Project Management for Olympic Winter Games 2018 in Pyeongchang

This project management plan outlines the resourcing, budget, scope, risk management, stakeholder engagement, and communication plan for the Olympic Winter Games 2018 in Pyeongchang. The plan includes a Gantt chart and a SWOT analysis.

Running head: PROJECT MANAGEMENT
Project Management
Name of the Student
Name of the University
Lecturer’s Name

1PROJECT MANAGEMENT
Table of Contents
1. Project background.................................................................................................................2
2. Project charter........................................................................................................................2
3. Project deliverables................................................................................................................5
4. Approved budget....................................................................................................................5
5. Project scope..........................................................................................................................6
6. Risk management and minimization plan..............................................................................6
Strengths.................................................................................................................................6
Weakness................................................................................................................................7
Opportunities..........................................................................................................................7
Threats....................................................................................................................................7
7. Resourcing plan......................................................................................................................7
8. Stakeholder engagement and communication plan................................................................8
9. Project Plan and Gantt chart...................................................................................................9
10. Communications management plan...................................................................................11
11. Specification details...........................................................................................................12
12. Managing scope creep and variations................................................................................13
13. Customer management issues............................................................................................14
14. Project Close......................................................................................................................14
15. References..........................................................................................................................15
1. Project background

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Pyeongchang was selected to host the 123rd IOC Session in the city Durban in the
year 2011. Pyeongchang earned the majority of votes in the first round of voting. It is the
third Asian city to host Winter Games, the other two were hosted in Sapporo and Nagano in
Japan. The Winter Game organised hundred and two events in fifteen sports. The mixed
doubles curling, big air snowboarding, mixed team alpine skiing were also the Olympic
Winter Game event. Around 3000 athletes from around 90 NOCs took part in the event.
2. Project charter
Background
The Olympic Winter Game 2018 was organised in Pyeongchang. 3000 athletes took part in
the competition from around 90 NOCs. Alpine Skiing, Ice Hockey, Freestyle Skiing,
Skeleton, Speed Skating, Snowboard, Luge, Bobsleigh, Biathlon, Cross-Country Skiing and
Curling are some of the events organised in the Olympic Winter Game. The project manager
has been given the responsibility to organise the entire event. He will also prepare the cost
estimation plan for the project. He will organise the opening ceremony of the Winter Olympic
Winter Game. The events broadcasting as well as the marketing will be conducted with the aid
of Olympics Committee of South Korea.
Objectives
 To prepare the project plan so that the events occur sequentially within given schedule
 To prepare a project plan so the events can be carried out securely and efficiently
 To prepare a project plan so that the budget required for the project can be pre-
estimated

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Scope
The project manager is responsible for conducting the Olympic Winter game at South
Korea. The project manager will organise all the events of the Olympic Winter Games. The
Olympic Committee of South Korea appoints the project manager. He will take care of the
events. He will prepare the budget for the entire project. The project plan will assist to analyse
any risks associated with the project. The project manager can be able to mitigate the risks
associated with the Olympic event. The project manager will make appropriate arrangements
for venue selection. The Alpensia Ski Jumping Centre, Alpensia Sliding Centre, Phoenix
Snowpark, Jeongseon Alpine Centre is the Pyeongchang mountain cluster where the sports
events will be organised.
Key Stakeholders
Resource Name Type Max. Units Std. Rate
Pyeongchang Organising Committee Director Work 100% $35.00/hr
Pyeongchang Organising Committee Sponsor Work 100% $25.00/hr
International Olympic Committee Work 100% $45.00/hr
Pyeongchang Organising Committee Law
Officer Work 100% $25.00/hr
Pyeongchang Organising Committee Media
Officer Work 100% $25.00/hr
Pyeongchang Organising Committee
Supervisor Work 100% $25.00/hr
Pyeongchang Organising Committee
Intermediary Work 100% $25.00/hr
Pyeongchang Organising Committee Medical
Team Work 100% $25.00/hr
Project Manager Work 100% $30.00/hr

