BM522 Project Management Coursework 1: Concert Fundraiser Report

This report analyzes a project management assignment for a concert fundraiser, commissioned by the Camden Sickle Cell and Thalassaemia Service Group. The report begins with an introduction outlining the aim, objectives, and rationale for the project. Task 1 involves creating a network diagram, calculating critical paths, and identifying the shortest project completion time. Task 2 focuses on stakeholder analysis, categorizing internal and external stakeholders based on power and interest, and outlining communication strategies. Task 3 details the project's initiation, planning, execution, monitoring, and closure phases, incorporating diagrams to illustrate the workflow. Task 4 assesses potential risks, categorizing them based on probability and impact, and suggesting mitigation strategies. Task 5 addresses quality expectations, acceptance criteria, and quality specifications, along with measures to control the event. Finally, Task 6 recommends the waterfall methodology as the most appropriate project management approach for this fundraising event. The report provides a comprehensive overview of project management tools and techniques applied to a real-world scenario.

BM522 - Project Management CW1
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Table of Contents
Introduction
Task 1
Task 2
Task 3
Task 4
Task 5
Task 6
Reference
2

Introduction
Aim: To organize the musical concert to raise funds for Sickle Cell and
Thalassaemia Care forum.
Objectives:
 To recruit the publicity director within time frame of 14 days.
 To advertise the event of musical concert in the time of 21 days.
Reason: The main reason behind the conducting a concert is due to
high popularity of music concert nowadays, which can help to raise fund
for Sickle Cell and Thalassaemia Care Forum. Through organise the
event, it will help top raise high amount of fund for the cause.
Task 1
Task Mode Task Name Duration Start Finish Predecessors Number1 Number2 Number3 Number4
Manually
Scheduled
Initiation
Stage 1 day Tue
4/6/21
Tue
4/6/21 0 0 0 0
Manually
Scheduled
Budget
Approval 1 day Tue
4/6/21
Tue
4/6/21 0 1 0 1
Manually
Scheduled
Planning
stage 84 days Wed
4/7/21
Mon
8/2/21 0 0 0 0
Manually
Scheduled
Hire
Publicity
Director
14 days Wed
4/7/21
Mon
4/26/21 2 1 15 1 15
Manually
Scheduled
Hire Set
Designer 14 days Wed
4/7/21
Mon
4/26/21 2 1 15 36 50
Manually
Scheduled
Hire Place
For Auditions 7 days Tue
4/27/21
Wed
5/5/21 4 15 22 15 22
Manually
Scheduled
Advertising
To Hire Crew
and Cast
7 days Tue
4/27/21
Wed
5/5/21 4 15 22 15 22
Manually
Scheduled
Hire
Production &
Publicity
Crew
28 days Thu
5/6/21
Mon
6/14/21 6,7 22 50 22 50
Manually Set 35 days Tue Mon 5,8 50 85 50 85
3

Scheduled Designed
and Built 6/15/21 8/2/21
Manually
Scheduled
Hire
Orchestra 1 day Wed
4/7/21
Wed
4/7/21 2 1 2 84 85
Manually
Scheduled
Execution
stage
122
days
Thu
4/8/21
Fri
9/24/21 0 0 0 0
Manually
Scheduled
Train
Production
Crew
2 days Tue
6/15/21
Wed
6/16/21 5,8 50 52 122 124
Manually
Scheduled
Auditions
To Hire Cast 66 days Thu
5/6/21
Thu
8/5/21 6,7 22 88 22 88
Manually
Scheduled
Cast
Rehearsal 7 days Fri
8/6/21
Mon
8/16/21 13 88 95 117 124
Manually
Scheduled Music 7 days Thu
4/8/21
Fri
4/16/21 10 2 9 112 119
Manually
Scheduled
Photograph
Cast And
Crew &
Collect
Biographies
35 days Fri
8/6/21
Thu
9/23/21 8,10,13 88 123 88 123
Manually
Scheduled
Enter
Information
Into
Computer
1 day Fri
9/24/21
Fri
9/24/21 16 123 124 123 124
Manually
Scheduled
Monitaring
stage
122
days
Mon
4/19/21
Tue
10/5/21 0 0 0 0
Manually
Scheduled Printing 7 days Mon
9/27/21
Tue
10/5/21 17 124 131 124 131
Manually
Scheduled
Develop an
Advertising
Plan
21 days Tue
6/15/21
Tue
7/13/21 8 50 71 106 127
Manually
Scheduled
Advertising
Media 4 days Wed
7/14/21
Mon
7/19/21 20 71 75 127 131
Manually
Scheduled
Orchestra
rehearsal 7 days Mon
4/19/21
Tue
4/27/21 15 9 16 119 126
Manually
Scheduled
Order
Costumes 21 days Fri
8/6/21
Fri
9/3/21 13 88 109 101 122
Manually
Scheduled
Costume
Parade And
Alterations
4 days Mon
9/6/21
Thu
9/9/21 9,23 109 113 122 126
Manually
Scheduled
Project
Closure 19 days Fri
9/10/21
Wed
10/6/21 0 0 0 0
Manually
Scheduled
Dress
Rehearsal 5 days Fri
9/10/21
Thu
9/16/21 10,14,22,24 113 118 126 131
Manually
Scheduled
Dress
Rehearsal 1 day Wed
10/6/21
Wed
10/6/21 19,21,26 131 132 131 132
4

