Lounge Event: Project Initiation Document, Work Breakdown Structure, Risk Management and Analysis

This assignment discusses the project initiation document, work breakdown structure, and risk management and analysis for a lounge event in QA higher education. It covers the budget, timescale, objectives, approach, key staff, and stakeholder analysis. It also includes the work breakdown structure and identifies various risks that can occur in the event.

Lounge event 1
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Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
a) Project initiation document......................................................................................................3
TASK 2............................................................................................................................................6
Work break down structure.........................................................................................................6
TASK 3............................................................................................................................................8
Risk management and analysis....................................................................................................8
TASK 4..........................................................................................................................................13
a) Importance of leadership.......................................................................................................13
b) Methodologies.......................................................................................................................13
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16
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INTRODUCTION
Project management refers to planning, organising, completing, activities and task in order
to attain specific goals and objectives. It also includes many significant components like time
scale, budget, risk, etc. that are defined by project manager. The project manager is responsible
for overall undertaking and completion of project (Kermanshachi, and et.al., 2016). Here,
current project is based on QA higher education. They have furnished computer labs and other
rooms. Thus, a lounge event is organised in order to attract more students. In this assignment it
will describe about PID. Moreover, how stakeholder role is crucial in project. In addition, several
methodologies of project will be described in it. Furthermore, types of risks are identified that
can occur in event.
TASK 1
a) Project initiation document
For every project it is necessary to develop a PID. This is because it is crucial components
in project management. It gives insight about what activities are to be followed. Moreover, it
helps manager to develop strategies that how project has to be completed. Thus, in QA higher
education they are planning to organise a lounge event to attract students. Furthermore, main
purpose is to provide high quality teaching environment with advance facilities to students.
Therefore, the PID of event is as follows :-
Project title
Launching of lounge event in QA higher education to attract students in university and
celebrate success of project (Sperry, and Jetter, 2019).
Background
QA higher education is a university located in London and has completed refurbishment
of classrooms and labs. The purpose is to provide high quality learning environment to them.
Budgetary information –
In project it is necessary to estimate budget so that resources are allocated in proper way.
Also, it gives insight about costs and expenses that can incur in event. Alongside, manager is
able to identify sources of funds by determining actual requirement of project. In current project
the budget required is as follows :-
Requirement Cost
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Cost of venue €10000
Catering services €7500
Security €5000
Transport €12000
Marketing €5000
Other materials €8000
Total €47500
Timescale
It is also a crucial element in project for its completion. The manager develop schedule
on basis of task. Through it, starting and ending time of each activity is identified. Thus,
according task are allocated and monitoring is done. If any activity is not completed on time than
it results in delaying further task in project. For organising lounge event the time required will be
1 month.
Objectives
They are those aims and goals that is required to be attained in project. The manager has
to define specific objective so that they are attained and project is successful. Furthermore, on
basis of objective the outcomes depend. If they are not set or defined according to project then it
can result in failure (Sanchez, and Terlizzi, 2017). The objective of project is to organise lounge
event for refurbishment of QA higher education computer labs. Another goal is to launch event
to attract student.
Approach
It is important for manager to make sure that team members are engaged in project. In
addition, the tasks in project are proceeded in systematic way. It benefits in ensuring that all
activities goals are achieved. However, selection of approach depends on project manager and
type of project. Generally, there are different methodologies that are followed which is agile,
PRINCE, etc. It is useful in completion of project in deadline.
Key staff
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A project required experienced and qualified staff to perform activities. Each of them is
assigned different role and contribute in project. So, in recent event there are number of staff
which is required like event manager, quality executive, etc.
Stakeholder analysis -
There are many stakeholders in project that support in decision making. Also, they
provide relevant data and info as well. The manager needs to identify interest of stakeholder so
that their needs are fulfilled. In organising lounge event there are many stakeholders that is as
follows :- (Lee and et.al., 2015)
Stakeholder Interest Impact Priority
Technical team They are responsible
for technical
installation and
making it more
advanced.
