Project Management

International Business
Bachelor of Arts
Project Management
The Global Village Festival

Project Plan of
Cindy Flury 561865

Vira Praxenthaler -
Josephine Repschläger 551849
Duy Huy Dao 561857
Lecturer: Prof. Dr. Tine Lehmann

Summer Semester 2017
Handed on: 30.06.2017
THE GLOBAL VILLAGE PROJECT
Table of Content
Project Description 3
Project Objective 3
1. Stakeholder Management 4
1.1 Stakeholder Map 4
1.2. Stakeholder Map – Participation 5
1.3. Stakeholder Map – Action Profile 6
2. Work Breakdown Structure 8
3. Time Plan 9
3.1. Network Diagram 9
3.2. Schedule- Gantt Chart 12
4. Project Budget 13
5.1. Risk breakdown structure 15
5.2. Risk Impact Matrix 17
6. Reflection of team work 20
2
Project Description
Berlin, as one of the largest university cities in Germany, attracts not only residents but also
international students who add a multicultural spirit to the capital city. In order to increase young
people's positive attitude and build respect towards their own and the others' culture, as well as to
promote tolerance and a mutual understanding it would be important to organize and hold a
multicultural event for university students in Berlin. The Global Village Festival will give them an
opportunity to present their countries' culture in the form of stands with information, an
international buffet, a concert with folk dancing and singing. The Project will bring together not only
students but also universities' stuffs and various political and public organisations in order to
cooperate for a common purpose.
Project Objective
Our objective is to organize a multicultural open air event called „The Global Village Festival“ at
Tempelhofer Feld, with about 500 student guests of the first two semesters from three Berlin state
universities of applied sciences and about 50 representative students from up to 10 nations
introducing their countries with national dishes, beverages, interesting information, brochures and
music to support the concept of an open society. The event is supposed to take place on the 22nd of
June 2018.
3
1. Stakeholder Management
1.1 Stakeholder Map
Short explanation to the table:
Key stakeholders • are the most important ones for the success of the project
Primary stakeholders • play an important role for the sucess of the project
Secondary stakeholders • are less important ones for the success of the project
4
1.2. Stakeholder Map – Participation
Actors Information Information+ Consultation Participation Responsibility
Team x x x x x
Representative x x x (x) (x)

students
HTW x (x) x (x) (x)
Other x (x) (x) (x) -

universities
Sponsors (x) x - - -
Student councils x (x) (x)? - -
Tempelhofer x (x)? - - -
Feld Initiative
Short Description/ Explanation of Stakeholder Map Tool 2, “Participation”:
Information General, basic information about the event

(distributed to everyone via e-mail newsletter,
etc.)
Information + In addition to general information, individual
meetings with detailed information about project
insights, showing interest (meeting for coffee to
involve people, even if not necessary)
Consultation Feedback before making major decisions
Participation Members actually involved in taking action,
(participating in the project activities)
Responsibility People in charge, liable for all actions
(responsible if sth. goes wrong)
5
1.3. Stakeholder Map – Action Profile
Actor Agenda Arena Alliances
Team - Finish project with - Project plan - HTW

good grade
- Students councils
- Have fun
- Representative
- Less work students
- Sponsors
Representative - Present their - Presentation of the - Team

students countries country
- Other representative
- Find friends students
- Have fun - Sponsors
- Universities
HTW - Good publicity - The number of - Other universities

participants
- Increase multicultural - Press
diversity knowledge - Project budget
among their students - Student councils
- Prevent their - Sponsors

students from getting - Representative
troubles with local students
authorities
- Team
Other universities - Good publicity - the number of - HTW

participants
- Increase multicultural - Press
diversity knowledge
among their students - Student councils
- Representative
students
Sponsors - Good publicity - Project budget - Press
- Marketing activities
6
Student councils - Have a closer - The number of - HTW and other

relationship with participants universities
students
- Sponsors
- Improve their
relationship with
universities
- Prevent students
from getting troubles
with local authorities
Tempelhofer Feld - Good publicity - Event place - Press

