Assignment 2

1. As Project Manager how will you lead your team? How will you participate as a member of this team and simultaneously maintain your authority?
As a good Project Manager, I would work hard to be a fair leader by doing my best to fulfill the needs of the project while providing opportunities for my team members to develop essential skills to excel as we effectively collaborate to achieve a vision associated with clear established objectives shared among my team and I. As a member of the group, I will work together with my team members to create objectives for our project that aligns our vision. I believe that it is important to have everyone’s input in creating objectives for the project as oppose to having just the project manager’s input in establishing the objectives of the project since we’ll be working together to achieve the goals of the project. I will also exercise a democratic approach when making decisions in regards to the project such as resource allocation, deadlines, and other plans to ensure that everyone’s opinions and needs are heard and valued. However, it is also important for the Project Manager to maintain their authority thus at the very beginning of the project, I will have an one-to-one meeting with each team member to establish my expectations of them in regards to their role and responsibility in the team, deadlines of the project, and performance results, as well as design a work plan with them that would assist them in achieving such expectations. To ensure that they meet the expectations and progress effectively towards the objectives of the project by following the work plan, I will monitor their performance by having meeting with those who do not meet expectations to learn the reason why and see how I can assist them so that they can meet the expectations of the project effectively.

2. Draw up a timeline for your project. Include the major tasks people will carry out and identify the ‘milestones’ that mark the completion of key activities. Don’t forget to plan the training sessions you expect staff and volunteers to take part in, and who will conduct these training sessions.

Date	Major tasks	Milestones that mark the completion of key activities	Person responsible for task
Day 1	Create project executive team roles and responsibilities description	Document detailing project executive team roles and responsibilities description has been created	Project Manager
Day 2 - Day 3	Send project executive team roles and responsibilities descriptions to an array of different organizations	Project executive team roles and responsibilities descriptions has been sent to a minimum of 3 organizations/associations	Project Manager
Day 4 – Day 7	Wait for candidate’s replies while working on creating a training manual for first executive meeting	Document encompassing training manual for first executive meeting has been created	Project Manager
Day 7 – Day 9	Interview candidates to fulfill project executive positions	By the end of the interview, a candidate will be selected for each position	Project Manager
Day 10 – Day 12	One-on-one meeting with each successful candidate	Each member of the team clearly understands their responsibilities, roles, deadlines, and expectations of their performance	Project Manager
Day 13	Plan the first project executive team training session/retreat	Agenda has been created for the first project executive team training session/retreat	Project Manager
Day 14 – Day 21	Secure a location for the day of the event	Location for the day of the event is booked	Logistic Coordinator
Day 21 – Day 42	Look for sponsorships (food, prizes, volunteer gifts, and other donations) and funding	A minimum of 100 sponsorship letters will be sent out to different organizations	Financial Coordinator
Day 16 – Day 33	Contact organizations involved with water sanitation issues in developing countries	A minimum of 5 organizations who are involved with water sanitation issues will confirm their attendance to the event and at least 5 other organizations will agree to provide informational resources for the event	Logistic Coordinator
Day 21 – Day 42	Advertise the event to the community	· More than 3 online social media will be used to advertise the event · A minimum of three cities nearby in Ontario the event will be advertised in · Minimum distribution of 800 flyers will be distributed	Marketing Coordinator
Day 21 – Day 42	Recruit volunteers for the day of the event	A minimum of 50 volunteers are recruited	Volunteer Coordinator
Day 42 – Day 49	Secure a location for volunteer training session	Location for volunteer training session is booked	Volunteer Coordinator
Day 50 – Day 53	Organize a volunteer training session	Agenda for volunteer training session is created	Volunteer Coordinator

3. Who will be responsible for the management of finances (money) for the project? What are the basic principles you have adopted for managing the funds for the project? (Bank account, signatories, petty cash float, receipting, cashbook and ledger entries, etc.)
The individual who would be responsible for managing the finance of the project would have a finance designation or have taken a course or two on financial management in university. However, if they have never taken a financial management course in university, but has experience in financial management in a controlling department of an organization, then that would be great as well. This is to ensure that the individual responsible for managing the finance of the project will be able to carry out basic tasks associated with the financial aspect of the project including financial transactions for items regarding the bank, creating financial statements, and other financial matters.

Aside from that, it is also important that the candidate responsible for the management of finance is a good team player with strong communication and interpersonal skills since they will be working with a diverse group of people on a daily basis. In addition, analytical skills with excellent attention to details are essential since it is imperative that the financial records are very accurate and precise. They should have good integrity and must be able to work under tight deadlines since at times, it may get hectic but it is important for the candidate responsible for financial management to be calm to ensure that no mistakes are accidentally made as a result of work pressure.

