BM522 Project Management Report: Musical Concert Fundraiser Plan

This report details the project management plan for organizing a musical concert for the Camden Sickle Cell and Thalassaemia Service Group. The report includes a network diagram illustrating project activities and their sequence, critical path analysis determining a 116-day project duration, and a stakeholder analysis identifying internal and external stakeholders with their power/interest levels. It also presents a Work Breakdown Structure (WBS) breaking down project activities into manageable tasks, and an organizational structure defining roles and responsibilities. A risk assessment matrix and risk register identify potential risks and mitigation strategies. The report also covers quality control measures and methodologies, recommending the agile methodology for its flexibility in managing the dynamic nature of the fundraising event. The report aims to provide a comprehensive framework for successfully planning and executing the musical concert project.

BM522 Project
Management
1

Table of Contents
Introduction......................................................................................................................................3
Main Body.......................................................................................................................................3
Task 1 Network diagram.............................................................................................................3
Task 2 Stakeholder analysis........................................................................................................5
Task 3 Work Breakdown Structure (WBS)................................................................................7
Task 4 Risk Analysis...................................................................................................................9
Task 5 Quality Control..............................................................................................................11
Task 6 Methodologies...............................................................................................................12
References......................................................................................................................................13
2

Introduction
This report pertains to undertake management of project to plan a musical concert for the
Camden Sickle Cell and Thalassaemia Service Group. This project aims at raising funds and
spreading awareness about the services, group runs. This project report includes network
diagram and WBS for the other management work required to be undertaken.
Main Body
Task 1 Network diagram
Network diagram is a project management tool which aims to present all activities along
with their sequence and order in the project plan (Marnewick and Marnewick, 2019). It is used to
assess and highlight the relationship between multiple activities embedded in the project plan.
This is a visual presentation tool and makes it easier for the user of the project plan to understand
the project through diagram. Network diagram for the musical concert is as following:
3

Illustration 1: Network diagram for Musical concert project
Above network diagram is based on the provided activities chart that have been planned
for the project. It can be seen above that red coloured box represent activity number while the
box on its left represents early start time and on right side, it represents early finish time. Box
below the red box represents activity name and the box on its left represents slack time. First box
in the last line from the left represents late start then box representing duration and finally late
finish time. Based on the above network diagram, critical path for the project has been calculated
below:
4

Illustration 2: Critical Path for the Project
Critical Path refers to that path which contains those sequence of activities that can be
assumed to take the project to successful completion through shortest project duration (Saleem,
2019). From the above critical path diagram, it can be seen that critical path for this project is 1,
2, 4, 5, 9, 10, 21 and 22. When the two above diagrams are seen together i.e. identifying time of
the activities identified in the critical path diagram in the network diagram, the total activity
duration comes to 1 + 14 + 7 + 7+ 2 +84 + 1 +10 = 116 days. This means that shortest projected
duration of the musical concert project is 116 days.
Task 2 Stakeholder analysis
Stakeholders are those groups or parties that have vested interest in the project planning
and execution (Singh and Jankovitz, 2018). There are two types of stakeholders - internal and
external. Internal stakeholders includes parties to the project such as Camden Sickle Cell and
Thalassaemia Service Group, project management team, etc. while external stakeholders include
parties such as sponsors, audiences, etc. Power-Interest matrix of the stakeholders' of undertaken
project are as following:
5

P
O
W
E
R
H
i
g
h
Keep Satisfied
e.g. Government
(External: Government)
Managed closely
e.g. Owners and manager
(Internal: Camden Company
owners)
L
o
w
Monitor only
e.g. Visitors
(External Suppliers,
Investors and
Consultants
Sponsors)
Keep informed
e.g. Project team members
(Internal: Project manager,
Project team members and
Employees)
Low High
INTEREST
Communication with the stakeholder depends upon the influence they wield in the
power-interest matrix (Uzoka and et. al., 2018).
Stakeholder Internal /
External
Amount of
Power/Interest
The
stakeholder has
How would the
stakeholder
affect the
project or be
affected by the
project
Communication
Strategy
Project
manager
Internal High Power /
High Interest
Responsible for
successful
project planning
and execution
Inform all the
project
information in
either written or
oral manner.
Project team
members
Internal Low power /
High Interest
Responsible for
discharging
duties assigned
to them
Inform all the
relevant project
information to
keep whole team
in loop.
Employees Low power /
Low interest
Responsible for
performing
instructions
provided so that
project is carried
out as per plan.
Inform relevant
information to
employees
through e-mail.
Camden
Company
owners
Internal High power /
High Interest
Successful
project will
affect magnitude
Inform all project
updates regularly
through periodic
6