Initiative
- Money - Event date
- Keep their
stakeholders happy
7
2. Work Breakdown Structure
8
3. Time Plan
3.1. Network Diagram
Part 1
Part 2
9
Part 3
Part 4
10
Activity Predecessors Estimated duration

in days
1.1 None 5
1.2 1.1 15
1.3 1.2 50
1.4 1.1 30
1.5 1.1 20
1.6 2.2 20
1.7 2.2 15
1.8 1.5 631
1.9 1.3, 1.4, 1.8 15
1.10 2.4 5
1.11 2.4 5
1.12 3.7 1
2.1 1.9 10
2.2 2.1 60
2.3 3.3 5
2.4 1.6, 1.7, 3.1 5
2.5 4.5 5
2.6 1.10, 1.11 5
3.1 2.2 10
3.2 3.3 30
3.3 2.4 10
3.4 1.9 5
3.5 2.3, 2.6, 3.2 5
3.6 3.4 151
3.7 2.5 5
3.8 3.6 3
4.1 3.5 15
4.2 4.1 0.15
4.3 4.2 0.05
4.4 4.3 0.6
4.5 4.6 0.15
4.6 4.4 0.05
Estimated duration of 270
the project
1
Bezirksamt Tempelhof-Schöneberg
http://www.berlin.de/ba-tempelhof-
schoeneberg/service/dienstleistungen/service.220354.php/dienstleistung/324911/
11
3.2. Schedule- Gantt Chart
12
4. Project Budget
Explanation of the calculation
13
Explanation to the activities’ budget
The budget direct and total costs are the same cost, because the budget doesn´t include overheads.
The overheads are not included because the team has no specific office and works mainly at home or
at the university. So the office costs are not needed.
Based on the amount of work, team members are employed 35% (because they are students and
can´t work full time), which equals 540 hours in total. The 540 hours are divided among all activities
according to their difficulty.
The formula of calculation is as follows:
270 x (5/7) * 8 * 0,35
270 is the duration of the project in days
8 means 8 hours a day
5/7 means working days without the weekends
Equipment Number Direct cost Direct costs € Budget Total costs €

& materials rate per unit overhead* €
€
Market stalls 20 60 1200 240 1440
Flyers 500 0,08 40 8 48
Posters 20 17,59 € 351,8 70,36 422,16
Brochures 500 0,4 200 40 240
Food and about 600 10,3 6180 1,236 7,416
Drink Guests 10,30
Catering € / person
incl. delivery
and stuff
Water 100 m³ 0,35€/m³+ 70 14 84
35 € for set
up
Electricity for 500 0,25 € / kWh 150 30 180
the event + set up
Toilets 1 19,41 19,41 3,88 23,3
(cleaning)
Dumpster 1 68,87 68,87 19 87,88
Total costs fort he 8280,08 426,476 2532,756
equipment/materials
Total for activities 24.684,00

(see Table 1)
Total costs of the Project 27.216,756
* Explanation of the calculation
Here the overhead counts to about 20 % because the materials' and equipment price may rise till
June 2018.
14
5. Risk Management
5.1. Risk breakdown structure
Price changes leads to

different (higher)
costs
Market
Other events lead to a

lack of visitors
Changed
External risks requirements to get a
license for an event
Bad weather leads to

Environment less visitors or
canceling the event
15
DJ equipment/sound
Technical system does not work
Finding equipment, food
and drink suppliers and DJ's
takes more time
Finding sponsors takes
more time
No license for the event
Location refuses to let us

hold the event
Lack of representing
students
Equipment is delivered too
late, defect or incomplete
Food and drinks are
delivered too late or not
Organisational tasteful
Not enough food or drinks
for all
Graphic designer takes
more time than expected
Internal risks Not enough flyers, posters
and brochures
Press wont write about the
event
Setting up the equipment
and market stalls takes
more time
Complaints about the loud
music
Lack of visitors
Higher costs than expected
Financial Lack of sponsors
Sponsors transfer money

too late
Absenteeism
Lack of knowledge to
organise and hold an event
Project team Ineffective working
Communication problems
Disagreements within the

team
16
5.2. Risk Impact Matrix
Low Medium High
Most likely -Setting up the - Absenteeism -Disagreements within

equipment and market -Ineffective working the team
stalls takes more time -Communication
problems
Likely -Finding equipment, -Finding sponsors takes -Other events lead to a

food and drink suppliers more time lack of visitors
and DJs takes more time -Lack of representing -Bad weather leads to
-Lack of knowledge to students
less visitors or
organise and hold an -Higher costs than
event expected cancellation of the event
-Media won’t write -Lack of sponsors
about the event
Occasional -Complaints about the -Price changes lead to -Location refuses to let
loud music different (higher) costs us hold the event
-Lack of visitors -No license for the event
-Graphic designer takes -Equipment/sound
more time than system does not work
expected
Seldom -Not enough food or -Equipment is delivered -Changed requirements

drinks for all too late, defect or for a license to realize
-Not enough flyers, incomplete the event -
posters and brochures
Sponsors transfer money
to late
Unlikely -Food and drinks are

delivered too late or not
tasteful
(left column = probability)
17
PROBABILITY CONSEQUENCES
EXTERNAL [ from 1 to 5] 1 = low; low= green

