Lean Project Management in FIFA World Cup 2022 (PPMP20009)

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Central Queensland University, Australia
Term – 3, 2018
PPMP20009 LEADING LEAN PROJECTS
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Assessment: ASSESSMENT 1(INDIVIDUAL WORK)
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Table of Contents
Introduction......................................................................................................................................3
Event Overview...............................................................................................................................4
PMBOK process of Project Stakeholder Management...................................................................4
The Critical Shareholders for the event...........................................................................................6
Ways to implement the concept of lean project management in FIFA World Cup 2022...............8
Processes providing support to lean project management.............................................................10
Conclusion.....................................................................................................................................13
References......................................................................................................................................14
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Introduction
Today, the world has become so much competitive that there are numerous numbers of
organizations available in the market in the same industry. These organizations are under the
pressure in order to give their best and prove them among all the other competitors in the market.
There are limited numbers of resources available with the organizations and they are required to
manage the quality of their services and products within the lower costs. This exceptional
performance is generally being not achieved by every organization due to lack of an efficient
management of the resources and due to a great amount of wastages. There have been applied
several numbers of innovative approaches by the organization to eliminate the wastages as well
as maintaining the quality. There is a concept named lean management which is being used by
the organizations to enhance their performance as well as bringing the efficiency in the working
criteria of these organizations. The concept of lean project management will be discussed in this
report in reference to the FIFA World Cup 2022 in Qatar. There will be discussion regarding
the stakeholder management through the PMBOK approach process within such event. Further
there will be made a detailed description of the approaches such as PMBOK, OPM, PRINCE2,
Lean Six Sigma as well as Agile Practices.
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Event Overview
The FIFA World Cup 2022 is being planned to b held in Qatar. Being the first event of FIFA
which is going to be held in Qatar, it is going to be a quite interesting event. There will be
participation of thirty two teams in such FIFA World Cup which will be held in between the
dates of 21 November 2022 to 18 December 2022. Such country Qatar is being criticised for
holding such event as there is the operational risks in a great amount.
PMBOK process of Project Stakeholder Management
It has been analysed that the process of stakeholder management is quite uneasy and cannot be
handled by everyone. It has become the responsibility of the Government of Qatar to satisfy the
demand of the each and every stakeholder associated with the FIFA World Cup 2022. There are
different priorities and demands of the different stakeholders (Koskela & Howell, 2013). For an
example the sponsors of the investors of such event may require high returns on their investment
and on the other side the organizers may want to complete this event effectively and efficiently.
There are generally four processes as per the tool PMBOK for the purpose of stakeholder
management and these are as follows:
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Identify the
stakeholders
Plan the stakeholders
engagement
Manage the
stakehoder
engagement
Monitor Stakeholder
Management

Figure 1: Stakeholder Management Process
Source: By Author
Identifying the stakeholders
It is very important to know about the stakeholders regarding any event as they are the
responsible person for the success as well as the failure of any event. There are several types of
stakeholders associated with the event from the beginning process to the end process of the
event. The stakeholder engagement is known or recognized by the determination as well as the
communication in an appropriate manner with the community as well as the individuals keeping
their interest in the project. There are generally two types of the stakeholders. These are internal
stakeholders and external stakeholders. The internal stakeholders are consisting of the organizers
as well as the workers. The other one includes the local community, sponsors, government as
well as the shareholders (Howell & Koskela, 2012).
As per PMBOK, identifying the stakeholders is an important fundamental of the project and the
other one is the project charter. It is required to identify the stakeholders in the beginning of the
project. There are some inputs which are processes by the tools as well as the techniques in order
to be converted in the desired output.
Plan Stakeholder Engagement
The PMBOK supports the growth and development of the stakeholder engagement plan which
forces on making the each shareholder connected to the project. The project organizers are
required to ensure that the project must be interacted with all the stakeholders. The event of
FIFA World Cup 202 will convert to be a successful event if the project is connected with the
stakeholders and they also connect themselves with the event properly (Heagney, 2016).
Manage Stakeholder Engagement
The manager of the project is required to make the interactions with each of the stakeholder to
the event to learn more about their requirements as well as the expectations from the event.
