Project Management: A Case Study of QAHE Classroom Renovation

This assignment delves into the practical application of project management principles through a case study of QAHE's classroom renovation project. It covers key aspects like project initiation, risk assessment, planning, and implementation, utilizing the PRINCE2 methodology. The document includes a detailed Project Initiation Document (PID), a risk register, a work breakdown structure (WBS), and a Gantt chart, providing a comprehensive overview of the project's scope, objectives, and execution strategy.

Project Management
1

Executive Summary
Project management can be considered as a set of procedures, which can lead a
project towards success in a structured and effective manner. Through this
assignment, the required steps for a particular project management have been
discussed. This assignment has been done in the context of QAHE renovation. The
project is about renovating QAHE lecture rooms, auditoriums and computer labs in
an effective manner.
2

Table of Contents
1.0 Introduction.............................................................................................................4
2.0 Project Initiation Document (PID)...........................................................................5
3.0 Risk register............................................................................................................9
4.0 Project Plan..........................................................................................................13
5.0 Report to the project sponsor...............................................................................15
6.0 Conclusion............................................................................................................19
Reference List.............................................................................................................20
Appendix.....................................................................................................................22
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1.0 Introduction
Project management is a set of procedures or methods, which allows an individual to
accomplish the objectives in an effective manner. Project management ensures
achieving positive outcome with the help of proper skills, methods and knowledge.
Project management also ensures about completing and delivering the entire project
in a specific time span in an effective manner. This assignment includes PID (Project
Initiation Document), planning document, risk register along with methods of risk
management. This assignment is based on the case study of QAHE (QA Higher
Education), which is looking forward to renovate 23 rooms (including lecture rooms,
auditorium and computer laboratories) in their London campus.
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2.0 Project Initiation Document (PID)
Project Title: PID based on renovating lecture rooms, auditoriums and
computer labs for QAHE
Objectives
The objectives of this particular project can be described as follows-
 To renovate QAHE’s computer labs, auditoriums and lecture rooms in London
campus
 To identify the essential components in order to conduct this particular project
 To find the potential risks of this project along with the procedure of
overcoming those
 To complete and deliver the entire project in the planned time span
Budgetary information
It is very crucial to find the out the required monetary support in order to complete
the entire project in an effective manner. A project cannot be completed effectively if
it fails to identify its required financial estimation. For assessing the budgetary
information for a particular project, several factors needs to be taken care, which is
help to make the required budget for this project more effective. This project is aimed
for renovating 23 rooms of QAHE London campus. The budgetary information for
this chosen project can be described through the following table-
5

Details Total
Number
Price Estimated
cost
Negotiated
Price
19 lecture rooms, 2
auditoriums and 2
computer labs
Furniture
removal
300
chairs
£10 £3000 £2600
Electrical
gadget removal
£2200 £2000
Other fittings
and removal
£5000 £4800
23 rooms including 19
lecture rooms, 2
auditoriums and 2
computer labs
Furniture 300
chairs
£10 £3000 £2600
Electrical
Gadgets
£4000 £3800
Computers 50 £500 £25000 £24850
Other Additions
and Renovation
cost
£6000 £5400
Total Cost £46050
Table 1: Budgetary Information
(Source: Created by the learner)
Timescales
Project Objective Starting Date End date Timespan
Renovating QAHE
London Campus’s
lecture rooms,
auditoriums and
computer labs
1st July, 2019 29th September,
2019
3 months
Table 2: Timescale
(Source: Created by the learner)
6

