Faculty of Business and Economics Business Administration

Department ENGINEERING PROJECT MANAGEMENT

(ECON3372) Course Project

<Clash Code>
Problem Solving Competition

Prepared by:

Taleen Abuzolof 1211061

Mayar Jafar 1210582
Samar Alatrash 1210398

Instructor: [Link] Ashour

Section: 2

Date: 9 – 7 - 2024
Table of Contents

Introduction 1
1. Project Initiation 2
1.1 Project Description 2
Project overview 2
Target audience 2
Project Significance 2
1.2 Feasibility analysis report 3
Executive Summary 3
Description of the event 3
Technical Considerations 3
Service Marketplace 3
Marketing Strategy 3
Organization and Staffing 4
1.3 Project Charter 4
Scope of the project 4
1.4 Project Kickoff Meeting 6
2. Project Planning 7
2.1 Scope 7
2.2 Work Breakdown structure 7
Main Activities and Subtasks 8
2.3 Schedule 10
Gantt Chart 12
Network Diagram 13
2.4 Cost Management Plan 15
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2.5 Quality management Plan 18
Quality Objectives 18
Quality Standards 18
2.6 HR Management Plan 20
List of Human resources 20
Allocation of human resources 23
 2.7 Communication Plan 24
Defining stakeholders and sponsors 24
Communicating with sponsors 24
2.8 Risk Management Plan 25
Technical issue 25
Budget Overruns 25
Low Participant Engagement 25
Problems in Organizing Team Coordination 26
Participants Cheating 26
Failures in Supplying Food and Drinks 26
External Factors 26
2.9 Procurement Plan 27
Purpose 27
Procurement Objectives 27
Roles and Responsibilities 27
Procurement Process 27
Procurement List 28
Risk Management for procurements 29
Review and Approval 29
3. Monitoring Plan 30
Performance Measurement 30
Project Reporting 30
Issue and Risk Management 30
Change Control 30
Quality Control 30
Configuration Management 31
Project Closeout 31
Prototype 32
Competition Poster 32
Interview Information and Details 33
References 34
Table of figures

Figure 1: Project Charter format 1 .................................................................................................. 5

Figure 2: Project Charter format 2 .................................................................................................. 6
Figure 3: WBS Diagram ................................................................................................................. 7
Figure 4: Scheduling using MS project ........................................................................................ 11
Figure 5: Gantt Chart using MS project ........................................................................................ 12
Figure 6: Network Diagram using MS project ............................................................................. 14
Figure 7: Cost Management .......................................................................................................... 15
Figure 8: Costs for Main Tasks and Subtasks ............................................................................... 17
Figure 9: Competition Poster ........................................................................................................ 32
Introduction
Welcome to Clash Code, where creative minds converge to tackle pressing issues through
innovation and collaboration. In this competition, participants will have the opportunity to apply
their problem-solving skills to real-world challenges, driving positive change and shaping the
future.

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1. Project Initiation

1.1 Project Description

Project overview
The project involves organizing and hosting a problem-solving competition. Participants will
engage in solving algorithmic and coding challenges sourced from platforms like Codeforces,
LeetCode, and HackerRank. These challenges cover various topics such as data structures,
algorithms, mathematics, and problem-solving techniques. The competition will include
algorithmic challenges, coding challenges, and problems from different problem domains.
Participants will employ competitive programming techniques to efficiently solve problems
within specified constraints. Solutions will be evaluated based on correctness, efficiency, and
adherence to problem constraints, following the standard scoring system used in competitive
programming platforms.

Target audience
The project is targeted towards individuals interested in developing their problem-solving and
coding skills, particularly those involved in competitive programming or aspiring to improve
their algorithmic proficiency. The competition welcomes student participants of all skill levels,
from beginners to intermediate level, providing opportunities for learning, growth, and friendly
competition. It is open to students who are passionate about coding, algorithms, and computer
science. Participants may come from diverse backgrounds, including but not limited to computer
science, engineering, mathematics, and related disciplines. The project aims to create an
inclusive and engaging environment where individuals can challenge themselves, collaborate
with peers, and showcase their problem-solving abilities.

Project Significance
Since the ability to solve problems is a necessary skill in today's workforce, it is crucial to
support undergraduate students in developing their problem-solving abilities by providing them
with a precise and measured experience of real-world problem scenarios.

