Winter Hungama Event Report

This assignment report examines the 'Winter Hungama' event, analyzing its successful implementation by the team. It emphasizes the importance of project management skills in achieving project objectives and proposes strategies for mitigating future risks. The analysis focuses on identifying potential challenges and implementing backup plans to ensure uninterrupted event execution in case of unforeseen circumstances.

Project Management

TABLE OF CONTENTS
Introduction......................................................................................................................................3
Task 1...............................................................................................................................................3
Introduction of Winter Hungama.................................................................................................3
Objectives of project....................................................................................................................3
Benefits gained by organising Winter Hungama project 4
Project scope................................................................................................................................5
Modifications in original project and effect of changes on the entire project.............................7
Learned lessons ...........................................................................................................................8
Risk analysis................................................................................................................................9
Conclusion.......................................................................................................................................9
References......................................................................................................................................10
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INTRODUCTION
Project management is the systematic process which supports in accomplishing the
objective of the project significantly. It manages discrete packages of the entire activity so that
specific purpose can be achieved. It involves planning, execution, controlling and modifications
as per requirement (Kerzner, 2013). EOP report is the main tool which assists in evaluating the
performance of project against its initiation documents., budget, time and risk allowances. It
clarifies that whether objective is to be achieved or not. It is important to identify the necessary
modification which is required to make to accomplish the goal of the project.
TASK 1
Introduction of Winter Hungama
Winter Hungama is the social event which is organised in the campus just to celebrate the
season of festivals. This project was arranged by the students and lecturers (Zakariazadeh, Jadid
and Siano, 2014). There were many activities which were included in this even such as quiz
competition between two teams. Debate competition in which there were two teams of students
and lecturers. After that, there were some social games for the fun of all members. In the games
and quiz involvement of audience was significant, people who were watching the games were
getting enjoyment because of the full involvement of them. At the end of the event, there was the
facility of refreshment.
The budget of the entire event was decided £200 in which food, decode, price all were involved
in this budget. Time scheduled which was decided by organiser was from 12.30 pm to 02.30 pm.
All members were participated equally and supported the team members so that it can be
successful.
Objectives of project
Objectives of Winter Hungama are outlined as below:
 To get permission from a principal of the University Dr Dhas by two weeks was the
specific goal of the program (Li and Lu, 2016).
 The specific objective of organising the event was to attract more audience to the
programs and gain profit over investment. The budget of the entire project was £200 so to
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get a return on it was the main specific purpose of this program. It should not exceed
from decided budget which is £200.
 To complete the event within stipulated time duration was the another goal of ours. As
we wanted to organise the event before Christmas, our objective was to start it anyhow
until 18 October and to wind up it before 13 December.
 To collect amount which is required for the entire project was the achievable objective of
ours. A collection of sufficient resources such as monitors, human, physical resources
was another purpose of Winter Hungama event.
 To enhance participation of team members (Phillips, 2013).
To take the permission of event by principals of the university was our main goal, it was
achieved. As people described whole project alone with resources that we had and benefits of
organising this programs. The entire proposal had impressed Dr Dhas, and he gave the
permission for Winter Hungama. As budget of the whole program was £200 and we wanted to
gain profit from it. We have designed all activities in such manner so that audience take an
interest in it and take participation in the event. So we achieved the target, and the maximum
public came into the Winter Hungama program, and all have participated actively in it. Our
agenda was to organise the event before Christmas, that we have achieved significantly. We
tried to gather resources but due to lack of budget we faced the problem in organising the social
games, so a collection of sufficient resources objective was not achievable. With the help of
PRINCE 2, application of project management team can control over its event and can attain its
objectives easily. This approach explains that if the entire project is divided into subparts, then it
can be good results and can complete the entire project on time (Walker, 2015).
Benefits gained by organising Winter Hungama project
By doing this project we have gained many benefits, some of them were unexpected by our team
members.
 Practical Learning: The major advantage what we gained that we got to know about
troubles that can arrive in organising an even and how to over come these issue. It was
the practical experience for all of us and we enhanced our practical knowledge, and now
we can organise another event too. Because now we know that what thinks to be
remembered while organising the activities and games, what safety measures are required
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to remember etc. It was the great benefit for us and that practical learning has enhanced
our knowledge and self-managed learning skills (Nicholas and Steyn, 2012).
 Team working: When we were working for arranging the activities then we did not
expect that all team members will coordinate significantly. Because before that we did
not know each other well so initially it was creating a problem for us to make interactions
with team members. But once we started doing work all of us were working as a team,
and that team work was unexpected for us. We get to know the effectiveness of team
working and how it can help to accomplish the objective of the project. There were any
activities planned by us in the Winter Hungama event but due to initially lack of
knowledge we were not able to understand how to do. But efforts of all have given the
benefit of the successful event.
 Time management: Our main task was to arrange it before Christmas between 18
October to 13 December. It was great task for us and as we were very confidence and
enthusiastic that we could do it. So we have completed the project within expected time
duration.
