EXECUTIVE SUMMARY For accomplishing a particular project, it is very necessary to have some sort of sound leadership on the part of Project manager for guiding the project in a right direction. . The report will highlight a project initiation document, stakeholder analysis, a risk register, work break down structure, Gantt chart and timescale. Budget refers to the expenditure plan in which revenues and expenses for a specific period is estimated. The budget provided for launching the event 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. Project manager 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 and assumptions adopted for preparation of project.That perform their task to monitor performance of each activity for the event so that event could beorganizedin the most efficient manner without any error or mistake, the event manager needs to take care about each key person and set their plans accordingly in order to eliminate negative influence of these stakeholder.
Table of Contents Table of Contents.............................................................................................................................3 1.INTRODUTION...........................................................................................................................4 2. PROJECT INITIATION DOCUMENT (PID)............................................................................4 2.1 Objectives..............................................................................................................................4 2.2 Aim........................................................................................................................................4 2.3 Budgetary information...........................................................................................................4 2.4 Approach................................................................................................................................5 2.5 Timescale...............................................................................................................................5 2.6 Project scope and exclusions.................................................................................................6 2.7 Constraints.............................................................................................................................6 2.8Deliverable.............................................................................................................................7 2.10 Key staff and Stake-holder's analysis..................................................................................8 PROJECT PLAN.............................................................................................................................8 Work break down structure..........................................................................................................8 Gantt chart....................................................................................................................................8 RISK RANGE..................................................................................................................................8 REPORT........................................................................................................................................10 5.1 Project Leadership...............................................................................................................10 5.2 Evaluation of Methodologies...............................................................................................10 CONCLUSION..............................................................................................................................12 REFERENCES..............................................................................................................................14 APPENDIX1.................................................................................................................................16 APPENDIX 2.................................................................................................................................17 APPENDIX 3.................................................................................................................................18 APPENDIX 4.................................................................................................................................21
1.INTRODUTION Project management is a process of systematically planning and organizing the available resources of a business enterprise in channelizing them towards a specific activity or task which is to accomplished within a specific time frame. For accomplishing a particular project, it is very necessary to have some sort of sound leadership on the part of Project manager for guiding the project in a right direction. The present project report is about a project of a launch event for publicizing the refurbishment which QA Higher Education has done for facilitating the students with excellent learning environment and latest technology for supporting their studies and teaching. The report will highlight a project initiation document, stakeholder analysis, a risk register, work break down structure, Gantt chart and timescale. Further, importance of strong leadership and several methodologies of project management will be discussed. 2. PROJECT INITIATION DOCUMENT (PID) Project initiation document is a reference point throughout the project. In other words, project documentation includes an overview of all the activities and tasks that are to be undertaken by specified member, the manner in which they are to be undertaken, in what time activities have to completed, what are the constraints, scope of project, budget information, approaches, risks associated with the implementation of project etc(Young, 2016). 2.1 Objectives The 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 ToimprovethecompetitivenessandreputationofUniversitybyflashingoffthe amenities offered by QA Higher Education. 2.2 Aim Aim : “To publicize the refurbishments of QA Higher Education for enhancing the learning environment and learning technology for students”. 2.3 Budgetary information Budget refers to the expenditure plan in which revenues and expenses for a specific
