IE4240 - Project Management Interim Report

National university of singapore - faculty of engineeringIE4240 - Project Management Interim ReportEngin Camp 2014

This interim report contains progress made to date regarding the project. Contents include and introduction and overview of the project, the work breakdown structure, organizational structure, and the project timeline.

1. Introduction and Overview of Project1.1 Project NameEngin Camp 2014

1.2 Overview Engin Camp is a faculty-based social camp for incoming Engineering undergraduates, affectionately referred to as freshies. It is a stay-in camp that that facilitates the orientation of freshies to NUS, with a whole range of activities lined up to introduce them to varsity life. A university education revolves around much more than mere lectures and tutorials, and a close-knit group of peers and seniors would greatly enrich each undergraduates journey through FoE. Freshies will get to bond with an orientation group of fellow Engineers, led by enthusiastic seniors who can dish advice on modules, bidding and surviving finals. Engin Camp also aims to be a platform whereby seniors and freshies alike are able to contribute to the vibrancy of campus life, where the camp acts as springboard for further events and dynamism in the faculty. Engin Camp introduces the role of the faculty club, Engin Club to the students as well, raising their awareness of their student leaders within the faculty. This helps to facilitate open channels of communication between the incoming batch of freshies, the Club and the Academic Deanery as well. In addition, freshies who are keen on contributing back to their faculty in the capacity of a student leader would be able to better understand Engin Club through the activities it organizes. Activities planned during the camp would balance between being pure fun and informative. In all, Engin Camp aims to be an experience that warmly welcomes incoming undergraduates, making the transition to university a less daunting prospect.The planning for Engin Camp 14 typically starts in earnest in December 2013 after the full camp executive committee and members have been recruited, followed by a round of councillor recruitment in April 2014, a dry-run in May 2014 and the final execution in June 2014. A key thrust of the camp is that it is for students, by students and planning is largely done autonomously by the committee subject to some advisory supervision by the faculty. It is every committees desire for the camp to proceed smoothly, a feat impossible if not for meticulous planning and foresight. Through this proposal, we hope to convince our faculty advisors, Engin Club and OSA that necessary and sufficient thought has gone into the planning process to ensure a successful camp.

1.3 Project Scope1.3.1 MissionTo welcome freshmen into NUS, providing them with an avenue to interact with their peers (seniors and freshmen) through a fun-filled orientation experience.

1.3.2 Objective Assist freshmen in assimilating and adapting into a new learning environment Create a memorable experience for the freshmen and help develop a sense of belonging to the Engineering Faculty which can be a springboard for participation of other Freshmen Orientation Programmes (FOP). Engage engineering students of all levels including freshmen and current undergraduates Help raise awareness of the facultys official student representative group; Engin Club

1.3.3 Key Milestones Program approval (OSA and OSHE) : End Feb 2014 Councillor recruitment drive: Mid Feb 2014 Freshmen camp registration: Early Mar 2014 Camp Dry Run (Program feasibility testing): Mid May 2014 Camp execution (the real thing.): Mid June 2014

1.4 Assumptions Committee members have already been recruited and formed into their respective teams Program details are aligned with the storyline Cost of organising camp is within budget. Estimation of SGD3000 from previous Engin Camps.2. Project Work Details2.1 Organizational StructureThe manpower requirements for Engin Camp 2014 are shown below. Figure 1 shows the organizational structure for the organizing committee (or Camp Comm). The organizing committee is composed of an estimated total of 50 people and is responsible for the overall planning and preparation for the camp. An organizational structure is integral in project planning as it helps distinguish each member's responsibilities and makes it easier to organize and delegate tasks to members. It is important to note that several tasks will involve collaborative work between separate members and committees, this will be shown in the sub-tasks list.

Figure 1: Organizing Committee Structure

Figure 2 shows the participant breakdown for the camp event, and is used to organize and coordinate a large group of freshmen participants.Figure 2: Camp Participants Structure

2.2 Work Breakdown Structure (WBS)Figure 3 shows the Work Breakdown Structure for the project, which comprises of 5 main phases that occur chronologically in order. Each phase however, is not isolated, and sometimes overlap with one another over the lifetime of the project. The first phase is the initial planning stage where various documents and proposals on how the camp is to be organized are drafted for submission and approval. The second phase involves sourcing for sponsorships to lighten the financial load of the project.The third phase of the project involves generating publicity and facilitating the registration of camp participants. The fourth phase involves a dry run to prepare the camp organizers and rectify any problems. Finally, the last phase involves the running of the actual camp itself.

