ATW101/ATW103 – Introduction to Management Assignment 1 Course Title: ATW 101/3 – Introduction to Management Semester: 1 Academic Session: 2018/2019 1 ATW101/ATW103 – Introduction to Management Assignment 1 Content Page No Details Page 1. Introduction 3 2. 2.1 Vision Statement 4 2.2 Mission Statement 4 2.3 Objectives 4 2.4 Outcomes 4 2.5 Theme 4 3. Event Details 5 4. Tentative Schedule 6-7 5. Organizational Chart 8 6. Promotional Activities 9-10 7. Event Layout 11-12 8. List of Sponsors 13 9. Resources Required 14 10. Projected/Budgeted Income Statement 15 11. Conclusion 16 12. Bibliography 17 13. Appendix 18-35 . 2 ATW101/ATW103 – Introduction to Management Assignment 1 1. Introduction The ‘Bike & Bite’ is a charity-based event which has the point of view of fundraising for the needs. The theme or tagline for ‘Bite & Bite’ is ‘Wheel-A-Thon For The Disabled’. It is a combination of cycling event and a food carnival at the same time. This event will be held on the 24th of February 2019 (Sunday) at Padang Kawad Universiti Sains Malaysia. There will be a food carnival which include numerous local vendors and food trucks there apart from the cycling event. The Vision for ‘Bike & Bite’ is to promote healthier and sustainable community and to make it safe, fun and accessible for everyone. As people nowadays are promoting a healthy lifestyle and encouraging positive sports. USM also want to emphasize the importance of health which same goes with our ‘usmfit’ and promoting a sustainable community through this charity event. ‘Bike & Bite’ also aimed to be a brand-new fun and exciting event to bridge the gap between USM students and staffs. The charity partner for ‘Bike & Bite’ is the Society of the Disabled Persons Penang (SDPP). It is a self-help organization run by the disabled persons. Caring for those who are in need is one of our main responsibilities in this society. Therefore, ‘Bike & Bite’ hope and decided to help them by giving the profit earned from the event and the fund raising to this society for their beneficial use. The monetary profit will be collected from both the cycling event and the food carnival. The whole event will kick start at 8am in the morning for both food carnival and cycling event. Those who participate in the cycling event will be gather at the Padang Kawad as their starting point of the route and will be cycling around and outside USM before coming back to Padang Kawad again towards the ending point. The estimate distance covered by the participants is 8.4km in total. The target audience for this event is aged between 18 to 60 years old for cycling event and there is no limit or the food carnival. The expected number of participants for cycling event is 500 pax while 2000 pax for the food carnival. Conclusively, this event expected to gain a profit of RM9,600 for the charity partner and building up a stronger bond between the staffs and students of USM while more people are being aware of the importance of a healthy lifestyle at the end of the event. 3 ATW101/ATW103 – Introduction to Management Assignment 1 2.1 Vision Statement To promote a healthier as well as sustainable community through the making of bicycling a safe, fun as well as accessible for everyone from all walks of life. 2.2 Mission Statement Interactively impact the community to practice healthy lifestyle through a fun and exciting event to bridge the gap between USM students and staffs. 2.3 Objectives Promote a healthier lifestyle among students Reinforce staff-student relationship To raise awareness on adversities faced by people with disabilities To promote USM’s slogan; USM Fit 2.4 Outcomes There is a stronger bond between the staffs and students of USM Gain a profit of RM9,600 People are more aware of the importance of a healthy lifestyle 2.5 Theme Wheel-a-thon for the disabled 4 ATW101/ATW103 – Introduction to Management Assignment 1 3.1 Event Details Event Name: Bike & Bite Event Theme: Wheel-a-thon for the disabled Date: 24th February 2019 Time: 8:00am to 3:00pm Venue: USM Padang Kawad Participation Fee: RM20 per pax Expected Number:Bike: 500 Participants Bite: 2000 Participants Target Audience:Bike: USM Students, USM Staffs & General public age 18 to 50 Bite: People from all generations 3.2 Prize Structure 1st Prize: RM300 cash prize 2nd Prize: RM200 cash prize 3rd Prize: RM100 cash prize 3.3 Community Partner:Organization Name: Society of the Disabled Persons Penang Address: Kompleks Masyarakat Penyayang CO-19-GF & CO-20-GF, Jalan Utama 10450 Pulau Pinang Registered No: 2987 Tel/Fax: 04-2281058 Website: www.disabledpersonspenang.org E-mail: admin@disabledpersonspenang.org Key Person: Dato' Teh Lay Kuan (President) HP No:013-4337442 5 ATW101/ATW103 – Introduction