PPMP20009: Managing Lean Projects in FIFA World Cup 2022

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PPMP20009: ASSESSMENT 1 - CASE STUDY: MANAGING LEAN PROJECT
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Contents
Introduction................................................................................................................................3
Overview of the Event...............................................................................................................4
Project Stakeholder Management as per PMBOK.....................................................................4
Implementing Lean Project Management for FIFA World Cup 2022.....................................10
Processes Supporting Lean Project Management....................................................................12
Conclusion................................................................................................................................16
References................................................................................................................................17
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Introduction
The modern world is so competing that organisations are always under pressure for giving
their best and uplifting themselves. They have limited resources and it is always required
from them to maintain quality with quantity. However, not all organisations achieve this
exceptional performance. While working on the project, organisations are bringing up some
innovative approaches though. However, the best way to deal with the organisational
performance and project pace is to implement lean project management tactics. This would
be very much effective in bringing efficiency in the work. The basic principle of lean
management is to discard the redundant process that is unnecessarily increasing the time
consuming by a particular event. This ensures the timely completion of the project objectives
and an organisation can easily deliver the completed project well on time. In this project, the
lean project management will be discussed in the context of the FIFA World Cup 2022 in
Qatar. In the course of this assessment, the stakeholder management using PMBOK approach
will be talked about along with the ways of implementing lean project management. In
addition to this, processes, such as PMBOK, PRINCE2, OPM, Agile Practices, and Lean Six
Sigma will also be elaborated.
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Overview of the Event
The FIFA World Cup 2022 is the 22nd edition of the football world cup that will be held in
Qatar. Being the first FIFA World Cup that will take place in any Arab country, it is going to
be the sporting event to go for. In total 32 teams will participate in this edition of FIFA world
cup commencing from 21 November 2022 to 18 December 2022. The overall budget is
between $8 billion and $10 billion. The country is being criticised for organising such a huge
world level event as it has a very high operational risk. The event will also have Video
Assistant Referee (VAR) system.
Project Stakeholder Management as per PMBOK
The whole process of stakeholder management is cumbersome and might not be everyone's
cup of tea. For the world sporting event like FIFA World Cup 2022, it is the sole
responsibility of the Qatar government to satisfy each and every stakeholder as this should be
their primary goal. It is important to understand that the needs of stakeholders vary as per
their type. For instance, the investors might be looking for high returns for his money,
whereas the organiser might be looking for timely completion of the project and give high
returns. Hence, it is the duty of the project manager working on FIFA World Cup 2022 to
understand stakeholders. It has been seen that stakeholders that are ignored may result in
project issues. The “Project Stakeholder Management” has four processes as per PMBOK.
These are shown in fig. 2.
Fig Stakeholder Management Processes
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Source: Week 2 Lecture Slide# 31-41
Identification of Stakeholder
The knowledge of stakeholders is important for any event as they are solely responsible for
the success of the event. From project initiation to the project delivery, every stage involves
some types of stakeholders. Attending to their needs by the organisers marks the success of
the event. Stakeholder engagement is characterised by determining and communicating in an
effective way with the group, community, or people who put their interest in the project. It is
believed that the external parties have an immense impact on the project (Koskela & Howell,
2013). There are two types of stakeholders, namely internal and external. The former
comprises workers, managers, and organisers. The latter consists of suppliers, government,
creditors, shareholders, sponsors, spectators, local community living in Qatar, media, unions,
etc.
Fig. 2: Stakeholders of FIFA 2022
Source: Pons, 2018.
According to PMBOK, the identification of stakeholder is one of the two fundamentals to the
existence of a project. The other fundamental of a project is ‘Project Charter.' The project
stakeholders must be identified prior to the initiation of the project. According to PMBOK
guidelines, for every process, there are some inputs that are feed in with some tools and
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techniques to get the desired output (Meng, 2012). The same is provided for ‘Identify
Stakeholder’ process in figure 3.
Fig. 3. Input, Tools and Technique, and Output of Identify Stakeholder Process.
Source: Brioso, 2015
Plan Stakeholder Engagement
PMBOK promotes the development of the stakeholder engagement plan that emphasises on
making each stakeholder linked to the project and project organisers should ensure that
project should interact with every aforementioned stakeholder. FIFA World Cup 2022 will
become a successful grand event if it reflects the interest of each stakeholder and they
connect themselves to the event. It is desired that the stakeholders should be able to control
their interest in the project. PMBOK emphasises that the stakeholder engagement plan should
be made after analysing the concerns and interest of the stakeholders for the success of the
project. PMBOK suggest the best technique for stakeholder is to understand the voice of
stakeholders (MPMM, 2018). This can be done by surveys and questionnaires. This might
help in understanding their demands and other expectations from the FIFA 2022. This is a
proactive approach. In addition to this, complying with international standards and setting up
benchmarks for providing high-value services can help in enhanced engagement.
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The input, tools & techniques, and output diagram of this process is provided below:-
Fig.4. Input, Tools and Technique, and Output of Plan for Stakeholder Engagement
Process.
Source: Brioso, 2015
Manage Stakeholder Engagement
Looking into the popularity of the FIFA World Cup 2022 across the world, there is no doubt
that the fans are very much excited about the event. The project manager is required to
consult each and every stakeholder on regular basis for understanding their expectations and
needs. This may be done through various ways like recording feedbacks on a monthly or
quarterly basis. The overall aim of the FIFA 2022 is to provide the best sporting experience
to the global as well as a national sports fanatic and make the event the best part of their
memoir (Meng, 2012). A majority of the customers might be seeking safe and secure, cost-
effective, and high-quality services. These may be called "critical to customer requirement."
