Bucks Students' Union Music Festival Case Study

This case study focuses on the Bucks Students' Union Music Festival and covers project management methodologies, stakeholder analysis, and risk analysis. It provides insights into the different types of stakeholders, their interests, and power levels. Additionally, it discusses the risks associated with the project and suggests mitigation strategies.

‘BUCKS STUDENTS’ UNION
MUSIC FESTIVAL CASE STUDY
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TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
Project management methodologies............................................................................................3
TASK 3............................................................................................................................................4
Stakeholder Analysis...................................................................................................................4
TASK 4............................................................................................................................................6
Risk analysis and development of risk management strategies in order to deal with them........6
CONCLUSION................................................................................................................................8
REREFENCES................................................................................................................................9
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INTRODUCTION
Project management can be defined as a practise through which initiating, planning,
executing, controlling, and closing a task in order to achieve specific goals within specified
criteria in a desired time period (Kerzner, 2017). Project management helps dividing a project in
sub- activities, so that it can be completed on time. This assignment will lay emphasis on ‘Bucks
Students’ Union Music Festival which is required to be managed and hosted at the local Town
Hall this early autumn to celebrate the achievements of her Alumni. This assignment will also
focus on Project management methodologies, Stakeholder analysis and Risk analysis and
development of risk management strategies in order to deal with them
TASK 1
Project management methodologies
There are various kinds of project management methodologies that can be adopted by
project manager in order to complete whole project on time and in an appropriate manner. There
are various kinds of project management methodologies that can be used but most commonly
used methodologies are: Prince 2, waterfall and agile methodologies.
Prince 2: it is one of the most commonly used project management methodology which is used
by most of the organizations. It is based on few principles such as: focus on product, learn from
experience, defined roles and responsibilities (Meredith, Mantel Jr and Shafer, 2017). This
method has its own advantage and disadvantages. Advantages are: it focuses on documentation
and past experience that can help in reducing risk. But it has its own disadvantages such as:
because of extensive documentation, changes can be hard to accommodate.
Waterfall: it is one of the oldest methodologies which is a sequential methodology completely
based upon fixed requirements. In order to adopt this methodology, it is important to have clear
and fixed requirements. This method has its own advantage and disadvantages. Advantages are:
it is easy to be used and has a fixed structure that further helps in organizing and dividing task.
But it has its own disadvantages such as: it is one of the riskiest
methodologies to be used if requirements are not fixed. If anything is required to be changed
then whole project is required to be started from starting.
Agile: It is one of the most recognized project management methodology which is mostly
suitable for projects that are iterative and incremental.it is a kind of methodology in which
demand and solution evolve through a collaborative effort of cross-functional team and their
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customers. This method has its own advantage and disadvantages. Advantages are: it is quite
flexible and can be adopted within any kind of business environment (Fleming and Koppelman,
2016). It has lower risk associated with it. But it has its own disadvantages such as: it has no
fixed plan and changes can occur at any stage of the project and due to lack of fixed plan all
departments of the organization are involved in it who have to work closely in order to deliver
excellent results.
For this case Agile methodology will be much appropriate and suitable as risk associated
with it are quite less and this methodology can easily adopt any kind of changes.
