Music Festival Project Plan

This project report details the planning and management of a one-day music festival in Central Park, London. It covers various aspects of project management, including defining project objectives, scope management (initiation, change control, and planning), creating a Work Breakdown ...Read More

PROJECT MANAGEMENT

Table of Contents
Part 1: INTRODUCTION................................................................................................................1
1) Project background..................................................................................................................1
2) Objectives................................................................................................................................1
3) Scope.......................................................................................................................................1
4) Activities and Work break Down Structure (WBS)................................................................2
5) Project Quality Plan.................................................................................................................4
Part 2: Gantt chart............................................................................................................................4
Part 3: Risk Management in Project Planning.................................................................................7
Evaluate the risks associated with Music Festival project planning............................................7
Examining risks assessment and management in WIDER project planning process..................7
Conclusion.......................................................................................................................................8
References........................................................................................................................................1

LIST OF FIGURES
Figure 1: Network Diagram.............................................................................................................4
Figure 2: Gantt chart........................................................................................................................6

PART 1: INTRODUCTION
1) Project background
In the present study, researcher focuses on evaluating the significance of project
management tools for analyzing the critical path and time scale for conducting a project in
reliable manner. According to the given scenario, one day musical festival is to be held by the
UK promoter in Central Park. The date selected for the music festival event is on Saturday 9th
April 2016. There are several different segments selected for this event so that gather audience
can enjoy the day. However, these segments consist of Hard Rock Music concert, Dance Face
off, instrumental rhythm through unique musical equipment’s etc. In this regard, UK promoter
has employed me as the manager of the project and carry out the 10 weeks assignment. However,
being the project manager of the defined event it is important for me to handle all the activities
such as resource management, economic planning and personnel management. Further, it is
crucial to design suitable activities for the event so that it can be carried out in successful
manner.
2) Objectives
2.1 Overall Goal
The main purpose of UK promoters in organizing the music festival is to provide
appropriate platform to the local as well as international artist to show their latent in front of
huge gathering. For this reason only, Central Park of London is selected so that large number of
audience can be entertained easily.
2.2 Objectives
Following are the objectives of the project:
 To provide better hosting to the international as well as local artist.
 To carry out entire project in safe and secure environment.
 To present whole event in a never seen before musical theme.
 Developing proper scheduling of the project for mitigating the risks and uncertainties.
3) Scope
It is the duty of project manager to make sure that, activities of event is carried out in
suitable manner so that success of project as per the defined objectives can be achieved. In this
regard, Project Scope Management Model has been undertaken so that different aspects can be
addressed appropriately (Kerzner, 2013).
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3.1 Initiation Analysis
 Constraints: According to the present music festival project, the major constraint for
project manager will be improper scheduling ofevent activities. Along with this, aspects
related to security management, technological failures and unable to carry out the whole
event on time.
 Assumptions: There are several assumptions that Project manager has to consider in
