Project Management Of Pyeongchang

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Project Management Of Pyeongchang

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Project Management Of Pyeongchang

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Question:
Discuss about the Project Management of Pyeongchang.

Answer:

Project background
Pyeongchang was selected to host the 123rd IOC Session in the city Durban in the year 2011. Pyeongchang earned the majority of votes in the first round of voting. It is the third Asian city to host Winter Games, the other two were hosted in Sapporo and Nagano in Japan. The Winter Game organised hundred and two events in fifteen sports. The mixed doubles curling, big air snowboarding, mixed team alpine skiing were also the Olympic Winter Game event. Around 3000 athletes from around 90 NOCs took part in the event.
Project charter

Background
The Olympic Winter Game 2018 was organised in Pyeongchang. 3000 athletes took part in the competition from around 90 NOCs. Alpine Skiing, Ice Hockey, Freestyle Skiing, Skeleton, Speed Skating, Snowboard, Luge, Bobsleigh, Biathlon, Cross-Country Skiing and Curling are some of the events organised in the Olympic Winter Game. The project manager has been given the responsibility to organise the entire event. He will also prepare the cost estimation plan for the project. He will organise the opening ceremony of the Winter Olympic Winter Game. The events broadcasting as well as the marketing will be conducted with the aid of Olympics Committee of South Korea.
Objectives

To prepare the project plan so that the events occur sequentially within given schedule
To prepare a project plan so the events can be carried out securely and efficiently
To prepare a project plan so that the budget required for the project can be pre-estimated

Scope The project manager is responsible for conducting the Olympic Winter game at South Korea. The project manager will organise all the events of the Olympic Winter Games. The Olympic Committee of South Korea appoints the project manager. He will take care of the events. He will prepare the budget for the entire project. The project plan will assist to analyse any risks associated with the project. The project manager can be able to mitigate the risks associated with the Olympic event. The project manager will make appropriate arrangements for venue selection. The Alpensia Ski Jumping Centre, Alpensia Sliding Centre, Phoenix Snowpark, Jeongseon Alpine Centre is the Pyeongchang mountain cluster where the sports events will be organised.
Key Stakeholders

Resource Name

Type

Max. Units

Std. Rate

Pyeongchang Organising Committee Director

Work

100%

$35.00/hr

Pyeongchang Organising Committee Sponsor

Work

100%

$25.00/hr

International Olympic Committee

Work

100%

$45.00/hr

Pyeongchang Organising Committee Law Officer

Work

100%

$25.00/hr

Pyeongchang Organising Committee Media Officer

Work

100%

$25.00/hr

Pyeongchang Organising Committee Supervisor

Work

100%

$25.00/hr

Pyeongchang Organising Committee Intermediary

Work

100%

$25.00/hr

Pyeongchang Organising Committee Medical Team

Work

100%

$25.00/hr

Project Manager

Work

100%

$30.00/hr

Project Milestones

Task Name

Start

Olympic Games 2018

Tue 24-04-18

Milestone 1: Completion of Bidding and Election

Mon 21-05-18

Milestone 2: Completion of Documentation and Approval

Mon 16-07-18

Milestone 3: Completion of Meeting

Mon 13-08-18

Milestone 4: Completion of Sending Invitation

Mon 03-09-18

Milestone 5: Completion of Venue Selection

Mon 24-09-18

Milestone 6: Completion of Arranging Tickets, Marketing and Broadcasting and Doping Test