Approach
As discussed above that this particular project is aimed for renovating lecture rooms,
computer laboratories and auditoriums of QAHE London Campus. In order to
accomplish this project, the first phase will be removing all the furniture, electrical
gadgets and others properly through maintaining a proper infrastructure. The second
phase should be refurbishing all the rooms again (e.g. painting, electrical gadget
insertion and others). In order to renovate the auditoriums proper architecture
infrastructure should be applied, so that it looks attractive. For the computer labs, a
proper infrastructure of hardware and software are required.
Key staff and stakeholder analysis table
Shareholders Severity of Power Severity of Influence Analysis
Manager of the project High High Project
managers play
the most crucial
role in project
management
(Turner, 2014).
They have the
responsibility to
organize and
monitor all the
essential
aspects of the
project.
Owner of the project High High The project
owner has the
responsibility to
gather required
resources for
accomplishing
the project
objectives in an
effective
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manner.
Workers Low High The main
purpose of
workers in a
project
management is
to complete the
entire project
effectively
(Kerzner and
Kerzner, 2017).
They have the
responsibility to
maintain each
crucial aspect of
the project and
complete the
entire project by
maintaining
those. Without
the support of
effective
workers, it is
impossible to
complete the
entire project
effectively.
Therefore, its
impact will be
high.
Government High High The impact of
government in a
project
management is
high, as they
provide the
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approval to the
project owner to
conduct the
project (Walker,
2015). They also
provide
necessary
support to the
project
development by
monitoring the
progress of the
project.
IT experts Moderate High IT experts are
required for
execute this
project in a
better manner
as they will
manage the
network,
hardware and
software
infrastructure of
those labs
effectively.
Table 3: Stakeholder analysis
(Source: Created by the learner)
3.0 Risk register
In this section, an effective risk mitigation plan is developed in order to identify the
chances of risk occurrence.
In this scenario,
 Rating of likelihood will lie between 0 - 10
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 Rating of impact will lie between 0 – 10 (where, 0 is the lowest rating and 10
is the highest rating)
 Rating will be identified = (Likelihood rating * Impact rating)
Risk
Manage
ment
Severity before
mitigation
Planning Severity After
mitigation
Backup
plannin
g
Sta
tus
Proje
ct
Own
er
Likeli
hood
Imp
act
Rat
ing
Likeli
hood
Imp
act
Rat
ing
Resourc
e
limitatio
n
3 4 12 With the
help of
proper
modelling
and proper
funding this
risk can be
mitigated
2 4 8 Taking
loan
from
bank
and
crowd
funding
On-
goi
ng
Proje
ct
mana
ger
Commun
ication
problem
4 4 16 By
arranging
team
meeting and
motivate the
employees
for team
work, this
issue can be
mitigated
3 4 12 Enhanci
ng
employe
e
engage
ment
and
applying
commun
ication
procedu
res
(online
and
offline)
(Too
and
Weaver,
2014)
On-
goi
ng
Proje
ct
Mana
ger
Health 2 5 10 Using health 1 5 5 Providin On- Proje
10

and
safety
issues
and safety
rules and
regulations
g better
security
and
heath
policies
goi
ng
ct
mana
ger
and
team
leade
rs
Environ
mental
Impact
4 6 24 By taking
proper care
of the
environment
al aspects
and saving
raw
materials
from rain,
overheat
and other
aspect this
issue can be
mitigated
3 6 18 Arrange
more
raw
material
for
backup
On-
goi
ng
Entir
e
proje
ct
team
and
proje
ct
mana
ger
Training
and
develop
ment
4 3 12 Arranging
better
training and
developmen
t program
for
enhancing
skills and
abilities of
the
employees
3 3 9 By
making
the
employe
es
underst
and
about
the
necessit
y of their
best
perform
ance in
order to
On-
goi
ng
Proje
ct
leade
rs
and
mana
gers
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accompl
ish the
project
objectiv
es
(Todoro
vić et
al.,
2015)
Data
protectio
n and
privacy
mainten
ance
4 5 20 Applying
data
protection
act 1998 in
the
workplace in
order to
ensure the
employees’
and
project’s
crucial data
and
information(
Hornstein,
2015)
3 4 12 Make
the
employe
es
underst
and
about
the
crucially
of
protectin
g data
and
informati
on so
that
employe
es can
play a
crucial
role in
data
protectio
n and
privacy
mainten
ance
On-
goi
ng
Entir
e
proje
ct
team
12