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Project Milestones
Task Name Start
Olympic Games 2018 Tue 24-04-18
Milestone 1: Completion of Bidding and Election Mon 21-05-18
Milestone 2: Completion of Documentation and Approval Mon 16-07-18
Milestone 3: Completion of Meeting Mon 13-08-18
Milestone 4: Completion of Sending Invitation Mon 03-09-18
Milestone 5: Completion of Venue Selection Mon 24-09-18
Milestone 6: Completion of Arranging Tickets, Marketing and
Broadcasting and Doping Test Mon 15-10-18
Milestone 7: Completion of Organising Sports and Events Mon 11-03-19
Milestone 8: Completion of Project Tue 30-04-19
Project Budget
Task Name Cost
Olympic Games 2018 $112,000.00
Bidding and Election for Olympic Winter Games 2018 $7,200.00
Documentation and Approval $13,600.00
Meeting $10,400.00
Sending Invitation to the NOCS $6,000.00
Venue Selection $27,000.00
Pyeongchang $15,000.00
Gangneung $12,000.00
Arranging Ticketing System $3,000.00
Marketing and Broadcasting $6,000.00
Doping Test $3,000.00
Organising Sports and Events $24,600.00
Project Closure $11,200.00
Approval Signatures
[Name], Project Client [Name], Project Sponsor [Name], Project
Manager

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3. Project deliverables
Pyeongchang has been chosen for hosting the Olympic game 2018 at the Bidding and
Election Program. Pyeongchang Organising Committee Director will sign the papers, he will
also sign the safety measures adaptation certificate. After that project manager will conduct
the meeting and will allocate the stakeholders for the project. Pyeongchang Organising
Committee will send an invitation to the NOCS. The invitation will be sent through email and
letters. The venue has been selected for hosting the 102 events. In Pyeongchang, Alpensia Ski
Jumping Stadium, Alpensia Biathlon Centre, Alpensia Cross-Country Skiing Centre,
Yongpyong Alpine Centre and Alpensia Sliding Centre have been chosen for hosting the
Olympic outdoor games while Gangneung has been chosen for hosting the Olympic indoor
events. Gangneung Hockey Centre, Gangneung Curling Centre, Gangneung Oval and
Kwandong Hockey Centre have been chosen in Gangneung. The project manager will
arrange the ticketing services. The sports and events will be organised for around 3 weeks.
The opening ceremony program, event finals, exhibition gala, distribution of medals, and the
closing ceremony of the Olympic Game will be carried out within 3 weeks. Pyeongchang
Organising Committee Media Officer will handle all the marketing and broadcasting
activities. This is the project plan, and the project will be continued only after the approval
from the Pyeongchang Organising Committee Director’s end.
4. Approved budget
The overall budget for the project is $112,000. The bidding and the election will take
$7200. The documentation and approval will take $13,600. It will take $6000 to send an
invitation to NOCs. It will take around $27000 to select the venue. For organising sports and
events, the Director will have to spend $24,600.

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5. Project scope
The project manager has been appointed by the Pyeongchang Organising Committee
Director to prepare a project plan and based on the project plan; the stakeholders will carry
out the Olympic event activities. The Project manager will manage all the stakeholders, will
monitor the event activities, he will manage the event schedule. He will also manage the
spectators present. He is responsible for mitigating the risks associated with the project and
will take the critical decisions for the betterment of the event. The Pyeongchang Organising
Committee Director can acknowledge all the details by looking at the project charter. The
project cheater will contain the schedule plan, the project budget and the project stakeholders’
list. The stakeholders can know the schedule this will help them to complete the task within
the given timeframe. The Pyeongchang Organising Committee Director can stay assure that
project will be cost-effective as he can be able to know the budget plan much earlier and can
make appropriate measures. The project manager and the Pyeongchang Organising
Committee Director can be able to solve the risks beforehand.
6. Risk management and minimisation plan
SWOT Analysis of Olympic Winter Games 2018 –
Strengths
i. The top sportsmen all over the world will participate in the event in every discipline
ii. The media will be invited to the event, and they will carry cover the entire event
iii. South Korea has greater opportunity to show their talent
iv. The athletes have a great advantage to showcase their skills and talent as the talent as the
project manager

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v. Olympic game is the most prestigious sporting spectacle, so the co-sponsors include the
top brands of the world
Weakness
i. Numerous doping events have challenged the credibility of the Olympic games
ii. There is a question regarding safety and security of the participants since the recent
terrorist attack has occurred
iii. Many countries boycott the Olympic event at due to political issues
Opportunities
i. Winter Olympic Games can include the ice cricket. Due to the inclusion of ice-cricket they
can get more viewership
ii. They can adopt high anti-doping standards, and that will help to restore the confidence of
the fans
Threats
i. Winter Olympic Game can be under terrorist attack and threat
ii. Other sports are becoming professional, that is why it may be possible that the biggest
superstar will skip the Olympic Game as a whole
7. Resourcing plan
Pyeongchang Organising Committee Director, Sponsor, International Olympic
Committee, Law Officer, Media Officer, Supervisor, Intermediary, Medical Team are the
stakeholders allocated for the project.