High 2
Financial team They are responsible
for allocating funds
and managing cash
flow smoothly.
Moderate 2
Event sponsor They are responsible
for providing funds to
organize event.
High 1
Students They need to get
advance technologies
so that they can get
good learning
environment.
Moderate 4
Event manager Individual has interest
to complete this event
within specified time
and cost.
High 1
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Media They are involved in
board casting and
marketing of event.
Moderate 2
Local council The government will
grant permission to
college for organizing
event
High 1
Volunteers They are those who
are responsible for
managing overall
event activities.
High 2
Public They need to watch
event activities
Low 3
TASK 2
Work break down structure
Task Name Duration
Planning 9 days
Forming objectives 2 days
Conducting meeting 3 days
Draft event program 2 days
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Report 2 days
Inviting students 10 days
Preparing guest list 5 days
Sending invitation 3 days
Taking feedback 2 days
Technical and research 4 days
Research and development 2 days
Implementing techniques 2 days
Program 14 days
Planning draft 3 days
Guest confirmation 2 days
Managing accommodation 7 days
Confirm program
2 days
Catering 4 days
Designing menu 2 days
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Selecting items 2 days
Communication 6 days
Invitation print 2 days
Promotion of event 4 days
closure 1 day
End of event 1 day
Task Name Duration Start Finish Predecessors
Planning 9 days Mon 12/2/19 Thu 12/12/19
Forming objectives 2 days Mon 12/2/19 Tue 12/3/19
Conducting meeting 3 days Wed 12/4/19 Fri 12/6/19 2
Fdraft even program 2 days Mon 12/9/19 Tue 12/10/19 3
Report 2 days Wed
12/11/19 Thu 12/12/19 4
Inviting students 10 days Wed
12/11/19 Tue 12/24/19
preparing guest list 5 days Wed
12/11/19 Tue 12/17/19 4,2
sending invitation 3 days Wed
12/18/19 Fri 12/20/19 7
taking feedback 2 days Mon
12/23/19 Tue 12/24/19 8,2,3
technical and research 4 days Wed
12/25/19
Mon
12/30/19
research and
development 2 days Wed
12/25/19 Thu 12/26/19 9
implementing
techniques 2 days Fri 12/27/19 Mon
12/30/19 11
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program 14 days Tue 12/31/19 Fri 1/17/20
planning draft 3 days Tue 12/31/19 Thu 1/2/20 12
guest confirmation 2 days Fri 1/3/20 Mon 1/6/20 14
managing
accomodation 7 days Tue 1/7/20 Wed 1/15/20 14,15
confirm progam 2 days Thu 1/16/20 Fri 1/17/20 16
catering 4 days Mon 1/20/20 Thu 1/23/20
design menu 2 days Mon 1/20/20 Tue 1/21/20 17
selecting items 2 days Wed 1/22/20 Thu 1/23/20 19
communication 6 days Fri 1/24/20 Fri 1/31/20
invitation print 2 days Fri 1/24/20 Mon 1/27/20 20
promotion of event 4 days Tue 1/28/20 Fri 1/31/20 22
closure 1 day? Mon 2/3/20 Mon 2/3/20 23
end of event 1 day Tue 2/4/20 Tue 2/4/20 24
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TASK 3
Risk management and analysis
In a project there are many risks that can occur. The impact of risk depends on its level and
type of risk. So, it is necessary for project manager to identify risk and mitigate its impact. This
is because it enables in completion of project in effective way. Beside this, risk register is
beneficial in finding out areas where risk can occur and what measures can be taken. Thus, in
QA higher education the risks are described below :-
Technical risk- it is major risk that can occur. Here, in evet technical issues may occur that can
lead to failure of compute systems. So, due to this time and cost can increase as well. It can
impact on project completion. (Daniel, and Daniel, 2018)
HR risk – This risk can also occur in event. It might be possible that the skilful and qualified
staff is not available for event. Due to it, tasks are not completed in specified time. Moreover,
staff can leave event in between and do not finish their work in time.
