Project Management Techniques for Event Execution

This assignment discusses the necessity of project management for event execution, highlighting the benefits of breaking down activities into smaller components using a work breakdown structure. It also emphasizes the importance of risk assessment to ensure project success. The recommended use of Prince2 methodology is suggested for large-scale events due to its customization flexibility.

Project
Management

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
a) Project initiation document (PID)......................................................................................1
b) Stakeholder analysis...........................................................................................................3
TASK 2............................................................................................................................................5
Risk Register..........................................................................................................................5
TASK 3............................................................................................................................................9
Work break down structure (WBS)........................................................................................9
TASK 4..........................................................................................................................................10
Short report...........................................................................................................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Project management can be referred to as the set of processes comprising of initiation,
planning, formulation, monitoring, controlling and closure of work in a manner that results in
attainment of organisational goals and objectives in the specified time limit. The biggest
challenge in this framework is to ensure that the projects goals are attained within the stipulated
resources and constraints (Conforto and et. al., 2016). This coursework is based on QAHE (QA
Higher Education) which has recently carried out refurbishment of their teaching rooms and
computing labs in Manchester, Birmingham and London. This has been done so as to ensure that
students have access to high quality learning in regards with trending and latest technologies.
They are launching an event to gain attention of a larger quantum of students. This report
comprises of details about initiation of project, analysis of stakeholders, work breakdown
structure (WBS) and risk register. Also, it includes a short report on qualities of leadership and
sponsors to invest in upcoming event.
TASK 1
a) Project initiation document (PID)
This is one of the most significant as well as relevant aspects in project management
which lay the foundation of any project. In general terms, it can be assumed to be a reference
point amidst the whole project for the assistance and consideration of both the project team and
client (Gauthier and Ika, 2012). This document tends to combine the data which is obtained as a
result of initiation of a project and initiatives that have been taken within the project process in a
Prince2 dominated environment. A short summary of this documentation is devised in the
starting phase of a project and it is rendered to all those who possess an interest and willingness
in gaining knowledge about the details of project in the form of a number of parameters and
methodology utilised. Project Initiation Document (PID) comprises of information associated
with breakdown of finance, objectives, timescale, budget, approaches etc. In relation to the event
which is planned to be organised by QAHE, the PID has been given as follows:-
Title of project Launching of an event
Estimated budget Managing Director who is represented on the project by
Director of operations has provided around £50,000 for the
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launch of upcoming event to promote the activity of
refurbishment that has been done in the computing labs and
teaching rooms.
Brief break down of money  Locale: £18000
 Equipments: £13000
 Decoration: £6000
 Food: £8000
 Amusement: £5000
Start date 1st September, 2019
Finish date 5th September, 2019
Project Sponsor Managing director of the University
Project manager
Main objectives (short list of
key business related with why
project is being undertaken)
 Extensive advertisement to create awareness among
large quantum of students about the University.
 Promote the refurbishment of teaching rooms and
computer labs amidst the pupil of London,
University.
 Make this university more well renowned
 Gain a strategic as well as competitive advantage over
other universities providing the same course.
 Successful and feasible execution of the upcoming
event.
Overall suggested approach
(some essential points in
description of how objectives
can be attained)
 Designing and development of an optimum strategy
 Execution of effective strategies to assist in launch
 Updation of the news about upcoming event on
university's website
 Launch of event to create awareness amidst students
Reference(s)
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b) Stakeholder analysis
Stakeholders
Why they are fascinated
about project
Why they are not
investing in project
What made them
associated with the
project
Alumni These personnel are
enthusiastic about the
upcoming event as with this,
they have the chance to visit
the university again and
relive old memories. Also,
they are interested in
gaining an insight into the
initiatives that are being
undertaken by the institution
to enhance the quality of
education imparted to
students.
They have not done any
investment in upcoming
event as they are not
currently studying in the
universities and further
will not be there to
derive the benefits of
utilisation of latest
technologies and
techniques for enhanced
learning experience.
These pupil are
associated with the
project as they have
been fascinated to gain
knowledge about the
initiatives that are being
undertaken by the
university to enhance
the quality of education
(Greiman, 2013).
Suppliers For managing and
organising any event,
management of University
would require certain
resources which they will
have to procure from
suppliers. These resources
will assist them in making
sure that the event is
effectively executed within
the stipulated budget.
Suppliers are not doing
any investment in this
project in the form of
finance but they are
investing in terms of
provision of resources
required for execution of
the event.
