Project Management Documentation Preparation

The provided report details the steps involved in preparing a successful project, including project initiation documentation, stakeholder analysis, work breakdown structure, and the consideration of PRINCE 2 as a methodology. The report covers the importance of budget planning, start-up and end-date scheduling, and identifying stakeholders' interests. A short report is also prepared to consider PRINCE 2 as an approach for achieving project objectives.

Project Management

Table of Contents
INTRODUCTION 2
TASK 1 2
Project initiation documentation.................................................................................................2
Stakeholder analysis....................................................................................................................3
TASK 2 6
Risk Register...............................................................................................................................6
TASK 3 9
Work Break Down Structure.......................................................................................................9
TASK 4 11
Short Report..............................................................................................................................11
CONCLUSION 12
REFERNCES 13

INTRODUCTION
Project management is defined as the practice of initiating, planning, organising,
executing, directing and controlling the work of the team so as to meet the specific goals and
success at specified time schedule. Overall primary challenge of project management is to
accomplish the goals of the project within a given constraints. This specific project is abased ona
n event which is being carried out by QA Higher Education for completed refurbishment and
for advertising about the university so as to attract large number of students and to make
university more competitive (Conforto and et.al., 2016). This assignment focuses on project
initiation document and about the analysis of stakeholders, risk register and about the work break
down structure. Lastly,a short report is also being given in this file about the event to sponsors
for invest in event.
TASK 1
Project initiation documentation
Project initiation document is term to be one of the most important aspect of project
management which forms the basis for the project of an organisation (Gauthier and Ika, 2012).
It can also be said that it is term to be a referencing point during the entire project for the entire
project team and for the clients as well. So a project manager firstly a project initiation document
is being prepared for carrying out effective event and it mainly includes, budgetary information,
objectives, key staff, stakeholders analysis, approach and about the time scale.
Project initiation document
Project Title Launching event
Estimated budget Managing director provided approximately
£50,000 for launching an event that is to be
carried out for publicising refurbishment of
teaching rooms and computing labs (Glukhov,
Ilin and Levina, 2015).
Brief break down about money will be spent • Venue: £30,000
• Catering:£7,000
• Entertainment: £3,000

• Decoration and lightning: £4,000
• Equipment purchase and for repair and
maintenance: £6,000
Start date 1st September
Ending date 8th September
Project sponsor University Managing Director
Project manager ABC..
Objectives( It is term to be the short list of key
business reasons why the project is being
carried out)
• To attract more students
• To make university more competitive
• To publicise between all students like
Birmingham, Manchester and London.
• To ensure that every classrooms fit for
teaching in 21st century along with the
required equipments (Greiman, 2013).
Overall suggested approach(It all about how
the main objectives are to be achieved)
PRINCE 2 approach is being used to achieve
the targeted objectives.
Risk involved in project Performance risk, Cost risk, Strategic risk,
Schedule risk, Operational risk, technological
risk are associated with external hazards
(Hällgren, 2012).
Stakeholder analysis
It is an important analysis technique which is being applied for stakeholder identification
and for analysing their needs. It can also be aid that it is used to identify all the key stakeholder
who have rendered their interest in the issues with which the project is being concerned about.
Therefore given below is the analysis of the stakeholder those who are involved in the launching
of event (Johansen, Eik-Andresen and Ekambaram, 2014).
Stakeholder analysis
Stakeholders Reason behind their interest in this Things which are needed to

project. done for looking out the key
stakeholders.
Internal and External
investor
Internal stakeholders:It mainly
includes university member's like
owner, trustee, director etc., who term
to make investment in the project
refurbishment so as to develop campus
and to generate positive learning and
teaching environment.
External stakeholders: It basically
includes educational agencies,
government etc. who are wiling to
make investment in the refurbishment
of the QAHE project so as to promote
advance in education and learning
facilities for students in order to boost
their career ahead.
Project manager must ensure
that internal stakeholders
expectation are being meet in
respect of the development of
proper infrastructure of the
campus. Moreover manager
must also ensure that each
operational activities of the
project are being carried out in
an ethical manner so that the
goal of the government
towards promoting of
education and learning
institution for students get
accomplished.
Suppliers It refers to the dealer who render
infrastructural materials related to the
project like computers, laptops,
furniture etc. These supplier shows
more of inters t in this project as it will
help them to generate more of profit for
rendering large number of stuff
(Kerzner, 2017).
In order to carry out project on
time without any delay it is
very much essential for the
project manager to establish
good relationship with
suppliers and this can be dine
by rendering advance to them
as well as by rendering the list
of required material in
advance to the suppliers so
that time delivery of raw
material is being ensured.
Teachers Staff members and lecturers shows In order to ensure the success