TASK 2
2) network diagram
Task Name Duration Start Finish Predecessors Early
Start
Late
Start
Early
Finish Late Finish
budget
approval 1 day Mon
5/4/20
Mon
5/4/20
Mon
5/4/20
Mon
5/4/20
Mon
5/4/20 Mon 5/4/20
hire publicity
director 14 days Tue
5/5/20
Fri
5/22/20 1 Tue
5/5/20
Tue
5/5/20
Fri
5/22/20 Fri 5/22/20
hire set
designer 14 days Tue
5/5/20
Fri
5/22/20 1 Tue
5/5/20
Wed
7/8/20
Fri
5/22/20 Mon 7/27/20
hire place for
audience 7 days
Mon
5/25/2
0
Tue
6/2/20 2 Mon
5/25/20
Mon
5/25/2
0
Tue
6/2/20 Tue 6/2/20
advertising to
cast 7 days
Mon
5/25/2
0
Tue
6/2/20 2 Mon
5/25/20
Mon
5/25/2
0
Tue
6/2/20 Tue 6/2/20
hire produciton 28 days Wed
6/3/20
Fri
7/10/20 4,5 Wed
6/3/20
Thu
6/18/2
0
Fri
7/10/20 Mon 7/27/20
set designed 42 days Mon
7/13/2
Tue 3,6 Mon Tue
7/28/2
Tue Wed 9/23/20
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0 9/8/20 7/13/20 0 9/8/20
train
production 12 days
Mon
7/13/2
0
Tue
7/28/20 3,6 Mon
7/13/20
Tue
9/15/2
0
Tue
7/28/20 Wed 9/30/20
audition to hire
cast 2 days Wed
6/3/20
Thu
6/4/20 4,5 Wed
6/3/20
Wed
6/3/20
Thu
6/4/20 Thu 6/4/20
cast rehearsal 84 days Fri
6/5/20
Wed
9/30/20 9 Fri
6/5/20
Fri
6/5/20
Wed
9/30/20 Wed 9/30/20
hire orchestra 7 days Tue
5/5/20
Wed
5/13/20 1 Tue
5/5/20
Tue
7/28/2
0
Wed
5/13/20 Wed 8/5/20
music 7 days
Thu
5/14/2
0
Fri
5/22/20 11 Thu
5/14/20
Wed
9/16/2
0
Fri
5/22/20 Thu 9/24/20
photograp cast 35 days
Mon
7/13/2
0
Fri
8/28/20 6,9,11 Mon
7/13/20
Thu
8/6/20
Fri
8/28/20 Wed 9/23/20
enter info 1 day
Mon
8/31/2
0
Mon
8/31/20 13 Mon
8/31/20
Thu
9/24/2
0
Mon
8/31/20 Thu 9/24/20
printing 5 days Tue
9/1/20
Mon
9/7/20 14 Tue
9/1/20
Fri
9/25/2
0
Mon
9/7/20 Thu 10/1/20
develop ad
plan 7 days
Mon
7/13/2
0
Tue
7/21/20 6 Mon
7/13/20
Tue
8/25/2
0
Tue
7/21/20 Wed 9/2/20
advertising
media 21 days
Wed
7/22/2
0
Wed
8/19/20 16 Wed
7/22/20
Thu
9/3/20
Wed
8/19/20 Thu 10/1/20
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orchestra
rehearal 4 days
Mon
5/25/2
0
Thu
5/28/20 12 Mon
5/25/20
Fri
9/25/2
0
Thu
5/28/20 Wed 9/30/20
order costume 7 days Fri
6/5/20
Mon
6/15/20 9 Fri
6/5/20
Tue
9/15/2
0
Mon
6/15/20 Wed 9/23/20
costume parade 5 days Wed
9/9/20
Tue
9/15/20 7,19 Wed
9/9/20
Thu
9/24/2
0
Tue
9/15/20 Wed 9/30/20
dress rehersal 1 day
Thu
10/1/2
0
Thu
10/1/20 8,10,18,20 Thu
10/1/20
Thu
10/1/2
0
Thu
10/1/20 Thu 10/1/20
performance 10 days
Fri
10/2/2
0
Thu
10/15/2
0
15,17,21 Fri
10/2/20
Fri
10/2/2
0
Thu
10/15/2
0
Thu
10/15/20
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Network diagram
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TASK 3
Stakeholder Analysis
There are two major types of stakeholders internal and external stakeholders. Internal
stakeholders are entities within business whereas external stakeholders are entities that are not
within a business but can affect its performance.
Main Internal stakeholders of the music festival are: Project manager, Students representing
organization, owner of the organization, investors etc.
Main External stakeholders of the music festival are: Alumni, Suppliers etc.
Stakeholder analysis is a kind of process through which all the people associated with the
project can be identified before the project even begins (Kerzner, 2018). All the stakeholders
associated with the project are grouped together on the basis of their interest level, level of
participation and their influence on the project. It further helps the organization to identify level
of involvement of stakeholders and communication strategies that are required to be adopted by
them.