regards to the music festival event such as: expected number of visitors, number of
participants, and budgeted cost of organizing whole eventetc (Larsonand Gray, 2011).
 Selection: It is the duty of project manager to undertake different plans and tactics for the
selection suitable resources as per the requirement of project.
 Strategic plan:Through the help of systematic strategic plans, project manager would be
able to estimate different activities of the project in reliable and suitable manner as well;
as ensure the success of project (Boud, Cohen and Sampson, 2014).
3.2 Scope change control analysis
 Change control system:For carrying out the whole musical event in appropriate manner it
is essential to indulge change control system so that unexpected risks and uncertainties
can be addressed during the event by the team in effective manner.
 Performance management: There are certain standards determined by the project team on
the basis of which performance of the event will be analyzed (Chiocchio, Kelloway and
Hobbs, 2015). These standards consist of number of participants, number of visitors,
feedbacks from the visitors etc.
3.3 Scope Plan Analysis
 Scope Statement: According to the project manager, statement of project states that,
music festival event will attract large number of music lover across UK and proper
security and safety measures are being indulged for any kind of misconduct.
 Scope Acceptance: On the basis of above defined scope, planned activities are acceptable
for carrying out the musical festival event at Central Park, London.
4) Activities and Work break Down Structure (WBS)
4.1 Activities and Description
Task Task Name Duration Start Finish Predecessors
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A Music festival project 50 days Thu 1/28/16 Fri 4/8/16
B
Selection of music
Artist 2 days Thu 1/28/16 Fri 1/29/16
C
Listing of all the
essential resources 5 days Mon 2/1/16 Fri 2/5/16 2
D
Estimating the budget
of overall project 5 days Mon 2/8/16 Fri 2/12/16 3
E
Arrangement of all
resources 4 days Mon 2/15/16 Thu 2/18/16 4
F
Legal formalities of
Central Park booking 5 days Fri 2/19/16 Thu 2/25/16 5
G
Make arrangement of
appropriate sitting of
3000 audience
7 days Fri 2/26/16 Mon 3/7/16 6
H
finalizing the terms and
stipulations with Vendors 5 days Fri 2/26/16 Thu 3/3/16 2,6
I
Decoration and other
arrangements 7 days Tue 3/8/16 Wed 3/16/16 6,7
J
Monitoring and control
and make necessary
changes
8 days Thu 3/17/16 Wed 3/30/16 9
K
Documentation and
records 5 days Thu 3/31/16 Wed 4/6/16 8,10
L Project Rehearsal 2 days Thu 4/7/16 Fri 4/8/16 11
4.2 Work Breakdown Structure (WBS)
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Figure 1: Network Diagram
4.3 Float Calculation and critical path analysis
Activity Early
Start
Early
Finish
Late
Start
Late
Finish
Slack/ Float= (LS-ES) or (LF-
EF)
1 0 0 0 0
2 0 2 0 2 0
3 2 7 2 7 0
4 7 12 7 12 0
5 12 16 12 16 0
6 16 21 16 21 0
7 21 28 21 28 0
8 21 26 38 43 17
9 28 35 28 35 0
10 35 43 35 43 0
11 43 48 43 48 0
12 48 50 48 50 0
Project 50
Critical Path:
2-3-4-5-6-7-9-10-11-12= 2+5+5+4+5+7+7+8+5+2= 50 days
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5) Project Quality Plan
In order to enhance the quality of entire project, it is essential for the project manager to
undertake suitable measures and approaches. However, considering the current given scenario
project manager of Music Festival event has framed suitable quality plan so that desired quality
can be maintained. Furthermore, as per the developed plan, project team will ensure different
quality standards as well as feedback from viewers will be taken to evaluate the actual quality of
the organized event. Along with this, to enhance the quality of operations, methods of quality
management such as TQM and quality circles etc. has been considered so that event can be
carried out in the best possible manner (Hwangand Ng, 2013).
PART 2: GANTT CHART
Task
Mode Task Name Duration Start Finish Predecessors
A Music festival project 50 days Thu 1/28/16 Fri 4/8/16
B Selection of music Artist 2 days Thu 1/28/16 Fri 1/29/16
C
Listing of all the essential
resources 5 days Mon 2/1/16 Fri 2/5/16 2
D
Estimating the budget of
overall project 5 days Mon 2/8/16 Fri 2/12/16 3
E
Arrangement of all
resources 4 days Mon 2/15/16 Thu 2/18/16 4
F
Legal formalities of
Central Park booking 5 days Fri 2/19/16 Thu 2/25/16 5
G
Make arrangement of
appropriate sitting of 3000
audience
7 days Fri 2/26/16 Mon 3/7/16 6
H
finalizing the terms and
stipulations with Vendors 5 days Fri 2/26/16 Thu 3/3/16 2,6
I
Decoration and other
arrangements 7 days Tue 3/8/16 Wed 3/16/16 6,7
J
Monitoring and control
and make necessary changes 8 days Thu 3/17/16 Wed 3/30/16 9
5

