Project Management Project 1

This report aims to prepare a project initiation document and work breakdown structure for organising a field trip to Uganda for 30 students of final year of Sustainable Business course of QAHE.

Project management -
Project 1
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Table of Contents
Introduction......................................................................................................................................3
1. Project Initiation Document (PID)...............................................................................................3
1.1 Project Objectives.................................................................................................................3
1.2 Purpose of the document ......................................................................................................3
1.3 Project Information...............................................................................................................3
1.4 Project Background...............................................................................................................5
1.5 Project deliverables...............................................................................................................5
1.6 Project Scope.........................................................................................................................5
1.7 Key assumptions...................................................................................................................5
1.8 Key executive members........................................................................................................6
1.9 Key Risks..............................................................................................................................6
1.10 Key Success factors............................................................................................................6
1.11 Key Constraints...................................................................................................................6
1.11.1 Time........................................................................................................................6
1.11.2 Quality....................................................................................................................6
1.11.3 Cost.........................................................................................................................6
1.12 Stakeholder Analysis...........................................................................................................7
1.13 Approvals............................................................................................................................8
2. Work Breakdown Structure (WBS).............................................................................................9
References......................................................................................................................................11
Appendix........................................................................................................................................12
Detailed budget.........................................................................................................................12
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Introduction
Project management refers to the process under which an activity planning, management
and execution takes place for a specific project (Heldman, 2018). This report aims to prepare a
project initiation document and work breakdown structure for organising a field trip to Uganda
for 30 students of final year of Sustainable Business course of QAHE.
1. Project Initiation Document (PID)
1.1 Project Objectives
"To plan and organise a trip to Uganda for 30 students of final year of Sustainable
Business course of QAHE in the month of May 2021 with a budgeted cost under £70000."
1.2 Purpose of the document
Project document covers project life cycle (Kerzner, 2018). Therefore, primary purpose
of this document is to guide project manager in understanding the context and expectations from
this project planning and also to help in setting the direction to achieve project deliverables.
1.3 Project Information
 Collaboration: Makerere University, Uganda
 Budget:
3

 Time-scale:
1.4 Project Background
This project has been planned by QAHE Business Management Faculty to take 30 final
years’ students of Sustainable Business degree course on two-week field trip to Uganda with an
aim to let them explore ethical and environmental business issues in an African nation.
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1.5 Project deliverables
 Pre-planning of the project such as tickets booking, arranging accommodation, arranging
for visit to sustainable business project site, etc. for 35 people - 30 students and 5 staff
members.
 Planning and developing trip itinerary in collaboration with the Makerere University
official.
1.6 Project Scope
Project scope includes undertaking all activities from pre-planning phase to post project
phase for 35 people - 30 students and 5 staff members to Uganda. Project is required to be
performed in May and involves project planning for 2 months prior to it.
1.7 Key assumptions
Primary assumption under this project is that COVID-19 situation in both UK and
Uganda will be under control by May so that trip can be easily planned, organised and carried
out.
1.8 Key executive members
 Project Manager - Head of Business Management Faculty
 Project team - 2 staff members and 2 Sustainable Business Course students
 Associates - Staff of Makerere University, Uganda Green Enterprise Finance Accelerator
1.9 Key Risks
 Schedule risk - COVID-19 situation does not allow for trip to happen or delayed it
 Cost risk - Price hike or inaccurate planning which fails budget management
 Operational risk - legal restrictions on travelling, fall out in cooperation with
collaborating university
1.10 Key Success factors
 Vaccination drive of COVID-19 reducing the risk of project organisation
 Proper planning and risk management plan
 Proper Scope management and ensuring regular follow-up of project plan
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1.11 Key Constraints
1.11.1 Time
Project can have time constraints due to medical and security related matters. This can
both delay project initiation as well as completion on time. Time delay can lead to cost
constraints as well.
1.11.2 Quality
Project aims to organise a trip that lets students experience ethical and environmental
business issues observed by entities in Uganda and quality constraints of the project will be those
factors that will result in non-achievement of project quality objectives.
1.11.3 Cost
Biggest risk on this project is time delay and increase in cost of the project, both of which
leads to cost constraints in the budget management. Therefore, a 10% contingency has been
provided for in the budget.
1.12 Stakeholder Analysis
Stakehold
er
Contact
Person
Impact Influence What is
important
to the
stakeholde
r?
How could
the
stakeholde
r
contribute
to the
project?
How could
stakeholde
r block the
project?
Strategy
for
engaging
the
stakeholde
r
QAHE
College
authorities
Director of
Degree
apprentice
ships
High High Project is
timely
planned
and
executed
within
By
providing
budget and
other
approval
whenever
By not
approving
project
proposals
as
recommen
By giving
every
project
update by
email and
arrange for
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budget
provided
required ded by
project
team
weekly
meeting of
director
with
project
manager.
Makerere
University
staff
Project
executive
Medium Medium Organisin
g
successful
collaborati
on to get
credited
by a UK
university
By helping
in
developin
g project
itinerary
By not
organising
project
planning
on time or
by
increasing
too much
cost
By
regularly
engaging
them into
conversati
on and let
them
know
exact
requireme
nt of the
project
Uganda
Green
Enterprise
Finance
Accelerato
r
Project co-
ordinator
Low Low To
promote
their
practices
and get
maximum
exposure
to
European
associatio
n.
By
arranging
for the
meaningfu
l visit of
the
students so
that
quality of
the project
is
achieved
By acting
as quality
constraint.
By
regularly
engaging
them into
conversati
on and let
them
know
exact
requireme
nt of the
project
7

