NATIONAL UNIVERSITY OF SINGAPORE - FACULTY OF ENGINEERING

IE4240 - Project
Management Interim
Report
Engin 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 Project

1.1 Project Name
Engin 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 Scope

1.3.1 Mission
To 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)

Councillor recruitment drive
Freshmen camp registration
Camp Dry Run (Program feasibility testing)
Camp execution (the real thing.)

:
:
:
:
:

End Feb 2014

Mid Feb 2014
Early Mar 2014
Mid May 2014
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 Details

2.1 Organizational Structure
The 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.

Camp
Director
1

Vice Camp
Director 1

Treasurer
1

Programs
Director

Chief
Councillor
1

Vice Camp
Director 2
1

Logistics
Director

Publicity
Director

Marketing
Director

Logistics
Committe
e15

Publicity
Committe
e5

Marketing
Committe
e5

Programs
Committe
e15

Secretary

Figure 1: Organizing Committee Structure

4

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

Chief Councillor

E House Head

N House Head

1
3 OGs per House
12 Freshies per OG
5 Councillors per
OG

G House Head

1
3 OGs per House
12 Freshies per OG
5 Councillors per
OG

1
3 OGs per House
12 Freshies per OG
5 Councillors per
OG

R House Head

1
3 OGs per House
12 Freshies per OG
5 Councillors per
OG

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.

1.0 Engin
Camp

1.1 Proposal
& Approval

1.2
Sponsorship

1.3
Recruitment

1.4 Dry run

1.5 Execution

1.1.1
Program
Proposal

1.2.1 Contact
sourcing

1.3.1
Publicity

1.4.1
Logistics

1.5.1
Logistics

1.1.2 Budget
proposal

1.2.2
Negotiations

1.3.2
Councillor
Registration

1.4.2
Programs
Execution

1.5.2
Programs
Execution

1.1.3
Proposal
Review

1.2.3 Secure
Sponsorship

1.3.3
Freshmen
Registration

1.4.3 After
Action
Review

1.5.3 After
Action
Review

1.1.4 OSA &

OSHE
approval

1.5.4
Contract
fulfilment

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.

2.3 List of Subtasks

Subtasks for 1.1.1 Program Proposal
6

Subt
ask
No.
1.1.1.
1

Name of Subtasks

Objective

Description

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.

Plan Teambuilding
Games

To 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 OG
Games will require players to rememb
their fellow group members names, b
teamwork and know each other better
game matrix indicating flow of OGs to
different game stations needs to be do

Plan Dirty
Games

Dirty 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, foo
condiments... etc. More intense and
therefore more exciting games that
pushes camp morale higher.

Plan Pool
Games

Games 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

SRC making use of floats, water guns,
water balloons etc. Swimming declara
forms are required for all campers.

Plan War
Games

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

Plan City Hunt

A 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 locatio

island-wide where OGs have to make
way there to complete tasks for points
The winners are determined based on
fast the race is completed and how we
the tasks are done.

Plan Sentosa
Games

One 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 beachfro

at the shallow end of the sea,
incorporating beach elements like the
sand and seawater to make the game
more exciting.

Plan Mystery
Night

Night 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 c

as part of the camp storyline and OGs
to solve the mystery by obtaining clue
from different stations.

Plan Secret
Pal

Encourage 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 pair

blindfolded and scattered around a
location patrolled by councillors and th
camp committee to ensure safety.
Councillors will help to facilitate the
conversation between the pair and wi
bring them through a series of station
games.

Plan Finale
Night

To 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

prize presentations are carried out in
finale party.

1.1.1.
2

Plan Points
and Awards
system

Create 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 cam
during mass games and station game
order to determine the best House an
best OG during finale night.

1.1.1.
3

Plan for
Accommodatio
n

A 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 numb

available rooms need to be verified be
booking.

Subtasks for 1.1.2 Budget Proposal

Subt
ask
No.

Name of Subtasks

1.1.2.
1

Budget
Proposal for
Dry Run

Objective

To come up with an estimated overall

cost breakdown for the Camp Dry Run,
allowing for better management of
available funds at hand

Description

Historic budget proposals from similar

camps in previous periods will be used
an initial estimate of the overall projec
cost structure. This is beneficial as it g
the project team an idea of areas whe
costs will be incurred and how much th
costs will be.

