Department of Management Science

Subject:

Project management
Project charter, traceability matrix,
Project scope statement and WBS.

Submitted by:
Saba Zubair 092

Submitted To:
Sir Amir Ilyas
 Project charter
Project name:

Organizing an annual award function

Purpose

The purpose of this project is to plan, organize, and execute an Annual Function Award
Ceremony. This ceremony aims to recognize and celebrate the outstanding achievements and
contributions of individuals, teams, and departments within our organization. By doing so, we
foster a culture of appreciation and motivation among our employees, reinforcing our
commitment to excellence and encouraging continued dedication to our mission and values.

Project description

The Annual Function Award Ceremony is a significant event for our organization, aimed at
recognizing and celebrating exceptional achievements and contributions made by our employees
throughout the year. This ceremony not only acknowledges outstanding performance but also
fosters a positive work culture, promotes motivation, and strengthens team cohesion.

Objectives

Recognition of Excellence: The primary objective of the Annual Function Award Ceremony
is to recognize and celebrate excellence within our organization. We aim to acknowledge
outstanding individuals, teams, and departments for their exceptional contributions and
accomplishments.

Motivation and Morale: By publicly appreciating the hard work and dedication of our
employees, we strive to boost morale and motivation throughout the organization. Recognizing
outstanding achievements encourages others to strive for excellence.

Team Building: The ceremony offers an opportunity for employees from various departments
and levels to come together, fostering a sense of camaraderie and teamwork. It strengthens the
organization's unity and shared sense of purpose.
Reputation and Brand Image: Hosting this event reinforces our company's commitment
to excellence and employee recognition. It also enhances our reputation both within the
organization and among external stakeholders.

Memorable Event: Beyond recognition, the ceremony aims to provide a memorable and
enjoyable event for all participants. Through entertainment, food, and a well-planned program,
we aim to make the evening special for our employees.

High level requirements

➢ Venue selection and preparation.

➢ Award categories and criteria definition.
➢ Nomination and selection process.
➢ Event logistics and program design.
➢ Entertainment and catering arrangements.
➢ Promotion and communication strategies.
➢ Security and safety measures.
➢ Coordination and logistics.

Schedule millstones of key deliverables

Milestones Finish Date

Venue selection May 10, 2023
Award categorizes and criteria finalization June 16, 2023
Nominee selection June 20, 2023
Event logistic and program design June 22, 2023
Venue preparation June 27, 2023
Annual award function event June 29, 2023
Post-event cleanup and evaluation June 30, 2023

Resources:
Budget

Total estimated budget: 500,000

- Venue Rental
- Includes costs for renting the event venue, audiovisual equipment, and any additional
facilities.
- Covers expenses for food and beverages for all attendees.
 - Includes costs for decorations, floral arrangements, and other aesthetic elements.
- Budget for entertainment, including performers, musicians, or any special acts.
- Expenses for designing and procuring trophies, certificates, or plaques for the award
winners.
- Printing costs for invitations, programs, and other promotional materials.
- Budget for public relations and marketing efforts, including media coverage,
advertisements, and promotional materials.

Personnel

1. Event Planner: To help with overall event coordination and logistics.

2. Host: To engage the audience and announce the awards.
3. Production Team: To handle audiovisual equipment and technical aspects.
4. Decorators: To create an appealing ambiance for the event.
5. Caterers: To provide food and beverages for the attendees.
6. Security Team: To ensure the safety and smooth flow of the event.
7. Photographers/Videographers: To capture memorable moments.
8. Volunteers: To assist with various tasks during the event.

Procurement

Awards, catering services, decorations, audiovisual equipment, and any other specific needs we
have. vendors or suppliers who can provide the required items or services within the budget and
timeline.

Overall project risk

• Last-minute cancellations by guests or award recipients.

• Technical or equipment failures during the event.
• Unforeseen regulatory issues.

Project manager, stakeholders and sponsors

❖ Project Sponsor
❖ Project Manager
❖ Award Nominees and Recipients
❖ Event Attendees
❖ Entertainment and Catering Providers
❖ Event Promotion Team
❖ Venue Management
Project approval requirements and exit criteria

Approval Requirements:
1. Clearly defined purpose and goals for the award function.
2. Budget approval for the event, including funding for venue, decorations, awards, and other
expenses.
3. Approval of the award categories and criteria for evaluation.
4. Selection and confirmation of the selection committee members.
5. Approval of the event logistics, such as the date, time, and venue.
6. Marketing and promotion plan approval to generate awareness and attract attendees.

Exit Criteria:
1. Successful completion of the award function according to the planned schedule.
2. Presentation of awards to the winners in each category.
3. Positive feedback from attendees, participants, and stakeholders.
4. Proper documentation and archiving of the event, including photos, videos, and records.
5. Evaluation of the event's success based on predefined goals and objectives.
6. Final financial reconciliation and reporting.