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8. Stakeholder engagement and communication plan
Stakeholder Name Impact Influence How could the stakeholder contribute
to the project?
Pyeongchang Organising
Committee Director
High High The Director will take the critical
decision for the project
Pyeongchang Organising
Committee Sponsor
High High The sponsor will contribute money to
the project
International Olympic
Committee
High High They are the authority in charge of
modern Olympic Games
Pyeongchang Organising
Committee Law Officer
Medium Medium They regulate the policies of Olympic
Games
Pyeongchang Organising
Committee Media
Officer
Low Medium They will broadcast every news related
to Olympic games
Pyeongchang Organising
Committee Supervisor
Medium High He will supervise all the events and the
work activities of Olympic Games 2018
Pyeongchang Organising
Committee Intermediary
Medium Medium The intermediaries communicate with
the participants, director as well as the
sponsor
Pyeongchang Organising
Committee Medical
Team
Medium Medium The medical team will conduct the
doping test, the medical will response
immediately at the time of injury of the
players
Project Manager High High He will allocate the resources for the
project

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9. Project Plan and Gantt chart
Task Name Duration Start Finish Predecessors Cost
Olympic Games
2018 54 wks Tue 24-04-
18 Mon 06-05-19 $112,000.00
Bidding and
Election for Olympic
Winter Games 2018
4 wks Tue 24-04-18 Mon 21-05-18 $7,200.00
Documentation
and Approval 8 wks Tue 22-05-18 Mon 16-07-18 $13,600.00
Meeting 4 wks Tue 17-07-18 Mon 13-08-18 6 $10,400.00
Sending Inviation
to the NOCS 3 wks Tue 14-08-18 Mon 03-09-18 $6,000.00
Venue Selection 3 wks Tue 04-09-18 Mon 24-09-18 $27,000.00
Pyeongchang 3 wks Tue 04-09-18 Mon 24-09-18 $15,000.00
Gangneung 3 wks Tue 04-09-18 Mon 24-09-18 $12,000.00
Arranging Ticketing
System 3 wks Tue 25-09-18 Mon 15-10-18 22 $3,000.00
Marketing and
Broadcasting 3 wks Tue 16-10-18 Mon 05-11-18 23 $6,000.00
Doping Test 3 wks Tue 25-09-18 Mon 15-10-18 22 $3,000.00
Organising Sports
and Events 18 wks Tue 06-11-18 Mon 11-03-19 $24,600.00
Project Closure 8 wks Tue 12-03-19 Mon 06-05-19 $11,200.00

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10. Communications management plan
Stakeholder Name Strategy for engaging the stakeholder
Pyeongchang Organising Committee Director He will take the final decision on the project. He
will conduct meeting with the sponsor,
intermediary, supervisor and media officer and
will instruct them
Pyeongchang Organising Committee Sponsor The sponsor will provide funding for the project.
The Winter Olympic Game will be conducted
based on sponsor’s money. Sponsor will
communicate with the Director and will provide
the money
International Olympic Committee They control and regulate the operations of the
Olympic Games and set policies. They will
communicate with the Director and will explain
the regulations and the policies with
Pyeongchang Organising Committee Director
Pyeongchang Organising Committee Law Officer They have been appointed to check whether the
activities of the project have been carried out
ethically or not. The law officer will
communicate with all the stakeholders on how to
conduct the Olympic games operations ethically
and efficiently
Pyeongchang Organising Committee Media
Officer
They have been assigned with the responsibility
to promote the Olympic Game and broadcast the
event related to Olympic Games. The media
officer will communicate with the officer with
the
Pyeongchang Organising Committee Supervisor The Supervisor to control and monitor the
events, games and the work activities of Olympic
Games 2018. The Supervisor will communicate
with all the stakeholders and will acknowledge
the issues that are facing. Also, the supervisor
will communicate and analyse how the program
event can be improved
Pyeongchang Organising Committee Intermediary The intermediaries have been given the
responsibility by the project manager to
communicate with the participants’ team,