They are associated
with this project as they
are going to get money
in return for the
resources they have
provided to project
manager.
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Sponsors Sponsors have keen interest
in the project as they are the
ones who possess the
opportunity to promote and
advertise their offerings to a
large number of people.
They can significantly grow
and acquire a larger market
share if they feasibly grab
the sponsoring opportunity
(Glukhov, Ilin and Levina,
2015).
These are the personnel
who have done massive
investment in the project
with the sole motive of
promoting their unique
offerings in public.
They are a significant
and essential
component of the
upcoming event as they
have the objective to
create awareness
among population
about the products and
services offered by
them in marketplace.
With this, they may be
successful in enhancing
their current base of
customers.
Students They are an important and
significant part of this
University and as past some
years have not witnessed
any sort of refurbishment so
they are keen to know and
experience the new and tech
way of academic learning.
Students are part of the
university only for a
specified period, till the
time they are taking
education by way of
course in university, thus
they have not done any
investment.
Students are associated
with this project as they
are the ones who will
be entitled to receive
the benefits of the
unique and latest
techniques that will be
used to enhance the
academic learning
process.
Faculty The staff possess a keen
interest in the upcoming
project as they will make
use of latest tools and
techniques to enhance the
standards of academic
They are not investing in
this project as they will
not be deriving any
benefits from the
upcoming project.
They are associated
with this project as they
are rendering education
to students within this
University.
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learning (Hällgren, 2012).
TASK 2
Risk Register
When an event is managed and organised, there is a large scope that project manager may
have to face certain hurdles or barriers that tends to hinder the feasible execution of project.
These are commonly referred to as risks. Risk register is the documentation of all the identified
risks in relation to an event. In relation with QAHE, they are coming up with an event so as to
create awareness among population regarding the refurbishment done by them within the
computer labs as well as teaching rooms. In context with this event, risks which are probable to
be associated are discussed below:-
S.
No.
Risk
Description
Probab
ility
Conseq
uence
Owner Mitigation Contingen
cy
Pre
action
weighti
ng
score
(10)
Post
action
weighti
ng
score
(10)
1 Improper
management of
budget may
result in over
costing.
High High Managi
ng
Directo
r
Keep excess
money for
dealing with
adverse
conditions in
suitable
manner
Devise a
back up
plan for
reducing
the
chances of
project
failure
9 7
2 In case the
planning is not
carried out in
an effective
manner, it may
Nomina
l
Minimal Project
manage
r
Maintain
cooperation
and
coordination
with
Try to do
manageme
nt of the
event in
the
8 6
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create
discrepancies in
the schedule
(Klein,
Biesenthal and
Dehlin, 2015).
organisers. stipulated
time for
event.
3 Over years,
they have been
making use of
traditional tools
but now the y
are opting for
latest
technology. In
this case,
inadequate or
insufficient
knowledge can
create risk.
High High Operati
ons
Directo
r
Gain high
knowledge of
the tools
which are
going to be
installed
within the
university
premises.
Hire a
specialist
who can
effectively
present the
techniques
to people.
10 9
4 Inadequacy of
resources
owing to lack
of funds
(Madter, Bower
and Aritua,
2012).
High High Managi
ng
director
Partner with
more
sponsors so
as possess
adequate
funds at all
times.
The funds
should be
first
utilised for
primary
resources
and then
used for
secondary
requireme
nts.
7 4
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5 Operational risk
s can take place
during
execution of
event (Seymour
and Hussein,
2014).
Modera
te
Reduce
d
Techni
cal
staff
Coordinate
and
cooperate
with every
member that
is a part of
this project
Optimally
utilise
each
strategy
taking into
considerati
on all the
related
aspects.
8 4
6 Any kind of
change in
governmental
policies and
procedures
before event
launch may
cause risk to its
success.
Low Margina
l
Project
manage
r
Constant
attention
should be
given to
government
policies.
Before
plans are
build they
must
consider
all rules of
governmen
t.
7 5
7 A delay in
supply of
adequate and
necessary
resources may
cause delay in
execution of
project
High Medium MD Ensuring
proper
inventory
management
prior to the
initiation of
this event.
Maintainin
g healthy
relation
with
suppliers
to keep
adequate
stock for
the launch
of event.
9 6
8 Safety risks
should be given
Averag
e
Broad Manag
er of
Consider all
issues which
Keeping
security
9 7
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top priority project. have
occurred in
past.
guards
and calling
police in
case of any
emergency
(Sharp,
Peters and
Howard,
2017).