FIgure 3: Work Breakdown Schedule Engin Camp 2014

The WBS above shows the tasks required up to level 3, each task can be further subdivided into various subtasks. Details on how each task is further divided at level 4 of the WBS are provided in the subtask list.2

2.3 List of Subtasks

Subtasks for 1.1.1 Program ProposalSubtaskNo.Name of Sub-tasksObjectiveDescriptionPersonnel In Charge

1.1.1.1

Plan Mass Games To bond the entire camp as a whole before starting on the first official camp activity. Hype up the camp participants and start camp on a high note. Break ice between freshies and councillors.2 - 3 games played as an entire camp, calling on everyone for participation. Programs Committee

Plan Team-building GamesTo foster team-building and intra-OG bonding through station games. Builds momentum towards higher-intensity and more team-spirited games.OGs will participate in a sequence of station games pitted against other OGs. Games will require players to remember their fellow group members names, build teamwork and know each other better. A game matrix indicating flow of OGs to the different game stations needs to be done.

Plan Dirty GamesDirty games up the ante and intensity of games played. Games are more exciting and ride on the momentum of team spirit and morale built up in the preceding games. Games will require participants to get dirty; be it with soap, flour, water, food or condiments... etc. More intense and therefore more exciting games that pushes camp morale higher.

Plan Pool GamesGames are held in an unconventional venue; the swimming pool. This ensures a variety of games that keeps the camps morale high and prevents the program from becoming boring and repetitive. Further rides on the momentum of the day to deepen friendships and bonds within the OG.Games are held in the swimming pool at SRC making use of floats, water guns, water balloons etc. Swimming declaration forms are required for all campers.

Plan War GamesLarge-scale camp-wide games that pit the 4 Houses against each other. This builds House loyalty as freshies will be tied to their House for all 4 years of their undergraduate life and will return to the same House as future councillors.Games are played on a House level where Houses are encouraged to form alliances to make the games more exciting.

Plan City HuntA more relaxed game for OG members to get to know each other better in environments outside of school. Modelled after popular variety shows like Running Man where campers have to go to different locations and carry out tasks.Station games are scattered at locations island-wide where OGs have to make their way there to complete tasks for points. The winners are determined based on how fast the race is completed and how well the tasks are done.

Plan Sentosa GamesOne of the main highlights of camp as OGs are usually quite bonded by this time and being in a fun environment like the beach allows them to create fond memories such as dunking their friends into the sea. While games are highly competitive the main focus is just to have fun and enjoy the sun, sand and sea.Games are conducted on the beachfront or at the shallow end of the sea, incorporating beach elements like the sand and seawater to make the games more exciting.

Plan Mystery NightNight games include an element of mystery and surprise and increase the variety of games played. OGs also tend to open up to each other at night and share more openly. Night games are to facilitate sharing and encourage deeper friendships.A mystery scene is presented to the camp as part of the camp storyline and OGs are to solve the mystery by obtaining clues from different stations.

Plan Secret PalEncourage interaction between the different genders as campers are generally shy in this respect. This also helps campers to build balanced friendship circles and form friendships with more of their coursemates.Campers are paired off in girl-guy pairs, blindfolded and scattered around a location patrolled by councillors and the camp committee to ensure safety. Councillors will help to facilitate the conversation between the pair and will bring them through a series of station games.

Plan Finale NightTo end the camp on a high note with a party as campers celebrate their entry into university and also the new friendships forged during the camp.Performances, stage games, pageant and prize presentations are carried out in this finale party.

1.1.1.2Plan Points and Awards systemCreate a sense of competition between the Houses and OGs during the games played. This increases the stakes at hand and makes the games more interesting when campers put in effort to win.A standardised point system should be used consistently throughout the camp during mass games and station games in order to determine the best House and best OG during finale night. Programs Committee

1.1.1.3Plan for AccommodationA venue preferably near to the Faculty of Engineering where campers and councillors are to stay for the duration of the camp.Quotations, available dates and number of available rooms need to be verified before booking. Programs Committee

Subtasks for 1.1.2 Budget ProposalSubtaskNo.Name of Sub-tasksObjectiveDescriptionPersonnel In Charge

1.1.2.1Budget Proposal for Dry RunTo come up with an estimated overall cost breakdown for the Camp Dry Run, allowing for better management of available funds at handHistoric budget proposals from similar camps in previous periods will be used as an initial estimate of the overall projects cost structure. This is beneficial as it gives the project team an idea of areas where costs will be incurred and how much these costs will be.

