Detailed Project Management Report: Winter Hungama Event Evaluation

This report provides a comprehensive analysis of the Winter Hungama project, a social event organized on a university campus. It begins by introducing the project and outlining its objectives, which included successful event completion within a £200 budget, risk mitigation, and increasing participant engagement. The report assesses whether these objectives were met, highlighting that while some were achieved, the project exceeded the budget and time constraints due to a lack of specific project management methodologies. It then outlines the benefits, such as practical learning, quality service, and risk identification, while also discussing the project's scope, which was not fully adhered to due to delays and budget overruns. The report includes a Work Breakdown Structure (WBS) to visualize the project's timeline. The report suggests the use of PRINCE2 project management methodology for future events. The report concludes with recommendations and a risk analysis, offering insights for similar projects. The report also includes an introduction, conclusion, and references.

PROJECT
MANAGEMENT
1

Table of Contents
INTRODUCTION................................................................................................................................3
TASK 1.................................................................................................................................................3
1. Introduce Winter Hungama..........................................................................................................3
2. Outlining the objectives of the project and indicate if they were achieved or not?.....................3
3. Outlining any benefits that have been attained and if these were expected or not......................5
4. Ascertaining whether the project was within the scope or not?...................................................5
5. Explanation of the changes that were made in the run up to the completion of the project........7
6. Summary of lessons learnt in the project.....................................................................................8
7. Recommendations........................................................................................................................8
8. Risk analysis................................................................................................................................9
CONCLUSION....................................................................................................................................9
References..........................................................................................................................................10
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INTRODUCTION
PRM (Project Risk Management) is considering as an essential thing of project
management. It facilitates to determine project risks in the plan and developed the strategies
according to that to minimize the impact of that. The reason of existence of risks is because of
uncertainty. SO with the help of PRM, project manager can able to handle those uncertainties and
their impacts on the plan. EOP or End of Project report can be stated as documentation of a work
after its completion. It consider as an official termination to a project that shows that the plan has
come to an end stage. It assists in assessment of the overall work and reflects the most important
achievements after ending of a project plan. Project management can be defined as field of study
related to starting, planning, executing, controlling and closing the work of a team to accomplish
goals and attain particular success benchmarks. It is methodological approach to plan and direct
project functions from idea to completion. It enable in application of abilities, knowledge, tools and
techniques to activities of project. In this report, various aspects of project management will be
studied where case of Winter Hungama is taken into consideration (Mubarak, 2015). It is social
event which is going to be help in university campus to celebrate the festive season. Hence, the
objective in this report are determination of feasibility of project, designing of plan and its
management, supervise and control the advancement of projects and review to measure closing of
project.
TASK 1
1. Introduce Winter Hungama
From the provided case scenario, it has been identified that a new project named Winter
Hungama is going to be organized. It is social event that will be organized in university campus.
The event will have various activities like quiz related to general knowledge, debate on the alarming
topics like, exit of UK from European Union etc., social games. Thereafter, audience may be asked
to perform on the spot act and at last refreshments will be provided. The budget for the event is
decided which will not be more than £200. The timings of the project is also decided ; 12.30-2.30
pm.
2. Outlining the objectives of the project and indicate if they were achieved or not?
The current project is based on the organizing of new event named Winter Hungama. It is
social gathering that is to be organized in campus of company to celebrate and enjoy the festive
season. Key objective of entity are as follows:
 To assure successful completion of event without any hindrance.
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 Event must not exceed the provided budget of £200.
 The expected risk or uncertainties related to the project must be identified and reduced
(Müller and et.al., 2013).
 To take the permission from Dr. Dhas to organize the event in the college.
 To complete the whole project within the time duration of 18 October to 13 December.
 To increase the percentage of participants in the event from 20% to 35%.
 To get the confirmation of participants by inviting their name before 18 October.
 To get the confirmation of jag for event by the end of 28 October.
Thereafter, the further, it is inception that foods and beverages will be served during the
event and therefore, quality of these offerings must be checked and assured. From the attained
outcomes it was identified that the project objectives were achieved up to some extent but due to
lack of use of specific project management theory the project exceeded the provided budget and
time limit. Therefore, it is feasible for company if it uses a effective project management approach
(Artto, Poskela and Turkulainen, 2011).
Furthermore, to attain these objectives, consideration can be paid on the application of
project management methodology, PRINCE2 which further stands for project in controlled
environment, version 2. It is important method that can help t he project manager of Winter
Hungama event to attain its goals and assure effective management of project. It is effective
approach based on the process approach for administration and supervision of project to render a
easily customized and scalable method for the control of all kinds of project. The PRINCE2
approach is effective as it emphasis on the dividing the entire project into administrable and
controllable stages. It also focus on defining the company structure for project management team.