Figure 1: …………….
Critical path
Path 1: 1 + 2 + 4 + 6 + 10+ 20 + 21 + 22
Path 2: 1 + 2 + 4 + 6 + 7 + 20 + 21 + 22
Path 3: 1 + 2 + 4 + 6 + 13 + 14 + 15 + 22
5

Power
Interest
Task 2
The internal and external stake holder analysis shows the interest and power of each
individual having. Internal stakeholders have the high power and high interest in the
event and work according to achieving the event goal (Hiswåls, and et.al., 2020). The
external stakeholder has some low power but high interest in the event. The media
and audiences have high interest in event but low power in event to control it.
High
Government
Performers Event manager
Sponsors
Low
Volunteers
Musician
Team manager
Audience
Suppliers
Media
Low High
Figure 2: ………….
The below table shows the stakeholder which are internal and external stakeholder
and having their individual power to control the event (Dufour, 2020). Major of power is
on internal stakeholders which are conducting the event external stakeholder have is
having the high interest but less power to control.
Stakeholder Internal /
External
Amount of
Power/Interest
How would the
stakeholder
Communication
Strategy
6

The
stakeholder
has
affect the
project or be
affected by the
project
WHO? INTERNAL
or
EXTERNAL?
High or Low
Power/ High or
Low Interest
Explain how
(1-2 sentences)
In which ways
will the
communication
happen with this
stakeholder?
(1-2 sentences)
Event
manager
Internal High Conduct all the
process of
event until it is
conducted.
Through mail
and regular
follow-ups.
Sponsors External High They are
invested in the
event and can
affect the
project through
financially.
Through Mail
and weekly
updates
Team
manager
Internal High Manage all the
activities of
ground level
and help to
conduct all
activities on
time.
Through event
manager by
taking frequent
meeting
Volunteers Internal Low Perform the
task and
maintain the
event activity
by performing
all activities
given by team
management.
Regular meeting
by team
managers to
complete daily
task.
Audience External High They are the
main audience
that the event is
conducted for.
Through
promoting and
advertisement.
Suppliers External Low They supply all
the necessary
resources
which are
required to
conduct the
event.
Communication
can be done
through visiting
there store or
ordering through
telephonic.
Government External Low They can
affected
through any
inappropriate
They can be
communicate
through mail or
taking
7

activity help by
management.
permission from
authorise
activity.
Musician External High They are main
players of
Music concert
which are
affected
through their
performance or
any other
activity.
By telephonic or
mail
communication
by event
manager
Performers Internal Low They are main
leader that are
supported by
musician and
can be affected
through his/her
performance.
By telephonic or
mail
communication
by event
manager
Media External High They can affect
through
promoting the
event before
organize and
after event
conducted.
They can be
communicating
through mail or
personal
meeting.
Table 1: ………….
8

Task 3
The initiation stage shows the approval of budget where music concert budget had
been approved by the event manager. Second stage shows the planning stage of
concert where hiring different teams is done (Priest, Englander and McCarty, 2020). This
stage shows the hiring of Publicity director, hiring set designer, audition place, crew
and cast, production crew and orchestra. Third stage shows he execution stage of
project which include the training of team members, cast rehearsal, music and
entering information in computer. Forth stage shows the monitoring progress of
concert which include printing, and alteration of costume. Last stage shows the final
rehearsal and performance of concert.
9
Music Concert
Initiation stage
Budget
Approval
ProjectPlanning
Hire Publicity
Director
Hire set
designer
Hire Place for
Audition
Advertising to
hire Crew and
Cast
Hire production
crew
Hire Orchestra
Set design and
Build
Execution of
Project
Train
Production
Crew
Audicition to
Hire cast
Cast Rehearsal
Music
Photographer
cast and Crew &
collection
Biographies
Enter
Information into
computor
Porject
Monitoring
Printing
Order Costumes
Costume Parade
and alteration
Project Closure
Dress Rehearsal
Performance

