Implementing Lean Project Management for Successful Event Organization: A Study on FIFA World Cup

This study focuses on implementing lean project management for successful event organization of FIFA World Cup. It includes voice of customers, critical to customer and quality requirements, areas for implementing project management methodologies like PMBOK, PRINCE 2, OPM, AGILE, and LEAN SIX SIGMA principles.

Project Management

Contents
Project Overview........................................................................................................................2
Voice of Customers....................................................................................................................2
Critical to customer requirement................................................................................................2
Critical to quality requirement...................................................................................................4
Implementation of the lean project management.......................................................................6
Areas for implementing project management methodologies...................................................7
PMBOK..................................................................................................................................7
PRINCE 2...............................................................................................................................7
OPM.......................................................................................................................................8
AGILE....................................................................................................................................9
LEAN SIX SIGMA Principles...............................................................................................9
Conclusion:..............................................................................................................................10
References................................................................................................................................10

Project Overview
The project is going to be designed for analysing the customer requirement associated with
the deployment and organization of the program for FIFA world cup at an international level.
The coordination and quality efforts are required for analysing the requirement of the
customer so that the project can be successfully implemented by satisfying the needs of the
internal and external stakeholders.
Voice of Customers
The event organization and processes undertaken for implementation can be effectively
improved by giving emphasis on retrieving the information regarding the requirement of the
internal and external customers. The evaluation of the customer expectation helps in setting
the quality standards for the completion of the project successfully (Singh, and Lano, 2015).
It helps in managing the requirement resources, material, and synchronisation of the process
event. The systematic organization of the data collection procedures helps in highlighting the
expectations and demand with the FIFA world cup event. The level of satisfaction of the
stakeholders can be improved by implementing the data collection strategies for evaluating
the need and desire, setting priorities to the risks and conflicts associated with the
organization of the event, ensuring the innovation in the program, developing documentation,
report, and quality checklist for the projects, and others. The capabilities of the internal
stakeholders to give effective results and improved performance can be enhanced by
recognising the requirement of them from the undertaken process and procedures (Pawar, and
Mahajan, 2017). The satisfaction of the external customers can be achieved by meeting the
quality standards designed for the project.
Critical to customer requirement
The implementation of the successful event requires the evaluation of the internal and
external customers need and satisfaction to get effective results. The critical evaluation of the
internal and external stakeholders in summarised below in the table:
Categories Types Description
Internal Stakeholders Event Director Proposal of FIFA world cup

Estimation of time
Estimation of cost
Project Head Development of
Organization Hierarchy
Organization of project
requirement
Health relationship with
project sponsors and trustees
Procurement manager Development of the resource
list (Morais, and Sousa,
2015)
Development of the
purchasing item list
Effective deployment of
communication
Sending documentation to
the project manager
Project Planner Planning and scheduling of
the event activities
Knowledge of project
duration
Knowledge of estimated cost
Knowledge of gaps in the
previous event management
Project Manager Receiving project schedule

from the planner
Reviewing of the project
schedule
Approval of the project
schedule
Communication with the
board of directors and project
head
Project analyst Managing information
regarding failure and success
factors of the previous events
Managing information
regarding risks and issues
associated with the project
Event Coordinator Knowledge of customer
requirement
Knowledge of project plan
and working activities
Development of
communication strategy to
manage the flow of
information
Board of Directors Reviewing the project
activities
Required innovation in the
organization of the event
(Niranjan, 2014)

Employees Process and procedures
Grievance handling program
Availability of resources
Communication tools and
strategy
Company rules and
legislation
External Stakeholders Local Government Profit earned by the event
organization
Financial funding for the
project
Sponsors Approval of the project
schedule
Approval of financial funds
Trustees Approval of the financial
funds
Customers Quality of service
Customer service support
Seating and food requirement
Consultant Required innovation for the
project
Development of innovative
strategies for the project plan
(Moujib and Aziz, 2017)
Delegates Quality of Service
International Players Quality of service
Living standards

Food quality
Uniform
Practice equipment
Media Partners TRP
Program promotion
Critical to quality requirement
The checklist should be prepared by analysing the internal and external customer requirement
for setting the quality standard to retrieve the quality of service to the end users. The quality
standards help in measuring the success and failure of the project (Saeed, and at.el., 2013).
The setting of the quality control helps in meeting the project requirement raised by the
stakeholders. The following table shows the quality standards and control to get quality of
service from the proposed project.
Requirement Quality Standards Quality Control
Time Estimation Setting of time duration for
the activities. The start and
finish date should be set
Setting of critical path of the
project schedule
Cost Estimation Setting of cost by analysing
market price
Analysis of market price
variation report
Service Setting standards for the
services and facilities
Setting cost and time for the
services retrieved by the
customers
Scope Management plan Develop standards for
initializing in-scope activities
and out-of-scope activities
Division of requirement in
setting in-scope and out-of-
scope activities
Procurement management
plan
Development of requirement
plan for the quality of the
resources
Availability of resources
should be according to the
requirement plan of the
customers
Statement of work Division of role and
responsibilities to specify the
job description of the
Approval of the work
statement from the
stakeholders

