Launch Event: Project Initiation, Work Breakdown Structure, Risk Register, Short Report

This document covers the project initiation, work breakdown structure, risk register, and a short report for a launch event at a college. It includes budgetary information, objectives, approach, key staff, risk analysis, and the role of a project manager.

Launch Event

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
Sample project Initiation document ...........................................................................................3
TASK 2............................................................................................................................................7
Work Breakdown Structure.........................................................................................................7
..........................................................................................................................................................9
TASK 3 ...........................................................................................................................................9
Risk Register...............................................................................................................................9
TASK 4..........................................................................................................................................13
Short report................................................................................................................................13
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16
.......................................................................................................................................................17

INTRODUCTION
Event planning is refers to the exercise which includes different type of activities for the
purpose of planning, managing and execution of effective event for the purpose of attaining
specific purpose. The nature of project management activity is crucial in nature which includes
the use of important tools and techniques. Effective application and implementation of same
improves the scope of project in respect to its completion. This project is based on the case study
of QAHE i.e. QA Higher Education, where launch event is going to be held for the purpose of
attraction of large number of students. The basic reason behind planning of such launch event is
that college is just finished the work of refurbishment of their teaching room and computer labs
(Akanwa, 2015).
This report covers formulation of project initiation document along with effective work
Breakdown Structure (WBS). Also, includes risk register that have detailed description of the
risks associated with performance of project. In last, short report is provided that explains the
requirement of effective leadership and analysis of project methodologies for completion of
project in successful manner.

TASK 1
Sample project Initiation document
This is the document which includes the information about the different attributes which
are the part of project and needed to adhere for its successful performance in future (PID. 2019).
Budgetary Information
This includes the information related to fund requirements in successful performance of
project. The current launch event in college is wide in scope and requires many activities to
perform for attraction of the significant amount of students. The total amount of budget assigned
from the management side is about £50000. Segregation of funds in appropriate manner to the
different activities of the project of launch event is understood from the information presented
below:
Particulars Amount £
Manpower (Labour) 35000
Refreshment (starter) 5000
Lunch 10000
Total 50000
Manpower: To effectively perform all the activities first requirement is about having
manpower in effective amount. Currently, the project is about launch event of college after
refurbishment (Alamsyah and Putra, 2019). So, the personnel requires includes event planner,
technicians, decorator, clear and waiter. The total amount of fund assigned to regulate whole
manpower related to this project is £35000. In respect to all it is divided as follows:
Particulars Amount £
Event planner 12500
Technician 7500
Decorator 5000
Waiter 5000
Cleaner 5000

Total 35000
Refreshment (Starter): It is must to arrange the breakfast for the students in the
morning. The two different arrangements are made for students one is stater and second is
drinks. In this respect the total amount of fund allocated includes £5000. Further bifurcation is
presented below:
Particulars Amount £
Starter 2500
Drink 2500
Total 5000
Lunch: Project of launch event of college is long in nature. This creates the need to
provide lunch. As the students has to spend all day at college premises. 4 different kin of dishes
are arranges along with desert (Arora, Patel and Ubeja, 2015). In this respect total fund
allocated includes £10000. Further bifurcation is understood from the description given below:
Particulars Amount £
4 dishes 7500
Desert 2500
Total 10000
Timescales
To effectively held the overall project of launch event requires to divide the time too in
appropriate manner. Lots of stages from which a project goes and for their planning also needed
to provide sufficient amount of time period. The different stages of planning includes Initiation,
Execution and Closure. Equal period of time is provided in their effective planning along with
the performance of sub activities persists in the same is around 2 months to all the different
personnels who are in charge of completion of exercises (Geschwind, Melin and Wedlin, 2016 ).
Objectives

