Project Management
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Project Management
Overview Project
The world Cup Soccer Project will be held at Ethiopia in 2026. The committee will be arranged to plan and execute the events. Following is the project proposal containing essential aspects of project management. In the initial sections, the project initiation document will be presented. There is a brief description of the project, scope, and manpower allocation of the project. The next sections will be discussed the effective project management procedure that should be implemented in this project. Project planning will be explained in brief in the following sections.
The next part is breakdown the project steps into work breakdown structures (WBS). Risk management planning is also presented. The essential part of the project such as costs, budgets, and schedules are presented in the next chapter. The communication matrix is also drawn to describe the rule of coordination in the project. The last sections will be explained the key success performance of project and how the performance is monitored. The project closure will be explore followed by the lesson learned of the project.
The Project Initiation
PROJECT INITIATION DOCUMENT
Title: World Cup Soccer Games in Ethiopia Project
Author: ABC Consulting
For decision / discussion / noting (delete as appropriate)
________________________________________
Document Control
Issue Issue Date Version Issued To
1 Feb 18, 2026 Version 1 Directors
BACKGROUND: As an integral part to promote the national culture of Ethiopia and succeeding in the global sports celebration, Ethiopia will be the host of the World Cup Soccer Project. The event will be conducted for 20 days in 2026. An excellent service will be planned to serve all the guests and committee. Therefore, good preparation should be conducted to ensure all the aspects run on the right track.
PROJECT DEFINITION: Explain what the project needs to achieve under the following headings:
OBJECTIVES: This project aims to provide services to all the participating countries, including hotel stay, food, transportation to the games, medical personnel, security, and other related components.
PROJECT DELIVERABLES: The deliverables of this project are:
1. The opening ceremony of the event
2. The main event of the competition
3. The accommodation, schedules, and facilities to the participating countries.
4. The closing ceremony of the event
SCOPE: This project includes preparing the plan and executing the World Soccer Game as well as the services to participating countries, such as preparing hotel stay, providing food, transportation to games, medical personnel, security, and other related services.
CONSTRAINTS: The constraints that anticipated in this project include:
– The schedule remains within the initial schedule (schedule)
– The expenses and cost remain within initially established budget (cost)
– The services standard meets the customer requirements (output quality)
– The arrangement increases process and cost efficiency (process quality)
ACCEPTANCE CRITERIA: Below is acceptance criteria for all the provided services:
– All the participating countries and their contingents serve with the best and most comfortable hotel stay
– All the participating countries and their contingents have a timely food and beverage
– All the participating counties and their contingents serve with the accessible transportation within countries, including but not limited to, transportation to the games and other related venues stated in the event’s rundown
– All the participating countries and their contingents serve with medical assistance when needed.
– All the events run in secure, safe, and within schedules.
PROJECT APPROACH: This project will use the some of the following approaches during the project life cycle:
– The manpower allocated by the consultant with the approval of the project sponsor.
– The tools, equipment, and material will be procured by the direct procurement process.
– Any procurement process will be involving three minimum vendors to begin the selection process.
– All the deliverables will be planned to deliver within the timeframe stated in the project initiation document.
– All the troubles and discrepancies that occur in the project will be escalated based on the project structure.
– The decision that impacted the quality of deliverables should be taken by project sponsors.
INTERFACES: The interfaces use during the project are :
– The project management tools (online via mobile app)
– Communication group
ASSUMPTIONS: Some assumptions in this project include:
– All the materials and tools needed to execute the events in the project will be collected and available during the project. However, there might be a potential scarcity in some of the equipment needed during the project life cycle and this condition can be mitigated by providing alternate equipment in the project.
– All the manpower involved in the project might not be in their best health condition. The longer duration of the project might reduce the wellness of the manpower in the project due to fatigue and sickness. Considering this assumption, it can be stated that not all the people in the project will perform in an efficient way throughout the project. Some actions should be anticipated related to these concerns.
– Project team has been allocated insufficient way throughout the project life cycle. However, there might be a slight potential due to insufficient. It can contribute to the timeline, scope, and deliverables of the projects.
– All the manpower allocated manpower at the beginning of the project will involve during the project. However, it is essential to consider the minor withdrawal of manpower power.
– All the tools, materials, and other stuff used in the project will be in a good condition. However, it is essential to consider some of the resources malfunction during the project. The suitable solutions will be implemented and compensated with the spare time.
– All the budget and costs will be sufficient to conduct the project. However, it is important to notes some of the increasing prices in equipment will have the potential to interfere the budget planning. Some actions to mitigate this risk will be listed at the beginning of the project.
BUSINESS CASE: – To increase the national earnings
– To promote the national culture
– To improve the country’s image
PROJECT ORGANISATIONAL STRUCTURE: Below is the listed project committee:
1. Dan Steward (Sports Minister of Ethiopia, Project Sponsor)
2. Steven Adams (Project Manager, Consultant)
3. Cecilia Graham (Project Leader, Key Event: Opening Ceremony, Consultant)
4. Debby Watson (Project Leader, Key event: soccer competition, Consultant)
5. Rolland Steven (Project Leader, Key Event : closing ceremony, consultant)
STAKEHOLDERS: The stakeholder of this project includes:
– Ministry of Sport
– Sponsored company
– Non-governmental organizations
– Project teams
– Participating countries
– Sport contingents
– Supporter
– Media teams
– Venue teams
– Vendors
– Consultants
PROJECT EXECUTIVE / SPONSOR: The sponsor of this project is Mr. Dan Stewart, the sport minister.
