Case study: Defining/scoping a project

The challenge
This year, Koala Cosmetics’ participation in the Herald Sun/CityLink Run for the Kids
requires a project team to plan, organise and carry out the fundraising element of the
challenge to raise at least $1,000 for the Royal Children’s Hospital, Melbourne. The
project team is also responsible to ‘recruit’ colleagues who will participate in the
Run/Walk, representing the company. Participants will receive t-shirts bearing the
company logo.
Within the team you will need to agree roles and work together effectively to succeed.
Members of the Run for the Kids team will offer support and guidance as required.
Reaching the target amount $1,000 will mean that Koala Cosmetics’ Herald Sun/CityLink
Run for the Kids team will get the following rewards to help us on the challenge:
● Run for the Kids show bag, containing water bottle, baseball cap and sunscreen for
each team participant.

Objectives
The Koala Cosmetics’ Challenge seeks to fulfil the following main objectives:
● Raise at least $1,000 for the Royal Children’s Hospital, Melbourne.

● Provide an opportunity for graduates/employees to network with each other and

other parts of Koala Cosmetics and to practice key project management skills.
● Individual participants are encouraged to train and participate in order to achieve a
personal best. Finishing times are electronically recorded and published in the
Herald Sun newspaper the day after the event.

Considerations

Budget
There is no budget set aside for the events. All costs must therefore be covered by third-
party sponsorship, negotiation with internal budget holders or a small percentage of the
money raised. Funds raised by the project team will be matched dollar-for-dollar by Koala
Cosmetics and donated to the Run for the Kids cause.

Time
All team members are expected to contribute and individuals will need to manage the
time necessary to deliver within the constraints of their other work. All money will need to
be submitted to Run for the Kids by 24 April 2009.

Participation and style

Participants must register for an event appropriate to their age, ability and fitness levels.
Run for the Kids includes options of a 15 km run and walks of 5 km and 15 km.

BSBPMG522 Undertake project work 1st edition version: 1

© 2015 Innovation and Business Industry Skills Council Ltd
Communication
Please adhere to the Koala Cosmetics’ guidelines in terms of style and tone of
communications. Any materials produced with Run for the Kids branding will need to be
approved so please contact them before production.

Support and resources

Information on Run for the Kids and useful resources for you can be found at:
<http://www.runforthekids.com.au>.
Refer to the Run for the Kids fundraising toolkit for some inspirational ideas to get you
started. Champion marathoner and Ballarat identity Steve Moneghetti is race director and
heads this committee.

Safety and environment

It is absolutely critical that the event is conducted safely. Each team must liaise with the
Koala Cosmetics’ Health and Safety Group to conduct comprehensive risk assessments
for all aspects of the event and to ensure that appropriate controls are developed and
applied. The teams will also consider the potential environmental and customer impact of
the event and ensure that appropriate measures are in place to comply with statutory,
legal and policy requirements.

Proposed team structure

You may find this structure useful as a starting point for the project. If you feel that
breaking the responsibilities/tasks down in a different way would be more effective, you
may elect to do so.
Note: these lists are for guidance and should not be considered exhaustive!
● project management activities

● finance and sponsorship

● hospitality and prizes

● team entry

● publicity and communication

● event coordination

It is recommend that you, as a team and as individuals, give some thought to what you
want to achieve from this and set some team (and personal, if you like) goals.

BSBPMG522 Undertake project work 1st edition version: 1

© 2015 Innovation and Business Industry Skills Council Ltd
Learning activity
Analyse the project brief above and fill in your responses below:
Identify stakeholders

Identify risks

Roles and responsibilities

BSBPMG522 Undertake project work 1st edition version: 1

© 2015 Innovation and Business Industry Skills Council Ltd