Table 4: Risk Register
(Source: Created by the learner)
4.0 Project Plan
In order to accomplishing the project objectives in an effective manner, it is very
crucial for the project management department to make effective planning and
strategies in an effective manner, as it will lead them to complete the entire project
effectively (Mir and Pinnington, 2014). With the help of effective project plan, it will be
easier for the project management department to maintain and control all the
essential components in an effective manner, as without proper maintenance and
control, a project cannot be completed and delivered properly. For this project, the
required WBS (work breakdown structure) can be described as follows, through
which the key milestones of this particular project can be identified effectively-
Work Breakdown Structure
Tasks Start Date Duration End date
Project planning
(renovating of
lecture rooms,
auditoriums and
computer
laboratories)
7/1/2018 3 7/4/2018
Removal of
furniture
7/4/2018 4 7/8/2018
Removal of
electrical
gadgets
7/8/2018 3 7/11/2018
Removal of
other fittings
7/11/2018 5 7/16/2018
Planning for
resource
gathering for
7/16/2018 10 7/26/2018
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completing the
project
Resource
allocation
planning
7/26/2018 8 8/3/2018
Planning for
infrastructure
improvement
planning
8/3/2018 17 8/20/2018
Reconstruction
of auditoriums,
lecture rooms
and computer
laboratories
8/20/2018 11 8/31/2018
Furniture
allocation and
Electrical
gadgets addition
8/31/2018 4 9/4/2018
Computers and
other fittings
allocation
9/4/2018 5 9/9/2018
Server creation
for computer
labs
9/9/2018 10 9/19/2018
Project testing 9/19/2018 8 9/27/2018
Project delivery 9/27/2018 2 9/29/2018
Table 5: Work Breakdown Structure
(Source: Created by the learner)
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Gantt chart
Project planning (renovating of lecture rooms, auditoriums and
computer laboratories)
Removal of furniture
Removal of electrical gadgets
Removal of other fittings
Planning for resource gathering for completing the project
Resource allocation planning
Planning for infrastructure improvement planning
Reconstruction of auditoriums, lecture rooms and computer
laboratories
Furniture allocation and Electrical gadgets addition
Computers and other fittings allocation
Server creation for computer labs
Project testing
Project delivery
7/1 7/21 8/10 8/30 9/19
Figure 1: Gantt Chart
(Source: Created by the learner)
5.0 Report to the project sponsor
Risk Management Approach
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It is obvious that in order to complete a project in an effective manner, the project
management department will face several risks and problems, while conducting the
project. These types of risks should be avoided or overcome in order to get a better
outcome from the project. Therefore, project managers play the most important role
in order to identify the risks of the project and to make proper planning for
overcoming or avoiding those risks. In order to overcome or avoid those potential
risks, it is very crucial that the project managers will find the problems effectively that
it cannot hamper the project deadline (delivery time) and budget of the project
(increase it by a huge amount) (Heagney, 2016). Risk management planning can be
considered as one of the most crucial aspects, which will help to overcome the
unnecessary aspects of the project (those can create a barrier in the way of project’s
success).
It is very crucial to identify the potential risks of the project, as it will make the entire
project team understand about developing their performance in accordance with
project development and predicted outcome. If the project manager fails to identify
the potential risks then it can hamper the project objectives (uwe.ac.uk, 2018). The
project managers should make effective planning and strategies, so that they can
identify the potential threats at the starting of this project. In order to find out and
overcome the potential threats, the project managers should follow the following
steps effectively:
Figure 2: Risk management process
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(Source: Svejvig and Andersen, 2015)
In order to identify and overcome potential threats for this particular project, the
project manager should monitor and control the entire project very effectively with
the help of following steps-
Plan: As discussed above that in order to overcome or avoid the potential threats
and risks, the project manager has to make effective planning and strategy at the
beginning of the project. As this a renovating project, therefore the potential threats
of this particular project can be categorized into two types, such as- internal risks
and external risks (Nicholas and Steyn, 2017). Internal risks include employee
relationship, employee engagement, health and safety issues in workplace. On the
other hand, external risks include environmental problems (e.g. climate changing
and others). Therefore, it is very important for the project manager to make
mitigation planning in order to overcome or avoid those identified potential threats in
an effective manner.
Identify: Identification is the second, but very crucial stage for a project management
as it will allow the project managers to find out the potential drawbacks of the project
in an effective manner. As discussed above that internal and external threat, which
are employee related issues, health and safety issues and environmental problems
are the only threats for this QAHC renovating project. There can be many other
potential threats, which can hamper the project aims and objectives as well as can
lead the entire project towards failure (Fleming and Koppelman, 2016). Therefore,
the project manager along with project team should play an important role in order to
identify the other potential threats, such as- stakeholder problems, communication
problems among employees and others. If these all problems cannot solved
effectively, then it can lead the project to miss its deadline that can be called as