The two main objectives in respect to which whole launch is planned are mentioned
below:
 Improve the strength of students by 20% till the next session of college.
 Disbursement of information about presence of high tech classrooms and labs to
maximum number of students and other education institution from this upcoming session.
Approach
This will includes the detailed description about the ways which are needed to adopt and
adhere for successful execution of project. The different ways in particular order needed to
adhere are mentioned below:
Assessment of requirements: This includes the performance of all the activities that
contributes in the determination of all the requirements which are needed to have to attain above
defined objectives. In respect to the current project of launch event requirements are collection of
all type of resources and determination of all methodologies and techniques.
Designing and allocation of duties: This includes the determination of the results on the
basis of the use of methodologies and techniques over resources for their optimum utilisation.
Also, needed to allocate the duties to personnels in accordance to their capabilities.
Implementation: This includes the functioning of the each and every activity as planned
and decided above.
Monitoring and controlling: Last function performed by the project manager to monitor
all the activities for successful achievement of objectives.
Key staff
Different personnels work with project manager to handle the overall launch event are
mentioned below:
Event planner: Performs the work related to designing and creation of overall outline of
the launch event including determination of each of type of resource.
Technicians: Work over the design and outline prepared by the event planner for the
purpose of providing physical setup to the overall planning.
Food and beverage coordinator: Handle all the activities related to food and beverages
in launch event.
Stakeholder Analysis

This includes the assessment of the all personnels having interest in this project. The
different stakeholders are mentioned below:
Project management team(Internal): They are key stakeholder. Prime role is perform
by these in launch event related to carry on all activities. They includes project manager and
team.
Support staff (External): Secondary in nature but plays effective role at ground level
behind the success of launch event. They includes event planner and food & beverage
coordinator (Karanu, 2017).
Suppliers: These provide the resources to prime and secondary stakeholders for
performance of their functions.
Students: These are main as in respect to them launch event is organised.
Parents: They are related to students. Their interest is related to better provide of
education to their children's.
College management: These want successful launch event to attain objectives.
Media: They have interest as want to disseminate information to public about good
educational facilities.
Other institutions: As they want to know about the improvements along with bring
changes in their own facilities.
Government: To ascertain the educational quality available to students for determination
of future of nation.
General Public: These have some interest in respect to gaining knowledge about
developments in educational system.
TASK 2
Work Breakdown Structure
It is the structure which is used for the purpose of getting knowledge about the stages of
work. The information ascertained from its effective study includes launch, modelling,
developing, execution and implementation. The contribution of this is optimum in nature for the
purpose of completion of work on time. The current project is about the launch event of college
after the refurbishment of their teaching rooms and computer labs. The same exercise of

breaking down of work into the different structure is done in respect to this project. This is
important to do for the purpose of allocation of duties along with completion of each stage on
time (Kohstall, Nixie Labs, 2017).
Gantt chart and CPM is also build to grab the information about time period required in
completion of each activity along with successful performance of overall project on time. All
these are presented below:
Illustration 1: WBS

Illustration 2: Gantt Chart

Illustration 3: CPM
TASK 3
Risk Register
Formulation of the same is important in nature for the purpose of managing risks. The
preparation of this risk register is done on the very beginning stage of project. This will provides
an opportunity to effectively record all the associated risks with projects along with mitigation
measures. Adoption of same in respect to the launch event of college help in overall completion

of project on time and in effective nature. The overall process which is used for the purpose of
managing risk and formulation of table includes Risk Planning, Risk identification, Risk
Response planning and Risk monitoring and controlling (Lucchi and Bonadio, 2018). The
different type of risks associated with the current college project along with mitigation measures
are elaborated below:
Ranking provided from 0 to 5. for ex., 5 is High and 0 is Nil
Risk Reason Mitigation/
Avoidance/
Transfer/
Acceptance
measure
Ranking Type of Risk
Fire from short
circuit
The nature of this
is severe in nature
as this will have
direct impact over
the event and
health of
attendees. The
basic cause
behind the
occurrence of this
risk is the
carelessness of
the technicians
which resultants
into short circuit
and then ultimate
fire.
The measure that
can be taken in
this respect to
mitigate such
kind of issues in
event includes
continuous
monitoring and
checking of the
operations by
project manager.
Also, the use of
of good quality
resources and
materials.
5 Technical
Natural calamity Heavy rain is
common is issue
The measure that
can be taken in
5 Natural