 Problem-solving skills and quick decision making: While doing on the project of
Winter Hungama, many times we face issues such as lack of resources, sudden changes,
etc. It was unexpected for that we would be able to take right decisions at the right time.
But through this event, we got the benefit of improving problem-solving skills. We felt
that now we can take right decisions by analysing the condition and issues.
Project scope
Times scale
It was found that it was not in the scope because it was expected that it would complete till
12.30 pm. But due to late arrivals of team members, the actual result differed from expectation. It
was stated on 1.30 pm.
Task Name Duration Initial time Completed time Predecessors
Winter Hungama event 41 days Tue 10/18/16 Tue 12/13/16
Initiation 8 days Tue 10/18/16 Thu 10/27/16
Development of charter of
the project 2 days Tue 10/18/16 Wed 10/19/16
Decide SMART objective 2 days Thu 10/20/16 Fri 10/21/16 3
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Prepare brief of activities
held in event 1 day Mon 10/24/16 Mon 10/24/16 4
Schedule all activities 1 day Tue 10/25/16 Tue 10/25/16 5
Allocate resources 2 days Wed 10/26/16 Thu 10/27/16 6
Planning 9 days Wed 10/26/16 Mon 11/7/16
Decide budget 2 days Wed 10/26/16 Thu 10/27/16 6
Development of plan of
project management 3 days Fri 10/28/16 Tue 11/1/16 9
allocation of resources 4 days Wed 11/2/16 Mon 11/7/16 10
Implementation 7 days Tue 11/8/16 Wed 11/16/16
Arrange all activities 2 days Tue 11/8/16 Wed 11/9/16 11
Take confirmation from all
participants 2 days Thu 11/10/16 Fri 11/11/16 13
Confirmation of Jag from
event 2 days Mon 11/14/16 Tue 11/15/16 14
Take permission from
principal 1 day Wed 11/16/16 Wed 11/16/16 15
Monitor and control 15 days Thu 11/17/16 Wed 12/7/16
Scope management 3 days Thu 11/17/16 Mon 11/21/16 16
Schedule management 2 days Tue 11/22/16 Wed 11/23/16 18
Costs management 2 days Thu 11/24/16 Fri 11/25/16 19
Risks management 3 days Mon 11/28/16 Wed 11/30/16 20
Stakeholder analyses 5 days Thu 12/1/16 Wed 12/7/16 21
Closer 4 days Thu 12/8/16 Tue 12/13/16
Review the entire plan 1 day Thu 12/8/16 Thu 12/8/16 22
Modifications in resources 1 day Fri 12/9/16 Fri 12/9/16 24
Contract termination 1 day Mon 12/12/16 Mon 12/12/16 25
Sign off 1 day Tue 12/13/16 Tue 12/13/16 26
Budget
The initial budget was 100, but then it got increased to 200. Still, at the end of the event, it was
found that cost got exceed and reached to 210. Time, cost and scope are the main element and
help to identify the tolerance of the project. Tolerance needs to be selected for ten days by this
way it will be completed on its stipulated time duration.
Tolerance
As the decided budget was 200, but it exceeds to 210, but it is to be said that 10% tolerance is
fine so it was within the scope.
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Modifications in original project and effect of changes on the entire project
It was very difficult for us to follow the initial project to make Winter Hungama
successful (Müller and et.al, 2013). Because there were some lacking points such as budget, team
participation, etc. We have made certain changes in the initial plan, modifications what we were
done are discussed below:
Changes in the budget: Initial budget of the event was £100, but in such low budget we were
unable to arrange all activities effectively, monitory resources were not sufficient and due to lack
of funds we were unable to gather other physical sources too, such as speakers, equipment, etc.
We thought that this is not enough, so we decided to make changes in the budget, and then we
reached to decision that it should be £200. It was a modification of the plan that £100 will be
collected by student and rest will be provided by the university so that this Winter Hungama
event can successfully be organised.
Modification in debate competition: Initially we have planned that in the debate competition
there will be four teams and in each team, there will be one student and one teacher. But this
structure was not appropriate because in this all students were unable to participate. So we have
made modification in this and decided that there will be one team of student and another will be
of teachers. This structure will create excitement in the debate competition.
Changes in the social game: organise social game was in the initial plan, firstly we decided that
we will play football or cricket. But we had to make modification in this because there was no
sufficient space in the campus so that we could play such type of outdoor games. Then we
decided to play tissue game it was easy to play and can bring enthusiasm in all participants while
playing.
Changes made in Quiz: the Initially, the plan was that there would be four teams and in each
team, there will be two members, and we will ask about films and Christmas. But then we have
made slight changes in the structure and added that if teams are unable to give answers within
one minute, then this question will pass to the audience and the person who will give right
answer will get surprise price.
