Project manager events plan 2

project manager events plan

Mustapha ahmed ibrahim 1صفحة

Cairo University,

Faculty of Engineering,

Steps Towards Progress (STP)

‘Developing Our Community’

Steps Towards Progress STP 2014

“Developing our Community

Mustapha ahmed Ibrahim Project manager events plan



Contents Introduction ………………..………………..……………….. 3 Strategic pillars ………………..………………..……………. 5 Monitoring plan ………………..………………..………….. 6 Project description ………………..………………..……… 7 Project management events team …………………. 9 Time line ………………..………………..……………………. 10 STP'13 analysis ………………..………………..…………… 12 Marketing campaign ………………..………………..…… 14 New idea ………………..………………..………………..…… 15 Estimated Budget ………………..………………..………… 16 Risk plan ………………..………………..………………..……. 17 Tasks needed from each committee ………………… 18 Notes ………………..………………..………………..…………. 21 Credits ………………..………………..………………..……….. 25



Mustapha Ahmed Ibrahim

Faculty of Engineering Helwan University Mattria brunch

3rd mechanical power department

Phone number

01144693136

01228512865

Important links

[email protected]

[email protected]

[email protected]

https://twitter.com/yes_sasa

eg.linkedin.com/in/mustapha2/

www.facebook.com/mustapha.ahmed.maim

Experience

One of the high board of Rising Stars Family best family at Helwan University 2011-2012

Second vice president at Sotna organization and magazine Mattria Faculty of Engineering

2011-2012

Head public relation at EL-Warsh student activity at helwan faculty of engineering 2012

Member talks team at TEDxHelwan U. 2012-2013

Moderator basics to business at kinetics mattria faculty of engineering 2012-2013

Member fund raising at STP'13 .

mailto:[email protected]







http://eg.linkedin.com/in/mustapha2/

http://eg.linkedin.com/in/mustapha2/



Reason for applying

For STP'14

believes at STP role in developing our community and seeing last year positive change at

participants, juniors and who attend our events is something inspire and motivate me.

For project management team

1- Applying the science of project management

2- Getting the experience of the position

3- Correcting the concept of project manager

as I noticed that there are huge misunderstanding for the concept to members,

heads and even high board members

4- Make the concept clear for any applicant for the position next years and clarify

that your action stands for science

5- Trying to make calibers for next year

6- Making sure that every member will participate will learn

the system will be people oriented not task oriented

For events project

1- " إن أريد إال اإلصالح ما استطعت وما توفيقي إال بالل عليه توكلت وإليه أنيب "

Some problem I noticed at my point of view and I want to fix it

2- Hat3la beek was the reason that make me member in STP'13 so I know the importance of

events and I would like to make sure to spread the influence.

Vision

Being the man who has the biggest influence even in direct way this influence helping in

developing the community.

Mission

Trying to develop myself first

trying to help anyone as much as I can



Strategic pillars

Vision

To spread the idea of organizing planning , and creating calibers for next years that can

develop the community through STP or through any other activities

Mission

1- Stacking to the plan

2-Make sure that the members know that every action is planned and every task is part of

plan we put at the first

3-Make sure that the tasks assigned to all members and all of them learned enough to be

able to lead the next year

Objective

1-Rise the members spirit along the year

2-Everything must having a value

تجديد النية -3

4-Working for sublime objective

5-Work with other organization as one hand for developing the community

Goals

1- Every participant STP'14 events get learned something new

2- Every member participate at the work for STP'14 events learn a lot



Monitoring plan

1-Making grant chart, milestones chart, precedence diagramming method, and check list.

2-Mark every finished task and take care from the critical path and tasks have no slack or I

can't delay.

