BM522 Project Management: Bucks SU Music Festival Case Study Report

This report presents a comprehensive project management plan for the Bucks Students' Union Music Festival, incorporating various methodologies and tools. The analysis begins with a comparative study of project management methodologies, including Agile, Waterfall, and Critical Path Method (CPM), highlighting their advantages and disadvantages. A detailed network diagram, constructed using the CPM methodology, outlines the project's 22 activities, their durations, dependencies, and critical path. Furthermore, the report includes a stakeholder analysis, categorizing stakeholders and detailing communication strategies, alongside a work breakdown structure (WBS) to organize the project's tasks. Finally, a risk analysis identifies potential risks, assesses their influence and probability, and proposes mitigation strategies, culminating in a conclusion that underscores the importance of effective scheduling and risk management in ensuring project success. The report is designed to aid students in understanding project management principles and applying them to real-world scenarios.

Bucks Students’ Union Music
Festival case study

Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Comparing and critically analysing project management methodologies...................................1
TASK 2............................................................................................................................................2
Developing a network diagram....................................................................................................2
TASK 3............................................................................................................................................5
Stakeholder analysis and WBS....................................................................................................5
TASK 4............................................................................................................................................6
Risk Analysis...............................................................................................................................6
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Project management is the procedure of managing set of activities using planning, analysing,
controlling and directing. The main aim of this report is to develop a project management plan
for Bucks Student’s Union Music Festival event. For this purpose, in this report various project
management methodologies are used along with stakeholder and risk management.
TASK 1
Comparing and critically analysing project management methodologies
Project management methodologies are the framework which helps in effectively conduct
a project without overlapping of work and even helps in generate a sequential form for all the
activities of the project (Pedersen, 2013).
Basis of difference Agile methodology Waterfall Critical Path
method
Meaning and Nature This methodology is a
process in which whole
project is divided into
various stages. This
process is continuous in
nature and can be
change according to the
requirements.
As the name
suggests, this
methodology includes
sequential flow of
activities which are
completed one by
one. In this process
all the requirements
of stakeholders are
analysed at very
beginning.
Unlike other
methods, CPM is
based on an algorithm
which helps in
planning and
managing a project.
This method is
dynamic in nature
and is reliable in
preventing temporary
risks.
Advantages This method is
considered as most
flexible as changes can
be done in this process
when required. Also,
this methodology
results in lower costs
This method uses a
clear structure plan of
the project and pre
determines the end
target. Due to its clear
structure, the flow of
information is also
This method helps in
ascertaining time
schedule of all the
actions in a project
plan and even
determines their
relationship.
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and improved quality. effective.
Disadvantages Agile is a complex
process which requires
higher level skills and
also result in
organisation
restructuring (McKenna
and Whitty, 2013).
As it follows a
determined flow, it is
difficult to make
changes in its
structure which
makes it a rigid
process.
The time estimated
by this method is not
based on statistical
analysis which makes
it less reliable. Also,
because this project is
based on
assumptions, there is
high risk of
uncertainty.
TASK 2
Developing a network diagram
Bucks Students’ Union Music Festival is an event which is required to be planned. A plan
using network diagram (CPM methodology) is created below in which total of 22 activities are
considered.
