OPERATIONS AND PROJECT MANAGEMENT
Module Code: BSM22105
Student Name:
Student ID:
Cohort Number:
Event Name:
Date:
1
Table of Contents
1. Project Scope..........................................................................................................................4
a) Description of the event being offered...............................................................................4
b) Proposed on-campus venue for the event..........................................................................4
c) 3-5 Project Justifications....................................................................................................5
d) 3-5 Project Objectives (SMART methodology)................................................................6
e) Project Constraints and Solutions......................................................................................6
2. Project Team..........................................................................................................................6
a) Describe the type of Project manager you aspire to be for your event, and how you will
lead and manage your project team........................................................................................6
b) Derive roles and responsibilities for the 6 fictional staff members (including yourself as
Project Manager)....................................................................................................................7
c) Describe and illustrate your preferred project team structure (Functional, Project,
Matrix)....................................................................................................................................8
3. Project Resource and Task Allocation...................................................................................8
a) Develop a Work Breakdown Structure (WBS) that breaks down the entire project into
manageable tasks....................................................................................................................8
b) Create a Gantt Chart illustrating the entire project schedule that aligns with the WBS
(i.e. April 15 th 2024 – June 17 th 2024)...............................................................................9
c) Develop a proposed schedule for the day of the event (June 10th 2024, 9:00 am – 5:00
pm).......................................................................................................................................10
d) Create a RACI Matrix to clarify the delegation of tasks for each of the 6 fictional team
members, aligning with WBS and Gantt Chart....................................................................10
4. Stakeholder and Communication Management...................................................................12
a) Create a Stakeholder Power-Interest Grid to derive stakeholder engagement strategies 12
b) Create a Communication Plan outlining how information will be shared with team
members and stakeholders...................................................................................................13
5. Cost Estimation....................................................................................................................14
2
a) Describe the cost estimation methodology used, and estimate the costs required to
conduct the event..................................................................................................................14
References................................................................................................................................17
3
1. Project Scope
a) Description of the event being offered
As a project manager for the student's events management that will be held at Ravensbourne
University, London, the plan is to organise a full-day event for 30 international undergraduate
Business management students. The chosen theme of the project is Sports. A sports event
includes organised competitions while the participants are engaged in different physical
activities (Wiium and Säfvenbom, 2019). These events promote teamwork, community spirit,
and physical fitness. They range from local tournaments to international championships
which attract diversified audiences and also foster a sense of teamwork and healthy living
among the participants. The event will feature numerous sports activities designed
thoroughly to promote teamwork, fitness, healthy living and fun. The day will start with a
yoga session that will help the participants gather enough energy, followed by team-building
exercises like relay races and obstacle courses. After the lunch break, the participants will
join different friendly matches including football, badminton, and volleyball. The event will
end with a group meditation and relaxation session which make sure that the students leave
the event day with more refreshment and satisfaction in their health and mind.
b) Proposed on-campus venue for the event
The proposed venue for the chosen sports event is Ravensbourne University London which is
a spacious outdoor area adjacent to the main campus at 6 Penrose Way, London SE 10 0EW.
This location offers enough space which would help to arrange sports activities including
relay races, yoga sessions, football, volleyball and others. The proximity of the venue to the
campus building makes sure that the easy accessibility to the amenities and facilities
enhances the overall experience for the participants. In addition, the open area of the
University provides a dynamic and vibrant environment conducive to promoting physical
fitness, student engagement, and teamwork making an ideal choice to host a full-day sports
event.
4
Figure 1: Location of On-campus venue for the event
(Source: Ravensbourne University London, 2023)
c) 3-5 Project Justifications
Promotes physical health: This event relies on various sports activities which encourage
physical fitness along with the well-being of the participants.
Cultural integration: This event will offer a platform for the students who come from
different cultures and get engaged in interaction to build cross-cultural understanding.
Enhance teamwork: This event fosters collaboration and teamwork for Business
management students.
Campus engagement: This event will expand overall student engagement along with the
connection to the University community.