PROJECT MANAGER: This project will be manage by a project manager who has the best qualification in the fields, Steven Adams.
PROJECT TEAM: All the teams and crews will be divided into three main sections. Each team will be led by a project leader. There are three project leaders assigned in this project. Each has responsibilities based on the key events. Detail of team assigned will be listed in the proposal.
QUALITY: All the services provided will be measure based on the standard and requirement stated before.
PROJECT PLAN: Detail project plan is presented below.
Project Risks and Mitigation Plan
The risk will be monitored using the risk register table. All the potential risks will be registered. The table below shows the potential risk.
ID Date Raised Risk Description Likelihood of the risk occurring Impact of the risk occurs Severity Owner Mitigation Action
1 [enter date occurance] Project deliverables are not clearly defined Medium High High Project sponsor Complete the business case, carefully design the PID
2 [enter date occurance] The project schedule is not clearly defined High High High Project sponsor Design the timeline and Gantt chart well. Estimate the schedule properly.
3 [enter date occurance] Manpower delays High Medium Medium Project manager Control and regular monitoring of each deliverable based on WBS and Gantt chart
4 [enter date occurance] Schedule estimates in error High Medium Medium Project manager Design the timeline and Gantt chart well. Estimate the schedule properly.
5 [enter date occurance] There is unplanned work that should be accommodated Medium High High Project manager try to compare the best practices and lessons learned from other projects before continuing the plan. Make a risk list and their action plans.
6 [enter date occurance] Technical failure Low High High Project manager Coordinate with an expert related to equipment used in this project.
7 [enter date occurance] Wanprestation of vendor Low Medium Medium Project manager Control and monitoring techniques of all the vendor. Use diverse vendors.
8 [enter date occurance] Force majeure Low High High Project sponsor List kind of force majeure and the mitigation actions.
Project Communication Plan
The project will be a sophisticated project. A communication plan is needed.
No Communication Goal Communication Tools Audience Frequency
1 Review the vendor requirement and make an services agreement with selected vendors In-person meeting Project Team
Project Manager
Project leader Weekly
2 Review the progress In-person meeting
Email/call
Project Team
Project Manager
Project Sponsor
Project leader Bi-weekly
3 Project Standup In person meeting Project Team
Project Manager
Project Sponsor
Project leader Daily
4 Issue’s solution Email/call Project Team
Project Manager
Project Sponsor
Project leader Case by case
5 Project completion Inperson team meeting Project Team
Project Manager
Project Sponsor
Project leader Monthly
Project Monitoring System
Below is the list of success indicator of this project:
Project definition Concepts Supply Assembly Implementation
Time Indicator baseline definition Competition scheduled in time Stakeholder satisfaction
Quality Indicator baseline definition Use satisfaction Quality of vendor, quality of tools Quality of execution Stakeholder satisfaction
Cost Indicator baseline definition Implementation target cost Project cost Project cost Stakeholder satisfaction
Environment Indicator baseline definition Environmental impact of project concepts Environmental impact of project supply Environmental impact of project execution Stakeholder satisfaction
Social Balance Indicator baseline definition Social impact Social supply Social implementation Stakeholder satisfaction
Project Schedule and Work Breakdown Structures
WBS ID Task Start date End date
0 World Soccer Project
1 Event Conceptualization 23-Feb-26 28-Feb-26
1.1 Market Research Feb 23, 2026 Feb 25, 2026
1.1.1 Focus Group Discussion Feb 23, 2026 Feb 25, 2026
1.1.2 Survey Feb 23, 2026 Feb 25, 2026
1.1.3 Research Analysis Feb 23, 2026 Feb 25, 2026
1.1.4 Research Findings Feb 23, 2026 Feb 25, 2026
1.2 Event Conceptualization Feb 24, 2026 Feb 27, 2026
1.2.1 Rundown design Feb 24, 2026 Feb 27, 2026
1.2.2 Concept Models Feb 24, 2026 Feb 27, 2026
1.2.3 Decision Selection Feb 24, 2026 Feb 27, 2026
1.3 Vendor selection Feb 23, 2026 Feb 28, 2026
1.3.1 Call for paper Feb 23, 2026 Feb 28, 2026
1.3.2 Vendor selection Feb 23, 2026 Feb 28, 2026
1.3.3 Contracts Feb 23, 2026 Feb 28, 2026
2 Venue development Mar 1, 2026 30-Apr-26
2.1 Venue design Mar 1, 2026 01-Apr-26
