Project Management for Music Festival Organized by Transport for London

This report discusses project management for a music festival organized by Transport for London, including methodology, network diagram, stakeholder analysis, work breakdown structure, risk analysis, and mitigation strategies.

PROJECT
MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
TASK 1............................................................................................................................................3
Project Management Plan ..........................................................................................................3
TASK 2 ...........................................................................................................................................4
Network Diagram........................................................................................................................4
TASK 3 ...........................................................................................................................................4
Stakeholders Analysis.................................................................................................................4
TASK 4 ...........................................................................................................................................5
Work Breakdown Structure........................................................................................................5
TASK 5 ...........................................................................................................................................6
Risk Analysis..............................................................................................................................6
TASK 6..........................................................................................................................................11
Mitigation Strategies.................................................................................................................11
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Project management refers to the process of managing the project from its initiation
through its lifecycle(Ibraimova and et, al., 2019) . The primary purpose of project management is
for completing the project within the set objectives of budget, quality and time. The project for
which this report is been made is a music festival organized by Transport for London (TFL).
The report will mention the suitable methodology for the management of the project, a network
diagram and a Gantt Chart. Further report will state the stake holders analysis and a WBS for
the event. In the different risks and their mitigation strategies will be discussed.
MAIN BODY
TASK 1
Project Management Plan
It is a formal documents which defines about how the project is going to be carried. It
states the goals, scope, time, budget and project deliverables for keeping the project on the
track(Kerzner, 2019).
This project is been on organizing the music event by TFL. As the permission is been
granted by the Ealing Council to the Transport for London (TFL) for development of land along
with the Bollo Lane for creating more than 800 new houses. TFL aims to undertake the road
projects for creating greener, safer and attractive streets and also improvement in the whole
network of bus across London Ealing Council. Leading the approval TFL has invited a plan for
project management for staging of the well known operettas of playwright William G. Gilbert
and composer Arthur Sullivan. This event also aims at celebrating 40 anniversary of G&S
Society and unveiling of the strategic direction. This whole event is funded by the TFL in
collaboration with Student Council of University. The starting date of this project is 27
September, 2021.
The main objective of this event is to celebrate the 40 anniversary of G&S and unveil
the strategic direction for developing the Bollo lane by creating 800 homes. The event will a
public event as organizers are inviting famous operettas of playwright William G. Gilbert and
composer Arthur Sullivan.

This project will deliver the memorable experience of entertainment to the audience.
For achieving this the event will event will have many activities like live stage performance,
singing competition for new artists, party and games.
Project Methodology- Its a set of practices and principles which guides in organizing the
projects for ensuring the best performance(Lai, Deng and Chang, 2019). For organizing the
music event the agile methodology is suitable as it will allow the management to revise the
project when required during the process and need not wait till end for reviewing and
amendment. Using this methodology is very beneficial for management as it is very quick, open
to data driven change and collaborative. In it frequent reassessment, testing and adaptation is
done in short phases of work. Organizers should use this methodology as the project is liable to
change in future and results cannot be predicted. As University Student Council and many other
stake holders are involved in this event and they must be informed about the every stage of
project. This methodology is used by many event organizers in the past where the big pop-stars
have performed. Some benefits of using this methodology are-
 Productivity- Project is divided in short phases which makes them more manageable. It
allows the productivity for rolling out and changes can be easily made at any given point
in process. The music event will be more manageable if organizers uses this
methodology.
 Quality- If management uses this methodology then they will be able to find issues and
solutions in a fast manner and efficiently.
TASK 2
Network Diagram

Critical Path
1-2-4-5-9-10-21-22
1+ 14+ 7+7+ 5+9+ 1+10= 54 days.

