Project Management: Formulating Project Initiation Documents, Work Breakdown Structure, and Risk Register

This document provides an overview of project management practices such as formulating project initiation documents, creating work breakdown structure, and formulating risk register for an event. It discusses the importance of budgeting, time management, and stakeholder analysis in project management. The document also explores the process of designing a project and identifying and mitigating risks. The subject of the document is Project Management, and it is relevant for students studying project management at QA Higher Education University.

Project
Management

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
TASK 1............................................................................................................................................3
Formulate project initiation documents (PID).............................................................................3
TASK 2............................................................................................................................................6
Creation of work break down structure.......................................................................................6
TASK 3............................................................................................................................................7
Formulation of risk register for the event....................................................................................7
TASK 4..........................................................................................................................................12
Formulation of a short report for project sponsor and director of operations............................12
CONCLUSION..............................................................................................................................14
REFERENCE.................................................................................................................................15

INTRODUCTION
Project management is the practice of individual to manage the organizational activities
and manage the resources which required for the completion of any project or event. Before
executing any task, project managers should prepare proper plan which include the goals,
objectives, resources, budget etc. From the starting to the end, they need to build proper plan or
formulate strategy accordingly (Heldman, 2018). This assessment based on the event of QA
Higher Education University and they make students & parents aware about their teaching
process and how they use technology to enhance students knowledge or learning. University
renovate the computer labs or classrooms which help them to get more admission in the new
session. This assessment include the various topics such as project initiation document which
prepared by the project managers before executing any strategy. Work breakdown structure
(WBS) which helps in understanding the different activities, risk register and prepare short report
for the sponsors.
MAIN BODY
TASK 1
Formulate project initiation documents (PID)
PID is the initial step to execute their project which include all the necessary information
that required to achieve desired goals & objectives. It include the basic information of project
such as scope, team members, objectives, approach, duration, budget, stakeholders etc. QA
Higher Education University organize a event where they promote their highly technology based
classrooms and labs which provide the unique experience at the time of learnings. Initial
document include the following information which mentioned below:
Budgetary Information: It is the process of estimating every cost or expenses which
organization has to bear at the time of executing their plans. With the help of budgeting,
project manager as well as team members able to understand their limit of spending (Turner and
Ledwith, 2018). Project manager of QA Higher Education University who promote the event, so
they required budget to perform all the activities. Managing director gives £ 50,000 budget for
the entire event so manager should organize and ensure that every activity will be completed in
the estimated amount. Below mention table represent the allocation of resource in the budgeted
amount.

Activities Amount (£)
Promotional activities 5000
Marketing & Advertisements 15000
Decoration 3000
Live performance 2000
Food and Beverages 16000
Entertainment services 5500
Security expenses 3500
Total 50000
Timescales: Every project should be completed in the specific time period which indicate
the authenticity of the work (Park and Huh, 2018). Managing time is one of the important factor
which project manager need to understand and formulate their strategies accordingly. On the
basis of given case, project manager should refurbish computer labs and class rooms before 14th
January 2020.
Objectives:
 Promote the event which is about renovating classrooms or computer labs.
 To make other aware about their new advanced learning program initiation.
 Through renovation their infrastructure they become more competitive in comparison to
others.
Approach: For the execution of any project or event, managers need to follow some
approaches and perform accordingly. Refurbishment of labs or rooms will provide the advanced
learning place for the students. By using online as well as offline promotional strategies will
help the QA Higher Education University to reach with more students (Gunduz and Yahya,
2018).
Key staff – Staff are the important for all organisation as well as educational system
which helps to participate in activities and increase the organisational performance. Managing

promotional event process of QA Higher Education University staff is required who can
participate in learning activities and increase knowledge. Such as university is required
operational director, managing director, event organiser and sponsor of event so finance can be
made easily. Along with this event managers, catering staff, entertainment people and security
are also required to manage a event which contribute in events and make it successful (Cooper
and Sommer, 2018).
Stakeholder analysis – This means individuals and person who has involved in different
types of business activities which is present in each level in order to facilitate operation. This is
important for business organisation as it perform roles and responsibility accurately by analysing
all performance. In the process of promotional event for QA Higher Education University
analysis of different stakeholders is defined as:
Stakehol
der title
Name of
stakehol
der
Impa
ct
Influenc
e
Role of
stakeholder
Contribution Block the
project
Strategie
s
Sponsor Peter
Jone
High Highly This type of
stakeholder
participate in
finance activities
by contributing in
budget which is
important to
organise
promotional
event for
education
university. They
give money to
organisation and
grow it
continuously.
Such sponsor
who are
consider as
stakeholder
provide
guidance so
all funds can
be used to
organise
events
effectively. In
other words,
they helps
University to
arrange funds.
If funds
are not
granted by
sponsor
then
project or
event will
be block
for some
period.
Round
table
interactio
n and
proper
memoran
da of
events
which
attracts
sponsor
to spend
in events.

