Project Management: Winter Hungama

The report discusses the project management of the Winter Hungama event, detailing objectives, risk analysis, team collaboration, and lessons learned. It emphasizes the importance of effective planning, budget management, and the application of project management methodologies like PRINCE2 to ensure successful execution. The report also highlights the challenges faced during the event and provides recommendations for future improvements.

PROJECT MANAGMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Introduction to Winter Hungama..........................................................................................1
1.2 Outlining objectives with their achievement.........................................................................1
1.3 Benefits attained ...................................................................................................................3
1.4 Scope of the project...............................................................................................................4
1.5 changes in plan with justification..........................................................................................5
1.6 Lessons learnt in the project..................................................................................................6
1.7 Risk Analysis 7
RECOMMENDATION...................................................................................................................8
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

Illustration Index
Illustration 1: Time scale breakdown of events...............................................................................4

INTRODUCTION
The concept of PRM (Project Risk Management) entails about risks concerned with the projects
and developing some plan of action to manage them. The management of projects is necessary
part as it helps in reducing the risky factors from them. The major reason of risks generated in
the projects are the inclusion of a high degree of uncertainties. Therefore PRM becomes a
significant factor that helps in the management of projects. The EOP or End of Project refers to
the final documentation of the project. This stage reflects that the project carried out has now
come to the final level because of which its official ending is conducted. The Project
Management is a discipline where different tasks of planning, performing and controlling of
work is done so that the teams can be managed towards objectives to achieve set goals (Burke,
2013). The process of project management starts with the generation of an idea and further
processes for giving proper shape to the idea. The completion of entire projects is based on teams
working for it and their skills, abilities and experience in the same field. The present report has
discussed on project management with the chosen case of Winter Hungama. This is a social
event which is organised with the objective of celebrating festive season under University
campus. The report will be focussed on making objectives for the project and developing plans to
accomplish the pre-determined objectives (Caniëls and Bakens, 2012).
TASK 1
1.1 Introduction to Winter Hungama
From the case, it is evident that Winter Hungama which is a social event is scheduled to be
organised. This project will be arranged in University campus for about ten weeks. Various
events and games will be organised along with quiz competition and debates. The topics that will
be mainly focussed on such events and quizzes include current affairs and topics. If nobody can
answers of questions asked in competition, it will be passed to the audience. Besides this,
refreshments at the end of the game will also be served. For the entire event, a budget of £150 is
determined. Moreover, the period of the event has also been decided which will be continued
from 12.30 to 2.30 pm.
1.2 Outlining objectives with their achievement
The project the at organising a social event under the name of Winter Hungama, in celebration
of the festive season. The event is the at University campus for a fixed period of 10 weeks.
1

Further, the purpose will be to increase gathering of people so that a large number of the group
can enjoy and take part in the event (De Bakker, Boonstra and Wortmann, 2010). Besides this,
the project has some important objectives which are as follows:
 To take the permission of Dr Dhas so that programme can be arranged at University
campus.
 To assure some participants in the event with 20 to 30% target.
 To accomplish the project as per the set objectives within fixed period of 18th October to
13th December.
 To get the details of participants and their confirmation before 15th October.
 To get confirmation for the jag before the event till 20th October.
 To complete the project successfully without any impediments in the event.
 To ensure proper arrangements for the programme under the set budget.
 To assure minimization and removal of various risks that can hamper the Winter
Hungama programme.
As per the set objectives, various works were performed for each function. The arrangement of
refreshments for the participants is also planned for which it is also necessary to assure the
quality of food and food. By above objectives, it was discovered that many objectives were
accomplished while some aims were not fulfilled in a proper manner (Heising, 2012). The major
reason behind this was the improper implementation of project management theory. This has
lead to the situation of exceeding budget. This necessitates the application of project
management theories for completion of the event in the desired manner.
The work performance which was affected by the implementation of project management
theories can be rectified. The methodology that can be applied for achieving set objectives is
PRINCE2. This will aid in proper management and control of various activities that are planned
to be organised. Therefore its proper adoption will make the work easier and controllable to
manage in an efficient manner. The said methodology works on the basic principle of breaking
down the various entire project into small and manageable work groups (Nicholas and Steyn,
2012). This makes different tasks to be accomplished easier to manage and control. After this, it
makes the structure of whole tasks and plans clear to all the team members. A proper
understanding of tasks will make easier to perform accordingly. By performance given by the
team members, the achievements an be regularly updated so that it can be recorded that which
2

