BM522 - Project Management: Event Methodologies and Analysis

This report provides a comprehensive analysis of project management principles applied to an event scenario, focusing on the 40th-anniversary celebration of the G&S society and Transport for London's future projects. It begins by evaluating the use of Agile methodology, highlighting its pros and cons, and then presents a network diagram to visualize project activities and critical paths. The report includes a stakeholder analysis matrix to identify and manage key stakeholders effectively. Furthermore, a work breakdown structure (WBS) is outlined to streamline task delegation and enhance project efficiency. A risk analysis identifies potential risks and mitigation strategies, followed by a discussion of quality expectations for the event. The report concludes by summarizing the key findings and recommendations for successful event execution.

BM522 - Project Management CW1
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Table of Contents
Table of Contents
Introduction................................................................................................................................3
Task 1 ........................................................................................................................................3
Methodology used by the company along with their pros and cons.....................................3
Task 2.........................................................................................................................................4
Diagram Network diagram manually....................................................................................4
Task 3.........................................................................................................................................7
Stakeholder analysis of the events.........................................................................................7
Task 4.......................................................................................................................................10
Work breakdown structure..................................................................................................10
Task 5 ......................................................................................................................................11
Risk analysis (20 risks related to the event)........................................................................11
Task 6.......................................................................................................................................13
Quality Expectation.............................................................................................................13
Conclusion................................................................................................................................14
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Introduction
Transport for London is a construction company aiming at providing safer and more greener
roads to the citizens. The aim of the company is to make sure that they make the roads of the
city more attractive and safer for people so that their is a less chances of road accidents. The
event is for the 40th anniversary of G& S society and along with this the company will present
there future projects as well as business strategies to people (Fewings and Henjewele, 2019) .
It is a musical event and will be attended by lots of people related to G&S society as well as
to transport for London company. In this report, the appropriate methodologies which can be
used by the company is provided. Along with this, a WBS diagram is also provided for the
activities of the event. The report also covers the stakeholder analysis along with a risk
register which will help in analysing the risk as well as actions that can be taken.
Task 1
Methodology used by the company along with their pros and cons
Agile methodology is used by the transport of London in order to manage their
project. The company was encouraged for fast and secure growth of the event and agile
methodology helps the company in dividing the tasks of the event into small divisions which
are easier to delegate and will be easier to accomplish (Brewer and Dittman, 2018). This
methodology ensure that the company is working at a fast pace and also makes sure that all
the customer needs are met. The methodology breaks down the difficult tasks into easier to
handle divisions and ensure fast delivery of services which helps the company in getting real
time constructive feedback from the customers and will also ensure that the company is
providing high quality products and services to their customers.
Pros and cons of Agile methodology
Pros:
In order to achieve desired results, revisits and rewrites are encouraged (Kerzner, 2018) . It
will help the company in analyzing problems as and when occurs and save them from losses.
Faster delivery of services is ensued as their is a proper delegation of authority and
responsibility in the organization.
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Quick delivery of services helps the company in maintaining the project scope and will
allows the company to make quick changes.
Cons:
Tight deadlines can be hard to manage (Silva, Pereira, and Magano, 2021). Strict schedules
are promoted as the aim is to provide fast services to the customers.
Slight changes in deadline or the management of the project in one task can cause problem
for other areas of organization.
It is important in the organization to have consistent teams which are working efficiently and
on optimum capacity otherwise a single weak link can result in high waste of time, money
and efforts of other teams.
Task 2
Diagram Network diagram manually
Network diagram refers to several activities or events taking place in a given period of
time. It is refereed to as a project. In order to fulfil the requirements of tasks and in order to
make sure that project is completed in the shortest time possible (Gomes, Oliveira and
Chaves, 2018). It is important for the organisation to make sure that the activities of the event
related to G&S society and Transport for London is taking place in appropriate time. The
division of activities related to the project is given below:
Activities Duration ES EF LS LF
1 Budget approval 1 28-09-20 28-09-20 28-09-20 28-09-20
2 Hire publicity director 14 29-09-20 13-10-20 29-09-20 13-10-20
3 Hire Set Designer 14 29-09-20 13-10-20 04-11-20 18-11-20
4 Hire Place for
Audition
7 14-10-20 21-10-20 14-10-20 21-10-20
5 Advertising to hire
Crew and Cast
7 14-10-20 21-10-20 14-10-20 21-10-20
6 Hire Production and
Publicity Crew
28 22-10-20 19-11-20 22-10-20 19-11-20
7 Set Designed and 35 20-11-20 25-12-20 20-11-20 25-12-20
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Build
8 Train Production Crew 12 20-11-20 02-12-20 18-12-20 30-12-20
9 Audition to hire cast 2 22-10-20 24-10-20 22-10-20 24-10-20
10 Cast Rehearsal 66 25-10-20 30-12-20 25-10-20 30-12-20
11 Hire Orchestra 7 29-09-20 06-10-20 10-11-20 17-11-20
12 Music 7 29-09-20 06-10-20 16-12-20 23-12-20
13 Photograph Cast and
Crew and Collect
Biographies
35 20-11-20 25-12-20 20-11-20 25-12-20
14 Enter information into
computer
1 26-12-20 27-12-20 26-12-20 27-12-20
15 Printing 5 28-12-20 02-01-21 28-12-20 02-01-21
16 Develop an
advertising plan
7 20-11-20 27-11-20 03-12-20 10-12-20
17 Advertising Media 21 28-11-20 19-12-20 11-12-20 01-01-21
18 Orchestra Rehearsal 4 07-10-20 11-10-20 14-12-20 18-12-20
19 Order Costumes 7 25-10-20 01-11-20 18-12-20 25-12-20
20 Costume Parade and
Alteration
5 26-12-20 31-12-20 26-12-20 31-12-20
21 Dress Rehearsal 1 01-01-21 02-01-21 01-01-21 02-01-21
22 Performance 10 03-01-21 13-01-21 03-01-21 18-01-42
Figure
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The above diagram is prepared through underneath basis.
