Hand in Hand to Combat Diabetes 2015

Students Names

ID's Tutor Name Workshop

Zaman Abdulla 201000179 Ms. Geraldine Cunnane

003

Sumaya Janahi 201000451

Nawar AlAmeer 201000394

Table of Contents1.0 Stage 1: Initiating stage

0.1 Identify the business needs:0.2 Identify options0.3 Selection criteria0.4 Selection option0.5 Project charter

0.5.1 Business needs0.5.2 Product description0.5.3 Product rationale0.5.4 Key stakeholders0.5.5 Constraints0.5.6 Assumptions

2.0 Stage 2: Planning stage2.1 Project product2.2 Project deliverables and objectives2.3 WBS2.4 Activity list2.5 Project network diagram2.6 Gantt chart2.7 PRM2.8 Budget

3.0 Stage 3: Executing stage

3.04.0 References5.0 Appendices

1.0 Stage 1: Initiating stage:

1.1 Identify the business needs:

We are planning to establish a diabetes event to increase awareness about it in Bahrain. The

project will help people especially kids who are suffering from diabetes to know about this illness and

will teach them how to deal with it by using effective ways and encourage them to do sports and

movement activities.

As for the current status for our project, there is a lack of awareness about diabetes in Bahrain.

There is no place or event to know about this disease as we are still have not started our event.

Moving to the desire status for our project, we aim to increase the awareness of diabetes between

people and kids by starting our event in Amwaj and help them to be aware about their health.

1.2Identify options:

Due to the gap in the market that there is lack of awareness about diseases in Bahrain, especially

diabetes, we are planning to establish an event to increase awareness a diseases in Bahrain. We

thought to have an event about cancer or diabetes. Additionally, we decided to locate the event

whether in Riffa Views, Bahrain International Circuit or Amwaj. In order to choose the suitable option,

we have conducted a survey and distributed it among people.

1.3Selection criteria:

Cover the full range of possible management concerns. Due to a limited budget and time

constraints, the client has allocated a maximum budget allowance of 75,000.00 BD and a maximum

timeline of 9 months.

1.4Selection option:

Based on the location and capacity, beside the weather and number of visitors, we have chosen

to establish our event in Amwaj, because it is the most suitable place due to the fact that there is a

wide place to locate our event which is next to Waitross. Additionally, many people visit Amwaj in the

weekend especially if the weather is cool. However, we will start our event in February and the

weather in this month is cool therefore, we are expecting a large number of people attending our

event.

1.5Create Project charter

1.5.1 Business needs:

Bahraini citizens suffer from one of the highest occurrence rates of diabetes in the world.

Nowadays, around 15 per cent of the overall population has diabetes, with the illness causing 5% of

deaths in Bahrain (Time Out Bahrain Staff, 2010)."It is a condition where your body does not create

insulin which is required to break glucose down to energy or even if it does create insulin, it does not

break glucose down at all" (SEO-Alien, 2014). Our project aims to increase awareness of diabetes

attacking people at different ages and different genders, so that they will be able to do a glucose test

in order to catch up with it in earlier stages in their life. Consequently, once they knew that the

percentage is high or low, they will be immediately contact their doctors. Hand in hand to combat

diabetes have conducted a survey in Bahrain City Centre and Bahrain Polytechnic university to

examine how many people care about preventing diabetes and if they are looking to attend our event

which is going to increase their awareness. The survey showed that most of people will attend hand in

hand to combat diabetes event in order to be more aware of it and deal with it as soon as possible.

As for the current status of our project, diabetic is one of the most dangerous diseases that

affecting our generation's health. We care about saving others from this kind of disease because even

kids, they are suffering from it due to the overdose of the percentage of sugar that they have.

However, for the desired status, through our organized event, we are looking to provide and share

the awareness of how to combat diabetes, what to do to deal with it if it results in a high or low

percentage, and how to prevent it" for those that do not suffer from it". Thus, we will distribute after

the event free checking cards from Bahrain Diabetic Society, so every 3 months, they have a regular

check, and the duration of this promotion will be one year.

1.5.2 Project description:

This stage defines what will be delivered and created by the project. Hand in hand to combat

diabetes event project shares awareness between patients of diabetes especially kids, to educate and

let them know why it is necessary to self check regularly. Our event is going to include a variety of

things to ensure that everything runs as planned which are:

a) Hand in hand to combat diabetes event is going to be located in "The Lagoon" which is in Amwaj

on Thursday, Friday, and Saturday, the 5th, 6th, and 7th of February, 2015. The allocated time will

be 7 hours, from 4 PM to 10 P.M.

b) An advertising company will create an advertisement of our event to notify people about it.

