Project Management Evolution and Trends

This assignment delves into the development, evolution, and current trends within project management. It examines the historical context, significant changes, and influential factors shaping the discipline. Students are expected to analyze various perspectives on project management and its impact on modern organizational practices.

INTRODUCTION
In order to manage the task or activity within the organisation project management plays
significant role as it easily analyse the risk that are associated with activities (Burke, 2013).
Along with this, they also focuses on developing the strategies and plan of action so that they
may minimizes the risk associated with implementing the event or project. EOP is termed as End
of Project that is termed as documentation of completed activities that depicts planning of the
event has been come to the end. It also help in showcasing that plan has come to the end with
proper activities. The present report focuses on planning for Winter Hungama the social event
that is initiated within the campus so that university may easily celebrate the festive season. For
this aspect it also engage in including the planned cost as well as their scheduling and proper
assessment of risk allowances (Jun Qiuzhen and Qingguo, 2011).
TASK
1. Introduce Winter Hungama
Through considering the scenario it has been determined that university is planning for
organizing the social event that is Winter Hungama within the campus. The key objective for
organizing the event was to celebrate the festive season through organizing different activities
that attract the individuals (Caniëls and Bakens, 2012). The activities within the social event
must include organizing the quiz, debate, social games, refreshment activities etc. the activities
within project Winter Hungama also include debate activity in which the team would plan 2 team
member in each group one would be student and other would be lecturer that would take part in
the debate activity in the social event. Along with this, refreshment has been also planned for the
participants as well as lecturer those who will attend the event. the estimated or planned budget
for the social event is around £200 that basically include the foods, decoded etc. it has been also
planned that there must be proper seating arrangement for the audiences that would be ask to
perform within the event. Along with this, the project timing has also be declared that is from
12:30 to 2:30 pm.
2. Outlining the objectives of project
In order to manage the project that is Winter Hungama a social event in the university
campus for celebrating the festival season (De Bakker, Boonstra and Wortmann, 2010). Project
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management department has focused on outlining the objective of the project that mainly
include-
 To engage in the successful organizing of the social event within the university campus.
 The overall estimated budget of the social event do not exceed the limit of £200.
 To measure the risk as well as uncertainty that arises within the project.
 To accomplish the social event within the stipulated time period (Jun Qiuzhen and
Qingguo, 2011).
 To increase the participation of candidate within the social event.
Therefore, above are the outlined objective of the projected event named Winter
Hungama has been easily attained through application of different methodologies related with
the project management that is PRINCE2 as well as PMI approach. PRINCE2 is an effective
approach to the project management that support the university in managing and organizing their
event in proper manner so that they can easily execute the project in the estimated budget. With
the help of this technique or approach the overall project is divided into the controllable stages so
that manager can easily monitor or administers the activities that have been implementing (Jun,
Qiuzhen and Qingguo, 2011). In addition to this, it has been also assessed that project manager
for managing the event also focuses on considering the areas related with quality, supervision as
well as management of the estimated budget so that social event can be successfully executed.
Along with this, it also focuses on the different stages related with starting the project to the
ending of project. Therefore it is stated that with the help of this planner of the social event can
easily execute the Winter Hungama within the campus through accomplishing the stated goals
and objectives.
3. Outlining the benefits that have been attained
There are wide range of advantages that can be acquired with the help of techniques of
project management and a few are discussed in the subsequent section. Clients were satiated with
the service provision because quality dimensions were used in all spheres. Several problems and
constraints were avoided because appropriate techniques were used which helped the manager to
manage and organize all aspects of projects in effective way (Hayes, 2006). Similarly, as
expected, manager accomplished the quality standards; though the project was highly risk
associated. In the cited event, all the responsive and competent workforce worked and as a result
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they delivered best quality service. While getting supply of the products and services,
appropriate sources were utilized (Jun, Qiuzhen, and Qingguo, 2011). Raw materials have also
been purchased from only those entities who have quality associated goods.
Additional services were also provided in the same domain wherein the event manager
ensure that suitable services are being delivered to the invitees (Jun, Qiuzhen and Qingguo,
2011). With the help of proper application of project management, all the specific risk factors
were analyzed significantly that could have a direct impact on company’s operations and
practices. Instead of many risks, the event seems to be successful because of the involvement of
various services. While organizing the event, manager also forecasted occurrence of various risks
and challenges such as uncertainties, risk of any outbreak, improper dealings with technology
and unauthorized entry of any person (Pavlak, 2005). Thus, considering all such risks, manager
ensure that only authorized persons have the capability to enter in the event. Proper security
measures were also followed so that the event can be successfully managed. Security guards also
remained attentive and checked entry of each and every participant.