Marketin
g Group
Otis
Lora
High High Marketing group
of University's
roles and
responsibility is
to promote their
event that helps
to make aware
more and more
students with
new reform
structure within
university.
Advertisement
, you tube,
social media
and other
online sources
are used by
marketing
group to
coordinate
with students
and
stakeholders
for promotion.
If sources
are not
used
properly
then it
generate
negative
image of
event.
By taking
feedback
and
suggestio
ns from
targeted
group
university
can
provide
informati
on about
education
.
Alumni Michael
Joseph
Low High They are those
people who
completed their
education, are
invited to
enhance or helps
to provide
feedback for
education. This
helps to improve
the necessary
results and
increase number
of students
(Turner, 2018).
They helps in
creating and
satisfying the
people who
have
presented in
alumina.
Moreover,
they suggests
their junior to
get higher
education
from such
recognised
university.
Here,
problems
is
identified
by
managem
ent which
helps to
make
decision
whether
this
project
will
success or
not.
After
identifica
tion of
problems,
solution
is
obtained
by such
stakehold
ers which
helps to
organise
event
successfu
lly.

TASK 2
Creation of work break down structure
Work breakdown structure contain as process in designing a project where all activities
are organised in manageable sections. This is used by business organisation in order to arrange
all activities and perform it well manner. In this structure all activities are performed in
hierarchical form which is designed to accomplish the goals and objectives by completing the
project (Gemünden, Lehner and Kock, 2018). This is effective process or framework which is
used by all organisation to complete their project in specified time and period. In context to QA
Higher Education University, project manager is conducting a promotional event so that
information about advance computer labs, classrooms and higher education can be spared to all
students. Event organiser of such university has designed an event WBS which is determined as:
This structure states that all activities which is decided by management will be completed
in specified time period. This structure manage all business activities by completing the project
effectively. Therefore, this is organised framework which used by QA Higher Education
University to organise event and complete it properly (Partner, 2019).

TASK 3
Formulation of risk register for the event
Risk is uncertain or uncontrollable event which can occur at any time while running a
business. This is important for business organisation to identify the risk and get suggestions to
remove this effectively. In other words, risk is unwanted factor that arises in activities which
leads to hinder goals of organisation by non completion of target or project (Nissen and et. al.,
2018). This should be analysed by management who are responsible for their action. In context
to event risk register, managers has identified the risk which can be occur in conducting the
event. In risk analysis process all risk are recorded in systematic manner where each activities
need to assessed properly. In AQ Higher Education University project manager analysis the risk
which is related with event. Project manager prepare a risk register which helps to minimise the
effect of risk. Some risks are as defined:
S
.
N
.
Description of
risk
Likeliho
od
Impact Owner Mitigation Contingency Pre
acti
on
wei
ghti
ng
scor
e
Post
acti
on
wei
ghti
ng
scor
e
1 Unforeseen
events which
results
insufficient
funds for
university event
High High Sponso
r
Proper
arrangement of
funds and set
aside in name
of event that
will help to
cope with fund
problems or
situations
Unavailability
of funds and
improper
management
can hinder the
chances for
event success.
6
out
of
10
8
out
of
10

(Badiru,
Rusnock and
Valencia,
2018)
It may leads to
hinder chances
for success of
an event by
non
availability of
funds.
2 Long time
duration risk
which occurred
at the time of
accomplishing
activity.
Risk related to
involving long
time duration for
accomplishing a
activity.
Low Moderate Project
manage
r
All activities
are required to
proper
arrangement
and reporting
which can
mitigate the
long term
duration risk
by completing
project in less
time period.
Time taken
activities can
create more
expenses for
organisation
that may be
more risky.
6
out
of
10
7
out
of
10
3 Low level of
satisfaction as
needs and wants
of people are
changing that
create risk for
business
organisation
High High Operati
onal
and
technic
al
director
Technology is
introduced by
management
which can
improve the
organisational
productivity
and
performance.
University can
Use of new
technology and
low
satisfaction of
people create a
negative image
of university in
the eyes of
students
(Blomquist,
6
out
of
10
8
out
of
10

use different
types of
technological
changes in
order to make
successful
event.
Farashah and
Thomas,
2018).
4 Low
management and
improper
arrangement of
staff
Moderate Low Operati
onal
manage
r
If all activities
are record and
managed
properly with
the help of
staff then risk
can be mitigate
by
management
effectively.
Moreover,
trained staff
helps to
perform the
event
successfully.
Lack of human
resource
management
and operational
manager
increases the
manipulation
in business
activities and
event
performance
that results
negatively.
6
out
of
10
8
out
of
10
5 Operational risk
generate due to
technical and
imbalance
between
activities.
Moderate High Operati
onal
director
To mitigate
this risk there
is need to have
decent
planning and
organising
which can help
Not proper
management of
event activities
and arises
technical issue
which limits
the completion
8
out
of
10
9
out
of
10