Furthermore, we will use social media such as Instagram, Facebook, and twitter to attract

people as more as we can.

c) We will sign a contract with an Interior designer “Majeed for events” to decorate the place of

the event and to provide the suitable atmosphere which demonstrates diabetes.

d) We will facilitate a table in the event to provide visitors with snacks and beverages in order to

keep them refreshed through the 7-hour event.

e) We will provide some entertainments especially for kids to ensure that they are enjoying their

time during our event, so we will rent jumping castles.

f) There will be many activities during the event like the lectures that we will be introducing which

includes general knowledge about diabetes and what sort of things patients might do to deal

with it .Additionally, we will let our visitors to watch short video clips that reflects patients that

suffered from diabetes and what they did to combat it by Mrs. Mariam Alhajeri from Bahrain

Diabetic Society. Basically, there will be 3 different lectures presented by Mariam Alhajeri. Day 1

will be about the health in general and the importance of self check up “blood pressure,

cholesterol”. Day 2 will be about healthy food and the risks of junk food. Besides, the last day

will be about diabetes. Each lecture everyday will last for 45 minutes. The lectures start from

4:30 PM until 5:15 PM. Moreover, we will conduct competitions which involve walkathon from

6 PM to 7 PM around the lagoon, and the one who get the first place, will get prizes, in

particular, free registration in Fit Bahrain Gym “no fees”. There will be a trainer from Fit Bahrain

Gym that provide exercises lessons for our visitors from 5:30 to 6:00, and any visitor will be able

to join.

g) There will be a team consists of 20 qualified and skilled staff taken randomly from Bahrain

universities. We will notify them by informing the universities to send emails to their students

and then select and choose the best ones. These staff will be employed to organize the event

like waiters and helpers .They will be distributing giveaways and brochures for our visitors,

greeting our visitors, and providing free refreshments. Furthermore, we will select two security

guards working in lagoon to provide safety.

h) The designed brochures and giveaways that we will be distributed will be an effective way to

encourage people to deal with the disease which will be a memory of our event and a positive

influence on them.

i) We will use different kinds of equipments to succeed our project such as projector, chairs, huge

stage, and laptops to record their names, microphones for the host, banners, and speakers. The

stage will be rented from Majeed for events, while other electronics will be bought from Sharaf

DJ.

1.5.3 Project Rationale:

This stage is important because it clarifies the importance of our project. Not all of people who

are going to check their blood will have diabetes. Therefore, the problem is that once they know

that they don't have this illness, they might ignore the advices given by the doctors and do not care

about the regular checks. Moreover, the number of people that are going to attend our event might

not meet our expectations. We are expecting to see more than 500 visitors daily.

Hand in Hand to combat diabetic project event that will be located in Amwaj aims to raise the

awareness of diabetic which concentrates on the significance of regular blood check to detect the

illness early and to save their lives. Additionally, it will give a general background of diabetes through

educating and teaching visitors the importance of regular checks in order to deal with it as soon as it

arises. Besides, this event is going to encourage the audiences attending in sharing their experiences

and educating their family, friends and relatives. As a result, this is considered to be an outcome of

the project and the result of organizing it.

1.5.4 Stakeholders

Authorizing Stakeholder:

The CEO of Bahrain Diabetic Society that will reject or accept our event.

Principle stakeholders:

People specially kids, the visitors, parents, diabetics

Project Manager

Sumaya Janahi

Project members

Nawar Salah

Zaman Abdullah

Sumaya Janahi

1.5.4 Constraints

Internal Constraints

Budget is considered as one of the internal constraints. We have to be aware of not exceeding it

which is 75,000 BD. Thus, this amount of money might not be enough to cover our project costs.

Additionally, the required period to complete the project which is (9 months) may not be enough to

finish our project and deliver and prepare for all the progresses because of the other external

constraints. However, we are working for Bahrain diabetic Society charity, therefore, we have to be

committed to their rules, and the theme and logo of our project should reflect to diabetics, which is

quite similar to their own logo.

External Constraints

Approval might take time to continue the required procedures. Furthermore, in the case of

having the approval from the different authorities, we have to stick with the law of the country, as

there are specific legislations applied on businesses in Bahrain.

