Report on Strategic Project Management for Music Award Event 2018

This report provides a comprehensive analysis of strategic project management, focusing on the organization of the "Best Music Award 2018" event in Dubai. The introduction establishes the importance of strategic project management and outlines the event's scope, budget, and sponsors. Task 1 delves into the project manager's role in planning, emphasizing risk management, decision-making, and scheduling. It includes an event overview detailing the date, time, location, description, budget, and sponsors. Task 2 covers project management elements like time, cost, and scope, along with a Work Breakdown Structure and risk assessment strategies. Task 3 introduces project network diagrams to visually represent the project and determine the critical path, followed by the application of the earned value management tool for performance and cost calculations. Task 4 evaluates team effectiveness and building, identifying key leadership skills essential for a project manager. The report concludes by summarizing the key findings and insights regarding the event planning and management.

STRATEGIC PROJECT
MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 The role of a project manager during planning of a project..................................................1
1.2 Performance, Time, Cost and Scope’ requirements can help/ or adversely affect a project.2
1.3 Evaluating the way planning and scheduling of project work will help in its successful
implementation............................................................................................................................4
TASK 2............................................................................................................................................6
2.1 Drawing the work break down structure and identify deliverables......................................6
2.2 Identify risk assessment and evaluate controls of risks for the Musical Awards Event
project..........................................................................................................................................8
TASK 3............................................................................................................................................9
3.1 Develop a project network diagram to visually display the whole project and calculate the
critical path..................................................................................................................................9
3.2 Apply earned value management tool to define and calculate all the starting point
calculation, performance index calculation and the final cost..................................................11
TASK 4..........................................................................................................................................13
4.1 Evaluate team’s effectiveness and team building in the circumstance...............................13
4.2 Identify and evaluate key leadership skills required to manage the challenges that could be
faced as a Project Manager.......................................................................................................14
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16

INTRODUCTION
Strategic project management refers to select, manage and measure project outcomes to
ensure optimal value for corporation. It is a process to take a project from start to finish in ways
that are competitive and efficient. In simple words, it can be said that it is a procedure of
managing complex project by combining business strategy and project management techniques
for implement business strategy. In the present study, project manager is going to handle project
by which Event i.e. ''Best Music Award 2018” is going to be organised at Atlantis Hotel arena in
Dubai. The total budget for this event is AED 250000 that is to be mobilised from potential
sponsors and AED 100000 grants from ministry of social affairs. A systematic plan and schedule
for event has been discussed in this report along with several techniques and strategies of project
management. Gantt chart and network diagram that are important method of project management
have been also discussed here. Earned value method is discussed here as well with reference to
ABC construction organisation for managing working hours and budget for the tasks.
TASK 1
1.1 The role of a project manager during planning of a project
Dubai has been recently chosen for hosting an award function which is, “Best Music
Award 2018”. It will be held at Atlantis Hotel Arena, which is in Dubai. The first thing that
manager should consider when making up a project plan is to totally identify and understand the
entire project; its goals, all tasks to be accomplish, allotting task to team members, and regularly
track progress of the plan. In order to plan and implement this project, project manager plays a
very crucial role as he/she has various kinds of roles and responsibility which are discussed
below-
 Manage risk- A project manager is responsible for successful initiating, planning,
designing, executing, monitoring and controlling of a project. He is responsible for
overall functioning of Best Music Award 2018. He should make efforts to control the risk
and reduce uncertainties for this event.
 Take right decision- Decisions taken by a manager should directly benefit their project.
For planning an event it takes a budget, organised team work, and a lot of project
management. A manager will prepare an overview of Best Music Award 2018 and
submit it to Ministry of Social affairs.
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 Proper planning and scheduling- The event team has appointed a project manager for
this major function to draw up a project plan in order to submit it to the Ministry of social
affairs as they are the potential sponsors of Best Music Award 2018.
 Monitor and evaluation- The manager will firstly create the scheduled of Best Music
Award 2018 which should be visible to all team members. Then he will effectively
manage his team and allot them specified tasks to complete their work on time (Serra and
Kunc, 2015). Then he will regularly track the progress of all tasks to meet project goals
as soon as possible.