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1.2 Feasibility analysis report
Executive Summary

Our project is a problem-solving competition designed to engage students in a challenging and

rewarding event. The goal is to provide an event where the participants showcase their problem
solving skills, network with peers, and gain experience. The event plans to achieve this by
organizing a well-structured competition with high quality standards, utilizing robust marketing
strategies, and ensuring a great experience for all involved.

Description of the event

The project delivers a well-organized problem-solving competition event. This event is essential
as it offers participants the opportunity to test and improve their skills, gain experience, and win
prizes. There is a significant demand for such events, particularly among students and
professionals in STEM fields, as they provide valuable experience and opportunities for career
advancement.

Technical Considerations

The event will be held in a venue and online platforms needed for registration and scoring. The
technical requirements include:

● Materials: Competition materials, marketing materials, registration forms, and

competition documents.
● Labor: Event staff, volunteers, and judges.
● Transportation: Arrangements for transporting equipment and materials to the [Link]
well as transportation for participants
● Technology: Computers, projectors, sound systems, and specialized software for
registration and scoring.

Service Marketplace

The target market for the competition includes students and problem-solving enthusiasts. The
demand is high, particularly in educational institutions and professional organizations that focus
on STEM fields. Our event offers unique challenges and significant rewards.

Marketing Strategy

To reach the target audience, a comprehensive marketing strategy will be employed, including:

● Digital Marketing: Social media campaigns, email newsletters, and online ads.

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 ● Direct Mail: Invitations and promotional materials sent to educational institutions and
professional organizations.
● Partnerships: Collaborations with educational institutions and tech companies to
promote the event.

Organization and Staffing

The staffing includes a project manager, HR coordinator, technical team, logistics team,
marketing team, and event staff. Depending on the scale of the event, there may be a need to hire
volunteers to manage specific tasks such as monitoring, organizing , registration, judging, and
technical support.

The feasibility analysis shows that the problem-solving competition event is feasible. There is a
strong demand in the market, and the technical and operational requirements can be met with
meticulous planning and execution. Financial analysis indicates that with sufficient sponsorship
and participant involvement, the event is feasible. Identified risks can be effectively managed
with proper mitigation strategies. It is recommended to move forward with detailed planning and
stakeholder engagement to ensure the event's successful execution.

1.3 Project Charter

Scope of the project

The main deliverable for the project is to develop problem solving skills within upcoming
generations of tech-students. Students who participate will experience a competitive, enjoyable
environment that will motivate them to improve their skills.
The acceptance criteria for clash code depend on the carry-out of competition day. To conduct a
successful competition, the project must be completed within budget, be recognized by the
public, and have a reasonable number of participants. Main restrictions include having a fixed
deadline by the competition day, and completing all main activities within budget. Uncertainties
may arise regarding the security element that must be present on competition day, technical
difficulties and faulty equipment can be faced which can be hard to avoid or predict.

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Figure 1: Project Charter format 1

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 Figure 2: Project Charter format 2

1.4 Project Kickoff Meeting

The kickoff meeting is the final stage of the initiation phase for the Clash Code competition. It
brings all participants, organizers and main stakeholders together for reviewing all objectives,
expectations, and timeline of the competition. There will be an introduction of teams, discussing
potential challenges and highlighting the essential resources and support system. This is an
opportunity to build a sense of community to ensure that everybody is well_prepared and excited
to begin their innovation journey. With a clear guidance and a shared vision , the kickoff meeting
sets the stage of a successful competition.

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2. Project Planning
Clash code is a problem-solving competition that aims to encourage undergraduate and
postgraduate students to improve their problem solving skills by competing in a friendly-
competitive tournament with a prize.

2.1 Scope
Our scope is organizing a problem-solving competition that encompasses a variety of algorithmic
and coding challenges. The competition aims to provide participants with opportunities to
enhance their problem-solving, algorithmic, and coding skills. Challenges will cover various
topics including data structures, algorithms, mathematics, and problem-solving techniques.
Participants will engage in solving problems from platforms such as Codeforces, LeetCode,
HackerRank, and similar platforms.
Our aim is to encourage students from all universities to work on their technical skills
This will give them an advantage when embarking to the work field.

2.2 Work Breakdown structure

The WBS helps to visually break down the project into manageable sections and main tasks.
Here is a detailed WBS for our project:

Figure 3: WBS Diagram

This diagram breaks down each major task into its respective sub-tasks, providing a clear and
structured overview of the project's components.
Each level is typically indented or placed hierarchically to show its relationship to the level
above. For example, using a tree diagram, each branch represents a major task (Level 2)

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branching out from the main project (Level 1), with sub-branches representing sub-tasks
(Level3).

