Project Management – Practical Case Study
Project Title: Community Health Fair – Lomé, Togo
Project Manager: A. Hodohabalo Tchikpendou
Duration: 3 Months
Date: November 2025 – January 2026
1. Project Initiation
1.1 Project Goal and Objectives
Goal:
To plan and organize a Community Health Fair in Lomé that promotes health
awareness and offers free preventive health services to residents.
Objectives:
Deliver free medical check-ups and consultations to at least 500
community members.
Conduct health education sessions on hygiene, nutrition, and disease
prevention.
Partner with local health authorities, NGOs, and sponsors to ensure
adequate resources.
Complete all project activities within 3 months and a total budget of
3,000,000 XOF.
Achieve at least 80% satisfaction from stakeholders and participants.
1.2 Key Stakeholders and Roles
Stakeholder Role Responsibilities
Project Manager Lead and coordinate all Manage schedule, budget, and
project activities risks
Local Health Technical partner Provide medical staff and
Department equipment
NGOs / Sponsors Financial and material Fund event and provide
support promotional materials
Community Local mobilization Encourage attendance and
Leaders community participation
Volunteers Operational support Manage logistics, registration,
and attendee flow
Media Partners Public communication Promote event on radio, print,
and online media
1.3 Project Charter
Project Title: Community Health Fair – Lomé, Togo
Project A. Hodohabalo Tchikpendou
Manager:
Purpose: Improve community access to preventive healthcare and
promote healthy lifestyles
Scope: Organize a one-day health event offering screenings,
education, and wellness activities
Timeline: 3 months (Nov 2025 – Jan 2026)
Budget 3,000,000 XOF
Estimate:
Key Risks: Weather issues, funding delays, low turnout, medical staff
unavailability
Success ≥500 attendees, within budget, stakeholder satisfaction ≥80%
Criteria:
2. Planning Phase
2.1 Work Breakdown Structure (WBS)
Level Task Subtasks
1 Project Define objectives, identify stakeholders, develop
Initiation charter
2 Planning Schedule, budgeting, risk assessment,
communication plan
3 Logistics Venue selection, equipment rental, utilities
4 Health Services Mobilize doctors, nurses, and supplies
5 Communication Develop marketing materials, media outreach
6 Event Day Registration, screening, education sessions, closing
7 Closure Evaluation, reporting, lessons learned
2.2 Gantt Chart (3-Month Timeline) :
Task Task Name Duration Start Date End Date Dependency
ID (days)
1 Project 5 20/10/2025 24/10/2025 —
Initiation
2 Venue 7 25/10/2025 31/10/2025 1
Selection &
Booking
3 Resource & 10 01/11/2025 10/11/2025 1
Volunteer
Recruitment
4 Marketing & 20 05/11/2025 25/11/2025 2
Public
Awareness
5 Medical 15 10/11/2025 25/11/2025 2
Partner
Coordination
6 Procurement 10 20/11/2025 30/11/2025 2
(Equipment
& Supplies)
7 Setup & 5 01/12/2025 05/12/2025 6
Logistics
Preparation
8 Event 2 06/12/2025 07/12/2025 7
Execution
(Health Fair
Day)
9 Feedback 5 08/12/2025 12/12/2025 8
Collection &
Evaluation
10 Project 5 13/12/2025 17/12/2025 9
Closure &
Reporting
2.3 Budget Estimate (in XOF)
Item Description Estimated Cost
Venue & Utilities Space rental and basic services 500,000
Equipment Tents, tables, chairs, sound system 400,000
Medical Supplies Test kits, gloves, masks 800,000
Marketing Flyers, banners, media adverts 300,000
Refreshments Water and snacks for attendees 200,000
Logistics & Security Transport, guards, cleaning 400,000
Contingency 10% reserve 400,000
Total 3,000,000 XOF
2.4 Risk Log
Risk Likelihood Impact Mitigation Strategy
Bad weather Medium High Choose covered venue; prepare
tents
Funding delay High High Engage sponsors early and diversify
funding sources
Low turnout Medium Medium Implement strong community
outreach campaign
Medical staff Low High Partner with multiple hospitals and
shortage NGOs
Power outage Medium Medium Rent backup generator
2.5 RACI Matrix
Task Responsible Accountable Consulted Informed
Venue booking Logistics Project Sponsor Team
Officer Manager
Budget approval Project Sponsor Finance Team
Manager Officer
Communication Media Team Project NGO Public
campaign Manager partner
Health service Health Dept. Project Medical Volunteers
setup Manager Lead
Evaluation report Project Sponsor Team Stakeholders
Manager Leads
3. Execution Phase
3.1Kickoff Meeting Agenda
Welcome and introductions
Review of project goals and timeline
Presentation of budget and resource allocation
Overview of key risks and mitigation plans
Confirmation of roles and responsibilities (RACI)
Discussion of communication strategy and reporting frequency
Next steps and deadlines
3.2 Sample Project Diary Entries
Date Task Responsible Status Remarks
Nov 5 Venue visit and Logistics Done Hôtel Wata
booking Officer confirmed
Nov Sponsor outreach Project Ongoing NGO meeting
10 Manager scheduled
Nov Poster and radio Media Team Pending Awaiting approval
15 campaign
3.2Team Management and Issue Resolution
Weekly progress meetings every Friday.
Shared Google Sheet for tracking task completion
Communication via WhatsApp group and email.
Escalation chain: Team Member → Team Lead → Project Manager →
Sponsor.
Any conflict or delay is addressed collaboratively through open dialogue.
4. Monitoring and Control
4.1 Monitoring Methods
Aspect Method Frequency
Schedule Gantt chart review Weekly
Budget Actual vs. planned expenditure tracking Bi-weekly
Risk Risk log update Every two weeks
Quality Feedback from health staff and sponsors Continuous
4.2 Change Management
All change requests (budget, schedule, or scope) are documented and submitted
to the Project Manager for review. Approved changes are logged with updated
timelines and communicated to all stakeholders.
5. Closure Phase
5.1Project Closure Steps
Verify completion of all deliverables.
Obtain final stakeholder approval.
Release remaining vendor payments.
Archive all project documents and data.
Conduct final team meeting and appreciation ceremony.
5.2 Lessons Learned
Observation Lesson Recommendation
Early sponsor Partnerships should be Maintain ongoing
engagement improved established in advance collaboration with NGOs
funding flow
Social media outreach Digital media is highly Invest more in targeted
increased attendance effective online campaigns
Weather contingency Risk planning is Always prepare backup
reduced disruption critical options for key risks
Conclusion
The Community Health Fair in Lomé is a practical demonstration of effective
project management. Through structured planning, proactive risk management,
and collaborative teamwork, the project will achieve its goals of promoting
public health awareness and providing free healthcare services to the
community.
This case study illustrates the successful application of project management
principles from initiation to closure, ensuring that the event is impactful, timely,
and within budget.