Boosts morale: This event includes fun and engaging activities which boost student morale
and also reduce academic stress.
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d) 3-5 Project Objectives (SMART methodology)
SMART Criteria Objective
Specific Ensure all 30 students participate in at least three sports activities.
Measurable Collect post-event surveys with 90% positive feedback on teamwork.
Achievable Provide a schedule and resources to facilitate various sports activities.
Relevant Enhance physical health and teamwork among international students.
Time-bound Complete the event from 9:00 AM to 5:00 PM on June 10, 2024.
Table 1: SMART Objectives
(Source: Created by author)
e) Project Constraints and Solutions
According to Michael et al. (2011), Project constraints are the limitations within which a
project must operate to find suitable solutions. Project constraints include limited outdoor
space availability which can be solved through efficient schedule activities for maximising
space usage and rotating groups. Another constraint is the varied fitness level among the
students which offers a range of activities to accommodate distinctive fitness levels and
abilities. Potential weather issues would be another possible project constraint that can hinder
the event procedure which can be solved by arrangement of indoor alternatives and providing
weather-appropriate gear (Snhu.edu, 2023). Limited sources of budget can be another
constraint which can be solved through optimising resource allocation and seeking
sponsorship or partnership to cover additional costs.
2. Project Team
a) Describe the type of Project manager you aspire to be for your event, and how you
will lead and manage your project team
As per Fielding, 2022), a project manager is known as a professional who organises, plans
and also executes projects while working within restraints like project schedules and budgets.
In this particular project management of the sports event that is going to be organised at
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Ravensbourne University London, the project manager aspires to be a dynamic as well as
effective leader for the event. The focus of the manager would be on clear communication so
that all the participants and the project team members would be able to understand the
activities easily (Kerzner, 2022). The other two areas of focus would be efficiency and
communication. Emphasis will be placed on the creation of an inclusive and supportive work
environment that makes sure each member feels valued at the event. Management tasks will
be delegated based on individual strengths and with clear expectations which will be set to
maintain higher standards. Regular check-ins and open lines of communication will be
maintained to address any kind of issues promptly (Teamwork, 2024). Problem-solving and
adaptability will be the key priorities that make sure the project remains on track despite any
kind of challenges. The ultimate goal is to deliver a successful and enjoyable event for every
participant.
b) Derive roles and responsibilities for the 6 fictional staff members (including yourself
as Project Manager)
Role Responsibilities
Project Manager Overall project oversight and coordination. Ensures alignment with
objectives, and budget management.
Event Coordinator Plans logistics, schedules activities, and coordinates with vendors and
participants.
Sports Activities Organizes and oversees the execution of sports activities, ensuring
Lead safety and participant engagement.
Communications Manages internal and external communications, including promotions
Lead and participant updates.
Logistics Handles equipment, venue setup, and transport logistics, ensuring
Coordinator everything runs smoothly on the day.
Finance Officer Manages budget, expenses, and financial reporting, and seeks
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sponsorship or funding opportunities.
Table 2: Staff members and their roles
(Source: Created by the author)
c) Describe and illustrate your preferred project team structure (Functional, Project,
Matrix)
The preferred project team structure is a Matrix organisation, which combines functional and
project-based management. This framework guarantees adaptability and efficient utilisation
of specialised knowledge across different functional domains, all while retaining a clear
emphasis on project objectives (Westland, 2024). The Project Manager assumes
responsibility for overseeing the overall coordination and strategic direction. Functional
specialists, such as the Sports Activities Lead and Communications Lead, provide their
experience in their respective areas. They report to both the Project Manager for project-
specific assistance and to their functional heads for technical supervision. The practice of
dual reporting guarantees the appropriate allocation of resources, prompt decision-making,
and smooth integration of specialised knowledge. This improves the team's ability to
effectively achieve project objectives and adapt to evolving requirements.