This initial budget proposal should the

refined by adjusting for the relevant
difference in camp size, scale and
programs. Due diligence will also be
performed by seeking out the cheapes
alternatives to fit the requirements fro
the camp.

A small buffer of around 8-10% will be

to accommodate for any cost overruns
1.1.2.
2

Budget
Proposal for
Actual Camp

To come up with an estimated overall

cost breakdown for the Actual Camp

Once the camp dry run is completed, t

will be more certainty in the costs that
be incurred for the actual camp, since
programs and structure of the dry run
actual camp are similar.

Using the budget proposal from the dr

run, minor changes will be made to ad
for the increase number of camp
participants, as well as any modificatio
in the programs that may be decided a
the completion of the dry run

Subtasks for 1.1.3 Proposal Review

Subta
sk
No.

Name of Subtasks

Objective

Description

1.1.3.1 Engin Club

Trial-by-Fire

Obtain 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 Gen
Secretary will systematically vet throu
the proposal with the executive camp
committee, raising questions or reque
for clarifications. Suggestions will be m
for any possible modifications.

1.1.3.2 Proposal
modifications

Refine project proposal according to the

suggestions and new perspectives gained
during the trial-by-fire exercise.

Possible suggestions and amendment

discussed with the respective committ
members in charge of the particular e
and relevant changes will be made to
proposal.

Subtasks for 1.1.4 Approval by OSA/OSHE

Subt

Name of Sub-

Objective

Description

ask
No.

tasks

1.1.4.
1

Approval from
OSA

To 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 OSA

1.1.4.
2

Approval from
OSHE

To 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.

To have the project proposal approved

comprehensive project proposal will b
prepared and submitted to the OSA
representative. Clarifications from the
representative will be promptly addres
and the programs/proposal will be alte
accordingly if deemed unsuitable by O
This will continue until final approval i
given.

Approval from OSHE will require two

separate documents to be prepared a
submitted, a safety management plan
denoting all possible safety issues tha
might happen while conducting the
activities, as well as a crisis managem
plan, that details all procedures that m
be followed by all event participants in
case of emergencies.

These two plans will be compiled throu

discussion with the main committee a
the programs team

Subtasks for 1.2.1 Contact Sourcing, 1.2.2 Negotiations and 1.2.3

Secure Sponsorships
Subt
ask
No.
1.2.1.
1&
1.2.1.
2

Name of Subtasks
Contact
Sourcing

Objective

Description

To reach out and consolidate sponsors who In order to secure sponsors, the first
are willing to supply finances or logistics
will be to source for contacts. This ca
for the event
done by consulting previous year's
organizers, sourcing from the student
union, or even directly through peers
online. Once a list of sponsors have b
compiled, the sponsorship committee
contact said sponsors through variou
channels (e-mail or phone) to begin
negotiations. Because companies
typically take longer times to respond
such requests, contact sourcing shou
be done concurrently with the propos
with a cutoff period of 3 weeks to 1
month (ie. if a sponsor fails to respon
time, it is taken that they are will not

10

provide sponsorship).
1.2.2.
1&
1.2.2.
2

Negotiations

To discuss sponsorship matters with

respective sponsors and settle on a
contract.

Once interested sponsors have replie

the next step is to enter negotiations
amounts (be it monetary or logistical
forth by the marketing committee ne
to be discussed beforehand with the
camp director and logistics committe
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
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. T
amounts requested should be based
historical information (as an indicator
how much the sponsor is able to
comfortably accommodate) and also
estimated participants for the camp.
rule, the amounts negotiated should
at least 5% greater than that estimat
so as to deal with any unexpected ex
in camp participants.
Because negotiations involve back an
forth between both parties, this proce
might take up to 1 month to finalize a
deal.

1.2.3.
1&
1.2.3.
2

Secure
Sponsorship

To carry out any current contractual

obligations that can be fulfilled

Once a deal or contract has been

established, the next step is to fulfill
contractual obligations on the part of
both parties. Typically, camp organize
bear the responsibility to facilitate th
transfer of funds, or the transport of
logistics. Bank account and transfer
details have to be prepared, and rele
equipment (eg. vehicles, storage box
driver, company address) have to be
arranged to transport sponsored item
Typical contractual obligations also
include budgeting a time slot during
camp for sponsors to come down and
publicity. Liaising with the sponsors a
establishing a POC is thus necessary.
This process can take varying times a
contractual obligations are often
completed over the entire project
duration.