Task
Number Task Name Duration Early Start Early
Finish Late Start Late Finish Predecessors Slack time
AC.1 Budget Approval 1 day Mon 15-
07-19
Mon 15-
07-19
Mon 15-
07-19
Mon 15-
07-19 0
AC.2 Hire Publicity
Director 14 days Tue 16-
07-19
Fri 02-08-
19
Tue 16-
07-19
Fri 02-08-
19 1 0
AC.3 Hire Set Designer 14 days Tue 16-
07-19
Fri 02-08-
19
Wed 18-
09-19
Mon 07-
10-19 1 64
AC.4 Hire Place For
Auditions 7 days Mon 05-
08-19
Tue 13-
08-19
Mon 05-
08-19
Tue 13-
08-19 2 0
AC.5
Advertising To
Hire Crew and
Cast
7 days Mon 05-
08-19
Tue 13-
08-19
Mon 05-
08-19
Tue 13-
08-19 2 0
AC.6 Hire Production &
Publicity Crew 28 days Wed 14-
08-19
Fri 20-09-
19
Thu 29-
08-19
Mon 07-
10-19 4,5 15
AC.7 Set Designed and
Built 42 days Mon 23-
09-19
Tue 19-
11-19
Tue 08-
10-19
Wed 04-
12-19 3,6 15
AC.8 Train Production
Crew 12 days Mon 23-
09-19
Tue 08-
10-19
Tue 26-
11-19
Wed 11-
12-19 3,6 64
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AC.9 Auditions To Hire
Cast 2 days Wed 14-
08-19
Thu 15-
08-19
Wed 14-
08-19
Thu 15-
08-19 4,5 0
AC.10 Cast Rehearsal 84 days Fri 16-
08-19
Wed 11-
12-19
Fri 16-
08-19
Wed 11-
12-19 9 0
AC.11 Hire Orchestra 7 days Tue 16-
07-19
Wed 24-
07-19
Tue 08-
10-19
Wed 16-
10-19 1 84
AC.12 Music 7 days Thu 25-
07-19
Fri 02-08-
19
Wed 27-
11-19
Thu 05-
12-19 11 125
AC.13
Photograph Cast
And Crew &
Collect
Biographies
35 days Mon 23-
09-19
Fri 08-11-
19
Thu 17-
10-19
Wed 04-
12-19 6,9,11 26
AC.14 Enter Information
Into Computer 1 day Mon 11-
11-19
Mon 11-
11-19
Thu 05-
12-19
Thu 05-
12-19 13 26
AC.15 Printing 5 days Tue 12-
11-19
Mon 18-
11-19
Fri 06-
12-19
Thu 12-
12-19 14 26
AC.16 Develop an
Advertising Plan 7 days Mon 23-
09-19
Tue 01-
10-19
Tue 05-
11-19
Wed 13-
11-19 6 43
AC.17 Advertising Media 21 days Wed 02-
10-19
Wed 30-
10-19
Thu 14-
11-19
Thu 12-
12-19 16 43
AC.18 Orchestra
rehearsal 4 days Mon 05-
08-19
Thu 08-
08-19
Fri 06-
12-19
Wed 11-
12-19 12 125
AC.19 Order Costumes 7 days Fri 16-
08-19
Mon 26-
08-19
Tue 26-
11-19
Wed 04-
12-19 9 102
AC.20 Costume Parade
And Alterations 5 days Wed 20-
11-19
Tue 26-
11-19
Thu 05-
12-19
Wed 11-
12-19 7,19 15
AC.21 Dress Rehearsal 1 day Thu 12-
12-19
Thu 12-
12-19
Thu 12-
12-19
Thu 12-
12-19 8,10,18,20 0
AC.22 Performance 10 days Fri 13-
12-19
Thu 26-
12-19
Fri 13-
12-19
Thu 26-
12-19 15,17,21 0
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Figure 1: Network diagram
Early Start Activity Number Early finish
Slack time ACTIVITY NAME
Late Start Duration Late Finish
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Critical path is the shortest time period which a project will require to be completed
(Miralles-Pechuán and et.al., 2017). This path is drawn in above network diagram which is
presented using orange arrows in figure 1 and blue arrows in next figure. Above network
diagram shows that presents the critical path with shortest time including activities 1, 2, 4, 5, 9,
10, 21 and 22 and the total time which will be required in completion of all these activities is 1 +
14 + 7 + 7 + 2 + 84 + 1 + 10 days = 116 days.