The appointed project manager will effectively handle this situation. He will initiate his
work, plan accordingly for further execution. Then the most important thing he will do is
supervising of the tasks given to team members. A manager will prepare an overview of Best
Music Award 2018 and submit it to Ministry of Social affairs.
Event Overview
Event Title Best Music Award 2018
Date 6th March 2018
Time 2:00 to 22:30
Location Atlantis Hotel Arena, Dubai
Description This Award function will be held in Dubai. Celebrities and other dignitaries
from all over the word will be visiting the UAE including approximate 500
audiences which are expected to attend this event. The opening ceremony
shall be inaugurated by famous music artist, ‘Shakira' and the awards will
be presented by his Highness,'Shk Al Makhtoum'.
Budget AED 250000 including all arrangement
Sponsors Ministry of Social Affairs
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1.2 The way performance, time, cost and scope requirements can help/ or adversely affect a
project
In order to organise the event that is Best Music Award 2018, project manager should
focus on project management plan that consists with several aspects such as time, cost,
performance scope, etc. (Yang, Chen and Wang, 2015). These all elements considers for
implement a successful project management plan. The contribution of these elements in the Best
Music Award 2018 are discussed below-
 Time refers to the actual period required to create a project plan or to complete a task. It
is a crucial factor as if the management team does not be able to meet the deadlines in a
project it will hence create an adverse effect (Project management, 2017). As Best Music
Award 2018 will organise in the first week of 6 March 2018 during evening at Atlantis
Hotel arena from 20.00 to 22.30 hours.
 Cost is the amount of money which is estimated by the event planners that will be
required to complete the project. It involves all the monetary components such as
resources, materials required, labour cost, etc. cost is the most complicated factor in the
project management (Kerzner and Kerzner, 2017). The total budget of the event Best
Music Award 2018 is AED 250000 which is to be mobilised from potential sponsors and
AED 100000 grant from ministry of social affairs. Scope:-A project scope statement is a useful technique to outline the project's deliverable
and identify the constraints, assumption and key success factors. It can direct impact on
the constraint time and resources (Project Trade-Offs – Scope, Time, Cost, Risk, Quality,
2018). In the present scenario, following are some key elements of a project such as
"BEST MUSIC AWARD 2018”-
1. Project scope description- As per this element, project manager have to describe the
project that is BEST MUSIC AWARD 2018.He is responsible to define all required
information such as venue, budget, time, deliverable, team, etc. to all stakeholders such
as customer, sponsors, government, staff members, committees, ministry of social
affairs.
2. Project deliverable- It is a tangible and intangible good and service produced as a result
of a project that is intended to be delivered to a customer. It is the specific list of results
that is produced by the project (Larson and Gray, 2015). BEST MUSIC AWARD 2018
3

will deliver effective customer entertainment and satisfaction. This event shall see
celebrities and other dignitaries from all over the world visiting the UAE with
approximation of 500 persons expected to be in attendance for this event. This event aim
is to provide music awards to popular singers and celebrities as per their performance.
3. User acceptance criteria- It is a list of critical success factors to accept the project
deliverables. By consider this element, event manager can easily measure the
performance of Music award event.
4. Project boundaries- This element identifies that what deliverables are in an outside of the
project's scope (Lee and et.al., 2015). By consider this element, project manager can
easily identify that what outcomes can generate from outside of event
5. Project constraints- It is considered as a list of Music award event's limitations typically
categorised by results, time frame, resources, physical and technical constraints
6. Project assumptions- It is a list of thoughts that are believed to be true yet required to be
confirmed.
Milestones for BEST MUSIC AWARD 2018
BEST MUSIC AWARD 2018 is organised on the first week of February 2018 during
evening at Atlaintis Hotel arena from 20.00 to 22.30 hours. In order to organise this event,
manager will do planning before 6 weeks from February 2018.
