Project Initiation Documentation (Doc)
Added on 2021-02-19
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PROJECT
EXECUTIVE SUMMARYFor accomplishing a particular project, it is very necessary to have some sort of soundleadership on the part of Project manager for guiding the project in a right direction. . The reportwill highlight a project initiation document, stakeholder analysis, a risk register, work breakdown structure, Gantt chart and timescale. Budget refers to the expenditure plan in whichrevenues and expenses for a specific period is estimated. The budget provided for launching theevent is £50000. This maximum limit within which the aforesaid project has to be completed.For accommodating large number of people, proper parking facilities is to be arranged. Projectmanager for offering parking services will hire people to make the parking of vehicles organized.Project scope refers to deliverables of the project. It shows requirements, objectives andassumptions adopted for preparation of project.That perform their task to monitor performanceof each activity for the event so that event could be organized in the most efficient mannerwithout any error or mistake, the event manager needs to take care about each key person and settheir plans accordingly in order to eliminate negative influence of these stakeholder.
Table of ContentsTable of Contents.............................................................................................................................31. INTRODUTION..........................................................................................................................42. PROJECT INITIATION DOCUMENT (PID)............................................................................4Budgetary information.................................................................................................................4Timescale.....................................................................................................................................4Project objectives.........................................................................................................................5Aim..............................................................................................................................................5Approach......................................................................................................................................5Key staff.......................................................................................................................................6Stake-holder's analysis.................................................................................................................7Project scope and exclusions.......................................................................................................8Constraints...................................................................................................................................8Deliverable...................................................................................................................................9PROJECT PLAN...........................................................................................................................10Work break down structure........................................................................................................10Gantt chart..................................................................................................................................11Risk Register..............................................................................................................................14REPORT........................................................................................................................................17Project Leadership.....................................................................................................................18Evaluation of Methodologies.....................................................................................................18CONCLUSION..............................................................................................................................20REFERENCES..............................................................................................................................22APPENDIX 1.................................................................................................................................24
1. INTRODUTIONProject management is a process of systematically planning and organizing the availableresources of a business enterprise in channelizing them towards a specific activity or task whichis too accomplished within a specific time frame. For accomplishing a particular project, it isvery necessary to have some sort of sound leadership on the part of Project manager for guidingthe project in a right direction (Hattie, 2015). The present project report is about a project of alaunch event for publicizing the refurbishment which QA Higher Education has done forfacilitating the students with excellent learning environment and latest technology for supportingtheir studies and teaching. The report will highlight a project initiation document, stakeholderanalysis, a risk register, work break down structure, Gantt chart and timescale. Further,importance of strong leadership and several methodologies of project management will bediscussed.2. PROJECT INITIATION DOCUMENT (PID)Project initiation document is a reference point throughout the project. In other words, project documentationincludes an overview of all the activities and tasks that are to be undertaken by specified member, the manner inwhich they are to be undertaken, in what time activities have to completed, what are the constraints, scope ofproject, budget information, approaches, risks associated with the implementation of project etc. Budgetary informationBudget refers to the expenditure plan in which revenues and expenses for a specific period is estimated. It actsas a guide for manager within which the activities of the undertaken project has to be planned and implemented.The budget provided for launching the event is £50000. This maximum limit within whichthe aforesaid project has to be completed (Al-Emran and et., al., 2016). For example, forarranging food and drinks for the audience, the catering expenses that are to be incurred will be£16000 for serving the University students. For inviting dignitaries, it is estimated that £5000will be incurred. A music band will be hired for making the evening entertaining which will costaround £3000. A complete budget is prepared for the launch event which is enclosed inAppendix 1.TimescaleTimescale refers to the time in which the tasks or activities of the project will be completed. For launching theevent of publicizing the refurbishments done by QA Higher Education, the project manager has set time for differentactivities. For example, For arranging the event requirements, the time limit set is 5 days. Identification of event venue- 2 dayevent marketing- 4 dayssending invitations- 3 days
event planning – 6 daysSetting up technological infrastructure – 2 daysFood & beverage planning- 3 daysProject objectivesThe project of launching the event has following objectives:To publicise the enhanced infrastructure of the University premises in fresher's week in September.To attract students and ensures them that University premises are full of required infrastructure.To increase the admission enrolments for the University To improve the competitiveness and reputation of University by flashing off the amenities offered by QAHigher Education. AimAim: “To publicize the refurbishments of QA Higher Education for enhancing the learningenvironment and learning technology for students”.ApproachThe project manager is going to undertake the project in a well organization manner. Asystematic approach will be followed by the manager. After a thorough research, usingbenchmarks, the project manager has observed that other event companies offers entertainingservices such as musical night for engaging the students, offering a tour of renovated buildingthrough innovative ways. For accommodating large number of people, proper parking facilities isto be arranged. Project manager for offering parking services will hire people to make theparking of vehicles organized (Martín-Gutiérrez and et., al., 2015). Further, the project managerhas decided to hire the services of event management specialists for ensuring the launch eventtakes place without any hurdle. For getting the supplies for the event, the project manager wouldconsider all the reliable suppliers and would evaluate each one of them in terms of quality andcosts. After such evaluation the project manager has selected the supplier has offers good qualitysupplies at the price which is within the budgeted boundaries of manager. For marquee settings and PA systems, the project manager has contacted the local service provider who hasagreed to provide decent quality services at the rate affordable by event manager. Project manager has consideredthe requirement of stewards for looking after the food supplies at event venue, managing the crowd, and lookingafter any potential hazards that could take place at such gathering. For acquiring the services of stewards, themanager has contacted event Management Company that will sent the required number of stewards on the particulardate.
Key staffIt is one of the most important analysis to be made for project management purpose. Keystaff and key stakeholders are those that plays a vital role in successful completion of overallproject and they also have their personal or professional interest in the completing the project.Key staff are some leaders, managers, etc. That perform their task to monitor performance ofeach activity for the event so that event could be organised in the most efficient manner withoutany error or mistake. Key stakeholders and key staff in the present event management are asunder:Staffs requiredRole in managing this projectProject ManagerProject manager is held responsible for scheduling completeevent in such a manner that it would facilitate the University inpublcising its recent modifications and refurbishments of makingthe teaching environment more soothing for students and teachersin the freshers week of September.Director -Project SponsorProject sponsor is one of the most key stakeholders relating to aproject. It provides the financial and technical support to theproject manager in guiding the project towards a right direction.Itis key decision maker wherein all the material decisions are toformed with its approval.Risk- assessment ManagerThis manager is concerned with the assessment of risks whichcould potentially affect the success of a project in a negative way.Risk manager is one who maintains the risk register and makesprovisions for mitigating such risks.Functional ManagerFunctional manager is that person who is embedded with equalresponsibilities like that of a project manager. The only differenceis that functional manager is concerned with the distribution ofresponsibilities and tasks amongst the team members. It alsomonitors the performance of planned activities.
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