There can be recording of the feedbacks for such purpose on monthly basis. The majority of the
visitors must be seeking for the cost efficient as well as the safe and secure environment along
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with the high quality of services. It has become very important to manage the stakeholders
engagement with an event in order to satisfy them and to make the event successful. There are
several techniques of PMBOK such as negotiation, communication plan as well as the conflict
management (Kendrick, 2015).
Monitor Stakeholder Engagement
The guidelines of PMBOK also present the monitoring and the controlling of the stakeholder
engagement on a regular basis. This will help in ensuring the effectiveness of the stakeholder
management plan. The organizers of the FIFA World Cup 2022 can also gather the feedback and
information from the stakeholders using the surveys as well as the questionnaires.
The Critical Shareholders for the event
Following are the Stakeholders for the event FIFA World Cup 2022:
Shareholders Description
Event Organizers There are included the host cities, regional committees as well as
Authorities of the stadium
Contributors The groups and the individuals contributing towards the staging of
the event (Hilton & Sohal, 2012).
Community National and international group of the individuals dealing with the
important issues of social strategy.
Regulatory Bodies The local as well as the federal authorities having the power to
regulate several important issues.
Attendees The people came to attend the event as well as the ticket holders
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Supply chain The companies and vendors providing the products and the services
for the execution of event.
Commercial affiliates There will be included the national supporters and the sponsors to the
event.
Employees There will be included the employees and the volunteers along with
their organization.
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Ways to implement the concept of lean project management in FIFA World Cup 2022
Lean Project Management Concept
There are several kind of wastages found in the management of the project of a sporting event.
The examples of such wastages are the excessive documentation, avoidable rework, excessive
monitoring, controlling as well as planning as well as the non- required excessive definition of
the detailed requirements. In order to eliminate such kind of wastages in the event of FIFA
World Cup, there is requirement of applying the approach of lean project management. The lean
is considered as the cutting in the costs as well as enhancing the quality of the project. Such
management processes can be applied in the project of the FIFA World Cup 2022 in Qatar. Such
lean management is mainly focused on the elimination of the excessive wastage by removing the
reluctant processes and creating a good environment for the project team for execution of such
project. By eliminating such wastage and the excessive costs and time in such project, the
improvements will be made in the quality delivery and execution of such event project (Kiely, et.
al., 2017).
Following are the seven wastages which are required to be eliminated under the lean project
management:
Time: There may be over consumption of the time in the scheduling of the meetings and the
delay in meeting with vendors and the suppliers. Such things can be happened through the
negligence of any of the party. The time can also be wasted because of the waiting time period of
the products and the services to be delivered by the vendors (Fernandez & Fernandez, 2015).
Processing: There may be wastage of the processing during the project of FIFA event due to the
repeated entry of the information in the systems. Such can cause to the repetition and time
consumption in the processing of the activities.
Motion: During the event, when there is unnecessary movement of the resources due to some
reason, then it cause to the wastage of motion. Such unnecessary movements also do not create
any value to the project. Such unnecessary movements can be reaching to the suppliers and the
unnecessary operations of machinery.
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Transportation: There can be several transportation costs during an event project which are
completely unnecessary. These can be motion of the human resources in the stadium or outside
the stadium as well as movement of team members to convey some unnecessary information.
Overproduction: The non required production of the food items as well as the equipments
related to the sport event can cause to the overproduction within the project and there can be
made elimination of such practices.
Inventory: The excessive storage of the sports equipments and other inventory which is of no
use can cause of the wastage of the money as well as the processing. Such wastage is also
required to be eliminated effectively (Dingsøyr, et. al., 2012).
Areas to generate opportunities to eradicate the wastages
Area Best Practices Used
Scheduling of the plants and machineries OPM and Theme Progress from PRINCE 2
Budget and Finance Measure from Six Sigma and Agile
Practices
Reporting as well as communications Agile Practices and Six Sigma, Project
Communication from PMBOK
Vendor and food supplier management Control stage from Lean Six Sigma, OPM,
and Project Procurement (PMBOK)
Documentation processes Improve from Lean Six Sigma
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Processes providing support to lean project management
PMBOK: As per the understanding created regarding PMBOK, there are two processes which
are Project Communication Management and Project Procurement Management which can
be used y the project organizers in order to eliminate the wastage in different areas. Building up
facilities for FIFA as well as the sporting infrastructure for such event, there is requirement of
external procurement. Attending such procurement must be the sub domain of such project
procurement. PMBOK is described as the Project Management Body of Knowledge and it is not
considered as a methodology but a set of standards. As per such set of standards, there are five
stages that must be followed in order to manage the event successfully. These stages are
initiation, planning, execution, monitoring & controlling and at the end the closing stage. For the
purpose of the execution of such event named as FIFA World Cup, the PMBOK can be
considered the best technique in order to show the lean project management very well. This
approach can be used to ensure the quality of the event and the low costs associated for its
implementation (Mc Hugh, et. al., 2017).
