Project Management

Ilagan, Maureen V. November 19, 2019

Serica, Juan Miguel 5MScM
UA&P Fun Run Project

Project Charter

1) Project Title: UA&P Fun Run Fundraiser for University Scholars

2) Purpose
The purpose of the fun run is to raise funds for the university’s scholars and as well
as to donate to worthwhile causes if in the case the event surpasses target amount of
donations from ticket sales and sponsorships. Apart from this, the event can also be used
to promote a healthy lifestyle and to highlight the university’s value of advocating for
corporate social responsibility.

3) Description:
UA&P will issue a request for proposal to launch a fundraising fun run that will
require a team to plan and organize the event in collaboration with student organizations
to help market the fun run. The event’s major tasks begin with building or outsourcing a
main team to handle the event, setting the date and time of the event, designing the routes
and ticket pricing, writing and sending notification letters to notify the establishments that
are located within the planned routes, acquiring the necessary permits from Barangay San
Antonio and the Ortigas Center Association Inc, and building an online registration site or
form. Another major task is to crowdsource and hire. These include contacting
sponsorships, attracting volunteers and participants, promoting the fun run, contacting and
hiring an event host, a timing company, and a t-shirt company. In addition to this, there
will also be a need to distribute race envelopes (which contain the participant’s race bib,
map, and stubs for goody bags), coordinate with the school staff to handle parking, waste
clean up, distribution of finisher shirts, and awarding on the day of the actual event.

4) Objective:
The objectives of the fun run are to successfully plan and safely conduct the event
within 6 months and to earn Php 1,250,000 from ticket sales and sponsorships.

5) Success Criteria or Expected Benefits

The successful planning and safe execution of the event is expected to increase
the number of students to be granted a scholarship in the following school year, to make
stakeholders happy, and to give back to the community, particularly the Pasig Children
Hospital, should the event’s actual garnered amount exceeds the goal intended for the fun
run fundraiser.
6) Funding
The amount of funds suggested for the event is a maximum of Php 250,000.
However, this may be decreased if the school can attract a good number of sponsors to
shoulder the expenses.

7) Major deliverables
The major deliverables of this event is to plan, organize, and execute this
fundraising fun run event. Apart from this, the organizers along with the pertinent
university staff are expected to have a meeting together weekly to get everyone on the
same track regarding the different departments for managing the event and to have a
debriefing at the end of the event itself.

8) Acceptance criteria
The plans, activities, and designs for the event must coincide with the values and
culture of the school and thus the final approval should be given by the managing
committee of the university.

9) Milestone schedule
Milestone Activity Timetable

Expected Project Duration Three Months

1. Project Approval Week 1

2. Project Initiation Week 2

3. Project Planning Week 22

Monitoring & Control

4. Project Execution Week 23

5. Project Closure Week 24

10) Key assumptions

● There will be a decent number and demand for the UA&P Fun Run Fundraiser for
University Scholars
● The event will be holding a 3k,5k,and 10k for Participants of the Fun Run Event
● The stakeholders have the capacity and capability to host the event
● The set date of the fun run is at April 12, 2020
● A project manager is appointed
● Approval from the local barangay and local mayor office is needed for the event
 ● There will be food and beverage vendors that will sell food and beverages at the
event itself
11) Constraints
○ Event must be held within the given scope set by the Mayor or Barangay Officials
○ Volunteers must only come from the University
○ All Rules and Regulations must follow the rules set by the university
○ Fun run event can only be held on a Saturday from the hours of 5:00 am - 8:00 am
to avoid traffic disruption
12) Major Risks
○ Participants getting lost in the route
○ Common injuries
○ Treating emergencies due to other medical conditions such as asthma,
hypertension, etc.
○ Rainy weather during the event day
○ Technical Difficulties
○ Miscoordination among departments
13) Approval requirements
○ The President of the University must approve the specifications of the event
○ The Mayor and Barangay Captain Must Approve the necessary permits before
pushing with the event
○ The head of the project committee which is the assigned committee handling the
project must approve all decisions
14) Project Manager
○ Mr Juan Miguel F Serica is the assigned fun run manager and is responsible for
the project. He is the point person of the sponsorship, project committee, and
government officials and will oversee the overall implementation of the project .
15) Reporting Requirements
○ The fun run project manager of the fun run must prepare weekly written reports
and submit them to Dr. Winston Conrad B. Padojinog President of the University
of the Pacific to monitor progress of the event. Also he must present every month
to the project committee before the event an update of the progress of the project
16) Approval signature and date
○ Authorized by “Dr. Winston Conrad B. Padojinog President of the University of
the Pacific “ on September 3, 2019.

