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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
project manager events plan
Mustapha ahmed ibrahim 2صفحة
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
project manager events plan
Mustapha ahmed ibrahim 3صفحة
Mustapha Ahmed Ibrahim
Faculty of Engineering Helwan University Mattria brunch
3rd mechanical power department
Phone number
01144693136
01228512865
Important links
Mustapha.ahmed@stp-egypt.com
Mustapha_maim@hotmail.com
Mustapha0ahmed@gmail.com
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 .
project manager events plan
Mustapha ahmed ibrahim 4صفحة
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
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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
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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
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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.
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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
project manager events plan
Mustapha ahmed ibrahim 9صفحة
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)
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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
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Mustapha ahmed ibrahim 11صفحة
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
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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
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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
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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
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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
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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.
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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
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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
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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
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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
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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.
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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
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