their interest in this project because it
will help them to get more technical
instruments like projector etc. which
will help them to make student more
easily understand the concepts.
of the project it is very much
essential for the project
manager to communicate with
teacher regarding the types of
equipment they would like to
prefer for teaching aids and to
provide guidance regarding
the procedure of using new
technologies so that they can
make best use of new
instruments for the success of
the students.
Interior designer As this project is all about the
renovation of classrooms and computer
labs so this project provide huge
opportunity for interior designer to gain
higher profit margin because of which
they shows interest in such type of
project.
In order to accomplishment
project in an effective manner
it is very much essential for
the project manager to ensure
that sufficient amount of funds
are being available so as to
render it to the interior
designer. As well as proper
plan of advancement or
change that is required by the
QAHE campus to implement
must be communicated to the
interior designer so that
accordingly the work of
designing the classrooms and
computer labs can be carried
out.
Technical staff These are the one who are term to be In order to carry out working

responsible for proper settlement and
arrangement of the computer system in
labs and they show interest in such
proper as it will help them to generate
profit margin as well as in in case if
there arises any issues in computer
system and they are term to be
responsible for it which will again help
them to generate profit.
of the computer system
accurately and appropriately
then it is very much essential
for the project manager of the
university of QAHE to
maintain good relationship
with such technical staff
members which will aloes
result in functioning of
computer system smoothly
without any hurdles.
TASK 2
Risk Register
Every project suffers from certain types of risk as it is term to be uncertain which may
arise any time so it is very much essential for the project manager of QAHE to analyse the risk
factors which may arise while carrying out the project. So in order to identify and to analyse the
risk project manager of QAHE University prepares a risk registers so as to deal with risk factor
effectively which may tale place during the refurbishment of project and its is being given below
(Klein, Biesenthal and Dehlin, 2015):
Risk Register
Risk Types Impact
Cost risk It is a type of risk which may take place due to improper budget
schedule and poor estimation accuracy and which may result in
escalation of project cost. So in order to mitigate such risk owner of the
QAHE university must ensure that tools which are to be used to
refurbishment of classrooms and computer labs are of high quality and
proper cash reserve are needed to be maintained so that expenses can
be paid off which may arise during the project execution. In addition to
this proper budget is also needed to be prepared taking as aspects of the

project into consideration.
Schedule risk It refers to the risk which may take place when the project time span
get extended as per the expected time and which result in increase in
the cost of the project. So in order to mitigate from such risk owner of
QAHE university must ensure from time to time that each task of the
project are being carried out on time as per expected and schedule time.
Thus, it will help manager of acknowledge the earlier signs of risks.
Performance risk It refers to risk which may take place when the desire performance of
the employees are not matching with their actual performance which
may result in failure of the project. So in order to mitigate from such
risk project manager and the leader of team members must ensure that
the performance of the workers are being carried out as per the desired
set and this can be done by carrying out performance appraisal system.
Thus, it will help to accomplish the project on time as per planned
direction.
Strategic risk It is the type of risk which are being generated due to the errors in
strategy like if the computers application are not being updated from
time to time then it may result in generation of virus which will
negatively effect the working of the computer system. So in order to
mitigate from such type of risk project manager of QAHE university
should ensure that computer application are being update from time to
time and each computer system are being arranged with the advanced
features so that the target objectives of the project is being achieved on
time.
Technological risk This is a type of which may arise due to the failure of use of
technological advancement by the teachers while teaching to the
students. So in order to avid and mitigate such risk aspects management
of QAHE university should ensure that proper training is being
rendered by the trainers to the teachers regaridng how effcetively

