12

Event Manager

1.2.4

      Negotiation on Pricing

3 days

Wed 05-09-18

Fri 07-09-18

13

Event Manager

1.2.5

      Booking of the Venue

1 day

Mon 10-09-18

Mon 10-09-18

14

Event Management Associate 1

1.2.6

      Communication on the Venue Booking

2 days

Tue 11-09-18

Wed 12-09-18

15

Event Management Associate 2

1.2.7

      Milestone 3: Venue Booking Confirmation

0 days

Wed 12-09-18

Wed 12-09-18

16

 

1.3

   Attendees,  Food & Beverage

13 days

Thu 13-09-18

Mon 01-10-18

 

 

1.3.1

      Preparation of the List of Attendees to be Invited

3 days

Thu 13-09-18

Mon 17-09-18

17

Project Manager

1.3.2

      Distribution of Invitation Cards

4 days

Tue 18-09-18

Fri 21-09-18

19

Marketing Associate

1.3.3

      Milestone 4: Distribution of Invitation Cards

0 days

Fri 21-09-18

Fri 21-09-18

20

 

1.3.4

      Development of Food & Beverage Menu

6 days

Mon 24-09-18

Mon 01-10-18

21

 

1.3.4.1

         Listing of Caterers

2 days

Mon 24-09-18

Tue 25-09-18

21

Event Management Associate 2

1.3.4.2

         Availability Checks on the selected caterers

2 days

Wed 26-09-18

Thu 27-09-18

23

Event Management Associate 1

1.3.4.3

         Booking of the Caterers

2 days

Fri 28-09-18

Mon 01-10-18

24

Event Management Associate 1

1.3.5

      Milestone 5: Booking of the Caterers

0 days

Mon 01-10-18

Mon 01-10-18

25

 

1.4

   Event Organization

9 days

Tue 02-10-18

Fri 12-10-18

 

 

1.4.1

      Preparation of programs in the fund raising event

4 days

Tue 02-10-18

Fri 05-10-18

26

Event Manager

1.4.2

      Selection of orators

3 days

Mon 08-10-18

Fri 12-10-18

28

Event Manager

1.4.3

      Scheduling of the programs

2 days

Mon 08-10-18

Tue 09-10-18

28

Event Management Associate 2, Event Management Associate 1

1.4.4

      Inclusion of entertainment activities

2 days

Wed 10-10-18

Thu 11-10-18

30

Event Manager

1.4.5

      Milestone 6: Event programs list

0 days

Thu 11-10-18

Thu 11-10-18

31

 

1.5

   Ticket Selling & Promotion

28 days

Fri 12-10-18

Tue 20-11-18

 

 

1.5.1

      Ticket selling on web portals and offline locations

7 days

Fri 12-10-18

Mon 22-10-18

32

Web Expert

1.5.2

      Promotion of the event on social media channels

7 days

Tue 23-10-18

Wed 31-10-18

34

Social Media Manager

1.5.3

      Promotion of the event on tele media and print media channels

7 days

Thu 01-11-18

Fri 09-11-18

35

Marketing Associate

1.5.4

      Reminders to orators,  performers,  and attendees through emails

2 days

Mon 12-11-18

Tue 13-11-18

36

Project Manager

1.5.5

      Analysis of Feedback and acknowledgements

5 days

Wed 14-11-18

Tue 20-11-18

37

Data Analyst

1.5.6

      Milestone 7: Feedback and Acknowledgements

0 days

Tue 20-11-18

Tue 20-11-18

38

 

1.6

   Fund Raising Event and Closure

18 days

Wed 21-11-18

Fri 14-12-18

39

 

1.6.1

      Organization of the Event

1 day

Wed 21-11-18

Wed 21-11-18

39

Event Management Associate 1, Event Management Associate 2, Event Manager, Project Manager

1.6.2

      Analysis of the Funds Collected and Submission to the Charity

6 days

Thu 22-11-18

Thu 29-11-18

41

Business Analyst, Data Analyst , Event Manager

1.6.3

      Press Release on the Event

3 days

Fri 30-11-18

Tue 04-12-18

42

Technical Writer

1.6.4

      Performance Assessment & Lessons Learned

4 days

Wed 05-12-18

Mon 10-12-18

43

Project Manager, Technical Writer

1.6.5

      Closure Report

4 days

Tue 11-12-18

Fri 14-12-18

44

Technical Writer

1.6.6

      Milestone 8: Closure Report

0 days

Fri 14-12-18

Fri 14-12-18

45

 

List of Milestones
There are a total of eight milestones set up in the project. The start and finish dates of all the eight milestones is included in the table below.

