Project Management and Event Planning

The provided report highlights the significance of project management in organizing events, particularly a QA higher education event. The report covers the project identification process, including developing thorough planning, and presents a work breakdown structure to ensure effective execution. It emphasizes the role of project management in achieving successful outcomes.

PROJECT MANAGEMENT
1

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
PROJECT INITIATION DOCUMENT..........................................................................................1
Objectives...............................................................................................................................1
Budgetary information............................................................................................................2
Timescale................................................................................................................................2
Approach................................................................................................................................2
Key staff.................................................................................................................................2
Stakeholders analysis table.....................................................................................................3
WORK BREAKDOWN STRUCTURE..........................................................................................4
RISK REGISTER............................................................................................................................9
Demonstrating the risk...........................................................................................................9
Demonstrating the use of risk register..................................................................................13
REPORT TO PROJECT SPONSOR.............................................................................................13
a.) Explanation on need for quality leadership on the project..............................................13
Discussion on role which successful project manager can play...........................................15
b.) analysis and critique of methodologies...........................................................................15
CONCLUSION..............................................................................................................................17
REFERENCES..............................................................................................................................18
2

INTRODUCTION
Project management is the type of work which foresee and predict many types of dangers
and problems as soon as possible in order to conduct efficient plan and to control such activities
in order to achieve success of the specific project (Kerzner and Kerzner, 2017). Thus, in this
report a case study of higher education will be presented under which such institution has just
completed a refurbishment regarding its teaching rooms and to compute labs in some cities.
However, university wants to launch a public event for attracting students and to make the
university more competitive in the marketplace. Therefore, in this report explanation will be
provided on project initiation documents where information like timescale, key staff etc. will get
discussed. Further, risk register and work breakdown structure will also be discussed with
explanation on need for quality leadership.
PROJECT INITIATION DOCUMENT
This is one of the most significant artifacts in the activities of project management which
enables a specific guideline for developing successful business project. It is the type of tool
which bundles the information from starting of project till the projects gets completed.
Therefore, it is considered as one of the most important components of the project management
(Heagney, 2016). Through the appropriate documents, project management collect important
information and then such information will be transferred to stakeholders and the sponsors of the
business event. Thus, for launching successful business event of the higher education process of
initiating a plan is as follows.
Objectives
The objective of this management is to conduct a successful educational event in context
of QA higher education. Motive of conducting such event is to attract more and more students
3

and to gain competitive advantage from other institution of London city. Therefore, the specific
objective of conducting a successful business event is as follows-
 To develop excellent learning environment for attracting more students
 To create a working environment which provide high support to staff members
 To enhance the competitive position of the QA higher education
 To establish an event which targets the marketing of university well.
Budgetary information
In order to attract more customers and to achieve competitive advantage QA higher
education wants to conduct a successful event in London. In this event all formal ceremony and
information opportunities wants to establish by the university so that they will able to provide
students and staff an excellent learning environment where they will get to know about the latest
technology which currently available in market (Ahmed, 2016). This is will further help both
teacher and students in their studies and teaching. Thus, in order to present successful event the
cost which will be proposed by the sponsor is £50,000. This cost will be allocated to services of
catering, food management, staff management etc.
Timescale
In accordance with scheduling each activity estimate time duration needs to be required.
There are various activities which suggested to project manager to be followed first in
order to reduce time utilization of single activity. However, it has been estimated by
project manager that completion of activities will be within 60 days of period.
Approach
The QA education institute wants to conduct a successful event for achieving competitive
advantage. Thus, this implementation of the event will involve appropriate resources and support
from the sponsors. This event planning will proceed via formation of the strategic project
management team which will manage whole disposal programme, timescale and select
development partner (Eskerod and Jepsen, 2016). The whole process of the event will be
conducted with the planning of way in which costs and benefits are shared. In order to develop a
successful environment, proper planning of activities like date, venue, opportunities for staff and
students to take a tour on building, invitations to local members and VIP will be approached.
4