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period is estimated. It acts as 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 which the aforesaid project has to be completed. For example, for arranging 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 £5000 will be incurred. A music band will be hired for making the evening entertaining which will cost around £3000. A complete budget is prepared for the launch event which is enclosed in Appendix 1. 2.4 Approach The project manager is going to undertake the project in a well organization manner. A systematicapproachwillbe followed by themanager.After athorough research,using benchmarks, the project manager has observed that other event companies offers entertaining services such as musical night for engaging the students, offering a tour of renovated building through innovative ways. For accommodating large number of people, proper parking facilities is to be arranged. Project manager for offering parking services will hire people to make the parking of vehicles organized. Further, the project manager has decided to hire the services of event management specialists for ensuring the launch event takes place without any hurdle. For getting the supplies for the event, the project manager would consider all the reliable suppliers and would evaluate each one of them in terms of quality and costs. After such evaluation the project manager has selected the supplier has offers good quality supplies 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 has agreed to provide decent quality services at the rate affordable by event manager. Project manager has considered the requirement of stewards for looking after the food supplies at event venue, managing the crowd, and looking after any potential hazards that could take place at such gathering. For acquiring the services of stewards, the manager has contacted event management company that will sent the required number of stewards on the particular date. 2.5 Timescale Timescale refers to the time in which the tasks or activities of the project will be completed. For launching the event of publicizing the refurbishments done by QA Higher
Education, the project manager has set time for different activities. For example, for arranging the event requirements, the time limit set is 5 days. Identification of event venue- 2 day event marketing- 4 days sending invitations- 3 days event planning – 6 days Setting up technological infrastructure – 2 days Food & beverage planning- 3 days 2.6 Project scope and exclusions Project scope refers to deliverables of the project. It shows requirements, objectives and assumptions adopted for preparation of project. The project scope also provides information regarding boundaries for performance of project(Nicholas, 2018). In addition, project exclusion shows those things, assumptions and values that are being excluded from the overall project due to any reason. In the present project, the scope of organizing7the event is also limited. The overall management in the project is being done by managing the limited resources of available with project manager of event. 2.7 Constraints Project constraints are directly linked with the quality of the project in regards of project deadlines, project budget and its scope. Thus, these are related to project time, cost, schedule. These are also known as project triangle or iron triangle or triple constraint. However there are many other constraints also,namely risk , resource and quality. Scope constraint:- this focuses on the expected outcome of the project. In the given project the scope is to train the students about the higher education, this is the exact outcome of the project. Time constraint:- this refer to time in which project to be delivered. This means the total time of project. In the provided project, the time limit is predetermined as and when it is started which approximately 25days. Cost constraint:- this is all about related to money of the project to achieve the expected outcome of project. In the given project, overall cost of project is predetermined to achieve the scope of project to train and guide the student about higher education(Ansoff and et.al., 2018).
Risk constraint:- risk is associated with any of the project, this provides about the wrong things and how it can be corrected. In the project provided, the risk of its failure is associated which can be reduced or can be eliminated by the enforcement of good management team. Thus, these are required for the successful project completion, change in one constraints leads to change in other constraints also. 2.8Deliverable Project deliverables refers to the results of the project which are expected on the completion of it. It can be tangible or intangible in nature, can be in the form of goods or service, report , document or any other thing(Stolzer,2017). These are the requirements of the particular project or it can be said as the predetermined contractual obligation of the project manager or person to deliver the expected result of the project.Sometime these deliverables are to be understand or provided as the manual instructions.In the given project the deliverables are as under: Provide the better environment and infrastructure for the students enrolling in the higher education. Increase the enrollment of student as well as reputation of university. Provide the technology and those facilities which are required for such higher education. Deliverables decides or analyse the success rate of any project and provide the information related to its success. 2.9Assumptions Assumptions of the project refers to the anything which assumed to be right or true but no guarantee can be given in this regard. This can also be said as the circumstances or event which can be happened in the project life cycle but there is no confirmation of happening of these events.The project manager in the present project has assumed the following things: Financial:- this means the assumptions related to finance of project, it deals with budget of project.The project manager for the current project of launching an event for puclicing the refurbishment by QA Higher Education was assumed to be 50000 pounds. Methodology:-this assumption provides that the same or pre existing methodology is to be adopted in project(Todorović and et.al., 2015). Facilities:- different types of facilities are required in the project, it is assumed that all are