2 = medium medium =
3 =high yellow
high = red
Market
Price changes lead to different (higher) costs 3 2
Other events lead to a lack of visitors 4 2
Legal
Changed requirements for a license to realize the 2 3

event
Environment
Bad weather leads to less visitors or cancellation 4 3

of the event
INTERNAL
Technical
Equipment/sound system does not work 3 3
Organisational
Finding equipment, food and drink suppliers and 4 1

DJs takes more time
Finding sponsors takes more time 4 2
No license for the event 3 3
Location refuses to let us hold the event 3 3
Lack of representing students 4 2
Equipment is delivered too late, defect or 2 2

incomplete
Food and drinks are delivered too late or not 1 2

tasteful
18
Not enough food or drinks for all 2 1
Graphic designer takes more time than expected 3 2
Not enough flyers, posters and brochures 2 1
Media won’t write about the event 4 2
Setting up the equipment and market stalls takes 5 1

more time
Complaints about the loud music 3 1
Lack of sponsors 4 3
Financial
Higher costs than expected 4 2
Lack of sponsors 4 3
Sponsors transfer money too late 2 3
Project team
Absenteeism 5 2
Lack of knowledge to organise and hold an event 4 2
Ineffective working 5 2
Communication problems 5 2
Disagreements within the team 5 3
19
6. Reflection of team work

The reflection on the team work was made anonymously by all four team members.
Student A
The atmosphere in our team was usually good and we supported each other. But from time to time
we had some small differences and discussion points. Nevertheless, every team member participated
in the project and worked reliably. We could profit from different knowledge, experiences and ideas.
There was no need for clear and strict roles within the team. Nevertheless, it was kind of difficult to
find time for meetings because everyone had a lot of other things to do. We mostly communicated
on Facebook and therefore it was sometimes annoying when we had a discussion and someone
didn´t reply.
Student B
Since there were only four people in our team it was easy to find a topic and plan different steps of
the project. All assignments were distributed without any obstacles among the members. As
everyone didn’t have enough time, the main communication was conducted via the Internet:
Facebook Messenger, Skype and Google Drive for uploading the files. We sometimes had brief
meetings after classes as well. Occasionally there were misunderstandings and some members were
not conscientious enough. However, in general the preparation of the project was held without any
conflicts. In conclusion I must admit that our common work was interesting and useful experience.
All members of the team have received some new ideas and knowledge from each other. Our team
work was an excellent example of the open society in which the representatives of different cultures
cooperate for a common purpose.
Student C
Working in a multicultural team is usually a valuable experience. Due to the fact that team members
of The Global Village Project come from 4 various countries. In this project, almost everything went
well, except one thing that I should get used to. It is working and communicating via Facebook
Messenger or Skype. At my home university, my friends and I usually had a weekly meeting to discuss
the teamwork in details and Facebook or Whatsapp was just for small talks. However, in this
teamwork it was difficult even to set a meeting, because the time schedule of team members did not
match together. Moreover, sometimes the teammates even did not reply to messages when others
needed. Fortunately, every team member could take up and finish his or her tasks well.
Student D
Altogether it can be said that everything worked out quite well. We had some little issues regarding
the tight schedules of our team members, so most of the meetings were held right after the Project
Management class or online. That also led to some misunderstandings, or absence of some
participants, nevertheless, everyone managed not to exceed their deadlines. Everyone was
interested into doing a good job, which contributed well to the project. Some members were almost
a bit too meticulous, meaning that they got caught into small, detailed tasks that didn't necessarily
have to be discussed till death. That was a bit time consuming, but thinking about the overall
outcome, it was probably worth it.
20
7. List of References
1. PM 5 / Initiating A Project. Dr. Prof. Tine Lehmann; 2017. Available at: https://moodle.htw-
berlin.de/pluginfile.php/438974/mod_resource/content/1/PM_5_new.pdf. Accessed May
23, 2017.
2. PM 6 / 3. Planning A Project. Prof. Dr. Tine Lehmann; 2017. Available at: https://moodle.htw-
26, 2017.
3. Bezirksamt Tempelhof-Schöneberg. Veranstaltung Erlaubnis. 2017. Available at:
http://www.berlin.de/ba-tempelhof-
schoeneberg/service/dienstleistungen/service.220354.php/dienstleistung/324911/.
Accessed June 12, 2017.
4. PM 7 / 3. Planning A Project. (Recap Scheduling Methods). Dr. Prof. Tine Lehmann; 2017.
Available at: https://moodle.htw-
22, 2017.
5. PM 8 / Initiating a Project (Cost Management); 2017. Available at: 5. https://moodle.htw-
29, 2017.
6. Merkblatt für fachlich Vorgesetzte. n.d.. Available at: https://www.htw-
berlin.de/fileadmin/HTW/Zentral/ZHV_I_-
_Finanzen_und_Personal/Merkblatt_fuer_Vorgesetzte.pdf. n.d.. Accessed June 17, 2017.
7. Art X Designagentur Berlin. 2017. Available at: Art X Designagentur Berlin
http://www.artx.eu/flyer-gestaltung.html. Accessed June 12, 2017.
8. Event DJ & Hochzeits DJ Berlin - Mister Beat ® DJ Service. MisterBeat. 2017. Available at:
http://www.misterbeat.com/regionen/dj-
berlin?gclid=CjwKEAjwvYPKBRCYr5GLgNCJ_jsSJABqwfw7xSRCgT104ur9Zvu0bV6hi5dtzHrVuRj
-FtPyFN3f_hoCy9nw_wcB. Accessed June 13, 2017.
9. PM 9 / Executing A Project.. Dr. Prof. Tine Lehmann; 2017. Available at: https://moodle.htw-
berlin.de/pluginfile.php/447893/mod_resource/content/1/PM_9_new%20-%20Kopie.pdf.
Accessed May 8, 2017.
10. PM 10 / Executing A Project. Dr. Prof. Tine Lehmann; 2017. Available at: https://moodle.htw-
berlin.de/pluginfile.php/438974/mod_resource/content/1/PM_10_new.pdf. Accessed June
26, 2017
21

