Lean Project Management for FIFA World Cup Event

This article discusses the implementation of lean project management for the FIFA World Cup event, including the voice of customers, critical to customer requirement, critical to quality requirement, and more. The article also covers the identification and elaboration of best practices and processes, such as PMBOK, PRINCE 2, Agile, and more.

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Contents
1. Project Background.............................................................................................................2
2. Voice of customers.............................................................................................................2
3. Critical to customer requirement........................................................................................6
4. Critical to quality requirement............................................................................................7
5. Implementation of the lean project management................................................................8
6. Identification and Elaboration............................................................................................9
7. Conclusion........................................................................................................................12
8. References.........................................................................................................................13

1. Project Background
The organization of the FIFA world cup event at an international level requires a
synchronised plan of the project activities so that the requirement of the guests, delegates, and
the stakeholders can be fulfilled effectively. The satisfaction level of the customers helps in
determining the success of the project. The consideration should be given on analysing the
requirement of the customers to develop requirement specification plan. The availability of
the right information at right time helps in improving the decision making capability of the
project manager. The quality of the event can be achieved by managing the effective
communication between the workers and employees. The coordination and cooperation are
the two major factors to complete the event successfully with respect to time and cost. In this
paper, we will focus on the organization of the FIFA world cup event by analysing the
requirement of the internal and external customers.
2. Voice of customers
The active participation of the internal and external customers helps in developing effective
requirement plan for the synchronisation of the project activities. The opinion, views,
required facilities and service, and others should be collected by arranging a data collection
methodology such as interview, questionnaire, focused group, database record of the previous
year events. The face to face conversation with the customers helps in analysing their real
need and required facilities and services from the event. The expectation of the customers
should be given privilege so that the project can be completed successfully. The customers
are categorised into two types which are classified as internal customers and external
customers. The internal customers focused on the process and procedures designed for
organizing the FIFA world cup event effectively. The communication plan should be
developed between the internal stakeholders of the project such as organizer, top executives,
event planner, board of council, designer, workers, and others. The external stakeholders
focused on the end services which they are provided on the day of event. The need and the
expectation of the customers, project sponsors, delegates, players, and others should be given
privilege so that they can be provided with the quality of service. The voice of customers
helps in analysing their requirement which they want in the effective deployment of the
event.

 Voice of Internal customers: The internal customers are comprised of organizer, top
executives, event planner, board of council, designer, workers, and others. The focus
on the flow of information between the participating units to complete the project
successfully. The organizer concentrates on synchronising the project activities
schedule and control for the implementation of the events effectively on the event.
The division of roles and responsibilities according to the talents and expertise of the
participating employees is the responsibility of top executives. They should
incorporate the key performance indicators for the successfully deployment of the
project plan. The Event manager is responsible for managing the communication
between the purchase manager and event designers so that the supply and demands of
the resources can be effectively manageable according to the requirement. The
investors and sponsors focuses on the planning process and procedures which are used
for organizing the event (Moujib and Aziz, 2017). The quality of service provided to
the end user is the major factor for the completion of the project successfully.
 Voice of external customers. The external customers focuses on the quality of service
which they receive during the event ceremony. The players and the delegates will
focus on the quality of living, food, transportation, sanitary which they receive. The
audience will look upon the food quality and price of the tickets. The lowest price
with good quality helps in increasing the level of satisfaction of the audience.
 Voice of Process: The development of the operational plan by deploying effective
communication and risks management plan helps in completing the project
successfully by satisfying the requirement of the member participants to its fullest.
The development of the critical path of the project activities helps in completing the
project without the scope of project delay and overrunning of cost.
The following table shows the description of the need and desire of the participant members
from the proposed project:
Category Description
Voice of internal Customers Communication plan
Synchronization of the project activities
Development of the project schedule
Key performance indicator
Managing duration of the time

Analysis of critical path
Voice of external customers Quality of food
Quality of lighting
Quality of accommodation
Quality of Services and product
Voice of Process Systematic synchronization of the project
activities
Implementation of the process and procedure
Risks analysis and mitigation strategy
Development of the critical path
Customers Requirement
The FIFA world cup event is an international level project which involves customers,
delegates, and players from all over the world having differences in the cultural background.
The needs and desires of the external customers will be different (Wilson, 2012). The
development of the requirement matrix helps in analysing the needs and desires of the
internal and external customers in the synchronised format. The detailed view of the
customers required can be evaluated from the requirement matrix given below:
Customer Need Desire Description
Internal Customer Synchronised plan
for the process
undertaken for
completing the
project
Trendy tools and
technologies for the
synchronization of
the project planning
activities
The internal
customers focuses on
analysing the work
flow and project
activity plan to
complete the project
successfully by
satisfying the
requirement of the
external customers
(McDonald,
Sundaram, Bravata,
Development of the
effective
communication
strategies by
deploying effective
communication tools
Process of felicitating
the delegates
Development of the
risks identification
Arrangement of the
playing units for the