Milestone Name

Start

Finish

      Milestone 1: Communication Plan

Thu 23-08-18

Thu 23-08-18

      Milestone 2: Project Plan

Tue 28-08-18

Tue 28-08-18

      Milestone 3: Venue Booking Confirmation

Wed 12-09-18

Wed 12-09-18

      Milestone 4: Distribution of Invitation Cards

Fri 21-09-18

Fri 21-09-18

      Milestone 5: Booking of the Caterers

Mon 01-10-18

Mon 01-10-18

      Milestone 6: Event programs list

Thu 11-10-18

Thu 11-10-18

      Milestone 7: Feedback and Acknowledgements

Tue 20-11-18

Tue 20-11-18

      Milestone 8: Closure Report

Fri 14-12-18

Fri 14-12-18

Gantt chart 
Gantt chart is a project scheduling tool which is used to visualize the schedule of the project and assists in the planning and tracking of the project. The Gantt chart of the project schedule has been prepared using Microsoft Project as the tool (Li and Zhang, 2012). The Gantt chart is a bar chart that displays the schedule in the form of a timeline. All the project activities and the resources assigned to the activities are displayed in the timeline. The project progress and gaps can be easily tracked and identified with the use of the Gantt chart. The Gantt chart for the project has been shown in the images below.
Network Diagram 
The network diagram for the project has been shown in the images below.
Project Budget 
There will be several costs associated with the project. The cost of each of the project activity including the cost of activity, cost of resource assigned, and cost of the material/tool being used to execute the activity has been shown in the table below. The overall costs estimated for the project as $14,656.

WBS

Task Name

Duration

Cost

1

Fundraising Event for Charity

90 days

$14,656.00

1.1

   Initiation & Planning Process

12 days

$3,336.00

1.1.1

      Kick-off Meeting

1 day

$184.00

1.1.2

      Determination of event feasibility – Environmental,  Economic,  Operational,  Social

3 days

$1,416.00

1.1.3

      Planning & Estimations – Event Core Team,  Allocation of Responsibilities,  Budget,  Schedule