that can ruin the
overall event of
college. Also,
many other
calamities that
impact event. The
nature of this kind
of risk is severe
as whole event is
influenced.
respect to
removal of such
kind of issues is
about
consideration of
weather report
and arrangement
of programme in
covered area.
Last minute
cancellation
This kind of risks
is arouse in this
situation of the
failure to handle
all the activities
related to event.
The nature of this
risk is severe
because it has
direct impact
overall whole
event.
In this respect,
measure is needed
to taken by
project manager
regarding pre
arrangement of all
the resources. So,
on last time not
faced the burden
of non availability
of resources.
5 People/Market
Loss of
equipments
The nature of this
risk is not severe
as the overall
impact is
ascertained over
the performance
of some specific
stage only.
The measure
taken in this
respect is about
establishment of
proper inventory
book which have
entry about all
equipments and
2 Structure/Process

resources.
Food hygiene This risk arouse
due to use of low
quality material
and carelessness
of food and
beverage
coordinator.
Checking of the
quality of food by
project manager
and ensuring
operations of
coordinator
2 Market/People
Shortage of
funds
Arouse due to
lack in allocation
process
Providence of
work to specialist
and identification
of the new source
of fund
2 Financial
Crowd
management
Arouse due to the
lack of
management skill
Project manager
must focus over
arrangements to
handle the
students along
with providence
of right direction
1 Management
Shortage of food Due to lack of
planning by
Coordinator
Mediation of
project manager
help to overcome
0 Market/People
Delay to start Lack of planning
by Event planner
Support of project
manager in
completion of
work on time
0 Management
Lack in
disbursement of
Lack in
communication
Distribution of
pamphlets and
0 Structure/Process

effective
information
proper
communication
by college
management
about
developments and
improvements
TASK 4
Short report
(a)
Project manager must work as leader as this will aid in future for directing, guiding and
influencing others for the purpose of accomplishment of work on time. Effective management
shows the ability of having good leadership that directs the employees to work on right path with
full of motivation to accomplish project activities.
Need for quality Leadership
For successful performance of any event requires to use effective leadership approaches.
In the current project of college about the launch event, project manager must required to use the
qualitative approaches of leadership. The advantage of this ascertained in the manner that
provides an opportunity to build linnet structure which is flexible in nature along with positive
working environment. It help all the personnels associated with the working of launch event to
perform the activities in optimize manner in accomplishment of the targets in predetermined
manner (Osterhout, Osterhout Group Inc, 2016).
Role of successful project manager
The role of project manager is important in respect to planning, executing, implementing
and monitoring. The different roles of project manager are demonstrated below:
Satisfaction of requirements: Project manager performs the activities related to
planning, executing, implementing and monitoring. Effective performance in respect to all
exercises by the project manager help in successful performance of launch event of college that

provides all necessary information to students. This will satisfies their requirement and help the
college to accomplish their objectives too.
Development of project and estimation of cost: Role of project manager is about the
use and application of the methodologies and techniques in effective completion of the project.
In respect to the current event of college, application of these techniques help in cost saving and
smooth functioning. The contribution of project manager is also effective in cost allocation and
estimation so, in accordance to that resources are managed.
Project managers are not only the coordinator and administrator. They perform the work
more than that behind the success of any event. The different type of work which are performed
by them includes leader and motivator that contributes in improvement of the zeal and
enthusiasm of the workers. The direct impact of the same is ascertained over their performance
and this will resultants into completion of event in effective and efficient manner (Pang and et.
al., 2016).
(b)
The different methodologies which can be used by the QA higher education for building
the event more successful in nature. This will not only help in effective performance of
procedures but also contributes in building stronger base that has end last contribution in
successfulness of project. Some of them which can be used in the launch event are defined
below:
PRINCE2
The full form used for its presentation is Project In Controlled Environment. This method
includes the process that help in effective management of any project. The methodologies consist
under this based upon the use of product based approach, business justification and definite
structure of an organisation. The grater of contribution of this is over risk management along
better controlling over resources (Petrică, 2017).
Process followed in PRINCE2
In process, seven step methodologies are followed which are defined below:
Start up of the idea: Determination of viability of the idea. If yes then approved by the
project board.
Initiation of project: Overall performance outline is prepared through considering many
questions. This will includes determination of management strategies, risk assessment etc.