Figure 1 Stakeholder Analysis
One the basis of stakeholder analysis all the identified stakeholders will be categorised into
categories on the basis of power and interest.
 Low interest and low power: Alumni come into this category. They are not required to be
involved into preparation of music festivals but either through social media or through any
other platform they can be kept informed about the progress of the project.
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 Low interest and high power: Owner of the organization comes into this category as they can
influence whole music festival but are least interested in getting involved. In order to
maintain communication with them, email can be used which will help in keeping them
updated about ongoing preparations of music festival.
 High interest and low power: Students come into this category as they have various kinds of
ideas that can be implemented in order to make this music festival a great success but they do
not have any power to influence preparation. Daily or weekly meetings can be conducted in
order to know overall progress of the project and analyse if there is requirement of bringing
any kind of improvement within it.
 High interest and high power: investors are one of those stakeholders who have high interest
and high power. They are the one who want to involve themselves within the music festival
preparation and can influence overall preparation as well.
TASK 4
Risk analysis and development of risk management strategies in order to deal with them
Five different types of risk associated with the project are: overbudgeting risk, technical
failure risk, failure to complete the project in defined time period, change in requirement risk and
lack of required resource availability (Fuller and et. al., 2017). There are various kinds of
mitigation strategies that can be used to resolve them in a much better and appropriate manner.
Risk description Impact upon project Risk
rating
mitigation strategy
Overbudgeting risk If it is not resolved in a timely
manner then it can result in failure
of the project or increasing in
overall budget or compromise
within requirements.
3 Include risk costing
within Financial plan.
Rescoping of the
project can be done
which will include
both time and
resources.
Technical failure risk Can work as a barrier in
completion of the project.
Increase failure risk of conducting
music festival
4 If technical failure can
be ignored then it
should be ignored but
it is one of the major
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technical failure then
in such case a
technician can be
hired who will be
responsible to keep all
the system up to date
and resolve any kind
of technical failure.
For this additional
budget should be
included in financial
plan.
Failure to complete
the project in defined
time period
It can also result in cancellation or
delay in music festival. Can result
in bringing various kinds of
changes within the project.
4 This risk majorly
occurs because of
improperly trained
students or team
members. So in order
to complete whole
project on time, a
short duration training
can be provided to the
students so that they
can tackle any kind of
issues faced by them
and complete the
project on time.
Change in
requirement risk
It can increase overall budget of
the project and if change in
requirements are higher then it
can result in delay of the festival
2 First strategy to
manage this risk is that
if it can be ignored
then it should be
ignored. But if it is
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important then in such
case it should be
transferred to other
departments so that
those changing risk
can be managed
simultaneously.
Lack of required
resource availability
It can result in delay of decisions
or can impact final output results
of the task, requirement to extend
overall time period of the project
can also arise.
3 In this risk sharing can
be done where
organization can
partnership with other
organizations so that
unavailability of
resources can be
managed in an
appropriate manner.
CONCLUSION
From the above assignment it has been summarized that project management play a vital
role in successful completion of a project. It helps in dividing whole project into sub-activities of
so that project can be completed in a timely manner and within the defined budget. It has been
analysed that there are various kinds of project management methodologies that can be used to
complete a project on time. Each methodology has its own advantages and disadvantages and
choice of methodology completely depends upon type of project and requirements. It has also
been analysed that in order to complete a project successfully risk analysis should be done in
order to understand what kind of risk can occur in future and impact overall project. Analysis of
risk helps the project manager to understand kinds of risk that are required to be focused on so
that their impact on project can be reduced.
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REREFENCES
Books and Journals
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Fuller, M.A., and et. al., 2017. Information Systems Project Management: A Process and Team
Approach, Edition 1.1. Prospect Press.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley
& Sons.
Meredith, J.R., Mantel Jr, S.J. and Shafer, S.M., 2017. Project management: a managerial
approach. John Wiley & Sons.
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