Project management is tool through which a unique product is being created. It can also said that it is technique consist of initiating, designing and executing the whole plan in order to attain a specific task or an activity. This process may have certain challenges which are being faced at the time of achievement of goals and objectives. In context to this, project management is a crucial activity for the organizations in order to carrying out the huge projects on minimal budgets. The impact of this technique is on the successful operations of a company in a proper manner. However, the proper understanding of this present topic can be attained with the help of the case study of Winter Hungama. This is a social event conducted with a motive to celebrate the festival season. In this event there are several activities which will be organized for the members. With the readying of this report, the learner will be able to understand the object and benefits of this events to the manager and the members as well (Artto and et.al., 2011).
Objectives of the project
Winter hunagma is a social event conducted with an object to celebrate the festival season. There are different activities associated in this event such as quiz, debate, social games and refreshment will be offered to the audience. The motive behind this event to enhance the humanitarian objective. In context to this, brainstorming and increase in knowledge of the participants is another objective of the concerned event. Additionally, the major objective of this event is to enhance the interactions of the audience with each other. Besides this, socials games are conducted with a motive to improve the team management and coordination skills. Howsoever, the major focus of this project is to enhance the current skills of the audiences with the use of different activities (Bredillet, Yatim and Ruiz, 2010).
Benefits of the project
The winter hungama has conducted with an aim to enhance the current position of the audience with the social motive. This event is conducted with an anticipation of both the expected and unexpected benefits which are explained below.
The expected benefits form this project are increase in the knowledge of the participants. In addition to this, the stated event also helps in boosting the interest of people towards the society. It was also expected that this event will result in knowing the new things. This project not only remain helpful for the audience but for the organizer as well. The expected benefit of this event to the college is increasing value in the society. Besides this, it provided assistance to the organizer in terms of understanding how to conduct an event in the limited budget (Burke, 2013).
There are some unexpected benefits which is being analysed through this project such as strengthening relationships. This is the major unexpected benefit from the stated event. Here, the audience belongs to different backgrounds and came with different motives. But the ultimate benefit of winter hungama event is to stronger the relations of the audience with each other. In context to this, the another unexpected benefit of this event is fostering community pride. Events are the platform for the people of community to gain social benefits. Here, the audience come and meet with new people leads to form good relations and make a better community. This results in developing strong bonds among the audience (Schwalbe, 2015).
The original scope of this project is to enhance the social interaction of the people with each other. Here are different activities associated in this event such as quiz, debate, social games and refreshment will be offered to the audience. The original scope the stated project is to enhance the sense of social interest of the people towards the society. In addition to this, different activities are being conducted in this event with a motive to improve interpersonal skills of the audience.
Timeline, budget and project tolerances
The name of this project is winter hungama which is conducted with a motive to uplift the social interest of the people by celebrating the festival season. This project consist of several activities like quiz, debate, social games and refreshments to the audience. All these activities are required to associate in the fixed budget of £200 in which the prices of food and decoration is covered in this amount. The timing of the stated event is form 12:30 to 2:30 PM.
For the present project, the tolerances can be analysed with the help of PRINCE2 which provides six tolerances such as time, cost, risk, quality and benefits. All the six elements are explained below.
The project will be completed in two hours i.e. 12:30 to 2:30 PM.
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The budget of this project is £200 where the cost tolerance for this element is up to 10%. As a result, the amount of £210 can be spend on this event.
The scope of this project is to improve the human relation with a motive to uplift the social welfare. It allows the audience to interact with the other members and make a good community (Artto and et.al., 2011).
There are different types of risk can be faced in this project such as injury may happen at the time of decoration of the rooms. Besides this, faulty equipments can results in personal injury of the audience. In addition to this, risk is also associated with the personal information of the audience. At the time entry the data and information of the audience are accessed by the voluntaries in the campus.
In terms of benefits the organizer may find the expected and unexpected benefit from this event. With the help of this project, the both the social concept and humanitarian factor will get enhanced. In addition to this, the audience come and meet with new people leads to form good relations and make a better community. This results in developing strong bonds among the audience.
Changes made during the project
Mainly three changes were made during the project such as changes in communication medium, leadership style and scheduling in the activities. However, the medium of communication was changed due to miscommunication raised during the event. The team members adopted the colon mics in order to communicate with the whole team. But this created an issue among the members they were not able to listen their voices. This has resulted in affecting the message and information among the members. Further, the manager adopted face to face communication which has resulted in proper exchange of requisite information and data among the team members. Besides this, the leadership style was also altered during the project. At the time of initiating the event the team leader was of autocratic style where he did not involve the opinions of the another team members. This has created a conflicting situation among the team members. Therefore, the leadership style was changed and participative style was adopted.
In context to above,the major change accepted was changes in scheduling of the activities. Earlier, there are were three activities which was going to conducted by the organizers. But due to shortage of time the activities were rescheduled (Artto and et.al., 2011).