4. Ascertaining whether the project was within the scope
On the basis of outcomes of the study, it can be said that the project is not within the
scope because of resource constraint. A few things did not turn out the way as expected; thus it
can be said that there were a few challenges that hampered the scope of the project. The event
also started late; therefore the completion time also extended (Clements and et.al., 2005). Most
of the attendants left early because they had to manage their other schedules; however most of
them did not come to the event. Hence, it can be said that because of this aspect a few people
find it unnecessary to attend and as a consequence, it raises question on effectiveness of the
event.
Along with this, event manager had to purchase several new things in the last moment
which increased the budget and as a result, it hampered the cost effectiveness aspects. At the
same time, it is also essential for the project manager to consider the tolerance aspect. Time,
scope and tolerance should be decided prominently by the project manager and that should work
out according to the expected plans (Shenhar and Dvir, 2007). Delay of any planned thing could
affect the overall plan and as a consequence, it can affect the success of the project. 25 minutes
were decided as event tolerance and as planned, every aspect should be performed accordingly.
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However, financial constraint affected the budget and subsequently it cannot replace the defined
budgets (Cicmil, Williams, Thomas and Hodgson, 2006). Exceeding the budget is not tolerable
because that hinders the entire planning for the event.
5. Explanation of changes that were made to the completion of the project
Changes were made in plan and the major changes occurred in some of the activities.
Several new competitive activities were added along with extended duration of the event.
Further, changes were also made in the schedule because due to late start a few activities were
clashed up. Hence, to make the event successful, manager ensured to add new provisions into it.
Changes were also made in the event timings (Turner, 2006). Earlier, it not decided to involve
media; but later on they are involved for promoting the services to different domains. In terms of
impact, it can be said that due to adding new activities in the schedule, cost increased and it
affected the defined budget as well. However, at the same time, late start of the event affected
interest of people as well hence this reduces the number of attendees (Cioffi, 2006).
6 Lessons learnt
It is very important for one to prepare a plan in legitimate way for the project. This is because if
plan will not be prepared in systematic way then in that case resources will not be utilized in
proper manner at the workplace. Hence, firm will not earn sufficient amount of return on its
project. It is the proper plan by following which idea can be converted in to reality. Means that if
plan will not be framed in proper manner then things will not be happened in proper manner and
project will not be executed in right way. Hence, it is very important to prepare a plan in proper
manner (Bresnen, 2016). Many times business environment get changed and due to this reason
firm face a lots of problems in its business. Thus, managers must already determine the extent to
which they can tolerate specific things. On the basis of determined tolerance limit managers can
make better business decisions in respect to project (Jun, Qiuzhen, and Qingguo, 2011). While
operating any project it must be ensured that all tasks are performed in systematic way by the
managers and other employees at the workplace. This is because if systematically activities and
tasks will be performed then in that case each task of the project will be performed in best way.
This will lead to success of the business idea. PRINCE 2 is the one of the most important
approach that is used by the project managers top identify problems and loopholes that exist in
the project. Further, it is ascertained that PRINCE2 methodology can be used to find out
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problems that are associated with the project. By using mentioned approach proposed project can
be classified in to varied stages (Jun, Qiuzhen, and Qingguo, 2011). It can be said that PRINCE 2
is the one of the most effective approach and due to this reason used by most project managers.
The team work spirit has been also been learnt by the students while conducting this
project (De Bakker, Boonstra, and Wortmann, 2010). For the purpose of effective coordination
and for the purpose of communicating information it has been planned to create a group by
using whatsapp application. This will help the team members in in effectively organizing the
event. This will further help in sharing the ideas and further improving the performance.
Moreover stakeholder analysis is also being carried for the purpose of determining the
expectations and needs of the stakeholders of the event. For this the stakeholder analysis tool is
being used and it had helped in learning things in relation to the determination of the
requirements of the stakeholders (Hu, Cui, Demeulemeester,and Bie, 2016).
7. Recommendations
For organizing winter hungama event different suggestion can be provided for project
management so that success of project can be ensure in the marketplace, It assists corporation to
ensure inclusion of skilled and competent personnel who support event to grab attention of more
and more audience. At this juncture, all services such as preparing refreshment and
administration task must be completed in an effectual manner so that project can be organized in
a structured manner (Cioffi, 2006). Furthermore, appropriate communication should be
maintained in a team whereby it becomes easy to meet the targets set at the time of planning
phase of event. It would be effective to ensure optimum utilization of limited resource and
successful organization of proposed event. Apart from this, roles and responsibilities of all
members should be communicated effectively on right time so that they can accomplish
respective task. However, focus must be laid on availability of resources like human, financial
and physical (De Bakker, Boonstra, and Wortmann, 2010). This tends to reduce uncertainties
associated with different business activities and assists management to accomplish long as well
as short term objectives. Apart from this, PERT method can be used for reducing overall time
taken to complete different activities of project. It facilitates to save time and resources
effectively.