Main Activities and Subtasks

Budgeting and sponsorship
“Approach potential sponsors and partners early to secure funding, prizes, and resources”
(Dawabsheh, 2024).
● Searching for/ communicating with potential sponsors
● Negotiate with interested sponsors.
● Budget plan: planning of all cost related information in order to estimate related budget.
● Identify sponsors: a milestone that ensures sponsors or stakeholders are ready to commit
to the project.

Rules and problem curation

“Design a set of diverse and challenging problems. Collaborate with experienced problem setters
and ensure a mix of difficulty levels” (Dawabsheh, 2024).
● Competing qualifications: specifications for accepting participants.
● Competition objectives: the key goals of the competition.
● Problem design: create the problems with different difficulties and style.
● Scoring criteria: developing detailed criteria for passing problems and calculating the
score of participants.” Use the contest platform to monitor real-time submissions,
problem-solving progress, and participant scores” (Dawabsheh, 2024).
● Review and finalize rules: set up on the rules of the competition.
● Draft competition rules: Milestones to make sure competition rules are finalized.

Logistics and venue setup

“Decide on the competition format (e.g., individual vs. team, online vs. onsite) and duration
(e.g., a few hours, a day, or multiple days)” (Dawabsheh, 2024).
“Arrange for necessary logistics like food, transportation, accommodation (if needed), and
contingency plans for emergencies” (Dawabsheh, 2024).
● Venue reservation: reserve a suitable venue that fits participants. “If onsite, book a
suitable venue with adequate seating, power supplies, and internet connectivity”
(Dawabsheh, 2024).
● Online platform: provide an online platform to solve problems.” For online events,
choose a reliable platform.” (Dawabsheh, 2024). “Use platforms like HackerRank,
Codeforces, or a custom-built system for problem submissions, judging, and
leaderboards” (Dawabsheh, 2024).
● Food and commodities: Get food and meals for participants during break times.
● Transportation: provide transportation for participants.

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 ● Competition day schedule: Determine the entire schedule of the competition.” Prepare a
detailed schedule, including opening and closing ceremonies, problem solving sessions,
breaks, and any workshops or talks” (Dawabsheh, 2024).
● Technical appliances: the competition should have a plan for technical support in case
facing any technical problems on event day.” Have backup systems in place for power,
internet connectivity, and data storage to handle unexpected issues” (Dawabsheh, 2024).
“Ensure a team is available to address technical issues promptly during the event”
(Dawabsheh, 2024).

Registration and participation management

● Registration site set-up: provide an online site or a form to apply for the competition.”
Set up a registration system and maintain clear, regular communication with participants
through emails and social media” (Dawabsheh, 2024).
● Registration period: allow for a gap period between registration opening and
competition day.
● Communication with participants: set up a method for communication.” Maintain
engagement with participants through follow-up emails, newsletters, and social media.
Share highlights and success stories from the event” (Dawabsheh, 2024).
● Q and A management: set up a way to ask and answer questions.” Utilize tools like
Slack or Discord for real-time communication among participants, organizers, and
mentors” (Dawabsheh, 2024).
● Technical support of registration issues: provide a technique to solve issues with
registration.
● Participation list ready: A milestone to make sure that all participants are informed with
rules and ready for competition day.

Marketing and promotion

● Social media platforms: handle posts and advertisements on different social media
platforms.
● Advertisements: set up tangible advertisements like posters and fliers.
● Monitor all campaigns: control advertisement and marketing process.

Scoring and result

● Results evaluation: provide a mechanism to evaluate scores of each participant.
● Competition results announcements: announcing winners and distributing rewards.”
Organize a closing ceremony to announce winners, distribute prizes, and thank
participants, judges, and sponsors” (Dawabsheh, 2024).

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2.3 Schedule
Each of the main tasks and subtasks discussed in the work break-down structure section is
scheduled with an appropriate duration and predecessors to create a complete timeline.
Furthermore, mile stones are added to ensure that project remains on schedule throughout the
execution phase. “Create a detailed timeline with milestones for planning, marketing, participant
registration, and the actual event” (Dawabsheh, 2024).