Key staff
For developing a successful educational event, it is very essential that project manager
must have skill full staff which provide services with their best efforts. For this educational event
staff required will be servers, coat checkers, drivers, special needs assistants, valet parking
attendants, customer information agents and ticket-taker. Further, another team of staff which
will require for directing the guests, for position of booth and vendors, guest speakers, delivering
supplies during event and containing litter. Further, additional staff will require for setting up
tables, arrangement of chairs for seating and for occasion which will assist decorating
committee. Individual person will also be required to overseeing the direction of other staff, to
handle and monitor the work of staff and regarding any quarry of the guest etc. additional staff
may also be required for cleaning tables and chairs and for timely serving water and
refreshments to guests etc.
Stakeholders analysis table
Stakeholder
name
Impact Influence What is
important
to
stakehold
er?
How
stakehold
er
contribut
e to the
project?
How
could
stakehold
er block
the
project?
Strategy
for
managing
the
stakehold
er
The Sunday
Times
Newspaper
Low High Getting a
good story
Print story
in
newspaper
which
support
institution
promotion
Print story
in the
opposition
of the new
event
(Mace and
et.al.,
2015).
Conductin
g meeting
with them
Students high high Encourag
e other
students
The will
decide to
get the
Promote
institution
service in
Conductin
g event
with
5

for getting
admission
admission
or not.
negative
way
excellent
learning
environme
nt
Teachers high high One which
will help
in running
the
institution
Encourage
other
students
and
teachers
regarding
working
environme
nt
Will go on
strike
Meeting
every
week
Managing
director
high High Support
for
conductin
g
successful
event
Analyse
the current
market
situation
and will
develop
future
strategies
Stop doing
sponsorshi
p in the
event of
QA
By
conductin
g meeting
at the end
of every
month.
Project manager high high Develop
efficient
planning
Analyse
the
strategies
for
launching
successful
educationa
l event
Will not
properly
manage
the event
By taking
suggestion
to conduct
educationa
l event
6

WORK BREAKDOWN STRUCTURE
For scheduling the task properly and for ensuring the effectiveness of the activities, budget
and resource required will be helpful in managing the entire process. Thus, the WBS
structure of project are as follows-
Task Mode Task Name Duration Start Finish Predecessors Cost
Auto
Scheduled
Project initiating
plan 9 days Fri 15-03-
19
Wed 27-
03-19 $7,700.00
Auto
Scheduled
evaluating
requirements for
event
2 days Fri 15-03-
19
Mon 18-
03-19 $200.00
Auto
Scheduled
analysing time
frame for activities 3 days Tue 19-
03-19
Thu 21-
03-19 2 $2,400.00
Auto
Scheduled
deciding Objectives
of event 2 days Tue 19-
03-19
Wed 20-
03-19 2 $3,000.00
Auto
Scheduled
Deciding Budget
requirements 4 days Fri 22-03-
19
Wed 27-
03-19 3 $1,500.00
Auto
Scheduled
conducting meeting
with managing
director
1 day Thu 21-
03-19
Thu 21-
03-19 4 $600.00
Auto
Scheduled Venue selection 8 days Thu 28-
03-19
Mon 08-
04-19 1 $7,400.00
Auto
Scheduled
searching for
banquets, gardens,
halls
5 days Thu 28-
03-19
Wed 03-
04-19 5 $400.00
Auto
Scheduled
analysing suitable
venue 2 days Thu 04-
04-19
Fri 05-04-
19 8 $2,500.00
Auto
Scheduled negotiating prices 1 day Thu 28-
03-19
Thu 28-
03-19 6 $3,000.00
Auto
Scheduled
finalising event
location 1 day Mon 08-
04-19
Mon 08-
04-19 9 $1,500.00
Auto
Scheduled Catering services 13 days Tue 09-
04-19
Thu 25-
04-19 7 $5,400.00
Auto
Scheduled
determining the
staff required for
catering services
6 days Tue 09-
04-19
Tue 16-
04-19 10 $1,800.00
Auto
Scheduled
determining quality
of services 7 days Wed 17-
04-19
Thu 25-
04-19 13 $2,200.00
Auto
Scheduled
Finalising staff
caterers 2 days Tue 09-
04-19
Wed 10-
04-19 11 $1,400.00
Auto
Scheduled Technical assistance 6 days Fri 26-04-
19
Fri 03-05-
19 12 $4,700.00
Auto finding the best 3 days Fri 26-04- Tue 30- 15 $1,100.00
7

