Project Management Plan for Six-a-Side School Football Tournament

This project management report details the planning and execution of a six-a-side school football tournament in Auckland, New Zealand. The project scope encompasses all aspects of the event, from sending invitations to schools to the final prize distribution ceremony. Key elements of the project plan include a project priority matrix, a detailed work breakdown structure (WBS), work package durations, a responsibility matrix, a communication plan, and a project network diagram with critical path analysis. A comprehensive risk register is included to identify potential challenges and mitigation strategies. The report also features a resource-leveled project network and concludes with a summary of the project's objectives, deliverables, and milestones, emphasizing the constraints on budget and the importance of performance quality. The project utilizes scheduling tools to determine durations and costs, ensuring a structured approach to event management.

Running Head: RESEARCH PREPARATION
Project Management
Name of the Student
Name of the University

1RESEARCH PREPARATION
Table of Contents
1. Introduction..................................................................................................................................2
2. Project Scope...............................................................................................................................2
3. Project Priority Matrix.................................................................................................................3
4. Work Breakdown Structure.........................................................................................................4
5. Work Package Durations.............................................................................................................5
6. Responsibility Matrix..................................................................................................................7
7. Communication Plan...................................................................................................................8
8. Project Network...........................................................................................................................8
9. Risk Register..............................................................................................................................12
10. Resource Levelled Project Network........................................................................................12
11. Report Summary......................................................................................................................17

2RESEARCH PREPARATION
1. Introduction
This project is based on a six a side school football tournament to be hosted in Auckland,
New Zealand. In this tournament, students with the age groups 12 to 15 from 16 different schools
will participate. Thus there will be 16 teams in total and each team will consist of six players.
This event will take place for 15 days and there will be lucrative rewards for the winning team as
well as other participants. The event will be hosted in a stadium that will be rented for the event
days and decorations will be done by the project team.
2. Project Scope
The scope of the project includes hosting of a six a side tournament for 16 schools in
Auckland. Other scope items include the following.
Sending invitations to various schools
Rent a stadium for the matches
Form teams from the participants
Purchase of rewards and trophies
Hosting the event in the selected stadium
The project scope is determined using the following project attributes.
Project Objectives – The main objective of the project is to host a six a side football
tournament whereas there are other secondary objectives like promotion of sports in the schools,
raising funds for football academies for children and others.

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Deliverables – The deliverable of the project is the football tournament to be hosted in a
selected stadium and will be joined by 16 different schools. The tournament will host 16 teams
with six players each and special guests as well as the students’ parents will be invited in the
event.
Milestones – The milestones of the project are as follows.
i. Get permission for hosting the tournament
ii. Complete the development of risk register
iii. Start organization of the event
iv. Prize distribution ceremony
v. Stakeholder sign-off
Technical Requirements – The technical requirements for the project include decorations
for the stadium hosting the tournament, football match equipments like boots, jerseys, balls,
flags, whistles and others, seating arrangements for the spectators, lights, food stalls and others.
Limits and Exclusion – The football tournament is limited for students of age group 12
to 15 and any student below or above that age will not be considered for the tournament. Each
team is limited to six players and the overall time for each match is 20 minutes due to limited
time available for the tournament.
Review with Customer – The schools will review after the tournament regarding the
development of the students in sports. If they receive positive results, they will promote
interschool sports that will also help the physical development of the students.

4RESEARCH PREPARATION
3. Project Priority Matrix
The project priority matrix is as follows.
Time Performance Cost
Enhance √
Constrain √
Accept √
The time is not very fixed for this project and can be increased or decreased as required
during the project.
The performance of the project must be as per expected and required in terms of quality.
The cost is a constrain because the budget is limited and cannot be exceeded in any case.
4. Work Breakdown Structure

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Figure 1: Project Work Breakdown Structure
(Source: Created by Author)
5. Work Package Durations
The work package durations for the project are calculated by linking the work packages
as per their connections and the durations are calculated using scheduling tool. The durations for
the project are shown in the following table.
Task Name Duration Start Finish
Project Starting Phase 9 days Tue 15-05-18 Fri 25-05-18
Receiving Proposal for Football
Tournament
2 days Tue 15-05-18 Wed 16-05-18
Prepare an Organizing Committee 5 days Thu 17-05-18 Wed 23-05-18
Committee Meeting 2 days Thu 24-05-18 Fri 25-05-18
Approval of the Tournament 0 days Fri 25-05-18 Fri 25-05-18
Project Planning Phase 9 days Mon 28-05-18 Thu 07-06-18
Develop Project Charter 5 days Mon 28-05-18 Fri 01-06-18
Estimate Project Budget 1 day Mon 04-06-18 Mon 04-06-18
Estimate Project Schedule 1 day Tue 05-06-18 Tue 05-06-18