1.5.6 Assumptions

Assumptions are the guesstimates made in the planning stage to predict the facts that might

happen in the event. Since the project will start on February the 5 th, 6th and 7th and will be located in

Amwaj Lagoon. This event will starts from 4pm until 10pm for three days (Thursday, Friday and

Saturday) for the purpose of having the enough period of time to cover all the activities and the

lectures. As well as, we assumed that the number of people that will attend the event will reach up

to 500 visitors, because the event will be held in an open area (the Lagoon) and the weather is

convenient on this month. In addition, the lectures will help to raise the awareness of the attendees

by 90% because the presenter (Mariam Alhajeri) is going to inform and advice the parents of the

need procedures in order to prevent and discover diabetes in earlier stages. Lastly, we predict that

this event will succeed by having a well-organized stuff and organizers to deliver the needed

information and raising the audience awareness.

2.0 Stage 2: Planning Stage

2.1Project product

Where? When? Advertisements

Hand in hand to combat diabetes event will take place

in Amwaj lagoon. It will be in the weekend starting

from Thursday, 5th of February until Friday 7th of

February, 2015. The duration of the event is 6 hours,

from 4 P.M until 10 P.M.

We will design billboards, posters, banners, and

brochures by Al Mass advertising company. We will

use social networks like twitter, Instagram, and

Facebook in order to advertise and to inform our

audiences about the event. The advertisements tools

and the logo will have unified colors which are blue

and white. According to the global diabetes

community, the blue circle reflects positivity and the

sky that units all nations relating this to the United

Nations flag. Moreover, the circle represents life and

health. For our advertising tools, we will include the

name of our event, start and end time, start and end

date, activities, and the location. For the banners and

posters, the font type is Tahoma size 14, while for the

billboard; the size will be larger which is" 12 inches".

As the advertisement tools will contain logo, we will

locate it in the right corner at the bottom of the page.

We will start advertising for our event one month

before in order to let everyone prepared and get a

huge number of visitors. Al Mass advertising company

also will design brochures including pictures, logo,

details about diabetes, what are the causes, what are

preventive ways, and how to avoid this illness. The

brochures will be distributed once the visitors arrived.

White color will be chosen for the background of the

brochure. As there will be pictures inside the brochure,

they will indicate the steps that patients might be in

during their sickness.

Decoration Refreshments

Majeed for events will decorate our event by utilizing blue

and white which refers to diabetics. Therefore, we will

rent blue chairs with white tables, stage covered with

white curtain, 2 headlamps for the corners, and 2 stereos

placed in the right and left side of the stage "purchased

from Sharaf DJ".

We will distribute fresh juices that are sugar-free

for our audiences for free. There will be a variety of

orange juice, mango juice, lemon with mint, and

apple juice. We will order these juices from razan

cafeteria and will need 800 cups, as people have

different preferences for the selection of drinks.

Additionally, snacks will be provided for visitors

which will be from Tareq pastries. We will buy

lebnah sandwich, pizza, cheese sandwich, zaatar,

and chicken sandwich, and they will be in a small

box. We will buy 700 water bottles from

AlMuntazh.

Entertainment facilities Lectures

There will be some entertainment for kids. The fun area

will include games and activities which will be rented from

Silly Billy games, and these will be located next to the

stage. We have chosen to bring 2 jumping castles and 1

popcorn and cotton candy machine.

We will invite a host from Bahrain Diabetic Society

which is Mariam AlHajeri to give lectures about

the disadvantages of diabetics, while playing 2

short video clips of real people that suffer from

diabetic. Furthermore, these videos will expand on

clarifying the significance of diabetics' awareness.

The provided lecture will take an hour, from 5 pm

until 6pm.

Giveaways StaffCrystal print will be responsible to locate our logo on t-

shirts, caps, as this will be something memorable of our

event. We will prepare 700 caps and 700 free size t-shirts,

with a white color and the logo will be placed on them.

20 qualified and skilled organizers have been taken

randomly from Bahrain Polytechnic, University of

Bahrain, and Al Ahliya University. They have

certain duties, so they will greet the visitors,

distribute brochures and giveaways, and provide

beverages. Plus, 10 nurses from the ministry of

health will be responsible to check weights, length,

and percentage of sugar in blood. There will be 4

doctors, Dr. Ali Albaggali from Al Kindi Specialized

hospital, Dr. Feryal and Dr. Jehan Ahmed from

BDF, and Dr. Ali Alsindi from Alsindi

speciality .They plan diet programs with some

consultation. Besides, 2 security guides will ensure

health and safety of the events place.

EquipmentWe will buy from Sharaf DJ a projector for 251.500 BD, 3 HP laptops, each 276.500 BD, a microphone for 34 BD,

5 LG speakers for 104.300 BD.

2.1.1Out-scope

Hand in hand to combat diabetes will not be responsible to employ anyone for clean up after the

event finish, because the administration of Amwaj lagoon has its own cleaning team.

