Detailed Project Management Report: Local Arts Festival Plan Analysis

This report outlines a project management plan for a local arts festival, initiated by the Metropolis City Council to raise environmental awareness. The project employs a waterfall methodology, detailing each phase from inception to completion. It includes a PESTEL analysis to identify external factors, a work breakdown structure (WBS) to decompose the project into manageable tasks, and a Gantt chart to visualize the project timeline and schedule. Risk analysis and mitigation strategies are developed, along with a RACI matrix to define roles and responsibilities, and a stakeholder management strategy. The report covers various aspects of the project, including planning, preparation, execution, hosting, and closing, providing a comprehensive framework for successful project delivery.

Running Head: PROJECT MANAGEMENT
Local Arts Festival
Name of the Student
Name of the University

1PROJECT MANAGEMENT
Table of Contents
Introduction......................................................................................................................................2
Project Context................................................................................................................................2
Rationale for Proposed Plan and Choice of Methods......................................................................2
Technique 1: PESTEL Analysis......................................................................................................3
Technique 2: Work Breakdown Structure.......................................................................................4
Technique 3: Gantt Chart of the Project..........................................................................................6
Technique 4: Risk Analysis and Risk Management Strategy........................................................12
Technique 5: RACI Matrix............................................................................................................13
Technique 6: Stakeholder Management Strategy..........................................................................16
Conclusion.....................................................................................................................................17
References......................................................................................................................................18

2PROJECT MANAGEMENT
Introduction
Project management is a process by which an entire project or endeavour is planned,
managed and controlled so as to reach the final desired outcome of the project. There are several
tools and techniques that are used to define various aspects of a project during the preparation of
a full-fledged project plan (Burke 2013). Usage of various techniques depends on the type and
nature of a project and also requires maximum accuracy for achieving best results from the
projects.
This report considers a project in which a local art festival will be hosted for which, a
suitable project management plan needs to be developed. This report discusses various aspects of
the tools and techniques that are applicable for the chosen project.
Project Context
This project has been proposed by the Chief Executive of Metropolis City Council with
the main aim to raise awareness regarding environmental sustainability. As a part of this
particular initiative, a series of art events will be hosted by the city council between the months
of May and September next year. It has been estimated that this festival will attract thousands of
visitors and hence, it can be used as a suitable platform for raising environmental awareness. In
the rest of the report, the entire project plan has been developed and discussed accordingly.
Rationale for Proposed Plan and Choice of Methods
The proposed plan of the festival involves detailed preparation and setting up of the event
stalls so that the visitors can come to the festival in good numbers. For this project plan, waterfall

3PROJECT MANAGEMENT
methodology is being selected since the project will be conducted phase by phase from the start
to the beginning (Kerzner 2017). There are no specific sprints in the project – rather each activity
under each phase are to be performed one by one in a chronological order as per the predecessor
and successor links. Hence, waterfall model is the most ideal of all the project management
methodologies that are available for this particular project.
Technique 1: PESTEL Analysis
The PESTEL Analysis for the project is undertaken and discussed as follows.
Attribute Analysis
Political Political change in the council may result in
cancellation or delay of the festival for an indefinite
time.
Economical It is a very high budget project and taking loan for
a certain amount of the budget may be necessary.
Social The local people may be interested to visit the
festival.
Technological Technology will definitely benefit the business
conducted in the festival venue.
Environmental Huge amount of wastes will be generated each day
that must be disposed of in proper location.
Legal Legal factors may provide obstacle to the project if
suitable legislations and guidelines are not
followed.

