Project Management: A Comprehensive Approach

This report provides a comprehensive overview of project management, highlighting its importance in initiating, planning, executing, controlling, and closing specific projects. It emphasizes the need for project initiation documentation, including objectives, budgetary information, timescales, approach, key staff, and stakeholder analysis. Risk management is also discussed, with an integrated approach to implementing project management information systems within the extended enterprise.

Project Management

EXECUTIVE SUMMARY
The given report is based on project management including several aspects including
initiating, planning, controlling and finishing particular project correctly. It involves to utilise
various techniques and tools which are suitable for conducting specific tasks in proper manner
along with gaining desired outcomes. This assignment is based on Birmingham Campus in order
to complete project of fully refurbishment having an aim to provide excellent learning
environment top students as well as staff. It will focus on project initiation document and risk
register which helps to manage them in accurate way. In addition to this, several approaches of
risk management are also described below.

Table of Contents
EXECUTIVE SUMMARY.............................................................................................................2
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1. Project initiation document.....................................................................................................1
2. Risk register............................................................................................................................3
3. Project plan..............................................................................................................................4
4. Report to project sponsor........................................................................................................8
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................12

INTRODUCTION
Project management refers to a discipline of initiating, planning, executing, controlling
and closing particular task to gain desired goals and objectives. It can be considered as an
application of procedures, methods, knowledge, skills and experience to achieve set targets of
project in accurate manner. Moreover, it involves the criteria of managing resources, budget,
risks and procedures to complete specific project properly (Braglia and Frosolini, 2014). The
present report is based in Birmingham Campus (London Campus) and planning of full
refurbishment of its teaching rooms and computing labs by QA Higher Education (QAHE). This
assignment will focus on project initiation document, work breakdown structure and risk register
for managing them in correct way. It will also include risk management approach and
effectiveness of Prince 2 methodology.
MAIN BODY
1. Project initiation document
The project initiation document can be described as an important artefacts which provides
information about essential activities or procedures which should be carried out in accurate way
to gain required outcomes. It includes more effective as well as techniques or methods which
facilitates to initiate efforts of staff member sin correct direction in order to attain better results.
However, as per case of Birmingham campus, they are planning for improving whole
infrastructure including software and hardware in terms of providing better learning environment
to both students as well as staff (Bucero and Englund, 2015). In addition to this, it is necessary to
prepare project initiation document for Birmingham Campus in order to complete their project of
fully refurbishment in proper manner. There are several activities which are required to be
include in project initiation document and these are given below –
Objectives – This refers to main objective of project for which different activities and
processes are carried out with effective techniques. In context of Birmingham Campus, they are
have an objective to fully refurbishment of teaching rooms and computing labs in order to
provide excellent learning environments to students and staff. Moreover, it involves innovative
software, hardware network infrastructure and classrooms furniture along with improving IT
desk.
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Budgetary information – This can be described about information regarding funds of
organisation which they can borrow from different sources of funds and required amount of
money for completing desired project. It includes master budget including small budgets of
money needed for different procedures and activities which should be conducted for competing
particular project in proper manner (Burke, 2013). In context of Birmingham Campus, They are
required to analysed different activities in respect of applying funds to improve IT desk,
Furniture and other infrastructure then it is important to make appropriate budget for collecting
desired amount of money. Moreover, it is mandatory to collect required funds from different
sources to initiate project of refurbishment and complete the same in prefect way.
Particulars Amount
Furniture 35000
Computing labs 65000
Teaching rooms 55000
Minor maintenance 30000
Total estimated amount 185000 Pounds
Timescales – This involve overall duration of time which is required to complete whole
project along with deciding period of time for every activity or procedure. It involves the criteria
of ensure about completing project in required time so that desired facilities can be provided to
people in correct way. However, every project is required to be completed by organisation on
required deadline otherwise client will not accept the same. In case of Birmingham, they should
make fix a timescale for every respective activity and complete project of refurbishment in
desired period properly. Moreover, it will also include time duration for risk management along
with removing threats of project for removing the same in correct way (Fleming and Koppelman,
2016).
Approach – This can be explained as about different strategies, methods, techniques and
policies which are helpful to complete project with maximum outcomes. It includes the criteria
of implementing innovative and effective tactics and procedures which provide support to
complete project accurately. However, the appropriate approach will be utilised by Birmingham
Campus to improve the whole infrastructure including classrooms, IT desk, furniture and other
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aspects ion order to render better learning environment to students as well as staff. Moreover,
they can used advanced technology such as projectors, video study material and innovative
computer labs which generate interest of students towards studies and favourable for their future.