Project Management

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International Business

The Global Village Festival

Cindy Flury 561865

Lecturer: Prof. Dr. Tine Lehmann

1.1 Stakeholder Map

Short explanation to the table:

1.2. Stakeholder Map – Participation

Actors Information Information+ Consultation Participation Responsibility

Representative x x x (x) (x)

HTW x (x) x (x) (x)

Other x (x) (x) (x) -

Student councils x (x) (x)? - -

Short Description/ Explanation of Stakeholder Map Tool 2, “Participation”:

Information General, basic information about the event

1.3. Stakeholder Map – Action Profile

Actor Agenda Arena Alliances

Team - Finish project with - Project plan - HTW

Representative - Present their - Presentation of the - Team

- Have fun - Sponsors

HTW - Good publicity - The number of - Other universities

- Prevent their - Sponsors

Other universities - Good publicity - the number of - HTW

Sponsors - Good publicity - Project budget - Press

Student councils - Have a closer - The number of - HTW and other

Tempelhofer Feld - Good publicity - Event place - Press

2. Work Breakdown Structure

3.1. Network Diagram

Activity Predecessors Estimated duration

3.2. Schedule- Gantt Chart

Explanation of the calculation

Explanation to the activities’ budget

Equipment Number Direct cost Direct costs € Budget Total costs €

Total for activities 24.684,00

Total costs of the Project 27.216,756

* Explanation of the calculation

Price changes leads to

Other events lead to a

Bad weather leads to

No license for the event

Location refuses to let us

Higher costs than expected

Financial Lack of sponsors

Sponsors transfer money

Project team Ineffective working

Disagreements within the

5.2. Risk Impact Matrix

Low Medium High

Most likely -Setting up the - Absenteeism -Disagreements within

Likely -Finding equipment, -Finding sponsors takes -Other events lead to a

Seldom -Not enough food or -Equipment is delivered -Changed requirements

Unlikely -Food and drinks are

(left column = probability)

EXTERNAL [ from 1 to 5] 1 = low; low= green

Price changes lead to different (higher) costs 3 2

Other events lead to a lack of visitors 4 2

Changed requirements for a license to realize the 2 3

Bad weather leads to less visitors or cancellation 4 3

Equipment/sound system does not work 3 3

Finding equipment, food and drink suppliers and 4 1

Finding sponsors takes more time 4 2

No license for the event 3 3

Location refuses to let us hold the event 3 3

Lack of representing students 4 2