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Figure 4: Scheduling using MS project

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Gantt Chart

Figure 5: Gantt Chart using MS project

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Network Diagram

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Figure 6: Network Diagram using MS project
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2.4 Cost Management Plan
Cost estimation is one of the key components that determine a successful project flow. The cost
in this particular project depends on all resources available that are essential for the completion
of the project, resources include HR resources, indirect costs, and fixed costs.
HR resources are further discussed in the HR plan, and fixed costs are identified at the beginning
of the project.
Fixed costs required for clash code include:
● Venue reservation fee: the cost of upholding the competition in a suitable place.
● Coding platform subscription fee: the cost needed to use a coding platform pre designed
to provide code utilities and testing.
● Prize budget: a cost that is given as a winning prize to the top winners.
● Food and commodities fee: a cost for providing food as a welcoming gesture for
participants.
● Transportation: a fee that must be calculated to ensure that staff and participants are able
to access competition site in a comfortable way.
Indirect costs for clash code are costs paid regardless of working hours or current schedule which
include mainly the project manager.

Figure 7: Cost Management

Allocating the resources to each task in schedule yields out the total cost estimate of the project,
which takes into consideration the working hours of HR and fixed costs.

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16
Figure 8: Costs for Main Tasks and Subtasks

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2.5 Quality management Plan

This quality plan clarifies the components of our Quality Management System, which will ensure
that the problem-solving competition event reaches high criteria of excellence and participant
satisfaction.

Quality Objectives

● Ensure the competition runs smoothly, providing an engaging and fair experience for all
participants.
● Maintain high standards for all event-related materials and services, including venue,
equipment, and catering.
● Achieve a high level of satisfaction among participants, judges, and attendees. To provide
a seamless and enjoyable experience for participants, judges, and attendees.

The quality plan for our problem-solving competition event aims to ensure the competition runs
smoothly, providing an engaging and fair experience for all participants. We are committed to
maintaining high standards for all event related materials and services, including the venue,
equipment, and food. Our goal is to achieve a high level of satisfaction among participants,
judges, and attendees by providing a seamless and enjoyable experience for everyone involved.
Through particular planning and hard quality assurance processes, we try to deliver an event that
meets and exceeds expectations, ensuring all aspects are executed to the highest standards.

Quality Standards

● Venue: The venue should be easily accessible, adequately equipped with necessary
facilities, and comply with safety standards.

● Equipment: All equipment (computers, projectors, sound systems) should be in excellent

working condition and meet technical requirements.
● Food: Ensure that food and drinks brought have good quality and should be delivered on
time.
● Materials: Marketing materials, registration forms, and competition documents should
be clear, accurate, and professionally designed.
● Services: All services, such as registration and judging, should be efficient, accurate, and
simple to use.

Quality Assurance

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Quality Assurance is a monitoring approach that evaluates various aspects of the event to
determine if the production process meets our quality standards.

● Venue Inspection: Make sure that the venue and the location satisfies all standards by
conducting a thorough check of it before the event.

● Equipment testing: Before the event, test all equipment to verify functionality and
quickly resolve any problems.

● Supplier Checking: Choose trustworthy suppliers for food and other services, making
sure they fulfill predetermined standards for quality.

● Training: To guarantee that staff and volunteers understand and are able to maintain
quality standards, provide them with training.

Quality Control
Quality Control focuses on the identification and correction of defects in products or processes.
Detect and correct any defects or issues before and during the event to Maintain high standards
of quality throughout the event.” Implement a feedback system to gather participants'
experiences and suggestions for improvement” (Dawabsheh, 2024).

● Regular Checks: Perform regular checks during the event to ensure all aspects (venue,
equipment, and services) meet quality standards.
● Feedback Collection: During and after the event, Collect feedback from participants,
judges, and attendees to identify issues for improvement.
● Troubleshooting: Address any issues or deviations from quality standards immediately
to reduce the impact on the event.

Quality Improvement
Quality Improvement is an ongoing effort to enhance processes, products, or services based on
feedback, data analysis, and innovation.” Prepare a comprehensive report detailing the event’s
outcomes, participant demographics, problem-solving statistics, and lessons learned”
(Dawabsheh, 2024).

● Post event Review: Conduct a post event review meeting to discuss what went well and
what needs improvement.
● Lessons Learned: To consistently improve the quality of future events, record the
lessons gained and apply them.
● Feedback Implementation: Use feedback from participants and stakeholders to make
informed changes and enhancements for future events.
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Quality Tools and Techniques

● Checklists: Use checklists to ensure all necessary tasks and quality checks are
completed.
● Audits(reviews): Conduct regular inspections of different aspects of the event (venue,
equipment, food) to ensure commitment with quality standards.
● Surveys: Use surveys to collect feedback from participants, judges, and attendees to
measure satisfaction and identify areas for improvement.