Activity/Week 1 2 3 4 5 6 7 8
Identify event goals
Determine stakeholders
Organising a team
Theme an event
Create a master plan
Create a promotional plan
Organise music event
Measure the success of the event
by the number of attendees
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1.3 Evaluating the way planning and scheduling of project work will help in its successful
implementation
Project planning is used by manager to convey the status of project to his team. Planning
helps him to prioritize his work, complete more work in less time, and helps to create quality
work. In the context to organise event “BEST MUSIC AWARD 2018”, project manager must
focus on the proper planning and scheduling of project work. Following are several priorities that
will consider by manager for organise music event-
 Identify event goals: It is the first step for planning an event under which project
manager will focus on the objective of Music event. BEST MUSIC AWARD 2018 aims
are entertain celebrities, promote interest in music among youth, recognise the
achievements of musicians and increase the public understanding and appreciation of the
local music industry (Willems and Vanhoucke, 2015).
 Put everything on a timeline- Once the goal will set by manager then a well systematic
and structure timeline create by manager. In this time line each and every activity for
music event will consider like dancing, singing, meal, eating, drinking, contests,
ceremonies, games, lectures, speeches etc.
 Organising a team: - It requires skilled individuals to make a perfect team. For example,
consider Event Manager as well as individual Chairpersons for subcommittees like;
speakers, venue management, publicity, volunteer and sponsors.
 Theme an event: - To make an event to stand out, a manager will choose a theme that
match the actual name of the function, since it will create a key attention of all celebrities.
For organise the BEST MUSIC AWARD 2018, project manager will select Neon Theme
that is popular at raves or music event. This theme is full of vibrant red and dark gold
colour.
 Create a master plan- In this phase, project manager will create master plan under
which he/she will consider upon catering, promotion, media relation, sponsors
management, etc.
 Create a promotional plan- Once the master plan design by manager then he will look
upon promotional plan by which event can easily promote. Manager will promote this
music event by use of social media and print media (Verzuh, 2015). Event manager will
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publish information regarding music event on the newspaper, magazines and bill boards.
Furthermore, he/she will create profile on social media like You Tube Facebook, Twitter
for deliver information regarding the same.
 Organise music event-In this stage, music event will finally organise by manager at
Atlantis hotel arena in the DUBAI. This event will also broadcast on the television and
social media so as people can enjoy program by their television, mobile and computer
 Measure the success of the event by the number of attendees- Once the event will
organise then manager will measure success of it by numbers of attendance, reviews of
audience, feedbacks of celebrities, rate of TRP etc.
TASK 2
2.1 Drawing the work break down structure and identify deliverables
Work break down structure: It is very essential for getting a project off the ground and it is a
key project deliverable that organise the team's work into manageable sections (Acceleration
Time Analysis of Project Work on Optimum Structure with Additional Cost, 2014). It is a visual
tool for defining and tracking a project deliverable and all the small elements that required to
create it.
Deliverable- It is a term that is used in project management to describe a tangible and intangible
product and services produced as a result of the project. In order to organise Music event award
2018, there are various kinds of deliverable such as quality management, installing music
equipment on stage, decoration, promote event etc.
Organisation unit- Organisation unit are those people who carry out activities and functions of
projects.
Task
Mode Task Name Duration Start Finish Predecessors WBS
Auto
Scheduled
Identify event
goals 1 week Thu
9/6/18
Wed
9/12/18 1
Auto
Scheduled
Put everything on a
timeline 1 week Thu
9/13/18
Wed
9/19/18 1 2
Auto
Scheduled Organising a team 1 week Thu
9/20/18
Wed
9/26/18 2 3
6

Auto
Scheduled Theme an event 1 week Thu
9/27/18
Wed
10/3/18 3 4
Auto
Scheduled
Create a master
plan 1 week Thu
9/27/18
Wed
10/3/18 1,3 5
Auto
Scheduled
Organise music
event 1 week Thu
10/4/18
Wed
10/10/18 2,4 6
Auto
Scheduled
Measure the
success of the
event by the
number of
attendees
1 week Thu
10/11/18
Wed
10/17/18 5,6 7
Auto
Scheduled Wind up event 1 week Thu
10/18/18
Wed
10/24/18 7 8
Illustrate Example
Total Budget: AED 250000+AED 100000= 350000
Work package 1- 750000
Work package 2- 750000
1. Example:
Deliverables (Quality
management)
Organisation Unit Budget Time