of achieving the
objective of
raising funds and
awareness.
e-mails.
Sponsors External Low power /
High Interest
Provide funds in
exchange of
some
commitment and
interested in
fulfilling their
objectives
Discuss all the
necessary terms to
use funds of
sponsors and
promote their
purpose.
Visitors External Low power /
Low Interest
Interested in
watching good
concert.
Inform concert
details through
advertisements.
Government External High Power /
Low Interest
Just interested in
ensuring that
public order is
not disrupted due
to concert.
Take relevant and
necessary
approvals from
authorities well
on-time.
Suppliers External Low power /
Low Interest
Interested in
their business
only.
Discuss necessary
terms for supplies
and related
information.
Investors External Low Power /
Low Interest
Interested in
ensuring their
investment is
safe and is being
multiplied.
Periodic e-mail to
inform about
usage of their
investment in
Company.
Consultants External Low Power /
High Interest
Business interest
in delivering a
successful client.
Discuss project
planning in
optimum manner
to save cost and
time.
Task 3 Work Breakdown Structure (WBS)
Work Breakdown structure is a tool that breaks down project activities in shorter goals
that highlight the clear path to achieve it (Lacruz and et. al., 2019). Below mentioned is the WBS
of the music concert:
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Illustration 3: Work Breakdown Structure of the Music Concert Project Plan
Above WBS illustrates the project activities as per the sequence designed. It will enable
employees and project team to develop a good understanding of the project activities and
sequences which will enable optimization of resource planning and performance
Defined organisational structure helps define hierarchy and divide tasks according to
interest and specialisation so that work can be completed within time and budget (Varajão,
2018). Below mentioned in organisational structure for undertaken project:
8

Task 4 Risk Analysis
Risks are those possible issues, challenges and contingencies that a project is expected
and possible to have (Macheridis, 2018). Below mentioned is risk assessment matrix of music
concert project:
9
Illustration 4: Organisational structure of Music Concert project
team

P
R
O
B
A
B
I
L
I
T
Y
H
i
g
h
Availability of improved
technologies
(Positive: Availability of
improved technologies,
Negotiation with sponsors
Weather,
Timely medical facilities,
Societal impact,
Timely permission from
government and
Suppliers deal)
Delay in project planning
(Negative: Delay in project
planning,
Power failure,
Fire risk,
Technical failures and
Theft of equipment and
properties)
L
o
w
Thefts or pick pocketing
(Negative: Thefts or pick
pocketing,
Stampede,
Stale food,
Traffic Jam,
Accidents and
Noise Pollution)
Overshot budget cost
(Negative: Overshot budget
cost and
Waste management)
Low High
IMPACT
Based on the risk assessment matrix, risk register for possible risks of the project has
been developed:
Risk
Description of the
risk
Negative / Positive
Probability /
Impact
Strategy to deal with the
risk
Delay in
project
planning
Negative High probability /
High impact
Avoid as already critical
project duration is more than
expected duration.
Overshot
budget cost
Negative Low probability /
High Impact
Mitigate; Plan and perform
charity event under budget
Availability
of improved
technologies
Positive High probability /
low impact
Exploit; Use better
technologies to improve
experience and raise more
funds
Power failure Negative Low probability /
high impact
Mitigate; Keep power-
generators as back-up
10