Scheduled technician 19 04-19
Auto
Scheduled
providing
information
regarding the event
presentation
4 days Fri 26-04-
19
Wed 01-
05-19 15,14 $1,100.00
Auto
Scheduled
assigning roles and
responsibilities 2 days Thu 02-
05-19
Fri 03-05-
19 17,18 $1,200.00
Auto
Scheduled finalising payments 1 day Thu 02-
05-19
Thu 02-
05-19 18 $1,300.00
Auto
Scheduled Invitation 11 days Mon 06-
05-19
Mon 20-
05-19 19,16 $9,700.00
Auto
Scheduled
preparing list of
guests and dignitaries 5 days Mon 06-
05-19
Fri 10-05-
19 20 $2,400.00
Auto
Scheduled
printing the
invitation card 6 days Mon 13-
05-19
Mon 20-
05-19 22 $4,600.00
Auto
Scheduled
distribution of
cards 4 days Mon 13-
05-19
Thu 16-
05-19 22 $2,700.00
Auto
Scheduled Promotion 3 days Tue 21-
05-19
Thu 23-
05-19 21,24 $6,100.00
Auto
Scheduled
publishing the
advertisement in
news paper
2 days Tue 21-
05-19
Wed 22-
05-19 24 $3,900.00
Auto
Scheduled
promotion through
social media 3 days Tue 21-
05-19
Thu 23-
05-19 23 $2,200.00
Auto
Scheduled Planning of event 10 days Fri 24-05-
19
Thu 06-
06-19 27 $9,000.00
Auto
Scheduled hiring skilled staff 4 days Fri 24-05-
19
Wed 29-
05-19 26 $100.00
Auto
Scheduled
inviting Guest
speaker 1 day Thu 30-
05-19
Thu 30-
05-19 29 $5,000.00
Auto
Scheduled
Scheduling
presentation 5 days Thu 30-
05-19
Wed 05-
06-19 29 $2,400.00
Auto
Scheduled
determining the
process for touring
university campus
2 days Fri 31-05-
19
Mon 03-
06-19 27,30 $1,400.00
Auto
Scheduled Completion of plan 1 day Thu 06-
06-19
Thu 06-
06-19 31,32 $100.00
Gantt chart:
8

9

10

Critical path: This is the process by which project manager will able to develop suitable and
effective planning for QA education event for students and teachers.
RISK REGISTER
Demonstrating the risk
ID Risk
descripti
on
Lik
elih
ood
Residu
al
impact
Potenti
al
Impact
Owner Mitigating
action
Contingent
action
Prog
ress
on
actio
ns
Score
1 Lack of
coordinat
ion
3 4 Personal
injury,
litigatio
Project
manager
In order to
protect
such risk
For
mitigating
such risk,
1-3
days
12
11

n,
financial
costs,
reputati
on loss
etc
(Lock
2017).
effective
communica
tion
strategy
will get
developed.
training and
meeting will
be
developed.
2 Inapprop
riate
costing
authorisa
tion
3 3 Overspe
nd,
financial
cost
Accounta
nt
For
mitigating
such risk,
proper
quarterly
budget
needs to be
prepared.
For this type
of risk,
advice from
procurement
manager
will be
taken.
Withi
n 1
week
9
3 Manual
handling
2 3 Back or
shoulder
strain or
sprain
Restock
staff
Appropriat
e training
to good
lifting, seek
assistant if
needed etc.
For such
type of risk,
3 or more
sack truck
to be
purchased.
Withi
n a
week
12
4 Lack of
strategic
planning
4 3 Minimu
m
impact
upon
both
quality
and
financial
Project
manager
To mitigate
such risk
member
culture
working
group will
get
established.
Currently,
proper
engagement
developed
in
community
planning
process.
2-3
days
9
12