Subtasks for 1.3.1 Publicity

11

Subt
ask
No.

Name of
Sub-tasks

Objective

1.3.1.
1

Engin 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.

Description

Committee will vet shirt designs

submitted by Publicity, selected des
may be iterated and submitted for
printing. Shirts will be distributed on
Run for councillors and committee.
Shirts for participants will be handed
on official start.

Logistics team will source for quotat

from at least three t-shirt printing
companies. The exco will review the
quotations and decide on the winnin
bid. The Logistics Team will liaise wi
the printing company and ensure th
timely delivery of the T-Shirts.

1.3.1.
2

Engin 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

Engin Club. Design of web page to b
vetted by exco before going live, b
facebook and engin camp website w
be maintained by Publicity committe

1.3.1.
2

Engin Camp
Publicity
Video
(Jan)

To draw favorable attention from

engineering students, potential
councilors and freshmen.

Publicity will develop screenplay, re

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
Twitter, and included in email blasts
Video will also be showcased during
Engin Day, and NUS Open House.

Engin Camp Publicity video is also p

of sponsorship contractual obligatio
The list of sponsors will be included
acknowledgements at the end of the
video.
1.3.1.
3

Engin 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

Publicity and Exco will be involved in

development of screenplay. The
publicity committee will collaborate
logistics and councillors in preproduction, filming and post produc

12

To differentiate Engin Camp from other

orientation camps
1.3.1.
4

Councillor
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 Logis
in production and distribution
(noticeboards)

Digital versions will be made availab

on Engin Camp webpage, Facebook
on Engin Club homepage.
1.3.1.
5

Councillor
Recruitment
Email
(Mid Jan)

To recruit councilors for execution of

Engin Camp

Design and distribution of recruitme

email by Publicity

To advertise Engin Camp and maintain

mindshare of the event among interested
students
1.3.1.
6

Engin Camp
Publicity
Booth on
Engin Day
(Early Feb)

Provides a physical location where

interested students can sign up as
councillors

Logistics and Publicity will team for

booth design and setup. Publicity fo
recruitment and showcase activities
Engin Camp

To showcase Engin Camp activities and

plans students, as well as to capture
attention of students who may miss prior
publicity efforts
1.3.1.
7

Freshmen
Recruitment
Pamphlet
Design (End
Feb)

To showcase and promote awareness of

the event among freshmen and for
inclusion in Recruitment email, website
and facebook page

Design of pamphlet by Publicity, wit

assistance from Logistics in product
and distribution (goodie bags during
Open House).

Publicity will also upload digital vers

of pamphlet to Engin Camp webpag
maintained by the committee
1.3.1.
8

Freshmen
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
House

Publicity and Logistics in collaborati

with Engin Club on booth design, se
and execution. Publicity will man the
booth, showcase activities of Engin
Camp, and garner signups from
freshmen

1.3.1.
9

Freshmen
Recruitment
Email

To showcase and promote Engin Camp

among Freshmen, as well as to capture
attention of students who may miss prior

Design and distribution of recruitme

email by Publicity

13

(End April)

publicity efforts

Subtasks for 1.3.2 Councillor Registration

Subt
ask
No.

Name of
Sub-tasks

Objective

Description

1.3.2.
1

Compilation
of Online
Registration
Forms

Collate registration forms collected, and

sort councillor candidates for ease of
interview and selection

Publicity committee will compile, an

candidates for interviews and select

1.3.2.
2

Interview
and
Selection of
Councillors

Choose suitable councillors among

applicants for successful implementation
of Engin Camp programs

Committees involved will schedule

interviews with candidates and delib
on selection of suitable individuals t
the role of councillors/facilitators of
Camp

1.3.2.
3

Councilors
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
requirements

Treasurer, with support from program

committee, will collect camp fees fro
councillors during first meeting with
confirmed councillors

1.3.2.
4

House and
OG
Groupings

Create 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. Ea

house to have 1 House Head, 3 OG e
with approximately 12 freshmen and
councillors.

Subtasks for 1.3.3 Freshmen Registration

Subt
ask
No.