Project sponsor and client approval

Project sponsor: SABA ZUBAIR

Project manager: ALI Haider

Version control

Document Approval date Modified by Section, page, text revised.

version
1.0 May 15, 2023 Ali Haider Original charter approved by
sponsor.
 Project traceability matrix
Category # Requirements Priority Objective Deliverable Test Delivered /
Case Acceptance
Functional F1 Event venue Must Confirm the Setup Basic Approved
have criteria by sponsor

F2 Award Should criteria for Finalized list Completed Event

categories and have evaluation. of award and well- sponsor
criteria categories defined approval
F3 Nomination Must fair and Completed fairness Event
and Selection have transparent nominee sponsor
Process process selection approval
process.
Quality Q1 Attendee Must Esure high Positive Assess Event
Satisfaction have level feedback from overall manager
satisfaction attendees. satisfaction approval
Q2 Event Should Ensure smooth Well- minimal Approved
Execution have execution coordinated disruptions. by sponsor
Smoothness and executed
event.
Business B1 Effective Should Foster a sense prospective Positive Event
Event have of unity and sales order feedback manager
Promotion harmony indicating approval
among strengthened
attendees.
B2 Positive Must through the Positive media favorable Event
Brand Image have successful coverage public manager
execution. approval

Project P1 Complete all Must Within budget Project Actual vs Manager

requirements have provide by management planned cost approval
in budget sponsor plan

P2 Project risk Must Positive Project Mitigation Manager

will be have feedbacks management plan for risk approval
identified plan

P3 Complete all Must Within Project Actual vs Project

pre- have schedule management planned sponsor
arrangements provide by plan schedule approval
milestones on party sponsor
time as
schedule
Version control

Document Approval date Modified by Section, page, text revised.

version
1.0 May 15, 2023 Ali Haider Original charter approved by
sponsor.

Project scope statement

Project description
The Annual Function Award Ceremony is a significant event for our organization, aimed at
recognizing and celebrating exceptional achievements and contributions made by our employees
throughout the year. This ceremony not only acknowledges outstanding performance but also
fosters a positive work culture, promotes motivation, and strengthens team cohesion.

Objectives

❖ Recognition of Excellence
❖ Motivation and Morale
❖ Team Building
❖ Reputation and Brand Image
❖ Memorable Event

Acceptance criteria

❖ Clearly defined purpose and goals for the award function.

❖ Budget approval for the event, including funding for venue, decorations, awards, and
other expenses.
❖ Approval of the award categories and criteria for evaluation.
❖ Selection and confirmation of the selection committee members.
❖ Approval of the event logistics, such as the date, time, and venue.
❖ Marketing and promotion plan approval to generate awareness and attract attendees.
❖ Successful completion of the award function according to the planned schedule.
❖ Presentation of awards to the winners in each category.
❖ Positive feedback from attendees, participants, and stakeholders.
❖ Proper documentation and archiving of the event, including photos, videos, and records.
 ❖ Evaluation of the event's success based on predefined goals and objectives.
❖ Final financial reconciliation and reporting.

Project deliverables
• Setup
• Finalized list of award categories
• Complete nominee selection process
• Well-coordinated and executed event
• prospective sales order
• Positive media coverage
• Project management plan

Exclusions
No extra addition in the process

Change Management Plan:

Change Control Process Changes will manage and processed according to the criteria and
instructions from the sponsor.

Project sponsor: SABA ZUBAIR

Project manager: ALI HAIDER

 Work Breakdown Structure
Predecessor Duration in Effort in Resources (personnel and/or
Awards Activities Days hours materials)

1. Annual Award Function

1.1. Project plan
1.1.1 develop project charter and objective None 1 Day 6 Hours Project Manager
1.1.3 Budget planning 1.1.2 2 Day 10 Hours Project Manager and Financer
1.1.4. Event Schedule 1.1.2 1 Days 4 Hours Project Manager
1.1.6. Identify stakeholders 1.1.3 2 Days 8 Hours Stake Holders, Project Manager
1.1.7 Define award categories 1.1.4 3 Days 18 hours Project manager, award coordinator
1.2. Venue and preparation
1.2.1. Venue Selection and Booking None 5 Days 30 Hours Project Manager, venue coordinator
1.2.2. Venue Preparation 1.2.1 3 Days 18 Hours Project Manager and equipment
1.3. Event promotion and marketing
1.3.1. Develop marketing plan None 2 Day 12 Hours Project manager, marketing team
1.3.2. Execute marketing campaign 1.3.1 5 Days 30 Hours Project Manager and team marketing
1.4. Planning and coordination
1.4.1. Nomination and selectin Process None 5 Days 30 Hours Project manager
1.4.2. Design Event Logistics and Program 1.4.1 4 Days 24 Hours Project planner
1.5. Event logistics
1.5.1 Coordinate Event Logistics None 5 days 30 hours Project Manager, Logistics Manager

1.5.2 Design Program Schedule 1.5.1 3 days 18 hours Project Manager, Program Designer

1.6. Awards and Recognition

1.6.1 Design Trophies and Certificates None 4 days 24 hours Project Manager, Awards Coordinator

1.6.2 Procure Trophies and Certificates 1.6.1 4 days 24 hours Procurement team
1.7. Event Execution
1.7.1. Event Day None 1 Day 6 Hours Event coordinator, project manager
1.7.2. Host the Award Ceremony 1.7.1 1 Day 8 Hours Project manager, Host
1.7.3. Photography and Videography 1.7.2 1 Day 8 Hours Photographer
1.8. Post-event Activities
1.8.1 Cleanup and Evaluation coordinator None 1 Day 12 hours Cleanup Team, Event coordinator
Project sponsor: SABA ZUBAIR

Project manager: ALI HAIDER

___thank you___