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All these modifications have given great results and helped in making the Winter Hungama
successful. As we increased the budget from 100 to 200 and we requested to a principal that rest
amount will be funded by the university that gave the positive result, and due to this we were
able to utilise resources well. But on the other hand, it has enhanced burden on students because
they had to contribute more amount. Modification in the debate competition has given an
optimistic result, and it brought excitement to the activity. Tissue game was the right decision
because in such small campus space we would not able to play cricket or football, and then the
audience will get bored. So changes in social games have given good result to the event. Changes
in Quiz had given a positive result because now audience were getting more involved in it.
Learned lessons
While doing the project of Winter Hungama we learned the importance of teamwork. We
identified that if all team members work together and coordinate effectively then, any program
can successfully organise. In the event, we used what's app group chat option that has helped in
communicating with each other. If after working hours any team member gets idea then person
circulate it in the group that chatting helped us in getting innovative ideas which helped us in
organising event successfully. PRINCE 2 application was very effective and helped us in
dividing the entire project into small sections so that each activity can be monitor easily and can
be completed on time (Leach, L. P., 2014).
We have learned bout stakeholder analyses as in the Winter Hungama project stakeholders were
principal, university, audience and participants. We got to know that how we can fulfil their
desired. These analyses have helped us in making effective strategies for organising the activities
(Mubarak, 2015).
A sufficient number of team and 11 group members were the accurate figures. Neither it was
huge nor too small. But for future projects, we will have to improve some points so that some
mistakes never take place again if we organise any event further (Baldwin and Bordoli, 2014).
We should work on deciding the initial budget and should involve university more in it. It will
help us in allocating sufficient funds so it would not create an extra financial burden on students.
Principals will provide us sufficient resources, so we will be able to give more time to other
activities. Because in this Winter Hungama project we took a lot of time in collecting money for
the event. All activities need to be planned systematic because further changes in team size and
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participation can create confusions and misunderstanding so there should be less chance in the
further modification, at the initial stage it should be properly planned.
Risk analysis
I felt that there were some risks attached to the project and I could identify these at the initial
stage. The first risk which was predictable that if Winter Hungama event gets failed then what
will be the reaction of audience and team members. We can think that no one will feel good in
this situation, it may be possible that group members would not participate again in any other
program. This issue can be managed by sharing with the team members. I can share this risk and
can consult with them (Silva and et.al, 2014). It would be beneficial and will make them positive
to put their best efforts so that this would not get failed. Sharing with team members will help to
find a solution by this way this risk will not take place as because all members will think that
why it can be failed and they will work upon the weaker sections so that they can make this
event successful.
All activities were planned by the limited team members; we were unaware with that what
audience want to see. This was a great risk and it was unavoidable if people who were watching
the programs do not line the game and activities then it can be successful. To avoid that risk we
should have a backup plan (Fewings, 2013). The risk could be that speakers do not work at the
time of the main event, it is an unpredictable issue and can take place anytime. In such condition,
we should arrange backup equipment so that event does not get failed. For instance, if the
electricity goes then we should arrange generator in the event place so that if lights go then also
event will get continued as it was planned (Winter, Lobley and Prince, 2013).
CONCLUSION
From the above report it can be concluded that with the help of project management practical
experiences and skills can be developed, it can help in accomplishing the objective of the project.
The assignment has discussed the Winter Hungama event; it is identified that all team members
had put their best efforts and had made program successful. For future events team has to
analysis risks which are attached with it so that they can make proper planning and can reduce it
to a great extent. There must be back up plan for each activity so that failure of the event would
not take place.
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REFERENCES
Books and Journals
Baldwin, A. and Bordoli, D., 2014. Handbook for construction planning and scheduling. John
Wiley & Sons.
Fewings, P., 2013. Construction project management: An integrated approach. Routledge.
Kerzner, H. R., 2013. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Leach, L. P., 2014. Critical chain project management. Artech House.
Li, D. and Lu, M., 2016. Automated Generation of Work Breakdown Structure and Project
Network Model for Earthworks Project Planning: A Flow Network-Based Optimization
Approach. Journal of Construction Engineering and Management. p.04016086.
Mubarak, S. A., 2015. Construction project scheduling and control. John Wiley & Sons.
Müller, R. and et.al., 2013. Project management knowledge flows in networks of project
managers and project management offices: A case study in the pharmaceutical
industry. Project Management Journal. 44(2). pp. 4-19.
Nicholas, J. M. and Steyn, H., 2012. Project Management for Engineering Business and
Technology. Butterworth-Heinemann.
Phillips, J., 2013. PMP, Project Management Professional (Certification Study Guides).
McGraw-Hill Osborne Media.
Silva, D. and et.al., 2014. OPM3® Portugal project: Analysis of preliminary results. Procedia
Technology. 16. pp.1027-1036.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
Winter, G., Lobley, C. M. and Prince, S. M., 2013. Decision making in xia2.Acta
Crystallographica Section D: Biological Crystallography. 69(7). pp.1260-1273.
Zakariazadeh, A., Jadid, S. and Siano, P., 2014. Multi-objective scheduling of electric vehicles in
smart distribution system. Energy Conversion and Management. 79. pp.43-53.
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