2.1.2 Scope creep

Some parts of the project did not run as in the formal approval. Hand in hand to combat diabetes

faced an issue with Crystal print. They printed logos on the t-shirts that were smaller than we expected.

Hence, we contacted them to enlarge the logos by using new t-shirts, and that took one day more and

additional costs.

2.2 WBS

The Work Breakdown Structure is defined as the decomposition step. It contained the major

deliverables relating to "Hand in Hand to combat diabetes" which are broken down into smaller detailed

components than the project scope statement. The major deliverables "milestones" of the event were

defined and numbered by order on the top, and then each milestone was subdivided and numbered.

After that, some components were continued to be subdivided and numbered such as advertising

company "AlMass". Last, the project managers checked the precision of the WBS. Thus, this project has

two WBS, in particular, the first WBS is the old version and the second one is the updated one (look at

appendix).

2.2.1 Updating the WBS

The WBS has been renewed by removing "Rent" major deliverable and put it under "equipment".

Since equipments are under rent major deliverable, there is no sense of separate it from the equipment

major deliverable. Thus, we removed it and transfer it to equipment major deliverable. By removing this

major deliverable, the WBS will be clear for others to identify the organization of the event.

2.2.2 Updating the constraints

The plan of the event might change. The reason of that is the capacity of Amwaj might not be

enough for the equipment such as the big stage; therefore, these should fit in the area perfectly as the

space of the event is limited.

2.3 Activity list

After creating the WBS and rearranging it into an outline format, the activity list of the project has

been created which was titled as the same as the WBS. Additionally, after inserting the title, the major

deliverables has been identified and numbered as it was in the WBS. After that, verbs were added

before every component in order to transfer it to an activity and some of the tasks have been added to

be more detailed such as sign a contract after contacting Majeed for events.

2.3 Project Network Diagram

It is a diagram that shows the logical relationship between activities and tasks. Furthermore, it

represents the activities of the project from the left to the right to reach the final activity. Members of

hand in hand had used four essential steps to have a high-quality project network diagram. The first step

was brainstorming. We prepared the activities and tasks and placed them on a white board which

helped us in identifying the relationship between activities and tasks, and if an order of an activity or

task is wrong, it will be easy to move them and stick them in the right place. The second step was to

identify the final activity and place it on the right hand side. According to our project, the final activity

was the event day. The third step was to identify the predecessor which means an activity that happens

before an activity, for example organize the activities is a predecessor of the event day because without

it, the event will not be organized. The final step was identifying the activities back to first. This step

means working backwards until completing the activities which means until the network diagram is

created. Thus, after completing the network diagram, we have decided to check that we have included

all the necessary activities and tasks to organize the event. However, dependent activity is called for an

activity that happens after the predecessor. According to our diagram, event day is a dependent activity

which depends on the organization of the activities.

2.4 Gantt Chart

It represents a set of horizontal lines demonstrating the amount of work and the period of time

to do the activities and tasks. The first stage to create a Gantt chart is preparing a task table, and then

illustrating every task of the project by inserting a start date of activities and tasks, duration of the tasks

and the end date of every activity and task. Next, under the task column, we wrote the activities and

completed that by highlighting the start and finish date to clarify the duration.

2.5PRM

Personnel resources matrix is useful for project managers because it allows them to think in a

logical way about the hours consumed for each individual involved in the project. All of the project

activities were illustrated in the left-hand side of schedule, while the types of personnel were listed at

the top of the matrix. Then, the total hours for each activity and for each person were entered and then

all the efforts in the total hours were calculated.

2.6 Budget

Cost estimation means the strategies that we used, and for our project, we selected bottom-up and top-down.

- Bottom-up: First, we calculated the costs of the smallest individual elements of a project. Then, we

sum them up for an overall total.

- Top-down: We compared our costs with other charity events. We started with a single overall

cost figure and working down to greater levels of detail.

There are six vital steps to create a budget:

1. List work packages

2. List cost account categories on the top of the table

3. List estimated costs

4. Add indirect costs

5. List cost account categories across the top

6. Validate the budget

The indirect costs are costs that will not affect the project directly. According to Hand in Hand to

Combat Diabetes, their policy stated that 10% of the total direct costs will be for organizers dinner, as

well as for transportation oil. The indirect costs are calculated by Total direct costs*10/100

Contingent reserves are the known uncertainties such as inflation. We take 20% of the total direct

costs as it is a condition under our policy. Sumaya "Project manager" controls these reserves.