6RESEARCH PREPARATION
Determine Project Scope 1 day Wed 06-06-18 Wed 06-06-18
Prepare Communication Plan 1 day Thu 07-06-18 Thu 07-06-18
Prepare Risk Register 0 days Thu 07-06-18 Thu 07-06-18
Project Initiation Phase 13 days Fri 08-06-18 Tue 26-06-18
Request Budget for Project 2 days Fri 08-06-18 Mon 11-06-18
Procure Project Budget 2 days Tue 12-06-18 Wed 13-06-18
Selection of Venue 2 days Thu 14-06-18 Fri 15-06-18
Get Approval for Using the
Stadium
4 days Mon 18-06-18 Thu 21-06-18
Print Invitation Cards 2 days Fri 22-06-18 Mon 25-06-18
Send Out Invitation Cards to
Schools
1 day Tue 26-06-18 Tue 26-06-18
Start Project Execution 0 days Tue 26-06-18 Tue 26-06-18
Project Execution Phase 39 days Wed 27-06-18 Mon 20-08-18
Collect Applications from
Schools
10 days Wed 27-06-18 Tue 10-07-18

7RESEARCH PREPARATION
Collect List of Players for the
Teams
2 days Wed 11-07-18 Thu 12-07-18
Prepare the Stadium 4 days Fri 13-07-18 Wed 18-07-18
Decorations and Banners 4 days Wed 11-07-18 Mon 16-07-18
Invite Special Guests 1 day Thu 19-07-18 Thu 19-07-18
Hire Referees 2 days Fri 20-07-18 Mon 23-07-18
Invite Guests for Event 2 days Tue 24-07-18 Wed 25-07-18
Buy Trophies and Presentations 2 days Thu 26-07-18 Fri 27-07-18
Match Day 1 day Mon 30-07-18 Mon 30-07-18
Host the Event 15 days Tue 31-07-18 Mon 20-08-18
Completion of Event with Prize
Ceremony
0 days Mon 20-08-18 Mon 20-08-18
Project Closing 4 days Tue 21-08-18 Fri 24-08-18
Project Appraisal 2 days Tue 21-08-18 Wed 22-08-18
Collection of Profits 2 days Thu 23-08-18 Fri 24-08-18
Sign Off and Closing 0 days Fri 24-08-18 Fri 24-08-18

8RESEARCH PREPARATION
6. Responsibility Matrix
The overall project team along with the roles of the members are as follows.
Team Member Responsibility
Project Manager Manage and control entire project
Event Manager Manage and control the event
Event Supervisor Managing various aspects of the event
Volunteers Perform various work duties
Promotions Manager Promote the event and prepare rewards and other
costs
7. Communication Plan
The communication plan for the team members is as follows.
Team Member Need for
Communication
Frequency of
Communication
Mode of
Communication
Project Manager Requirements during
project, project update
Daily Face to face, Email
Event Manager Event requirements Before start of project Face to face, documents
Event Supervisor Specific requirements in
event
Before start of project Face to face, documents
Volunteers Send work orders Daily Face to face
Promotions Manager Promotion requirements Before start of project Face to face, documents

9RESEARCH PREPARATION
8. Project Network
The project network diagram with back and forward passes are shown below.
Figure 2: Network Diagram Part 1
(Source: Created by Author)
Figure 2: Network Diagram Part 1
(Source: Created by Author)

10RESEARCH PREPARATION
Figure 4: Network Diagram Part 3
(Source: Created by Author)
The critical path for the project along with the Gantt chart is shown in the following
diagram.

