Project Management

This project examines the application of project management principles in organizing an event for QA Higher Education. It includes a detailed work breakdown structure, risk register, and risk management plan. The project also analyzes the effectiveness of the PRIENCE 2 theory in managing the event. Desklib provides past papers and solved assignments for students.

Project
Management

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK...............................................................................................................................................1
1. Sample project initial document..............................................................................................1
2. Work Breakdown Structure (WBS) with at least 20 items.....................................................3
3. Risk register............................................................................................................................7
4. Risk management plan and PEIENCE 2 theory......................................................................8
CONCLUSION..............................................................................................................................10
REFRENCES.................................................................................................................................11

INTRODUCTION
Event management is a part of project management in which a person or a team develop
or organized events on a large scale such as conferences, ceremonies, weddings, college event,
formal parties, concerts and many more. For organizing event in appropriate and effective
manner, an organizer or project planner needs to various activities such as budgeting, scheduling,
arranging transportation, arranging speakers and many more (Braglia and Frosolini, 2014). This
report is based on QA Higher Education (QAHE) who is going to conduct event in college
during fresher's week in September. For this all responsibility of organising event in effective
and appropriate manner given to project manger. Thus for efficient event project manger develop
activities and plans like prepare budget, time scale for its completion, decide objectives, hire and
arrange staffs, attract stakeholders. Along with this they develop work break down structure of
activities which is conducted in order to make event appropriate. They also develop risk register
which they might face during pre or post action of events. This report also include short report
analysis which is going to present in front of project sponsor, Directors of operations and many
more. At last report include analysis and evaluate strength as well as weakness of project by
adopt PRIENCE model.
TASK
1. Sample project initial document
Title of Project:- Attract students and make the university more competitive.
Estimate Budget:- Budget which is given for organising or creating events to attract
students and enhance competition at market, managing director provide approximately £50,000
to project manger. This budget is for all things which is going to conduct and required for a
effective and appropriate event such as building or ambiance, foods and drinks, invitations for
local and international and many more (Bucero and Englund, 2015). From given budget most
part of budget or funds will be spend on advertisement and promotional activities. Along with
this arranging foods and drinks as well as ambiance also required huge budget. University has to
do promotional and advertising activities to attract more and more pupil of London, Birmingham
and Manchester.
Project manager decide to divide portion or ration of whole budget according to activities
which is conducting at event such as approx 20 % will be spent on food and drinks, 50 %
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required for distributing invitations to audiences and media partners. Media is required at this
event because by university able to promote there effective and advance classrooms as well as
computing labs in effective manner. Form budget of £50,000 approx 20 % will be required to
arrange ambiance for organizing events for near by 2000 audiences. Along with this 20 % which
is left from budget will be used in miscellaneous activities such as hiring office, staffs and many
more.
Timescales:- This refers to time duration which is required to conduct whole research of
organising event in effective and appropriate manner (Burke, 2013). For this product manger
need to develop a team of efficient members which conduct research to identify effective and
potential audiences for there classrooms and computing labs. For completing and organising
events project manger at least required 1 month so that they plans and arranges things as well as
resources in effective and efficient manner. From which they required 20 days for promotional
and advertisement activities. Along with this project manger take approx 2 days in for booking
every things such as caterer for food and drinks, ambience, speakers, mice and many more.
Objectives:- Main objective for organizing this event is to attract students and there
peers in order to make the university more competitive. So that more pupils form London,
Birmingham and Manchester get attract and encourage to take admission in respective
University.
Approach:- This refers to factor which is required to make event effective and efficient.
Project manager of QA Higher Education is more focused on advertising and promotion of this
event in order to attract more and more learner from all areas. For this they conduct
advertisement on social media- face book, Instagram, twitter, linked in and many more; social
media like email marketing or search engine (Fleming and Koppelman, 2016). Along with this
they are also do advertising through print media like newspaper, pamphlets, posters and many
others. Project manager of respective university also update there websites so that visitors who
go through university websites get aware about event.