2.6 HR Management Plan

Human resources are essential for carrying out the competition; hence roles, duties,
requirements, job descriptions, and duration are essential for carrying out the competition
successfully. All of the mentioned details must be described in this HR Management Plan. “Form
a dedicated organizing committee with roles like event manager, problem setter, technical
support, marketing, and logistics” (Dawabsheh, 2024).

List of Human resources

HR Coordinator:

● Duration: From the start of the project to the end of the event, it will take full-time work
(around 6 months).
● Qualifications: Bachelor's degree in business administration, human resources, or a
similar discipline. Two years or more of experience in HR-related roles. PHR
certification is preferred.
● Job Description: Oversee all HR aspects of the project, manage staffing needs,
recruitment, and onboarding, coordinate training requirements, and ensure compliance
with labor laws and organizational policies.
● Specifications: Strong organizational skills, excellent communication abilities,
experience with HR software, and knowledge of labor laws.

Public Relations Team:

● Duration: Part-time from 3 months before the event to 1 month after finishing the event.
● Qualifications: Bachelor's degree in Public Relations, Communications, or any other
related field. At least 2 years of experience in PR positions. Experience with media
relations and social media management.
● Job Description: Handle outside communication, oversee media outreach, press releases,
social media channels, and generate interest and engagement.
● Specifications: Strong communication skills, media relations experience, and social
media expert.

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Problem Setters:
● Duration: Part-time from 6 months before the event to the end of the event.
● Qualifications: Advanced degree in Computer Science, Engineering or Mathematics.
Experience in designing competition challenges or academic problem sets.
● Job Description: Handle Design competition challenges, formulate problems, solutions,
and the evaluation standards and make sure that the challenges are varied, relevant, and
align with the goals of the competition.
● Specifications: Analytical skills, expert in problem solving, and experience in
competition or academic environments.

Technical Support Team:

“Choose judges and mentors with expertise in competitive programming and problem solving.
Prioritize those with experience in academia and industry” (Dawabsheh, 2024).

● Duration: full-time job up until competition day.

● Qualifications: Bachelor's degree in an IT related field. At least 2 years of experience in
technical support roles.
● Job Description: Establishing and maintaining technical infrastructure, addressing any
problem that might come up during the competition, and helping participants when facing
technical hazards.
● Specifications: Strong IT skills, problem-solving abilities, and experience with networks
and softwares.

Registration Manager:

● Duration: Part-time from 4 months before the event to 1 week after it ends.
● Qualifications: Bachelor's degree in Business Administration or any related field with
some experience in managing registration systems.
● Job Description: Keep an eye on the registration system, manage participant registration,
and provide instructions for registering and answering questions.
● Specifications: Strong analysis skills, customer service experience, and attention to
detail.

Marketing Collaboration Team:

● Duration: Part-time from before the event and up to 1 week post-event.

● Qualifications: Bachelor's degree in Marketing, digital marketing, Communications, or a
related field. At least 2 years of marketing experience and must provide personal work
examples.
● Job Description: Develop marketing plans and promotional plans, execute marketing
campaigns professionally and monitor public response.

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 ● Specifications: candidates must be Creative and collaborative with other team members,
and have marketing experience.

Event Coordinator:

● Duration: from beginning of project and up to post competition day.

● Qualifications: Bachelor's degree in Event Management or Hospitality. At least 3 years
of event planning experience.
● Job Description: Manage event logistics, secure venue and coordinate schedules,
manage equipment, materials, and ensure smooth event execution.
● Specifications: Excellent organizational skills, event management experience, and
attention to detail.

Logistics Team and Staff:

● Duration: Full-time from 2 months before the event to 1 week after the event.
● Qualifications: Experience in logistics and operations management. High school diploma
or its equivalent.
● Job Description: Manage all logistical aspects, arrange transportation, accommodation,
and catering services, and offer assistance on the spot.
● Specifications: Strong logistical planning abilities, attention to detail, and outstanding
organizational skills.

Participant Relations Coordinator:

● Duration: Part-time from 4 months before the event to 1 week post-event.

● Qualifications: Bachelor's degree in Communications, Customer Service, or related
field. Experience in participant management and communication.
● Job Description: Manage participant registration and communication, address inquiries
and issues.
● Specifications: Excellent communication skills, customer service experience, and
problem-solving abilities.

Project Manager:

● Duration: present in every task of the project from start to end.