This initial budget proposal should then be refined by adjusting for the relevant difference in camp size, scale and programs. Due diligence will also be performed by seeking out the cheapest alternatives to fit the requirements from the camp.

A small buffer of around 8-10% will be left to accommodate for any cost overruns. Treasurer Programs Committee Logistics Committee

1.1.2.2Budget Proposal for Actual CampTo come up with an estimated overall cost breakdown for the Actual CampOnce the camp dry run is completed, there will be more certainty in the costs that will be incurred for the actual camp, since the programs and structure of the dry run and actual camp are similar.

Using the budget proposal from the dry run, minor changes will be made to adjust for the increase number of camp participants, as well as any modifications in the programs that may be decided after the completion of the dry run Treasurer Programs Committee Logistics Committee

Subtasks for 1.1.3 Proposal ReviewSubtaskNo.Name of Sub-tasksObjectiveDescriptionPersonnel In Charge

1.1.3.1Engin Club Trial-by-FireObtain different perspectives on the proposed games, timelines and overall plan. Helps to discover loopholes in the plans or problems that might have been overlooked.Engin Clubs Vice-President, Honorary Financial Secretary and Honorary General Secretary will systematically vet through the proposal with the executive camp committee, raising questions or requesting for clarifications. Suggestions will be made for any possible modifications. Camp Director Vice Camp Director 1 Vice Camp Director 2 Secretary

1.1.3.2Proposal modificationsRefine project proposal according to the suggestions and new perspectives gained during the trial-by-fire exercise.Possible suggestions and amendments are discussed with the respective committee members in charge of the particular event and relevant changes will be made to the proposal. Camp Director Vice Camp Director 1 Vice Camp Director 2 Secretary Respective Committee DIrectors

Subtasks for 1.1.4 Approval by OSA/OSHESubtask No.Name of Sub-tasks ObjectiveDescriptionPersonnel In Charge

1.1.4.1Approval from OSATo formally notify the NUS body governing student activities of our event, as well as get approval for the programs we will be conducting.

This is also to secure any booking of school facilities that we may require for the planned programs, since bookings are facilitated by OSATo have the project proposal approved, a comprehensive project proposal will be prepared and submitted to the OSA representative. Clarifications from the representative will be promptly addressed, and the programs/proposal will be altered accordingly if deemed unsuitable by OSA. This will continue until final approval is given.

Project Director Vice Project Directors

1.1.4.2Approval from OSHETo demonstrate that possible safety issues and risks during the duration of the event have been properly considered, and the appropriate mitigating actions will be in place to create a safe environment for all event participants. Approval from OSHE will require two separate documents to be prepared and submitted, a safety management plan denoting all possible safety issues that might happen while conducting the activities, as well as a crisis management plan, that details all procedures that must be followed by all event participants in case of emergencies.

These two plans will be compiled through discussion with the main committee and the programs team Project Director Vice Project Directors Programs Committee

Subtasks for 1.2.1 Contact Sourcing, 1.2.2 Negotiations and 1.2.3 Secure SponsorshipsSubtask No.Name of Sub-tasks ObjectiveDescriptionPersonnel In Charge

1.2.1.1 & 1.2.1.2Contact SourcingTo reach out and consolidate sponsors who are willing to supply finances or logistics for the eventIn order to secure sponsors, the first step will be to source for contacts. This can be done by consulting previous year's organizers, sourcing from the student union, or even directly through peers or online. Once a list of sponsors have been compiled, the sponsorship committee can contact said sponsors through various channels (e-mail or phone) to begin negotiations. Because companies typically take longer times to respond to such requests, contact sourcing should be done concurrently with the proposal, with a cutoff period of 3 weeks to 1 month (ie. if a sponsor fails to respond in time, it is taken that they are will not provide sponsorship). Camp Director Marketing Committee