K
Documentation and
records 5 days Thu 3/31/16 Wed 4/6/16 8,10
L Project Rehearsal 2 days Thu 4/7/16 Fri 4/8/16 11
Gantt chart:
Figure 2: Gantt chart
On the basis of above defined Gantt chart it has been evaluated that, project of music
festival event will be initiated from 28th of January 2016 and will be finished by 8th April same
year. Through the help of this project management tool, critical or crucial activities has been
analyzed such as: Selection of music Artist, listing of all the essential resources,estimating the
budget of overall project, arrangement of all resources, legal formalities of Central Park
booking,make arrangement of appropriate sitting of 3000 audience,decoration and other
arrangement, monitoring and control and make necessary changes, documentation and records,
project Rehearsal.Therefore, it is the duty of project manager to pay great attention to these
activities so that he can carry out this project within the desired period of 10 weeks. Furthermore,
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2 public holidays such as 25th March 2016 (Good Friday) and 28th March 2016 (Easter Monday)
have been excluded (UK Bank Holidays, 2015).
PART 3: RISK MANAGEMENT IN PROJECT PLANNING
Evaluate the risks associated with Music Festival project planning
There are several risks associated with the project that has to be evaluated and analyzed
by the project manager or his team so that event can be carried out in successful manner.
Following are the risks:
 Event scheduling:During the event planning it has been identified that the major problem
faced by project manager was allocating the time to each performance (Martinsuo, 2013).
However, due to this problem risk of delay in overall event raised which affected the
entire course of Music Festival.
 Security related issues: Looking at the popularity of music, project manager expected
3000 visitors at Central Park in London.However, risk of safety and security has been
identified as it is the responsibility of manager and his team to carry out better security
management so that people can enjoy the event.
 Communication issue: Despite of forming the team of effective people, lack of
communication can lead to major problems and issues within the event. However,
member of the project team are unable to communicate properly can lead to misconduct
of activities and ultimately failure of the whole event (Holzmann, 2013). Further, lack of
coordination may also affect the efficiency and effectiveness of the project.
Examining risks assessment and management in WIDER project planning process
Risk assessment process can be defined as the method of evaluating and analyzing of
those activities which affects the entire course of a project and leads to failure of the project. The
main purpose of indulging risk assessment within the project is that it helps in highlighting both
positive and negative impacts of the events so that potential measures can be employed
accordingly.
In regard to carry out the project planning of music festival, manager includes risks
assessment at different risk categories or activities of the project:
 Schedule: Through the help of risks assessment manager focuses on evaluating the
missing essential tasks or activities in order to avoid delaying in the activities
(Monnappa, 2012).
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 Requirement risks: Risk of constantly changing requirement may adversely affect the
whole event. Therefore, through the help of risk assessment, manager can define the
requirements appropriately and select the suitable resources.
 Project management risks: Despite being project manager, there are limitations on
making quick and spontaneous decisions which directly affects the creativity and process
of the entire Musical event project.
 Human resource and vendors risks: It is the duty of project management to select suitable
and reliable vendors so that they can carry out the work in effective and efficient manner
(Boud, Cohenand Sampson, 2014). By the means of risks assessment criteria, project
manager can evaluate the best possible vendors and accordingly take decisions regarding
their selection.
CONCLUSION
By the means of above report it has been evaluated that, project management tools and
techniques play crucial role in managing the projects like Music Festival. Along with this, it
helps in scheduling the entire course of event in appropriate manner so that each activity can be
carried out properly. Lastly, through the help of risk management, project manager was able to
evaluate the risks and their measures for successful run of whole event.
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REFERENCES
Journals and Books
Boud, D., Cohen, R. and Sampson, J., 2014. Peer learning in higher education: Learning from
and with each other. Routledge.
Chiocchio, F., Kelloway, E.K. and Hobbs, B., 2015. The Psychology and Management of Project
Teams: An Interdisciplinary Perspective. Oxford University Press.
Holzmann, V., 2013. A meta-analysis of brokering knowledge in project management.
International Journal of Project Management. 31(1).pp.2-13.
Hwang, B.G. and Ng, W.J., 2013. Project management knowledge and skills for green
construction: Overcoming challenges. International Journal of Project Management.
31(2).pp.272-284.
Kerzner, H.R., 2013. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Larson, E.W. and Gray, C. F., 2011. Project management. The managerial process.
Martinsuo, M., 2013. Project portfolio management in practice and in context. International
Journal of Project Management. 31(6).pp.794-803.
Online
Monnappa, A., 2012. Project Scope Management and Its Importance. [Online]. Available
through: <http://www.simplilearn.com/project-scope-management-importance-rar89-
article>. [Accessed on 10th December 2015].
UK Bank Holidays, 2015. [Online]. Available through: <https://www.gov.uk/bank-holidays>.
[Accessed on 10th December 2015].
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