4PROJECT MANAGEMENT
Technique 2: Work Breakdown Structure
A work breakdown structure is defined as a collection of listed data that includes the
breakdown of the overall project into simpler and interconnected activities (Meredith, Mantel Jr
and Shafer 2017). The work breakdown structure of the project is shown in the following table.
WBS Task Name
0 Local Arts Festival
1 Project Discussion, Survey and Preliminary Planning
1.1 Call Meeting among Council Members for Project Discussion
1.2 Discuss Regarding the Arts Festival
1.3 Discuss Regarding the Overall Scope of the Festival
1.4 Discuss Regarding the Theme of the Festival
1.5 Conduct Survey Regarding Feasibility of the Festival
1.6 Develop a Project Proposal Document
1.7 Forward the Document to the Chief Executive
1.8 Receive Approval to Proceed with the Festival Plan
2 Initiate Project Detailed Planning
2.1 Set Up a Project Management Team
2.2 Allocate Project Related Roles to the Stakeholders and Team Members
2.3 Determine the Overall Scope of the Project
2.4 Feasibility Analysis of the Determined Scope of the Project
2.5 Define the Detailed Project Objectives and Theme
2.6 Estimate Overall Time Required to Arrange and Conduct the Festival
2.7 Estimate an Overall Budget for the Project
2.8 Finalise the Budget with the Chief Executive
2.9 Analyse the Risks Associated with the Project
2.10 Develop Contingency Plan for the Identified Risks
2.11 Develop Appropriate Quality Standards for the Project
2.12 Determine the Number of Arts Participants Required for the Festival
2.13 Determine Manpower Required to Handle and Manage the Entire Festival

5PROJECT MANAGEMENT
2.14 Estimate the Possible Popularity of the Festival in the Locality
2.15 Finalise the Overall Festival Plan
3 Project Preparations and Initiation
3.1 Recruit Various Project Management and Festival Management Teams
3.2 Develop List of All Resources Required to Conduct the Event
3.3 Allocate Budget to the Project Teams
3.4 Release Tender for Resource Procurement
3.5 Hire Vendor from Tender for Supplying Required Resources over the Entire Course of the Project
3.6 Selection of Land Area for Hosting the Festival
3.7 Move the Teams to the Festival Site
3.8 Initiate Setting Up the Festival Arena
4 Project Execution
4.1 Setting Up of the Event Venue
4.2 Procure Resources for Setting Up Art Stalls
4.3 Set Up the Art Exhibition Stalls
4.4 Set Up Environmental Awareness Stalls
4.5 Set Up Amenities including First Aid Stall
4.6 Send Invitations to the Artists for Participation in the Festival
4.7 Conduct Advertisements for People to Attend the Festival
4.8 Recruit Volunteers to Manage the Festival
4.9 Arrange Security System for the Festival
4.10 Make Final Preparations
5 Festival Hosting
5.1 Open Festival Gates for All
5.2 Conduct the Entire Festival
5.3 Show Demonstrations and Raise Environmental Awareness
5.4 Sell Artworks and Other Souvenirs
5.5 Special Events like Music and Drama
5.6 Festival End
6 Closing and Review of Project
6.1 Clean Up the Festival Ground

6PROJECT MANAGEMENT
6.2 Finish All Pending Payments
6.3 Review the Success of the Festival
6.4 Create Documentation of the Festival
6.5 Stakeholder Sign Off
6.6 Official Closing of the Project
Technique 3: Gantt Chart of the Project
A Gantt chart is defined as a collection of data in a table form that shows the project
activities and their schedules within the overall project timeline. It is generally used as a
reference data for the schedule of the project related activities so that the overall execution plan
can be performed accordingly (Schwalbe 2015). The Gantt chart of the project is based on the
schedule that is in turn developed from the work breakdown structure. The schedule of this
project is developed from the work breakdown structure as shown in the following table.
WBS TASK NAME DURATION START FINISH PREDECESSORS
0 Local Arts Festival 308 days Fri 16-08-
19
Tue 20-10-
20
1 Project Discussion, Survey and Preliminary Planning 39 days Fri 16-08-
19
Wed 09-10-
19
1.1 Call Meeting among Council Members for Project
Discussion
2 days Fri 16-08-
19
Mon 19-08-
19
1.2 Discuss Regarding the Arts Festival 3 days Tue 20-08-
19
Thu 22-08-
19
2
1.3 Discuss Regarding the Overall Scope of the Festival 4 days Fri 23-08-
19
Wed 28-08-
19
3
1.4 Discuss Regarding the Theme of the Festival 3 days Thu 29-08-
19
Mon 02-09-
19
4
1.5 Conduct Survey Regarding Feasibility of the Festival 10 days Tue 03-09-
19
Mon 16-09-
19
5
1.6 Develop a Project Proposal Document 10 days Tue 17-09-
19
Mon 30-09-
19
6
1.7 Forward the Document to the Chief Executive 2 days Tue 01-10-
19
Wed 02-10-
19
7
1.8 Receive Approval to Proceed with the Festival Plan 5 days Thu 03-10- Wed 09-10- 8