3- Follow the tasks updates and which member do the task to make sure that all members

involved and all of them get learned not only one member or the head doing all the tasks we

are people oriented not task oriented

Communication plan

The vice who only assign the tasks to heads and heads assign to the members

so

1-I will assign the task to the vice and follow with him

2-The tasks with high priority I will follow with the heads with the permission from the vice

3-I can assign the task to the head directly after the permission from the vice

4-I can assign the task to a member directly it the head asked me and determine the

member who I will assign the task to

الضرورات تبيح المحذورات -5

For any urgent cases I can break the pervious system with the permission from the president

or the vice (only )

N.B: in the planning phase ( July ) we can develop and plan for high quality communication

with details

Number of members needed at each committee

Fund raising 8 members

External public relation 8 members

Internal public relation 7 members

D&C&R7 member

logistics’ 6 members

publication 3 members ( two free designer can finish all requirements )

media 5 members

IT 3 members ( like publication it depend on the quality not the number )

HR 8 member ( one for each pervious committee )

qc 3 member

R&D 5 members

Ac section needed as a man power which around 30 member



Project objective

Developing youth in different sectors - respecting the their needs- in order to developing

the community

Suggested events

1-The first event is aiming to help students inchoosing their careers and what are the

needed skills and requirements to work on.

800 attendees.

2- The second eventis aiming to inject the entrepreneurship’s culture among students to

create a promising nucleus of innovative, need and value oriented entrepreneurs through

giving them chance to create new ideas and applying them in competitive atmosphere with

the help of strong speeches in this field.

1200 attendees.

3- The third event is aiming to help Preparatory students of faculty of engineering to choose

their department to get the best effort from them hoping for developing the community.

Orientation will be one of STP'14 mega events, Speakers are engineers from companies,

fresh grade, and some doctors that have good view.

800 attendees.

4- Internship and fresh grade job fair; give the students and fresh graduates an opportunity

to deal with big companies.

10,000 traffic.

5- The fifth event is Not AcceptedEvent aiming at supporting some conference participants

who are not accepted but was very qualified. We’ll prepare seminar for around 200

participants that we will call, send mails & SMS the topic will be human development.

6- Graduation project event which aim at helping students who are 2nd and 3rd year to know

about the project and what is needed and what the companies need and can support to

make sure that the graduation project is something important not routine.

7- Orphan day andits internal event to the member aiming at raising the spirit for the

members and delivering the value of helping people as we miss this habit at the community.

اتجنن -8

this is another internal event aiming to raise the spirit and deliver value of helping people

which the members will go and give smiles to the people and biscuits to children.

9- Ideation camp: 2 days to generate ideas and turn the idea into project, the participant will

know how to think and how to generate ideas.



Message

1- We must respect the value of the time

2- We must believing in STP vision

3- The co-operation is the only way to success

4- Project manager plan not do ( he assign tasks and never do it )

5- Adding a value is very important

6- Sharing the president message ; reach "level ZERO" of problems, threats and

obstacles after we finish the year on both sides technically and personally



وا من حولك فاعف عنهم ﴿ لنت لهم ولو كنت فظ ا غليظ القلب لنفض اورم ف فبما رحمة من للاه لهم و ف وا

ل على فإذا عزمت فوكه لين الم يحب الموك إنه للاه ﴾ للاه

Project management events team

I will recruit for two members as a maximum to be in pm events team

PM events team job description.

1- Helping project manager to generate new ideas for the events project

2- Attend some committees meeting as it will be difficult for project manager to attend 11

committees meeting

3- Helping project manager in monitoring for all project

4- Make sure from the quality and monitor for the quality planning

5- Remind the project manager for the required tasks every day

6- Backup for any urgent circumstances happen to the pm as they are the only that know

every details about it better than any member of high board or other project managers

7- Raising the team spirit

Objective

1- Trying to reach to the high quality

2- Making calibers for the next year

3- Reaching LEVEL ZERO

Recruiting system Will begin with the heads recruitment till the members recruitment finished

Needed Criteria 1- Commitment 2- welling to learn 3- Hard worker 4- Ability to work in team 5- Willing for self-change 6-Able to learn 7- Work under stress 8- Value oriented 9- Passionate to the work