● Qualifications: Bachelor's degree in project management and years of experience.
● Job Description: lead and manage all aspects of an upcoming competition.
● Specifications: strong communication and leadership skills. Candidates must be keen on
team building, change management, diversity management, and enthusiasm.

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Allocation of human resources
Allocating human resources to the main tasks that are founded in level 1 of the work breakdown
structure.

Project manager will be allocated in all main tasks on the project.

Budgeting and Sponsorship:

● HR Coordinator: Responsible for coordinating HR efforts across all budgeting
and sponsorship activities.
● Public relations Team: HR representatives involved in negotiating sponsorship
agreements, ensuring HR-related benefits are considered.

Rules and Problem Curation:

● HR Coordinator: The HR department acts as the bridge between teams working
on competition rules, making sure that HR concerns are taken into account
throughout the process.
● Problem setters: design all problems in different difficulties.
● Public relation team: Responsible for communicating HR related aspects of the
rules to participants and addressing any questions.

Logistics and Venue Setup:

● Event Coordinator: seeing HR logistics related to securing the venue and
arranging equipment and materials.
● Logistics team and staff: arrange for all logistics task in an efficient way.
● Technical Support Team: Collaborating with HR to ensure technical support
plans include enough staffing and coverage.

Registration and Participant Management:

● Registration Manager: Overseeing the setup and management of the registration
system.
● Participant Relations Coordinator: Responsible for managing participant
registration and communication, addressing any questions or problems.

Marketing and Promotion:

● Marketing Collaboration Team: HR personnel collaborating with marketing to
develop the marketing plan and promotional materials with a focus on HR related
messaging.

Scoring and Results:

● Technical support team: monitoring the scoring algorithm and making sure that
judging is fair.

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2.7 Communication Plan

Defining stakeholders and sponsors

Our key only stakeholder in this event is:
Birzeit university (Birzeit University is used as an example; the stakeholder can be any
university that wants to conduct a problem solving competition and requires a project team).
Our main sponsors for the events are:
● Gaza sky geeks (or any educational institute on this matter)
● Techno-park (or any organization that might offer a suitable venue to uphold the
competition)

Communicating with sponsors

● Communication with “Birzeit university”

Birzeit University must be informed with preparations and executions of the project very
frequently about once every two days. They must be up-to-date with schedule, cost-estimation,
monitoring and controlling steps, all human resources assigned, quality reports, and risk
management plan. Communication will be via the public relation team formed specifically for
this event, and the communication methods are meetings and emails.

Meetings are held at least once a week and will be conducted between the public relations team
representative and possibly the project manager, and the university’s event representative.
Meetings are conducted in English and the stakeholder must be informed on current task
schedule, deviations, and all direct costs up until that point. Stakeholder’s requirements and
feedback are also discussed in the meetings.

Emails will be written in English and will be about all recent updates on the project including
current schedule phase and all problems that might emerge when executing the project. The
public relation must assign only one member to send emails to Birzeit university and receive any
emails from them.

● Communication with Gaza Sky Geeks

Gaza sky geeks must be provided with all cost-related information and HR list. They must also
be provided with cost deviations that require controlling to ensure that project execution is within
budget. Communication with Gaza Sky Geeks will be via emails at least once a week.
Writing emails will be assigned to one person in the public relations team and emails will be in
English and are about recent updates on cost monitoring information and flow charts. Emails are
sent both ways to ensure sponsor satisfaction and feedback recommendations.

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 ● Communication with Technopark

Technopark organization must be provided with all venue and logistics activities that are
important to have on competition day. Communication will be mainly via emails which will be
sent about once a week.
Emails will be sent in English by a public relation team member to the technopark representative.
Emails will include key information about the time of that competition, venue requirements,
number of staff assigned, and security measures. Any feedback or requirements by the
technopark will be sent to the project’s public-relation team member via emails. In addition to
logistics information, any alterations in the project time/schedule must be reported to the
technopark organization via emails.

2.8 Risk Management Plan

The risk management plan assists in identifying the potential risks that might happen during
organizing and hosting of the problem-solving competition. The plan shows the actions that must
be taken to overcome these risks and failures.

Technical issue

● Probability: High.
● Responsibility: Technical Support Team.
● Actions: The backup strategies should be put in place and ensure that there is a check on
the functionality of the completion platform before the event . Ensure you have a
technological team throughout your competition.