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provided to the project manager with respect to the time and availability. It is provided that change in the assumptions of the project can typically and significantly affect the project. So proper due consideration is required before changing any assumption. Where change is necessary, then only change the assumptions of the project. 2.10 Key staff and Stake-holder's analysis It is one of the most important analysis to be made for project management purpose. key staff and key stakeholders are those that plays a vital role in successful completion of overall project 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 of each activity for the event so that event could be organised in the most efficient manner without any error or mistake. On the other hand, key stakeholders are generally those who have invested their fund for organisation of event. They have there personal interest with the successful completion of event, as they gets share in the profit earned from the project. further, it can also be said that both the key stakeholders and key staff have their own influence in the completion of event. In this regard, the event manager needs to take care about each key person and set their plans accordingly in order to eliminate negative influence of these stakeholders(Lee, 2017). PROJECT PLAN Work break down structure Itisadeliverableorienteddecompositionofundertakenprojectintosmallerand manageable components. It is a hierarchical breakdown of entire project wherein the activity and tasks are assigned to people according to their capabilities. Gantt chart It means graphical or pictorial representation of schedule of project. The timeline of the project is represented in the graphical way against the activities involved in the project. RISK RANGE Risk Register is defined astechniquethrough which risks associated with a project is assessed andanalyse. For current event launch, following is the risk register: RiskDescriptionWays of mitigating the risk Degree Cost riskCostsassociatedwithAppropriateplanningHigh
project,ifisspend beyond the limit set in abudget,itcould seriouslyimpactthe efficiencyand profitabilityof undertaken project. tools could be used for controlling the costs of the project. GovernanceriskThis risk is associated withmanagement performance.The impactofsuchrisk would on inefficiency andin-effectivenessof theprojectof launchingtheevent (WiseandHarris, 2017) Strict policy and rules could be set by project leader for maintaining theeffectivenessof governance. Moderate Market risksThisriskinvolves competition.The impact of this risks is that if any shortcoming isassessedinthe undertakenproject, customershavewide varietyofoptionsto choose from. Offeringtheservices inthemannerthat exactlymeetsthe expectationsand requirementsof clients.Thiswould helpincustomer satisfaction. High
REPORT 5.1 Project Leadership Project leadership in the simpler terms refers to the practise of leading a team wherein a project leader guides, motivates and supports its team members for channeling them towards a particular direction, I.e., successfully accomplishment of the proposed task.Project leadership is more concerned about the people as against the tactical management oftasks. In other words, project leadership can be referred to as project organization.Project leadership is not only performing of the individual tasks effectively but it is more about management of the people involved in a specific project. It is the duty of every project leader to empower and motivate its team mates for successfully attaining the objectives of the undertaken project (Yaraand et.al., 2015) Project leadership in the present case study, wherein a project of launching an event is undertaken., it is very necessary that all the activities goes with a flow for making it as a successful launch event. If there is no leader or if there is no one in the project team who lead a project, it will result into mess, chaos and unorganized team who will be working individually. The project manager is expected to posses some sound leadership qualities for the purpose of making right decisions for the project completion, appropriate planning skills for estimating the expenses that are to incurred for completing the project, arrangement of the resources, setting deadlines for the activities and rationally assigning the tasks and responsibilities between the teammembers.Moreover,asuccessfuleventlaunchispossiblyonlywhentheproject management ensured that havean efficient communication system. Communication is the essence of leadership and possessing that skill would help the project manager in managing the entire activity of launching the event (Schönsleben,2018). 5.2 Evaluation of Methodologies Several project management methodologies exists which have their own set rules, principle, process, benefits and drawbacks.It is very necessary for the project manager to select a methodology which aptly suits the purpose and objectives of the proposed project. Below is the evaluation of different project management methodology: Agile methodology: It is that type of methodology which can be defined as a process in which demands and solutions goes hand in hand by the way of collaboration between project team and the customers.
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In other words, it can be said that a product or project is under taken by taking in consideration the inputs of customers and where both cross functional teams andtheircustomers.Itis recognized as a people focused approach of undertaking and accomplishing a project (Frawley, 2015). The major benefits of this methodology is that, it is simple and enhances customer satisfaction by involving the client or user at every stage of project completion. It improves the collaboration, coordination and communication within the team members of the project. It is also considered as one of the most adaptive methodology which takes into account changing requirements of the customers. This makes it a suitable project management methodologyfor the kinds of projects that requires higher level of flexibility and which have higher degree of uncertainty and complexity. Waterfall methodology: It is considered as one of the traditional project management methodology wherein progress of a project takes place on a sequential basis. This methodology emphasizes that project manager can step into next stage only after the completion of earlier step. It includes following stages such as; analysis, Design, Coding, testing, operations.It isthatkind of project management methodology which focuses on the documentation. Thebenefitofthismethodologyisthatitfacilitatesmanagerialcontroland departmentalization. Things takes place in an extremely organized manner. It is also best suitable for the projects which are of smaller in size. Furthermore, it is the most simpler methodology that is easy to understand and implement (Zamora and et.al., 2018). However, the problem with this methodology is that it does not allow the kind of flexibility to the project manager since, only after completion of one stage, other activities could be started. This makes this methodology time extensive;. Thus, it can be said that for undertaking the present projecting of publicizing the refurbishments did by QA Higher Education, agile methodology is more suitable and it will facilitate the project manager with higher degree of flexibility. Further, it would also aid the manager in working in collaboration with its client that ultimately help in successfully launching event and enhance the customer satisfaction.
