Managing Programmes and Projects Report: Wembley Stadium Concert

This report analyzes the management of a music concert project organized by the Football Association at Wembley Stadium. It begins with an introduction to project and programme management, then dives into a case study of the concert, examining project planning procedures, including creating a business case, stakeholder management, defining scope, setting goals, and creating schedules. The report also delves into strategies, including scope, time, and cost management, along with challenges and potential solutions, and the use of Work Breakdown Structure. Task 2 focuses on Spatium simulation and highlights the experience which is learned through project management. The report emphasizes stakeholder management, risk assessment, and the importance of strategic analysis, choice, and implementation. It concludes with a summary of key findings and insights into effective project management practices within the context of a large-scale event.

Module: Managing Programmes and Projects
Title: Managing Programmes and Projects

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Case Study (Football Stadium)...............................................................................................1
Project Planning Procedure....................................................................................................2
Key Challenges.......................................................................................................................9
Solution.................................................................................................................................10
TASK 2..........................................................................................................................................10
Spatium Simulation..............................................................................................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
A project is a different, passing project, undertaken top achieve set objectives, which
could be described in respect to results, outcomes or benefits. Programme management is
interconnected with management of projects and apply change as per the management activities
to gain beneficial change. A programme mainly starts with a vision or of a changed organisation
and the advantages that will accrue from the change. Project management is the activity of
initiating, preparing, formulating, controlling and closing the work as a team to gain particular
goals and meet with specific requirement to get success in certain period of time. This project
based on the Foot ball and organised by football association in Wembley stadium. They are
organised music concert for football league (Acey, 2016).
In this report mentioned processors of music concert and define all the related
opportunity which is getting by the organiser through this project. Along with define about the
position the project with the help of PPP and integrate with results of planning in detailed
manner. There are mainly focus on scope, time and cost and related challenges and potential
solution. In Task 2 focus on the Spatium simulation and highlight the experience which is
learned through project management. All the aspects based on the Task 1 activities.
TASK 1
Case Study (Football Stadium)
Case Study: The Football association organise a Soccer Tournament and invite to all
teams from different countries such as South Africa, United Kingdom, Russia, Greece, Finland,
Germany etc. The Soccer tournament organise at Wembley stadium, which is established in
London. To cheer up all players, association organise music concert and invite singers from
different countries like Miley Cyrus, Bruno Mars, Justin Bieber and many others to motivate
players for the game. The association wants through league expand its ongoing customer service
and fan involvement program for the biggest game in football, the super bowl. The crowning
goal was to heighten that fan experience but the event is a complex functional challenge that
required a broad assortment of expertise on a massive value. It is mainly based on the football
league which is organising by Football association. The main stakeholders of football
Association, European Club association, world league forum, music event company any many
others who want to get success in this project. The main objective of this project to deliver
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motivation to players, prepare for tournament and remove stress. The values of a project based
on the particular mission that is finished in a certain time period and includes resources and
external circumstances. Through this concert show impact on the social, political and economical
environments in positive manner. When visitors arrive in the UK so they about the social
activities and spend money for tourism that helps to become strong economic environment.
Political activities become strong and support to this project in every way and get success in this
concert. So all three aspects supports to this music concert in positive manner and provide all
facilities. Along with to manage all the activities of the event in proper manner the association
use management tools & techniques in systematic manner and categorised all the working
activities as per the requirement. There are using Work break down method in which classified
all the working activities and provide responsibilities to different people. This method helps to
association and manages all the work in better manner but there is some limitation of this method
that it is not provide ant set information and becomes too bureaucratic. But with the help of this
method arrange everything in particular time period and get all the results on time.