Note: They are treated as members and they can't assign tasks without the permission

from project manager and the project manager must inform the vice or the head he will

assign the task to. But he can follow up the tasks with the vices or the heads as it's a task

from the project manager

(project manager will assign the task to the vice and asked the member of pm events team

to follow up with the vice)



Time line

1/11/2013

reserving the hall for rejected

confirming on the trainer

10-14 /11/2013

calling participant who isn't not accepted at the conference

printings at all event requirements

15/11/2013

not accepted event

reservation for the next event

logistics start to design and building the booth

26/11/2013

marketing campaign for first event

6/12/2013

first event

Start preparing for orphan day

13/12/2013

orphan day

1/2/2014

start preparation for orientation

start preparation for ht3la beek

7/2 /2014

marketing campaign for orientation

15/2/2014

orientation

start marketing campaign for ht3la beek

etganan within this period

1/3/2014

ht3la bek

start preparation for ideation camp

and marketing campaign

start preparation for the fair



8/3/2014

pst

10/3 until 16/3 /2014

interviews

start preparation for graduation project

21-22/3/2014

ideation camp

Start marketing campaign for the fair

4-5/4/2014

fair

marketing campaign for graduation project

11/4/2014

graduation project

12/4/2014

Closing STP'14



Last year STP problems

1- Low spirit in some times

2- Demotivated members

3- Conflicted job description

4- Heads quitted

5- Some High board members order the members at the events(including conference

and juniors events) with no respect to project manager or team leaders

6- Some high board members assign tasks to the members with no respect to the head

7- The time issue

8- Some committees didn't participate at STP environment

9- We didn't have effective code of contact ( it was late )

10- Participants recruitment for the conference have some troubles

11- Juniors project have no attention like others

12- The appreciation system wasn't good

13- Engineering was not very effective

14- Members paying a lot of money

15- There were no strong marketing campaign

16- Cash flow problem

17- Data base problems

18- Have problems with our sponsors

19- Problems with VIP's

Project problems

1- Late proposal

2- Late description

3- Objective isn't clear for the members

4- Objective isn't clear for the attendees

5- Speakers is not very strong at ht3la bek

6- Members talk aloud at the hall

7- Members eating catering in front of the attendees at the break

8- Entrance and exit is not organized

9- Marketing campaign not Interrelated between ipr , epr , media , publication

10- We didn't take care from sponsor benefits

11- The events finish late

12- The members not informed with the team leader

13- The members didn't know what do did exactly

14- Some members have a lot of tasks others have no tasks which make them

disappointed

15- Bad ushering at the gates

16- Sponsor speech isn't important

17- Late printings

18- Registration need to new plan it was organized and we didn't use the data

19- At ht3la bek2.0 the day program didn't happen



20- At ht3la bek2.0 the break was a mess

21- At ht3la bek2.0 catering wasn't good

22- At career mart no program

23- At career mart no new ideas to marketing campaign

24- At career mart many changes happen

25- At career mart the publicity for the fair was bad

26- At career mart conflicted information

27- At career mart no good planning

28- At career mart the booths was sunny

29- At career mart the flow wasn't organized

30- At career mart booklet has many problems

31- At career mart we didn't give the booklet to any one

32- At career mart shortage at the man power

33- At career mart no catering for the representive of the companies

34- At career mart bad visualizing for the day

35- At career mart videos with speaker wasn't organized

Strength

Agree with all the points the president mention at his plan plus

1- Making a database for fundraising committee next year

2- Making documentation from qc and hr

3- Good financial statue

4- Dealing with vice president for the university

5- Good reputation with dr. SherifMourad

6- Dealing with new sponsors and speakers

7- Having approval for el-quba , el-2al3a for free

8- Career mart with 2000 attendees

9- Making new booths

10- The team almost was from the 2nd year not seniors

Opportunities

Addition to president plan

1- Students trusting you

2- The political environment improved

3- Building on this year achievements

4- There are huge number of ex-STPers



Marketing campaign

Objective : reaching to our targeted segments fulfilling sponsors needs Increasing our circle of influence Ensuring that STP is the leading organization in developing the community