teaching instruments can be used to renders learning to the students.
Thus, it will also help in boosting up the knowledge and skills level of
students and teachers as well.
Operational risk This is a type of risk which may arise during the functioning of
operational activities like poor manufacturing process, poor packaging
facility and which may result in damage of furniture items. So in order
to mitigate from such risk aspects project manager of QAHE university
should ensure that proper transport facility is being provided so that
there doesn't take place any kind of breakage of furnitures and
computers. In addition to this manager should also ensure that
manufacturing process is being carried out appropriately in an effective
manner so that valueless outcome result from it.
Legal risk It is a type of risk which may arise if the University QAHE will not
follow laws and regulation as per framed by the government. So in
order to mitigate such risk aspects owner of university must ensure that
each activities and action are being undertaken after the approval of the
government.
External hazards risk It is a type of risk which may take place due to external hazards like
flood, tsunami, earthquakes, terrorism etc. So in order to mitigate such
risk aspect project manager must ensure that best furniture and raw
materials are being use for manufacturing furnitures so that during
external hazards like earthquakes doesn't result in much harm of
furnitures and accordingly strategies and tactic should be planned
before itself taking such risk aspects into consideration.
Resource risk It is a type of risk which may arise if the QAHE make improper use of
its resources and which result in wastage of resources and also leads in
increase in the project cost. So in order to mitigate such risk manager
of university must ensure that proper allocation and optimum use of
resources is being done as per the requirement. Thus, it will result in

minimizing the project cost and wastage of resources as well.
Government risk It refers to the type of which which is associated with the various
related activities of the project under the government legislation. So in
order to avoid such risk aspects owner of QAHE should ensure that
policies and standard which are fixed by the government in respect of
education programme must be taken into consideration by the project
manager of university so as to carry out project in an effective manner.
TASK 3
Work Break Down Structure
It is a type of method in which the complex project work is being break down into
smaller chunks so as to make task easier and effective enough. It can be said that it is a
hierarchical tree structure which outlines and breaks projects into smaller parts so as to manage
and completer project in an effective manner. Rutherford for the lunch of event the full life cycle
period is of 7 days of fresher week in September and the task which are to be carried out are
being summarized below (Madter, Bower and Aritua, 2012):
• Marketing: It is the most important subtask which need to be focus on by the project
manager of QAHE university as the main objective of the project is to attract more
students to the university. Marketing strategies like free demo classes can be given to the
students bot to the current students and prospective students so that each one can easily
understand and gain knowledge about how the computing labs operate. In addition to this
promotional strategies like websites up gradation in respect of new and updated facilities
and amenities which are being provided by the university will help in ensuring and
attracting more students towards the university. Moreover advertisement through
newspaper, magazines, social media etc. can help university in gaining competitive
advantage.
• Quality: Performance and quality of launch event must be up-to mark as quality aspect
terms to be the leader decider towards the success and failure of the project. As in this
event the participants like staff, students , local and national dignitaries are taking parts so
it is essential for constant monitoring of social media activity is to be carried out so as to

measure the actual performance with key performance indicator(KPI) in order to ensure
that there doesn't take place any kind of diversion from planned strategy.
• Financing:Proper availability of finance must also be ensured by the project manager of
QAHE university so as to carry out project smoothly as finance sets the limit which must
be adhered for launching an event. Thus, it will helps university to not to incur much of
cost for the project. Therefore the budget that is being rendered by the managing director
of QAHE is £50,000. Along with this university can go for sponsorship as well as it will
help in gaining external source of capital for the project which can act as a working capit
for university and can be used to carry out day to day activities and in case of any
contigency.
• Research: In order to carry out project in an effective manner it is very much essential
for the project manager of QAHE university to spend more of investment in carrying out
appropriate research. This is because it will help in understanding of proper behavioural
pattern of the target audience. As pre-surveys and planned and appropriate promotional
strategies will help university to achieve its objectives that is in attracting targeted
students towards the audience.
Milestone:
It is a management tool which is being used to delineate a point of the project schedule
and this point basically refers to the start up date and end up date of the project. Thus, it can be
said that it is a way to measure, observe and monitoring of progress and performance level of
the project. Overall it can be said that milestones of the project terms to be serve as a proof for
reporting and explaining the status of the project (Pasian, 2016). One such milestone of the
project of QAHE is percentage or checkpoints of completion. For instance fresher event which is
being carried out bye University QAHE so as to advertise and attract large number of students
towards there university. So event here is considered to be the check point for university for
advertising about new infrastructure system of classrooms and computer labs. Secondly
deliverable us term to be another milestone of the project as the university is designing new
computer software labs so the actual software is term to be deliverable and the progress of the
project can be measured when the software deliverable is completed. Most important of all is the
budget of the project that is £50,000 which is another milestone of the project within which the
project objectives are needed to be accomplished.