Name of
Sub-tasks

Objective

Description

1.3.3.
1

Online
Registration
Forms

Collate registration forms, and to verify

number of camp participants

Publicity committee will compile, an

candidates for ease of

1.3.3.
2

Freshmen
Fee
Collection

Collection of Engin Camp fee, mainly to

secure commitment and attendance of
freshmen and also to supplement budget
requirements

Treasurer, with support from program

committee and councillors, will colle
camp fees from freshmen during
registration (Day 1) of Engin Camp

1.3.3.

House and

Create smaller groups within the camp

4 different Houses: E, N, G and R. Ea

14

OG
Groupings
for freshmen

for better interaction. Fosters House

spirit and sets the backdrop for
competitive House games.

house to have 3 OG each with

approximately 12 freshmen.

Subtasks for 1.4.1 and 1.5.1 Logistics

Subta
sk
No.

Name of
Sub-tasks

Objective

1.4.1.
1&
1.5.1.
1

Accommodati
on

1.4.1.
2&
1.5.1.
2

Venue

Engin Camp
provides all
participants with
accommodation
throughout the
camp, which
typically, is a
hall/residence in
NUS.
Venues 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.

Description

The EXCO will determine the number of freshmen, councillors

Committee members present at the Camp. The EXCO will also
determine the type of accommodation and the preferred choi
accommodation as there are more than one option available
NUS. The Logistics Team will approach the Halls/Residences in
to request for availability and quotations. The EXCO will make
final decision on which Hall/Residence to be used.

The Programs Team should communicate to the Logistics Tea

all the venues necessary for the execution of the Camp.

Tutorial rooms, lecture halls, etc.

For venues within the Faculty of Engineering (FoE), the Logist
Team is to approach the Technical Services Unit (TSU) to inqu
for availability and conduct booking for the necessary venues
Logistics Team will also be in charge of handling the keys to a
venues.

Sports facilities
The Logistics Team is to approach the Sports and Recreation
Centre to inquire the availability of sports facilities (sports ha
swimming pool, multipurpose court, etc.) and conduct bookin
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 studen
for NUS students.

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

Finale Night
The Logisitcs Team is to source for at least three quotations f

15

1.4.1.
3&
1.5.1.
3

Sourcing and
purchase of
food

Meals are provided

to all participants
of Engin Camp.

1.4.1.
4&
1.5.1.
4

Transportatio
n

Transportation 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.

1.4.1.
5&
1.5.1.
5

Games
logistics

Preparation of
tools and
equipment for all
activities of Engin
Camp is essential
to ensure the
smooth execution
of the camp.

1.4.1.
6&
1.5.1.
6

Goodie bags

Goodie bags are

typically given to
participants of
Engin Camp as
welcome gift.

rental of hall/ballroom as the venue for Finale Night. The EXC

the Programs Team and the Logistics Team will collectively
determine the best place to be chosen as the venue for Finale
Night.
The Logistics Team is to source for caterers and propose a me
plan for the Camp. The meal plan should include breakfast, lu
and dinner, and the price and caterer for each meal. Separat
meal plans should also be prepared to cater for Muslims and
vegetarians. The EXCO will inform the Logistics Team if there
any other dietary conditions to be taken into account after th
completion of councillors recruitment and freshmen recruitme
The EXCO will review and approve the meal plans prepared fo
camp. The Logistics Team will be in charge of ensuring the tim
delivery of food during the Camp Dry Run and the actual Cam
Transportation from Sentosa
The Camp typically provides participants with free transporta
from the Sentosa to NUS after the Sentosa Games. The Logis
Team to source for quotations for coach service from at least
transport providers. The EXCO will review and make the final
decision on the transport provider to be used.

Van for internal use

The 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
will review and choose the company to be used. The Logistics
Team is also in charge of sourcing for an eligible driver to driv
van during the Camp Dry Run and the actual Camp.
The Programs Team will communicate to the Logistics Team a
necessary tools and equipment necessary for the execution o
Camp Dry Run and the actual Camp. The Logistics Team will
source for the prices of all the necessary items from at least t
sellers. The EXCO will review and approve the purchase of all
items. The Logistics Team will then proceed to purchase and s
the tools and equipment. The Logistics Team is also in charge
timely delivery of the right items at the right venue.

The Marketing Team will source for sponsors who are willing t
contribute items such as stationery, food, etc. for the goodie
The Logistics Team will then collect the items from the sponso
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.

Subtasks for 1.4.2 and 1.5.2 Program Execution

Subta

Name of

Objective

Description

16

sk
No.
1.4.2.
1&
1.5.2.
1

1.4.2.
2&
1.5.2.
2

Sub-tasks
Execution of
programs

To ensure the
smooth execution
of all activities
planned for Engin
Camp.