Stakeholders Analysis:- There are various type of stakeholder of an organisation such as
suppliers, directors, members partners and many others. From these stakeholders some are
important for an organisation and some are not must efficient and significant. QA Higher
Education classify there stakeholder into four parts- Donors, Governments and university head,
and suppliers, whose description is given below:-
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 Donors (High power, high interest): It refers to those peoples who invest there capital in
operations and functions of University such as trustee, parents, alumni, employees,
research councils and many others. These peoples always involves and take part in
decision making related to university. Manager of respective university take part in every
decision and provide ideas in order to enhance there potential audiences ratio and
profitability. Government (High power, low interest): It refers to those stakeholders how have more
power in activities of university but have very low interest (Fortune and et.al., 2011). The
government develop develop strategies, policies and rules and regulation which affect
decision making as well as activities of university. Governments also develop strategies
and plans for activities or event which QA Higher Education is going to conduct. There
is also some chance that it may affect activities and process. University Head (Low power, high interest): There are those individuals or group of
individuals which have more interest in activities and process of an organisation. Such as
in QA Higher Education university heads are Board of directors or Dean who have more
interest and less power. In respect of event which is going to conduct in respective
university.
 Suppliers (Low power, low interest): Suppliers refers to an individual or group of
peoples who supplies things to university such as suppliers of foods and drinks,other
colleges or university, suppliers of books and stationery. In respect of event which is
going to conduct in QA Higher Education university suppliers indicates suppliers of food
and drinks, speakers, mics, tables, chairs and many more.
2. Work Breakdown Structure (WBS) with at least 20 items
Work break down structure refers to procedure or technique in which whole procedure is
divided into various small activities or portions which leads to completion of task in effective
and efficient manner (Hanisch and Wald, 2011). In respect of QA Higher Education university
project manger divide whole activities or process in small portions of 20 activities which is
mentioned below:-
1. Establish Objective: Identify and establish appropriate objective what QA Higher
Education university want to convey to there audiences about there advance technology
classrooms as well as computer lab.
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2. Market research: In this QA Higher Education university conduct market research and
identify potential audiences from local and other area of countries.
3. Selection of suitable ideas: In this QA Higher Education university conduct select
appropriate ides for selecting audiences in effective and appropriate manner.
4. Develop plans of activities: In this respective university develop plans to various
activities they have to conduct.
5. Design promotional and advertising activities: When QA Higher Education university
know there potential customers they will develop advertisement and promotional
activities
6. Up date Websites: After advertising respective university update there websites for those
who visit at there website after watching advertisement of QA Higher Education
university.
7. Conduct analysis: After advertisement university conduct analysis to know in what ratio
audiences are attracting towards QA Higher Education university.
8. Evaluate Decision: Then they conduct meeting with seniors and staffs in order to
analysis effectiveness of decision.
9. Market Feasibility: It is a situation when respective company conduct analysis of
effectiveness of ideas.
10. Demand Forecasting: At this QA Higher Education university conduct forecasting of
demand and need things for conducting event in effective and appropriate manner.
11. Data Collection: In this respective University collect data and information which is
required for respective event which is going to organised by respective company.
12. Evaluate Data: Then they evaluate data so that they do further activities in effective
manner.
13. Develop Budget: After deciding and evaluating all data and information respective
university prepare budget in effective and efficient manner.
14. Set activities accordingly: In this step project manager conduct evaluation and set
activities according to budget in effective and appropriate manner.
15. Books Ambiances: Respective University book ambiances according to audiences they
are estimating.
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16. Develop invitation cards: Then university print invitation cards for pupils and there
peers, other college and university and so on.
17. Book caterers: After deciding approx number of audiences QA Higher Education
university book caterers for foods and drinks.
18. Invite media: QA Higher Education university also invite media so that they can
promote there advance technology class rooms and computer labs which help them in
attracting more learners.
19. Hire bloggers: Respective university hire bloggers and writers who will do positive
advertising and promotion of respective events.
20. Analysis effectiveness: At last project manger of respective company analysis
effectiveness of events through feedback and suggestions.
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3. Risk register
It refers to a tool or techniques which is use by an organisation in order to identify risk
and develop risk management plans accordingly and effectively (Kerzner and Kerzner, 2017). In
respect of QA Higher Education university major risk are given below:-
Risk Mitigation
Action
Contingency
Action
Pre action score
(Out of 10, where
10 is high risk and
1 is low)
Post action score
(Out of 10, where
10 is high risk
and 1 is low)
Delay in
delivery of
products which
is required for
event.