Project Planning Procedure
Project planning procedure is the main tool which is utilised to assure about the tasks are
completed in effective way. In this planning consist of series of four steps or phases that supports
and help to reach intended goal (Bangert, Davies and Watson, 2017). There are discussed
procedure in detailed manner such as: Create and determine business case: Before start of planning require top set specific
objective that helps to highlight all the problems which is related to concert and
according to that prepare effective strategy that helps to Football Association to effective
organise music concert in stadium. Identify and meet stakeholders for approval: To organise a music concert in Wembley
stadium require conducting meeting with all the stakeholders and defining about the
objective of project and scope. If they are agree with it and provide approval after that
start further procedure of music concert because they are directly decide whether the
project will happen or not.
 Define project scope: The main scope of this project to highlight all the necessary to
delineate the limitations of project to prevent and work according to scope.
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 Set goals and objectives: There is identified need of stakeholders and according to that
provides priority and according to that set specific goals. There are highlighted on project
objectives or the metrics to achieve. Define Deliverables: After that take steps of project planning which is related to project's
goals. There are forecasting due dates for particular deliverables in particular plan.
Through this project what will be delivered must mention and defined it detailed manner. Create the project schedule: Project schedule is very essential document that focus when
several tasks of a project are due in starting and end with the major measurement
milestones. In the context of music concert required to prepare proper schedule in
systematic manner. Assignment of tasks: To organise music concert Football association create a team and
according to their skills allocate work in a team. So it is easy for them to play their role
and make effort for various aspects of the project. Providing task can reduce any type of
uncertainty regarding to roles & responsibilities in a team (Chan and Oppong, 2017). Identify issues and complete a risk assessment: No project is risk free. In project occur
different types of problem that impact on the project planning procedure such as a key
team member's and identify unforeseen circumstances. During to project plan know how
to manage risk in music concert and focus the steps that would take to either prevent
particulars risks from happening. For this required to build up risk management strategy
to make assure about the preparation.
 Present the project plan to stakeholders: At the end after all the assessment required to
present plan to address stakeholders expectations and according to that present solution
for any conflicts. It is required to during to presentation assure about the project and open
discussion with stakeholders. To make project plan clear and accessible to all
stakeholders don't have to chase for simple updates.
It is a project planning procedure of music concert where Football Association follow all
the steps in continuous manner and conduct further activities as per the requirement. For this
procedure prepare different types of strategies which is supported to this project.
Strategy defined as plan of action which is develop by the Football Association to get
success in its project and achieve long term objectives. There is consider strategy of Mintzberg
(1987) that present definition of five aspects such as plan, ploy, pattern, position and perspective.
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Another one Lafley and Martin (2013) select one though where strategy is about winning in the
market place. In this strategy involves different selection that uniquely positions take by firm in
particular industry. There are different models which is related to strategic management such as:
 Strategic analysis: In the strategic management examine different types of strategy that
related to case study and help to analysis the requirement of business as per the
requirement. To analysis the strategy require to focus on different types of situation and
is it able to handle these problems effectively.
 Strategic Choice: After analysis of different types of strategy select one particular that
helps to fulfil the requirement and reduce all the related risk that origin at the football
stadium.
 Strategic Implementation: At the end effectively apply selected strategy in effective
manner that helps to come out from the different problems and understand the project in
effective way.
The strategic analysis help to set mission of the project and define reason of exists and
offers in against of which approaches will be executed (Chen and et. Al, 2017). Strategy choice
select according to project and mainly based on the different things such as, stakeholders
expectation and aspiration, the organisation's strength, the possibilities developed by external
environment, demands imposed by external influences like environmental scanning is known as
art of systematically searching and analysing the external environment to better understand the
nature of trends and changing factors that effect on the future activities. At the last strategy
implementation define by projects, programmes and portfolio. It is developing relation in
between strategic management in P3 which should be close and symbiotic. These strategies are
part of the core planning results which is defined about the scope, time and cost. There are
defined three aspects in detailed manner, following as:
Scope
A project Initiation is a procedure of project planning and define about the project scope,
management and entire success boundaries that the team can go back for the particular project.
