Project Management Assignment: Planning An Event “QAHE”

Project
Management

EXECUTIVE SUMMARY
This report is based upon project management of an event which is going to be conducted
by QA Higher Education University for the purpose of promoting its recently refurbished class
rooms and computer labs. For this purpose the project manager have conducted various activities
such as formulating project initiation document, creation of WBS, recording risks in a register
and preparing a short report for sponsor and director of operation. There are various
methodologies which could be used for project management and it has been recommended to the
manager to use Prince2 method as it help to manage and control all the activities appropriately.

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Document for project initiation....................................................................................................1
TASK 2............................................................................................................................................4
Formulation of risk register.........................................................................................................4
TASK 3............................................................................................................................................7
Creation of work break down structure.......................................................................................7
TASK 4............................................................................................................................................8
Formulation of a short report for project sponsor and director of operations..............................8
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Project management can be defined as the practices that are conducted by managers of
business entities for the purpose of planning, monitoring, initiating, executing and controlling
specific projects in order to achieve long term goals of organisations. In order to reach to the
objectives it is very important for organisations to conduct all the activities in specific constraints
(Crawford, 2014). This assignment is based upon a promotional event which is going to be
conducted by QA Higher Education University who has just refurbished its computer labs and
teaching rooms. For this purpose various topics are discussed under this report such as
documentation of project initiation, formulation of work break down structure and creation of
risk register. Along with this, a short report is also generated under this project which is going to
be presented in front of project sponsor and directors of operations.
TASK 1
Document for project initiation
While working on a project it is very important for a project manager to formulate a
project initiation document so that all the information regarding it can be recorded and analysed
by all the stakeholders (Verzuh, 2015). As a promotional event is going to be conducted by QA
Higher Education University so it is very important to create a PID so that all the activities can
be conducted in appropriate manner. It covers various information which are as follows:
Budgetary information: Main project sponsor which is the Managing Director have told
the project manager that the budget for the promotional event is £50,000. It is vital for manager
to use it appropriately to conduct all the activities. Allocation of budget can be analysed with the
help of following table:
Activities Amount
Online promotions 4000
Pamphlets 4000
Stationary for visitors 16000
Security charges 2500
Catering and refreshments 15000
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Decoration 6000
Entertainment 2500
Total 50000
The above table shows appropriate allocation of monetary resources to different activities
that are going to be conducted while arranging the event.
Timescale: While on a project it is very important for a manager to make sure that all the
activities conducted in a specific time scale. It can help to attain all the objectives that were
formulated previously to achieve success. The promotional event for refurbished computer labs
and teaching rooms is going to be conducted in September on fresher week because it is the time
when large number of students move in to the college. It will be started in mid of the month on
12th September 2019 and finished on 18th September 2019 (Fleming and Koppelman, 2016).
Objectives: There are various objectives of promotional event which is going to be
conducted in QA Higher Education University. All of them are as follows:
 To aware large number of people regarding refurbished computer labs and classes.
 To provide information regarding modern learning to students.
 To enhance competitive advantage of university.
 To help students to find such ways in which they can learn quickly.
Approach: While conducting a promotional event it is very important for project
manager to use effective approaches which can result in success of the event. In order to promote
new refurbished computer labs and class rooms manager in QA Higher Education University is
going to use different approaches such as hoardings at public places and different animated
videos. With the help of them awareness regarding the refurbished university can be spread
among students and their parents (Walker, 2015).
Key staff: In order to make a project successful it is vital for managers to make sure that
it is managed and operated effectively. All such types of activities are conducted by managing
directors and event sponsors in case of refurbishment of computer labs and class rooms in QA
Higher Education University (Harrison and Lock, 2017).
Stakeholder analysis: All the individuals who spend money in the project are known as
stakeholders and all of them have right to get detailed information regarding business and its
situations. As QA Higher Education University is going to conduct an event in mid of September
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to promote refurbished rooms and labs so it is very important for it to conduct stakeholders
analysis. With the help of it analysis of their choices and interest within the event can be
assessed. The stakeholder analysis is as follows:
Stakeho
lder
title
Name of
stakehol
der
Impact Influence Importance of
stakeholder
Contribut
ion
Block the
project
Strategies
Hospital
Union
Edward
Cullen
Moderate High To promote
healthy and
hygienic
environment for
students as well
as staff of
college
Help
union
members
to
implement
new
reforms
for healthy
environme
nt.
Conduct a
strike.
A round
table
interaction
.
Advocac
y group
Ned
Stark
High High Enhance
viability of
event to aware
students
regarding
refurbished
university
Interacting
with all
other
stakeholde
rs to
express
their
support.