In this an
agreement must
be prepare in
which it is
mentioned that if
supplier delay in
delivery of
products.
Respective
Project manager
also plan
strategies
according to Plan
B if in case
respective
situation occur
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university can
file legal action
against it.
Demand of
pupil not match
with university
products
It is a situation in
when demand of
students get
change there
demand or ask
for more
facilities.
For this project
manger of QA
Higher Education
university decide
to update there
facilities and
strategies
according to
demand and
feedback of
audiences.
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Fluctuation in
budget or cash
flow due to
increase in need
of resources.
In this project
manger manage
and develop
proper strategies
according to
distribution of
cash in effective
and appropriate
manner
according to
need of activities
(Ramazani and
Jergeas, 2015).
To tackle this
situation in
effective and
appropriate
manner respective
university project
manger take short
duration loan
from bank or any
financial
institutions.
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4. Risk management plan and PEIENCE 2 theory
(a) Risk Management Plan
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It refers to methods or techniques that is adopted by an organisation in order to identify as
well as analysis risk in effective manner and then accordingly they able to develop strategies in
effective and appropriate manner (Kerzner, 2013). By using this approach an organisation able to
analysis and minimise or cut down risk factors and accomplish work in effective manner. Along
with this by analysing risk in advance an organisation able to same resources and money from
getting waste. Effectiveness of risk management plans and its impact in ignoring risk in
appropriate manner, is mentioned below:-
 Identification of risk:- By adopting risk management plan an organisation able to
identify risk in effective and efficient manner that help them in developing strategies in
appropriate manner. According to this project manger of respective university conduct
analysis of macro and micro factors to identify risk, so that they can develop strategies
and policies accordingly in appropriate and effective manner.
 Assure high quality work:- By risk management plan an organisation able to identify
risk which help in developing appropriate strategies in order to attain work and
accomplish task in effective and efficient manner. By this project manger of QA Higher
Education university develop plans, strategies, polices and regulation which save there
time as well as resources. Along with this by respective methods event will be organised
and accomplished in efficient and proper ways.
(b) PRIENCE 2 Theory
This theory is use by an organisation when they are working or conducting a project. This
theory is mainly concern or focus on three aspects that are organisation of event, controlling of
event from starting to end and end of the project in effective manner (Meng, 2012). Through
PRIENCE 2 methodology QA Higher Education university project manger analysis Strength
and weaknesses which is mentioned below:-
Strength:-
 Predictable:- By adopting respective method QA Higher Education university project
manger able to predict things and risk in effective as well as efficient manner. By which
they plan and develop strategies in appropriate manner.
 Time and Cost Effective:- By using PRIENCE 2 method respective university able to
accomplish process or task in appropriate time duration and in given budget. That makes
work or event more effective and efficient.
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 Standardisation:- This method reduce or minimise the chance of misdirection and
miscommunication which leads to achievement of goal as well as objectives in effective
and appropriate manner (Meredith and Mantel, 2011). So if project manger of respective
company use PRIENCE 2 methods they able to organized and accomplish event in
effective and appropriate manner.
Weaknesses:-
 Complex:- PRIENCE 2 Method is a complex and difficult approach in adopting due to
which very less peoples or leaders adopt it. So to adopt it in effective manner respective
university has to spend more funds in training and development of staff who work in
particular event.
 Not realistic:- Some steps in this methods are non realistic which didn't help in finding
risk in effective and appropriate manner. Due to which it is is is not consider as realistic
approach.
CONCLUSION
From the above discussed point it can be analysis and conclude that for planning a event
it is essential for an organisation to conduct various activities such as market analysis, identify
potential customers. Along with this they able to develop strategies, plans and budget according
and in effective manner. It can also be recommended for an organisation to adopt PRIENCE 2
method in effective manner in order to identify strength and weakness of a project which they
want to conduct. Manger of an organisation also do analysis of resources and staffs and if they
required anything manger will develop strategies and plans accordingly. An organisation can
also develop risk management plan to identify risk and then respectively manger will develop
strategies in effective manner.
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REFRENCES
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.
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