Mon 15-10-18

Milestone 7: Completion of Organising Sports and Events

Mon 11-03-19

Milestone 8: Completion of Project

Tue 30-04-19

Project Budget

Task Name

Cost

Olympic Games 2018

$112,000.00

Bidding and Election for Olympic Winter Games 2018

$7,200.00

Documentation and Approval

$13,600.00

Meeting

$10,400.00

Sending Invitation to the NOCS

$6,000.00

Venue Selection

$27,000.00

Pyeongchang

$15,000.00

Gangneung

$12,000.00

Arranging Ticketing System

$3,000.00

Marketing and Broadcasting

$6,000.00

Doping Test

$3,000.00

Organising Sports and Events

$24,600.00

Project Closure

$11,200.00

Approval Signatures

[Name], Project Client

[Name], Project Sponsor

[Name], Project Manager

Project deliverables
Pyeongchang has been chosen for hosting the Olympic game 2018 at the Bidding and Election Program. Pyeongchang Organising Committee Director will sign the papers, he will also sign the safety measures adaptation certificate. After that project manager will conduct the meeting and will allocate the stakeholders for the project. Pyeongchang Organising Committee will send an invitation to the NOCS. The invitation will be sent through email and letters. The venue has been selected for hosting the 102 events. In Pyeongchang, Alpensia Ski Jumping Stadium, Alpensia Biathlon Centre, Alpensia Cross-Country Skiing Centre, Yongpyong Alpine Centre and Alpensia Sliding Centre have been chosen for hosting the Olympic outdoor games while Gangneung has been chosen for hosting the Olympic indoor events. Gangneung Hockey Centre, Gangneung Curling Centre, Gangneung Oval and Kwandong Hockey Centre have been chosen in Gangneung. The project manager will arrange the ticketing services. The sports and events will be organised for around 3 weeks. The opening ceremony program, event finals, exhibition gala, distribution of medals, and the closing ceremony of the Olympic Game will be carried out within 3 weeks. Pyeongchang Organising Committee Media Officer will handle all the marketing and broadcasting activities. This is the project plan, and the project will be continued only after the approval from the Pyeongchang Organising Committee Director’s end.
Approved budget
The overall budget for the project is $112,000. The bidding and the election will take $7200. The documentation and approval will take $13,600. It will take $6000 to send an invitation to NOCs. It will take around $27000 to select the venue. For organising sports and events, the Director will have to spend $24,600.

Project scope
The project manager has been appointed by the Pyeongchang Organising Committee Director to prepare a project plan and based on the project plan; the stakeholders will carry out the Olympic event activities. The Project manager will manage all the stakeholders, will monitor the event activities, he will manage the event schedule. He will also manage the spectators present. He is responsible for mitigating the risks associated with the project and will take the critical decisions for the betterment of the event. The Pyeongchang Organising Committee Director can acknowledge all the details by looking at the project charter. The project cheater will contain the schedule plan, the project budget and the project stakeholders’ list. The stakeholders can know the schedule this will help them to complete the task within the given timeframe. The Pyeongchang Organising Committee Director can stay assure that project will be cost-effective as he can be able to know the budget plan much earlier and can make appropriate measures. The project manager and the Pyeongchang Organising Committee Director can be able to solve the risks beforehand.
Risk management and minimisation plan
SWOT Analysis of Olympic Winter Games 2018 –
Strengths

The top sportsmen all over the world will participate in the event in every discipline
The media will be invited to the event, and they will carry cover the entire event

iii. South Korea has greater opportunity to show their talent

The athletes have a great advantage to showcase their skills and talent as the talent as the project manager
Olympic game is the most prestigious sporting spectacle, so the co-sponsors include the top brands of the world

Weakness

Numerous doping events have challenged the credibility of the Olympic games
There is a question regarding safety and security of the participants since the recent terrorist attack has occurred

iii. Many countries boycott the Olympic event at due to political issues
Opportunities

Winter Olympic Games can include the ice cricket. Due to the inclusion of ice-cricket they can get more viewership
They can adopt high anti-doping standards, and that will help to restore the confidence of the fans

Threats

Winter Olympic Game can be under terrorist attack and threat
Other sports are becoming professional, that is why it may be possible that the biggest superstar will skip the Olympic Game as a whole

Resourcing plan
Pyeongchang Organising Committee Director, Sponsor, International Olympic Committee, Law Officer, Media Officer, Supervisor, Intermediary, Medical Team are the stakeholders allocated for the project.