To organise concert require to on on different things which is linked with the selected projects
such as scope, team and collaboration. In this procedure develop project charter which is related
with project stakeholder management where identify all the stakeholders who are related with
concert. Scope management is a planning where by results, outcomes and advantages are
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recognised and controlled as per the situation. The main scope of the music Concert to connect
with more customers and sale out tickets for profitability. In this management consist of an
effective process which is required for work and complete the project effectively. The procedure
of scope management such as:
Project Initiation => Project Charter => Collect requirements => Define Scope =>
Create WBS => Validate Scope => Control Scope
A work break down is defined as critical tool which is defined actual scope of concert
and present in categorised activities. After set all the activities monitoring the status of the
concert and product scope and managing change to the scope baseline (Walker, de Vries and
Nilakant, 2017)
Time
To complete any project set particular time period and according to that classified all the
activities of project. The project mainly based on music concert which is organised for one day
but for preparation required more times and according to that manage all the activities
effectively. To complete task Football association develop a team which is taking responsibilities
of each activities. In this team all members have experience and handle critical situation. There
are providing roles and responsibilities according to their skills that will help to make effort and
perfectively done their work. To categorised different activities they are preparing work break
down structure and set time limit foe every activity. A work break down structure is a deliverable
adjusted hierarchical decay of the work to be formulated through the project team to acquire all
the objectives which is set for the project and develop the required deliverables. A WBS is the
cornerstone of effective project planning, formulation, controlling, observing and reporting. The
main reason to select this by team to deduct major activities which is created problem any time
and increase time for particular activities. As a result it impact on the project execution. It is
essential for project manager in order to oversees the tasks more effectively than the critical
activities. These tasks must be measurable and independent with clearly defined limits. So
through this tool organise and manage very activities and the project management body of
knowledge describe the structure as a deliverable oriented hierarchical decomposition of the
work to be formulated by project team (Wakely, 2016).
To organise music concert require to send invitation to all the singers who participate in
this and according to that set date because every person have own plans so according to that set
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time of the concert. Visitors come for concert so for this required to provide accommodation
services and provide all the relevant facilities. Take permission from government and for
tournament send invitation to different countries. So for all the activities requite preparation
time. So whole project take 60 days.
Cost
Cost is the amount of money which is spent on the production or creation of a good or
services. Cost does not include a mark up profit. The predication of costs, the setting of an
agreed budget and manage on actual basis and estimate costs against the budget. To organise any
event firstly invest money than receive back so in the music concert require to invest money
which is known as cost management after that it provides revenue. For this prepare a budget
where estimate about the cost of concert and according to that follow the activities and control
cost in appropriate manner. A budget is recognised expenditure for a project, programme or
portfolio. There is utilised budget as a baseline towards the actual expenditure and estimated
eventual cost of the work can be reported (Škobla, and Filčák, 2016).
Category Proposed amount
Venue $
Location rental 1100.00
Equipment rental 107.00
Additional tables and chairs 100.00
AV equipment 150.00
AV staff 250.00
Venue specific staff 150.00
Wi-fi 120.00
Venue tech support 95.00
Security 150.00
Decor
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Lines 132.34
Lighting 150.00
Additional furniture 100.00
Additional Signage 150.00
Additional decorative items 200.00
Food & Beverages
Food 450.00
Catering staff 500.00
Beverages 350.00
Bar 400.00
Additional Barr staff 200.00
Additional coffee cart 150.00
Total 5004.34
For the music concert required to follow particular plan and according to that conduct all
the activities in systematic manner. It helps to control cost and spend money which is mentioned
in budget. For this apply estimating techniques such as:
 Expert judgement: There is required to take suggestions from expert and according to that
set effective cost of the particular project.
 Bottom up estimating: All the items are based on the estimations so it may be wrong in
future.
 Analogous estimating : It is a procedure where comparing past projects with current
projects in respect to analysis the time as well as cost. Analogous estimating is done
when there is particular data on the current project (Schulenkorf, 2017).
 Data analysis: It is a method where analysis over all data as per the requirement basis.