7PROJECT MANAGEMENT
19 19
2 Initiate Project Detailed Planning 89 days Thu 10-
10-19
Tue 11-02-
20
2.1 Set Up a Project Management Team 5 days Thu 10-10-
19
Wed 16-10-
19
9
2.2 Allocate Project Related Roles to the Stakeholders and
Team Members
5 days Thu 17-10-
19
Wed 23-10-
19
11
2.3 Determine the Overall Scope of the Project 5 days Thu 24-10-
19
Wed 30-10-
19
12
2.4 Feasibility Analysis of the Determined Scope of the Project 10 days Thu 31-10-
19
Wed 13-11-
19
13
2.5 Define the Detailed Project Objectives and Theme 5 days Thu 14-11-
19
Wed 20-11-
19
14
2.6 Estimate Overall Time Required to Arrange and Conduct
the Festival
2 days Thu 21-11-
19
Fri 22-11-19 15
2.7 Estimate an Overall Budget for the Project 6 days Mon 25-
11-19
Mon 02-12-
19
16
2.8 Finalise the Budget with the Chief Executive 5 days Tue 03-12-
19
Mon 09-12-
19
17
2.9 Analyse the Risks Associated with the Project 6 days Tue 10-12-
19
Tue 17-12-
19
18
2.10 Develop Contingency Plan for the Identified Risks 4 days Wed 18-
12-19
Mon 23-12-
19
19
2.11 Develop Appropriate Quality Standards for the Project 5 days Tue 24-12-
19
Mon 30-12-
19
20
2.12 Determine the Number of Arts Participants Required for the
Festival
10 days Tue 31-12-
19
Mon 13-01-
20
21
2.13 Determine Manpower Required to Handle and Manage the
Entire Festival
5 days Tue 14-01-
20
Mon 20-01-
20
22
2.14 Estimate the Possible Popularity of the Festival in the
Locality
12 days Tue 21-01-
20
Wed 05-02-
20
23
2.15 Finalise the Overall Festival Plan 4 days Thu 06-02-
20
Tue 11-02-
20
24
3 Project Preparations and Initiation 41 days Wed 12-
02-20
Wed 08-04-
20
3.1 Recruit Various Project Management and Festival
Management Teams
6 days Wed 12-
02-20
Wed 19-02-
20
25
3.2 Develop List of All Resources Required to Conduct the
Event
5 days Thu 20-02-
20
Wed 26-02-
20
27
3.3 Allocate Budget to the Project Teams 5 days Thu 27-02-
20
Wed 04-03-
20
28
3.4 Release Tender for Resource Procurement 5 days Thu 05-03-
20
Wed 11-03-
20
29
3.5 Hire Vendor from Tender for Supplying Required 6 days Thu 12-03- Thu 19-03- 30