to maintain the
balance
between event
activities.
of project.
6 Risk arises due
to changes in
political
environment in
the industry.
High Moderate Managi
ng
director
Analysis of
political
system and
follow them
effectively
after changes
helps to
organise the
event (Low,
2018).
Not following
the political
environment
rules can be
legal action for
educational
institutes that
can stop the
project and
affect
productivity
negatively.
7
out
of
10
8
out
of
10
7 Price fluctuation
risk in relation to
various activities
High High Project
manage
r
Projects and
transaction
should be on
the basis of
contractual that
can help to
complete the
project by
reducing this
problem.
This may
create situation
where shortage
of finance can
be initiated for
other activities.
6
out
of
10
7
out
of
10
8 Risk level in
relation to
security service.
Moderate Moderate Project
manage
r
Project
manager is
required to
give effective
Security
concern is
affected
negatively
5
out
of
10
8
out
of
10

security
service in
University
while
organising a
event or
seminar which
helps to
manage a event
properly.
success of an
event as it stop
activities.
9 Low level of
satisfaction for
targeted group
Moderate High Project
manage
r
According to
this, project
manager is
require to
know needs
and wants of
the targeted
consumer that
helps give
higher level of
satisfaction
and increase
productivity.
Unsatisfied
students and
customers can
create negative
image of
university
which states
low number of
students
(Burkov and
et. al., 2018).
6
out
of
10
7
out
of
10
1
0
Chances for
failure of event
High High Operati
onal
manage
r
Event related
activities need
to manage
properly which
helps to
provide better
quality of
Deficiency of
skills and
knowledge can
create a
contingent
situation for
business
8
out
of
10
9
out
of
10

learning. organisation
and increased
brand image.
TASK 4
Formulation of a short report for project sponsor and director of operations.
In every business organisation there are many activities which is performed by project
manager by understanding needs and wants. Project manager is responsible for formulating the
written document and information in order to meet with organisational goals and objectives.
Project sponsor is those individual who participate in event of University by giving funds for
performing activities. Project director is those person who have all information and resources to
perform and complete the project in effective manner (Galli, 2018). Preparation of project report
for delivering to project promoter and operation manager is determined as:
Short Project Report
QA that is higher education university in UK, is planning to organise an event in which it
appeal the student's interest by promoting renovated and restructured classrooms. In this,
lectures are delivered easily and computer labs will help to gain knowledge. This event is
supposed to carry out in different area like Birmingham, London, Liverpool etc. This event will
attracts existing and new student to get education from here and enhance their knowledge.
Significance of quality leadership within project
To provide information and execute plan adequate leadership quality is adopted by project
manager which helps to make a effective plan and execute it specified period. This is relevant
event where students can spread out their knowledge about QA universities and its facilities by
refurnishing classrooms and practical labs. Project manager will also support students to
complete their project and make it correct effectively which helps to meet with goals and
objectives. This practice leads to incremental in awareness and effective management by
increasing the new admission ratio. Project sponsor helps to arrange funds and utilise it
properly which helps to minimise the risk which processes to accomplishment of project.
Operational manager focus on each activity and make efforts to complete it specified duration.
Critically analyse the methodologies which is required to run particular project

Methodology is the prominent principle that is used by university to manage the event process
by focusing on all activities. Proper record and arrangement is the effective method which helps
QA university to promote their activities and complete the project. Waterfall and Agile is
effective method which is used by project manager to coordinate with different events and
manage the business activities properly. Therefore, to accommodate the purpose of project
Agile technology helps to maintain the routine task in coordinating manner with the help of
different team member. Moreover, Waterfall model is valuable for university where project
manager and operational manager carry out different activities like design, structure,
verification and construction steps which reduces the risk chances and make clear cut decisions.
Recommendation
From the above discussed methodology project manager of QA university should apply the
Waterfall methodology which helps in possibility to better control the activities by paying
attention on guidelines of project report.
CONCLUSION
From the above project report it has been concluded that project management is consider
as important activity which is required to perform by all organisation and responsible person. To
organise events successfully project initiation is documents needs which helps to prepare report
of whole scenario in order to accomplish goals. Work break down structure is used to analyse the
needs of project in order to accomplish it effectively. A short report is prepared by project
sponsor and operational manager which helps to improve project.

REFERENCE
Books and Journal
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Way New Products Are Developed Integrating Agile project management methods into
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Turner, J. R., 2018. The management of the project-based organization: A personal reflection.
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contribution to innovation. International Journal of Project Management. 36(1). pp.147-
160.
Partner, O. B., 2019. The accidental project manager.
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consulting. In Digital Transformation of the Consulting Industry (pp. 351-369).
Springer, Cham.
Badiru, A. B., Rusnock, C. F. and Valencia, V. V., 2018. Project management for research: a
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Blomquist, T., Farashah, A. D. and Thomas, J., 2018. Feeling good, being good and looking
good: Motivations for, and benefits from, project management
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(Heldman, 2018)(Turner and Ledwith, 2018)(Park and Huh, 2018)(Gunduz and Yahya, 2018)
(Cooper and Sommer, 2018)(Turner, 2018)(Gemünden, Lehner and Kock, 2018)
(Partner, 2019)(Nissen and et. al., 2018)(Badiru, Rusnock and Valencia, 2018)
(Blomquist, Farashah and Thomas, 2018)(Low, 2018)(Burkov and et. al., 2018)(Galli,
2018)