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8. Risk analysis
Risk plays an important role in an event as this raises the capabilities of an individual to
design their services according to the nature of risks. The risks face by an individual are analyses
in advance to ensure kits safety in the future (Turner, 2016). The organizing of events is complex
tasks which requires foresightedness to seek external advice of the experts to reduce its overall
risks. The risks which can be incurred in the organizing of events by an individual. The insurance
will be used as risk analysis approach which defines the current ability of an individuals in
analyzing their current strengths to cover up their weaknesses.
The risk's analysis will, emphasises on the expected risks faced by all the individuals who
involved in arranging the events. The arrangement of the events can be threat for a person as
there are higher chances of injuries when the events takes places outside the premises. The
outside events can be risky for an individual (Cioffi, 2006). The use of equipment will lead an
entity to face repercussions due to the wrong application of tools and the techniques.
Seri
al
Nu
mbe
r
Area of risk Hazards Controls
Actions
need to
take
1 Event decorations Accident and injury Placing first aid kit at event
place
Appoint
ing
doctors
2 Fire at place Fire spread in the decoration
items Fire extinguisher Transfer
3 Sickness Sudden sickness,
unconsciousness, injury. Medical officers Backup
4 Equipment Risk of faulty equipment Electrical Safety Avoid
5 Other equipment Risk of injury from
equipment
Using equipment with
instruction manual Avoid
6 Unauthorized
personnel
Restricting access for
unauthorized personnel to the
Use of staff and student Share
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campus. aids
The above mentioned plan has prepared in order to guide an individual to follow all the
protective risks incurred in an event (Turner, 2006). The controls placed according to the action
plan will help in achieving the desired aims and targets of the social events to grab wide number
of audiences.
The risks areas that are being evaluated for the project include accidents and injury that can
happen during the conduct of the event (Hayes, 2006). These risks are required to be evaluated
and managed accordingly by the backups that are suggested in the table.
CONCLUSION
Summing up the entire research study, it can be said that at the time of planning any
event, it is vital for the manager to ensure that cost does not exceed so that all the activities can
be managed according to the defined budget. At the same time, attention should be given
towards availability of several amenities so that attendees may not get disappointed. This also
lies under the success criteria; hence event manager should focus upon the same.
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References .
Books & Journals
Bresnen, M., 2016. Institutional development, divergence and change in the discipline of project
management. International Journal of Project Management. 34(2). pp.328-338.
Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.
Caniëls, M.C. and Bakens, R.J., 2012. The effects of Project Management Information Systems
on decision making in a multi project environment.International Journal of Project
Management. 30(2). pp.162-175.
Cicmil, S., Williams, T., Thomas, J. and Hodgson, D., 2006. Rethinking project management:
researching the actuality of projects. International Journal of Project Management. 24(8).
pp.675-686.
Cioffi, D. F., 2006. Designing project management: A scientific notation and an improved
formalism for earned value calculations. International Journal of Project Management.
24(2). pp.136-144.
Clements, P. C. and et.al., 2005. Project management in a software product line organization.
Software. 22(5), pp.54-62.
De Bakker, K., Boonstra, A. and Wortmann, H., 2010. Does risk management contribute to IT
project success? A meta-analysis of empirical evidence. International Journal of Project
Management. 28(5). pp.493-503.
Hayes, R., 2006. Operations, Strategy, and Technology: Pursuing the competitive edge. Strategic
Direction. 22(9).
Hu, X., Cui, N., Demeulemeester, E. and Bie, L., 2016. Incorporation of activity sensitivity
measures into buffer management to manage project schedule risk. European Journal of
Operational Research. 249(2). pp.717-727.
Jun, L., Qiuzhen, W. and Qingguo, M., 2011. The effects of project uncertainty and risk
management on IS development project performance: A vendor
perspective. International Journal of Project Management. 29(7). pp.923-933.
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Pavlak, A., 2005. Project troubleshooting: tiger teams for reactive risk management. Engineering
Management Review. 33(1). pp.36-36.
Shenhar, A. and Dvir, D., 2007. Project management research-the challenge and opportunity.
Engineering Management Review. 36(2). pp.112-121.
Turner, J. R., 2006. Towards a theory of project management: the functions of project
management. International Journal of Project Management. 24(3). pp.187-189.
Turner, R., 2016. Gower handbook of project management. Routledge.
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