2.1.1 Data collection Mar 1, 2026 Mar 4, 2026
2.1.2 Data analysis Mar 5, 2026 Mar 7, 2026
2.1.3 Venue development Mar 8, 2026 Apr 1, 2026
2.1 Venue preparation Apr 1, 2026 Apr 30, 2026
2.1.1 Pre construction Apr 1, 2026 Apr 25, 2026
2.1.2 Construction Apr 3, 2026 April 25, 2026
2.1.3 Finishing Apr 26, 2026 Apr 30, 2026
2.2 Testing process Apr 25, 2026 Apr 30, 2026
2.2.1 Venue checking capacity Apr 25, 2026 Apr 28, 2026
2.2.2 Event simulation Apr 25, 2026 Apr 30, 2026
3 Man Power Preparation May 1, 2026 31-May-26
3.1 Need Assessment May 1, 2026 May 8, 2026
3.1.1 Review Current System and Tools May 1, 2026 May 3, 2026
3.1.2 Identify Business Objective and Measure May 1, 2026 May 5, 2026
3.1.3 Determine Performance Method May 6, 2026 May 6, 2026
3.1.4 Determine training needs May 7, 2026 May 8, 2026
3.2 Develop and Training May 9, 2026 May 13, 2026
3.2.1 Performance Management Process May 9, 2026 May 11, 2026
3.2.2 Performance Management Tools Development May 12, 2026 May 13, 2026
3.2.3 Management Sign Off May 14, 2026 May 31, 2026
3.2.4 Socialization and Training Material Development May 14, 2026 May 19, 2026
3.2.5 Socialization and Training for High Level Manager May 19, 2026 May 24, 2026
3.2.6 Socialization and Training for Staff May 24, 2026 May 31, 2026
4 Project Execution June 1, 2026 June 20, 2026
4.1 Opening ceremony June 1, 2026 June 1, 2026
4.2 Main competition June 1, 2026 June 19, 2026
4.3 Closing ceremony June 20, 2026 June 20, 2026
5 Project Evaluation June 21, 2026 June 25, 2026
5.1 Parameter measurement June 21, 2026 June 23, 2026
5.2 Project Evaluation June 24, 2026 June 25, 2026
6 Project closure June 26, 2026 June 30, 2026
6.1 Presentation June 26, 2026 June 28, 2026
6.2 Project documentation June 29, 2026 June 30, 2026
Work Breakdown Structure (WBS)
Man Power Budget
No Roles Names Level Rate/day Sevice Days Salary/Project
1 Project Manager Daves Smith Project Manager 1.500 120 180.000
2 Project Leader 1 Harry Wood Project Leader 1.000 37 37.000
3 Analyst 1 Oliver Dan Senior Consultant 850 7 5.950
4 Analyst 2 Mirel Evan Junior Consultant 250 20 5.000
5 Analyst 3 Kian West Senior Consultant 850 15 12.750
6 Project Leader 2 Henry Smuff Project Leader 950 100 95.000
7 Business Process Consultant 1 Lian Wen Senior Consultant 500 80 40.000
8 Business Process Consultant 2 Tyler Westler Senior Consultant 500 25 12.500
9 Business Process Consultant 3 Dexter Dunn Senior Consultant 500 25 12.500
10 Project Leader 3 Lucas Wong Project Leader 1.000 40 40.000
11 Business Process Consultant 1 Cathy Sheereen Junior Consultant 250 40 10.000
12 Business Process Consultant 2 David Guetta Senior Consultant 500 25 12.500
13 Business Process Consultant 3 Alice Newman Junior Consultant 250 20 5.000
Total 468.200
The Budget Table
Staffing Project Manager Project Leader 1 Analyst 1 Analyst 2 Analyst 3 Project Leader 2 Business Process Consultant 1 Business Process Consultant 2 Business Process Consultant 3 Project Leader 3 Business Process Consultant 1 Business Process Consultant 2 Business Process Consultant 3
Rate/day 1.500 1.000 850 250 850 950 500 500 500 1.000 250 500 250
Services Day 120 37 7 20 15 100 80 25 25 40 40 25 20
Total Salary 180.000 37.000 5.950 5.000 12.750 95.000 40.000 12.500 12.500 40.000 10.000 12.500 5.000
Travel Charge 4.000 5.000 5.000 5.000 5.000 10.000 10.000 10.000 10.000 5.000 5.000 5.000 5.000
Budget Total 184.000 42.000 10.950 10.000 17.750 105.000 50.000 22.500 22.500 45.000 15.000 17.500 10.000
Project Closure and Lesson Learnt
The project closure has several steps. The first one is that the project team will be transferring all the deliverables. The schedule has been written on the communication plan matrix and the Gantt Chart. In this step, the project sponsor will be checked the deliverables and compare them to the established criteria in the Project Initiation. The second one is confirmation about the project’s completion. The written document signed by related parties will be needed in this process. The following step is to review all the contracts and documentation related to the projects. The salary and any other fee will be transferred in this step. The next step is to release the resources, including the manpower. The project management will prepare the documentation of the project. The most important part of the project documentation is the lesson learned. The lesson learned will be included the best practices and the problem handled during the projects. After all the steps, the project manager leads the documentation of the projects and archives them.