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Letter of Transmittal
20 November 2017
Tanjila Hossain
Lecturer
Department of accounting & Information systems,
Jahangirnagar University
Savar, Dhaka-1342
Subject: Submission of project report on “JU Challenge (Triathlon Event)”.
Dear ma’am,
I am delighted to present the project report on “JU Challenge (Triathlon Event)”. The report
includes the procedure of Creating a new project along with the steps of a project including
Project objectives, scope, project lifecycle, Organizational structure, culture, work breakdown
structure, project network, managing risks and project closing.
Your instructions have been strictly followed to complete this project report.
Yours Sincerely
S.M. Hasib Reza
Id: 2604
On behalf of
Group: ONE SQUARE
Department of accounting &information systems
Jahangirnagar University
Savar, Dhaka-1342
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Group Information
Faculty: Business Studies
Department: Accounting & Information Systems
Batch: 3rd
Group Title: One Square
Course Title: Project Management (4204)
Coordinators:
SL.
No.
Name
ID
1
Md. Nahid Shah Masum
1683
2
S.M.Hasib Reza
2604
3
Munira Ahmed Ami
2625
4
Tithi Dutta
2629
5
Mashiat Ahmed Ayon
2631
Mailing ID: hasib.ju@outlook.com
Phone: +8801785737874
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Table of Contents
Letter of Transmittal ………………………………………………………………………………………………………………. 1
Group Information …………………………………………………………………………………………………………………. 2
Introduction …………………………………………………………………………………………………………………………… 5
Problem Statement …………………………………………………………………………………………………………………. 6
Project Objectives ………………………………………………………………………………………………………………….. 6
Primary Objective …………………………..………………………………………………………………………………….. 6
Secondary Objective …………………………………………………………………………………………………………… 6
The Project ……………………………………………………………………………………………………………………………. 7
Event format………………………………………………………………………………………………………………………….. 8
The Project Life Cycle ……………………………………………………………………………………………………………. 8
Defining stage …………………………..……………………………………………………………………………………….. 8
Planning stage: …………………………………………………………………………………………………………………… 8
Executing stage: …………………………………………………………………………………………………………………. 9
Closing stage: ……………………………………………………………………………………………………………………. 9
The Strategic Management Process ………………………………………………………………………………………… 10
Four Activities of the Strategic Management Process …………………………..……………………………….. 10
Review and define the organizational mission. ……………………………………………………….…….. 10
Set long-range goals and objectives. …………………………………………………………………………….. 11
Analyze and formulate strategies to reach objectives. …………………………………………………… 11
Implement strategies through projects. ………………………………………………………………………… 11
Project Management Structures ……………………………………………………………………………………………… 11
Functional Organizational Structure: …………………………………………………………………………………… 11
Matrix Organizational Structure: ………………………………………………………………………………………… 11
Balanced matrix: …………………………..……………………………………………………………………………. 11
Strong Matrix: ……………………………………………………….…………………………………………………… 11
Weak Matrix: …………………………………………………………………………………………………………….. 11
Projectized Organization Structure: …………………………………………………………………………………….. 12
Selected Management Structures for the Project: ………………………………………………………………….. 12
Implications of Organizational Culture for Organizing Projects: …………………………………………….. 12
Project Scope ………………………………………………………………………………………………………………………. 12
Project Priorities: …………………………………………………………………………………………………………………. 14
Additional information on WBS …………………………………………………………………………………………….. 17
Creating the Work Breakdown Structure (WBS) ……………………………………………………………………… 18
Hierarchical breakdown of the WBS ………………………………………………………………………………………. 18
Coding the WBS for the Information System …………………………………………………………………………… 25
Teams …………………………………………………………………………………………………………………………………. 29
Branding & Funding Team ………………………………………………………………………………………………… 29
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Track & Field Team …………………………………………………………………………………………………………. 31
Medical & First Aid Team …………………………………………………………………………………………………. 33
Human Resource & Logistics Team ……………………………………………………………………………………. 34
Accounts Team ………………………………………………………………………………………………………………… 35
Responsibility Matrix ……………………………………………………………………………………………………………. 36
Use of Project Communication ………………………………………………………………………………………………. 38
Project Communication Plan …………………………………………………………………………………………………. 39
Activities of the project …………………………………………………………………………………………………………. 40
Gantt Chart ………………………………………………………………………………………………………………………….. 41
Estimating Project Times and Costs ……………………………………………………………………………………….. 42
Factors Influencing the Quality of Estimates ……………………………………………………………………….. 42
Planning Horizon………………………………………………………………………………………………………… 42
People ………………………………………………………………………………………………………………………… 42
Project Structure and Organization …………………………………………………………………………….. 42
Padding Estimates ………………………………………………………………………………………………………. 42
Organization Culture ………………………………………………………………………………………………….. 43
Other Factors ……………………………………………………….…………………………………………………….. 43
Estimating Guidelines for Times, Costs, and Resources ………………………………………………………… 43
Methods for Estimating Project Times and Costs …………………………………………………………………. 45
Top-Down Approaches for Estimating Project Times and Costs …………………………………… 45
Top-Down versus Bottom-Up Estimating …………………………..……………………………………………….. 46
Level of Detail …………………………..…………………………………………………………………………………….. 46
Types of Costs …………………………………………………………………………………………………………………. 46
Project Network Diagram ……………………………………………………………………………………………………… 47