Management reserves are the unknown uncertainties such as rain. We take 30% of the total direct

costs as it is a condition under our policy. The authorizing stakeholder "Dr.Mariam AlHajeri" controls

these reserves.

The Finance manager “Zaman Abdulla”, who are familiar with the costs components will validate

the budget and check the calculations.

3.0 Stage 2: Executing stage

3.1 The Project Start-Up Meeting

3.1.1 Project Vision

3.1.1.1 Product rationale

Hand in hand to combat diabetes project aims to raise the awareness of diabetic disease as it will

save others life. As stated in the survey that a high percentage of respondents agree to come to the

event, our event has been organized to fill the gap of lack of diabetic's awareness in order to encourage

and motivate people to combat diseases.

3.1.1.2 Product

Hand in hand to combat diabetes event will provide activities that educate the audience about

diabetic and entertain them at the same time. The advertisements that we will use such as billboards and

posters will be the fastest way to notify others about our event. Furthermore, there will be an

entertaining atmosphere since we will bring to our event jumping castles for the kids. The audiences will

be given refreshments such as snacks, water, and fresh juices. The host will provide lectures that educate

our audiences about diabetics. Hand in hand to combat diabetes will employ organizers and helpers

whose will distribute refreshments, brochures, and welcome the visitors. To have a successful organized

event, we rent and purchase equipments such as projector, laptops, and microphone. Last, this event will

be memorable since we will provide them with giveaways that will remind them of the risk of the disease

and the importance of combating it.

3.1.1.3 Process "Project Charter"

The business need of hand in hand to combat diabetes is to raise the awareness between people

to have a healthier environment. The product description includes a variety of activities such as

refreshments, lectures, and entertainment facilities. As stated in the rationale that there is a lack of

awareness, we are looking to inform the audiences about the illness to make them more aware of it.

Besides, the authorizing stakeholder is Dr.Mariam AlHajeri, the principle stakeholder involving kids, the

visitors, parents, and the project manager is Sumaya Janahi. The constraints might be the limited budget

and time. As expected in the assumptions, the weather in February will be cool which will be suitable for

others to join us.

3.1.1.4 Scope Statement

The project product of hand in hand to combat diabetes includes having a decorated atmosphere

in white and blue colors for giveaways, advertisements, chairs, and tables. The project major deliverables

are venue, approval, advertisement, staff, rent, design, equipment purchases, and refreshments. Hand in

hand to combat diabetes objectives will cost … and will take … days.

3.1.1.5 WBS

Hand in hand to combat diabetes WBS is divided between seven milestones that are structure in a

hierarchal form and subdivided into work packages.

3.1.1.6 Plan Summary

To end up having a signed approval from the administrator of Amwaj in order to hold the event,

layout the venue and measuring the capacity, select the usable advertisement tools, buy the needed

equipments and rent some, and order the provided refreshments. Moreover, there are further decisions

that will be taking in terms of selecting doctors, nurses, organizers, and an interior designer.

3.1.1.7 Logo

The chosen logo has been designed by the project managers. As mentioned above, we chose

white and blue colors in a shape of circle for the logo, the blue color reflects positivity and the circle

represents life and health "Global Diabetes Community".

3.1.2 Define Roles

- Project members of Hand in Hand to Combat Diabetes were participated in getting the

approval by visiting the Administrator of Amwaj Lagoon.

- Nawar "The HR Manager" and Sumaya "The Project Manager" have suggested the options of

the location of the event.

- Zaman "The Finance Manager", Sumaya "The Project Manager", and Nawar "The HR

Manager" were measuring the exact place and location of the event.

- All the team members divided the location of the event. We split it into sections for stage,

tables, seating area, banners, refreshment stand, and jumping castles for kids.

- Hand in hand to Combat Diabetes members were all involved in choosing the most

appropriate organizers and helpers.

- The project manager and the HR manager "Sumaya and Nawar" have contacted Amwaj for

security guards.

- All of the project members have selected the suitable nurses and doctors.

- All of the project members have visited Dr.Mariam AlHajeri to let her conducting lectures in

our event.

- All the team members went to Majeed for events to sign the contract and assign for him the

work in decorating the stage and tables and chairs.

- All of the team memebrs signed a contract with AlMass Advertising Company to design for

us the banners, billboards, posters, and brochures.

- Nawar "The HR Manager" has signed up for social media accounts as they are being used as

advertisement channels.

- All the team members contacted Crystal Print to assign the work in designing the giveaways.