3 days

$816.00

1.1.4

      Communication Planning

2 days

$368.00

1.1.5

      Milestone 1: Communication Plan

0 days

$0.00

1.1.6

      Risks Assessment Process

3 days

$552.00

1.1.7

      Milestone 2: Project Plan

0 days

$0.00

1.2

   Venue Selection & Bookings

11 days

$1,152.00

1.2.1

      Listing of the Venues

2 days

$128.00

1.2.2

      Availability Checks on the Venues Listed

2 days

$256.00

1.2.3

      Finalization on the Venue

1 day

$144.00

1.2.4

      Negotiation on Pricing

3 days

$432.00

1.2.5

      Booking of the Venue

1 day

$64.00

1.2.6

      Communication on the Venue Booking

2 days

$128.00

1.2.7

      Milestone 3: Venue Booking Confirmation

0 days

$0.00

1.3

   Attendees,  Food & Beverage

13 days

$1,192.00

1.3.1

      Preparation of the List of Attendees to be Invited

3 days

$552.00

1.3.2

      Distribution of Invitation Cards

4 days

$256.00

1.3.3

      Milestone 4: Distribution of Invitation Cards

0 days

$0.00

1.3.4

      Development of Food & Beverage Menu

6 days

$384.00

1.3.4.1

         Listing of Caterers

2 days

$128.00

1.3.4.2

         Availability Checks on the selected caterers

2 days

$128.00

1.3.4.3

         Booking of the Caterers

2 days

$128.00

1.3.5

      Milestone 5: Booking of the Caterers

0 days

$0.00

1.4

   Event Organization

9 days

$1,552.00

1.4.1

      Preparation of programs in the fund raising event

4 days

$576.00

1.4.2

      Selection of orators

3 days

$432.00

1.4.3

      Scheduling of the programs

2 days

$256.00

1.4.4

      Inclusion of entertainment activities

2 days

$288.00

1.4.5

      Milestone 6: Event programs list

0 days

$0.00

1.5

   Ticket Selling & Promotion

28 days

$2,856.00

1.5.1

      Ticket selling on web portals and offline locations

7 days

$560.00

1.5.2

      Promotion of the event on social media channels

7 days

$840.00

1.5.3

      Promotion of the event on tele media and print media channels

7 days

$448.00

1.5.4

      Reminders to orators,  performers,  and attendees through emails

2 days

$368.00

1.5.5

      Analysis of Feedback and acknowledgements

5 days

$640.00

1.5.6

      Milestone 7: Feedback and Acknowledgements

0 days

$0.00

1.6

   Fund Raising Event and Closure

18 days

$4,568.00

1.6.1

      Organization of the Event

1 day

$456.00

1.6.2

      Analysis of the Funds Collected and Submission to the Charity

6 days

$2,496.00

1.6.3

      Press Release on the Event

3 days

$240.00

1.6.4

      Performance Assessment & Lessons Learned

4 days

$1,056.00

1.6.5

      Closure Report

4 days

$320.00

1.6.6

      Milestone 8: Closure Report

0 days

$0.00

Resource Plan 
There will be various human and non-human resources involved with the project. These resources will be the primary assets of the project and the success/failure of the project will depend upon the involvement and utilization of these resources (Thacker, 2012). The human and non-human resources have been listed below and their management strategies are also discussed.
Human Resource Management 
There will be a total of 11 human resources involved in the project. The standard rate of each of these resources and the type of the resource is shown in the table below. The usage of the resources in the project has also been shown in the next table.

Resource Name

Type

Initials

Max. Units

Std. Rate

Project Manager

Work

PRM

100%

$23.00/hr

Business Analyst

Work

BSA

100%

$18.00/hr

Data Analyst

Work

DAA

100%

$16.00/hr

Marketing Associate

Work

MAA

100%

$8.00/hr

Social Media Manager

Work

SMM

100%

$15.00/hr

Event Manager

Work

EVM

100%

$18.00/hr

Event Management Associate 1

Work

EMA

100%

$8.00/hr

Event Management Associate 2

Work

EMA1

100%

$8.00/hr

Web Expert

Work

WE

100%

$10.00/hr

Finance & Accounts – Resource

Work

FA

100%

$11.00/hr

Technical Writer

Work

TW

100%

$10.00/hr

The resources have been assigned with the roles and responsibilities on the basis of the skills and competencies. The resource usage is shown in the table below. Before the allocation of a responsibility to the resource, there will be automated tools used for skills assessment. Also, there will be one on one interview sessions conducted with the resources. The conduction of these interviews will provide the management with a detailed understanding of the skills of the resource.

Resource Name

Work

Project Manager

176 hrs

   Kick-off Meeting

8 hrs

   Determination of event feasibility – Environmental, Economic, Operational, Social

24 hrs

   Planning & Estimations – Event Core Team, Allocation of Responsibilities, Budget, Schedule

24 hrs

   Communication Planning

16 hrs

   Risks Assessment Process

24 hrs

   Preparation of the List of Attendees to be Invited

24 hrs

   Reminders to orators, performers, and attendees through emails

16 hrs

   Organization of the Event

8 hrs

   Performance Assessment & Lessons Learned

32 hrs

Business Analyst

72 hrs

   Determination of event feasibility – Environmental, Economic, Operational, Social

24 hrs

   Analysis of the Funds Collected and Submission to the Charity

48 hrs

Data Analyst

88 hrs

   Analysis of Feedback and acknowledgements

40 hrs

   Analysis of the Funds Collected and Submission to the Charity

48 hrs

Marketing Associate

88 hrs

   Distribution of Invitation Cards

32 hrs

   Promotion of the event on tele media and print media channels

56 hrs

Social Media Manager

56 hrs

   Promotion of the event on social media channels

56 hrs

Event Manager

184 hrs

   Determination of event feasibility – Environmental, Economic, Operational, Social

