Your Task:

- Create a work breakdown structure for the case study.

- Make sure to represent the three levels of the WBS. Mention the project at level-1.

- Mention the main deliverables (components) at level-2.

- Create the work packages at level-3. Please include WBS numbering.

You may refer to the sample WBS for backyard landscaping and charity event also provided in the course material.

Once you submit the WBS, a sample solution shall be made visible to you for your reference and comparison.

Project Management Case study- A fundraising event to support Y.O.U.T.H. for Change

Author: Fatehjit S. Kochar

Assume that you work for Fashion Trends, a leading fashion brand for youth. Fashion Trends manufactures and sells clothing, footwear, and fashion accessories. You have been working here in the Finance department since 2016 and have amicable relations with your boss Martin Dudley, who is also the owner of Fashion Trends. Martin Dudley, a philanthropist and a budding entrepreneur in the fashion industry, wishes to host a fundraising event to support Y.O.U.T.H. for Change Organization financially. This youth organization helps young people who seek services for emotional, mental, and intellectual well-being. Martin Dudley has given you the responsibility of leading a team of five people to plan for the fundraising event. The event will take place on August 22, 2020, and it's already June 24. Martin Dudley expects you to come up with an outline plan by June 30 so that the work on organizing the event can start as soon as possible.

You have called a meeting of all the team members (Seema Goswami, Anne Blake, Dharmendra Singh, William Tauchi, and Kate Murphy) to brainstorm the ideas for the event. At the meeting, you talk about booking the space at Waterloo park with ample parking space nearby and flexibility for food vendors/trucks to set up temporary food tents. The team estimates this option to cost around $25,000 and raise funds to the tune of $100,000. You invite more options. Dharmendra Singh from the marketing department suggests using the companys outdoor space as it can be used as an opportunity to advertise and sell their products and fashionwear. Moreover, their retail store cannot be missed from there. This is expected to cost less at approximately $10,000 and raise funds of $75,000. Seema Goswami from the design department does not seem pleased with the idea as she thinks the space is not big enough to host an event of this size. Further discussions on this option bring up the risk of fire and accident due to space constraints and public inconvenience due to limited parking. Anne Blake from retail suggests booking a well-known banquet hall with open lawns. This idea is quickly dropped due to the high cost of $50,000, while the funds raised are expected to be in the similar range of $ 110,000-$ 120,000. Finally, after some more discussion, it is agreed to book the space at Waterloo Park. They decide to set up Fashion Trends pop-up shop at the event to showcase and sell their products and fashionwear, profits from which will go towards the charity.

The team brainstorms ideas to raise maximum funds for the charity by planning games and activities to attract maximum people. From all the ideas generated and discussed, the final list of activities concluded: talent show, magic show, bingo, silent auction by a thrift store, video games, and face painting. Kate Murphy from H.R. has recommended a local magician, John, for the magic show, and the team has confirmed his availability for the event date. Other activities shall be conducted by youth volunteers to be provided by Y.O.U.T.H. for Change Organization. The team has decided to contact local restaurant owners to set up food stalls and boutique owners to set up pop-up shops. Anne Blake, also a part-time food blogger, eagerly takes the responsibility of contacting restaurant owners. She is very confident that she will be able to confirm the names of restaurant owners interested in setting up food stalls by June 29. William Tauchi from the manufacturing department knows some local boutique owners in K-W and Cambridge who would be interested in setting up their pop-up shops.

For managing the event, in addition to volunteers from the Y.O.U.T.H. for Change Organization, you also propose to contact Volunteer Action Centre (V.A.C.) to arrange remaining volunteers. V.A.C. volunteer coordinator is well known to you. V.A.C. will also help to promote the event through their website and social media. Kate Murphy adds that they must contact V.A.C in the first week of July as it might take some time to arrange, hire, and train the volunteers. She also suggests contacting community centres in the region in the first week of August to support the event through publicity. Community centres could help with the distribution of event information leaflets. You suggest pay-offs for volunteers through volunteer hours and free food.

Dharmendra Singh will do additional event promotion through the website and social media of Fashion Trends in the second week of August and contact local businesses for sponsorship and advertisement to help raise funds during the second week of July. Kate Murphy will contact the police and fire department in the first week of July for their permission and ensure safety and security at the event.

To better manage the schedule, you divide the team into Group Alpha and Group Beta. After this initial planning meeting, the team will split into two groups. Group Alpha will manage volunteers and perform activities B, C, D & E in series using Finish to Start dependencies. Refer to the below table for details. At the same time, when Group Alpha will start working on activity B, Group Beta will begin working on activity F, and after finishing work on activity F will perform activities G, H & I in series using Finish to Start dependencies. Both groups will come back together for the final preparations a week before the event. The team prepares a network diagram for the schedule, based on the information given in the below table:

Activity	Performed By	Activity Duration (Days)
A) Initial Planning Meeting	Team	1
B) Organize Volunteers	Group Alpha	5
C) Train volunteers (Indoor training)	Group Alpha	10
D) Train volunteers (Outdoor training)	Group Alpha	10
E) Arrange publicity through Volunteers	Group Alpha	5
F) Arrange police & fire department clearance	Group Beta	3
G) Finalize restaurants and boutique owners	Group Beta	4
H) Arrange sponsorship and advertisement	Group Beta	5
I) Conduct promotion through the website and social media	Group Beta	5
J) Final Preparations	Team	5

The team's estimate for hosting the event is around $25,000, including booking the space, setting up temporary facilities, food for volunteers, printing leaflets, and security services. The estimate includes a budget contingency of $2,000 as a reserve for any unexpected purchasing or cost increase. $10,000 is the waterloo park fee, of which 20% is to be paid in advance in the first week of August, and the remaining amount is to be paid in the third week of August. Food for volunteers will cost $3,000 and shall be arranged a week before the event. Private security shall be arranged at the cost of $7,000. 50% of this is to be paid in the second week of August, whereas the balance will be paid in the 4th week of August after the event. Leaflets shall cost $500 and shall be paid for in the third week of August. $2,500 is the estimated labour cost for the setup and tear down of tents and temporary facilities, to be paid on the day of the event.

With the above plan in place, you feel confident and excited to share the details with Martin Dudley on June 30 and proceed with the team to create essential planning documents before you meet with Martin Dudley.