Financial risk – This is crucial risk that can occur in event. There are high chances that a project
may require more budget as estimated. So, it might become difficult for manager to allocate
resources and complete project in given time. In event its cost can rise due to lack funds or any
other problem. It can impact on project to a great extent.
Scope risk – It is risk that can occur as event might not be successful and is not able to attract
large number of students and people.
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Legal – It might be possible that the permission is to granted by government to organise event. in
this case the event will not happen.
Environmental - it is a risk that is most critical. During an event it might be possible that
environment may get worse. Furthermore, natural disaster can occur during event. This can lead
to critical consequences at site. (Willems, and Vanhoucke, 2015)
Transportation risk – This risk can occur if transportation services are not available. So, it will
restrict people to reach event on time.
No Risk Risk
owner
Or
respon
sible
person
Likelihoo
d
Impact Mit
igat
ing
Contingenc
y action
Pre-weighting
score
Post-
weightin
g score
Risk
scor
e
1 Tech
nical
risk
Projec
t
manag
er,
techni
cal
manag
er
Moderate High Technical
manager and
project
manager
should
monitor task
time to time
and have to
ensure correct
machines are
being
installed.
Testing
of each
machine
should be
on time.
5 3 15
2 Hum
an
reso
urce
Projec
t
manag
er
High High Project
manager
should give
training to
Close
monitori
ng and
controllin
5 4 20
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risk employees
and have to
motivate them
so that they
perform well
in the project
g should
be done.
3 Fina
ncial
risk
Finan
cial
team,
projec
t
manag
er
High High Fund
allocation
should be
done properly
and it is
essential to
manage cash
outflow and
keep records
so that
unnecessary
expenditures
can be
avoided.
Close
monitori
ng and
record
keeping
5 5 25
4 Scop
e
risk
Projec
t
manag
er
Low High Market
research and
monitoring
Controlli
ng over
all
activities
2 3 6
5 Desi
gnin
g
risk
Archit
ecture
or
design
ing
Moderate High Research
before making
final design
and share
details with
Monitori
ng and
controllin
g over
existing
1 2 2
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team investors so
that their
views can be
considered
while making
designs
designing
work and
its
impleme
ntation
6 Envi
ronm
ental
risk
Projec
t
manag
er,
constr
uction
head
Moderate Moderate Take guidance
of climate
expert team to
know weather
condition in
coming future
Proper
interactio
n with
environm
ental
team and
prepare
continge
ncy
activity
as well
that
would be
performe
d if there
is poor
climate
so that
project
don’t get
delayed.
4 3 12
7 Econ
omic
risk
Projec
t
manag
er
Moderate High Hiring expert
person who
has good
knowledge of
Market
research
and close
eye over
3 3 9
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market market
fluctuatio
ns
8 Lega
l risk
Projec
t
manag
er
Low High Taking prior
permission
Follow
legal
norms
1 2 2
9 Tran
sport
ation
risk
Projec
t
manag
er
High Moderate Make
agreement
with suppliers
to give timely
delivery
Making
time to
time
connectio
n with
supplier
2 3 6
10 Chan
ges
in
stude
nt
prefe
renc
es
Projec
t
manag
er
Moderate High Take feedback
from learners
to know their
views before
designing the
project
Gain
confiden
ce of
students
and make
them
aware
with
importan
ce of this
project
2 2 4
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TASK 4
a) Importance of leadership
In order to effective complete project on time, strong and advance leadership qualities and
attributes are required. This is because it allows leader to make event successful. Moreover,
activities are managed and monitored by leader. They direct and guide team members that how
to perform activities in creative way. besides, leader is able to assign roles to them as per their
skills and abilities. The leadership helps in communicating with other and monitoring. It also
supports in working as per schedule. (Brown, and Grundy, 2016)
b) Methodologies
A project is undertaken for specific purpose. It follows particular methodology on basis of
which task are performed. Usually, the selection of method is based on type of project. There are
several methods that can be used by project manager. Each method works in distinct way and
differs from one another. Alongside, they are having pros and cons as well. The methodology is
defined as below :-
Prince 2 method – this is process based method that emphasis on organisation. It aims at
controlling project from beginning to end. Here, each stage is defined in detailed with structure.
it enables in getting desired outcomes. (Prince2 methodology & advantages. 2018)
Pros
Through it, stakeholder needs are effectively fulfilled as it focuses on control of project
activities.