Thereafter, consistent updates of progress according to the plan can be obtained. Thereafter, it also
takes into consideration the quality management, supervision and management of project with
uniformity and reassessment to match with key purpose of the project. Wit h t his aspect, project
manager will be able to maintain the quality standards of project and assure maximum satisfaction
among the participants of such events (Bredillet, Yatim and Ruiz, 2010). The principles of
PRINCE2 are constant business justification, gaining knowledge from past experience, determining
duties and responsibilities, assure effective management by exception and stage. The other
principles of PRINCE 2 includes focus on products, make alterations or modification to match the
environment of project. T he PRINCE2 approach further consider various stages which are must
for systematic completion of project. They are starting up a project, initiating, directing project,
controlling stage, managing product delivery, stage boundaries and closure of a project. From the
above discussed approach and various project management techniques the project executive of the
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planned Winter Hungama event will be able to attain the desired objectives (Kerzner, 2013).
3. Outlining any benefits that have been attained and if these were expected or not
Practical learning
By considering the project management methodology and theories, there are several benefits
that will be attained. The qualities of the services were high and there was overall satisfaction
among client (Pritchard, 2013). The project was exposed to many risk and uncertainties but due to
use of organized and managed approaches many of such blunders were effectively avoided. The
quality standards were attained by the project manager and it was expected. This is because prime
focus was given on the appointment of skilled, expert and knowledgeable human resources that
were competent enough to provide high quality of services to participants of Winter Hungama
event. In addition to this aspect, best and recognized suppliers were selected to obtain the raw
material used in the event. The quality marks were checked on all the food products used in the
event.
Team work and time management
There were proper arrangements for the audience to assure convenience among them. As
few of the invitees of the event had leg disability and therefore, wheel chair and plank was designed
near the stairways to facilitate movement through wheel chair. Furthermore, the key benefit of
project management was that it helped in identification of various risk that can impact the
operations of company (Jun, Qiuzhen and Qingguo, 2011). The risk were, accidents, outbreak of
fire, failure of technologies and equipments, sudden sickness of key participants of the events, risk
of harm from some equipments etc. The other risk was entry of unauthorized person to the campus
who can cause threat to other participants or harm the peace of event. In order to avoid such state
there were special arrangements done like, security guards can be placed who will check the
identity and invitation of each individual entering the event. Any suspicious person must not be
allowed to enter the event (Kerzner, 2013).
4. Ascertaining whether the project was within the scope or not?
Time scales
Please use timescales work breakdown structure
From the study of the outcomes of the project, it was identified that project was not within
the scope. According to the plan, it was decided that budget for Winter Hungama event was £200
and the time taken to complete the project was 12.30-2.30 pm. However, due to late arrivals the
event could not be started till 1.30 pm and the entire event was delayed by 1 hour. Due to this some
of the guest who had some important meetings scheduled after the completion of event or some
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other work left till 2.30 pm (Nicholas and Steyn, 2012). This further had negative impact and
drawback on the part of organizers as the event was not attended completely by few guests.