Project Scope

1. Customer Requirements
 a. Target of Funds of funds to be raised P 1,250,000 for the University Scholars
i. Fifty Percent of Revenue Must Come From Ticket Sales
1. P 625,000 from Ticket Sales
ii. Fifty Percent of Revenue Must Come From Sponsors
1. P 625,000 From Sponsors
b. There must be at least 1300 Participants For the Fun Run Event
i. 500 Participants for 3k Fun Run
ii. 500 Participants for 5k Fun Run
iii. 300 Participants for 10K Fun Run
c. The Project should not exceed P250,000 of Cost
i. The Project Manager is expected to reduce the Cost of Fun Run by
spending within the given budget and at the right time
ii. The Project Manager must be resourceful in leverage free means to market
the event (Example Social Media)
iii. The Project Manager should provide a weekly breakdown of expenses and
projected weekly costs
d. The project manager must provide a work breakdown structure and provide
weekly tasks and agendas of of the project
i. Follow back of tasks assigned to committees to be ahead of schedule
ii. Set proper amount of slack time in dealing with delays
iii. Increase productivity to reduce the amount of time spent working on the
project
2. Statement of Work (SOW)

Task Number Task Name Duration (Days) Preceding Task Person

Assigned

Milestone 1 Approval 8 None

1 Approval of Plan 1 None Project Director

from UA&P
Management
Committee &
Board

2 Application for 7 1 Project

Government and Director,UA&P
Barangay Man Com
Certificates
Approval

Milestone 2 Initiation 1
 3 Org Committee 0.5 1 ,2 Organising
Kickoff Mtg 1 Committee

4 Project initiated 0.5 3 Organising

Committee

Milestone 3 Planning & About 143

Development

5 Financial 14 3,4 Finance

Planning Subcommittee
(budgeting and
allocation)

6 Resourcing 9 5 Organising
Committee

7 Marketing & 60 5,6 Marketing

Sponsorship subcommittee,
Organising
Committee

8 IT Infrastructure 30 7 IT
Planning Subcommittee

9 Operations 30 8 Organising
Planning Committee,
Project Director

10 Governance 5 4 Organising
Meetings Committee,
Project Director

Milestone 4 Execution & 7

Control

11 Event set up 3 5,9,10 Organising

Committee,
Project Director,
Functional
Heads,
Volunteers

12 Design feedback 3 11 Project Director

surveys

13 Hold Event 0.5 12 Organising

Committee
 14 Conclude Event 0.5 13 Organising
Committee

Milestone 5 Post- 7
implementation

15 Reconcile 1 14 Finance
finances Subcommittee

16 Write Project 4 15 Project Director

Reports for
Stakeholders

17 Present reports 1 16 Project Director

18 Post- 1 17 Organising
implementation Committee
Review

Finish

3. Deliverables
a. The major deliverables of this event is to plan, organize, and execute this
fundraising fun run event.
i. The location set up must be ready the night before the event.
ii. There will be a set target of funds of funds to be raised for the University
Scholars
iii. There must be a minimum number of participants For the Fun Run Event
1. Participants for 3k Fun Run
2. Participants for 5k Fun Run
3. Participants for 10K Fun Run
iv. The fun run package drawstring bags for the participants must include the
following:
1. Race bib
2. Route map
3. Race shirt that has the message “Blaze a Trail” and the featured
sponsors at the back
4. Freebies from sponsors
v. There must be post-evaluation profit.
vi. There must be sponsors that provide freebies to the participants of the
event
1. Refreshments
2. Food
 vii. There must be medals given to the top three winners of the event
1. Gold
2. Silver
3. Bronze

4. Acceptance Criteria
a. The location set up must be ready the night before the event.
i. Kiosks for sponsors are fixed
ii. Medical and water stations are ready.
iii. Road block signages are ready to be set up.
iv. Registration booths.
b. There will be a set target of funds of funds to be raised P 1,250,000 for the
University Scholars
i. Fifty Percent of Revenue Must Come From Ticket Sales
1. P 625,000 from Ticket Sales
ii. Fifty Percent of Revenue Must Come From Sponsors
1. P 625,000 From Sponsors
c. There must be at least 1300 Participants For the Fun Run Event
i. 500 Participants for 3k Fun Run
ii. 500 Participants for 5k Fun Run
iii. 300 Participants for 10K Fun Run
d. The fun run package drawstring bags for the participants must include the
following
i. Race bib corresponds to the registered number of the participant.
ii. The correct route map for the participant’s chosen distance for the race
must be included in the envelope.
iii. The shirt must size must correspond to the indicated size the participant
inputted in the survey.
iv. At least one freebie per sponsor should be in the envelope
e. There must be post-evaluation profit of at least P750,000
f. There must be sponsors that provide freebies to the participants of the event
i. At Least 1,000 Free Refreshments
ii. There must be small snacks for about 500 participants (Food)
g. There must be medals given to the top three winners of the event
i. One Gold Medal
ii. One Silver Medal
iii. One Bronze Medal
iv. Top Ten Participants
Work Breakdown Structure
Network Diagram

Critical Path
The Critical Path of the Project are Tasks 1-2-3-4-5-6-7-8-9-11-12-13-14-15-16-17-18.

Forward and Backward Pass

 Based on the forward and backward pass of the network diagram there is only one slackable
activity which are the meetings based on the revised work breakdown structure and statement of
work. Moreover, it is expected that the whole project will take 161 days upon completion and
evaluation This is because it is easier to simplify the tasks inherent in each of the main activities
that are included in the network diagram. Also, the reason why the meetings are stackable activities
is because these activities can be given a time allowance because these meetings are just based on
approval within the different stakeholders of the activity and can be finished earlier and just
allowance is given to due to the nature of these activities in case of emergency meetings are needed.