- All of us went to Sharaf DJ to buy the electrical equipments that are needed for the event.

- Sumaya "The Project Manager" and Zaman "The HR Manager" went to Silly Billy Games to

select the Jumping Castles as an entertainment facility for kids.

- Zaman "The Finance Manager", Nawar "The HR Manager", and Sumaya "The Project

Manager" were agreed to choose an appropriate catering to prepare for us healthy snacks

and a suitable cafeteria to provide us with fresh juices.

- All of the team members were watching the organization of the event that everything is

going as it has to be.

3.1.3 Individual Commitment

Each member of the project has participated and contributed to accomplish the goals of the

project. As Sumaya has a previous experience of projects, she has been selected to be the project

manager. Additionally, Zaman has been selected as the Finance Manager since she has good skills in

calculating the costs of the budget. Nawar is chosen to be the HR manager as she has excellent

interpersonal skills in employing the required people.

3.1.4 Joint Commitment

To make the team members responsible and committed to the event, Sumaya "The Project

Manager" explains different techniques in the first meeting. At the beginning of the meeting, she

provides a name of the event which is "Hand in Hand to Combat Diabetes" in order to show them how

their project will have an effect on others. Furthermore, she suggests choosing Caribou Coffee in Reem

Center Riffa, at afternoon, to exchange their ideas and experiences on this illness. The project manager

"Sumaya" were always motivating the team members that it will be a successful event and it will be a

good opportunity to make people more educated about diabetic. Finally, the project manager has

provided the project member an agenda to explain the approximate days that took to manage the event.

3.2 Team Leadership

3.2.1 Focus on deliverables

The project manager "Sumaya" were always asking the team members what they are doing to

reach the final outcomes. This allowed us to pay attention to the major deliverables. For instance, Nawar

is responsible to sign up for social media accounts , so she is completely attentive about the significance

of having these kinds of accounts in order to allow people to access to our advertisements which will

deliver the message of the event to a high percentage of people. In addition, Sumaya "the project

manager" is always reminding the team members of the project's vision of Hand in Hand to Combat

Diabetes by using summaries including the planning documents. This helps the project members to

concentrate on the message of their project and their roles that were assigned to them.

3.2.2 Provide Feedback

The project manager which is Sumaya is responsible to provide a regular feedback .The feedback is

going to tell the project members where they are with respect to the target and show them how to make

the required adjustments, such as when we removed rent milestone. The project manager used the

informal coaching as it is the most important technique for individual development. Besides, it is one-to-

one feedback to discuss the every-day activities.

3.2.3 Reward Results

After the feedback that is given by the project manager, it is a good idea to provide rewards for the

working team members with extrinsic or intrinsic rewards. Therefore, these kinds of rewards will

motivate the members if they have weaknesses towards the project and raise their strengths. Intrinsic

rewards are the ones that focus on the importance of the environment which has a variety of methods

such as individual achievements, respecting the individual comments, recognition and praise "intangible

benefits". Extrinsic rewards represent the tangible benefits such as promotions, bounces, and training.

We used intrinsic rewards method "respecting the individual comments". Nevertheless, it will let the

team members to work harder to gain the needed best quality.

3.2.4 Celebrate Success

To feel of our accomplishments and achievements, the team members booked for spa in AlAreen

Resort and Spa for relaxation.

3.2.5 Communicate Change

The project team members have agreed to create a group on WhatsApp called "Hand in Hand to

Combat Diabetes" and to exchange emails regarding any changes that happen to the project, like

assumptions, which might affect the project. These are the ways that we used to communicate any

changes in the project with the team members and stakeholders. Furthermore, we took our phone

numbers to contact via telephone, in case we have urgent meetings. We conducted face to face meetings

in order to make sure that the members and stakeholders understand any changes in the project and to

be aware of the assumptions and constraints. For instance, Hand in Hand to Combat Diabetes was

enforced to select a temporary project manager "Zaman" because Sumaya "The recent project manager"

had a car accident and she was in hospital for a week, so she couldn’t manage the amount of work

needed.

3.3 Balanced Project Communication

4.0 Stage 4: Controlling Stage

5.0 Stage 5: Closing Stage

6.0 References

Time Out Bahrain Staff. (2010, Sep 27). Diabetes in bahrain . Retrieved from http://www.timeoutbahrain.com/bodyandmind/features/18066-diabetes-in-bahrain

7.0 Appendices

Appendix 1: Project Deliverables and Objectives:

Objectives Description Time Cost QualityVenue - Seating area

- Fun area- Stand for refreshments

3 days 0 %80 (high quality)To ensure that we have enough capacity to fit our activities.