9 Risk of low
management
Low Minimal Project
manage
r
If activities
are not
managed
effectively
and
efficiently,
then the
project
execution
will get
delayed
which will
have an
adverse
impact.
Carry out
rehearsals
so as to
ascertain
the
average
time
required
for
execution
of each
activity.
8 4
10 Risk of
Murphy's law
which states
that anything
can go wrong
(Spalek, 2013) .
Modera
te
Medium Project
manage
r and
person
nel
associa
Doing
brainstormin
g to evaluate
the adverse
outcomes in
advance.
Conducing
risk
assessment
procedures
prior to
planning
8 7
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ted
with
event
of event.
TASK 3
Work break down structure (WBS)
This refers to the breakdown of activities in small tasks in order to make sure that work is
completed in a timely manner. This provides assistance to project managers to achieve the goaols
of project within the stipulated time frame (Stellingwerf and Zandhuis, 2013). With the help of
this, project can be easily carried out and distributed amidst the team. It provides the overall
outline of the project that makes it easy for leaders to work in an effective manner.
Work Breakdown structure of Launch of Event within University
Life cycle of event of QAHE is 5 days in September during Freshers' week. Within this
time, focus is on the below mentioned activities:
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 Marketing: It is imperative for QAHE to execute such strategies which can assist in
making people aware about the upcoming event. Advertisement in newspapers, social
media, TV are some of the ways.
 Research: Marketing and promotional strategies will provide assistance in terms of
putting focus upon target audience inclusive of students, alumni.
 Quality: This acts as a key component for determining whether the event will be
successful or not.
 Financing: It is one of the most crucial aspects that should be taken into account to
ensure the successful organisation of event within the set time frame.
Tasks that are specified above can be executed by breaking them into subtasks which are
given below:-
 Marketing: To gain attention of large quantum of people, it is imperative to make use of
latest tools, techniques and technologies through which students can acquire knowledge.
QAHE must adopt optimum strategies to fascinate a large base of candidates. For this,
they can provide students access to demo inclusive of visit to classrooms in University
(Conforto and et.al., 2016).
 Quality: It is essential for management of university to manage the quality of facilities as
it's a large event and will have a significant impact on the image of University.
 Financing: Budget for the event is approximately £50,000. Further, sponsors can assist
in rendering extra financial assistance for this event.
 Research: This should be conducted prior to the launch of an event. This will assist in
gaining an insight into the behavioural characteristics of the target audience (Gauthier
and Ika, 2012).
Milestone
In context of QAHE, WBS is associated with the promotion and marketing activities. Ten
milestone for this event is set to gain the attention of over 15,000 students.
TASK 4
Short report
This report has been presented to Director of Operations in accordance with a number of
aspects which are specified in the report below:-
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Project Report
QA Higher Education has done refurbishment of teaching rooms as well as computer labs in
premises at Birmingham, London and Manchester. They are planning to launch an event to
create awareness among students. The major focus of this report is to ascertain the value of
leadership and other methodologies which can assist in managing the project.
Importance of Strong Leadership:
For successful execution of project, this is essential that a strong leadership is put into action.
The aim of this University is to market the changes that have been brought in the premises
(Glukhov, Ilin and Levina, 2015). It is imperative for project manager to be patient enough to be
able to achieve the milestones set for the event. Furthermore, a team leader will be able to
effectively manage the responsibilities associated with event and team.
Methodologies:
Waterfall, Prince2 and agile are some methods which can assist in management of project of
QAHE. Life cycles and scope of project can not be ascertained within Agile methodology. In
waterfall, each step can be mapped indicating the flow of progress at each stage. It helps in
appropriate documentation and determination of secondary solutions. In case any change occurs
then each phase has to be devised again indicating that it is time-consuming. Prince2 is a
customisable management technique which assists in gaining stipulated outcomes, however it is
not suitable while executing small projects (Greiman, 2013).
Recommendation:
As it is a large scale event, it is recommended to adopt Prince2 methodology as this technique
provides the choice of customization depending upon the requirements of event and project
manager.
CONCLUSION
From the above discussion, it can be concluded that project management is necessary for
executing the project in a desirable manner. Besides this, it is essential that the activities of the
project are broken down into smaller components by making use of a work break down structure
that assists in ensuring that work is being carried out in accordance with set targets. Further, it is
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essential that the project manager ascertain the risks in order to make sure that the success of
project is not hampered.
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