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3. Project Resource and Task Allocation
a) Develop a Work Breakdown Structure (WBS) that breaks down the entire project
into manageable tasks
Figure 2: Work Breakdown structure
(Source: Created by author)
The project's Work Breakdown Structure (WBS) include the delineation of objectives,
logistical planning, coordination of activities, team management, communication and
promotion, execution of the event including safety precautions, and post-event evaluations
(Forbes, 2023). Tasks encompass the responsibilities of acquiring locations, organising the
scheduling of sports, allocating specific roles, developing promotional substances, and
gathering feedback from members.
b) Create a Gantt Chart illustrating the entire project schedule that aligns with the
WBS (i.e. April 15 th 2024 – June 17 th 2024)
Project April April April May May May May June June June
tasks/Timeline 15- 22- 29- 6- 13- 19- 26- 2- 9- 16-
April April May May May May June June June June
21 28 5 12 19 25 1 8 15 17
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Project planning
Logistics
preparation
Activity
coordination
Team
coordination
Communication
and promotion
Event execution
Post-event
evaluation
Table 3: Gantt chart according to WBS
(Source: Created by author)
c) Develop a proposed schedule for the day of the event (June 10th 2024, 9:00 am – 5:00
pm)
Time Activity
8 a.m-9 a.m Team briefing and final setup checks
9 a.m.-10 a.m Welcome and participant registration
10:00 am - 12:00 pm Morning sports activities (e.g., yoga, team-building)
12:00 pm - 1:00 pm Lunch break with buffet and networking
1:00 pm - 3:00 pm Afternoon sports matches (e.g., football, volleyball)
3:00 pm - 4:00 pm Refreshments and social break
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4:00 pm - 5:00 pm Closing ceremony, awards, and group photo
Table 4: Proposed schedule of the event
(Source: Created by author)
d) Create a RACI Matrix to clarify the delegation of tasks for each of the 6 fictional
team members, aligning with WBS and Gantt Chart
Task Project Event Sports Communications Logistics Finance
Manager Coordinator Activities Lead Coordinator Officer
Lead
Define R A C
Project
Objectives
Develop R A C
Project Plan
Secure R C
Venue
Arrange R
Equipment
Set Up R C
Sports
Facilities
Schedule R
Sports
Activities
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Organize R C
Participant
Registration
Assign R
Roles
Conduct R
Team
Briefings
Design R
Event
Materials
Manage R
Social
Media
Monitor R
Activities
Ensure R
Safety
Gather R C
Participant
Feedback
Evaluate R C
Event
Success
Table 5: RACI Matrix
12
(Source: Created by author)
4. Stakeholder and Communication Management
a) Create a Stakeholder Power-Interest Grid to derive stakeholder engagement
strategies
Stakeholder Powe Interest Engagement Strategy
r
Business Management High High Manage Closely - Involve in decision-making,
Students regular updates.
University High High Manage Closely - Engage in strategic
Administration discussions and updates.
External Sponsors High Low Keep Satisfied - Provide periodic updates and
ensure needs are met.
Local Community High Low Keep Satisfied - Engage with community
events and updates.
Local Media Low High Keep Informed - Provide updates and highlight
relevant impacts.
Sports Facility Staff Low High Keep Informed - Involve as needed, provide
operational updates.
General Public Low Low Monitor - Minimal engagement unless specific
issues arise.
Non-participating Low Low Monitor - No active engagement planned.
Students
Table 6: Stakeholder Power interest grid
(Source: Created by author)
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b) Create a Communication Plan outlining how information will be shared with team
members and stakeholders
Stakeholder Objectives Communication Responsibilities
Channels
Business Provide event details Team Meetings, Email Project Manager,
Management and participation Updates, social media Event Coordinator
Students opportunities.
University Update on project Team Meetings, Email Project Manager
Administration milestones and budget Updates, Project
management. Management Software
External Report on sponsorship Email Updates, Project Project Manager,
Sponsors impact and visibility Management Software Communications
opportunities. Lead
Local Inform about event Social media, Website Communications
Community outcomes and Updates, Press Releases Lead
community
involvement
opportunities.
Local Media Highlight event Press Releases, Email Communications
significance and Updates Lead
outcomes through press
releases.