project failure. Therefore, it is very important for the project team to identify the risks
effectively, so that they can make proper planning of overcoming those risks.
Analyse and prioritize: Analysis and prioritization can be considered as another
important phase of risk management plan. In this process, the project manager and
project team should make proper planning and strategy in order to prioritize the
potential risks effectively, so that they can implement proper planning of overcoming
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those issues based on their priority. In general, there can be several potential
threats, which can lead the project towards failure and it is impossible for the project
team to handle all the risks and threats at once. Therefore, the project team should
make effective analysis of the entire project so that they can categorize all the risks
based on their priority. For example, while conducting the project, the project team
face communication problem among the employees and management, which is
leading the project to be delayed (uwe.ac.uk, 2018). Therefore, the project team
should give highest priority to this problem instead of other minor problems, and try
to solve these problems by making effective planning and strategies.
Strategize: Strategize is another phase of risk management planning, which leads
the entire project team to make effective planning and strategy. The project manager
plays the main role in this context, as project manager has the highest power to take
effective decision (related to the project implementation) or to implement new plan
and strategy in the project execution (Serra and Kunc, 2015). Therefore, it is very
important for the project manager in a project management to make effective
planning and strategize those based on the situation (identified or analysed or
prioritized circumstances). In case of QAHC renovating project, the project managers
should strategize all of their planning based on the identified and prioritized risks.
Effectiveness of Prince 2 methodology
It is very important to conduct a project effectively to select appropriate and effective
methodology, as will allow the project team to conduct the entire project in a proper
way and structured manner. In this current scenario of QAHE renovating project,
Prince 2 methodology will be most effective, as it will provide proper control of the
entire project to the project manager (prince2.com, 2018). “Prince 2” methodology
can be categorized into three different divisions, such as- planning, organising and
controlling. As discussed above that project manager has the responsibility to control
and organize the entire project in an effective manner. The components of Prince 2
methodology can be described as follows in the context of QAHE renovating project-
 Planning: In case of Prince 2 methodology, planning refers to the process of
making effective strategies, which can the entire project towards success by
overcoming or avoiding all the potential risks and threats.
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 Organising: After making effective planning, organising can be considered as
the second phase of Prince 2 methodology, which allows the project team and
project manager to handle the entire project in a structured manner
(prince2.com, 2018).
 Controlling: In case of controlling, the project team and project manager
should monitor all the project activities in an effective manner, so that it can
help them to gain proper controlling over the entire project.
6.0 Conclusion
From the above discussion, it has been identified easily that how QAHE classroom
renovating can gain success in an effective manner. From the PID section, it has
been identified about the necessity and importance of project management and how
the entire project can be accomplished by maintain proper guidelines. Through the
risk register section, it has been identified what are the potential risks and threats
regarding this project and how those can be overcome in an effective manner. The
given WBS and Gantt chart help to provide a brief idea about completing and
delivering the entire project in a proper time span. Therefore, it can be stated in short
that in order to complete a project in an effective manner, it is very crucial to follow
all the guidelines and need to make effective planning and strategy for completing
the entire project effectively.
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Reference List
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—Past and present. Project Management Journal, 46(6), pp.6-14.
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management. Project Management Institute.
Heagney, J., 2016. Fundamentals of project management.Amacom.
Hornstein, H.A., 2015. The integration of project management and organizational
change management is now a necessity. International Journal of Project
Management, 33(2), pp.291-298.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to
planning, scheduling, and controlling.John Wiley & Sons.
Mir, F.A. and Pinnington, A.H., 2014.Exploring the value of project management:
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of project management, 32(2), pp.202-217.
Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business
and technology.Routledge.
prince2.com (2018). PRINCE2 Methodology | PRINCE2.com | UK. [online]
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Svejvig, P. and Andersen, P., 2015. Rethinking project management: A structured
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Project Management, 33(2), pp.278-290.
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Todorović, M.L., Petrović, D.Č., Mihić, M.M., Obradović, V.L. and Bushuyev, S.D.,
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uwe.ac.uk (2018). Risk Policy and Risk Management Procedures, [online] p.8.
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Walker, A., 2015. Project management in construction.John Wiley & Sons.
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Appendix
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