Project Management: Event Launch at QAHE University

This report is based on QAHE University which is responsible for providing higher education to students. At present scenario they are about to carry out an event through which they can make people aware about the modification they have been made in their infrastructure.

Project Management

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1.............................................................................................................................................3
a) Project initiation document......................................................................................................3
b) Stakeholders analysis..............................................................................................................4
TASK 2............................................................................................................................................5
Work break down structure.........................................................................................................5
TASK 3.............................................................................................................................................9
Risk register.................................................................................................................................9
TASK 4...........................................................................................................................................11
Short report on event.................................................................................................................11
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................14

INTRODUCTION
Project management is defined as a discipline which comprises of certain policies, principles
and procedures so that project can be accomplished in a required manner (Vanhoucke, 2014).
This report is based on QAHE University which is responsible for providing higher education to
students. At present scenario they are about to carry out an event through which they can make
people aware about the modification they have been made in their infrastructure. This report
contains project initiation document along with details of budget, timescale, objectives and
stakeholder. The work breakdown structure has been provided and various risks associate with
the same are presented. At last, a short report has been presented which covers aspects such as
leadership, methodologies and other essential perspectives.
TASK 1
a) Project initiation document
PID is an crucial element within project management as it acts as an foundation for the
business project. Moreover, it is a reference point which is used for accomplishment of project
which comprises of all the mandatory details (Stellingwerf and Zandhuis, 2013). The PID has
been prepared before the actual project has been started. The PID plan for this project has been
shown below:
Title of project Launching of an event
Computation of budget Director of operation has provided a budget of £50,000
approximately for carrying out this project. This project is
based on showing the renovation which has been carried out
by QAHE University.
Brief break down of money  Locus - £10000
 Food and beverages - £10000
 Embellishment - £5000
 Entertainment - £5000
 Other resources - £20000

Start date 2nd September, 2019
Finish date 6th September, 2019
Project Sponsor Managing director of University or Director of Operations
Project manager
Main objectives (short list of
key business related with why
project is being undertaken)
 Grab the attention of maximum number of students
within their all Universities
 Show cases their alterations to acquire competitive
edge within the market.
 Promotion of University
Overall suggested approach
(some essential points in
description of how objectives
can be attained)
 Creation of awareness in between students with
respect to technologies implemented by them.
 Enhanced strategies can be formulated so that project
can be successfully accomplished.
Reference(s)
b) Stakeholders analysis
Groups or individuals who have interest in organisation are known as stakeholders. They
denote people who possess interest within triumph of peculiar project (Spalek, 2013). With
respect to QAHE, stakeholders have some interest within the project which is to be carried out
within University. Details of stakeholders of QAHE are provided beneath:
Sponsors: They are the individuals or organisations who have made their contribution in
terms of money for commencement of the event or project which is to be carried out QAHE
University. In return of this, they will show case their products as well as services. The reason
behind their attraction is that they have opportunity to advertise their goods to different people
who will be present within the event. For this, they have been invested financially within this
project (Sharp, Peters and Howard, 2017). The reason for them to stay stick to this event is that
they can draw in more number of customers for their services so that they can maximise their
productivity along with profitability.

Suppliers: It denotes people who are liable for furnishing various resources to University
according to requirements given by them (QAHE University). The reason behind their interest
within project is to increase their profits (Seymour and Hussein, 2014). Along with this, while
they will render their services in the form of resources will also enable them to grab attention
towards their services. They might be able to fascinate more number of people through services
which will aid them to have more orders. They will be making their presence within event in the
form of resources.
Students: They are one of crucial assets within any educational institute and same goes for
QAHE University. The reason behind their interest in project is that from many years
refurbishment has not occurred. There was one more reason for their interest i.e. in this event
they will get to know what all alterations have been occurred within classrooms as well as
laboratories along what all enhancements have been carried out within their University (Madter,
Bower and Aritua, 2012). They are part of this project as by this they will be able to acquire
knowledge with respect to the latest technologies which prevail around the world. This will assist
them to have competitive advantage within dynamically evolving technologies.
Faculty: They denote people who will work within University for furnishing their services
to their students. They are inquisitive about this project as there organisation has executed latest
technology as well as carried out renovation through which fresh and affirmative environment
will be created. Moreover, they will be able to acquire knowledge with respect to latest
innovations as well as trends. They have not made any kind of financial investment rather they
will be giving knowledge to students.
Alumni: The passed out students of QAHE University denotes Alumni. They are probing
about what will be University giving to the present students, as they were deprived of various
things such as updated laboratories, outdated classrooms, etc. Along with this, they will be
meeting their friends after certain moment of time which makes them happier (Klein, Biesenthal
and Dehlin, 2015). They possess short interest as they have not invested anything in this event; it
is the curiosity due to which they will be part. They are associated with this project as it will act
as a week out for them and they can stay away from their everyday boring and hectic schedule.