Problems
that are
related to
delivering
education
to
students.
Conduct
feedback
meetings
in every
six
months.
Alumni Peter
Snow
Low Low Gather
knowledge from
event as a
student and use
it for further
developments
Develop
ability to
gain
knowledge
with the
help to
Issues
such as
improper
environme
nt which is
faced by
Coordinat
e with the
event
manager
in advance
to resolve
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modern
education
system.
them
while
attending
event.
all queries.
Extra
news
Qualis
Cameron
High Moderate Aware people
regarding
project.
Publish
such
stories that
are
beneficial
for
students.
Write
report
against the
negative
points of
new
reform.
Visit
campus in
every 3
months to
pass
important
informatio
n to
students.
TASK 2
Formulation of risk register
While working on a project it is very important for a manager to analyse risks and
formulate a risk register which includes detailed information of each and every element which
may leave negative impact upon ability to accomplish goals related to event. With the help of it
managers can take appropriate actions to respond to all the risks appropriately (Heagney, 2016).
As an event is going to be conducted in QA Higher Education University in order to promote
refurbished class rooms and computer lab so it is very important for project manager to
determine risks. If all the risks are analysed then manager should find such ways in which all
them can be dealt appropriately. The observed risks are described in table below:
S.
N.
Description of
risk
Likeliho
od
Impact Owner Mitigation Contingency Pre
actio
n
weigh
ting
Post
actio
n
weigh
ting
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score score
1 Lack of funds
due to
unforeseen
expenses.
Moderate Low Sponso
r
Reserving a
specific
amount of
funds which
could be used
to deal with
unexpected
expenses.
It can affect
success of
event by
creating a
problem of
lack of
monetary
resources.
8 out
of 10
9 out
of 10
2 Risk of in
creased time
limit of event
due to improper
management of
different
activities of
event.
Low High Project
manag
er
Formulating
different
actions plans
and select best
of them which
could be
implemented
at the time of
risk.
It can extend
the time limit
of whole event
and also result
in higher cost
of event more
than expected
one.
6 out
of 10
8 out
of 10
3 Risk of not
meeting
expectations of
students due to
technology
enhancement.
High Low Operati
onal
directo
r
Keep up to
date
information
regarding new
technologies.
Negative
image of
university can
be established
in mind of
guests and
alumni.
5 out
of 10
7 out
of 10
4 Insufficient
human resource
to manage
guests at event.
High Modera
te
Project
manag
er
This risk can
be mitigated
by planning in
advance so
that
Success of the
event can get
affected due to
lack of human
7 out
of 10
8 out
of 10
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appropriate
number of
human
resources can
be arranges to
operate all the
activities.
resources.
5 Operational
risk which may
take place due
to error in
different tasks.
Moderate High Operati
onal
directo
r
Proper and
effective
planning is
required to
manage all the
operational
activities.
Inappropriate
execution of
different
activities that
are related to
event.
6 out
of 10
9 out
of 10
6 Sudden
changes in
governmental
policies.
High Modera
te
Manag
ing
directo
r
Managers of
the event are
required to
keep detailed
information
regarding
possible
changes in
governmental
policies.
Legal
authorities
may take strict
action against
college if it is
not able to
comply with
all the rules
and
regulations of
government.
7 out
of 10
8 out
of 10
7 Risks related to
supplier of
goods for
refreshments
and venue who
High High Project
manag
er
Make a proper
contract with
supplier in
order to
mitigate the
It can result in
lack of
monetary
resources for
all other
6 out
of 10
7 out
of 10
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may increase
rate.
risk. activities of
event.
8 Safety and
security related
risks that may
affect event.
High Modera
te
Project
manag
er
Installation of
highly
secured
systems for
the safety of
guests and
students.
It can affect
the success of
the event due
to low security
of event.
7 out
of 10
8 out
of 10
9 Risk which
may take place
due to low
conversation
rate in which
students may
feel that the
event is not for
them.
Low Modera
te
Project
manag
er
Volunteers
should be
placed by
event
manager so
that they can
communicate
with students
and help them
to resolve
their queries.
Unsatisfied
guests and
students who
have visited
the event.
5 out
of 10
8 out
of 10
10 Success related
risk of the
event.
High High Operati
onal
manag
er
Make sure
that all the
activities and
tasks should
be completed
in a time
scale.
Lack of
awareness
among
students
regarding
refurbished
classes and
labs QAHE.