Budget Overruns

● Probability: Medium
● Responsibility: Finance Team, Event Coordinator.
● Actions: Prioritize cost-effective solutions ,look for sponsorships and partnerships to
increase costs, prepare a good financial analysis with all the necessary costs.

Low Participant Engagement

● Probability: Medium.
● Responsibility: Marketing Team, Event Coordinator.
● Actions: Promote the competition on all social media platforms and campus events, and
offer valuable prices to encourage participants to enroll.

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Problems in Organizing Team Coordination

● Probability: Medium.
● Responsibility: HR Coordinator, Team Leaders.
● Actions: Schedule regular meetings with the team to ensure clear communications and
effective planning, clearly define responsibilities, deadlines and tasks among team
members to avoid conflicts.

Participants Cheating

● Probability: Low.
● Responsibility: HR Coordinator, Technical Support Team.
● Actions: Implement strict rules to discourage cheating , and an artificial intelligence
detection system in case of violation of rules.

Failures in Supplying Food and Drinks

● Probability: Medium.
● Responsibility: Event Coordinator, Logistics Team.
● Actions: Coordinate with reliable vendors to ensure timely delivery of food and drinks,
and have a backup plan in place for alternative food and drink providers.

External Factors

● Probability: Low.
● Responsibility: Event Coordinator.
● Actions: Intend to hold the competition indoors so as to minimize the possibilities of
having to stop the competition due to harsh weather or such other mishaps.

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2.9 Procurement Plan

Purpose
The aim of this procurement strategy is to provide a structured approach for getting the products
and services required for the Problem Solving Competition Project's successful completion. The
plan aims to guarantee that all resources are received in an efficient, cost-effective, and timely
way, while maintaining high quality standards and remaining within budget.

Procurement Objectives
Earn all required resources in an efficient and cost-effective manner.
Maintain high quality for all purchased goods and services.
Ensure timely delivery to fulfill project deadlines and remain within budget.

Roles and Responsibilities

● Procurement Manager: In charge of managing the entire procurement process, making
sure everything follows the rules, and keeping a good relationship with suppliers.
● HR Coordinator: Helps with HR-related procurement stuff.
● Event Coordinator: Specifies the venue and logistical support requirements.
● Technical Support Team Lead: Defines technical equipment and support needs.
● Marketing Collaboration Team Lead: Determines and specifies the marketing
materials and services needed.
● Registration Manager: Specifies the registration system requirements.

Procurement Process
● Identifying Needs:
○ Every team leader specifies their own procuring requirements. Combine all
requirements into an extensive list of purchases.
● Setting a Budget:
○ Calculate the price of each product or service. Make sure the project budget and
the overall expected cost align.
● Selecting and Identifying Suppliers:
○ Look into possible vendors for every category.
○ Request quotes or proposals from the chosen vendors.
○ Consider pricing, quality, and delivery schedules while evaluating bids.
○ Choose vendors and work out agreements.

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 ● Purchase Orders and Contracts:
○ Give purchase orders to chosen vendors.
○ Sign agreements that specify the scope, price, and timetable for delivery.
● Delivery and Monitoring:
○ Observe how products and services are delivered.
○ Verify the delivered items' quality and adherence to the standards.
○ Deal with any variances or problems with suppliers as soon as possible.
○
● Payment and Documentation:
○ Quickly process supplier invoices.
○ For the purpose of documentation and monitoring, keep detailed records of every
procurement transaction.

Procurement List
Venue:

● Description: A suitable location to host the problem solving [Link] is

Required for organizing the event and providing accommodations for participants.
● Requirements: Appropriate space for participants, seating arrangements, and
audio visual equipment should be provided.
Technical Equipment:

● Description: Computers for participants who face issues with their devices and
special computers for technical support. These are Required for participants to
engage in problem-solving questions and technical support staff for event
management.
● Specifications: Laptops with good specifications such as specific RAM,
processor speed, and software requirements.
● Quantity: 10 laptops.

Marketing Materials:

● Description: Advertisement materials for the competition , it is Necessary to

create awareness and attract participants to the event.
● Requirements: Posters, ads, and digital marketing services.

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 Participant Registration System:

● Description: An online registration platform for participants which provides an

efficient registration process and facilitates participant communication.
● Requirements: Registration software, customer support services.

Meals and snacks for participants:

● Description: Snacks, meals and refreshments for participants during break times.
● Requirements: Different kinds of food and drinks to keep participants energized.