CONCLUSION From the above project report, it can be concluded that for successfully accomplishing a project, it is very necessary that things or activities takes place in a very orderly manner, and must be appropriately managed. In the report, it was seen that project initiation document is reference point throughout the project. In other words, project documentation includes an overview of all the activities and tasks that are to be undertaken by specifiedteam member. Further, various methodologies of project management was studied such as agile, waterfall. The project manager was recommended to employ agile technology for accomplishing its project of launch event as this methodology allows maximum flexibility to manager through which they can incorporate changes even at the last minute. Moreover, this methodology is characterized by higher degree of collaboration between project’s team and client which ensures higher customer satisfaction.
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Lee, W. S., 2017.Stakeholder Management for Sustainable Event Management in Malaysia Science, Technology, Engineering and Mathematics (Stem) Educational Event(Doctoral dissertation, UTAR). Frawley, S., 2015. Organizational power and the management of a mega-event: The case of Sydney 2000.Event Management,19(2), pp.247-260. Ansoff, H.I. and et.al., 2018.Implanting strategic management. Springer.\ Stolzer, A. J., 2017.Safety management systems in aviation. Routledge. Young, T. L., 2016.Successful project management. Kogan Page Publishers. Yara, Jand et.al.,2015.Archive information management. U.S. Patent Application 14/011,456.\ Wise, N. and Harris, J., 2017. Using the Event-Scorecard and the Event Management System as powerful strategic tools for destinations: Examples from Switzerland. InSport, Events, Tourism and Regeneration(pp. 83-99). Routledge. Zamora, R. and et.al., 2018, June. Understanding and including the dynamics of extreme natural hazard event uncertainty within the overall offshore wind farm project risk assessment usingacausality-basedgraphicalmodellingapproach.InEuropeanSafetyand Reliability Conference 2018European Safety and Reliability conference(pp. 1517-1525). CRC Press. Todorović, M.L. and et.al., 2015. Project success analysis framework: A knowledge-based approach in project management.International Journal of Project Management,33(4), pp.772-783. Nicholas, J., 2018.Lean production for competitive advantage: a comprehensive guide to lean methodologies and management practices. Productivity Press. Schönsleben, P., 2018.Integral logistics management: operations and supply chain management within and across companies. CRC Press.
APPENDIX1 Cash budget ParticulatesAmount 1. Determining Requirements of Event 1.1 Setting Needs3000 1.2 Developing objectives2500 1.3 Setting Location2000 1.4 Making Amenities available for 3000 1.5 Time1200 1.6 Budget3600 2. Venue Selection 2.1 Site Visiting3000 2.2 site Finalizing2200 3. Advertisement 3.1 Advertisements in newspaper3000 3.2 Media promotion2300 4. Invitations 4.1 Designing3200 4.2 Printing1800 4.3 Distribution3200 5. RSVP 5.1Preparation of RSVP600 5.2 Processing of payment1200 6. Event Planning 6.1 Planning for Staff1000 6.2 Selecting Guest Speakers1200 7. Technology 7.1 Setting up Events2000 8. Planning for Meal 8.1 Refreshments10000 Total required cash50000
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APPENDIX 4 Stakeholder category NameInterestLevel of influence DirectorTheyprovideguidelinesfor performance of each activity in the business. High CEO of universityCEOoftheuniversityhave their interest in the event as successful completion of event would lead in increasing the numberofstudentstobe attractedtowardthe university. Moderate Project managersProject managers one of the most important key person of event. They have given a task to monitors and organise each activity of the event so as to complete the event smoothly. High InvestorsInvestors are those who have provided financial resources to the event so that each activity oftheeventcouldbe performedwithoutany insufficiency.Theyhave interestintheevent,as amount of interest earned by themdependsuponthe Moderate
success of project. LeadersInordertocompletethe project,therecanbefew teamswho havegiven their own task in order to perform severaactivitiesforevent. Each team have their leader who guide their team so that eachmembercouldperform theirtaskinanefficient manner. High
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