Approval -Signed by Lagoon's Administrator " Mr. Fahad Rafeea"

2 days 0 %95 ( high quality)The most important step because without it, we will not continue working on our project.

Advertisement Social media - Facebook, Instagram, twitter themes : white and blue = 0BD

Al Mass advertising company: - 6 Posters: (font type: Tahoma, font size 14, per cost: 2.500 BD) 6*2.500= 15.600 BD

-5 Billboards: Size 12 x 48(Font type: Tahoma, font size: 12 inches, per cost: 2000 BD).

5*2000= 10,000 BD- 700 Brochures (5.5 x 8.5cm)

(font size 11, font type comic sans, per cost: 500 fils.

700*0.500= 300.500 BD

- 4 Banners: (font type: Tahoma, font size 14, per cost: 8.500 BD).

4*7.000= 34.000 BD

10 days 10350.100 BD

85% ( High Quality) Inform others about the event to gain many visitors as possible as we can.

Staff - 20 organizers and helpers "from certain universities”, salary per person: 150 BD. 20*150= 3000 BD

- 10 nurses "from Bahrain Diabetic Society" (free).

- 4 doctors from Bahrain Diabetic Society (free).

- 2 security guards (from Amwaj, for (free).

- Mariam Alhajeri "from Bahrain Diabetic

5 days 3000 BD 90% (high quality)Organizers and helpers will greet the visitors, distribute brochures and giveaways, and provide beverages. Nurses and doctors will do the health checks. Security guards are responsible to watch everything and solve the problems. Mariam Alhajeri will present about diabetes.

Society"(free because it is for a charity)

Rent Majeed for events:- Stage” with white

curtains” packaged with 2 headlamps, cost: 1000 BD

- 2 Rectangular white tables for giveaways, brochures, and laptops, cost: each 9.000 BD (2*9.000)

- 2 Rectangular white tables for refreshments, cost: each 9.000 BD.(2*9.000)

- 700 Blue Chairs with white ribbon, cost per chair: 4.000 BD ( 700*4.000)

1000+(2*9.000)+(2*9.000)+( 700*4.000)= 1000+ 18+18+2800=

3836 BD

Silly Billy Games:- Two 6M jumping castles

Each 75 BD: 75*2=150 BD

3 days 3986 BD 80% ( high quality)

We will rent some resources, because they will be much cheaper than buying them and bearing additional costs.

Design Crystal prints700 caps and free size t-shirts, cost per t-shirt:4.000 BD, cost per cap: 2.000 BD

(700 *4.000)+(700*2.000)

9 days 4200 BD 70% (high quality)

These giveaways will be something memorable of our event.

Equipment Purchases

From Sharaf DJ

- 1 Projector: 251.500 BD- 3 HP laptops

(14N014SEF0F42EASBLKJU) each : 225.310 BD

3*225.310= 675.930 BD- 1 microphone: 37 BD- 5 LG speakers : 104.300 BD

5 days 1068.730 BD

75% ( high quality)

These electronics will allow us to start our event and deliver our message to the audience" communicate with audience".

Refreshments AlMuntazah

- Arwa water : 700 bottles each 100 fils = 70 BD.

Razan Cafeteria:- 200 Orange juice cups:

each cup 0.400 BD.- 200 Mango juice cups:

each cup 0.400 BD.- 200 Lemon with mint juice

cups: each cup 0.400 BD.- 200 Apple juice cups: each

cup 0.400 BD.

Each type: 0.400*800= 320 BD.

Delmon Bakery:- 700 Cheese sandwiches:

700*0.100= 70 BD

Carrefore:- Green apple: 720 pieces in

18 cartoon each cartoon contain 40 pieces, each cartoon 5 BD

18*5= 90 BD

2 days 550 BD 85% (very high)Our visitors need to be refreshed with full energy. Therefore, we are giving them some snacks and beverages as our event will be for 7 hours.

Total 37 days 23154.830 BD

Appendix 2: Old WBS

Appendix 3: New WBS

Hand in Hand To Combat Diabetes

Appendix 4: Activity list

1.0 Obtain the approval from the administrator of Amwaj “Mr. Fahad Rafeea”1.1 Visit him to inform us about the procedure of running an event. 1.2 Receive the signed approval.