Stakeholder engagement and communication plan

Stakeholder Name

Impact

Influence

How could the stakeholder contribute to the project?

Pyeongchang Organising Committee Director

High

The Director will take the critical decision for the project

Pyeongchang Organising Committee Sponsor

High

The sponsor will contribute money to the project

International Olympic Committee

High

They are the authority in charge of modern Olympic Games

Pyeongchang Organising Committee Law Officer

Medium

They regulate the policies of Olympic Games

Pyeongchang Organising Committee Media Officer

Low

Medium

They will broadcast every news related to Olympic games

Pyeongchang Organising Committee Supervisor

Medium

High

He will supervise all the events and the work activities of Olympic Games 2018

Pyeongchang Organising Committee Intermediary

Medium

The intermediaries communicate with the participants, director as well as the sponsor

Pyeongchang Organising Committee Medical Team

Medium

The medical team will conduct the doping test, the medical will response immediately at the time of injury of the players

Project Manager

High

He will allocate the resources for the project

Project Plan and Gantt chart

Task Name

Duration

Start

Finish

Predecessors

Cost

Olympic Games 2018

54 wks

Tue 24-04-18

Mon 06-05-19

$112,000.00

Bidding and Election for Olympic Winter Games 2018

4 wks

Tue 24-04-18

Mon 21-05-18

$7,200.00

Documentation and Approval

8 wks

Tue 22-05-18

Mon 16-07-18

$13,600.00

Meeting

4 wks

Tue 17-07-18

Mon 13-08-18

$10,400.00

Sending Inviation to the NOCS

3 wks

Tue 14-08-18

Mon 03-09-18

$6,000.00

Venue Selection

3 wks

Tue 04-09-18

Mon 24-09-18

$27,000.00

Pyeongchang

3 wks

Tue 04-09-18

Mon 24-09-18

$15,000.00

Gangneung

3 wks

Tue 04-09-18

Mon 24-09-18

$12,000.00

Arranging Ticketing System

3 wks

Tue 25-09-18

Mon 15-10-18

$3,000.00

Marketing and Broadcasting

3 wks

Tue 16-10-18

Mon 05-11-18

$6,000.00

Doping Test

3 wks

Tue 25-09-18

Mon 15-10-18

$3,000.00

Organising Sports and Events

18 wks

Tue 06-11-18

Mon 11-03-19

$24,600.00

Project Closure

8 wks

Tue 12-03-19

Mon 06-05-19

$11,200.00

Communications management plan

Stakeholder Name

Strategy for engaging the stakeholder

Pyeongchang Organising Committee Director

He will take the final decision on the project. He will conduct meeting with the sponsor, intermediary, supervisor and media officer and will instruct them

Pyeongchang Organising Committee Sponsor

The sponsor will provide funding for the project. The Winter Olympic Game will be conducted based on sponsor’s money. Sponsor will communicate with the Director and will provide the money

International Olympic Committee

They control and regulate the operations of the Olympic Games and set policies. They will communicate with the Director and will explain the regulations and the policies with Pyeongchang Organising Committee Director

Pyeongchang Organising Committee Law Officer

They have been appointed to check whether the activities of the project have been carried out ethically or not. The law officer will communicate with all the stakeholders on how to conduct the Olympic games operations ethically and efficiently

Pyeongchang Organising Committee Media Officer

They have been assigned with the responsibility to promote the Olympic Game and broadcast the event related to Olympic Games. The media officer will communicate with the officer with the

Pyeongchang Organising Committee Supervisor

The Supervisor to control and monitor the events, games and the work activities of Olympic Games 2018. The Supervisor will communicate with all the stakeholders and will acknowledge the issues that are facing. Also, the supervisor will communicate and analyse how the program event can be improved

Pyeongchang Organising Committee Intermediary

The intermediaries have been given the responsibility by the project manager to communicate with the participants’ team, sponsor and director.