1.2.2.1 & 1.2.2.2NegotiationsTo discuss sponsorship matters with respective sponsors and settle on a contract.Once interested sponsors have replied, the next step is to enter negotiations. The amounts (be it monetary or logistical) put forth by the marketing committee needs to be discussed beforehand with the camp director and logistics committee.Monetary amounts can be based on amounts received in the past, or as a percentage of total estimated budget. The exact amount will be determined by the camp director and the marketing committee based on the situation.Logistical Sponsorships on the other hand, should be determined by the marketing and logistics committee. The amounts requested should be based on historical information (as an indicator on how much the sponsor is able to comfortably accommodate) and also on estimated participants for the camp. As a rule, the amounts negotiated should be at least 5% greater than that estimated so as to deal with any unexpected excess in camp participants.Because negotiations involve back and forth between both parties, this process might take up to 1 month to finalize a deal. Camp Director Marketing Committee Logistics Committee

1.2.3.1 & 1.2.3.2Secure SponsorshipTo carry out any current contractual obligations that can be fulfilledOnce a deal or contract has been established, the next step is to fulfill any contractual obligations on the part of both parties. Typically, camp organizers bear the responsibility to facilitate the transfer of funds, or the transport of logistics. Bank account and transfer details have to be prepared, and relevant equipment (eg. vehicles, storage boxes, driver, company address) have to be arranged to transport sponsored items. Typical contractual obligations also include budgeting a time slot during the camp for sponsors to come down and do publicity. Liaising with the sponsors and establishing a POC is thus necessary.This process can take varying times and contractual obligations are often completed over the entire project duration. Camp Director Marketing Committee Logistics Committee Sponsors

Subtasks for 1.3.1 Publicity

Subtask No.Name of Sub-tasks ObjectiveDescriptionPersonnel In Charge

1.3.1.1Engin Camp T-Shirt Series

To provide signature T-shirts for Engin Camp participants, councillors and committee, helping to foster unity and cohesion within the program. The Camp T-Shirts for freshmen, councillor and committee will be distinguishable from each other, but follow a common theme established by the exco.

To fulfill contractual requirements of sponsors, by including corporate logos on T-shirts.Committee will vet shirt designs submitted by Publicity, selected design may be iterated and submitted for printing. Shirts will be distributed on Dry Run for councillors and committee. Shirts for participants will be handed out on official start.

Logistics team will source for quotations from at least three t-shirt printing companies. The exco will review the quotations and decide on the winning bid. The Logistics Team will liaise with the printing company and ensure the timely delivery of the T-Shirts. Publicity Committee Logistics Committee Treasurer

1.3.1.2Engin Camp Website / Facebook Page(30 Dec)To promote awareness of Engin Camp within engineering students (for councilors) and to serve as a platform for communications with all Engin camp participants. The sites will also be linked to freshmen registration page, to facilitate recruitment.Engin Camp webpage to be hosted at Engin Club. Design of web page to be vetted by exco before going live, both facebook and engin camp website will be maintained by Publicity committee. Publicity Committee

1.3.1.2Engin Camp Publicity Video(Jan) To draw favorable attention from engineering students, potential councilors and freshmen. Publicity will develop screenplay, recruit actors, and liaise with logistics to procure props, and secure filming location. Film shot material to be edited/iterated with input from exco. Finalised version will be posted on YouTube, Engin camp website and Facebook page. Links will be shared via Twitter, and included in email blasts. Video will also be showcased during Engin Day, and NUS Open House.

Engin Camp Publicity video is also part of sponsorship contractual obligation. The list of sponsors will be included in acknowledgements at the end of the video. Publicity Committee Logistics Committee Marketing Committee

1.3.1.3Engin Camp Storyline Video(Mid May)To drum up interest amongst freshmen, and to help introduce an distinct overarching theme that ties elements of the camp together

To differentiate Engin Camp from other orientation campsPublicity and Exco will be involved in development of screenplay. The publicity committee will collaborate with logistics and councillors in pre-production, filming and post production. Publicity Committee Logistics Committee

1.3.1.4Councillor Recruitment Poster Design (Early Jan) To generate interest and create awareness of Engin Camp among student body, and to recruit councillors for execution of Engin Camp

Proposal and Design of posters by Publicity, with assistance from Logistics in production and distribution (noticeboards)

Digital versions will be made available on Engin Camp webpage, Facebook and on Engin Club homepage. Publicity Committee Logistics Committee Treasurer

1.3.1.5Councillor Recruitment Email(Mid Jan)To recruit councilors for execution of Engin Camp

To advertise Engin Camp and maintain mindshare of the event among interested studentsDesign and distribution of recruitment email by Publicity Publicity Committee