11RESEARCH PREPARATION
ID Task
Mode
Task Name Duration Start Finish Predecessors Resource Names Cost
0 Football Tournament Project Plan74 days Tue 15-05-18Fri 24-08-18 $130,800.00
1 Project Starting
Phase
9 days Tue
15-05-18
Fri 25-05-18 $14,800.00
2 Receiving
Proposal for
Football
Tournament
2 days Tue
15-05-18
Wed
16-05-18
Project
Manager
$2,400.00
3 Prepare an
Organizing
Committee
5 days Thu
17-05-18
Wed
23-05-18
2 Project
Manager
$6,000.00
4 Committee Meeting2 days Thu 24-05-18Fri 25-05-18 3 Event Manager,Event Supervisor,Project Manager,Promotions Manager$6,400.00
5 Approval of
the
Tournament
0 days Fri 25-05-18 Fri 25-05-18 4 Project
Manager
$0.00
6 Project Planning
Phase
9 days Mon
28-05-18
Thu
07-06-18
$14,800.00
7 Develop
Project
Charter
5 days Mon
28-05-18
Fri 01-06-18 5 Project
Manager,Event
Manager
$10,000.00
8 Estimate
Project
Budget
1 day Mon
04-06-18
Mon
04-06-18
7 Event Manager $800.00
9 Estimate
Project
Schedule
1 day Tue
05-06-18
Tue
05-06-18
8 Event Manager $800.00
10 Determine
Project Scope
1 day Wed
06-06-18
Wed
06-06-18
9 Event
Manager,Project
Manager
$2,000.00
11 Prepare
Communication
Plan
1 day Thu
07-06-18
Thu
07-06-18
10 Project
Manager
$1,200.00
12 Prepare Risk
Register
0 days Thu
07-06-18
Thu
07-06-18
11 Event Manager $0.00
13 Project Initiation
Phase
13 days Fri 08-06-18 Tue
26-06-18
$11,000.00
14 Request
Budget for
Project
2 days Fri 08-06-18 Mon
11-06-18
12 Event Manager $1,600.00
15 Procure
Project
Budget
2 days Tue
12-06-18
Wed
13-06-18
14 Event Manager $1,600.00
16 Selection of Venue2 days Thu 14-06-18Fri 15-06-18 15 Event Supervisor$1,200.00
17 Get Approval
for Using the
Stadium
4 days Mon
18-06-18
Thu
21-06-18
16 Project
Manager
$4,800.00
18 Print
Invitation
Cards
2 days Fri 22-06-18 Mon
25-06-18
17 Promotions
Manager
$1,200.00
19 Send Out
Invitation
Cards to
1 day Tue
26-06-18
Tue
26-06-18
18 Promotions
Manager
$600.00
20 Start Project
Execution
0 days Tue
26-06-18
Tue
26-06-18
19 Project
Manager
$0.00
21 Project
Execution Phase
39 days Wed
27-06-18
Mon
20-08-18
$86,200.00
22 Collect
Applications
from Schools
10 days Wed
27-06-18
Tue
10-07-18
20 Event
Supervisor,Promotions
Manager
$12,000.00
23 Collect List of
Players for the
Teams
2 days Wed
11-07-18
Thu
12-07-18
22 Event
Supervisor
$1,200.00
24 Prepare the Stadium4 days Fri 13-07-18 Wed 18-07-1823 Volunteers $8,000.00
25 Decorations
and Banners
4 days Wed
11-07-18
Mon
16-07-18
22 Volunteers $8,000.00
26 Invite Special Guests1 day Thu 19-07-18Thu 19-07-1825,24 Promotions Manager$600.00
27 Hire Referees 2 days Fri 20-07-18 Mon 23-07-1826 Event Manager $1,600.00
28 Invite Guests
for Event
2 days Tue
24-07-18
Wed
25-07-18
27 Promotions
Manager
$1,200.00
29 Buy Trophies
and
Presentations
2 days Thu
26-07-18
Fri 27-07-18 28 Promotions
Manager
$1,200.00
30 Match Day 1 day Mon 30-07-18Mon 30-07-1829 Event Manager,Event Supervisor$1,400.00
31 Host the Event 15 days Tue 31-07-18Mon 20-08-1830 Event Manager,Event Supervisor,Volunteers$51,000.00
32 Completion of
Event with
Prize
Ceremony
0 days Mon
20-08-18
Mon
20-08-18
31 Event
Manager,Event
Supervisor,Volunteers
$0.00
33 Project Closing 4 days Tue 21-08-18Fri 24-08-18 $4,000.00
34 Project Appraisal2 days Tue 21-08-18Wed 22-08-1832 Event Manager $1,600.00
35 Collection of Profits2 days Thu 23-08-18Fri 24-08-18 34 Project Manager$2,400.00
36 Sign Off and Closing0 days Fri 24-08-18 Fri 24-08-18 35 Project Manager$0.00
Project Manager
Project Manager
Event Manager,Event Supervisor,Project Manager,Promotions Manager
25-05
Project Manager,Event Manager
Event Manager
Event Manager
Event Manager,Project Manager
Project Manager
07-06
Event Manager
Event Manager
Event Supervisor
Project Manager
Promotions Manager
Promotions Manager
26-06
Event Supervisor,Promotions Manager
Event Supervisor
Volunteers
Volunteers
Promotions Manager
Event Manager
Promotions Manager
Promotions Manager
Event Manager,Event Supervisor
Event Manager,Event Supervisor,Volunteers
20-08
Event Manager
Project Manager
24-08
May Jul Sep Nov Jan Mar May Jul Sep Nov
Qtr 1, 2018 Qtr 3, 2018 Qtr 1, 2019 Qtr 3, 2019
Figure 5: Gantt Chart Showing Critical Path