Debrief and
review

To assess the
strengths and
weaknesses of the
programs
execution to allow
for improvement

The Programs Team, together with the assistance of the

councillors, will execute and carry out the camp and all plann
activities. This will include game activities such as mass gam
and war games, as well as the finale night held at the end of
camp. It is essential that these activities are carried out effici
to ensure the success of the camp, and to give the freshmen
orientation experience that they will never forget.
In order to deliver a good camp experience to the freshmen,
Programs Team will, together with the councillors, carry out a
debrief and review at the end of each camp day. Feedback
provided by the freshmen will be taken into account. The tea
can then seek to implement these suggestions and feedback
that activities on the next camp day can be carried out more
effectively and efficiently.

Subtasks for 1.4.3 and 1.5.3 After Action Review (AAR)

Subta
sk
No.
1.4.3.
1&
1.5.3.
1

Name of
Sub-tasks
Councillors
AAR

1.4.3.
2&
1.5.3.
2

Sub
committee
AAR

1.4.3.
3&
1.5.3.
3

Main
committee
AAR

Objective

Description

In order to facilitate meaningful discussions, the camp after a

review will be carried out in smaller groups based on individu
committees. Councillors constitute the largest group of camp
organizing team, and are directly involved in interactions with
freshmen. Thus their feedback and suggestions will help to m
the next camp a greater success.
Each individual committee such as the logistics committee an
the publicity committee will also carry out their own after act
review. Members of sub committees will provide feedback to
respective directors on the planning and execution of the diff
tasks and make suggestions on how each task can be improv
and carried out with greater efficiency. The respective directo
will keep a record of the feedbacks and suggestions.

The main committee, consisting of the camp director, vice ca

directors, committee directors as well as the secretary and
treasurer, will upon getting feedback from all other participan
the camp organizing team, carry out their own After Action
Review. The main aim of this task is to review the planning an
execution of the whole project. Even though the camp has
officially concluded, it is still important to harness the finding
that the camp in the following year can be a greater success
both the organizers and the freshmen.

17

Subtasks for 1.5.4 Contract Fulfilment

Subta
sk
No.
1.5.4.
1

Name of
Sub-tasks
Publicity
material

1.5.4.
2

Survey

1.5.4.
3

Sponsorship
talk

1.5.4.
4

Follow up
report

Objective

Description

Publicity material
includes any
medium used to
publicize Engin
Camp
Survey is used to
better reach out to
and understand
freshmen.

Publicity materials such as posters, brochures, website and

Facebook page are to display the sponsors' name and symbo
Sponsors who provide sufficiently huge sponsorship may also
have their name and symbol printed on the Camp t-shirt.

Sponsorship talk
provides sponsors
an avenue to
reach out to
students in person.
Follow up report
may be required
by some sponsors
as evidence of
contract fulfilment.

The Camp Committee can also allocate time for the sponsors
come and give talk to the participants if they wish to reach ou
the participants of Engin Camp.

The Camp Committee can also conduct survey on the Camp

participants on behalf of sponsors who wish to reach out and
more about the participants of Engin Camp.

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
Camp implements elements that encourage integration amon
participants from various nationality and cultural background
Hence, the Camp Committee has to produce a follow up repo
accompanied with photos at the end of the camp as evidence
the accomplishment of the mission.

18

3. Project Timeline
3.1 Gantt Chart
Below 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

19

Appendix
SAMPLE BUDGET PROPOSAL

PROJECTED CASH
OUTFLOW

Purpose

*Budget numbers are projected based on a camp size

of 260, inclusive of camp committee and councillors

Projected
Cost

Remarks

To include all program

logistics

Programs

$400

Food

$6,240

Based on an estimated
budget of $2.50/meal/person

Accommoda
tion

$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

Miscellaneou
s

$1,000

This includes all other

expected costs, including
transport rental, event
venue booking, fuel
expenditures etc.

Total

$12,430

PROJECTED CASH INFLOW

20

Purpose

Selling Price

Quantity

Total

Camp Fees
for
Freshmen

$65.00

150

$9,750.00

Camp Fees
for
Councillors

$40.00

60

$2,400.00

Sponsorship
s

$1,000.00

Total

$13,150.00

21