Project Management: Case Study of Bucks Student Union Music Festival

This study discusses project management methodologies, Gantt chart, network diagram, stakeholder analysis, and risk analysis in the context of Bucks Student Union Music Festival. It also provides strategies to handle potential risks.

Project Management

Table of Contents
INTRODUCTION...........................................................................................................................1
Bucks Student Union Music Festival Case Study............................................................................1
TASK 1............................................................................................................................................1
Comparison of project management methodologies along with advantages and disadvantages1
TASK 2............................................................................................................................................2
Network diagram that shows early starting time, the latest starting time, the earliest finishing
time and the latest finishing time................................................................................................2
TASK 3............................................................................................................................................5
Stakeholder analysis as per their interest and power..................................................................5
Work breakdown structure of music festival..............................................................................7
TASK 4............................................................................................................................................8
Risk Analysis for 5 risks that could affect project along with strategies to resolve them..........8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Project management is a process by which project managers lead work of their team with
the main aim of achieving set project goals (Armenia and et.al., 2019). This present study is
based on music concert that Bucks Students’ union want to host at the local town hall for
celebrating achievements of Alumni. This project is going to discuss role of preparing Gantt
chart and critical network path and ways in which it can help this group in selecting the best path
for completing project in a timely manner. Further, it will discuss importance of stakeholder
analysis and risk analysis in project management.
Bucks Student Union Music Festival Case Study
TASK 1
Comparison of project management methodologies along with advantages and disadvantages
Before discussing different project management methodologies, it is important to understand
what does this refer. In regard to this, it can be said that it is a system of principles, processes
and techniques that are being used by project managers for completing project in a successful
manner. There are mainly 3 methodologies such as:
Waterfall: It is the linear of all project management methods and traditional approach.
As we all know that water flows downward and as like this all phases of project management
flow downward as per this methodology and that is why this is known as waterfall (Chari and
Agrawal, 2018). Project manager can move to other phase only when they complete first phase
with effectiveness.
Advantages
 As per this methodology, project manager uses clear structure.
 Information can be transformed in better manner
Disadvantages
 Changes cannot be made once phases are completed
 Testing can be delayed as it can be done only after completing project
Agile: It is all about self-organisation through collaboration. While working as per this
methodology, team members need to adapt project planning and work management. The main
focus is on process improvement. Projects can be completed successfully only when team
members adapt changes. It is beneficial for product development projects.
Advantages
1

 Changes can be made in current release of products and phases.
 Delivery of project is unremitting.
Disadvantages
 Less documentation can create problems.
 As compared to others, requirements are unclear
Prince 2: It is known as project IN controlled environment that is a structured certified.
It was created for completing IT projects. It is not suitable for small projects and it is often used
by governments for completing big projects (Esteki, Gandomani and Farsani, 2020).
Advantages
Focus is on outputs and provide continuous improvements
It leads better communication.
Disadvantages
 There is requirement of excessive documentations
TASK 2
Network diagram that shows early starting time, the latest starting time, the earliest finishing
time and the latest finishing time
Task Name Duration Start Finish Predecessors Early Start Early Finish
Budgetary approval 1 day Thu
10/28/21
Thu
10/28/21 Thu 10/28/21 Thu 10/28/21
Hiring public director 14 days Fri
10/29/21
Wed
11/17/21 1 Fri 10/29/21 Wed
11/17/21
Hiring of set designer 14 days Fri
10/29/21
Wed
11/17/21 1 Fri 10/29/21 Wed
11/17/21
Hire place for taking
audition 7 days Thu
11/18/21
Fri
11/26/21 2 Thu 11/18/21 Fri 11/26/21
Advertising to hire cast
and crew members 7 days Mon
11/29/21
Tue
12/7/21 4 Mon
11/29/21 Tue 12/7/21
Hiring publicity crew and
production members 28 days Wed
12/8/21 Fri 1/14/22 5 Wed 12/8/21 Fri 1/14/22
Setting building and
design 42 days Mon
1/17/22
Tue
3/15/22 3,6 Mon 1/17/22 Tue 3/15/22
Training to production
crew department 12 days Mon
1/17/22 Tue 2/1/22 3,6 Mon 1/17/22 Tue 2/1/22
Conduct audition to hire 2 days Wed Thu 5 Wed 12/8/21 Thu 12/9/21
2

cast 12/8/21 12/9/21
Cast rehearsal 84 days Fri
12/10/21
Wed
4/6/22 9 Fri 12/10/21 Wed 4/6/22
Hiring music orchestra 7 days Fri
10/29/21
Mon
11/8/21 1 Fri 10/29/21 Mon 11/8/21
Music 7 days Tue
11/9/21
Wed
11/17/21 11 Tue 11/9/21 Wed
11/17/21
Photograph cast and crew
and collection of
biographies
35 days Mon
1/17/22 Fri 3/4/22 6,9,11 Mon 1/17/22 Fri 3/4/22
Enter information into
laptop and computer 1 day Mon
3/7/22
Mon
3/7/22 13 Mon 3/7/22 Mon 3/7/22
Printing 5 days Tue 3/8/22 Mon
3/14/22 14 Tue 3/8/22 Mon 3/14/22
Development of an
advertising plan 7 days Mon
1/17/22
Tue
1/25/22 6 Mon 1/17/22 Tue 1/25/22
Advertising media 21 days Wed
1/26/22
Wed
2/23/22 16 Wed 1/26/22 Wed 2/23/22
Orchestra rehearsal 4 days Thu
11/18/21
Tue
11/23/21 12 Thu 11/18/21 Tue 11/23/21
Order costumes 7 days Fri
12/10/21
Mon
12/20/21 9 Fri 12/10/21 Mon
12/20/21
Costume parade and
alterations 5 days Wed
3/16/22
Tue
3/22/22 7,19 Wed 3/16/22 Tue 3/22/22
Dress rehearsal 1 day Thu 4/7/22 Thu 4/7/22 8,10,18,20 Thu 4/7/22 Thu 4/7/22
Final performance 10 days Fri 4/8/22 Thu
4/21/22 15,17,21 Fri 4/8/22 Thu 4/21/22
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Critical path
4