Risk Management Process …………………………………………………………………………………………………….. 48
Risk Analysis ………………………………………………………………………………………………………………………. 48
Project Closing …………………………………………………………………………………………………………………….. 50
Formal Sign-off ……………………………………………………………………………………………………………….. 50
Final analysis of the project scope ………………………………………………………………………………………. 50
Release the resources ………………………………………………………………………………………………………… 50
Procurement or other contract closure …………………………………………………………………………………. 50
Indexing of the project files ……………………………………………………………………………………………….. 50
Lessons learned documentation ………………………………………………………………………………………….. 50
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Introduction
We are One Square organizing ”JU Challenge” (Triathlon Event) on behalf of our sports club
from Jahangirnagar University. Firstly we have to know about the event, Triathlon is a popular
Olympic event and there are many countries where it is very well liked sport and its event
taking places around the world every year. Triathlon is a multiple-stage competition involving
the completion of three continuous and sequential endurance disciplines. While many
variations of the sport exist, triathlon, in its most popular form, involves swimming, cycling,
and running in immediate succession over various distances. Triathletes compete for fastest
overall course completion time, including timed “transitions” between the individual swim,
cycle, and run components. The word “triathlon” is of Greek origin from τρεῖς or treis (“three”)
and ἆθλος or athlos (“competition”). The nature of a Triathlon focuses on persistence and
periodized training in each discipline, as well as combination workouts and general strength
conditioning.
The transition area is set up where the athletes change gear for different segments of the race.
This is where the switches from swimming to cycling and cycling to running occur. These areas
are used to store bicycles, performance apparel, and any other accessories needed for the next
stage of the race. The transition from swim to bike is referred to as T1 and that between the
bike and run is referred to as T2. The athlete’s overall time for the race includes time spent in
T1 and T2. Transition areas vary in size depending on the number of participants expected. In
addition, these areas provide a social headquarters before the race.
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Problem Statement
Organizing a sports event is always hard enough even for a sports club. On the other hand
introducing a new sport is very tough indeed. There will always a chance of not getting popular
of the sport in the area it is being introduced. The event will only open for the students of
Jahangirnagar University. Though it is a new event in Bangladesh, the three disciplines
swimming, cycling, and running are some of the very popular sports event in the country. To
run this event, the first challenge is to get the permission from the university first. Then the
second challenge is to gather talented and interested volunteer. The next challenge is to promote
the event. Then arranging a seminar and a triathlon related movie show with free entry and free
snacks to motivate the students towards this event. Then the application for participation will
begin. We will accept both online and offline application. There will be no participation fee. A
specific BMI (Body Mass Index) will be mandatory for participating in the event. Then there
will be a training session for each of the discipline. After the training session there will a test
from which the top 50 participants will be chosen for the final event. Funding is the most
challenge job for us. As we are a nonprofit sports club, we have to find out sponsors for the
financing.
Project Objectives
Primary Objective
The main goal is to introduce a popular Olympic event in Bangladesh through Jahangirnagar
University to take our university into a new era of sports. It will also provide a new acceptance
Jahangirnagar University to the world’s education society along with the exiting acceptance
for researches in many sectors.
Secondary Objective
The secondary objective is to stablish a position of our club in Jahangirnagar University and in
front of the other educational institution by organizing this event successfully. By organizing
a successful event will make our club more acceptable and popular. The objective of the event
is to promote positive and healthy lifestyle. To place an emphasis on fun & participation.
Participation in this event also provides physical, mental & emotional benefits that can support
them through improved cognitive function for better living, improved physical literacy and the
ability to lead a healthy life with a sense of achievement.
“JU Challenge”
The Project
The Project Management Institute provides the following definition of a project- A project is
a temporary endeavor undertaken to create a unique product, service, or result. Like most
authoritative exertion, the real objective of a project is to fulfill a client’s require. Beyond this
fundamental similarity, the characteristics of a project help differentiate it from other endeavors
of the organization. The major characteristics of a project are as follows:
An established objective: The main objective of our project is to introduce a popular
Olympic event in Bangladesh through Jahangirnagar University. It will open a new
widespread view for Jahangirnagar University in front of the country and the world.
A defined life span with a beginning and an end: our project lifespan is 30 days. The
project will start on 20th of November and will finish in 20th December.