Figure 3: ………………………………….
The different departments show the different working for the common objective
(Holmes, 2021). The financial staff is working on sponsors and budgets analysis of
event. Resource department supply all necessary resource that are required for
concert. Hr managers hire and train the crew members for smooth flow of work.
Technical manager manage all the technical support of concert and management
managers perform overall maintain the work of concert to get success and achieve
the ultimate aim (Paprica, 2021).
Figure 4: ………………………………….
10
Project
Manager
Finance
Manager
Budget
Analysis staff
Sponsers
Staff
Resource
Manager
Resource
team
Assistance Staff
HR Manager
Hiring
volunateers
Training Staff
Technical
Manager
IT staff
Service team
Management
Manager
Management
Staff
Back-up Staff

Event Probability
Event Impact
Task 4
The diagram shows that there are positive and negative risk which could be accept
and enhance to avoid high loss and use of risk in proper manner. The technical risk
is the high risk which are most likely to occur in the concert. The technology used in
the concert can help to enhance the concert experience (Bružāns, 2020). Another
major risk is lack of training to staff that will affect the organizing the event. The
diagram show that there is some risk like technical error and resource unavailability
have high impact and high effect on event. While lack of government support shows
the low impact and lo0w effect on the event. Proper management and high security
and high effect ion event but have low impact
High
Proper management
High security Technical error
Resource unviability
Use of technology
Low
Government support
Quality material
Lack of ticket sold
Low High
Figure 5:………………………
Risk Description of the
risk
Negative /
Probability /
Impact
Strategy to deal with the
risk
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Positive
What is the
name of the
risk ?
Negative or
Positive and why?
High or Low
probability/High
or Low impact?
avoid, accept, mitigate,
transfer, exploit, enhance,
share and why?
Technical
error
Negative High enhance
Resource
unviability
Negative High Accept
Natural
disaster
Negative High Accept
High security Positive High mitigate
Use of Gantt
Chart
Positive Low avoid
Lack of
financial
budget
Negative High Accept
Use of WBS Positive Low avoid
Theft Negative Low avoid
Lack of
training
Negative High enhance
Proper
management
Positive Low mitigate
High
Technical
staff
Positive High mitigate
Quality
material
Positive Low Enhance
Media
promotion
Positive Low transfer
Use of
technology
Positive High Accept
Management
process
Positive Low Enhance
Government
support
Positive High Accept
Lack of
labour
Negative Low enhance
Lack of ticket
sold
Negative Low Enhance
Strong
Planning
Positive High Accept
Lack of
motivation
Negative Low mitigate
Table 2: ……………………………………………
12

13

Task 5
Quality Expectation: the quality of concert is one of the most important factor that
can affect the whole concert. the fund raising process needs high quality of event
that motivate them to donate more and more funds. High quality of light and sound
for the music concert, high quality of food and beverage stalls and management
process which help to attain the ultimate goal (Nyirenda, 2021).
Acceptance Criteria: The concert is paid and tickets are available to all people
which want to attain the concert and donate some amount to NGO. for raising funds,
check, card or cash are being accepted by event.
Quality Specification: The musical instruments are used for concert is very high
technical and latest technology is used like security camera and safety measure for
the event (Zhou, Huang,and Chen, J 2020).
Measures to control the event: To measure the event, social media handles are
being analyse that had tagged the event page or place where concert happened.
The response of crowd that measure the demand of concert tickets in market can
also measure and take control according to response of people (Denisova, 2021).
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Task 6
For this approach, waterfall methodology is most appropriate for the event that need
to be conducted for fund raising (Chen, Weiler, and Young, 2020). This model shows the
linear project management approach where all stakeholder is gather at the initial
level of project then plan is made according to sequential project plan to
accommodate the requirements (An, Harada, and Sato, 2020). This tool is preferring due
as Gantt chart is being prepared that shows the steps of each steps for the
completion of project of event. Waterfall model had phrases which are as follows:
Requirements: All the requirements of key aspect if customer requirements are
gathered initially and further plan after the requirements gathered.
Design: the design of project is being done in this phrase. This further subdivide with
two logical and physical.
Implements: This phrase shows when the event assimilate the requirements and
implied for the event for fund raising (Dong, Xu, Song and Zhou, 2020)
Verification: this shows the customers response towards the event and event
manager makes sure they meet all the requirements of customers that leads to
achievement of aim.
Maintained: event manager identifies the errors and bugs in the event that can affect
the process and analyse to avoid the failure
.
15

Reference
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negative Trends, Reducing of Existing Fire Safety Risks.
Chen, H., Weiler, B. and Young, M., 2020. Expectation, performance and difference scores in
conceptualising and measuring service quality in the tour operations sector. Tourism
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Zhou, M.J., Huang, J.B. and Chen, J.Y., 2020. The effects of geopolitical risks on the stock dynamics
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