On the basis of above prepared network diagram, it can be said that critical path by which Bucks
student union board and other senior managers can complete this concert in a timely manner is:
1+2+4+5+9+10+21+22= 1day+14days+7days+7days+2days+84days+1day+10days=116 days
TASK 3
Stakeholder analysis as per their interest and power
The reason of doing stakeholder analysis is knowing interest level of both internal and externa
stakeholders so that project manager can develop strategies for engaging them in project.
Stakehold
ers
Internal/
External
Amount of
Power/Interest
The
stakeholder
has
How would the stakeholder affect
the project or be affected by the
project
Communicati
on Strategy
Guests of
project
External High interest
with low power
Music concert can be completed
successfully when guests engage in
and enjoy it.
Invitation
cards will be
sent
Project
Host
Internal High interest
with high power Success of project relies on project
Monthly
reports, face to
5

host as they are responsible for
managing everything (Nguyen,
Mohamed and Panuwatwanich,
2018). They have high power of
making changes in any phase with
high interest to make this project
successful.
face and
telephonic
communicatio
n
Governm
ent
External High power but
low interest
In such projects that cannot make
beneficial and are not in public’s
well-being, government does not
take interest but it has high power to
influence.
Leaflet and
monthly
reports
Team
Members
Internal Low power with
high interest
If project become successful then it
boosts confidence of team members
so they have high interest but with
low power of making changes.
Face to face
communicatio
n will be
suitable.
Performe
rs and
musicians
External High power
with interest
Musicians are primary successor of
project as they are the reason for
which attendees come and attain.
Telephonic
and E-mail.
On the basis of above analysis, matrix can be made and viewers as well as union’s members can
know level of interest of stakeholders. Accordingly, they can motivate them for making this
project successful (Eskerod and Larsen, 2018).
STAKEHOLDER MATRIX
6

Power
High Government Musicians
Low Team members Attendees
Low High
Interest
Work breakdown structure of music festival
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Music concert
Site planningSite planning
Identification of
site
PEST analysis
Cleansing of site
Site selection
accordingly
Venue
planning
venue selection
decision
Booking
appropriate
venue
Catering facility
arrangement
Performers
planning
Enlisting
music Arrangement
of performers
Arrange
musicians
providing brief to
all
Attendees
planning
Preparing
guests list
RSVP
Name
tags on
cards
Budgetary
Funds from
sponsors
Funds from
grants
Tickets fee

TASK 4
Risk Analysis for 5 risks that could affect project along with strategies to resolve them
For completing projects in a successful manner, project managers require identifying risks that
might occur. By identifying risks and developing strategies, this group of union can complete
this concert successfully.
Risks that
might occur
Description of risk Probability
to occur
Strategy to handle
Technological
risk
It is the type of project in
which there will be
requirement of software and
other technologies. Poor
network and affect to
technology can be the main
risk (Wu and et.al., 2018).
Medium By maintaining technologies
before using and by providing
training to team members, this
problem can be solved out.
External
environmental
risk
Changes in climate and
audience needs can also
affect success of this event.
High Continuous monitoring and by
PESTLE analysis, changes can
be identified and can be adapted
accordingly.
Financial risk There is need to invest huge
amount in performing each
phase of music concert
project. lack of budget can
affect quality of project.
High By having a backup plan as well
as preparing estimated budget,
this risk can be decreased.
Performance
risk
Poor performance can affect
quality and can delay in
Low to
Medium
Proper guidance as well as
training can solve this problem.
8

submission of project.
Time
completion
Delay in submission of
project due to changes in
climate and end time deny by
musicians.
Low-
medium
By making a Gantt chart and
identifying critical path as well
as having scope of completing
project, can solve this problem
(Kerzner, 2019).
CONCLUSION
It has been summarised from the above report that project management methodologies
play a vital role in completing projects successfully. Further, this study has discussed roles of
Gantt chart and network diagram as it helps out project managers in deciding better ways of
completing projects in an effective manner. It has lastly shown ways of identifying interest level
of stakeholders and solving risks as well.
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REFERENCES
Books and Journals
Armenia, S. and et.al., 2019. Sustainable project management: A conceptualization-oriented
review and a framework proposal for future studies. Sustainability. 11(9). p.2664.
Chari, K. and Agrawal, M., 2018. Impact of incorrect and new requirements on waterfall
software project outcomes. Empirical Software Engineering. 23(1). pp.165-185.
Eskerod, P. and Larsen, T., 2018. Advancing project stakeholder analysis by the concept
‘shadows of the context’. International Journal of Project Management, 36(1), pp.161-
169.
Esteki, M., Gandomani, T.J. and Farsani, H.K., 2020. A risk management framework for
distributed scrum using PRINCE2 methodology. Bulletin of Electrical Engineering and
Informatics. 9(3). pp.1299-1310.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. John Wiley & Sons.
Nguyen, T.S., Mohamed, S. and Panuwatwanich, K., 2018. Stakeholder Management in
Complex Project: Review of Contemporary Literature. Journal of Engineering, Project
& Production Management. 8(2).
Wu, D. and et.al., 2018. A multiobjective optimization method considering process risk
correlation for project risk response planning. Information Sciences. 467. pp.282-295.
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