tasks have been completed and which ones need to be done. On this basis, accomplished tasks
can be evaluated as well so that any shortcomings in the tasks can be identified and corrected.
This helps in improving the proper supervision of work to improve quality in tasks. The project
manager can also get proper reports on the progress of work on the timely basis that will give
maximum satisfaction to participants (Pritchard, 2013). The major areas where PRINCE 2
focuses are allotment of tasks by skills and experience, managing effectively, making
modifications in the work wherever needed and proper control of various tasks done. Apart from
these, this methodology is helpful at various stages as well like starting of the project, planning,
controlling and directing so that it can be accomplished in a proper manner. Thus, with the help
of mentioned project management tool, the event of Winter Hungama can be completed in
desired way.
1.3 Benefits attained
Practical learning
The project management theories and models applied here gave considerable benefits that
will be helpful in gaining practical exposure. Major benefits that can be attained through this are
related with practical learnings. With the help of these theories, the project can be managed in
the efficient way that can give high-quality services to participants. Besides this, it is evident that
risk factor was very high but this project management theory can help in making the work better
and manage risky areas (Schwalbe, 2015). The appointment of team members was done properly
who were possessing different skills and expertise in various areas due to which the quality of
services increased. The food that was served ion the event was also checked for quality that gave
positive results and contacts with good suppliers was made.
Teamwork and time management
The team work and management of time are the most important aspect that should be
learnt from such projects. The teams were made for various works as per the efficiency of
members. Everyone shared their ideas and experience which helped in making proper
arrangements and list of required materials and equipment. As per this, arrangements made for
the participants who were disabled. Therefore, wheelchairs were arranged, so that they can move
freely in the event areas. The risk factors that may cause hindrance in the event were forecasted
like fire accidents, emergency situations arising due to a failure of tools and equipment, safety
and security of participants and all other persons present in the event, etc. (De Bakker, Boonstra
3

and Wortmann, 2010). It was also forecasted that some unwanted persons might also reach to the
programme that can create disturbances. Therefore, only those persons were allowed who were
carrying ID cards with them after checking them properly. For effective time management, teams
assured that every day the event starts at the right time. For this, the proper arrangement was
made beforehand so that chaos can be avoided. Moreover, games and quizzes were also arranged
as per the proper schedule to manage all work as per the time.
1.4 Scope of the project
Timescale
The study of the project states that members made their efforts to manage the time, still
due to some unavoidable reasons, the event was delayed (Littau, Jujagiri and Adlbrecht, 2010).
As per the scheduled time, an event should be started at 12.30, but guests arrived till 1 or 1.30
pm due to which the whole programme was delayed by 1 hour. This made a bad impression on
the project as this made many guests to leave the event before its completion.
4
Illustration 1: Timescale breakdown of events

For making improvements in an event so that all programmes can be scheduled as per the
time, work can be broken down by different time scales. At first, the ceremonial event can be
organised for initiation of the event. Under this, the project development related action like the
briefing of activities, resources allocation, etc. can be done. For this, the time of 8 days can be
fixed. After that, some other managerial activities can be done like budget making which will
help in the allocation of resources accordingly. This work can be done under 7-9 days of time. A
week's time will be enough for further process of enforcing the plan where major work will be to
take permission of college principal along with confirmation of participants and Jag. It is
necessary to take confirmation about participants before 18th of October. Later on, other
secondary activities of importance like proper supervision and control of activities must be done.
Under this, the risk analysis and stakeholder analysis will be performed for which days will be
divided. Three days will be allotted for doing risk analysis while five days time will be assigned
for stakeholder analysis. Finally, the closure of event will be done by completing the formalities
to make an end of the contract and signing off.
Budget
The budget for the event was decided at £150, but the team members felt that this will not
be enough for accomplishing the plan of all arrangements with refreshments. Due to this, the
budget was increased, and £50 were more collected to fulfil the purpose. The extra money was
contributed by the university which helped in this task. Thus, it is necessary to apply proper
management theories and models so that appropriate estimation of budgets can be done. A
tolerance limit should also be set for time and budget so that frequent approvals will not be
needed to take from higher authorities (Littau, Jujagiri and Adlbrecht, 2010).
Tolerance
The tolerance refers to different limits that are set other than pre-decided costs, time and
other factors so that exceeded or minimised cost or time can be adjusted without any bigger
consequences. Thus, the tolerance limit for each factor should be pre-decided with the approval
of project manager. This will help in completing the tasks in proper manner and the major factors
that can cause the delay in completion can be restricted. The tolerance limit for current event
should be set up in a way so that entire programme can be the wind up before breaks of
Christmas.
5