stakeholders
Project Schedule Division of project phases
and sub-activities of the
schedule
Time and cost of the project
schedule should be according
to the project requirement
Division of role and
responsibilities
Initialization of role and
responsibilities
Authorities should be
provided for the required task
to be done
Resource management plan Development of resources
requirement plan
Management plan for the
resource availability to meet
supply and demand of
resources
Development of risk
management plan
Setting analysis of risks
identification and mitigation
plan
Risk analysis and allocation
to resolve them effectively
Development of quality
control
Setting of quality plan Setting of control and
authorities
Managing quality of
equipment
Setting quality standards for
the resources used in the
development of the FIFA
world cup event
Management plan for the
resource availability to meet
supply and demand of
resources
Managing quality of sound
system
Setting standard for the
sound system
Noise pollution can be
effectively controlled
Safe Drinking water Setting TDS for the quality
of the water safe for drinking
Availability of safe drinking
water
Food Setting quality standard for
the food consumed at the day
of event
Quality of vegetable and
spices to get desired food
Uniform Pattern design of the country
logo should be followed on
uniform
Logo should be according to
the country
Seats estimation Number of seats is equal to
number of customers
Number of customers should
not be more than the
availability of seats
Customer Service support 24 * 7 hours customer Request and response can be

service support should be
provided
effectively managed
Facilities of temperature
control
Setting standard temperature
of the AC, Fan, and cooler
Temperature control methods
Facilities of refreshment Availability of refreshment
on demand of the customers
Quality of Refreshment
Implementation of the lean project management
The roadmap should be developed for the implementation of the lean project management.
The focus should be given on managing the vision of the project, defining the processes for
the project management, collecting required information and data, managing the visualization
of organization hierarchy, identifying the process schedule, managing the cause effect of the
quality measurement, selecting the feasibility solution, improving the design plan according
to the requirement of the internal and external customers, summarising result of the feedback,
and updating the control structure, and others. The methodologies used for measuring the
performance of the project. The implementation of the lean project management is focused
below:
 Evaluation of the vision, value, and process required for implementing the FIFA
world cup
 Setting standards and synchronised the flow of project activities by mapping the
requirement and expectation of the customers according to the project need (Rauber,
2014)
 The capabilities of man power should be estimated according to the requirement of
the project plan
 Output of the process used for arranging the international should be forecasted
 Indulge changes in the organization structure to get required result and completing the
project successfully
 Deployment of monitoring and control procedures for gaining continuous
improvement in the operational plan of the event
The process of lean project management methodology is composed of five process which are
classified in the table below:

Process Description
Project Definition Development of the project vision and
mission of the project
Developing processes for achieving the event
success
Project Measures The data collected from different sources
helps in measuring the requirement of the
project. The planning of the project activities
helps in estimating the scheduled date
according to the time required for completing
the project (Ownes, 2010).
Project Analysis The documentation should be prepared for
evaluating the quality standard sets for the
successful completion of the FIFA world cup
event
Project improvement The feasibility of the undertaken process
should be tested for developing the
continuous improvement plan for the project
Project Control The performance of the stakeholders should
be measured
Communication strategy and tools should be
implemented for controlling the operational
plan of the event
Areas for implementing project management methodologies
PMBOK
The project management body of knowledge is deployed for completing the project
successfully. It divides the project into five phases which helps in developing the effective
project schedule. It helps in analysing the requirement of the internal and external

stakeholders to accomplish the given task comfortably. The processes of PMBOK are
followed for managing the successful synchronisation of event:
 Initialization of the project: The organization of the interviews and questionnaire
helps in revealing the project requirement in the systematic manner. The planning of
the event is based on the requirement specification plan developed by arranging
meetings with the board of directors.
 Planning process: The development of statement of work and scope management plan
helps in completing the event successfully. The authorities and controls should be
provided to the employees according to the assigned tasks. The planning of the project
activities helps in estimating the scheduled date according to the time required for
completing the project.
 Execution process: The project plan helps in defining the procedures laid down for
executing the sequence of event within the given time frame. The training and
development program should be arranged for the participants so that they can sharpen
their skills accordingly and provides the 100% output of the project plan (Otieno,
2014).
 Project monitoring process: The procedures and process should be designed which
emphasis on analysing the performance of the project. It helps in developing the
improvement procedures to meet the required quality standard of the project.
 Closing process: The parameters of quality should be met after the completion of the
project to satisfy the requirement of the customers completely.
Elaboration:
The efficiency of the project deliverables depends upon the process applied to different
knowledge areas which are categorised as development of the scope, time, cost, statement of
work, procurement, resources, and communication.
PRINCE 2
The PRINCE 2 methodology is used to follow the pre-requirement of the project according to
the need and desire of the internal and external customers. The processes and methodologies
of the PRINCE 2 are:

 Start-up process: The start-up of the project depends upon the requirement raised by
the internal and external customers in the development of FIFA world cup event.
 Initialization process: The process of initialization is used to measure risks associated
with the project proactively. The communication strategy should be followed for
achieving the quality of the event.
 Direction: the development of the project plan helps in providing direction to the
project activities for synchronising the project plan accordingly.
 Controlling: The development of project framework and work breakdown structure
helps in analysing the gaps and flaws in the project process.
 Project Boundaries: The project should be completed within the allocated time, cost,
and authorities.
 Delivery: The project should be delivered on time and within the cost. The level of
satisfaction of the customers should be evaluated for measuring the success and
failure of the project.
 Closing: The successful project can be completed by managing the complexities and
grievances of the employees proactively.
Elaboration:
The prince 2 helps in synchronising the project activities to give effective direction to the
project plan. The development of project framework and work breakdown structure helps in
analysing the gaps and flaws in the project process. It helps in resolving the complexities and
risks associated with the project at an early stage.
OPM
The organization project management procedures should be laid down for completing the
project successfully within the given period of time (Mansfield community, 2013). The
processes which are defined in the OPM methodology are:
 Governance: The project should be governed by the requirement and need posted by
the internal and external stakeholders.
 Transparency: The process and procedures should be clearly defined for managing the
flow between the member participants.
 Reusability: The procedures and process laid down by the project should be reused
according to the requirement of the project (McDonald, and at.el., 2013).

 Delivery: The project should be delivered on time and cost for successful completion
of the project
 Traceability: The gaps and flaws of the project working structure should be traced in
developing the working schedule of the project (Obrutsky, 2016).
Elaboration:
The Organization structure and hierarchy can be effectively developed by deploying the OPM
methodology which helps in managing the effective communication between the internal and
external participants.
AGILE
The AGILE project methodology is deployed for managing the requirement according to the
changes in the market trends and technologies. The iteration process should be followed to
know actual requirement of the project.
 Planning: The planning of the project depends on the customer participation in the
event organization plan. The quality of service can be achieved by managing the
iteration regularly with the clients and customers (Hoven, Michae, Varnes, and
Goffin, 2013).
 Communication: The communication strategy and tools should be deployed for
managing the flow of information between the member participants.
 Testing: The completed task should be tested regularly for improvement so that the
customer requirement can be effectively satisfied.
 Delivery: The implementation of the event on the scheduled date successfully
 Change: The change management plan should be deployed improving the project
process systematically.
Elaboration:
The process of agile methodology is used for managing the customer requirement by
deploying the iteration procedures simultaneously after fixed interval of time so that the
required changes and demand can be given preference (Griffin and Hauser, 2013). The
periodic changes in the project plan helps in completing the project successfully within the
given specified time and cost. The organization of the project activities by consulting with the
stakeholders helps in bringing efficiency in the project schedule.

LEAN SIX SIGMA Principles
The lean six sigma project methodology is deployed for completing the project with 99.99%
of accuracy (Monnappa, 2017). It focuses on the evaluation of the vision, value, and process
required for implementing the FIFA world cup. The processes which are designed for the
implementation of the lean six sigma methodology are as follows:
 Define: The clear vision, objectives, goal, and process should be defined to the
members of the project plan (Faust, 2014). The clarity in the goal helps in developing
the effective schedule which satisfies the demand of the requirement specification
plan.
 Measure: The success and failure of the project depends upon the methodologies used
for collecting the data and information from qualitative and quantitative methods. The
data collected from different sources helps in measuring the requirement of the project
 Analyse: The data collected from different sources should be analysed for evaluating
the success and failure criteria of the project. The documentation should be prepared
for evaluating the quality standard sets for the successful completion of the FIFA
world cup event
 Improve: The periodic arrangement of meetings with the stakeholders helps in
analysing the future requirement and demand for bringing required changes in the
project plan. It helps in developing the continuous improvement plan of the project
(McClinton, 2014).
 Control: The control procedures should be laid down to meet the quality standards of
the project.
Elaboration:
The Lean six sigma project methodologies helps in completing the project efficiently by
meeting all the requirements of the project. The success criteria of the project can be meet by
deploying the improvement plan for the project activities. The clear organization of the
project goal results in the successful completion of the event on the scheduled date.
Conclusion:
The parameters and success criteria of the project methodologies helps in measuring the
success and failure of the project. The lean six sigma principles are the most acceptable
project methodology because it helps in completing the project successfully and with