Alterations in original plan
In original plan there are certain alterations have made with relation to the cost and management. For an instance, earlier the planning was done according to the 200 members but later on the more people shown their interest in this event. As a result, the major alteration was made with reference to the budget and cost. As the budget of this project was £200 but as the number of audience increased, the expense are simultaneously enhanced. In addition to this, the arrangements with relation to the project leads to enhance the refreshment and another arrangement cost. Besides this, the activities are conducted on sequence basis but due to certain end note issues the activities are also reordered (Mantel, 2011).
Effects of changes on the project
The above changes has both the positive and the negative impacts on this project as well. The implementation of face to face to communication has enhanced the event because for small issues each and every team member has to come to report to the leader. This results in consuming a lot of time of an individual member. On another side, scheduling of the activities has provided an assistance to the team to reschedule all the activities. This has saved the time in this project and effectively attained the activities.
In context to above, earlier the event was planned on the basis of 200 members but further large number of people has shown their interest in this event. As a result, the management of this event are required to extend their services and also to enhance their arrangements according to the increased number of audience. This has resulted in increased the cost of this event with relation to the refreshment and arrangements. All the changes have certain positive and negative impact on this event where some of them has increased the cost of the organizer (Wysocki, 2011).
Lesson learnt during the project
There are several things which remained helpful in taking lesson during the project. This project has stayed fruitful in terms of learning different aspects of project management. However, managing huge population was slighter difficult but with the help of the whole team this was successfully done. In this event, the activities were conducted effectively where students enjoyed the quiz competition. In addition to this, debate has helped the students to boost up their confidence while debating. As a result, all the students and audience was thankful for the successful implementation of this event. On contrary to this, there are some areas which affected the time and cost management of this project. For an instance, during the project the communication process was changed by the team. Somewhere, this has affected the operations of this stated event. In addition to this, the leadership style was also changed during the event which leads to affect the time of this project. However, it is required to adopt proper strategies and planning so that it does not affect on last moment (Wysocki, 2011).
Areas of success and improvement
For this present project, there are different areas where this project remained successful. In terms of budget, all the activities are conducted within the provided budget but due to last changes the cost of this event is increased. This has resulted in increasing the cost but up to the minimal level. In addition to this, the teams of this event was skilled and talented who managed all the queries and problem raised during the event. Besides this, the project team needs to analyse the areas which they can improve for the future context. For an instance, the team need to focus more on the planning and the management of all the activities. Before implementing g the plan the team needs to evaluate the whole plan for all the corners.
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In addition to this, the project team requires focusing the scheduling of the activities for the future context. In this project, the team had to rescheduled the act ivies that leads to affect the time and money of the team. Besides this, change in leadership style during the project also left an impact on the delay of the duration of this project. As a result, the project was planned for 2 hours was extended by half an hour due to mismanagement of the activities (Schwalbe, 2015).
From the above project, it can be recommended that the project team needs to adopt the appropriate scheduling methods such as first-come-served scheduling, shortest job first scheduling and pre-emptive priority scheduling. The project team needs to evaluate the most appropriate method of scheduling so that it can assist the team to properly schedule the activities of a project. In addition to this, the present project consist of different risk such as Accident and injury to the university students and staff, obstruction to fire doors, university students and staff. sudden sickness/unconsciousness/injury university students and staff and risk of faulty equipment leading to risk of fire and/or risk of personal injury. However, the project team needs to access the various risk explained in above context. This results adoption of safety measures from the variety of risk in the project (Wysocki, 2011).
In context to above, the project team can also focus on preparing the budget in an effective manner. The team can adopt different types of budgets for the proper allotment of the money to the concerned activities. It leads to safeguard the financial resources of the project team and also to lower down the overutilization of the resources.
There are various risk associated in the winter hungama event with relation to the Room/Event decorations, Fire doors, Sickness/Injury, equipment, Other equipment and Unauthorised personnel. All these are the reasons due to which different kinds of risks raised. These risk may be related with accident and injury to the university students and staff, obstruction to fire doors, university students and staff. sudden sickness/unconsciousness/injury university students and staff and risk of faulty equipment leading to risk of fire and/or risk of personal injury. In order to overcome all the risks the team can take certain actions with relation to these activities such as all the staff members can present all the time for the safety of the students. In addition to this, Accident and injury to the university students and staff, obstruction to fire doors, university students and staff. sudden sickness/unconsciousness/injury university students and staff and risk of faulty equipment leading to risk of fire and/or risk of personal injury. This will help the team to overcome the risk with the adaption of effective tools and techniques (Schwalbe, 2015).
The project team can take certain preventions such as accident and injury to the university students and staff, obstruction to fire doors, university students and staff. Sudden sickness/unconsciousness/injury university students and staff and risk of faulty equipment leading to risk of fire and/or risk of personal injury. Student coordinators have been assigned roles towards health and safety. On site First Aid officers on stand-by to attend to the sick (if any). Followed by adherence to emergency procedures. In addition to this, equipments can be used like lights and projectors for the successful implementation of the event (Jun, Qiuzhen and Qingguo, 2011).
From the above report, it can be concluded that project management is an important aspect for the successful implementation of the project. There are different techniques regarding scheduling and budgets can be adopted by the project team. This will result in successful completion of the project.
Artto, K., Kulvik, I., 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.
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