1.5 changes in plan with justification
 There were some of the changes made in the plan so that performance of tasks can be
done in proper manner. The changes in Debate competition was made where, previously
it was decided to make debate between one student and one lecturer (Artto and et.al.,
2011). Later on, this plan was changed, and it was decided to make debate between two
students with each other.
 Besides the above-mentioned changes, some other modifications were also made where it
was decided to play cricket or football. But later, the team decided to play some tissue
game where all participants will be given the task to draw various pictures and shapes.
 In the game of quiz, the teams were made where each team was consisting two members.
The questions asked in the quiz was based on movie clips and charisma of some famous
persons. On failure of answering by any team members, it was passed to audience and
viewers (Wu and Low, 2010). The budget for the entire event was also changed and exceeded to £200 as it was not
sufficient for the whole event along with arrangements of refreshment.
Impact of changes
As per the mentioned changes, it is evident that the project manager identified many
areas which needed corrections due to which the said changes were made. The project manager
is responsible to properly communicate for all above changes so that no confusion and
mismanagement can be created at the event. The debate plan was changed where the afterwards
debate will be between students instead of lecturer and student.; this will make the competition
between competitors of the same level. Besides this, the plan of cricket or football was also
changed. This decision was made as sufficient place was not available to play this game. In the
absence of insufficient place, the game cannot be played and it's risky for viewers to get injured
as well (Tohidi, 2011). The budget was also increased so that all arrangements can be made in an
appropriate way.
1.6 Lessons learnt in the project
The project plan described above clearly reflects that with the help of systematic application of
theories and models the project can be managed in a better way. This makes the transformation
of ideas into reality with the help of planning and execution. The discussion of the above
sections suggests adoption of right tools and methods to plan for project. This increases the
6

possibilities of success in the project as well as any shortcomings can also be removed on time.
The theory also suggests that a tolerance limit should be made for cost and time so that any
hindrance in the project can be removed. This will also aid in overcoming the adverse impacts on
the execution of the tasks. Besides this, the service quality in food and other areas was also
assured which helped in the successful completion of the project (Burke, 2013). Apart from these
techniques, the PRINCE 2 method was helpful in identifying various ambiguity in a project. The
whole process was helpful in learning the team working which made the accomplishment of
various tasks easier. The team kept continuous contact on an application of Whatsapp so that
ideas and information can be shared instantly to all members. The help of stakeholder analysis
was taken to identify various needs and preferences of stakeholders so that event can be managed
accordingly.
1.7 Risk analysis
As mentioned earlier, various types of risks can be faced by the organisation at the time of the
event which includes fire accidents, failure of some equipment, failure of some team members to
work on due to any emergency conditions, etc. Therefore it is necessary for the management to
make plans beforehand for managing such problems and minimising the risks involved in
various areas (De Bakker, Boonstra and Wortmann, 2010). The available options in the case of
minimising risks are avoided, transfer and backup strategies according to which the entire event
can be managed in following way:
Ref Possible hazards Impacts of hazards Controls measures
Actions
to be
taken
1 Decorations at the
event Accident and injury. Providing safety guidelines
at workplace Transfer
2 Fire doors The improper condition of
emergency doors.
Fire escape plan and
arrangement of fire
extinguishers.
Transfer
3 Sickness/Injury Sudden sickness, accident or
injuries
First Aid facility, with an
arrangement of physician
nearby. Followed by
Backup
7

adherence to emergency
procedures (like 999)
4 Equipment Failure of equipment Electrical Safety Avoid
5 Other equipment Hazards from equipment
leading to injuries
Safe and intended use of
equipment Avoid
6 Unauthorised
personnel
Entry of unauthorised persons
disturbing peace
Use of staff and student ids
and security guards at entry
gates
Share
RECOMMENDATION
The recommendations can be made for managing the project at various levels and areas.
The project manager should ensure enough number of personnel to accomplish a large number of
tasks. On this basis, a manager should look upon abilities of various personals to identify their
abilities and skills. This will make allotment of tasks in easier and efficient way. It is necessary
for the manager to keep supervising the performances of team members to provide right
guidance and rectify incorrect works. Time management should be done by preparing time table
for each event and programmes with a proper tolerance limit so that all works and plans can be
completed as per time.
CONCLUSION
The present report has focussed on project management where a focus is laid upon an
event of Winter Hungama. The various management techniques and theories have been applied
to improving the quality of tasks. Time management techniques have been suggested so that all
work can be planned as per the time table. The allocation of tolerance in areas of budget and time
is also made to remove hindrance in a project. Further, risk analysis has been done so that
dangers of injury and accidents can be managed properly with pre determined techniques and
solutions.
8

REFERENCES
Journals and Books
Artto, K. and et.al., 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.
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.
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 sustainable success. International Journal of Project Management. 30(5). pp.582-595.
Littau, P., Jujagiri, N.J. and Adlbrecht, G., 2010. 25 years of stakeholder theory in project
management literature (1984–2009). Project Management Journal. 41(4). pp.17-29.
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.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Tohidi, H., 2011. Review the benefits of using value engineering in information technology
project management. Procedia Computer Science. 3, pp. 917-924.
Wu, P. and Low, S.P., 2010. Project management and green buildings: lessons from the rating
systems. Journal of Professional Issues in Engineering Education and Practice. 136(2).
pp.64-70.