The principle that I would use to manage the fund of this project will be to use a bank account since I have experience managing funds using a bank account as the Officer of Finance for a term for a team so as a project manager, I would be able to help the person managing funds for the team in regards to the financial aspect of the project if needed.

4. Does your organization have in place some basic principles for managing people? If yes, how will you make sure that volunteers are aware of the principles that affect them? If not, what do you believe are the basic principles for managing people? What steps will you take to monitor the effectiveness of specific project team members? How will you ensure that there are rewards, especially for volunteers in the project team? And how will you know that they have been effective?
The organization will have in place some basic principles for managing people to ensure that every member of the organization knows their role in the organization as well as ensuring that the operation of the organization is run smoothly. To ensure that the volunteers are aware of the principles that affect them, on the first project executive team training session/retreat, the principles will be clearly explained to them and a handout that outlines all the principles will be the first page of the training manual so that they can have a copy to keep.

I will reward the volunteers by encouraging them as well as provide them with opportunities that will allow them to further strengthen or gain skills that will be beneficial for future projects throughout the duration of the project. For the weekly executive meetings, I also hope to bring in refreshment and snacks as a weekly reward for their hard work.

To determine if the rewards were effective, at the end of the project, I will have an evaluation survey to ask them what they like and what they think they can improve as well as questions such as:

1. Did you feel appreciate for the work you have done?

2. Was the environment you worked with rewarding?

3. Do you think you have gained certain skills that would assist you in the future?

4. Do you find the snacks and refreshment at the weekly executive meeting rewarding?

To sincerely thank them for their hard work, at the end of the project, I also plan to give a handwritten card for each member to express my gratitude towards the contributions that they have made to make the project a success.

5. What are the key areas of your project (like Communications, Finance, Volunteer Coordinator, etc.)? Choose one of these areas and develop a job description for it, if you don’t already have one. (A job description usually has an introductory statement about the project, a list of responsibilities for the person overseeing that particular area and a statement about the time commitment required. Finally, it has a list of the knowledge/skills that the person would be expected to have to carry out the function effectively.) If you already have job descriptions, you should review and update them to ensure that they will be useful to you as the Project Manager and to the person carrying out the function. Include one here, but make sure to develop job descriptions for each of the key areas of your project.

Job Description for Volunteer Coordinator
Project: The project focuses on raising awareness and funds for developing countries experiencing water sanitation issues by setting up various booths that provides information to educate the public about water sanitation challenges around the world and how can more developed countries become globally engage citizens. In addition, a small admission fee will be charged to raise funds to build wells for lower income communities.

Responsibilities of the Volunteer Coordinator:

• Create an extensive list of available volunteer positions for people to apply for
• Conduct a market research for the number of volunteers needed for various roles to ensure that roles are filled effectively
• Recruit and select volunteers for various positions for the day of the event
• Organize a volunteer training day for all day of event volunteers
• Communicate on a regular basis with the volunteers while addressing all volunteer questions on a daily basis by phone and emails
• Plan a volunteer appreciation party to thank them for their hard work the weekend right after the event was held
• Demonstrate appreciation for volunteers’ hard work by wrapping the gifts for the volunteers with a thank you note attached to it

Minimum time commitment: 5-6 hours a week (with more time commitment required as the day of the event draws closer)

Knowledge/Skills Required:

• Strong leadership experience in motivating and managing a large group of people
• Excellent interpersonal, communication and organizational skills
• Able to work well under work pressure in a fast-paced environment
• Task-oriented and reliable
• Good working knowledge of MS Office applications

If you are interested in the position, please send a detailed CV with a cover letter explaining why you are interested in this position to globalhealth-waterproject@gmail.com by September 16, 2011. Please note that only shortlisted applicants will be notified for an interview. If you have any questions regarding this position, please feel free to email us at globalhealth-waterproject@gmail.com.

6. Create a Project timeline for your project/ venture/ enterprise, making reference to the template attached for your consideration.