1.3.1.6Engin Camp Publicity Booth on Engin Day(Early Feb)Provides a physical location where interested students can sign up as councillors

To showcase Engin Camp activities and plans students, as well as to capture attention of students who may miss prior publicity effortsLogistics and Publicity will team for booth design and setup. Publicity for recruitment and showcase activities of Engin Camp

Publicity Committee Logistics Committee Treasurer

1.3.1.7Freshmen Recruitment Pamphlet Design (End Feb)To showcase and promote awareness of the event among freshmen and for inclusion in Recruitment email, website and facebook pageDesign of pamphlet by Publicity, with assistance from Logistics in production and distribution (goodie bags during Open House).

Publicity will also upload digital versions of pamphlet to Engin Camp webpages maintained by the committee Publicity Committee Logistics Committee Marketing Committee Treasurer

1.3.1.8Freshmen Recruitment on NUS Open House (Engin Club)In collaboration with Engin Club, to showcase and promote Engineering as a Faculty of Choice, and to promote Engin Camp among Freshmen during NUS Open HousePublicity and Logistics in collaboration with Engin Club on booth design, setup and execution. Publicity will man the booth, showcase activities of Engin Camp, and garner signups from freshmen Publicity Committee Logistics Committee Marketing Committee

1.3.1.9Freshmen Recruitment Email(End April)To showcase and promote Engin Camp among Freshmen, as well as to capture attention of students who may miss prior publicity effortsDesign and distribution of recruitment email by Publicity Publicity Committee

Subtasks for 1.3.2 Councillor RegistrationSubtask No.Name of Sub-tasks ObjectiveDescriptionPersonnel In Charge

1.3.2.1Compilation of Online Registration FormsCollate registration forms collected, and sort councillor candidates for ease of interview and selection Publicity committee will compile, and sort candidates for interviews and selection. Publicity Committee

1.3.2.2Interview and Selection of Councillors Choose suitable councillors among applicants for successful implementation of Engin Camp programs Committees involved will schedule interviews with candidates and deliberate on selection of suitable individuals to fulfill the role of councillors/facilitators of Engin Camp Publicity Committee Programs Committee

1.3.2.3Councilors Fee Collection Collection of Engin Camp fee, mainly to secure commitment and attendance of councillors for duration of Engin Camp and also to supplement budget requirementsTreasurer, with support from programs committee, will collect camp fees from councillors during first meeting with confirmed councillors Programs Committee Treasurer

1.3.2.4House and OG GroupingsCreate smaller groups within the camp for better interaction. Fosters House spirit and sets the backdrop for competitive House games.4 different Houses: E, N, G and R. Each house to have 1 House Head, 3 OG each with approximately 12 freshmen and 5 councillors. Programs Committee

Subtasks for 1.3.3 Freshmen RegistrationSubtask No.Name of Sub-tasks ObjectiveDescriptionPersonnel In Charge

1.3.3.1Online Registration FormsCollate registration forms, and to verify number of camp participantsPublicity committee will compile, and sort candidates for ease of Publicity Committee

1.3.3.2Freshmen Fee Collection Collection of Engin Camp fee, mainly to secure commitment and attendance of freshmen and also to supplement budget requirementsTreasurer, with support from programs committee and councillors, will collect camp fees from freshmen during registration (Day 1) of Engin Camp Programs Committee Treasurer

1.3.3.3House and OG Groupings for freshmenCreate smaller groups within the camp for better interaction. Fosters House spirit and sets the backdrop for competitive House games.4 different Houses: E, N, G and R. Each house to have 3 OG each with approximately 12 freshmen. Programs Committee

Subtasks for 1.4.1 and 1.5.1 LogisticsSubtask No.Name of Sub-tasks ObjectiveDescriptionPersonnel In Charge

1.4.1.1 & 1.5.1.1AccommodationEngin Camp provides all participants with accommodation throughout the camp, which typically, is a hall/residence in NUS.The EXCO will determine the number of freshmen, councillors and Committee members present at the Camp. The EXCO will also determine the type of accommodation and the preferred choice of accommodation as there are more than one option available in NUS. The Logistics Team will approach the Halls/Residences in NUS to request for availability and quotations. The EXCO will make the final decision on which Hall/Residence to be used. Logistics Committee Programs Committee

1.4.1.2 & 1.5.1.2VenueVenues refers to the various locations at which activities of Engin Camp will be held. To ensure a smooth execution of Engin Camp, the pre-determined venues have to be booked in advance.The Programs Team should communicate to the Logistics Team on all the venues necessary for the execution of the Camp.