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 Project management information system: Provide common system where all the team
members can communicate with each other about the music concert related activities.
 Meetings: For the music concert require to conduct meeting and discuss with every one
about this.
Project planning approach
For this project required to follow Waterfall model which is important part of the project
and consist of different operations in systematic manner. So it is required to Football stadium can
use his model with particular steps such as:
 Requirement stage: At this stage require the department is liable for all the require
information to bring out in context of concert that organise in football stadium.
 Design stage: In this stage use all the relevant information to design the stage for the
concert and according to planning arrange all the activities.
 Implement Stage: After all the planning apply ideas that think about the concert and help
in get success.
 Test Stage: After implementation require to test everything which are related to particular
project.
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 Deployment Stage: This stage make sure that the programme does not affect the
environment in which it functions. Better precautions need to be predetermined for
sustainable application.
 Maintenance Stage: Maintenance stage is not only used to monitor the significant
implication and functioning of the current plan but also provide optimal solutions.
Key Challenges
There are defined different key challenges which is related to music concert and face by
the Football Association such as: Legality: To organise any event in football stadium require to take permission from the
local council or government is a complex procedure that is based on where wish to hold
the festival. In many cases government not allow late night music to be legally enable to
run but for music concert it is required to take permission. It is reliant upon planning and
thought being put into the events in case of health & safety activities, emergency plan,
impact of atmosphere activities and management plan and many more. (2) To organise
event on government property require to take permission of venue, loud music and serve
alcohol to get proper alcoholic license (Munari, Sobrero and Toschi, 2017). Financial Viability: Focusing on event which is going to be profitable for the sponsors.
There are consisting of a financial/business plan to focus on various account things such
as labour costs, booking cost, music, food & beverages and estimated visitors who will be
arriving in this concert, infrastructure costs (stages, décor, sound) etc. Discoverability: In the first event require to set particular of loyal fans and advocates
which is attract for for event for the financial viable. There is required to put a lot of
thought into and demographic attendances. To organise concert required to select good
location where people easily reach and attend programmes. Things like Infrastructure: It is one of the main thing to get right if moving a new festival is
infrastructure. It is main challenge where assure about the people have happy, secure time
with minimal issues. Some key things to get right here, no bottlenecks to visible security. Health & safety: At the concert side use more drugs and people misuse of this event for
wrong work. If that time have not arrangement of medical safety so it become big
challenge foe every one.
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 Timing: For concert invite different singers so create conflicts and they are not giving
date for the concert and reject contact (Invernizzi, Locatelli and Brookes, 2017). so for
this require to cooperate with the all singers and inform about the functions and who are
coming in this concert.
Solution
To effectively organise this event require to face every challenges and prepare for this so
it is required to apply solutions and manage smoothly. There are defined different solution
regarding to these problems such as:
 Sing a contract with singers and provide full detail who will come in this concert and
perform with them.
 Arrange all the health and safety activities which is essential at the event in any case if
some one harm so easily provide medical facilities and reduce accident chances.
 To select good place for the event where people easily arrive and reach on time before
start of event and keep right time which is suitable for every one.
 Take permission from the UK government to organise music concert at Wembley
stadium (Hossain and Rahman, 2018).
 Provide all information in details that helps to take permission from government and
show license for alcohol.
 Prepare all financial plan and arrange sources of fund in order to attain different business
activities and smoothly run all project requirements.
TASK 2
Spatium Simulation
Simulation is an animated model that mimics the operation of an existing or proposed
system such as day to day activities of a particular area, moving an assembly line or assigning
staff in a hospital or call centre. This method applies in project management which is an
analytical mathematical tool of project management that discover the effect of variances on
deliverables or results in particular project. Through this model set particular activities by me
and for this create a network diagram to know critical path. This method starting from the early
start and write down starting duration and these activities set into numbers. Many time activities
process in systematic manner but some time reach direct like 3 to 4 and 3 to 6. On every box put
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