There can be used one other knowledge area is the process of PMBOK which is Project
Communication Management which includes such processes necessary for the assurance of
timely planning, gathering, creation, distribution, storage, management as well as the monitoring
and controlling of the available information regarding the project. Such knowledge area can be
used in the event execution in order to eliminate the wastage involved in the meetings as well as
other communication processes.
PRINCE2: The Full form of PRINCE2 is Project IN controlled environment and this structured
method is used for the purpose of the management and handling the project successfully. This
project tool can be used or involved in the two stages associated with the FIFA World Cup Event
which are at the time of management and at the time of control. The scalability of the project is a
base for the effectiveness of such PRINCE2 tool and it may or may not be that much effective in
the project management of such event. Such project management tool PRINCE2 can be tailored
as per the needs of any particular event. There has been made use of the THEME Progress for
the purpose of eliminating the wastage in any particular area of the project of such event
management. Such can be helpful in effective management of the processing wastage in the
event. There are several principals associated with such theme of the process which are managed
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by exceptions, managed by stages, learn from the experiences and at the end continued business
justification. Such theme of progress of such tool is being used for the purpose of monitoring as
well as making the comparison in actual achievements against the previously planned outcomes.
The reporting and documentation issues can be eliminated from the process of the event
management at the check point as well as the end stage report point.
Organizational Project Management (OPM)
Such practices of the organizational project management are completely aimed towards the
improvement of the performance of project by making the improvements in the use of the
resources, minimizing and eliminating the wastes and at the end delivering the best results or the
outcomes. Such project management tool helps in promoting the sustainable practices in the
execution of a big event like FIFA World Cup. There are several tools as well as the techniques
which are used by OPM through the experts working on for the execution of such project. This
process can be used for the purpose of eliminating the wastage in two main areas which are the
food supplier and vendor management as well as the scheduling of the machinery in order to
avoid the time as well as the processing costs (Brioso, 2015).
A very large numbers of the tools, techniques as well as the standards are being used by the
organizers in order to sharpen the necessary skills as well as the knowledge which are associated
with the project.
Agile Practices
Agile can be considered as acting sleekly. As per the point of view of FIFA World Cup 2022, it
may be related to the time to be taken in completion of the project and then getting the work to
be accomplished. There is a requirement of the strong and mature practices of the management to
hold a grand event like FIFA Wold Cup (Kahn, et. al., 2012). Such agile practices save the time
as well as the costs of the project management and promote the use of the innovative tools as
well as techniques in order to reduce the wastages. Following are the popular testing
methodologies of the Agile Practices:
 Exploratory practices
 Session based testing
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 Behaviour driven development
 Acceptance Test Driven Development
Lean Six Sigma: Lean six sigma is the methodology used by the administration authorities of a
project which completely rely on the efforts made collectively by the project team in order to
make the improvement in the performance of the project which is the event of FIFA World Cup
2022.There will be removed and eliminated the wastage systematically by making the reductions
in the variations. There are several kind o the wastages which can be removed by several tools of
this methodology which are:
 Time
 Motion
 Overproduction
 Transportation
 Waiting
 Inventory
 Defects
The practices and the themes used for the purpose of such elimination of the wastage are
measure, define as well as improve. In the define phase, the problem or the wastage is defined
that what is the requirement of to be fixed during such documentation process. The project
charter will be used as a tool in this project of FIFA World Cup Event 2022 and after that there
will be identified the high- level map of the process. In the next improve phase the solutions are
being identified in order to determine the root causes of the problem. The techniques which will
be used for such purpose are brainstorming, benchmarking as well as value stream map
(Alleman, 2015).
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