Some ideas

1- Epr&ipr& media & publication have a meeting to create marketing campaign

2- "marketing is a department and not a department" make sure that every member at

STP know what we do

3- Starting the marketing campaign for any event from the last event

4- Depend on attractive and professional design for benefit pack

5- Catering is very important

6- Pins and giveaways

7- STP bags

8- STP products

9- Facebook ads

10- Invitation for VIP's to attend our events

11- Start marketing outside cufe first



New ideas for next year

1- Dealing with anything by bills event it will be more expensive like to deal with acte

and take bills that's help for cash flow

members will pay but we will take the bills and pay for the taxes

buying woods with bills

2- Dealing with el Dora from the first of the year or any other printing sponsor

3- Recruitment campaign at fenongmela and fenon ttbe2ya at cairo, ainshams, helwan

university, and privacy university

4- Collecting fees for t-shirts early and inform them more earlier

5- Deal with t-shirt sponsor

6- Building the booths at any garage and transfer it into the faculty

7- Catering for the members we should care for them

8- Good training for project managers from project manager at etisalat

9- Making STP fair and selling STP products

10- Magnetic info desk

11- Get foreign speaker like bil gates

12- Booklet at the orientation



Financial

Individual

Booth will cost 500 L.E.

Back stage banner 400 L.E.

Red carpet 240 L.E.

Posters 200 = 400 L.E.

Flyers 5000 = 1250 L.E.

Dcr 500 L.E.

Reservation 4000 L.E.

Sponsored ads at facebook 500 L.E.

Live streaming 500 L.E.

Banners 240 L.E.

others 500 L.E.

Booths 1 = 270 L.E.

booklet 1 = 2L.E.

Soft drinks 1000 = 600 L.E.

Catering 1000 = 2000 L.E.

By events

First event will cost 9000 L.E.

Htelabek9500 L.E.

Fair 11500 L.E.

Etgann , for free

Orphan 2000 L.E.

Graduation project 1500 L.E.

rejected 500 L.E.

ideation camp 3000

Orientation 4500

all = 41,500 L.E.



Risk plan

The risk Effect occurrence Solution

No fund High Medium Collecting fees from members and ex-stpers STP fair STP internship fair acte bills dora bills

No catering sponsor Medium Medium Buying it with discount

Logistics can't built booth High Medium Buying one if no money there will be one for all events

Approval for reservation are late High Medium Making another approvals for any halls like el 2asr el 3iny halls . ask sponsor to reserve hall for us

Sound system at the hall is expensive

Low Medium Renting one

Banners printed wrong High Low Print it before event with 3 days or 2

No one applied for host High High Get Any ex host

Epr members can't get strong key speakers

High Medium Get help from ex-epr

Late design from publication Medium Low Ask old stpers

Key speaker can't come High High Apologize and recompense

Electricity cut off High High According to the hall

Problem between 2 attendees High Low Dealing quickly and everyone should sit far

Late info desk Medium Low Working with out and starting out the cufe

No man power High Low Rewarding who will help

Can't move the booth High High Rent a car

No flyers Medium Low Dealing

One lost his consciousness medium Low Members from medicine faculty deal until the doctors come