accuracy of 100% approx. The communication strategy should be followed for achieving the
quality of the event. The development of project framework and work breakdown structure
helps in analysing the gaps and flaws in the project process. The organization of the project
activities by consulting with the stakeholders helps in bringing efficiency in the project
schedule.
References
Faust, J. (2014). Increase efficiency using Six sigma methodologies. 1st ebook. Retrieved from
https://pdfs.semanticscholar.org/dfac/bfb4468db33b68ecf3710cd3e2c64e6926ae.pdf
Griffin, A., and Hauser, J. (2013). The Voice of the customers. Retrieved from
http://product.design.umn.edu/courses/pdes2701/documents/5701papers/
05evaluation/griffin93.pdf
Hoven, C., Michae, A., Varnes, C., and Goffin, K. (2013). Giving the customer voice: A
Study of market research method. International conference on product development
management. Retrieved from
http://openarchive.cbs.dk/bitstream/handle/10398/8747/Adela_Michea.pdf?
sequence=1
Mansfield Community. (2013). Introduction to project management. 1st ed. Ebook. Retrieved
from
http://www.mansfield.vic.gov.au/Libraries/Community_Development/Intro_to_Projec
t_Management_Manual.sflb.ashx
McClinton, P. (2014). A project management methodologies: A review of the Literature. 1st
ebook. Retrieved from
http://www.academia.edu/7055300/Project_Management_Methodologies_A_Review
_of_the_Literature
McDonald, K., Sundaram, V., Bravata, D., Lewis, R., and Lin, N. (2013). Closing the quality
gap: A critical analysis of quality improvement strategies. Journal of object
technology, 7(9). Retrieved from https://www.ncbi.nlm.nih.gov/books/NBK44015/

Monnappa. (2017). Project scope management: What it is and why it is important. 1st ed.
[ebook]. Retrieved from https://www.simplilearn.com/project-scope-management-
importance-rar89-article
Morais, V., and Sousa, S. (2015). Implementation of a lean six sigma project in a production
line. 1st ebook. Retrieved from
http://www.iaeng.org/publication/WCE2015/WCE2015_pp847-852.pdf
Moujib and Aziz. (2017). Lean Project management. 1st ebook. Retrieved from
https://www.pmi.org/learning/library/lean-project-management-7364
Niranjan, M. (2014). Approaching and managing delivery of a project using project
management methodologies. 1st ebook. Retrieved from
http://ipublishing.co.in/ajmrvol1no1/volfive/EIJMRS5222.pdf
Obrutsky, S. (2016). Comparison and contrast of project management methodologies
PMBOK and Scrum. 1st ebook. Retrieved from
https://www.researchgate.net/publication/305969672_Comparison_and_contrast_of_p
roject_management_methodologies_PMBOK_and_SCRUM
Otieno, F. (2014). The role of monitoring and evaluation in projects. 1st ed. [ebook].
Retrieved from https://www.irbnet.de/daten/iconda/CIB8942.pdf
Owens, J. (2010). Risk management. Retrieved from
http://agile.csc.ncsu.edu/SEMaterials/RiskManagement.pdf
Pawar, R., and Mahajan, K. (2017). Benefits and issues in managing project by PRINCE 2
methodology. International journal of advanced research in computer science and
software engineering, 7(3). Retrieved from
http://ijarcsse.com/Before_August_2017/docs/papers/Volume_7/3_March2017/V7I3-
0134.pdf
Rauber, J. (2014). A Critical analysis of quality management. 1st ebook. Retrieved from
http://www.ijmp.jor.br/index.php/ijmp/article/view/121/379
Saeed, R., Lodhi, R., Munir, J., Riaz, S., Dustgeer, F., and Sami, A. (2013). The Impact of
voice of customers on new product development. International journal of world

Science, 24(9), pp. 1255-1260. Retrieved from
https://pdfs.semanticscholar.org/a7bc/9f0c4ea9c7bda5b648e25550938c58ccfb09.pdf
Singh, R., and Lano, K. (2015). Literature survey of previous research work in models and
methodologies of Project management. International journal of advanced research in
computer science and application, 5(9). Retrieved from
http://ijarcsse.com/Before_August_2017/docs/papers/Volume_7/3_March2017/V7I3-
0134.pdf