TASK 2
Work break down structure.
WBS is defined as a hierarchical tree structure which endow outline of project as well as
isolate them into manageable and feasible chunks (Hällgren, 2012). When they are divided into
small sections then these pieces can be distributed within a team as per their capabilities. This
will enable each team to carry out their responsibilities in given time duration. Apart from this, it
will also provide high quality of services as roles are assigned as per knowledge and field of
interest of each team. Leader of each team is responsible for rendering appropriate guidelines to
their employees or followers by the assistance of work breakdown structure so that their work
can be made easier.
Work Breakdown Structure

antt Chart
Event which is to be carried out by QA Higher Education will span for around 5 days
which will be conducted from 2nd to 6th September during Fresher’s week. This event comprises
of formal ceremony, visit to labs, classrooms, celebratory elements (drinks & food) and various
other affairs. Local and national dignitaries will be present in this event (Greiman, 2013).
Various factors must be taken into account with respect to this event, they are specified below:
 Finance: It is the foremost as well as critical activity which must be carried out for
conducting this event. Director of operations and top executives of QAHE University
must develop appropriate strategies as well as analyse them to find out what will be the
cost for entire event. The plan has to be formulated as per the requirements so that further
activities can be conducted. Furthermore, they need to focus on most important activities
initially and latter on, rest of the activities can be carried out on basis of priority. If these
affairs are not handled in appropriate manner then, there are high chances that reputation
of University will be at stake. Therefore, it is mandatory that budget must be prepared
accordingly (Glukhov, Ilin and Levina, 2015).

 Quality: Entire team as well as Director of operations is involved in this event so that it
can be ensured that effectual services are offered to guest as well as event can be
accomplished in the desired standard or even better than that. The aim for carrying out
this event is to captivate more number of students, for this it is necessary to show case
what all alterations and technology they will be working on. This might lead them to have
effectual result.
 Marketing: The intention of QAHE is to have more number of students and acquire
competitive edge in market with respect to other Universities. For this they need to make
sure that they make effective use of marketing strategies. They must be formulated in
such a way that organisation is able to reach maximum number of people with respect to
occurrence of this event (Gauthier and Ika, 2012). For this, advertisements can be carried
out on TV, social media, newspapers along with these mails and pamphlets can be
distributed to alumni as well as other Universities.
The above stated tasks can be accomplished by handling different subtasks. They are
represented below:
 Marketing: Success of an event entirely event will lead to increase in number of guests
who will arrive for the launch of an event. If number of students who arrives at event are
less as compared to anticipated then this will lead them to fail adversely during the
launch of event as objectives cannot be attained as per their requirements. If they possess
ample number of employees then it denotes that they have attained their goals as well as
objectives. Director of operations and management of QAHE needs to make sure that
large number of people or students are part of launch of this event (Conforto and et.al.,
2016). For this they need to give appropriate details of technologies which they have
been executed within University.
 Quality: As it is a large scale event, national as well as local dignitaries will be a part of
this. It will lead them to improvise reputation of University but if quality services are not
given then reputation of University will be hampered. For this, it must be ensured hat
event is rehearsed before it takes place.

 Research: Before an event is launched, proper research must be carried out. By this
behaviour of people towards this event can be analysed. This can be carried out as an
promotional activity for acknowledging the expectations of people from this event.
Milestone
There exist management tools which will be responsible for reflecting schedule of
project. It will furnish each and every detail associated with project from its initiation till it is
completed; this will enable to formulate a schedule. With respect to QAHE, work breakdown
structure has been used by which schedule can be formulated for each event and can be
organised in an appropriate manner (Vanhoucke, 2014). This will lead to inspire and draw in
maximum number of students while launching the event. QAHE university will be able to show
off what they have brought within their working premises.
TASK 3
Risk register.
Risk denotes certain problems which occurred while carrying out something important for
peculiar project or event. QAHE University is launching their event, which is planned to show
off the amendments made by them in their educational institute.
Risks concerned with launch of event are:
S.
No.
Risk
Description
Probabil
ity
Conseq
uence
Owner Mitigation Continge
ncy
Pre
action
weightin
g score
Post
action
weightin
g Score
1 Inappropriate
management
of budget.
Broad Broad Director
of
operatio
ns
Save funds
for any kind
of
emergency.
Have
back up
plan and
strategies
7 by 10 8 by 10
2 Inappropriate
planning
Minimal Negligib
le
Project
manager
Coordinate
with
coordinator
s
Predefine
d
planning
8 by 10 6 by 10