and the mitigation
strategies
players Lewis, and Lin,
2013)
Development of the
quality checklist and
assurance of the end
product
Music and lighting
system
Development of the
procurement and
purchase
management plan
Facility of
temperature control
Development of the
job description and
schedule of the
employees
Availability of the
luxurious car and
hotels
Development of the
cost and budget for
the project
Good Quality food
and beverages
Arrangements of
lighting, food
catering, vehicles,
hotels for living, and
others
Arrangement of loud
speakers
External Customers Seating arrangement Bouquet The external
customers focus on
the end services
which they will
receive on the day of
event (Rauber, 2014).
Hotel AC
Food High quality food
Sanitary facilities High quality hotel
Playing units Music System
Sports uniform
Sport shoes
Transportation
facility

3. Critical to customer requirement
The different procedures are used for collecting the information which helps in developing
the effective requirement plan. The arrangement of interview helps in establishing face to
face communication to analyse the requirement of the top executives, board of councils, and
other delegates. The demonstration of the focused groups helps in developing the schedules
of events activities which took place at the day of event. The analysis of the questionnaire
report looks upon the gaps and future improvement plan for the organization of the event
procedures and processes. The critical analysis of the member participants results in
improving the decision making process and procedures laid down by the project manager for
synchronizing the event activities. The critical requirements of the customers are highlighted
below in the table:
Requirement Description
Organization of the sequence of event The pre-planning of the event sequence helps
in successfully deploying the event ceremony
Arrangement at the Event place The venue place of the event should be
booked before the day of event so that the
lighting, food and catering, music, and sports
arrangement facilities quality can be checked
before the implementation of the FIFA world
cup at an international level (Kharaiweish,
2013).
Customer enquiry system The enquiry facilities about the event should
be arranged for the audience so that they can
schedule their arrival accordingly.
Seating arrangement The good quality seating arrangement should
be provided to the audience and delegates so
that they can enjoy the deliverables of the
event effectively.
Budget planning The planning of the budget should be done so
that the overrunning of the project cost can
be avoided (Mansfield community, 2013)

Event Monitoring The monitoring of the event activities helps
in completing the project effectively
Setting of priorities The priority of the project scheduling
activities should be set according to the
critical path so that the delay in the project
completion should be avoided (Lindh, 2012)
4. Critical to quality requirement
The quality is the major factor for the completion of the project successfully because the level
of satisfaction of the participants can be enhanced by providing good quality facilities and
services to the external customers (Monnappa, 2017). The checklist parameters and the key
performance indicators should be evaluated for analysing the level of success achieved in
deploying the FIFA world cup international event.
Quality Standards Explanation
Privilege to the customer requirement The voice of the internal and external
customers should be analysed for developing
the design of the customer requirement plan
Managerial Control The management of the project activities
helps in completing the project with
approved quality
Coordination and cooperation among the
member participants
The organization of the effective job
description role of the active participants
results in the completion of the project
activities within time and budget
Process The quality standards and key performance
indicators should be used for analysing the
level of success achieved by the deployed
process
Resource management The availability and the quality of the
resources should be given privilege (Karim,

and Nekoufar, 2010)
Change and issue log The log table should be developed for
managing the change and issues of the event
requirement
5. Implementation of the lean project management
The development of the lean project management should be designed for the successful
implementation of the FIFA world cup international event (Karim and Nekoufar, 2010). The
lean project management is comprised of following phases:
Particulars Lean project management process
Voice of customers The analysis of the voice of customers helps
in synchronising the business activities
effectively. The scheduling of time and
required resources helps in managing the
project activities control
Budget control The project activities should be allocated
with the required activities so that
overrunning of the event can be avoided and
it can be completed under budget
(Passenheim, 2015)
Time control The analysis of the critical path of the project
activities schedule helps in setting priorities
so that the project can be effectively
completed within the required time
Quality of service The quality of the resources and services
provided to the customers should be given
privilege
Value Requirement The quality matrix should be prepared for
analysing the value aided requirement and
the non-value aided requirement of the

