Final Proj Managmnt

8/8/2019 Final Proj Managmnt

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PREFACE

This project is all about to conduct a two days teacher training work shop for

teachers working at special schools. Special education is instruction that is

modified or particularized for those students with special needs, such as learning

differences, mental health problems, specific disabilities (physical or

developmental) , and giftedness. This workshop will be restricted to the

boundaries of Balochistan i.e. teachers only from Balochistan shall be

entertained. An N.G.O named National Society for Mentally and Emotionally

handicapped children which working nationwide for the welfare of special

children in Pakistan. The objective for the establishment of this N.G.O. was to

provide educational, vocational and rehabilitation services for children with

learning disabilities. The total budget allocated for the workshop is Rs 310,000.

The need for this project was badly felt as the setup in other provinces is far

stronger than in Balochistan. Special children demand special care and it is

totally our responsibility to at least enable them to look after themselves and to

make them the member of our society. The workshop will be held on 20 th and 21st

of August 2010 at Serena Hotel Quetta, two resource persons from PunjabUniversity Lahore are invited to deliver lectures.



PROJECT SCOPE

The project is about to conduct a workshop of two days for the teachers related

to special education in Balochistan within the time period of 35 days workshop

will be held on 20th and 21st of August 2010, within the cost of Rs 310,000

OBJECTIVES

• To train teachers of Balochistan in the special field

• To enhance the skills of teachers serving in the field of special education.

• To provide improved methodology to teach special children through

different activities and designed models.

• The ultimate objective would be to make special children capable to lead

their lives normally

DELIVERABLES

• A full fledge well decorated and equipped hall for the workshop

• Allocating and inviting participants and resource persons

• Reservation of tickets and stay for resource persons

• Stay of participants

• Arrangement of food and refreshment

• Preparation of name tags Booklets, Certificates, Shields and Banners

• Preparing and submitting the workshop report

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MILESTONES

• Receiving released funds

• Data collection

• Reservation of Hall & Rooms for the resource persons and participants

• Printing material required for the workshop

• Confirmation from resource persons and participants

• Invitation to chief guest

• Reception

• Allocation of rooms to participants

• Distribution of certificates

• Checkout

• Submission of workshop report

TECHNICAL REQUIREMENTS

Professionals having vast knowledge in the field of special education

LIMITS AND EXCLUSIONS

• Participants only from the province of Balochistan shall be invited

• Participants must be currently in the teaching profession

• More than 50 participants will not be entertained

• Dinner and Stay of Residents/local participants we not included.

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CUSTOMER REVIEW

Participants will be reviewed before and after the workshop

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NATURE OF THE PROJECT

The project is strategic in nature as it will help to achieve the long term goals in

the field of special education, teachers trained during this workshop can servethe schools of Balochistan in a much better way, they will be able to use different

learning techniques for special children and will make them capable to look after

themselves at least.

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PROJECT PRIORITY MATRIX

The project priority matrix is based on the time, cost and performance which are

called as the project trade off’s. The project is prioritized either on the basis of performance, or cost or time. In our project the time factor was kept on enhance

i.e. it can be increased on the circumstantial basis, the complete project can fall

into another time period, or if it is required by the situation it can be delayed for a

week or two. Cost is kept on the acceptance level as the allocated budget is Rs.

310,000 and it is acceptable if it exceeds 3% to 4% of the total budget.

Performance whereas is kept on constrained as it is the basic objective to train

the teachers at best, therefore no compromise will be made on the performance

of the project.

PROJECT TRADE OFF’S

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TIME

PERF

ORMANC

E

COST



PRIORITY MATRIX

TIME COST PERFORMANCE

ENHANCE

ACCEPT

CONSTRAINT

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PROJECT LIFE CYCLE

1. DEFINITION STAGE

The aim or goal is to organize a TOT (Training of Trainers) workshop for two

days. On 20th and 21st of August 2010.

Project should be completed in a cost effective way within the given budget of or

Rs. 310,000

The project must meet the expectations of the customers; it should make the

teachers more skilled so that they may deliver all the knowledge to special

children in an effective way

RESPONSIBILITY

A team of 14 members are responsible for the efficiency and completion of

project which will work under the leadership of a project leader.

2. PLANNING STAGE

SCHEDULING

After the budget has been sanctioned the first step will be to collect data of all the

special schools located in the province of Balochistan. This data collection will

take place maximum 4 days as we just need to know the names and contacts of

the schools. This activity will begin on 29th of July 2010.

