Project

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PROJECT

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 be organized in 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
2.8 Deliverable.............................................................................................................................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
APPENDIX 1.................................................................................................................................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
 To improve the competitiveness and reputation of University by flashing off the
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

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
systematic approach will be followed by the manager. After a thorough 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 organizing7 the 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.
2.8 Deliverable
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

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
It is a deliverable oriented decomposition of undertaken project into smaller and
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 as technique through which risks associated with a project
is assessed and analyse. For current event launch, following is the risk register:
Risk Description Ways of mitigating
the risk
Degree
Cost risk Costs associated with Appropriate planning High

project, if is spend
beyond the limit set in
a budget, it could
seriously impact the
efficiency and
profitability of
undertaken project.
tools could be used for
controlling the costs of
the project.
Governance risk This risk is associated
with management
performance. The
impact of such risk
would on inefficiency
and in-effectiveness of
the project of
launching the event
(Wise and Harris,
2017)
Strict policy and rules
could be set by project
leader for maintaining
the effectiveness of
governance.
Moderate
Market risks This risk involves
competition. The
impact of this risks is
that if any shortcoming
is assessed in the
undertaken project,
customers have wide
variety of options to
choose from.
Offering the services
in the manner that
exactly meets the
expectations and
requirements of
clients. This would
help in customer
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 of tasks. 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 (Yara and 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
team members. Moreover, a successful event launch is possibly only when the project
management ensured that have an 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.

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 and their customers. It is
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 methodology for
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 is that kind of project
management methodology which focuses on the documentation.
The benefit of this methodology is that it facilitates managerial control and
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 specified team 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.

REFERENCES
Books and Journals

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, J and 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. In Sport, 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
using a causality-based graphical modelling approach. In European Safety and
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.

APPENDIX 1
Cash budget
Particulates Amount
1. Determining Requirements of
Event
1.1 Setting Needs 3000
1.2 Developing objectives 2500
1.3 Setting Location 2000
1.4 Making Amenities available
for
3000
1.5 Time 1200
1.6 Budget 3600
2. Venue Selection
2.1 Site Visiting 3000
2.2 site Finalizing 2200
3. Advertisement
3.1 Advertisements in newspaper 3000
3.2 Media promotion 2300
4. Invitations
4.1 Designing 3200
4.2 Printing 1800
4.3 Distribution 3200
5. RSVP
5.1 Preparation of RSVP 600
5.2 Processing of payment 1200
6. Event Planning
6.1 Planning for Staff 1000
6.2 Selecting Guest Speakers 1200
7. Technology
7.1 Setting up Events 2000
8. Planning for Meal
8.1 Refreshments 10000
Total required cash 50000

APPENDIX 2
Work break down structure

APPENDIX 3
Gantt chart
Task Mode Task Name Duration Start Finish
Auto
Scheduled Task Name 1 day Tue 7/2/19 Tue 7/2/19
Auto
Scheduled 1. Determining Requirements of Event 8 days Wed 7/3/19 Fri 7/12/19
Auto
Scheduled 1.1 Setting Needs 5 days Mon 7/15/19 Fri 7/19/19
Auto
Scheduled 1.2 Developing objectives 4 days Mon 7/22/19 Thu 7/25/19
Auto
Scheduled 1.3 Setting Location 6 days Fri 7/26/19 Fri 8/2/19
Auto
Scheduled 1.4 Making Amenities available for 4 days Fri 7/26/19 Wed 7/31/19
Auto
Scheduled 1.5 Time 2 days Thu 8/1/19 Fri 8/2/19
Auto
Scheduled 1.6 Budget 8 days Mon 8/12/19 Wed 8/21/19
Auto
Scheduled 2. Venue Selection 7 days Wed
8/14/19 Thu 8/22/19
Auto
Scheduled 2.1 Site Visiting 9 days Wed
8/14/19 Mon 8/26/19
Auto
Scheduled 2.2 site Finalizing 5 days Wed
8/14/19 Tue 8/20/19
Auto
Scheduled 3. Advertisement 4 days Fri 8/9/19 Wed 8/14/19
Auto
Scheduled 3.1 Advertisements in newspaper 6 days Mon 8/5/19 Mon 8/12/19
Auto
Scheduled 3.2 Media promotion 5 days Thu 8/22/19 Wed 8/28/19
Auto
Scheduled 4. Invitations 4 days Thu 8/22/19 Tue 8/27/19
Auto
Scheduled 4.1 Designing 5 days Fri 8/23/19 Thu 8/29/19
Auto
Scheduled 4.2 Printing 5 days Mon 8/12/19 Fri 8/16/19
Auto
Scheduled 4.3 Distribution 8 days Wed
8/14/19 Fri 8/23/19
Auto
Scheduled 5. RSVP 4 days Fri 8/9/19 Wed 8/14/19
Auto
Scheduled 5.1 Preparation of RSVP 6 days Fri 8/23/19 Fri 8/30/19
Auto 5.2 Processing of payment 5 days Wed Tue 8/27/19

Scheduled 8/21/19
Auto
Scheduled 6. Event Planning 2 days Wed
8/28/19 Thu 8/29/19
Auto
Scheduled 6.1 Planning for Staff 4 days Fri 8/30/19 Wed 9/4/19
Auto
Scheduled 6.2 Selecting Guest Speakers 7 days Tue 9/3/19 Wed 9/11/19
Auto
Scheduled 7. Technology 5 days Thu 8/15/19 Wed 8/21/19
Auto
Scheduled 7.1 Setting up Events 2 days Mon 9/2/19 Tue 9/3/19
Auto
Scheduled 8. Planning for Meal 5 days Mon 9/2/19 Fri 9/6/19
Auto
Scheduled 8.1 Refreshments 4 days Tue 9/3/19 Fri 9/6/19

Gantt chart

APPENDIX 4
Stakeholder category
Name Interest Level of influence
Director They provide guidelines for
performance of each activity
in the business.
High
CEO of university CEO of the university have
their interest in the event as
successful completion of event
would lead in increasing the
number of students to be
attracted toward the
university.
Moderate
Project managers Project 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
Investors Investors are those who have
provided financial resources to
the event so that each activity
of the event could be
performed without any
insufficiency. They have
interest in the event, as
amount of interest earned by
them depends upon the
Moderate

success of project.
Leaders In order to complete the
project, there can be few
teams who have given their
own task in order to perform
severa activities for event.
Each team have their leader
who guide their team so that
each member could perform
their task in an efficient
manner.
High