If these are not fulfilled, then this may result in poor stakeholder satisfaction. Hence it is very
important to focus on managing stakeholder engagement. PMBOK emphasises on various
techniques, such as conflict management, negotiation, cultural awareness, communication
plan, and some ground rules.
The input, tools & techniques, and output diagram of this process is provided below:-
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Fig.5. Input, Tools and Technique, and Output of Plan for Stakeholder Engagement
Process.
Source: Brioso, 2015
Monitor Stakeholder Engagement
PMBOK guidelines promote the monitoring and controlling process to be carried out on
regular basis. This would ensure that whether or not a Stakeholder Management Plan is
effectively implemented and how effective it is. In addition, this, organisers of FIFA World
Cup 2022 can review the stakeholders' interest and communication by gathering information
through surveys and questionnaires. Once the data collected is analysed, organisers can make
decisions (MPMM, 2018). The tools that can be used are stakeholder engagement assessment
matrix that can further result in providing work performance information.
The input, tools & techniques, and output diagram of this process is provided below:-
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Fig.6. Input, Tools and Technique, and Output of Plan for Stakeholder Engagement
Process.
Source: Brioso, 2015
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Implementing Lean Project Management for FIFA World Cup 2022
It is important to understand that the lean approach is one of the important management
philosophies that is employed by the organisation to develop its capabilities and
competencies so as to improve value creation and discard waste. For the management of a
grand project like FIFA 2022, it is important to implement lean thinking in the project
management. For that purpose, it is important to understand and determine the processes that
are generating a greater amount of waste and increasing the time and resource consumption.
According to Špundak (2014), there are seven types of waste associated with a project. These
have been explained below:-
Overproduction: It is irrelevant to produce something more than the demands. This would
result in increasing the obsolescence risk. It would take maintenance and storage place. This
might happen due to poor communication between the teams working on a project.
Waiting Time: If the idle time between two processes is increasing due to any bottlenecking
or discrepancies, then this would be considered waste. It increases the cost of machine and
labour that ultimately increases the budget of the project (Poppendieck & Cusumano, 2012).
Transportation: Unnecessary movement of stocks or material that does not any monetary
benefits or value to the product. Such movement will be considered a waste as it might cause
deterioration and physical damage to the product.
Stocks: Ordering a large number of raw material or finished products or work-in-progress. It
would increase the storage cost, increase the number of defects in the products, and financing
cost as well.
Defects: Errors might cost a fortune to the company working on FIFA World cup. It might
affect the processing, delivery, and even specifications provided for a particular task.
Over-procedure: Putting more efforts to a task than the required will increase the waste of
time. It will not anything to the product quality but it will cost something to the organisation.
It increases the delay in the successive work delivery.
Movement: The time of traveling between home and work or vice versa and it comprises the
time consuming from one working site to another. These are considered as waste as it is not
adding value to the project.
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Area Best Practices Used
Machinery Scheduling OPM and Risk Theme from PRINCE 2
Budget and Finance Measure from Six Sigma and Agile
Practices
Report Making Agile Practices and Six Sigma, OPM
Vendor Management Control stage from Lean Six Sigma, OPM,
and Project Procurement (PMBOK)
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Processes Supporting Lean Project Management
PMBOK: As per the understanding of the PMBOK, nothing can be better than using two
processes, namely Project Procurement Management and Project Scope management.
Since building up the facilities and sporting infrastructure requires external procurement,
attending to this procurement should be a subdomain of Project Procurement management.
There are many contractors working on this giant global event who are putting experience
and knowledge in order to deliver quality service. However, while working on the project,
they might get demotivated. Hence, the project manager should actively involve with them in
order to get their part of work to deliver on time and within budget. It is required from the
manager to determine the procurement needs of the project. These may be vendor
requirements associated with the project task. Once the procurements requirements are
determined, the execution of procurement started.
Talking about the scope management, there are many sub-processes that together lead to
scope management. These comprise planning scope management, collecting requirement,
defining scope, creating WBS, validating scope, and controlling scope. Here, the create WBS
and Validate Scope will be discussed from the planning process group and monitoring and
controlling process, respectively. WBS can help in discarding the chances of inaccurate
plans. Since there are many teams working on a building the venue of FIFA World Cup 2022,
there are high chances of conflicts. WBS can help in reducing them by assigning different
roles to each team and save a lot of time. Talking about the validation of scope, it mainly
focuses on stakeholders’ acceptance. This process initiates at the end of every phase, wherein
the stakeholders give their feedback during the process.
PRINCE 2: I have chosen two themes of PRINCE 2, namely Risk and Progress. FIFA World
Cup 2022 venues need to be completed well on time. Therefore, the progress theme assists in
analysing the actual progress in comparison to the planned progress. This will help in
articulating expected inputs that include cost, resources, time, and efforts. In addition to this,
the project manager would be able to reduce the deviation of actual progress and anticipated
progress. One thing is sure that progress theme is very much focused on project control.
The reason for choosing risk theme is that FIFA World Cup 2022 is associated with high risk
and even a small mistake can cause big damage. Therefore, for the effective management of
the project, it is important for the project manager to document the risk associated with the
project and integrate the risk management with other project management tasks. PRINCE 2
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