Booking
agency
Agency
head
Low Low To make
business
By
arranging
for travel,
accommod
ation,
food,
insurance,
etc.
bookings
timely and
in well-
planned
manner.
By not
making
bookings
timely and
increase
the cost of
the project
or cause
delay in
time.
By
regularly
engaging
them into
conversati
on and let
them
know
exact
requireme
nt of the
project
bookings.
8

1.13 Approvals
Project needs to have approvals at various levels (Brewer and Dittman, 2018). First of all,
project budget was approved from college authorities and sponsors. Then, project planning needs
to be participative of project team which includes both staff and student representative which
again needs to have approval from higher authorities. Finally, itinerary has to be prepared in
agreement with Makerere University staff and then final approvals need to be taken from higher
authorities to make all the bookings and payments.
2. Work Breakdown Structure (WBS)
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Purpose to use WBS for managing a project is to make the deliverables more precise and
to let the project team know the project plan and deliverables in an exact manner (Kerzner,
2019). Using the above mentioned WBS would also help field trip organiser team to have better
estimate of cost, time and risk in the project.
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Critical Path is the sequence of tasks that helps in determining most efficient time-scale
possible to complete a project (Silvius, 2017). In the above diagram, critical path of the field trip
project is marked in red and it is important as it would enable project team to visualise
correlation between tasks to give more understanding about tasks which can be modified to
optimise project duration. It helps improve resource management and plan better.
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References
Books and Journal
Brewer, J. L. and Dittman, K. C., 2018. Methods of IT project management. Purdue University
Press.
Heldman, K., 2018. Project management jumpstart. John Wiley & Sons.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley
& Sons.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. John Wiley & Sons.
Silvius, G., 2017. Sustainability as a new school of thought in project management. Journal of
Cleaner Production. 166. pp.1479-1493.
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Appendix
Detailed budget
Budget
(2-Weeks trip to Uganda for 35 people)
Per head Amount (in £)
Fund available:
Students 2000 60000
Staff 10000
Total 70000
Expenditure:
Air Tickets
Air tickets 24500
Visa charges 1750 26250
Accommodation expenses
Hotel bookings 11450
Transportation expenses
Car Rental 3700
Local sightseeing 1500 5200
Food expenses
Food 5600
Travel and health Insurance
Travel insurance 6500
Health insurance 7600 14100
Other expenses 1000
Total 63600
Contingency @ 10% 6360
Total 69960
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