Thefts or
pickpocketin
g
Negative Low probability /
low impact
Transfer the responsibility to
ensure no such incident take
place to security team.
Fire risk Negative Low probability /
high impact
Avoid; Fire extinguishers
must be present at venue
Negotiation
with sponsors
Positive Low probability /
low impact
Accept; So that better deal
can be secured for the project
Technical
failures
Negative Low probability /
high impact
Avoid; Back-up must be
ready beforehand
Stampede Negative Low probability /
high impact
Avoid; Proper evacuation
arrangement must be
available
Stale food Negative Low probability /
high impact
Avoid; Only quality
approved food must be
available at venue.
Weather Positive High probability /
low impact
Enhance; Make use of good
weather to make concert
experience better.
Traffic Jam Negative Low probability /
low impact
Share the responsibility with
security team to ensure any
untoward incident.
Accidents Negative Low probability /
low impact
Mitigate; Medical facilities
must be available at venue
Timely
medical
facilities
Positive High probability /
high impact
Exploit; availability of
medical facilities at venue to
have a good image of the
organisers.
Theft of
equipment
and
properties
Negative Low probability /
low impact
Mitigate; Back-up plan be
ready and security team must
track thieves.
Noise
Pollution
Negative Low probability /
low impact
Avoid; Decibel range within
permitted limit and speakers
little far from visitors
Societal
impact
Positive High probability /
High Impact
Share; good cause of the
project with everyone
Timely
permission
from
government
Positive Low probability /
high impact
Enhance; so that no delay in
project planning sees a
chance
Waste
management
Negative High probability /
low impact
Avoid; Proper cleaning crew
must be hired.
Suppliers
deal
Positive Low probability /
low impact
Exploit; to seek most
favourable terms for the
project and company.
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Task 5 Quality Control
Quality expectation - Expected quality in the project planning plus resource
management such as within planned budget, concert be planned under expected duration (Turner
and Lecoeuvre, 2017). Quality expectancies must consist of the key best necessities for the
mission product, requirements and methods in order to want to be implemented, and any useful
measurements to make certain the challenge product meets first-class requirements.
Acceptance criteria - This is criteria to accept quality expectation such as in order to
ensure optimised resource management, detailed parameters be specified like in equipment and
properties. It is a formal listing that completely narrates user necessities and all of the product
eventualities put into the account. It evidently describes situations underneath which the user
requirements are preferred consequently casting off any uncertainty of the customer’s
expectations and misunderstandings.
Quality specification - This is specific quality criteria such as for good volume and bass,
music equipment be specified or costumer quality be specified, etc. The best specifications of a
products or services derive from decisions and actions made relative to the great of its layout and
the fine of its conformance to that design.
Measures to control - Managers must check project performance as per the planning to
ensure no variance arises and in case of variance, prompt corrective actions be taken so that
project planning is not risked. Project controls are the information amassing, control and
analytical processes used to are expecting, apprehend and constructively impact the time and
price outcomes of a challenge or application; thru the communication of statistics in codecs that
help powerful control and choice making.
Task 6 Methodologies
Waterfall - It is a traditional methodology and focuses on sequencing project activities
that can be taken up one after another to complete project. It is a systematic methodology and
offers simple and linear arrangement. However, it is rigid and lack of flexibility makes it less
desirable for dynamic projects (Gebhardt, Maes and Riel, 2018).
Agile - It is different from waterfall and offers flexibility and agility. This methodology
allows for improvement and evolvement with situations and required changes. However, it
makes tracking difficult and then responsibility fixation.
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Scrum - It is like agile methodology and is fast, flexible and adaptable. It is easily
scalable and is able to comply with expectations as it accommodates changes. However, it is
complicated and mechanical. It often leads to scope creep.
Musical concert for Camden Sickle Cell and Thalassaemia Service Group is a
fundraising event which requires to be dynamically planned. Therefore, agile methodology is
suitable as it would allow project planning to evolve with positive and negative risks. To avoid
cons of the methodology, project team must plan thoroughly (Bierwolf, Frijns and van
Kemenade, 2017). This technique involves continuous planning, testing, integration and different
kinds of evolution of the assignment. Each assignment is broken up into numerous iterations
within the equal time period. At the cease of every iteration a operating product need to be
added. This will permits the client to interact and paintings with functioning software program at
each a hit new release and provide remarks on it. This technique permits groups to take up
modifications more without difficulty and make corrections if wished. Agile methodology could
be very bendy, adjustable and can adapt to the undertaking needs. The challenge length is
generally small but larger projects can also be dealt with the usage of this. This technique will
use an incremental development method means that every successive model of the product is
usable. Agile software program improvement focuses on retaining code simple, checking out
regularly and handing over a practical unit as quickly as viable. Requirements in Agile version
can trade as per the patron requirement. An Agile method works at its nice in situations that have
a extraordinarily high level of uncertainty, in which creativity and innovation for you to locate
the proper solution are extra vital than predictability. Agile isn't always a unmarried process or
mechanism. It is largely containing a group of methods and quality practices according to the
Agile Manifesto. But, the Agile process by no means promises to clear up all the issues which
can be gift inside the present day software program industry. This system really establishes a
lifestyle and a mind-set in which the answer wishes to merge. Particular tactics can help to solve
positive classes of troubles; however they'll never cowl all the paintings activities of a business
enterprise.
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References
Books and Journal
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environment: Balancing stakeholders. In 2017 IEEE European Technology and
Engineering Management Summit (E-TEMS) (pp. 1-6). IEEE.
Gebhardt, K., Maes, T. and Riel, A., 2018, September. A project management decision support
tool for keeping pace with the dynamics of corporate innovation projects. In European
Conference on Software Process Improvement (pp. 619-630). Springer, Cham.
Lacruz, A. J. and et. al., 2019. Project management office in the nongovernmental organization
as a driver of sustainable competitive advantage: A dynamic capabilities approach.
In Knowledge, innovation and sustainable development in organizations (pp. 23-37).
Springer, Cham.
Macheridis, N., 2018. Balancing authority and autonomy in higher education by implementing
an agile project management approach. Tertiary education and management. 24(2).
pp.128-143.
Marnewick, C. and Marnewick, A. L., 2019. The demands of industry 4.0 on project
teams. IEEE Transactions on Engineering Management. 67(3). pp.941-949.
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information professionals for the future workforce. In Project management in the library
workplace. Emerald Publishing Limited.
Turner, J. R. and Lecoeuvre, L., 2017. Marketing by, for and of the project: project marketing by
three types of organizations. International Journal of Managing Projects in Business.
Uzoka, F. M. and et. al., 2018. Critical IT Project Management Competencies: Aligning
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Varajão, J. E., 2018. A new process for success management–bringing order to a typically ad-
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