8 out
of 10
9 out
of 10
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TASK 3
Creation of work break down structure
Work break down structure: It can be defined as a tool which is used by business
entities in order to segregate different tasks that are related to some specific activities. Project
management is mainly responsible for the proper formulation of work break down structure so
that work can be distributed appropriately among all the employees (Kerzner, 2017). As QA
Higher Education University is going to conduct a promotional event for the purpose of
promoting its refurbished computer labs and class rooms so it is very important to create a WBS.
With the help of it success of the event can be assured because it guides managers to conduct all
the activities in appropriate manner. A work break down structure for the event is as follows:
TASK 4
Formulation of a short report for project sponsor and director of operations
In order to satisfy with the event it is very important for the project manager to generate a
short report outlining key elements which could be analysed by them to maintain their interest in
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the project (Leach, 2014). For this purpose a short report is generated which is going to be
presented in front of project sponsor and director of operations. The report covering essential
elements is as follows:
Short Project Report
QA Higher Education University is conducting an event for the purpose of promoting its
refurbished class rooms and computer labs. These are furnished in different locations such as
Manchester, London, Birmingham etc. in United Kingdom. In order to provide information of
this event to the project sponsor and director of operations a short report is generated which
covers various elements (Marchewka, 2014).
Need for quality leadership on the project
In order to complete a project on time it is very important for the project manager to follow the
concept of quality leadership as it is required for each and every program. The event which is
going to be conducted by QA Higher Education University to promote its refurbished class
rooms and computer labs required quality leadership because without a good leadership it is not
possible to conduct the event successfully (Meredith, Mantel Jr and Shafer, 2017). For the
purpose of accomplishing all the goals related to project the manager is required to manage all
the activities properly and guides all the subordinates to work productively. With the help of it a
successful event could be conducted which may result higher awareness of students regarding
the new refurbished classes and labs where they can leaders in a modern way. If a leaders fails
to deliver quality leadership then it can affect the success of project because due to this tasks
cannot be performed properly and activities could not be managed. Another reason for quality
leadership on the project is to mitigate risks which may take place in future and result in failure
of the event.
Analysis and critique on the methodologies that might be used to run the project
While conducting an event it is very important for a project manager to use appropriate
methodologies so that they activities that are related to it can be conducted appropriately. There
are various types of methodologies which could be used by manager while conducting
promotional event for refurbished classes and labs of QA Higher Education University. These
are Agile, Waterfall and Prince 2. Agile methodology is used to manage works of different
teams of a project. It helps to manage different tasks effectively by enhancing efficiency of each
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and every team member. On the other hand it can result in poor practices and decisions because
it required senior programmers to manage the work (Too and Weaver, 2014). Waterfall model
is a segregation of different activities in steps which are requirements, design, implementation,
verification and maintenance. With the help of it all the tasks can be completed appropriately. It
has negative aspects also because high level of risk and uncertainty is involved within it. Prince
2 method divides whole project in different stages that are controllable and manageable
(Prince2 methodology, 2019). It is highly controlled method which help to enhance
communication fro successful completion of project. Negative aspect of this method is it is that
it requires high time limit to accomplish project related goals.
Recommendation:
From all the above described methods project manager of the event should use prince2 methods
because it can help to manage and control all the activities that are conducted to reach the
project goals.
CONCLUSION
From the above project report it has been concluded that project management can be
defined as the process of analysing, monitoring, controlling and maintaining different activities
that are conducted for the successful completion of project. With the help of it all the tasks can
be accomplished successfully. In order to assess all the process of the project it is vital to
formulate a work break down structure which help to conduct all the activities and tasks in
appropriate manner separately. While working of the project it is vital for managers to create a
risk register which covers different risks that may take place in future and affect success of the
project. In order to provide brief information of event to the stakeholders it is vital to create a
short report which depicts need for quality leadership and different methodologies used for
project.
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REFERENCES
Books and Journals:
Crawford, J. K., 2014. Project management maturity model. Auerbach Publications.
Fleming, Q. W. and Koppelman, J. M., 2016, December. Earned value project management.
Project Management Institute.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Leach, L. P., 2014. Critical chain project management. Artech House.
Marchewka, J. T., 2014. Information technology project management. John Wiley & Sons.
Meredith, J. R., Mantel Jr, S. J. and Shafer, S. M., 2017. Project management: a managerial
approach. John Wiley & Sons.
Too, E. G. and Weaver, P., 2014. The management of project management: A conceptual
framework for project governance. International Journal of Project Management. 32(8).
pp.1382-1394.
Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
Online
Prince2 methodology. 2019. [Online]. Available through:
<https://www.prince2.com/uk/prince2-methodology>
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APPENDIX
Gantt chart:
Activities
Online promotions
Pamphlets
Stationary for visitors
Security charges
Catering and refreshments
Decoration
Entertainment
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