3 Technologica
l risk.
High High Director
of
operatio
ns
Gain
knowledge
of
technology
Training 8 by 10 8 by 10
4 Lack of
resources
High High Director
of
operatio
ns
Involve
more
sponsors.
On basis
of major
activities
funds
must be
utilised.
7 by 10 4 by 10
5 Operational
risks
Moderate Reduced Technic
al team
Acknowled
ge each
member of
team who is
involved in
event.
Take all
aspects
into
account
8 by 10 6 by10
6 Alteration in
governmental
policies.
Low Minimal Project
manager
Governmen
t policies
must be
considered.
Consider
policies
which
they must
abide for
launch
event.
6 by 10 4 by 10
7 Delay in
delivery of
resources.
Broad Moderat
e
Manage
r of
operatio
n
Resources
must be
made
available
before
Agreeme
nt with
suppliers.
9 by 10 3 out of
10

event.
8 Safety risks Normal Wide Project
manager
Have
adequate
number of
security
guards.
Take into
considera
tion
previous
events.
8 out of
10
5 by 10
9 Poor
management
Reduced Nominal Manage
r of
Project
Formulate
appropriate
schedule of
event.
Rehearsal
of
activities.
8 by 10 3 by 10
10 Murphy's law Average Interme
diate
Project
manager
Brainstorm
what can
occur.
Risk
assessme
nt when
planning
is done.
8 out of
10
6 by 10
TASK 4
Short report on event
The repost which have formulated below is submitted to Managing Director so that details
associated with methodologies can be used in an effective manner, This reposrt has been
illustrated in this section.
Project Report
QA Higher Education has made some alterations within their existing structure which
comprises of classrooms and laboratories which are present within London, Birmingham and
Manchester (Stellingwerf and Zandhuis, 2013). For grabbing attention of more number of
people this event has been conducted. This report comprises of significance of leadership,
methodologies as well as recommendations which are best for them.
Importance of Strong Leadership:

For accomplishment of this project successfully, trenchant leadership plays critical role.
Leader must formulate strategies by which impelling guidelines can be provided to team
members by which work can be carried out without any kind of obstacles. Aim of this event is
to advertise the changes which have been made by them within their their University premises.
Manager of project must be agile which will enable them to handle all the milestones which
ever may come in their way. This project must be maintained by an individual who possess
knowledge about maximum aspects of University along with appropriate knowledge of
technologies which have been implemented (Spalek, 2013). This will allow them to answer all
the uncertain queries raised guests. There must be sense of responsibility in a leader so that
effectual guideline scan be provided to other people within the team.
Methodologies:
There exists various method which can be utilised for management of project, some of
them are waterfall, agile and PRINCE2. QAHE University can make use of a method on the
basis of their requirement. Waterfall method is a sequenced structure in which output attained
by one step will be input for other step this process continues until task is accomplished. But teh
major drawback of this type of method is that if any of the steps fails or outcome attained is
wrong then entire result will be wrong which denotes that begin from starting. In case of agile
method when there exists uncertainty but scope of project is unidentifiable then this method can
also be not utilised (Sharp, Peters and Howard, 2017). PRINCE2 is a customised technique in
which modifications can be made according to the needs or requirements of the project. By this
improvised results can be attained. But it can not be used if project is small.
Recommendation:
PRINCE2 method can be used within large projects and will provide results depending upon
requirements of project. Along with this, it will also furnish option of customisation which will
yield affirmative results.
CONCLUSION
From above, it can be concluded that project management plays mandatory role for
accomplishment of peculiar project. It is pre designed methods which have been formulated for
having impelling results. This report deals with a launch of an event by which people can be

made aware about services which will be furnished by University. It will also supply details of
time which will be required for completion of project. Short story report has been presented to
evaluate importance of leadership and methodology which must be adopted.
REFERENCES
Books & 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.
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.
Seymour, T. and Hussein, S., 2014. The history of project management. International Journal of
Management & Information Systems (Online). 18(4). p.233.
Sharp, J. A., Peters, J. and Howard, K., 2017. The management of a student research project.
Routledge.
Spalek, S., 2013. Improving industrial engineering performance through a successful project
management office.
Stellingwerf, R. and Zandhuis, A., 2013. ISO 21500 Guidance on project management–A Pocket
Guide. Van Haren.
Vanhoucke, M., 2014. Integrated Project Management and Control. Springer. Doi. 10. pp.978-3.