Key staff – This involves workers for carrying out different activities and procedures in
order to complete project in proper manner. It requires perfect technicians, software engineers,
carpenters and other workers as per required activity accordingly. In case of Birmingham
Campus, they are required to provide a contract to perfect contractor having efficient technicians
software developer and other workers so that every process of refurbishment can be done
correctly. It will provide support gain advanced campus with innovative technology with perfect
work which is helpful for studies of students in terms of rendering bright future (Fortune and et.
al., 2011).
Stakeholder analysis – This refers to a person or group that has interest or concern in an
organisation and they affect organisational activities or get affected by procedures or tactics. It
can involves creditors, directors, employees, government agencies, owners, suppliers, unions and
community from which business borrow its resources. However, it is necessary to involve
stakeholders while making high levelled and decisions as they contribute in business which
facilitate to gain better outcomes. The Birmingham Campus is required to conduct a meeting by
involving its stakeholders and taking their suggestions to make correct decisions for welfare of
organisation.
2. Risk register
The risk register can be described as an effective tool which is used to documenting
various risk factors and efficient actions in order to conduct risk management in correct manner.
It is necessary to analyse threats and problems of project and put efforts to resolve them
immediately as they may impact negatively on required outputs accordingly. However, it is
important to make more effective as well as efficient strategies or techniques so that present risk
can be prevented which facilitate to attain better results (Hanisch and Wald, 2011). Meanwhile,
the risk management is critical to success of particular project and it is must to be developed at
the time of planning stages of project management process. In context of Birmingham Campus,
they are required to maintain a risk register so that they can be solved in proper manner along
with conducting refurbishment of campus in appropriate manner.
Serial No. Risk name/Description Comments
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1 Needs and desires of students First evaluate actual requirements of
students and consider the same properly.
2 Rules and regulations of government Follow every rules or norms in correct
manner.
3 Legitimate bodies It requires to fulfil all desired legal
formalities in correctly.
4 Close substitutes Render facilities of education in
specialised field with practical
knowledge.
5 Resources Ensure actual requirements and collect
sufficient amount of resources and assets
appropriately.
6 Lack of well experience and skilled
workers
Ensure about hiring perfect and well
skilled workers.
7 Natural disaster Prepare an appropriate planning to
complete project properly.
8 Delivering risk Put efforts to deliver desired services in
terms of satisfying actual requirements.
9 Restriction by legal agencies Fulfil overall legislation and acts
properly.
10 Financial risk Forecast future
3. Project plan
Work Breakdown structure – This can be described as a key project deliverable that
organizes the overall team's work into manageable sections. It involves an effective as well as
efficient management and systems which provide support to conduct various tasks in proper
manner to achieve desired outcomes of particular project (Kerzner and Kerzner, 2017). It
involves overall description about activities and procedures with duration of time in order to
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complete them appropriately. In context of Birmingham campus, they have project of fully
refurbishment including different activities and processes. A work break down structure for
refurbishment projects is as under –
Serial
no.
Task Starting Finish Duration
1. Collecting funds 08/12/18 10/12/18 3 days
2. Manage required resources 11/12/18 11/12/18 1 day
3. Transportation of raw
material
12/12/18 13/12/18 2 days
4. Complete legal formalities 14/12/18 14/12/18 1 day
5. Preparation of required
furniture
15/12/18 19/12/18 5 days
6 Set up furniture 20/12/18 22/12/18 3 days
7 Installing new software 23/12/18 24/12/18 2 days
8 Set up new equipments 25/12/18 26/12/18 2 days
9. Design innovative structure
of classes
27/12/18 27/12/18 1 day
10. Modify classrooms 28/12/18 04/01/19 8 days
11. Installing projectors in labs 05/01/19 08/01/19 4 days
12. Repair damaged machines or
equipments
09/01/19 10/01/19 2 days
13. Expand cafeteria 11/01/19 12/01/19 2 days
14. Maintenance of garden area 13/01/19 15/01/19 3 days
15. Replace damaged minor
electric devices
16/01/19 17/01/19 2 days
16. Set up grooming classes 18/01/19 20/01/19 3 days
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17. Improved parking area 21/01/19 22/01/19 2 days
18. Evaluation 23/01/19 26/01/19 4 day
19. Training event 27/01/19 29/01/19 3 days
20. Set up IT desk 30/01/19 03/02/19 5 days
Gantt Chart -
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4. Report to project sponsor
Risk management can be explained as a procedure which involves identification and
analysis of risk factors that may generate problems. It involves the main motive to evaluate
threats of project which impacts negatively on outcomes so that they are required to be removed
immediately. In addition to this, risk management process includes planning, identification,
qualitative & quantitative analysis, response planning of risk, monitoring and control present
risks of projects (Kerzner, 2013). However, evaluation of risks provide support to make decision
to apply required strategy or tactics to remove them same in respect of gaining better results
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appropriately. In case of Birmingham Campus, they should implement an accurate risk
management approach which helps to threats and issues in accurately. It will facilitate to gain
desired facilities or services in terms of providing excellent learning environment to students as
well as staff. They can make themselves better than other competitive organisations through
advanced technology by giving education with the help of technological aids. There are various
approaches which can be utilised to manage risk in correct manner and few of them are
explained further –
Risk Management approach – This involves effective processes, techniques and
methods which facilitate to manage specific project. It will provide support to reduce chance of
problems and results into desired outputs of the same. However, it is necessary to implement
better approach or techniques to conduct risk management in an effective as well as efficient
manner which facilitate to gain required outcomes. Moreover, it is essential to follow proper