2.0 Choose a venue2.1 Take measurement of the place2.2 Split the location into sections

2.2.1 Identify the location 2.2.1.1 Define the seating area and stage2.2.1.2 Define the Fun Area2.2.1.3 Define the Refreshment stand

3.0 Choose Advertising tools3.1 Search about the advertising company

3.1.1 Contact different advertisement companies.3.1.2 Choose “AlMass” Advertising Company

3.1.2.1 Select Brochures3.1.2.2 Select Posters

Hand in Hand To Combat Diabetes

3.1.2.3 Select Banners3.1.2.4 Select Billboards

3.1.3 Sign an agreement

3.2 Create accounts for Social Media3.2.1 Sign up in Instagram3.2.2 Sign up in Twitter3.2.3 Sign up in Facebook

4.0 Recruit staff4.1 Hire organizers and helpers

4.1.1 Send emails to different universities of Bahrain 4.1.2 Receive applications4.1.3 Choose suitable candidates4.1.4 Contact them to inform them that they are accepted

4.2 Hire security guards4.2.1 Contact Amwaj administration to provide us their guards

4.3 Hire doctors and nurses 4.3.1 Search about diabetes doctors 4.3.2 Contact the authorized doctors and nurses to donate in attending our event

4.4 Contact the host “ Dr.Mariam AlHajeri” to participate in giving lectures

5.0 Choose an interior design company5.1 Look for an interior designer

5.1.1 Select “Majeed for events”5.1.2 Contact Majeed to decorate our event5.1.3 Sign a contract

5.2 Look for a printing company5.2.1 Select “Crystal Print”5.2.2 Contact Crystal Print to print our logo on the giveaways

6.0 Look for equipment6.1 Buy equipment from Sharaf DJ

6.1.1 Buy microphone, projector, speakers, and laptops6.2 Rent equipment from Majeed for events

6.2.1 Rent stage, chairs, and tables6.3 Rent equipment from Silly Billy

6.3.1 Rent jumping castles

7.0 Provide refreshments7.1 Buy snacks

7.1.1 Buy fruits from Carrefore7.1.2 Buy cheese sandwiches from Delmon Bakery

7.2 Order fresh juices 7.2.1 Buy juices from Razan Cafeteria

Appendix 5: Project Network Diagram

Select Lagoon Amwaj

Meet the Owner of Amwaj and get approval

Research Venue

Distribute Surveys

Measure the capacity

Layout the venue

Research StaffSend emails to universities

Contact Amwaj for security Guards

Visit and meet BDS doctors and nurses

Meet with the DP of BDS to do lectures and presentatio

Choose suitable candidate and recruit staff

Sign contract with them

Select doctors and nurses

Research for Interior Design Company Design the

location for the event

Select Majeed for events and sign a contract with him Search for

advertising company

Design the advertisements for the event

Choose AlMass Company and sign an agreement

Choose advertising tools

Sign up in social media to create account

Research for printing company

Select Crystal print and contact them to assign the work

Print logo on giveaways

Research for equipment

Buy electrical equipment from Sharaf DJ

Rent facilities from Majeed

Rent entertainment from Silly Billy Games

Install equipmentOrder Refreshment

Organize the activities

Event Day

Buy fruits from Carrefore

Buy cheese sandwich from Delmon

Order fresh juices from Razan Cafeteria

Appendix 6: Gantt chart

Appendix 7: PRM

Appendix : Budget

Appendix 9: Documents Supporting Information

Cost Account Categories

ReservesRental equipment

PurchasesAdvertisementTemporary staff

ContractsTotal costsWork packages

300.500 BD300.500 BDBrochures

10000 BD10000 BDBillboards

15.600 BD15.600 BDPosters

34 BD34 BDBanners

3000 BD3000 BDOrganizers & helpers

1000 BD1000 BDStage

150 BD150 BDJumping castles

2800 BD2800 BD Chairs

36 BD36 BDTables

2800 BD2800 BDT-shirts

1400 BD1400 BDCaps

37 BD37 BDMicrophone

251.500 BD251.500 BDProjector

104.300 BD104.300 BDSpeakers

675.930 BD675.930 BDLaptops

90 BD90 BDGreen apples

70 BD70 BDCheese sandwiches

80 BD80 BDOrange juice

80 BD80 BDApple juice

80 BD80 BDMango juice

80 BD80 BDLemon with mint

70 BD70 BDArwa water

3986 BD1618.730 BD10350.100 BD3000BD4200 BD23154.830 BDTotal direct costs

2315.483 BDIndirect costs (10%)

4630.966 BD4630.966 BDContingent reserves (20% of total direct

cost )6946.449 BD6946.449 BDManagement reserves

(30% of total direct cost )

11577.415 BD3986 BD1618.730 BD10350.100 BD3000BD4200 BD37047.728 BDTotal costs