24 hrs

   Finalization on the Venue

8 hrs

   Negotiation on Pricing

24 hrs

   Preparation of programs in the fund raising event

32 hrs

   Selection of orators

24 hrs

   Inclusion of entertainment activities

16 hrs

   Organization of the Event

8 hrs

   Analysis of the Funds Collected and Submission to the Charity

48 hrs

Event Management Associate 1

96 hrs

   Listing of the Venues

16 hrs

   Availability Checks on the Venues Listed

16 hrs

   Booking of the Venue

8 hrs

   Availability Checks on the selected caterers

16 hrs

   Booking of the Caterers

16 hrs

   Scheduling of the programs

16 hrs

   Organization of the Event

8 hrs

Event Management Associate 2

72 hrs

   Availability Checks on the Venues Listed

16 hrs

   Communication on the Venue Booking

16 hrs

   Listing of Caterers

16 hrs

   Scheduling of the programs

16 hrs

   Organization of the Event

8 hrs

Web Expert

56 hrs

   Ticket selling on web portals and offline locations

56 hrs

Finance & Accounts – Resource

24 hrs

   Planning & Estimations – Event Core Team, Allocation of Responsibilities, Budget, Schedule

24 hrs

Technical Writer

88 hrs

   Press Release on the Event

24 hrs

   Performance Assessment & Lessons Learned

32 hrs

   Closure Report

32 hrs

Non-Human Resources 
Apart from the human resources, there will also be several other resources that will be involved in the project.

Technical Tools: The development of a web portal for selling the tickets will require development tools and a database will be needed to store the project details. There will be computer systems and networking equipment needed.
Microphones and speakers will be needed at the venue so that all the attendees may be able to listen to the information being shared.
A screen using a projector will also be needed for sharing the presentations.
Seating arrangements will be done using the furniture at the venue.
Lights and interior décor will require the materials as lighting, banners, posters, and flowers.

The management of these resources will be the responsibility of the Project Manager. The Project Manager will determine the approach to be used for handling these resources and will also be involved in the procurement and negotiation processes.
Communication Plan 
Project communications will be necessary during the project timeline and there will be different aspects that will be covered in the communication process. The details of the communication process and the methods that will be used are illustrated in the sections below.
Stakeholder Details 
There are various stakeholders involved with the project. The stakeholders involved are as listed below.

AIBI International: The Project is being sponsored by the stakeholder and the funds necessary for the project along with the requirements of the charity event will be provided by the stakeholder. The information shared by the stakeholder will then be used by the members of the project team to design the project schedule, scope, and budget.
Singapore Women’s Association: The fund-raising event is being launched for the stakeholder and their involvement will be necessary to communicate the requirements.
Attendees of the Event: These will include the orators, performers, and the guests invited to attend the event. They guests will provide the funds for the charity and will also provide their feedback which may be used for improvement in the future (Markaki, Sakas and Chadjipantelis, 2011).
Media Groups: The media groups and resources will be invited so that a wider audience may be able to get the details of the event and participate in the future.
Regulatory Bodies: These will be involved in process of approvals and sign-offs.
Suppliers and Vendor groups: These are the stakeholders that will arrange for the event tools, material, and non-human resources. The venue owners and caterers will also be a part of this stakeholder group.
Project Team Members: There are a total of 11 resources that will be involved in the project team. The members of the project team will carry out the project activities in a total of six phases.