process of managing risk which involves to make an appropriate plan of action before identifying
the present risk along with applying desired technique to solve the same. Additionally,
monitoring and controlling of risks factors are necessary to decrease threats in outputs of specific
project. The Birmingham campus should conduct appropriate risk management in order to
complete project of refurbishment properly. It is helpful to fulfill their actual objective of
providing excellent learning environment to student for their bright future (Meng, 2012).
Loss control – The loss control refers to an effective technique as it is used to thoroughly
observe and analyze such actualities or procedures where possibility of resources may get waste.
However, it is necessary to evaluate the stage of raw material and put efforts to reduce the same
which results into decrease overall cost of project. In addition to this, it is very efficient risk
management techniques which facilitate to reduce the possibility that loss will take place as well
as decrease severity of actually occurred issues. Moreover, Birmingham Campus should focus on
this aspect which helps to reduce threat of facing loss in the desired project. It provide support to
save times and cost both which render help complete project more appropriately than
expectations for refurbishment of Campus.
Plan for managing risk – This can be described as to make an appropriate plan of action
so that problems or issues can be sort out immediately along with removing their negative impact
of outcomes. It involves the criteria of have back up of accurate methods or tactics for solving
risks which facilitate to complete project properly. However, there are several ways to manage
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risk such as accept, avoid, transfer, mitigate and exploit which helps to remove threat of project
by preparing desired plan of action to gain better results. Moreover, it involves to analyze
possibility of risk and establish desired planning to remove problems (Meredith and Mantel,
2011). In context of Birmingham campus, several problems mat arise including lack of
resources, power supply and other issues then they should be solved immediately in order to get
rid off their negative effects.
Maintain risk register – This can be described an appropriate documentation of risks and
other information which is required to maintained in respect of solving them properly. It
basically include different types of problems and issues in order to sort out them accurately.
However, various risk factors are mentioned along with their effective solutions so that threats
can be avoided from project outputs. However, it is essential to maintain risk register involving
various problems so that they can be solved in order to get rid off The Birmingham Campus is
required to maintain risk register which helps to implement desired tool for solving every
problem in correct manner along with attaining desired results of project of refurbishment.
Prince 2 methodology – The Prince 2 methodology refers to an abbreviated form of
Projects In Controlled Environments which provides support to manage project in proper
manner. It is a kind of management technique and a practitioner certificate programs which
facilitate to manage particular project properly. However, it include the basic criteria of dividing
whole project in different segments so that they completed in appropriate manner along with
controlling them as well. Moreover, it is necessary to monitor and control every single activity as
it facilitate to gain more perfection in project as well as reducing threats in outcomes. In addition
to this, the given methodology can be utilized in Birmingham Campus in order to complete their
project through fulfilling their desired objective or providing excellent learning environment to
students as well as staff.
At the other hand, every techniques has it strengths and weaknesses then it is essential to
adopt only favorable tactics of particular method in terms of attaining benefits of the same. In
context of Prince 2 methodology, it has several strengths and weakness in which few of them are
given below –
Strengths Weaknesses
 This is a kind of predictable approach
which facilitate to carrying out desired
 It involves the factor of complexity
because a project is divides into various
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activities or procedures in specific
duration of time.
 It is a cost effective method which
helps to complete project appropriately.
small segments which may create
confusion for workers.
 It is not realistic in few cases as some
of activities does not have starting point
which is necessary as per this approach.
CONCLUSION
From the above report, it is summarise that project management can be described as a
discipline of initiating, planning, executing, controlling and closing specific project
appropriately. It involves project initiation documentation including objectives, budgetary
information, timescales, approach, key staff and stakeholder analysis. Moreover, it involves risk
management approach such as loss control, plan for managing risk and maintain risk register to
solve them properly.
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REFERENCES
Books and Journals
Braglia, M. and Frosolini, M., 2014. An integrated approach to implement project management
information systems within the extended enterprise. International Journal of Project
Management. 32(1). pp.18-29.
Bucero, A. and Englund, R.L., 2015, October. Project sponsorship: Achieving management
commitment for project success. Project Management Institute.
Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Fortune, J. and et.al., 2011. Looking again at current practice in project management.
International Journal of Managing Projects in Business. 4(4). pp.553-572.
Hanisch, B. and Wald, A., 2011. A project management research framework integrating multiple
theoretical perspectives and influencing factors. Project Management Journal. 42(3).
pp.4-22.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Meng, X., 2012. The effect of relationship management on project performance in construction.
International journal of project management. 30(2). pp.188-198.
Meredith, J.R. and Mantel Jr, S.J., 2011. Project management: a managerial approach. John
Wiley & Sons.
Ramazani, J. and Jergeas, G., 2015. Project managers and the journey from good to great: The
benefits of investment in project management training and education. International
Journal of Project Management. 33(1). pp.41-52.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
Online
PRINCE2 Courses and Certification for Project Management. 2017. [Online]. Available
through: <https://www.prince2.com/uk>.
Project initiation document. 2018. [Online]. Available through:
<https://www.gograph.com/illustration/project-initiation-document-gg63055717.html>
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