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UNIT 8: PROJECT CHARTER 2- PART 3

GROUP 1
(Avleen , Deepika, Aneena, Vishal, Aiswariya)

Algoma University

Brampton Campus

Course/ Section: :Introduction to Project Management

Professor Name: Mr. Ravi Sharma

July 2th, 2023

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Fund-raising Proposal- Hoops for Hope

1. Describe the project major high-level deliverables in a work breakdown structure (WBS) 
Major Deliverable Deliverable Description
1. Project Initiation
2. Planning Phase
3. Pre-event preparation
 Set the project's goals and boundaries.
 Recognise significant stakeholders.
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 Establish targets and deadlines for your
project.
 Establish the Project Team and Functions
 Determine tournament logistics
- Select tournament date and
venue.
- Arrange necessary permits and
licenses.
- Secure event insurance, if
required
 Define tournament format and rules
- Determine number of teams and
players per team.
- Decide on game duration,
timeouts, and halftime.
- Establish rules for fouls, scoring,
and tiebreakers
 Develop event budget
- Estimate expenses for venue,
equipment, and officials.
- Allocate funds for marketing,
promotions, and prizes.
- Identify potential sources of
revenue, such as sponsors
 Create a marketing and communication
plan
- Design a logo and promotional
materials.
- Develop a website or social
media presence.
- Implement strategies to attract
participants and sponsors
 Recruit participating teams
- Reach out to local basketball
clubs, schools, and organizations.
- Send invitations and registration
forms.
- Confirm team participation and
collect registration fees.
 Organize event logistics
- Arrange for referees and officials.
- Coordinate with venue staff for
setup and layout.
- Acquire necessary sports
equipment, including basketballs
and scoreboards
 Coordinate volunteers and support staff
- Recruit and train volunteers for event
management.
- Assign roles such as scorekeepers,
ticket sales, and crowd control
 Secure sponsorship and donations
- Approach local businesses and
corporations for sponsorships.
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2. Gantt Chart

Period Highlight: 1 Plan Duration Actual Start % Complete Actual (beyond plan)
       
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3. Summary of High-level Budget with Realistic Estimates

Major Deliverables Estimated Costs

 Printing Tickets $2000
 Advertisements Layout (Flyer, radio commercial, $2000
banner ad, online platform)
 Raw Materials for Poster, Make a backup of Poster. $3000

 Foods and Refreshments $1500

 Material and Supplies (gifts, t-shirts, extra baskets) $4500
 Tracking the team’s progress $1000
 Feedback collection & Managing funds for the event $1500
 Miscellaneous expenses (such as venue rent, $15000
equipment rental, gifts, trophies etc.)
Total Budget $35,000

4. RACI Chart
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Team Members
Hoops for Hope - Project Planning Deepika Avleen Kaur Aneena Aiswariya Vishal
Creating Schedule and Format
Setting up meeting with Investors I C R I A
Planning activities in School, Universities R C C C A
Create advertisement layout R C C C A
Printing vouchers and tickets for donators R C C I A
Marketing Strategies
Advertisement in multiple locations R I C A I
Distribution of tickets R I C A I
Creation of Poster R I C C A
Arrangement of Supplies
Checking Inventory level -Surplus and shortage C R C C I
Provision of Transportation facilities to deliver supply C R C C I
Selecting storage based upon supplies nature I R C C A
Arrangement on Online Platforms
Arrangement of Online Ticketing I C R C A
Arrangement of Online purchase of Supplies and Refreshments I C R C I
Parking Reservations and Paid Live streaming I C R C A
Before Competition
Checking supplies are sufficient at the location I C C R I
Venue is clean and organized I C C R A
Medical Personnel on hand requirement availability C C C R A
Sales of Tickets and Refreshments handled correctly A C I I R
Evaluate success rate of activities I C C A R

R R- Responsible (An individual who does the task which is necessary to be completed)
A A- Accountable (Team member who is allocated to review the work before it is considered completed)
C C- Consulted (Team member who is providing recommendations on the basis of which the current task or project will impact future activities and taks)
I I- Informed (An individual who will kepp up to date information on the progress of the projects and tasks)

5. The accomplishments of a project are referred to as milestones. Throughout its various stages, a

project must succeed in order to reach its milestones. There are several milestones in the Hoops for

Hope fundraising initiative. As follows:

 Setting up the location - The arena should be configured to satisfy basketball-specific standards,

including a court, enough lighting, seating for spectators, etc. The venue's entire construction

project must be finished on schedule and without a hitch. We should conduct a trail and ensure

that the stadium complies with the regulations before opening it to the public.

 Ticket sales- It should take place through a variety of channels, including online and offline

counters located in various public gathering places. Several marketing methods must be used in

this situation. If there is a demand for tickets, make sure there are more available by taking the

stadium's capacity into account.

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 Recruiting man power - Ask any neighbourhood sports teams or basketball teams if any of their

players would be interested in volunteering for the competition. Many athletes can be eager to

lend a hand with a cause close to their hearts. Don't forget to be clear about the time

commitments needed from volunteers at each round of the competition.

 Capital – As a tournament for fund raising, sponsors have crucial role here. Make a thorough

sponsorship pitch that outlines the advantages of supporting your basketball event, include

details about the potential sponsor exposure. Explain in detail what sponsorship benefits

sponsors will receive, such as logo placement on marketing materials (such as banners and

signage), mentions in speeches or press releases, social media promotion, or stalls at the event

(Tristancho, 2023).

A set of quantifiable standards or requirements known as project acceptance criteria must be met

for the project to be deemed successful. Some potential requirements for Hoops for Hope

admission could be:

Since it is a fund-raising event, the foremost criteria is raising at least minimum fund for the

charity. So, we should minimize the expenses by maximising the profit. Include all costs related

to planning the fundraising event, such as venue rental, marketing fees, food and drink charges,

permits and licences, and entertainment expenses.

As an event, where public gathers, should give priority to safety without cutting costs. To

ensure our safety, we should set up a second team of medical professionals, suitable

transportation, and adherence to fire and safety regulations.

Try to select man power as voluntary ways more than paid. Spread the word about volunteer

opportunities with Hoops for Hope through a variety of platforms, including social media, local
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community centres, schools, sports groups, and word-of-mouth. Determine what responsibilities

volunteers can play at events or continuing programmes. This could involve duties like

organising and cleaning up an event, keeping score, providing coaching aid, managing

registrations, or helping with marketing. Volunteers should receive the appropriate instruction or

orientation so they are prepared and have the confidence to complete their job (Pandey ,2022).

6. Jira Software Update

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Jira Software Link

https://avl23.atlassian.net/jira/software/projects/HFH/boards/1
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References

Tristancho (2023). Milestones in Project Management

https://www.projectmanager.com/blog/milestones-project-management

Pandey (2022) Simple Project Management Checklist

https://www.projectcentral.com/blog/simple-project-management-checklist