to Management Assignment 1 4.1 Tentative Schedule Bike & Bite Project Schedule ( Gantt Chart ) Date (2018/19) Number of weeks No. Task Start End 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 1 Prepare documents 29-Oct 4-Nov 2 Summit Proposal to BHEPA 5-Nov 25-Nov 3 Summit proposal to MBPP 19-Nov 16-Dec 4 Booking of Venue (USM) 26-Nov 16-Dec 5 Invitation of food trucks and vendors 10-Dec 23-Dec 6 Sponsorship Outsourcing 10-Dec 30-Dec 7 Booking of promotional booth 17-Dec 23-Dec 8 Printing of banners & poster 24-Dec 30-Dec 9 Promotional activities 31-Dec 27-Jan 10 Collection of participation fees 7-Jan 27-Jan 11 Collection of deposits 7-Jan 27-Jan 12 Booking of bicycles 14-Jan 27-Jan 13 Booking of table of chair 21-Jan 27-Jan 14 Bookings of equipments 21-Jan 27-Jan 15 Printing of event T-shirt 28-Jan 10-Feb 16 Distribution of T-shirts & Goodie Bags 11-Feb 17-Feb 17 Event Day 18-Feb 24-Feb 6 ATW101/ATW103 – Introduction to Management Assignment 1 4.2 Milestones Approval of proposal by BHEPA (Week 4) Approval of proposal by MBPP (Week 7) Approval of venue by BHEPA (Week 7) Obtaining of sponsors (Week 9) Finalizing of number of participants (Week 13) 4.3 Tentative Event Schedule Time Event 7.00a.m. - 8.00a.m. Registration 8.00a.m. - 8.30a.m. Warm Up 8.30a.m. - 9.00a.m. Opening Speech 9.00a.m. - 9.30 a.m. Appreciation of VIP 9.30a.m. - 11.00a.m. * Bike Competition Start * Food Fair Start 9.45a.m. - 11.30a.m. Fun "Bike" Start 11.00a.m. - 1.00p.m. Lunch & Rest 1.00p.m. - 2.00p.m. Prize Giving & Lucky Draw Session 2.00p.m. - 2.30p.m. Closing Speech 2.30p.m. - 2.45p.m. Photo Session 3.00p.m. Dismiss 7 ATW101/ATW103 – Introduction to Management Assignment 1 5. Organizational Chart and Work Breakdown Structure Director / Head of Project Development Vice Director / Head of Logistics Secretary / Head of Programme Treasurer / Head of Sponsorship Vice Treasurer / Head of Marketing Organizational Structure of Top-Committees Position 1 2 3 4 5 6 7 8 Description Plan the details of the event The person-in-charge of the event Guiding the team with advices Assisting the project director Preparation of documents and paperwork required Planning of budget Preparation of financial reports Recording of transactions Assisting Treasurer Head of Project Development Managing of decorations, VIPs, food and beverage Head of Logistics Renting of venue and equipment, Managing of traffic during event day Head of Programme Arrangement of the programme flow of event day Project Director Vice Project Director Secretary Treasurer Vice Treasurer Dealing with sponsors, 9 Collection of money and products from sponsors Carrying out promotion activities Head of Marketing Selling of tickets 10 Organization Work-Breakdown-Structure Head of Sponsorship 8 ATW101/ATW103 – Introduction to Management Assignment 1 6. Promotional Activities 6.1 Promotional Booth The booth will be placed in front of DKN which can be considered to be a high traffic area of students walking either from DKS, T, U, V to DK foyer. The booth is scheduled to be there from week 10 to week 13 6.2 Sharing through Social Media Updates on the event will be posted mainly through Facebook. Members will be assigned to follow a schedule to share the page to various groups to attract more participants and reach a larger crowd. 6.3 Incentives Incentives to attract participants would be that each participant would receive a finisher’s medal as well as a goodie bag filled with gifts from various sponsors. Besides that, each participant will be entitled to enter a lucky draw to win prizes such as Pallas shoes, Cosas United luggage and bicycles by Giant Manufacturing Co. Ltd. To attract students, MYCSD points will be awarded for each participant while to attract academic staffs, MYCPD points will be awarded to them as well. 9 ATW101/ATW103 – Introduction to Management Assignment 1 6.4 Banner and Posters Proposed banner design for the event 10 ATW101/ATW103 – Introduction to Management Assignment 1 7. Event Layout 7.1 Tentative Map Layout (Cycling Marathon) Route used by Cyclist (8.4km in total) Route used by Emergency Response Team 7.2 Risk Mitigation/Change Management Strategy Raining – Raincoat will be prepared for every bikers and canopies are prepared for people that coming to food fair. Accident – 5 First Aiders will be on standby on checkpoints 2, 3, 5, 6 and Padang Kawad. The blue route will be used by the emergency response team in the case of anything severe were to happen. Palapes and Jabatan Keselematan will act as security both in and out of the event venue as well as serve as guides for the cyclists. 