TASK 3
Stakeholders Analysis
Its a process of identification of the key people before the starting of the project and
group them in accordance to the influence and participation in the project(Saltz and et, al., 2018).
Here is the analysis of the music event-
High power and High interest- In this category the management team is included as they have
high power for taking decisions in the project and can change at any point of time. They have
high interest as they are organizing the event itself by engaging in the project.
Low power and Low interest- Audience will have little interest but no power at all in the event
as they have come only to watch the performance of the composers.
Low power and High interest- Contractors and suppliers come in this category and haves high
interest as they will earn money from the event contracting but have no power to take any
decision.
High power and Low interest- Owners of the hall or place where the event is going to be
organized are included in this category and they have high power as the place of event is theirs
but they are not interested at all except the rent(Zhou, Irizarry and Guo, 2021).
TASK 4
Work Breakdown Structure
Its a tool which takes step by step approach for completing the big projects by breaking
down project in smaller components(Zavyalova, Sokolov and Lisovskaya, 2020) Here is the
WBS of the music event.
Music Event
Initiation
 Budget approval
 Enter information in the computer
 Printing
Planning
 Developing the advertising plan

 Advertising media
 Auditions to hire cast
Execution
 Set design and built
 Order costumes
 Hire orchestra
 Train production crew
 Hire publicity director
 Hire set designer
 Advertising to hire crew and cast
 Auditions to hire cast
Monitoring
 Cast rehearsals
 Photograph cast and crew & collect biographies
 Dress rehearsals
 Costumes parade and alterations
Closure
 Music
 Performance
TASK 5
Risk Analysis
Risk Management Register for Music Festival organized by TFL
Risk Identification Ass
ess
men
t
Response Monitoring and Control
S.
No.
Risk
Event
Caus
e
Effec
t
Pro
babi
lity
Strateg
y
Action Responsible
persons
Pre
actions
P
r
e
Post
Actio
n
P
os
t

A
c
ti
o
n
s
c
o
r
e
A
ct
io
n
S
co
re
1 Event
Equip
ments
Prope
r
install
ation
Lead
to
late
starti
ng
and
extra
cost
for
new
ones
1 Avoid Assessment
of
equipments
thoroughly
Technicians Check the
suppliers
previous
history
3 Arran
ge the
new
equip
ments
quickl
y
4
2 Childr
en
Partici
pation
Get
lost
in
huge
crow
d
Blam
e on
organ
izers
and
effect
on
image
1 Control Put
electronic I
cards in
children
necks
Volunteers Announce
ments for
taking
care of
children
3 Find
the
childr
en
quickl
y
3
3 Fire Due Proje 3 Monitor Keep fire Organizers Keep the 2 Keep 3

hazard
s
to the
kitche
ns
close
ness
ct
failur
e
extinguisher
s available
fire
creating
tools in
control
the
ambul
ance
availa
ble
4 Staff
and
volunt
eers
safety
Handl
ing
the
crow
d and
lifting
heavy
equip
ments
Diffic
ulty
in
mana
ging
the
event
2 Transfe
r
Do the
work with
care
Organizers Meet and
divide the
roles as
per
capabilitie
s
4 Arran
ge
more
volun
teers
5
5 Weath
er
condit
ions
Rain
prone
area
Proje
ct
mism
anage
ment
4 Accept Get in touch
with the
weather
forecast
department
Management Not
organizin
g event on
possible
rainy day
3 Take
effect
ive
meas
ures
4
6 Crow
d
manag
ement
Stars
popul
arity
Resul
t in
mism
anage
ment
of
crow
d
3 Control Already
prepare the
staff for the
management
Volunteers Managing
the crowd
in best
way
2 3
7 Trans
port
and
More
guest
Inapp
ropria
te
4 Control Prepare for
management
Volunteers Arrange
valet
parking
3 5

traffic
manag
ement
s mana
geme
nt of
vehicl
es
for guests
8 Medic
al
assista
nce
Due
to
crow
d
Accid
ents
and
injuri
es
5 Control Make the
ambulance
ready
Organizers Keep
doctors
and
nurses
ready
4 5
9 Food
safety
Low
qualit
y of
food
Lead
to
food
poiso
ning
4 Monitor Check the
quality of
food
Management Prepare
the food
by
profession
als
3 4
10 Aggre
ssive
behavi
our
Due
to
born
natur
e
Misb
ehave
with
guest
s
5 Control Ask the
individuals
to behave
Volunteers Anger
control
technique
s
4 5
11 Alcoh
ol
drinki
ng
Anti
social
behav
iour
Bad
good
will
4 Control Ask staff to
watch
guests
Organizers Check
guests
4 5