8PROJECT MANAGEMENT
Resources over the Entire Course of the Project 20 20
3.6 Selection of Land Area for Hosting the Festival 5 days Fri 20-03-
20
Thu 26-03-
20
31
3.7 Move the Teams to the Festival Site 5 days Fri 27-03-
20
Thu 02-04-
20
32
3.8 Initiate Setting Up the Festival Arena 4 days Fri 03-04-
20
Wed 08-04-
20
33
4 Project Execution 88 days Thu 09-
04-20
Mon 10-08-
20
4.1 Setting Up of the Event Venue 15 days Thu 09-04-
20
Wed 29-04-
20
34
4.2 Procure Resources for Setting Up Art Stalls 7 days Thu 30-04-
20
Fri 08-05-20 36
4.3 Set Up the Art Exhibition Stalls 8 days Mon 11-
05-20
Wed 20-05-
20
37
4.4 Set Up Environmental Awareness Stalls 6 days Thu 21-05-
20
Thu 28-05-
20
38
4.5 Set Up Amenities including First Aid Stall 7 days Fri 29-05-
20
Mon 08-06-
20
39
4.6 Send Invitations to the Artists for Participation in the
Festival
10 days Tue 09-06-
20
Mon 22-06-
20
40
4.7 Conduct Advertisements for People to Attend the Festival 15 days Tue 23-06-
20
Mon 13-07-
20
41
4.8 Recruit Volunteers to Manage the Festival 5 days Tue 14-07-
20
Mon 20-07-
20
42
4.9 Arrange Security System for the Festival 5 days Tue 21-07-
20
Mon 27-07-
20
43
4.10 Make Final Preparations 10 days Tue 28-07-
20
Mon 10-08-
20
44
5 Festival Hosting 17 days Tue 11-08-
20
Wed 02-09-
20
5.1 Open Festival Gates for All 1 day Tue 11-08-
20
Tue 11-08-
20
45
5.2 Conduct the Entire Festival 15 days Wed 12-
08-20
Tue 01-09-
20
47
5.3 Show Demonstrations and Raise Environmental Awareness 15 days Wed 12-
08-20
Tue 01-09-
20
47
5.4 Sell Artworks and Other Souvenirs 15 days Wed 12-
08-20
Tue 01-09-
20
47
5.5 Special Events like Music and Drama 15 days Wed 12-
08-20
Tue 01-09-
20
47
5.6 Festival End 1 day Wed 02-
09-20
Wed 02-09-
20
48,49,50,51
6 Closing and Review of Project 34 days Thu 03-
09-20
Tue 20-10-
20

9PROJECT MANAGEMENT
6.1 Clean Up the Festival Ground 3 days Thu 03-09-
20
Mon 07-09-
20
52
6.2 Finish All Pending Payments 4 days Tue 08-09-
20
Fri 11-09-20 54
6.3 Review the Success of the Festival 10 days Mon 14-
09-20
Fri 25-09-20 55
6.4 Create Documentation of the Festival 15 days Mon 28-
09-20
Fri 16-10-20 56
6.5 Stakeholder Sign Off 2 days Mon 19-
10-20
Tue 20-10-
20
57
6.6 Official Closing of the Project 0 days Tue 20-10-
20
Tue 20-10-
20
58
The application of Gantt chart in a project is quite significant as it can be further
developed into various other charts like budget chart, variation charts and others. For this project,
the budget is developed a part of the project reporting and planning and is shown in the
following table.
WBS Task Name Duration Resource Names Cost
0 Local Arts Festival 308 days £1,068,320.00
1 Project Discussion, Survey and Preliminary Planning 39 days £114,000.00
1.1 Call Meeting among Council Members for Project Discussion 2 days Head of the Project £4,000.00
1.2 Discuss Regarding the Arts Festival 3 days Finance Head, Head
of the Project £11,400.00
1.3 Discuss Regarding the Overall Scope of the Festival 4 days Finance Head, Head
of the Project £15,200.00
1.4 Discuss Regarding the Theme of the Festival 3 days Finance Head, Head
of the Project £11,400.00
1.5 Conduct Survey Regarding Feasibility of the Festival 10 days Finance Head, Head
of the Project £38,000.00
1.6 Develop a Project Proposal Document 10 days Head of the Project £20,000.00
1.7 Forward the Document to the Chief Executive 2 days Head of the Project £4,000.00
1.8 Receive Approval to Proceed with the Festival Plan 5 days Head of the Project £10,000.00
2 Initiate Project Detailed Planning 89 days £109,840.00
2.1 Set Up a Project Management Team 5 days Head of the Project £10,000.00
2.2 Allocate Project Related Roles to the Stakeholders and Team
Members 5 days Project Supervisor £7,200.00
2.3 Determine the Overall Scope of the Project 5 days Event Manager £5,000.00