Tutorial rooms, lecture halls, etc.For venues within the Faculty of Engineering (FoE), the Logistics Team is to approach the Technical Services Unit (TSU) to inquire for availability and conduct booking for the necessary venues. The Logistics Team will also be in charge of handling the keys to all the venues.

Sports facilitiesThe Logistics Team is to approach the Sports and Recreation Centre to inquire the availability of sports facilities (sports hall, swimming pool, multipurpose court, etc.) and conduct booking exactly one month prior to the Camp Dry Run and the actual Camp. The Logistics Team should also request for rental fee waiver, if any, because the event is conducted by NUS students for NUS students.

SentosaThe Logistics Team is to check with the Sentosa Leisure Group management on the available of the beaches during the Camp period. The Programs Team and the Logistics Team will collectively determine the best beach to be used for the Camp Dry Run and the actual Camp.

Finale NightThe Logisitcs Team is to source for at least three quotations for the rental of hall/ballroom as the venue for Finale Night. The EXCO, the Programs Team and the Logistics Team will collectively determine the best place to be chosen as the venue for Finale Night. Logistics Committee Programs Committee

1.4.1.3 & 1.5.1.3Sourcing and purchase of foodMeals are provided to all participants of Engin Camp.The Logistics Team is to source for caterers and propose a meal plan for the Camp. The meal plan should include breakfast, lunch and dinner, and the price and caterer for each meal. Separate meal plans should also be prepared to cater for Muslims and vegetarians. The EXCO will inform the Logistics Team if there is any other dietary conditions to be taken into account after the completion of councillors recruitment and freshmen recruitment.The EXCO will review and approve the meal plans prepared for the camp. The Logistics Team will be in charge of ensuring the timely delivery of food during the Camp Dry Run and the actual Camp. Logistics Committee Programs Committee

1.4.1.4 & 1.5.1.4TransportationTransportation is essential to ensure timely transportation of participants to and fro a venue that is located outside school. Transportation is all important to ensure ease of moving logistical items.Transportation from SentosaThe Camp typically provides participants with free transportation from the Sentosa to NUS after the Sentosa Games. The Logistics Team to source for quotations for coach service from at least three transport providers. The EXCO will review and make the final decision on the transport provider to be used.

Van for internal useThe Camp Committee typically rents a van for convenient transport of committee members and equipment to various venues when necessary. The Logistics Team is to source for quotations for van rental from at least three companies. The EXCO will review and choose the company to be used. The Logistics Team is also in charge of sourcing for an eligible driver to drive the van during the Camp Dry Run and the actual Camp. Logistics Committee

1.4.1.5 & 1.5.1.5Games logisticsPreparation of tools and equipment for all activities of Engin Camp is essential to ensure the smooth execution of the camp.The Programs Team will communicate to the Logistics Team all the necessary tools and equipment necessary for the execution of the Camp Dry Run and the actual Camp. The Logistics Team will source for the prices of all the necessary items from at least three sellers. The EXCO will review and approve the purchase of all items. The Logistics Team will then proceed to purchase and store the tools and equipment. The Logistics Team is also in charge of timely delivery of the right items at the right venue.

Logistics Committee Programs Committee

1.4.1.6 & 1.5.1.6Goodie bagsGoodie bags are typically given to participants of Engin Camp as welcome gift.The Marketing Team will source for sponsors who are willing to contribute items such as stationery, food, etc. for the goodie bags. The Logistics Team will then collect the items from the sponsors and pack the goodie bags. The EXCO may decide to purchase several items to be placed in the goodie bags when there is insufficient sponsorship. Logistics Committee Marketing Committee

Subtasks for 1.4.2 and 1.5.2 Program ExecutionSubtask No.Name of Sub-tasks ObjectiveDescriptionPersonnel In Charge

1.4.2.1 & 1.5.2.1Execution of programsTo ensure the smooth execution of all activities planned for Engin Camp.The Programs Team, together with the assistance of the councillors, will execute and carry out the camp and all planned activities. This will include game activities such as mass games and war games, as well as the finale night held at the end of the camp. It is essential that these activities are carried out efficiently to ensure the success of the camp, and to give the freshmen an orientation experience that they will never forget. Programs Committee