The contribution, influence, and interest levels of these stakeholders will vary from one another. The stakeholders listed above are the internal and external stakeholders. AIBI International and the members of the project team are the internal resources. The other stakeholders come under the category of external stakeholders. Communication processes will be significant for each of the stakeholder group.
Project Communications
The details shared with each of the stakeholder group and mode of communication that will be used is illustrated below.
AIBI International 
These are the internal stakeholders that will be communicated with the project status every week. Any of the project issues will be reported to the stakeholder and the approvals will also be provided by the stakeholder. The stakeholder will be provided with the confirmation details of the venue, caterers, and will also be informed about the programs being included in the event.
The mode of communication that will be used with the stakeholder will be organization of a weekly meeting on a teleconferencing platform. The use of emails and instant messages will also be done along with the SharePoint location for exchange of files and documents.
Singapore Women’s Association 
The stakeholder group is the external stakeholder for the project. These are the primary clients for which the event is being launched. The project progress will be communicated to the stakeholder along with the details of the event venue, schedule of the program, and the expected number of attendees (Rose and Indelicato, 2009).
The mode of communication that will be used with the stakeholder will be organization of a weekly meeting on a teleconferencing platform. The use of emails and instant messages will also be done along with the SharePoint location for exchange of files and documents.
Attendees of the Event 
The attendees of the event will be the orators, performers, and guests of the event. These will be required to be informed about the schedule of event, activities being covered in the event, invitation cards, tickets for the event, and the gentle reminders for the event.
There will be marketing channels that will be used for the purpose of communication. The tickets will be sold using a web portal. Social media channels will be used for communication with the guests and attendees to inform them about the developments (Isaacs, 2014). Emails and instant messages will be used with orators and performers to communicate with them on the program details, speeches, etc.
Media Groups 
The media groups will be communicated with the details as schedule of event, activities being covered in the event, invitation cards, and the gentle reminders for the event.
There will be use of emails with the media groups that will be used for sharing the invitation cards with them. Also, the heads of the media groups may be communicated by scheduling a meeting with them on a teleconferencing channel.
Regulatory Bodies 
It will be necessary to ensure that legal and regulatory compliance is maintained all throughout the project. These stakeholders will be communicated with the project status and the compliance details through the use of compliance reports. These reports will be uploaded on the SharePoint location and the use of secure mails will also be done (Harris, 2012).
Supplier & Vendor Groups 
The suppliers and vendors will be provided with the information on the tools and equipment to be used for the project. The stakeholder group will be informed about the requirements by sending them the list on their emails. There may be weekly meetings that may also be arranged by the Project Manager & Event Manager for negotiations.
Project Team Members 
The project team members will communicate with each other in a daily stand-up meeting. The meeting will be organized in the official meeting room and the resources working remotely will be allowed to connect using a teleconference bridge.
The use of emails and instant messages will be shared among the resources of the project team.
Ethical & Professional Codes of Conduct 
The following codes will be used to make sure that the ethical and professional compliance is maintained during all the communication activities that are carried out.

Professionalism: The communications processes that will be conducted will follow a professional tone and structure.
Honesty: The stakeholders will always be communicated and provided with the correct information and there will not be any unauthorized changes made in the information being shared (Ingason, 2015).
Primacy to the Public Interest: The priority in all of the communication processes will be given to the end-users and customers.
Enhancement of Quality of Life: The communication processes and all of the project activities will be done so that quality of life is enhanced.

Reporting Structure 
There will be several reports that will be internally and externally shared and communicated.
The primary contents of these reports are illustrated below.
Status/Progress Reports
The status reports of the project will be shared with AIBI International and Singapore Women’s Association by the members of the project team. The report must include the purpose of the report along with the date of the report. The details and names of the resources shall also be indicated in the report. The contents of the report shall provide the percentage of the project activities completed and the percentage of the activities pending in the project. The details of the existing and new issues must also be included. The highlights of the contributions made by the resources shall also be included in the status report (Yang and Ho, 2013).
Risk Reports 
The risk report of the project shall be shared with AIBI International and Singapore Women’s Association by the members of the project team. The report must include the purpose of the report along with the date of the report. The details and names of the resources shall also be indicated in the report. The contents of the reports shall include name of the project risks, description of the risks, probability and impact score against each risk, and the status of the risk. The treatment strategy applied on the risk shall also be highlighted along with the resource assigned to the risk. The resources assigned to the risks must provide these reports to the Project Manager. The Project Manager must consolidate these reports and share a single report with AIBI International and Singapore Women’s Association.
Conflict Report
The conflict report of the project shall be shared with AIBI International and Singapore Women’s Association by the members of the project team. The report must include the purpose of the report along with the date of the report. The details and names of the resources shall also be indicated in the report. The contents of the reports shall include name of the project conflict, description of the conflict, and the parties involved in the conflict. The treatment strategy applied on the conflict shall also be highlighted along with the resource assigned to the risk. The parties involved with the conflict must provide these reports to the Project Manager. The Project Manager must consolidate these reports and share a single report with AIBI International and Singapore Women’s Association.
Meeting Guidelines 
There will be internal and external meetings organized in the project. These meetings must be conducted on the basis of the guidelines.