Risk management Risk manager 25000 2 Days
Statistical process
control
Quality officer 10000 1 Day
Complaint handling Event representatives 15000 1 Day
2. Example:
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Deliverables (Create a
master plan)
Organisation Unit Budget Time
Promotion and
marketing
Marketing manager 75000 1 week
Sponsor management Event manager 250000 1 week
Catering Event staff member 100000 1 week
2.2 Identifying risk assessment and evaluating the control of risks for Musical Awards Event
project
Project manager has tasked to organise Musical award event and meet necessary
requirement of project. There are various kinds of risk identified in order to organise this event
and implement project. Following are some methods to assess and control these risks- Proper planning and schedule- In order to overcome risk regarding venue management
staff, project manager should use tools of proper planning and scheduling strategy
(Turner, 2016). With help of planning for each and every activity for event, manager can
easily overcome this issue. In addition to this, manager should provide training to venue
management staff so as they can learn effectively criteria to work and fulfil their
responsibility toward event. Negotiation and conflict management strategies- In order to overcome risk regarding
fighting between stage workers and local security staff member, project manager should
consider negotiation method and conflict management strategies (Liu, Meng and Fellows,
2015). With help of build a culture that encourage giving and receiving feedback, project
manager can easily eliminate issues and conflicts between the stage workers and local
security staff member. Online invitation- For overcoming the issue regarding invitation to wrong addresses,
project manager will develop proper list of guest specified with their address and provide
to distribution team. In addition to this, team member will send invitation to guest by
email and text messages through which invitation cannot deliver to wrong address and
guest can revert for mails and messages (Schwindt and Zimmermann, 2015).
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 Security and protection budget- In order to overcome abusive behaviour of uninvited
speculator, project manager will focus on security and protection system. Event planner
should hire event team of security guards so as numbers of uninvited specular can
overcome. Furthermore, manager should use scannable badges by which event organiser
can identify fake tickets, wristbands and hand stamps. The best way to create a secure
scannable badge is to use QR code. Strategies to improve over parking issue- Project manager identifies risk regarding
inadequate parking in BEST MUSIC AWARD 2018.To overcome this issue, manager
can use several strategies such as improve information for motorists, reduce auto mobile
dependency and transportation alternatives, share parking facilities, mixed use parking,
provide shuttle service to parking facilities, use of remote parking location and shuttle
service, etc. (Padalkar and Gopinath, 2016).
 Effective working instruction and practices- To overcome risk regarding serious injury
for one of the team members during stage supervision in the event, project manager
should use several strategies such as provide training, wear safety gear, follow
instruction, pay attention to and follow emergency drills etc. With help of training
regarding workplace safety, project manager can teach staff member to carry out
activities in safe and secure manner.
TASK 3
3.1 Develop a project network diagram to visually display the whole project and calculate the
critical path
Project network diagram- It is an essential technique of project management that is use for
planning and tracking the project from beginning to finish (Kerzner and Kerzner, 2017). It
represents a project's critical path and the scope. In order to allot functions and activities of the
tasks, project manager of ABC Construction Company will consider project network diagram.
Critical path- It is the longest path through a network of activities in a project plan which must
be completed on time for the project to complete on due date (Top 7 Benefits of Gantt Charts in
Project Management, 2018).
Task
Mode Task Name Duration Start Finish Predecessors
9

Auto
Schedule
d
Excavate 2 weeks Thu 9/6/18 Wed 9/19/18
Auto
Schedule
d
Lay the foundation 4 weeks Thu 9/20/18 Wed 10/17/18 1
Auto
Schedule
d
Put up rough wall 10 weeks Thu 10/18/18 Wed 12/26/18 2
Auto
Schedule
d
Put up the roof 6 weeks Thu 12/27/18 Wed 2/6/19 3
Auto
Schedule
d
Install exterior plumbing 4 weeks Thu 12/27/18 Wed 1/23/19 3
Auto
Schedule
d
Install interior plumbing 5 weeks Thu 1/24/19 Wed 2/27/19 5
Auto
Schedule
d
Put up exterior siding 7 weeks Thu 2/7/19 Wed 3/27/19 4
Auto
Schedule
d
Do exterior painting 9 weeks Thu 3/28/19 Wed 5/29/19 5,7
Auto
Schedule
d
Do the electric work 7 weeks Thu 12/27/18 Wed 2/13/19 3
Auto
Schedule
Put the wallboard 8 weeks Thu 2/28/19 Wed 4/24/19 6,9
10