Direction of project: Overall direction is provided to project through use of effective
decision making powers.
Control stages: At this stage, duties are assigned and guidance are provided.
Management of product delivery: Overall project or product is delivered through bring
integration in between the working of team and project manager.
Management of stage boundary: This includes two stages, one is where information is
provided in respect to performance to board. In second, understanding is built, approval is
ascertained in respect to next and review of same (Sá and Sabzalieva, 2018).
Project closure: Completion of project on time.
Strengths Weaknesses
 Flexible method used to any project.
 Elaborative process, planning covers
whole stages of project.
 Requirement of experience to apply.
 Time consuming in process.
Adoption of PRINCE2, effective when have good experience. In this situation help to
manage project is more significant manner in comparison to other methods.
CONCLUSION
It has been concluded from the above report that to complete any project successfully
requires to do many aspects related to planning, organising and controlling. Formulation of
Project initiation document has huge importance as this will help in coverage of planning in
respect to each aspect associated with successful completion of project such as Budget
information, Key staff, Stakeholder analysis, Timescale and objectives. WBS, Gantt chart and
critical path also effective methodologies which help in successful completion of project on time
through segregation of work in different stages. Development of Risk assessment plan help in
determination of associated risks long with mitigation measures. This has contribution in future
for improvement in overall performance of project manager.

REFERENCES
Books and Journals
Akanwa, E. E., 2015. International students in western developed countries: History, challenges,
and prospects. Journal of International Students. 5(3). pp.271-284.
Alamsyah, A. and Putra, M. R. D., 2019, July. Measuring Information Dissemination
Mechanism on Retweet Network for Marketing Communication Effort: Case Study:
Samsung Galaxy S10 Launch Event. In 2019 7th International Conference on
Information and Communication Technology (ICoICT) (pp. 1-7). IEEE.
Arora, S., Patel, J. and Ubeja, S., 2015. Event study on stock prices of Mahindra and Mahindra
Ltd.: A study on launch of Mahindra e2o. FIIB Business Review 4(4). pp.71-77.
Geschwind, L., Melin, G. and Wedlin, L., 2016. Mergers as opportunities for branding: the
making of the Linnaeus University. In Mergers in Higher Education (pp. 129-143).
Springer, Cham.
Karanu, N., 2017. Alliance for African partnership launch event, July 18-22, 2017 Dar e Salaam,
Tanzania summary report. African Journal of Food, Agriculture, Nutrition and
Development. 17(3). pp.1-12.
Kohstall, C., Nixie Labs, Inc., 2017. Launch-controlled unmanned aerial vehicles, and
associated systems and methods. U.S. Patent 9,599,992.
Lucchi, N. and Bonadio, E., 2018. Book Launch Event: Non-Conventional Copyright-May 17
2018-The Buchmann Faculty of Law, Tel Aviv University & S. Horowitz Institute for
IP.
Osterhout, R. F., Osterhout Group Inc, 2016. Unmanned aerial vehicle launch system. U.S.
Patent Application 14/271,028.
Pang, X. L and et. al., 2016, February. Infrasound Signal Analysis of Satellite Launch. In 2015
5th International Conference on Computer Sciences and Automation Engineering
(ICCSAE 2015). Atlantis Press.
Petrică, G., 2017. FIBO Application–Official Launch Event. International Journal of
Information Security and Cybercrime (IJISC). 6(2). pp.61-62.
Sá, C. M. and Sabzalieva, E., 2018. The politics of the great brain race: public policy and
international student recruitment in Australia, Canada, England and the USA. Higher
Education. 75(2). pp.231-253.
Online
PID. 2019 [Online]. Available Through: <https://www.stakeholdermap.com/project-
management/pid.html>