Task Name Duration Start Finish Predecessors
Winter Hungama event 41 days Tue 10/18/16 Tue 12/13/16
Initiation 8 days Tue 10/18/16 Thu 10/27/16
Developing project charter 2 days Tue 10/18/16 Wed 10/19/16
Setting objectives 2 days Thu 10/20/16 Fri 10/21/16 3
Prepare brief of activities
held in event 1 day Mon 10/24/16 Mon 10/24/16 4
Scheduling ' 1 day Tue 10/25/16 Tue 10/25/16 5
Resources allocation 2 days Wed 10/26/16 Thu 10/27/16 6
Planning 9 days Wed 10/26/16 Mon 11/7/16
Estimating costing 2 days Wed 10/26/16 Thu 10/27/16 6
Develop project
management plan 3 days Fri 10/28/16 Tue 11/1/16 9
allocation of resources 4 days Wed 11/2/16 Mon 11/7/16 10
Implementation 7 days Tue 11/8/16 Wed 11/16/16
Arranging facilities 2 days Tue 11/8/16 Wed 11/9/16 11
Taking confirmation for
participants 2 days Thu 11/10/16 Fri 11/11/16 13
Confirmation of Jag from
event 2 days Mon 11/14/16 Tue 11/15/16 14
Taking permission from
principle of college 1 day Wed 11/16/16 Wed 11/16/16 15
Monitor and control 15 days Thu 11/17/16 Wed 12/7/16
Manage scope 3 days Thu 11/17/16 Mon 11/21/16 16
Manage schedule 2 days Tue 11/22/16 Wed 11/23/16 18
Manage costs 2 days Thu 11/24/16 Fri 11/25/16 19
Manage risks 3 days Mon 11/28/16 Wed 11/30/16 20
Manage expectation of
stakeholders 5 days Thu 12/1/16 Wed 12/7/16 21
Closer 4 days Thu 12/8/16 Tue 12/13/16
Review plan 1 day Thu 12/8/16 Thu 12/8/16 22
Release resources 1 day Fri 12/9/16 Fri 12/9/16 24
Contract termination 1 day Mon 12/12/16 Mon 12/12/16 25
Sign off 1 day Tue 12/13/16 Tue 12/13/16 26
Budget
Thereafter, the budget was decided £200 but due to failure of mike day before the event new
one was purchased and the cost exceeded by £210. In order to assure project is within the scope,
the strong consideration must be given on the tolerances aspect (Müller and et.al., 2013).. It is
important characteristics of any project plan as it identify allowance of particular deviation in
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project timing, budget or quality to which t he project is considered as still successful. Therefore,
time, scope and cost tolerance can be set by the project manager (Heising, 2012). The time
tolerance is the amount to which duration can be exceeded or under your project completion dates.
In this respect, the tolerance can be selected as 10 days so the project can be delivered 10 days
before or later without having any consequences.
Tolerance
Similarly, the event time tolerances can be decided such as 30 mins. The event can be half
hour before or later completed. Further, cost tolerances can be employed as a percentage or
financial amount against the planned budget (Mubarak, 2015). For instance, for the present budget
of event £200 a tolerance for 10% can be set and thus £210 is fine and the project manager is not
required to ask for any kind of approval to increase spending.
5. Explanation of the changes that were made in the run up to the completion of the project
List of changes in plan with the justification
 There were few of the changes that were done from run up to execution of the project. The
modifications were done in the original plan of the project. There were few changes that
were made in debate competition. Therefore, earlier it was determined that debate will be
organized between 1 student and 1 lecturer (Hwang and Tan, 2012). But later it was decided
that 2 students will debate with one lecturer.
 Thereafter, the sequence of the event was also changed therefore, debate was scheduled first
followed by quiz and refreshment was arranged in between the events. The tea and coffee
were served at the end of t he event.
 Thereafter, the main changes were in the timing of event. It was decided that Winter
hungama event must be commenced from 1.00 pm to assure maximum attendance and thus
half an hour is increased as many of guest are supposed to arrive little late.
 Thereafter, it was decided to contact media who will cover the event. This will help in
assuring marketing of university so that maximum admissions can be assured in next years
(De Bakker, Boonstra and Wortmann, 2010).
Impact of these changes on project plan
From the aforementioned discussion, it is identified that t here were few changes that were
done by the project manager in the scheduled plan. These changes are likely to have contrasting
impact on the event. It was identified that sequence of the Winter Hungama was changed.
Therefore, it is significant for the project manager to communicate these changes to both students
and lecturers. As non communication of this can lead to confusion among participants and result
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into mismanagement (Burke, 2013). Thereafter, it was identified that event will be started at 1. pm
however, the impact of this will that those individual that 5. Impact of these changes pre arranged
plans decided by them according to Jun, L., Qiuzhen, W. and Qingguo, M., 2011.previous timings
will be confused and discontented. Another change is to hire media so tJun, L., Qiuzhen, W. and
Qingguo, M., 2011.hat proper coverage to the event can be obtained. However, for inviting media
significant cost is needed and this means more financial resources are required. Also, the budget
will exceed. Thereafter, previously there was only provision of refreshments but now tea or coffee
at the end of the event is also planned which means additional expenses (Caniëls and Bakens,
2012).
6. Summary of lessons learnt in the project
Summing up the entire project it has been identified that systematic plan is must for the
successful execution of the event. In addition to this aspect, it is ascertained that with the help of
project management methods, the idea of event can be changed into reality. Further, it is ascertained
that tolerance limit must be decided to avoid any ill impact on the success of event. Therefore, time
and cost tolerance can be set (Nicholas and Steyn, 2012). Thereafter, quality of the services can be
maintained effectively by project management techniques. Further, it is ascertained that PRINCE2
methodology can be used to enhance the effectiveness of the proposed project can be identified by
ascertaining problems and loopholes. Thereafter, the PRINCE2 method will help in dividing the
project into varied stages and assuring effective management and control over them.