11 ATW101/ATW103 – Introduction to Management Assignment 1 7.3 List and Location of Checkpoints Checkpoint 1 Checkpoint 4 Junction of Jalan Bukit Gambir and Jalan Pekaka 1 Junction of Jalan Sultan Azlan Shah and Hala Pemancar Checkpoint 2 Checkpoint 5 Outside and Near USM Sungai Dua Gate Junction of Jalan Bukit Gambir and Jalan Lembah Checkpoint 3 Checkpoint 6 Junction of Jalan Sultan Azlan Shah and Cangkat Minden 1 Junction of Jalan Bukit Gambir and one unnamed road 7.4 Tentative Floor Plan (Padang Kawad) 12 ATW101/ATW103 – Introduction to Management Assignment 1 8.1 List of Sponsors Sponsors Sparrow Accessories & Car Wash Optimax Eye Specialist Hospital Gold RK Gown Group CIMB Bank Coupon - 5,000.00 - 4,000.00 - 3,000.00 - T-Shirt Starcraft Venture - Printing Pallas Malaysia 1,500.00 Voucher Shoes Units 600 Pieces 550 Pieces 600 Pieces 2,500.00 - Bicycle 2 Sets - Luggage 5 Sets Spritzer Malaysia - Water Bottle 600 Bottle Bread King Coffee - Sausage Bread Nestle Malaysia - Milo Julie’s Biscuits - Biscuit 550 Pieces 550 Cartons 550 Packets Tealive Malaysia - Voucher Giant Manufacturing Co. Ltd Cosas United Bronz e 3,000.00 Product Tshirtking - Texline Lino Sdn Bhd US Pizza Silver Money (RM) 10 Pairs 600 Pieces 8.2 Sponsor Classification Gold Sponsors Sponsors who sponsor more than RM3,000.00 Silver Sponsors Sponsors who sponsor at least RM1,000.00 worth of items or cash. Bronze Sponsors Sponsors who sponsors less than RM1,000.00 worth of items or cash. 13 ATW101/ATW103 – Introduction to Management Assignment 1 9. List of Resources Items 1. Essentials Bicycle Unit Unit Cost Total Cost 500 10.00 5,000.00 20 250.00 5,000.00 Sound system 1 800.00 800.00 Round Tables 20 - - 200 - - 1 - - 10 - - Stage 20ft x 16ft 1 2,000.00 2,000.00 First Aid 5 - - Light Stick 20 - - Safety Cones 50 - - Souvenir 20 15.00 300.00 Banners 15 - - Posters 200 - - 10 - - Luggage- Lucky Draw 5 - - Prize Bicycle- Lucky Draw 2 - - Sausage Bread 550 - - Milo Carton 550 - - Biscuit 550 - - Voucher- Sparrow Carwash 600 - - Voucher- US Pizza 600 - - Voucher- Tealive 600 - - Participation Certificate 500 0.60 300.00 Disposable raincoat 500 2.00 1,000.00 T-Shirt 550 - - Medal 500 5.00 2,500.00 Water Bottle 600 - - Canopy Chairs Rostrum Table 5ft x3ft 2. Promotional Resources Palas Shoes- Lucky Draw 3. Goodies Bag Resources 14 ATW101/ATW103 – Introduction to Management Assignment 1 10.1 Projected/Budgeted Income Statement Bike & Bite Projected/ Budgeted Income Statement as at 7 November 2018 RM Revenue Add: Sponsorship Revenue Sparrow Car Wash US Pizza OPTIMAX CIMB Banking PALAS RK Gown Group Add: Participant Revenue Add: Vendor Registration Fee Total Revenue Less: Operating Expenses Bicycle Rental Souvenirs for VIP Rain Coat Expense Medal Printing Sound System Rental Stage Rental Canopy Rental Lorry Rental Zumba Instructor Fee Certificate Printing Cash Prize Total Expenses Net Income (Expected Profit/Loss) 3,000.00 1,500.00 5,000.00 3,000.00 2,500.00 4,000.00 RM 19,000.00 10,000.00 1,000.00 30,000.00 5,000.00 300.00 3,000.00 2,500.00 800.00 2,000.00 5,000.00 600.00 300.00 300.00 600.00 20,400.00 9,600.00 10.2 Profit distribution The profits generated in this event will be contributed to the Society of Disabled People Penang to help them in the expanding of their 3rd center in Batu Kawan. The expected profit generated would be RM9,600.00 will be presented on a later date which is to be confirmed. 15 ATW101/ATW103 – Introduction to Management Assignment 1 11. Conclusion As a conclusion, to ensure the success of this event, several factors must be considered such as the stakeholders involved in this project which includes not only the vendors and sponsors but the participants as well. To ensure that the event achieves its desired outcomes, certain baselines have been established which places emphasis on satisfying each stakeholder involve as well as managing the triple constraints present in every project managing. As such, a project life cycle and gantt chart was established to assess each component of the project to ensure that each task is allocated with sufficient time as well as resources. Finally, in order for the project to be successful, it is imperative that the project be run through and analysed by the Change Control Board (CCB). In this case, the Change Control Board would be our lecturer involved in the project as well as BHEPA for the approval of the project. 16 ATW101/ATW103 – Introduction to Management Assignment 1 12. Bibliography Bridges, J. (2018). Top 10 Terms in Project Management - ProjectManager.com. Retrieved from https://www.projectmanager.com/training/top-10-terms SIPER : Sistem Tempahan Perabot | Jabatan Pembangunan USM. (2018). Retrieved from http://pembangunan.eng.usm.my/siper/ .:: Society of the Disabled Persons Penang ::. (2018). Retrieved from http://www.disabledpersonspenang.org/ 17