Sports Facility Provide operational Team Meetings, Email Event Coordinator
Staff updates and scheduling Updates
of facility use.
General Public Minimal updates unless Social media, Website Communications
directly impacted by Updates Lead
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event logistics.
Table 7: Communication plan
(Source: Created by author)
5. Cost Estimation
a) Describe the cost estimation methodology used, and estimate the costs required to
conduct the event
Project managers are crucial in organisations as they oversee projects from start to finish.
Project managers carry out a variety of crucial tasks and responsibilities at every stage of the
project life cycle in order to be successful in their professions (Fielding, 2022). The budget of
a project has the capacity to affect almost every aspect of the project, making it one of the
most crucial duties of a project manager. An inadequately constructed budget results in
inappropriate distribution of resources, unattainable projections, and, potentially, a project
that does not succeed. Cost estimation in project management involves the process of
accurately predicting all the expenses related to successfully completing a project within its
defined scope and deadline (Venkataraman and Pinto, 2023). The cost estimation
methodology for the event takes into account both direct and indirect expenses that are
essential for ensuring its successful execution within a total budget of £3,000. Direct
expenditures encompass expenses such as the renting of the venue, procurement of
equipment and supplies for sports activities, provision of catering for participants, production
of promotional materials, and acquisition of any necessary permissions or insurance. The
provided costs have been calculated through the use of present market rates as well as bids
acquired from service providers and suppliers. Indirect cost incurred administrative costs with
communication and transportation reserves for an unexpected spending (McWha and Tooth,
2020). Allocations for external personnel expenditures which includes event planners and
sports trainers according to their engagement and hourly rate. This procedure make sure
about the deployment of funds even as upholding first rate adheres to economic limits.
Constant investigation and modifications throughout making plans would guarantee the
adherence the price range and successful execution of event.
Category Description Estimated Cost
(£)
15
Venue Rental Cost of renting sports facilities for the event 800
Equipment and Supplies Sports equipment, signage, and other 500
necessary supplies
Catering Refreshments and lunch for participants 600
Promotional Materials Design and printing of posters, banners, and 300
event flyers
Permits and Insurance Event permits and liability insurance 200
Transportation Travel expenses for logistics and 200
procurement
Contingency Reserve Buffer for unexpected expenses 400
Total Estimated Cost
3000
Table 8: Cost estimation for the event
(Source: Created by author)
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References
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deliver on-time, on-budget...results. S.L.: Kogan Page.
Forbes (2023) Work breakdown structure (WBS) in Project Management, Forbes. Available
at: https://www.forbes.com/advisor/in/business/what-is-work-breakdown-structure/
(Accessed: 24 June 2024).
Michael Singer Dobson and Leemann, T. (2011). Creative project management: innovative
project options to solve problems on time and under budget. New York: Mcgraw-Hill.
Ravensbourne University London (2023) Location, Ravensbourne University London.
Available at: https://www.ravensbourne.ac.uk/about-us/location (Accessed: 24 June 2024).
Venkataraman, R. R., and Pinto, J. K. (2023). Cost and value management in projects. John
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Westland, J. (2024) Matrix organizational structure – A quick guide, ProjectManager.
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Wiium, N., and Säfvenbom, R. (2019). Participation in organized sports and self-organized
physical activity: Associations with developmental factors. International journal of
environmental research and public health, 16(4),
585.https://www.ncbi.nlm.nih.gov/pmc/articles/PMC6406465/
Snhu.edu (2023) The importance of a communication plan in project management, Southern
New Hampshire University. Available at:
https://www.snhu.edu/about-us/newsroom/business/communication-plan-in-project-
management (Accessed: 24 June 2024).
Kerzner, H. (2022). Project management metrics, KPIs, and dashboards: a guide to measuring
and monitoring project performance. John wiley & sons.
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Teamwork (2024) How to build a Project Communication Plan, How To Build A Project
Communication Plan. Available at: https://www.teamwork.com/blog/communication-plan-
project-management/ (Accessed: 24 June 2024).
McWha, V., and Tooth, R. (2020). Better measurement of the direct and indirect costs and
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