On the other hand, from the following event, team working has learned by the student. For
the coordination of the work and communicate the information, it has planned to create a group on
Whatsapp application. From this, the team members who are organizing the event have shared their
ideas with each other.
Further, stakeholder analysis has carried out the event team to determine the needs and
expectations of stakeholders from the event. For this, stakeholder analysis tool has used and it has
helped in learn the things regarding how to determine and consider the needs of stakeholders,
7. Recommendations
There are various recommendations that can be given to assure successful completion of the
project. For the event t here are significant amount of human resources required for doing
administrative task, preparing refreshment, providing services etc. therefore, the individual must
have management and communication skills. The roles and responsibilities of the members must be
pre determined to avoid any confusion. Thereafter, there must be proper monitoring of each and
every aspect involved in project so as to identify the issues and loopholes. In order to ascertain the
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performance of project, few key performance indicators can be set. Thereafter, budgeted cost for the
work scheduled and the work planned can be prepared. Further, it is recommended that PERT
method can be used to ascertain the gap between planned and actual time so that proper actions can
be taken.
8. Risk analysis
To manage the various risks such accident and injury, obstruction to fire doors, sudden
sickness/unconsciousness/injury, risk of faulty equipment leading to risk of fire, risk of injury from
equipment, entry access for unauthorised personnel to the campus during the event etc, some risk
management steps should be taken. As per the impact of hazards over the project plan, avoid,
transfer, share and backup strategies can be taken into the consideration. To manage the identified
risks, risk management plan has used by team which has as follows:
Ref Area of Concern
related to risk Hazards/Persons at Risk Existing Controls
Actions
needed
to take
1 Room/Event
decorations Accident and injury. Workplace safety
guidelines
Transfe
r
2 Fire doors Obstruction to fire doors. Existing fire escape plan. Transfe
r
3 Sickness/Injury Sudden sickness,
unconsciousness, injury.
On site First Aid officers
on stand-by to attend to the
sick/injured (if any).
Followed by adherence to
emergency procedures
(like 999)
Backup
4 Equipment Risk of faulty equipment
leading to risk of fire and/ Electrical Safety Avoid
5 Other equipment Risk of injury from
equipment
Safe and intended use of
equipment Avoid
6 Unauthorised
personnel
Entry access for
unauthorised personnel to
the campus during the event
Use of staff and student ids Share
CONCLUSION
From the above report, it can be concluded that, the project management main purpose is to
attain the desired goal with utmost efficiency and in systematic manner. It further assures that all the
objectives of project are attained within the provided constraints.
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REFERENCES
Books and Journals
Artto, K. Poskela, J. and Turkulainen, V., 2011. The integrative role of the project management
office in the front end of innovation. International Journal of Project Management, 29(4),
pp.408-421.
Bredillet, C., Yatim, F. and Ruiz, P., 2010. Project management deployment: The role of cultural
factors. International Journal of Project Management,28(2), pp.183-193..
Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.
Caniëls, M.C. and Bakens, R.J., 2012. The effects of Project Management Information Systems on
decision making in a multi project environment.International Journal of Project
Management, 30(2), pp.162-175.
De Bakker, K., Boonstra, A. and Wortmann, H., 2010. Does risk management contribute to IT
project success? A meta-analysis of empirical evidence. International Journal of Project
Management, 28(5), pp.493-503.
Heising, W., 2012. The integration of ideation and project portfolio management—A key factor for
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Hwang, B.G. and Tan, J.S., 2012. Green building project management: obstacles and solutions for
sustainable development. Sustainable development, 20(5), pp.335-349.
Jun, L., Qiuzhen, W. and Qingguo, M., 2011. The effects of project uncertainty and risk
management on IS development project performance: A vendor perspective. International
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Kerzner, H.R., 2013. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Killen, C.P. and Hunt, R.A., 2010. Dynamic capability through project portfolio management in
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Mubarak, S. A., 2015. Construction project scheduling and control. John Wiley & Sons.
Müller, R. and et.al., 2013. Project management knowledge flows in networks of project managers
and project management offices: A case study in the pharmaceutical industry. Project
Management Journal. 44(2). pp. 4-19.
Nicholas, J. M. and Steyn, H., 2012. Project Management for Engineering Business and
Technology. Butterworth-Heinemann.
Pritchard, C., 2013. The project management communications toolkit. Artech House.
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