RESERVATION OF HALL

Once the data collection process has been done the next step will be to reserve

a full fledge well equipped hall for the workshop. 50 participants are expected to

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attend the workshop therefore for this purpose Qila Saifullah Hall of Quetta

Serena Hotel will be booked for two days.

STAY

Stay for resource a person is arranged at Quetta Serena Hotel whereas

arrangement for the participants is made at Hotel Sunrise.

PRINTING

Team C is assigned to handle the printing of all the necessary material such as

banners, certificates, name tags, registration forms, booklets etc. this activity will

begin on 3rd of August and it will take 15 days to complete

INVITATION

Another independent team E is responsible for the allocation of resource person

and sending invitation to all the participants. Two resource persons from the

department of Special Education Punjab University Lahore will be invited todeliver lectures. This activity will also start on 3rd of August. At the same time

participants from all over the schools of Balochistan will be invited to attend the

workshop. Only 50 participants will be entertained.

CONFIRMATION

A reminder will be given to resource persons and their return tickets will be sent

to them.

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INVITATION TO CHIEF GUEST

Governor Balochistan shall be invited on 15th of August as the chief guest to

close the workshop sessions and distribute the certificates among the

participants.

RECEPTION

On 19th of august resource persons and participants will arrive. Team responsible

to attend resource persons will take them to the hotel and get them settled.

INVITATION TO MEDIA

On the same day media will be invited for the coverage of workshop

WORKSHOP

Day 1, On 20th of august the workshop will begin, at 9:00 a.m. in the morning

registration desk will be setup by the team responsible for this task. Name tags,booklets will be given to the participants.

The first day session will end at 7:00 p.m. in the evening. Participants will be

taken to the Hotel sunrise along with the facilitation team.

Day 2, On the second day the session will begin at 9:00 a.m. chief guest will

arrive at 3:00 p.m. closing ceremony will take place in the last session of

workshop certificates will be distributed among the participants

CHECKOUT

On 22nd of August, after the breakfast resource persons will be taken to airport.

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3. EXECUTION STAGE

The most important part of the execution stage is to check that the project

activities are taking place according to the project scope. The necessary status

reports will be made and submitted two days before the workshop.

If any sort of change is required then change report will be made and approved.

Project manager will keep the check on the cost and time of the project. During

this stage all the milestones will be reviewed to make sure that project activities

are taking place accordingly.

4. DELIVERY STAGE

This is the last stage of project life cycle. At the closing ceremony certificates will

be given to the participants, project report will be submitted to the

department/sponsor. News about the successfully conducted workshop will be

published and finally the team members will be deployed on some other project.

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TIME ESTIMATES

Fund Release

Data Collection

Reservation of Hall & Rooms

Print Material

Invitation to Participants and Resource Persons

Confirmation

Reception

Allocation of Rooms

Workshop*

Check out

Report Submission

25th

July – 29th

July

30th July – 02nd August

03rd August – 9th August



08th August – 18th August

19th August

19th August

20th August – 21st August

22nd August


8 working hours each day

Official Holidays Included

* Workshop schedule continued (11 Hrs a Day)

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GANTT CHART

DAYS

JULY AUGUST

25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 2

ACTIVITIES

Fund Release

Data Collection

Reservation of Hall & Rooms

Print Material

Invitation to Participants and Resource Persons

Confirmation

Reception

Allocation of Rooms

Workshop

Check out

Report Submission

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NGO DIRECTOR BALOCHISTAN REGION