12 Physic
al
activit
y by
partici
pants
Differ
ences
with
guest
s
Mism
anage
ment
3 Transfe
r
Deploy
security
guards
Volunteers Security 3 4
13 Poor
comm
unicat
ion
Not
clearl
y
statin
g the
messa
ge
Poor
mism
anage
ment
2 Control Written
messages
Management Confirm
again
2 3
14 Not
comin
g of
the
stars
Some
other
functi
on
Canc
ellati
on
4 Accept Proper
confirmatio
n
Coordinators Reconfir
m
3 4
15 Accid
ents
Not
takin
g care
Bad
mana
geme
nt
5 Avoid Deployment
of
volunteers
Volunteers Arrange
more
volunteers
4 6
16 Misco
mmun
icatio
n
Wron
g
interp
retati
on of
messa
ges
Wron
g
mana
geme
nt
3 Transfe
r
Written
rules
Management Ask again
and
confirm
2 4

17 Use of
drugs
Habit
s
Bad
image
of
organ
izers
4 Monitor Ask staff to
watch the
audience
Organizers Check
properly
3 4
18 Raise
d
tempe
rature
Many
guest
s
Healt
h
issues
2 Transfe
r
Proper AC
installation
Staff AC and
coolers
for guests
2 5
19 Dehyd
ration
Less
facilit
ies of
water
Healt
h
impli
cation
s
3 Monitor Water
facility
Management Water
cans
3 4
20 Noise More
speak
ers
Poor
listeni
ng
capab
ilities
4 Accept Earbuds Organizers Use
speakers
which
cause less
noise
pollution
2 5
TASK 6
Mitigation Strategies
Measures for controlling the event
 Look at laws- Organizers must follow the laws of the respective place for proper
organizing the function.
 Asses the risks- Management must do assessment of the risks, identify them and develop
strategies for mitigating them.

 Evaluate the capacity- Management must evaluate the available capacities and made
arrangement according to it.
 Create the emergency plan- There must be a plan B for emergency situations to organize
he event in effective way(Galli, 2018).
CONCLUSION
The project concludes that project management refers to the process of guiding work of
teams for achieving the goals on time. Project plan and suitable methodologies were mentioned.
A network diagram and Gantt chart is also developed for the finding of shortest time. In addition
stakeholders analysis is also done and WBS is discussed. In end the different risk were stated
and mitigation strategies.

REFERENCES
Books and Journals
Galli, B.J., 2018. Application of system engineering to project management: How to view their
relationship. International Journal of System Dynamics Applications (IJSDA), 7(4),
pp.76-97.
Ibraimova, S.S., and et, al., 2019. Teamwork within agile project management technology.
In International Conference Industrial Technology and Engineering (pp. 235-237).
Kerzner, H., 2019. Innovation project management: Methods, case studies, and tools for
managing innovation projects. John Wiley & Sons.
Lai, H., Deng, X. and Chang, T.Y.P., 2019. BIM-based platform for collaborative building
design and project management. Journal of Computing in Civil Engineering, 33(3),
p.05019001.
Saltz, J., and et, al., 2018. Exploring project management methodologies used within data
science teams.
Zavyalova, E., Sokolov, D. and Lisovskaya, A., 2020. Agile vs traditional project management
approaches: Comparing human resource management architectures. International
Journal of Organizational Analysis.
Zhou, Z., Irizarry, J. and Guo, W., 2021. A network-based approach to modeling safety accidents
and causations within the context of subway construction project management. Safety
science, 139, p.105261.