project
Resource management The resources should be managed on time
according to the requirement of the project
6. Identification and Elaboration
Best Practice Processes Elaboration Description
PMBOK Work Breakdown
Structure
Project Schedule
Critical Path
Priorities of project
activities (Firesmith,
2013)
The PMBOK is
highly efficient in
analysing the
requirement of the
resources, cost
development and
analysis plan, setting
of organization
structure, division of
roles and
reponsibilities, and
others (Ballard, and
Howell, 2013)
The systematic
arrangement of
project schedule
helps in analysing
the critical factor of
the project. The
implementation of
the PMBOK helps in
identifying the
project integration
management process,
project scope
management, Project
time management,
cost management,
Quality management,
human resource
management,
communication
management, risks
management, and
procurement
management
PRINCE 2 Prince 2
methodology is
composed of project
The preparation of
the log book and
analysis of risk
Role and
responsibilities helps
in identifying the

initiation, direction,
setting of control
policies, setting
priorities, and closing
of project
management distribution of end
product. The
implementation of
the PRINCE 2
project management
methodologies is
used for developing
the business case,
organization
structure, quality
management plan,
risks analysis, change
management process,
and progress
management plan
Office Public
Management
Negotiation process
is the important
process for
completing the
project under budget
It helps in improving
the decision making
capability of the
project manager
It helps in providing
the quality of service
under budget by
managing the
coordination among
different units. The
implementation of
the office public
management is
capable of providing
project governance
plan, transparency
schedule, reusability,
project delivery, and
traceability
Agile The agile
methodology helps in
incorporating the
changes required in
It helps in improving
the decision making
capability of the
project manager. The
It helps in improving
the level of
satisfaction of the
customers because

the implementation
plan of the project
resources used in
completing the
project can be
minimised by
increasing the
flexibility of the
operational plan. The
turnaround time of
working process can
be reduced. The
framework of the
process can be
changed according to
the requirement plan
of the project
stakeholder. The
control policies of
the operational plan
can be optimized for
managing the need
and desire of the
customers.
the required changes
can be effectively
managed in the
project life cycle to
get the desired result
at the end. The
implementation of
the agile
methodology is based
on principle like
satisfaction of
customers, analysis
of competitive
advantage, increasing
the product and
services, stakeholder
management plan,
team work,
scheduling of
meeting, and
simplicity. The
process can be
rapidly implemented
for approaching the
required services.
Lean Six Sigma
principles
The analysis of the
previous records of
the events helps in
minimizing the gaps
and issues which are
associated with the
failure of the project
The wastage of the
resource utilization
can be minimised
which helps in
improving the
efficiency of the
project. The
implementation of
the lean six sigma
The implementation
of the DMAIC
principles helps in
defining the customer
requirement,
methods, analysis,
improvement, and
control for effective
deployment of the

policies within the
working curriculum
of the enterprise
helps in completing
the process within
shorter duration of
time. The
visualization of the
product delivery
system can be
enhanced by
managing the
customer
requirement.
project plan. The
methodology of
DMAIC principles
works in the
development and
organization of the
FIFO world cup by
defining the need and
desire of the
customer
requirement,
measuring the
efficiency and
effectiveness of the
current processes,
evaluating the
success and failure of
the operational plan,
implementing change
management plan for
improvement, and
maintaining the
operational plan for
change management
7. Conclusion
The FIFA world cup event can be successfully implemented by using the lean six sigma
principles and methodologies by managing the roles and responsibilities among the
participant members. The priority of the project scheduling activities should be set according
to the critical path so that the delay in the project completion should be avoided. The
visualization of the product delivery system can be enhanced by managing the customer

requirement. The control policies of the operational plan can be optimized for managing the
need and desire of the customers.
8. References
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building research and information, 31(2). Retrieved from
https://people.eecs.ku.edu/~hossein/811/Papers/lean-proj-mgmt.pdf
Firesmith, D. (2013). Quality Requirement checklists. Journal of object technology, 5(5).
Retrieved from http://www.jot.fm/issues/issue_2005_11/column4.pdf
Karim, A., and Nekoufar, S. (2010). Lean Project Management. Retrieved from
http://projectmanager.com.au/wp-content/uploads/2011/03/LeanPM_Saviz-
Nekoufar.pdf
Kharaiweish, M. (2013). Project Monitoring and control measures. International Journal of
computer science and information technology, 5(5). Retrieved from
http://airccse.org/journal/jcsit/5513ijcsit03.pdf
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need for personal meetings. 1st ed. [ebook]. Retrieved from
https://www.impgroup.org/uploads/papers/6732.pdf
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from
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t_Management_Manual.sflb.ashx
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
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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
Moujib and Aziz. (2017). Lean Project management. 1st ebook. Retrieved from
https://www.pmi.org/learning/library/lean-project-management-7364

Passenheim, O. (2015). Project Management. 1st ed. [ebook]. Retrieved from
http://home.hit.no/~hansha/documents/theses/projectmanagement.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
Wilson, D. (2012). Project Governance. Retrieved from
http://www.masterresearch.com.au/downloads/pdfs/Project_Governance_V2.pdf