The method is tested that gives desired outcomes.
The quality of project is maintained as members are aware about actual goals and objectives
Cons
It is contract based approach rather than people based.
Waterfall method- it is also known as SDLC model as project is divided into different phases.
It is sequential based method as output of one stage acts as input of next stage.
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Pros
The sequential method helps in determining what next activity is.
Data and information is clearly transferred from one stage to another. This enables in completing
task on time. (Cameron, Sankaran, and Scales, 2015)
Requirement is well documented and clear.
Cons
As stages are based on one another, any delay in one directly impact on another.
High risk is involved in it.
Agile method – this method practice repetition of activities by testing in project. The project is
broken into activities is used for small projects only.
Pros
Quality is ensured and maintained throughout project
There is high flexibility in using this approach.
Cons
Due to high flexibility manager is not able to plan activities.
It consumer more time to break project (Turner, and Ledwith, 2018)
Recommendation to project sponsor
In order to complete project in deadline and effective way, the project sponsor should use
Prince 2 method. It is because this will enable in breaking event into small tasks. Moreover, the
manager will be able to control and maintain quality of project. Apart from it, stakeholders needs
will be determined and then fulfilled. Alongside, another benefit of using this method is
standardisation. It will allow everyone to involve in project. Hence, risk will be avoided through
it.
CONCLUSION
It can be summarised that project management is practice of planning and completing
project. A project initiation document consists of several components such as cost, time, scope,
etc. it gives insight about what are activities. The stakeholder analysis is done to identify needs
of stakeholder. Furthermore, risk register includes different types of risk and its level. In project
effective leadership is required to manage tasks and maintaining quality of project. besides, there
are several project management methodologies that can be applied like Prince2, Agile, waterfall,
etc. Each method differs from other.
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REFERENCES
Books and journals
Brown, L. and Grundy, T., 2016. Project management for the pharmaceutical industry.
Routledge.
Cameron, R., Sankaran, S. and Scales, J., 2015. Mixed methods use in project management
research. Project Management Journal, 46(2), pp.90-104.
Daniel, P.A. and Daniel, C., 2018. Complexity, uncertainty and mental models: From a paradigm
of regulation to a paradigm of emergence in project management. International journal of
project management, 36(1), pp.184-197.
Kermanshachi, S., and et.al., 2016. Project complexity indicators and management strategies–a
Delphi study. Procedia Engineering, 145, pp.587-594.
Lee, L. and et.al., 2015. Learning through interactions: Improving project management through
communities of practice. Project Management Journal, 46(1), pp.40-52.
Sanchez, O.P. and Terlizzi, M.A., 2017. Cost and time project management success factors for
information systems development projects. International Journal of Project
Management, 35(8), pp.1608-1626.
Sperry, R.C. and Jetter, A.J., 2019. A Systems Approach to Project Stakeholder Management:
Fuzzy Cognitive Map Modeling. Project Management Journal, p.8756972819847870.
Turner, R. and Ledwith, A., 2018. Project management in small to Medium‐Sized enterprises:
Fitting the practices to the needs of the firm to deliver benefit. Journal of Small Business
Management, 56(3), pp.475-493.
Willems, L.L. and Vanhoucke, M., 2015. Classification of articles and journals on project control
and earned value management. International Journal of Project Management, 33(7),
pp.1610-1634.
Online
Prince2 methodology & advantages. 2018. [online]. available through
<https://www.graspskills.com/blog/prince2-methodology-advantages/>
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