10PROJECT MANAGEMENT
2.4 Feasibility Analysis of the Determined Scope of the Project 10 days Event Manager £10,000.00
2.5 Define the Detailed Project Objectives and Theme 5 days Event Manager £5,000.00
2.6 Estimate Overall Time Required to Arrange and Conduct the
Festival 2 days Event Manager £2,000.00
2.7 Estimate an Overall Budget for the Project 6 days Event Manager £6,000.00
2.8 Finalise the Budget with the Chief Executive 5 days Event Manager £5,000.00
2.9 Analyse the Risks Associated with the Project 6 days Event Manager £6,000.00
2.10 Develop Contingency Plan for the Identified Risks 4 days Event Manager £4,000.00
2.11 Develop Appropriate Quality Standards for the Project 5 days Event Manager £5,000.00
2.12 Determine the Number of Arts Participants Required for the
Festival 10 days Project Supervisor £14,400.00
2.13 Determine Manpower Required to Handle and Manage the
Entire Festival 5 days Project Supervisor £7,200.00
2.14 Estimate the Possible Popularity of the Festival in the Locality 12 days Project Supervisor £17,280.00
2.15 Finalise the Overall Festival Plan 4 days Project Supervisor £5,760.00
3 Project Preparations and Initiation 41 days £105,200.00
3.1 Recruit Various Project Management and Festival
Management Teams 6 days Event Manager £6,000.00
3.2 Develop List of All Resources Required to Conduct the Event 5 days Event Manager £5,000.00
3.3 Allocate Budget to the Project Teams 5 days Finance Head £9,000.00
3.4 Release Tender for Resource Procurement 5 days Project Supervisor £7,200.00
3.5 Hire Vendor from Tender for Supplying Required Resources
over the Entire Course of the Project 6 days Head of the Project £12,000.00
3.6 Selection of Land Area for Hosting the Festival 5 days Head of the Project £10,000.00
3.7 Move the Teams to the Festival Site 5 days Head of the Project £10,000.00
3.8 Intiate Setting Up the Festival Arena 4 days
Material
Resources[1], Other
Costs[1], Volunteers
and Event
Management Team
£46,000.00
4 Project Execution 88 days £352,000.00
4.1 Setting Up of the Event Venue 15 days
Volunteers and
Event Management
Team
£60,000.00
4.2 Procure Resources for Setting Up Art Stalls 7 days
Volunteers and
Event Management
Team
£28,000.00
4.3 Set Up the Art Exhibition Stalls 8 days Volunteers and
Event Management
£32,000.00

11PROJECT MANAGEMENT
Team
4.4 Set Up Environmental Awareness Stalls 6 days
Volunteers and
Event Management
Team
£24,000.00
4.5 Set Up Amenities including First Aid Stall 7 days
Volunteers and
Event Management
Team
£28,000.00
4.6 Send Invitations to the Artists for Participation in the Festival 10 days
Volunteers and
Event Management
Team
£40,000.00
4.7 Conduct Advertisements for People to Attend the Festival 15 days
Volunteers and
Event Management
Team
£60,000.00
4.8 Recruit Volunteers to Manage the Festival 5 days
Volunteers and
Event Management
Team
£20,000.00
4.9 Arrange Security System for the Festival 5 days
Volunteers and
Event Management
Team
£20,000.00
4.10 Make Final Preparations 10 days
Volunteers and
Event Management
Team
£40,000.00
5 Festival Hosting 17 days £310,000.00
5.1 Open Festival Gates for All 1 day
Event Manager,
Volunteers and
Event Management
Team
£5,000.00
5.2 Conduct the Entire Festival 15 days
Event Manager,
Volunteers and
Event Management
Team
£75,000.00
5.3 Show Demonstrations and Raise Environmental Awareness 15 days
Event Manager,
Volunteers and
Event Management
Team
£75,000.00
5.4 Sell Artworks and Other Souvenirs 15 days
Event Manager,
Volunteers and
Event Management
Team
£75,000.00
5.5 Special Events like Music and Drama 15 days
Event Manager,
Volunteers and
Event Management
Team
£75,000.00
5.6 Festival End 1 day
Event Manager,
Volunteers and
Event Management
Team
£5,000.00
6 Closing and Review of Project 34 days £77,280.00
6.1 Clean Up the Festival Ground 3 days Volunteers and
Event Management
£12,000.00