Early Start Activity Number Early finish
Slack time ACTIVITY NAME
Late Start Duration Late Finish
From the above diagram, the critical path indicated through blue line is the shortest path
through which the company can achieve the goal (Larsson, Eriksson and Pesämaa, 2018) . It
is important for the company to find out the critical path of the project as it will make sure
that the company is working according to the best possible planning and implementation as
well as execution. The shortest time in which the company can complete the project is as
follows:
: 1 + 14 + 7 + 7 + 2 + 84 + 1 + 10 days = 116 days in total for the project.
Figure 2
Task 3
Stakeholder analysis of the events
Stakeholders analysis matrix helps the company in analyzing the stakeholder that the
company are needed to be take care of. The stakeholders of the company are one of the most
powerful decision makers and in order to start a project, it is important for the company to
make sure that they influence their stakeholders and are able to get their consent on the event
(Mesároš and et. al., 2021). If the stakeholders does not provide their consent to the event the
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company will not be able to continue with the project. With the help of this matrix the
company will be able to analyse who are the key stakeholder that are needed to be influenced.
It is important for the company to keep a scope of slight changes in the planned event as
everyone cannot be come to a conclusion and minor changes will help the company in
influencing those stakeholders.
H
i
g
h
Event Hall committee G&S society members and
shareholders of the company.
L
o
w
audience Participants and performers
Low High
Figure : …………
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Stakeholder Internal /
External
Amount of
Power/Interest
The
stakeholder
has
How would the
stakeholder affect the
project or be affected
by the project
Communication
Strategy
Shareholders Internal High power and
high interest
They are basically the
owners of the
company and in order
to do any task their
permission is required.
A meeting of
interested and
major
shareholders will
be a better
option.
G & S
society
members
External High power and
high interest
They are the one
whose 40th anniversary
celebration is
conducted in the event.
They are directly
related to the
event and in
order to
communicate
which them, a
meeting will be
good for the
company (Saltz
and et. al., 2018)
.
Event hall
committee.
External High power and
low interest
They are the prime
owners of the
committee hall
Direct
communication
must be
preferred.
Participants
and
performers
External Low power ad
high interest
These are the
participants of the
event and the
performers that are
going to perform.
Communications
is done through
the different
stages of the
tasks. Not really
necessary to take
consent of these
stakeholders.
Audience External Low power and
low interest.
These are the ultimate
stakeholders who are
going to enjoy the
event.
Communication
is completed
through
invitations.
Employees Internal Low power and
high interest
These are the actual
teams that are working
in order to make the
event successful.
Communication
is done at each
and every stage
of the event
management
(Kasemsap,
2018).
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Task 4
Work breakdown structure
Work breakdown structure refers to division of tasks into small teams which can help the
company in completing complex tasks with utmost productivity and efficiency. It is a
hierarchical outline which can provide a structure to the company (Ottosson, 2019). The
series of tasks will be divided into small structures which can be a good way of delegating
authority as well as responsibility in the teams and the end result will also be fast and
efficient.
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In the given report, the division of tasks of the event into smaller groups will help the
company in performing all the related duties of the event effectively and efficiently. It is a
group task which is needed to be accomplished by the company on time and with as much
systematically as possible. It is important for the company to create an effective work
breakdown structure which will help the company in completing their event of 40th
anniversary of G&S society and the business future strategies of Transport for London
company.
Task 5
Risk analysis (20 risks related to the event)
no. Risk Effect Possibility Mitigation
1 Financial loss High low The possibility of occurrence is extremely
low as all the necessary planning is already
done.
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2 uncertainty low High The possibility is high but the company
has already taken appropriate measures.
3 Poor time
management
High low With the help of Work Based Diagram, the
company has already managed all their
activities and are certain that their
activities will be completed within time
(Hühn, 2018) .
4 Negative impact
upon environment
low low As the company is taking effective
sustainable measures, the possibility of
negative impact is very low.
5 Withdrawal of
sponsor
High low It is a a contingent situation as the sponsors
may take their sponsorship back.
6 Improper
management of
event
low low With the help of effective management,
the company has managed their tasks
effectively and efficiently.
7 Social issues low High It is a major concern for people as they
have to make sure that they are keeping all
the social issues in mind.
8 Safety and
security
low High It is important to provide security to all the
people coming for the event as it will help
the organisation in winning the trust of
audience.
9 Loss of reputation low low By making sure that all the tasks are taking
place in effective in way will help the
company in enhancing their reputation.
10 Threat of fire High low The chances are very low and all the
necessary equipments are already present
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