TASK 3
Stakeholder analysis and WBS
Bucks Students’ Union Music Festival is planned to be undertaken by communicating all
its involved actions to the stakeholders. For this purpose, stakeholder matrix distinguishing
internal and external stakeholders below:
Figure 2: Stakeholder analysis
From the above analysis, it is clear that every stakeholder is imporatnt from this event.
The first stakehokder group is of audience (external), this group will be updated about the event
using the communication straregy of brochures and event website. Another stakeholder group is
organisers and particpants (internal) which will be communication about the event schedule
using verbal communication strategy. Third group is investors (external) which has both high
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power and interest in the event and they will be communicated using email coomunication
strategy. Fourth and last stakeholder group is town hall committee (extranal) which has high
power in the event but low interest, this group will be communited using email and website
(Lienert, Schnetzer and Ingold, 2013).
Work breakdown structure of the event is created below for the music festival.
Figure 3: Work breakdown structure
TASK 4
Risk Analysis
Risk Risk
Occurrence
Probability
(Out of 5)
Influence
on event
(Out of 5)
Overall
score
Risk mitigation strategies
Cost risk 3 5 15 The event which is considered is based on
a music festival. Due to cost increase in
music equipment can cause the cost risk
by which actual cost could be exceed than
budgeted cost. For this, contingency
provisions can be developed using which
any cost enhancement can be covered
using extra funds.
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Scheduling
risk
2 3 6 Due to inefficacy of organisers and
external factors, it is possible to delaying
of event. This risk can easily be
eliminated by using a buffer time of 15
days.
Loss of
support
5 2 10 This risk can be faced when external
stakeholders are inefficient due to which
quality of event can be impacted. To
manage this risk, a contingency plan can
be prepared in which in the case of
emergency additional support from
external parties can be procured.
Technical
risk
2 4 8 Failure of technology is also an impactful
risk. In order to mitigate this risks,
technicians can be hired who has the
professional knowledge of technology.
Environment
risk
5 5 25 This risk can occur due to whether
conditions and climate change. In order to
mitigate this risk, a weather report must
be prepared which will provide
knowledge of weather change and
conditions so that event can be held
accordingly.
From the above risk analysis, it can be said that there are various factors which can
influence the success of the event. Every event has its own probability of occurrence and
influence power. As per above analysis, loss of support and environmental risk have the most
probability to occur. And the risks which will influence the event most if they occur are
environmental risk and cost risk (Aven, 2012).
It is analysed that if the organisers of this event will follow all the mitigation strategies
suggested then there is high probability to acquire success in this event. The best way to mitigate
7

any risk is to develop a contingency plan in which funds and time for every contingency are
included which can be used if that particular risk occurs.
An overall score to every risk is provided by multiplying probability of risk occurrence and
influence of that risk. After analysing these scores, it has been seen that cost and environmental
risk should be given a priority so that they can be managed effectively.
CONCLUSION
From the above project management report, it has been summarised that it is important to
effectively schedule a project in order to ensure its success. It has been also concluded that every
risk in the planning of an event can be mitigated using effective strategies.
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REFERENCES
Books and Journals
Pedersen, M., 2013. A quantitative examination of critical success factors comparing agile and
waterfall project management methodologies (Doctoral dissertation, Capella University).
Miralles-Pechuán, L. and et.al., 2017. A methodology based on Deep Learning for advert value
calculation in CPM, CPC and CPA networks. Soft Computing. 21(3). pp.651-665.
Lienert, J., Schnetzer, F. and Ingold, K., 2013. Stakeholder analysis combined with social
network analysis provides fine-grained insights into water infrastructure planning
processes. Journal of environmental management. 125. pp.134-148.
Aven, T., 2012. Foundations of risk analysis. John Wiley & Sons.
McKenna, T. and Whitty, S.J., 2013, September. Agile is not the end-game of project
management methodologies. In Proceedings of the 10th Annual Project Management
Australia Conference (PMOz 2013) (pp. 1-13). PMGlobal.
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