Key speaker upset after we told him he finish his time

medium Low Apologizing and explaining the situation

Late catering and the break will begin

High Medium Buying immediately if it's big event



Tasks needed from each committee

Fundraising

Determine meeting

brain storming

targeting list for catering, financial, academic

contact this companies

finishing deals

confirming and following up with the sponsor

monitor his benefits

ask for sponsor required

ask for his logo, flyers, banners, speaker, and rollups

ask for feedback

inviting at next events

congratulation at EID

buying coffee and sugar and Nescafe if no sponsor

get catering deals

confirming and following up with the catering

calling him morning to confirm

External public relation

Determine meeting

brain storming

target list for speakers and halls

calling the speakers

confirming and following up

check needs before the event

being with him during the event

ask for feedback after the event

calling and thanking and trying to build relation

get the required approval for the reservation

setting target list for media coverage

calling and dealing with them

setting target list for T.V and Radio Programs

calling

announcement

sending the project manager other activities we can deal with

dealing with them

checking the deal

finish it

receiving the logo



Internal public relation

Getting approvals for marketing campaign inside cufe and the university

Getting required approval for outside reservation

targeting list for all halls at the university

getting approvals for the inside hall

reserve the hall

enter the money to the faculty

sending the project manager other activities inside the university we can deal with

dealing with them

checking the deal

finish it

receiving the logo

Decoration & Coordination & Reception

Determine meeting

brainstorming for reception issue

determine meeting

visiting the hall

brainstorming for coordination and decoration

designing DCRs' give aways

printing the required

understanding info desk design

design decoration

buy needs

decorate the booth

Logistics

Design the red carpet frame

visiting the hall

check for sound system, projector & data show, and back stage banner place

sending the dimension to publication

Search for data show and projector to rent

Determine meeting

brain storming for info desk

design

visualizing or modeling

estimate cost

ask for the material prices

buy it

set up



Media

Recording the event

Publication

Designing red carpet, backstage, and other banners

Designing posters

designing flyers

adding logos to all designs

printing

giving the printing to the project manager

Information technology

Making application for registration

uploading pictures on website

uploading banners on website

Human resources

Interviewing ideation camp participants

check the members’ spirit and their ability to work

prepare with them internals events

Quality & control

Evaluation question

distribute the evaluation

analysis the evaluation

meeting with pm

meeting with event team leader

document the event

prepare needed training ( needed for the project )

Research &Development

Making surveys to know about Students' needs

suggest events for STP'14

sending other events documentation



Notes

1- Now we are at the initiation phase it's the first phase at project planning and after

recruitment the planning phase will start and finish at the first meeting with the members to

start the execution phase

2- We should discuss the events and what is the best for STP at 2nd& 3rd high board meeting

to finalize and start finalizing the plan as we shouldn't stake to our ideas we all here to learn

and to develop the community

3- The project manager is the responsible for his project so he is the only one take decision

related with his project

4- As I said before that I want to apply the science so before we execute with enough time I

must finished the planning phase according to the science of project management I shall

inform the high board with all tasks required and when they should do it

as example

I will inform him with list of tasks as I will tell IR vice that I will need a booth from logistics

committee and they should have meeting to design from 1-3 to 8-3 and they should buy the

requirement before 15-3 and built it in 3 days to be ready for starting the marketing

campaign to event x

5- Estimated time and budget depend on the last year so it's cannot be effective it depend

on next vices, heads, and members

like (publication and it tasks cannot estimated as it's depend on the quality of members)

6- Solution of the problems will discuss at any other sector at the plan if it's deserve

ex: (We didn't have effective code of contact ( it was late ) )

it's doesn't deserve that I will say we should make it early and make sure that every member

know it

7- Trainings (sales to fund) (marketing to publication and media )

8- The estimated budget is approximately and can be decreased in case of sponsors and can

be modified by capability of members to get something more cheaper

9- Number of members needed at each committee depend on one event and the

approximately number I can need if they work with the required quality but It's vice mission

to estimate the number according to the tasks required at the whole years, number of

events, and the ratio between active and non-active members

10- Fair can enter STP around 50,000 L.E. for STP

11- The needed tasks mentioned before is the Tasks needed for an event and it's will be

detailed more at the WBS.



13- The needed tasks mentioned before is not complete and it can be edit with Vices

14- the president should have detailed time plan before the event at maximum 3 months

and it should be before this duration – detailed time plan related with the tasks –

15- the president should have work break down structure which have detailed required

tasks

16- I deal with each event like individual project have it's own plan

We here to learn and sharing the experience not to staking to one opinion

so the plan can be edit as the high board see

Documents

Project manager events plan 2