Activity	Period/Duration	Expected Outcome	Indicators of achievement	Partners/Stakeholders involve	Cost in USA $	Responsible
Create project executive team roles and responsibilities description and send it to an array of different organizations	3 days	Many qualified candidates will be apply for various roles	There is a minimum of one different person applying for each role available	None	$0	Project Manager
Interview candidates to fulfill project executive positions	1 week	Candidates selected for an interview will be coming to their interviews on time for the interview	By the end of the interview, a candidate will be selected for each position	None	$0	Project Manager
One-on-one meeting with each successful candidate	1 week	Congratulate each member and outline their responsibilities, roles, deadlines, and expectations of their performance	Each member of the team clearly understands their responsibilities, roles, deadlines, and expectations of their performance	None	$0	Project Manager
Plan the first project executive team training session/retreat	1 day	Decide the basic logistic of the event Select an organization that the money fundraised will be going towards Team bonding activities	Basic logistics of the event has been decided Charity that the money fundraised is selected Team members demonstrate a strong working relationship	None	$15 (Snacks and refreshments)	Project Manager
Secure a location for the day of the event	1 week	Event location is selected and secured	Finalized location is booked for the day of the event	None	$0 (If rental location is what was anticipated)	Logistic Coordinator
Look for sponsorships (food, prizes, volunteer gifts, and other donations) and funding	2 weeks	Various organizations has agreed to sponsor the food, prizes, and volunteer gifts for the event	Amount of money allocated towards this event will be reduced significantly	Various organizations or companies in the community who are willing to support this project	$10 (For printing sponsorship letters)	Financial coordinator
Contact organizations involved with water sanitation issues in developing countries	1 week	There will be organizations who are confirm in coming to the event and there are other organizations who have agreed to provide educational and informational resources for this event	There will be a minimum of 5 organizations who are involved with water sanitation issues attend the event and at least 5 other organizations will agree to provide informational resources for the event	Various organizations involved with water sanitation issues in developing countries will be contacted	$0	Logistic Coordinator
Advertise the event to the community	2 weeks	The community will be well-aware of this event	More than 3 online social media will be used to advertise the event A minimum of three cities nearby in Ontario the event will be advertised in Minimum distribution of 800 flyers will be distributed	Organizations will be asked to helped advertise this event to groups who are interested in water sanitation issues	Approximately $150 (Poster printing and gas money to travel from one location to another)	Marketing Coordinator
Recruit volunteers for the day of the event	2 weeks	Day of the event volunteers are recruited for the event	A minimum of 50 volunteers are recruited	None	$10 (Poster printing to advertise to recruit volunteers)	Volunteer Coordinator
Organize a volunteer training session	3 days	Volunteer training session runs smoothly	All volunteers who attended the training session are aware of their role and responsibilities for the day of the event	None	$40 (Printing volunteer training booklets and snacks/refreshments for volunteer training session)	Volunteer Coordinator

7. Create a budget for your entire project/venture/enterprise cost, highlight all the costs for the project, but certain elements of your project might not need a budget but human resource etc.

Project Activity	Unit/Quantity	Unit Cost in CDN $	Total in CDN $
First project executive team training session/retreat
Snacks and refreshments	Snacks and refreshments for approximately 6 people	15.00	15.00
Training Manual Printing Cost	6 (1 manual will consists of 8 pages maximum)	8*.01=0.80	4.80
Folder to put the Training Manual in	6	0.58	3.45
Location rental (Will meet in locations where booking is free such as library rooms)	N/A	-	-
Subtotal	-	-	23.25
Weekly executive team meetings
Snacks and refreshments	Snacks and refreshments for approximately 6 people for approximately 12 weeks	15.00	180.00
Location rental (Will meet in locations for free such as libraries)	N/A	-	-
Subtotal	-	-	180.00
Sponsorship Expenses
Sponsorship letter printing costs	100	.10	10.00
Subtotal	-	-	10.00
Event Marketing
Event Advertising Printing Costs	800 posters	0.10	80.00
Traveling expenses to advertise in various locations of communities-gas money	Quantity of gas for traveling to various locations of communities to advertise event	20.00	20.00
Subtotal	-	-	100.00
Volunteer Recruitment
Poster printing costs to advertise to recruit volunteers	100	0.10	10.00
Subtotal	-	-	10.00
Volunteer Training Session
Volunteer training booklets printing costs (Each booklet consists of 2 pages)	40 training booklets	2*.10=.20	8.00
Snacks and refreshments	Snacks and refreshments for approximately 30-40 people	32.00	32.00
Subtotal	-	-	40.00
Event Day
Location rental (As this project will be partnered with a FEDS association club on campus where FEDS campus clubs do not have to pay a location rental fee if they were to rent a location on campus so this fee will be waived)	N/A	-	-
Tablecloths for booth set-up	10	1.15	11.50
Informational Resources (The informational brochures will be for free since in past experiences, when I contacted various organizations to ask for informational resources, they were often more than happy to contribute information so informational resources for this project to raise awareness about water sanitation issues is $0)	500 (Approximately 50 per booth)	-	-
Display boards for each booth	10	11.50	115.00
Snacks and refreshments	Snacks and refreshments for approximately 200 people	500.00	500.00
Subtotal	-	-	626.50
Grand Total	-	-	$989.75