Pyeongchang Organising Committee Medical Team

The project manager selects the medical team mainly to conduct the doping test. The medical team will communicate with the participants’ team and will provide healthy tips

Project Manager

He will conduct the meeting and will discuss the Olympic events

Specification details
The project plan prepared by the project manager contains all the project specification details. Pyeongchang has been elected for hosting the Olympic game 2018. They will get approval from International Olympic Committee. The documentation and the permit papers will be made ready for the project. After that, the venue will be organised, and the prepared to host the event. International Olympic Committee will purchase the medals for the participants. The two venues will be prepared for the sports and the events. Pyeongchang and Gangneung are the two places which have been chosen for organising the sports event. The majority of the snow events will be organised on Pyeongchang. Alpensia Sports park is Olympic Stadium, and most of the vents will be organised here. Alpensia Ski Jumping Centre has been chosen for the ski jumping and the snowboarding. Biathlon will be organised at Alpensia Biathlon Centre. The cross-country skiing will be organised at Alpensia Cross-Country Skiing Centre. The luge, bobsleigh and skeleton will be organised at Alpensia Sliding Centre. Similarly, ice hockey will be organised at Gangneung Hockey Centre. The curling will be carried out in Gangneung Oval.
After that, the tickets will be arranged, and the price tag will be added. The events will be scheduled by date and time. In the end, the closing ceremony will be held. The project manager will arrange the closing ceremony at the Pyeongchang Olympic Stadium. The IOC president will declare the end of the sports event and the end. All the events, the opening and the closing ceremony that will be organised will be present in the project plan.

Managing scope creep and variations
Several incidents of doping occur in the Olympic games. It is very difficult to root out the doping incidents as all these incidents raise the questions for the credibility of the event. All these incidents are not in hand of International Olympic Committee and Pyeongchang Organising Committee Director. In the year 1972, a terrorist attack occurred in Munich; there is every possibility of a terrorist attack in Pyeongchang. This can prove to be a threat to the safety of the athletes. Even some countries can boycott the Olympic Games for some political reasons. All these incidents are out of control for the Pyeongchang Organising Committee Director and the International Olympic Committee. This can adversely affect the Olympic Winter Game. Strict laws and strong security can control Al these incidents.
The project manager must appoint armed police officers and commandos and ensure high security. In this way, the athletics can be provided safety and security. The International Olympic Committee and Pyeongchang Organising Committee Director must take the initiative to communicate with the countries that are boycotting the Olympic games’ broadcasting, in this way the issue can be resolved peacefully and the spectators all over the world can enjoy the Olympic games.
Appropriate measures can mitigate the doping incidents. Pyeongchang Organising Committee Medical Team must be attentive and must conduct thorough check-up of the athletics before any sports or events occur. In this way, they can be able to maintain the credibility of the Olympic Game.
Customer management issues
The project managers will have to ensure that the spectators visiting the stadium will enjoy the events. The spectators will come various parts of the world. They may be dissatisfied with some athletics’ performance and can create havoc in the stadium. Thus it is utmost necessary to maintain peace and harmony. The armed police appointed by the project manager should stay alert and avoid such circumstances. Also, any spectator may fall sick. The medical team should be ready to provide health and safety measures to the patients. The project manager should arrange in such way so that the spectators can get instant care and support. In this way, the project manager can solve the issues related to the customer management.
Project Close
The Pyeongchang Organising Committee Director appoints a project manager to organise the Olympic Game sports and event at Pyeongchang. It is the responsibility of the project manager to prepare a project plan. The other stakeholders of the project will follow the project plan and the schedule and will carry out their responsibilities, in this way they can be able to complete the Olympic Game activities ethically and efficiently. He will appoint the Pyeongchang Organising Committee Director, Sponsor, Law Officer, Media Officer, Supervisor, Intermediary and the Medical Team with respective duties and the stakeholders will have to perform all the duties.

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