Prizes and Awards:

● Description: Reward prizes for winners include trophies, medals, certificates, and
gifts. As well as rewarding the participants for their achievements in the
competition.
● Requirements: Custom-made trophies, printed certificates, and extra awards.

Risk Management for procurements

● Identify Risks: Potential risks related to the procurement process should be
identified such as delays, budget overruns, or supplier issues.
● Mitigation Strategies: Provide strategies to reduce the risks that have been
identified, such as backup plans, a list of alternative suppliers, and ongoing
evaluations and modifications.

Review and Approval

● Regular Reviews: Make sure the procurement process is in alignment with the
aims and objectives of the project, and perform regular evaluations of it.
● Approval: Obtain necessary approvals for major procurement decisions from
project stakeholders to ensure buy-in and alignment with project objectives.

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3. Monitoring Plan
Performance Measurement

Project performance will be measured against the project management plan using key
performance indicators (KPIs) such as schedule variance, cost variance, scope changes, and
quality metrics. Tools like Gantt charts, earned value management (EVM), and project
management software will be used to track these metrics and provide real-time data on project
progress.” Track metrics such as the number of participants, problem-solving success rates, time
taken to solve problems, and feedback scores from participants” (Dawabsheh, 2024). “Assess the
competition against predefined objectives and KPIs to measure success and identify areas for
future enhancement” (Dawabsheh, 2024).

Project Reporting

Regular project reporting will be conducted between coordinators and project manager, then
deviations will be reported to stakeholders via a public relation team member. stakeholders must
be informed of progress and performance. Weekly status reports will be generated, highlighting
completed tasks, upcoming milestones, identified risks, and any issues encountered. A monthly
performance review will be conducted between project manager and key stakeholders to discuss
progress, review KPIs, and make any necessary adjustments.

Issue and Risk Management

A robust issue and risk management process will be in place to identify, track, and manage
competition issues and risks. An issue log and risk register will be maintained, detailing the
status, priority, and mitigation strategies for each identified issue and risk. Regular risk
assessment meetings will be conducted with stakeholders to review and update the risk, ensuring
proactive management of potential challenges.

Change Control

A formal change control process will be established to manage changes to the project scope,
schedule, and costs. Change requests will be documented and submitted for evaluation then
review and approve changes based on their impact on project objectives, resources, and
timelines. Approved changes will be implemented and communicated to all relevant
stakeholders.

Quality Control

Quality control processes will be employed to ensure that project deliverables meet the defined
quality standards. Regular inspections, testing, and reviews will be conducted to identify and
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correct defects. Quality control checklists and audits will be used to verify that deliverables meet
with the project requirements and standards.

Configuration Management

A configuration management system will be used to maintain the integrity of project

deliverables. Version control and baselines will be used to track changes and ensure that only
authorized modifications from the project manager or the stakeholders are made. All changes
will be documented and reviewed to maintain consistency and accuracy in project outputs.

Project Closeout

The project closeout process will involve obtaining formal acceptance of deliverables from
stakeholders, releasing project resources, and documenting lessons learned. A final project report
will be prepared to summarize project achievements, performance against objectives, and any
recommendations for future projects. The project team will conduct a closeout meeting to review
the project’s successes and challenges, ensuring continuous improvement in project management
practices.

This Monitoring and Control plan ensures that the project stays on track, meets its objectives,
and delivers high quality outcomes by continuously tracking progress, managing changes, and
addressing issues and risks proactively.

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Prototype

Competition Poster

Figure 9: Competition Poster

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Interview Information and Details
1. The interviewee: Dawabsheh, S, a technical team member at the GDSC club- Birzeit
University branch.

2. Location and Date: the interview was conducted online via emails. The emails ended with a
reply on 29.05.2024.

3. Interview questions: the questions sent include:

 What are the critical steps to take when first initiating a problem-solving competition?

 How should the competition be structured, and what logistical considerations need to be
addressed?

 What criteria should be used to select judges and mentors, and how do you ensure
diversity and inclusivity in participant recruitment?

 What tools and technologies are essential for managing the competition smoothly, and
how do you handle unexpected issues during the event?

 How do you track progress and performance, and what metrics or KPIs are important to
monitor?

 What are the key steps involved in closing out the competition, and how do you evaluate
its success?

4. Material provided by interviewee: detailed voice messages and a brief document for
explanation

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References
Dawabsheh, S. (2024, 5 29). Needed for a CP contest.
Goetsch, D. L. (2015). PROJECT MANAGEMENT for engineering and technology. united
states: Pearson Education.

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