aspects
5 Lack of
marketin
g team
resource
and lack
of
budget
3 3 Lack of
participa
tion,
poor
reputati
on
Project
manager
Meeting
with the
sponsors
and key
parters
For
controlling
such risk,
skilled
workers will
get hired
and budget
will get
prepared on
quarterly
basis.
1-2
week
9
6 Overload
ed and
failed
power
source
5 10 Loss of
reputati
on
Engineer Elimination
of the
hazard by
engaging
licensed
electrician
who
change
existing
power
supply.
Administrati
on will
ensure
proper
requirement
s and proper
planning
phase will
get
developed.
1 day 9
7 Member
of public
injured
by
accessin
g
equipme
3 12 Litigatio
n and
loss of
reputati
on
Engineer By making
such areas
inaccessibl
e to public
this risk
will get
mitigated.
Use of
equipments
like
pedestrian
barriers,
hazard tape,
bollards will
Withi
n 2
days
8
13

nt such
as
generator
,
machiner
y
get used.
8 Maintain
ed of
food
quality
3 3 Litigatio
ns as
well as
reputati
on loss
Project
manager
Proper
planning
will get
develop
where
considerati
on to be
taken on
rules and
regulations
presented
by
governmen
t.
By hiring
chefs which
has
knowledge
of
appropriate
laws and
legislation
in order to
maintain
food
quality.
Withi
n 2
days
9
9 Inadequa
te sound
quality
3 4 Noise
pollutio
n
Project
manager
For
mitigating
such risk
proper
testing
needs to be
taken while
confirming
services
(Hopkinson
This risk
will get
administrate
with the pre
event
assessment
so that noise
pollution
will get
controlled.
1-2
days
8
14

2017).
10 Poor
catering
services
3 5 Unsucce
ssful
event
Leader of
the event
Before
execution
of work
proper
planning
needs to be
provided to
employees.
Managemen
t must have
to conduct
meeting
before
executing
work to
employees.
I
week
8
Demonstrating the use of risk register
Risk register is the type of tool in risk management and in project management. This is
the process of identifying potential risk for a particular event and for organisation so that
regulatory compliance will get fulfilled. This register will mainly include all the information
related to identification of risk, its nature, level, potential impact. Mitigation strategy, contingent
strategy, likelihood, scores etc. Risk register is the process by which project manager will able to
manage the risk and will strategically able to control the issues which has the probability and
chances to occur most likely.
REPORT TO PROJECT SPONSOR
To
Project Sponsor,
The director of operations
date: 15th march 2019
a.) Explanation on need for quality leadership on the project
For the successful completion of project, it is essential that project manager must have effective
leadership quality which are as follows-
 Communication
It is necessary that manager must have excellent communication skill so that he/she will
effectively able to conduct decisions and plans to people and staff member at different level
15

(Webb 2017). In order to get the work done in accordance with the developed plan it is
necessary that project manager must communicate vision, goal, guidelines and expectations to
staff member so that they improve the required skill for achieving business objectives.
 Sharing of a vision
Project manager must have the ability to see a bigger picture of the project which needs to be
completed and in order to achieve successful completion, he/she must have to effectively
convey vision to staff members so that quality of work will get generated.
 Positive attitude
This is the most important thing which every leader must have to develop. In order to get
successful completion of work a leader must have positive mental attitude so that appropriate
enthusiasm will automatically get develop in other working members too (Marsh, 2018).
 Integrity
It is the responsibility of leader to develop an ability for gaining the trust of team members.
Leader must have to ensure proper ethical values in their working so that employees will also
able to recognise the honesty of the leader.
 Competence
Successful project will only get developed when a leader demonstrate that they are competent
and very much capable in gaining respect and trust of team member as well in fulfilling the
responsibility of the team members.
 Problem solver
Project manager must have to posses excellent problem solving skill and he/she must have to
resourceful and creative in order to solve and handle any kind of problems. Sometimes, conflict
among employees will get created which directly influence the project work (Boyle, 2017).
Therefore, leader must have to develop essential quality for solving specific problem of the
management.
 Team builder
A great leader is the one who have the capability in order to manage and build positive culture
where each and every employee feel satisfied to work in the organisation. However, it is also
true that a strong and happy team always prove to be a productive team. Thus, leader must have
to posses effective team builder capability.
Discussion on role which successful project manager can play
16