1.4.2.2 & 1.5.2.2Debrief and reviewTo assess the strengths and weaknesses of the programs execution to allow for improvementIn order to deliver a good camp experience to the freshmen, the Programs Team will, together with the councillors, carry out a daily debrief and review at the end of each camp day. Feedback provided by the freshmen will be taken into account. The team can then seek to implement these suggestions and feedbacks so that activities on the next camp day can be carried out more effectively and efficiently. Programs Committee

Subtasks for 1.4.3 and 1.5.3 After Action Review (AAR)Subtask No.Name of Sub-tasks ObjectiveDescriptionPersonnel In Charge

1.4.3.1 & 1.5.3.1Councillors AARIn order to facilitate meaningful discussions, the camp after action review will be carried out in smaller groups based on individual committees. Councillors constitute the largest group of camp organizing team, and are directly involved in interactions with the freshmen. Thus their feedback and suggestions will help to make the next camp a greater success. Chief councillor House heads Councillors

1.4.3.2 & 1.5.3.2Sub committee AAREach individual committee such as the logistics committee and the publicity committee will also carry out their own after action review. Members of sub committees will provide feedback to their respective directors on the planning and execution of the different tasks and make suggestions on how each task can be improved and carried out with greater efficiency. The respective directors will keep a record of the feedbacks and suggestions. Programs Committee Logistics Committee Marketing Committee Publicity Committee

1.4.3.3 & 1.5.3.3Main committee AARThe main committee, consisting of the camp director, vice camp directors, committee directors as well as the secretary and treasurer, will upon getting feedback from all other participants in the camp organizing team, carry out their own After Action Review. The main aim of this task is to review the planning and execution of the whole project. Even though the camp has officially concluded, it is still important to harness the findings so that the camp in the following year can be a greater success for both the organizers and the freshmen. EXCO

Subtasks for 1.5.4 Contract FulfilmentSubtask No.Name of Sub-tasks ObjectiveDescriptionPersonnel In Charge

1.5.4.1Publicity materialPublicity material includes any medium used to publicize Engin CampPublicity materials such as posters, brochures, website and Facebook page are to display the sponsors' name and symbol. Sponsors who provide sufficiently huge sponsorship may also have their name and symbol printed on the Camp t-shirt. Marketing Committee Publicity Committee

1.5.4.2SurveySurvey is used to better reach out to and understand freshmen.The Camp Committee can also conduct survey on the Camp participants on behalf of sponsors who wish to reach out and learn more about the participants of Engin Camp. Marketing Committee Programs Committee

1.5.4.3Sponsorship talkSponsorship talk provides sponsors an avenue to reach out to students in person.The Camp Committee can also allocate time for the sponsors to come and give talk to the participants if they wish to reach out to the participants of Engin Camp. Marketing Committee Programs Committee

1.5.4.4Follow up reportFollow up report may be required by some sponsors as evidence of contract fulfilment.There may be several organizations who offer to sponsor the camp with an underlying mission in mind. For example, the Community Integration Fund (CIF) would sponsor the Camp if the Camp implements elements that encourage integration among participants from various nationality and cultural background. Hence, the Camp Committee has to produce a follow up report accompanied with photos at the end of the camp as evidence of the accomplishment of the mission. Marketing Committee

3. Project Timeline3.1 Gantt ChartBelow shows a Gantt Chart constructed on 'Gantt Project' to provide a clearer picture of the project timeline, and the duration of each task.

Figure 4: Gantt Chart

AppendixSAMPLE BUDGET PROPOSALPROJECTED CASH OUTFLOW*Budget numbers are projected based on a camp size of 260, inclusive of camp committee and councillors

PurposeProjected CostRemarks

Programs$400 To include all program logistics

Food$6,240 Based on an estimated budget of $2.50/meal/person

Accommodation$3,750 Based on estimated cost of $30/room over 3 nights, with 2 persons allocated to each room

Camp Shirts$1,040 Based on estimated cost of $4/shirt

Miscellaneous$1,000 This includes all other expected costs, including transport rental, event venue booking, fuel expenditures etc.

Total$12,430

PROJECTED CASH INFLOW

PurposeSelling PriceQuantityTotal

Camp Fees for Freshmen$65.00150$9,750.00

Camp Fees for Councillors$40.0060$2,400.00

Sponsorships--$1,000.00

Total$13,150.00