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Stakeholder Name Strategy for engaging the stakeholder
sponsor and director.
Pyeongchang Organising Committee Medical
Team
The project manager selects the medical team
mainly to conduct the doping test. The medical
team will communicate with the participants’
team and will provide healthy tips
Project Manager He will conduct the meeting and will discuss the
Olympic events
11. Specification details
The project plan prepared by the project manager contains all the project specification
details. Pyeongchang has been elected for hosting the Olympic game 2018. They will get
approval from International Olympic Committee. The documentation and the permit papers
will be made ready for the project. After that, the venue will be organised, and the prepared to
host the event. International Olympic Committee will purchase the medals for the
participants. The two venues will be prepared for the sports and the events. Pyeongchang and
Gangneung are the two places which have been chosen for organising the sports event. The
majority of the snow events will be organised on Pyeongchang. Alpensia Sports park is
Olympic Stadium, and most of the vents will be organised here. Alpensia Ski Jumping
Centre has been chosen for the ski jumping and the snowboarding. Biathlon will be organised
at Alpensia Biathlon Centre. The cross-country skiing will be organised at Alpensia Cross-
Country Skiing Centre. The luge, bobsleigh and skeleton will be organised at Alpensia
Sliding Centre. Similarly, ice hockey will be organised at Gangneung Hockey Centre. The
curling will be carried out in Gangneung Oval.
After that, the tickets will be arranged, and the price tag will be added. The events
will be scheduled by date and time. In the end, the closing ceremony will be held. The project

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manager will arrange the closing ceremony at the Pyeongchang Olympic Stadium. The IOC
president will declare the end of the sports event and the end. All the events, the opening and
the closing ceremony that will be organised will be present in the project plan.
12. Managing scope creep and variations
Several incidents of doping occur in the Olympic games. It is very difficult to root out
the doping incidents as all these incidents raise the questions for the credibility of the event.
All these incidents are not in hand of International Olympic Committee and Pyeongchang
Organising Committee Director. In the year 1972, a terrorist attack occurred in Munich; there
is every possibility of a terrorist attack in Pyeongchang. This can prove to be a threat to the
safety of the athletes. Even some countries can boycott the Olympic Games for some political
reasons. All these incidents are out of control for the Pyeongchang Organising Committee
Director and the International Olympic Committee. This can adversely affect the Olympic
Winter Game. Strict laws and strong security can control Al these incidents.
The project manager must appoint armed police officers and commandos and ensure
high security. In this way, the athletics can be provided safety and security. The International
Olympic Committee and Pyeongchang Organising Committee Director must take the
initiative to communicate with the countries that are boycotting the Olympic games’
broadcasting, in this way the issue can be resolved peacefully and the spectators all over the
world can enjoy the Olympic games.
Appropriate measures can mitigate the doping incidents. Pyeongchang Organising
Committee Medical Team must be attentive and must conduct thorough check-up of the
athletics before any sports or events occur. In this way, they can be able to maintain the
credibility of the Olympic Game.

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13. Customer management issues
The project managers will have to ensure that the spectators visiting the stadium will
enjoy the events. The spectators will come various parts of the world. They may be
dissatisfied with some athletics’ performance and can create havoc in the stadium. Thus it is
utmost necessary to maintain peace and harmony. The armed police appointed by the project
manager should stay alert and avoid such circumstances. Also, any spectator may fall sick.
The medical team should be ready to provide health and safety measures to the patients. The
project manager should arrange in such way so that the spectators can get instant care and
support. In this way, the project manager can solve the issues related to the customer
management.
14. Project Close
The Pyeongchang Organising Committee Director appoints a project manager to
organise the Olympic Game sports and event at Pyeongchang. It is the responsibility of the
project manager to prepare a project plan. The other stakeholders of the project will follow
the project plan and the schedule and will carry out their responsibilities, in this way they can
be able to complete the Olympic Game activities ethically and efficiently. He will appoint the
Pyeongchang Organising Committee Director, Sponsor, Law Officer, Media Officer,
Supervisor, Intermediary and the Medical Team with respective duties and the stakeholders
will have to perform all the duties.
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