It is true that a project manager is the person who has overall responsibility in order to manage
successful initiation, planning, design, executing, monitoring, controlling and regarding closure
of the project. Therefore, role which played by project manager are as follows-
Planning and defining scope: It is the responsibility of the manager to plan and define the
scope upon which effective project will get conducted.
Activity planning and sequencing: After successful implementation of planning, project
manager must have to play the role of developing planning of activities with their appropriate
sequencing so that a proper way will get develop to complete a project (Svejvig, Geraldi and
Grex, 2019).
Resource planning: role of leader is to create an appropriate resource planning so that while
executing any work process no hurdle will get obtained.
Developing schedule: a strong leader is the one who has the ability to develop a schedule of
work so that work will not get mismatched.
Time estimating: Project manager must have to analyse estimation of the time so that work
will not get extended and gets complete with the time which has developed.
Cost estimating: it is the work of project manager to estimate the cost of each and every
activity so that no risk will get raised regarding funding and availability of resources during the
work (Haughey, 2019).
Developing a budget: project manager must have to develop budget after the proper estimation
of the cost so that work only will get generated within a set budget.
Documentation: a successful project manager must have to monitor and generate the
documentation of each and every activity during a project so that budget will properly get
analysed after the completion of work.
Risk analysis: A great project manager is the one who will analyse and assess the risk which
may get raised during the process of project completion.
b.) analysis and critique of methodologies
Methodologies Details Strength Weakness
Agile It is the type of
practise which
promote continuous
 High
flexibility
 High customer
 Problem in a
coordination of
workflow.
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process of
development and taste
throughout project
time period (Lai, Hsu
and Li, 2018). It is a
tool of interaction,
customer
collaborations and
responding to change
in plan.
satisfaction
 Continuous
quality
assurance
 Difficulty in
planning at
early stage.
Waterfall It is the process of
developing software
sequentially which
from the point of start
to end. In this process,
customer will only
able to see project at
the end.
 Easy in
understanding
and in
applicability.
 It provides
requirement
stability.
 It gets used
when quality is
more
important.
 In order to
develop this all
requirement
needs to be
known.
 Chances of
giving false
impressions.
PRINCE2 It is the process of
focusing only on the
specific work related
activities so that
proper rules and
regulation will get
developed to conduct
a work.
 Provides
reliability of
the work.
 It always
empowers
business
change
 It helps in
enhancing
 It is an
improper for
little type of
work.
 It relied only
upon change.
18

customer
experience.
Recommendations:
It is suggested that a project manager must have to follow Agile theory while conducting
specific event because It is the type of practise which promote continuous process of
development and taste throughout project time period.
From-
Project manager
CONCLUSION
From the above report it is summarised that in order to conduct any type of specific event
or activity project management plays an important role. It is because it generally helps in
developing throughout planning of the process which needs to be recognise before executing a
work. In this report, explanation has been discussed on the PID where budgetary information in
conducting event of QA higher education has explained.
19

REFERENCES
Books and Journals
Ahmed, A., 2016. Software project management: A process-driven approach. Auerbach
Publications.
Boyle, G., 2017. Design project management. Routledge.
Eskerod, P. and Jepsen, A.L., 2016. Project stakeholder management. Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Hopkinson, M., 2017. The project risk maturity model: Measuring and improving risk
management capability. Routledge.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Lai, C.Y., Hsu, J.S.C. and Li, Y., 2018. Leadership, regulatory focus and information systems
development project team performance. International Journal of Project
Management. 36(3). pp.566-582.
Lock, D., 2017. The essentials of project management. Routledge.
Mace, G.M and et.al., 2015. Towards a risk register for natural capital. Journal of Applied
Ecology. 52(3). pp.641-653.
Svejvig, P., Geraldi, J. and Grex, S., 2019. Accelerating time to impact: Deconstructing practices
to achieve project value. International Journal of Project Management.
Webb, A., 2017. The project manager's guide to handling risk. Routledge.
Online
Haughey, D., 2019. The Role of Project Manager. [Online]. Available through
<https://www.projectsmart.co.uk/the-role-of-the-project-manager.php>
Marsh, F., 2018. 10 great leadership skills of project management. [Online]. Availbale through
<https://aboutleaders.com/10-great-leadership-skills-of-project-management/#gs.1iw4wz>
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