PROJECT MANAGER

TEAM A LEADER

MANAGEMENT ROOMS & HALL

TEAM B LEADER

INVITITIONS & RECEPTION

TEAM C LEADER

PRINTING & PUBLICATIONS

TEAM DLEADER

FOOD & BAVRAGES

TEAM E LEADERFACILITATORS

TEAM MEMBERA

TEAM MEMBERA

TEAM MEMBERA

TEAM MEMBERA

TEAM MEMBERA

TEAM MEMBERB

TEAM MEMBERB

TEAM MEMBERB

TEAM MEMBERB

TEAM MEMBERB

TEAM MEMBERC

TEAM MEMBERC

TEAM MEMBERB

TEAM MEMBERB

TEAM MEMBERC

TEAM MEMBERC

TEAM MEMBERE

TEAM MEMBERE

TEAM MEMBERB

TEAM MEMBERB

TEAM MEMBERB

COMMUNICATION CHANNEL

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RESPONSIBILITY MATRIX

TEAM A TEAM B TEAM C TEAM E

Management Hall & Rooms R R R R R

Invitation & Reception R R R R R

Printing & Publications R R

Food & Beverages S S S S

Facilitators S S S R R

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PROCESS BREAKDOWN STRUCTURE

DELIVERABLES SUBDELIVERABLES WORKPACKAGES

1. RESERVATION OF HALL &ROOMS

1.1 HALL1.2 ROOMS

1.1.1 Stage1.1.2 Seating1.2.1 Resource Persons1.2.2 Part icipants

2. PREPARATION OFBOOKSLETS,CERTIFICATES, NAMETAGS, REG FORMS

2.1 STATIONARY2.2 PRINTING

2.1.1 Award Shields2.1.2 Note Pads2.1.3 Pen/ Pencil2.2.1 Booklets2.2.2 ID Cards2.2.3 Cert if icates2.2.4 Registration Forms2.2.5 Banners

3. INVITING PARTICIPANTS& RESOURCE PERSONS

3.1 ALLOCATION OFRESOURCE PERSONS

3.2 REGISTRATION OFPARTICAIANTS

3.1.1 Contact3.1.2 Conf irmat ion3.1.3 Tickets Reservation3.2.1 Mailing Registration Forms

3.2.2 Conf irmat ion

4. RECEPTION

5. FOOD

5.1 Breakfast5.2 Tea / Refreshment5.3 Lunch5.4 Dinner

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6. DISTRIBUTION OFCERTIFICATES

6.1 Chief Guest6.2 Participants

7. FACILITATION

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COST ESTIMATES

S.No ITEM UNIT TOTAL SPECIFICATIONS COMMENTS

COST COST

1 Stay

Resource Persons 8000 24000 Double Bed For 3 days Quetta Serena Hotel, With Breakfast & DinnParticipants 450 33750 Rs 450 Per Person x 25 People x 3 Days Sun Rise Hotel, With Breakfast & Dinner

2 Hall 15000 30000 For 2 days Qila Saifullah Hall, Serena Hotel

Multimedia 6000 12000 For 2 days

3 Refreshment Quetta Serena Hotel

Tea Break 210 23100 Rs 210 Per Person x 55 People x 4 Tea Breaks

Lunch 495 54450 Rs 495 Per Person x 55 People x 2 Days

4 Payment (Resource Persons) 20000 40000 Rs 20000 x 2 Resource Persons

5 Tickets for R.Ps 12500 25000 Rs 12500 Per Person x 2 Persons PIA

T.A for Participants 500 12500 Rs 500 Per Person x 25 Persons

6 Printing Material

Cards 20 1000 Rs 20 Per Card x 50 CardsCertificates 30 1500 Rs 30 Per Card x 50 Certificates

Booklets 50 2500 Rs 50 Per Booklet x 50 Booklets

Registration Forms 200 Rs 200 Bundle

Banners 5000

7 Stationary

Pens 10 1000 Rs 10 Per Pen x 100 pens

Note Pads 40 2000 Rs 40 Per Note Pad X 50 Note Pads

Award Shields 300 1500 Rs 300 Per Shield x 5 Shields

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8 Mail ing Registration Forms 100 5000 Rs 100 Per Mail x 50 Participants TCS

9 Miscellaneous 20000 Phone, Transportation, operations

10 Contingency Reserves 15500 5% of Total Budget

TOTAL 310,000

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DEFINING NETWORK ACTIVITIES

A : Fund Release

B : Data CollectionD : Print MaterialC : Reservation of Hall & RoomsE : Invitation to Participants and Resource PersonsF : ConfirmationG : ReceptionH : Allocation of RoomsI : WorkshopJ : Check outK : Report Submission

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NETWORK PRECEDENCE DIAGRAM

ACTIVITY IMMIDIATE PREDECESSORS ALL PREDECESSORS

A - -

B A A

C B A,B

D B A,B

E B A,B

F E A,B,E

G E,F A,B,E,F

H C,D,G A,B,C,D,E,F,G

I H A,B,C,D,E,F,G,H

J I A,B,C,D,E,F,G,H,I

K J A,B,C,D,E,F,G,H,I,J

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Documents

Final Proj Managmnt