The Project Manager must facilitate all the meetings of the project and must share an invitation to the required attendees in advance.
The attendees must provide their acknowledgement on the meeting invitation shared by the Project Manager.
There may be scenarios wherein an attendee may have confirmed the attendance initially but may not be able to attend the meeting later. The reason for absence must be informed to the Project Manager.
The Manager must prepare a meeting agenda covering the duration of the meeting and the main contents to be covered in the meeting (Reed and Knight, 2010).
The participation of the attendees must be active and they must share their thoughts and ideas on the matters being discussed.
The following ethical and professional codes shall be followed in the meetings:

Professionalism: The communications processes that will be conducted will follow a professional tone and structure.
Honesty: The stakeholders will always be communicated and provided with the correct information and there will not be any unauthorized changes made in the information being shared.
Primacy to the Public Interest: The priority in all of the communication processes will be given to the end-users and customers.
Enhancement of Quality of Life: The communication processes and all of the project activities will be done so that quality of life is enhanced.

An attendee must prepare minutes of meeting at the end of the meeting and must circulate the same to all of the meeting attendees. The responsibility of preparing the meeting notes must be determined using Round Robin algorithm.

Conclusion 
The fund-raising event will be launched by AIBI International for the charity in order to improve the health conditions of the underprivileged section of the society. The start date of the project is 13th August 2018 and it will end on 14th December 2018. There will be six phases involved in the project as initiation & planning, venue selection & bookings, attendees, food & beverages, event organization, ticket selling & promotion, and fund raising event & closure. The overall costs estimated for the project as $14,656.
References
Harris, E. (2012). Managing records in Microsoft SharePoint 2010. Archives and Manuscripts, 40(3), pp.227-228.
Ingason, H. (2015). IPMA Code of Ethics and Professional Conduct. International Journal of Project Management, 33(7), p.1635.
Isaacs, D. (2014). Social media and communication. Journal of Paediatrics and Child Health, 50(6), pp.421-422.
Li, Z. and Zhang, L. (2012). A Study on Multi-Project Management Based on Gantt Chart and Network Planning Technique. Applied Mechanics and Materials, 174-177, pp.2854-2860.
Markaki, E., Sakas, D. and Chadjipantelis, T. (2011). Building the Interactive Relationship between the Top Management and the External Project Manager: The Communication Plan in Laboratory Research. Key Engineering Materials, 495, pp.151-154.
Reed, A. and Knight, L. (2010). Effect of a virtual project team environment on communication-related project risk. International Journal of Project Management, 28(5), pp.422-427.
Rianty, M., Latief, Y. and Riantini, L. (2018). Development of risk-based standardized WBS (Work Breakdown Structure) for quality planning of high rise building architectural works. MATEC Web of Conferences, 159, p.02029.
Rose, K. and Indelicato, G. (2009). Book Review: A Guide to the Project Management Body of Knowledge (PMBOK® Guide), Fourth EditionA Guide to the Project Management Body of Knowledge (PMBOK® Guide), Fourth Edition Project Management Institute. Project Management Journal, 40(2), pp.104-104.
Thacker, R. (2012). Introduction to special issue on Human Resource Management certification. Human Resource Management Review, 22(4), p.245.
Wearne, S. (2014). Evidence-Based Scope for Reducing “Fire-Fighting” in Project Management. Project Management Journal, 45(1), pp.67-75.
Yaghootkar, K. and Gil, N. (2012). The effects of schedule-driven project management in multi-project environments. International Journal of Project Management, 30(1), pp.127-140.
Yang, P. and Ho, M. (2013). The Studying on Design Communication and Conveyance in Project Plan. Applied Mechanics and Materials, 311, pp.286-292.

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