TASK 4
Short Report
Following given below is a short report addressed to the Directors of Operations:
PROJECT REPORT
QA Higher Education (QAHE) completed full renovation of its teaching rooms and computer
labs for London, Birmingham and Manchester premises successfully. University is plann I ng to
launch event lunch event so as to communicate these changes and honour the successful
accomplishment of this project inside university campus. The objective is to highlight the
significance of strong leadership and also provide the detail examination and guidelines of
techniques through which project executed as planned.
Importance of Strong Leadership:
For the success of any project there is a huge contribution of its quality leadership. Just to
highlight the quality leadership of this project the university plans to communicate these
changes through this event. A responsible and successful project manager require to be
energetic and efficient enough to perform multitasks, forecast and deliver the project at any
time. It is necessary that the leadership of this event shoulder to those who are representative
and have a good image in the university. For example, the marketing manager select a team
leader who will allocate all the roles and responsibilities to the team members for successful
completion of this event.
Methodologies
Agile, waterfall and prince2 are the methodologies which are most popular management
techniques considered to execute any project successfully. Where full life cycle can not be
estimated and also the scope of the project refers to agile methodology. In this analysis of
progress is quit difficult. Mapping out of project life cycle of each phase just to the assure flow
of progress steadily at every phase (Seymour and Hussein, 2014). Forecasting of contingencies
and modification according to requirement never be included simply in this technique however,
the core strength of this technique is quick identification and certainty of alternate solutions
with proper documentation is refer to as waterfall methodology. This is the technique which
customize the project according to the need of firm refers to as prince2 or Project IN Controlled
Environments. This technique is irrelevant for small organizations where changes take place on

a regular basis.
Recommendations
By analysing the shortcomings of Prince2 Methodology at every aspect it is suggested that this
method is more appropriate for the team to successful implication of this event. Its
customization competence that every manager require for an event management is the
fundamental cause for opting this technique.
CONCLUSION
From the above report overall it can be concluded that in order to achieve a successful
project firstly project Project initiation documentation were prepared in which the budget of
project, start-up and end up date, stakeholder who are the participant are being mentioned. In
addition to this stakeholders analysis is also being done and why all are interest in this project of
event is being specified. Apart from this work break down structure of the even is being specified
in which different activities which are needed to be carried out is be4ing explained. Lastly, a
short report is being prepared in which PRINCE 2 approach is being considered as a
methodology for achieving objectives of the project.

REFERNCES
Books and Journals
Conforto, E. C., and et.al., 2016. The agility construct on project management theory.
International Journal of Project Management. 34(4). pp.660-674.
Gauthier, J. B. and Ika, L. A., 2012. Foundations of project management research: an explicit and
six‐facet ontological framework. Project Management Journal. 43(5). pp.5-23.
Glukhov, V. V., Ilin, I. V. and Levina, A. I., 2015. August. Project management team structure for
internet providing companies. In Conference on Smart Spaces (pp. 543-553). Springer,
Cham.
Greiman, V. A., 2013. Megaproject management: Lessons on risk and project management from
the Big Dig. John Wiley & Sons.
Hällgren, M., 2012. The construction of research questions in project management. International
Journal of Project Management. 30(7). pp.804-816.
Johansen, A., Eik-Andresen, P. and Ekambaram, A., 2014. Stakeholder benefit assessment–
Project success through management of stakeholders. Procedia-Social and Behavioral
Sciences. 119, pp.581-590.
Kerzner, H., 2017. Project management metrics, KPIs, and dashboards: a guide to measuring
and monitoring project performance. John Wiley & Sons.
Klein, L., Biesenthal, C. and Dehlin, E., 2015. Improvisation in project management: A
praxeology. International journal of project management. 33(2). pp.267-277.
Madter, N., Bower, D. A. and Aritua, B., 2012. Projects and personalities: A framework for
individualising project management career development in the construction industry.
International Journal of Project Management. 30(3). pp.273-281.
Pasian, B., 2016. Project management research: social dimensions and organisational context. In
Designs, Methods and Practices for Research of Project Management (pp. 49-62).
Routledge.
Seymour, T. and Hussein, S., 2014. The history of project management. International Journal of
Management & Information Systems (Online). 18(4). p.233.