Project Management: Promotional Event for QA Higher Education

This document provides an overview of the project management process for organizing a promotional event for QA Higher Education. It includes information on the project initiation document, work breakdown structure, risk register, and a short report for sponsors and directors. The event aims to showcase the refurbished teaching rooms and computer labs and attract more students and parents to the university.

Project Management

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
TASK 1............................................................................................................................................3
Project Initiation Document (PID)...............................................................................................3
TASK 2............................................................................................................................................6
Work Breakdown Structure (WBS).............................................................................................6
TASK 3............................................................................................................................................7
Risk Register................................................................................................................................7
TASK 4..........................................................................................................................................11
Produce a short report for sponsor & director of operations.....................................................11
CONCLUSION..............................................................................................................................13
REFERENCES .............................................................................................................................14

INTRODUCTION
Project management is the activity where organization making plans, executing,
monitoring and controlling the entire work until they achieve business goals & objectives. In
context of organization, project managers organize each & every activity and manage the
resources which required to complete every project successfully (Badew, 2016). So project
manager of any project need to ensure that, they achieve project goals & objectives in the
specific time period by using appropriate activities. This report based on the event of QA Higher
Education (QAHE) which recently refurbishment their teaching rooms & computer labs. This
project report cover the various topics such as project initiation document (PID) which already
include the budgetary information, timescale etc. In addition, it includes the risk which they can
face and how to mitigate it by using effective activities and work break down structure. Along
with this, it covers quality leadership and methodology that used to run project or make it
successful.
MAIN BODY
TASK 1
Project Initiation Document (PID)
PID is the document which contain various documents that generate during the project
and it will be managed by the project managers (Brioso, 2015). It includes the overall objective
of the project, what approach or methodology they used, plans, schedule, risk management etc.
QA Higher Education (QAHE) promote an event where project manager required to create
necessary documents in order to successfully complete this project. Some of the required
documents or infotainments are as follow:
Budgetary Information: It is the process which include the estimated cost of each and
every activity which required to complete any event or project. QA Higher Education promote a
event or provide the the budgeted amount of £ 50,000. Project manager should estimate all the
activities and ensure that event completed in the budgeted amount. Allocation of budget for the
promotional event is mentioned below:
Budget for the event:
Activities Unit Cost Quantity Amount (£)

Online Promotion 2500 2 5000
Food and Beverages 360 50 18000
Decorations 250 16 4000
Security charges 500 4 2000
Advertisements &
Marketing
1400 10 14000
Entertainment services 500 8 4000
Live Event 3000 1 3000
Total 8510 91 50000
Timescale: It means how much time they allowed to complete each activity in order to
achieve their project goals & objectives. At the time of managing any event, time management is
most important and project manager have to ensure that work will be done on time which
increases the efficiency as well as effectiveness. So project manager of QA Higher Education
who organizing promotional activities, they should prepare timescale in order to get success in
the event or achieve objectives & goals that is attracting more students as well as parents for the
admission of their child in their collage. Computer labs & classrooms refurnished before the
starting of new batch. All the activities completed before January 2020 because in the first week
of January they organize fresher party event which is an kind of promotion of QA Higher
Education.
Objectives: Every event or project has some objectives which required to achieve for the
success (Bucero and Englund, 2015). There are some objectives of QA Higher Education
University which they formulate for the promotional event and it mentioned below:
 To provide learning benefits to the students which enhance their knowledge or improve
overall learning.
 To renovate the classrooms & computer labs which provide good learning environment.
 In order to become more competitive through providing education by use of latest
technology.

 Make people aware about their advanced learning program to enhance students
knowledge.
Approach: At the time of organizing any event, project manager have to approach to
make it successful. QA Higher Education promote the event where project manager use the
marketing approach where they make people aware about this event (Cagliano, Grimaldi and
Rafele, 2015). It includes the marketing, advertisement and other promotional activities which
can be online as well as offline. Online promotion is more affective because it helps in attracting
more students by using social media sites.
Key Staff: In the promotional event of QA Higher Education, project manager required
some staff members to make this event successful. They required director for the operational
activities who manage all the work, sponsor for financial help, many people for the different role.
Such as event managers, entertainment people, artist, security staff, catering staff etc.
Stakeholder Analysis: It is the process which help the organization to gather and
analysing information that shows the interest of stakeholder and how to maximise it through
implementing various policies or programs (Camilleri, 2016). With the help of stakeholder
analysis, organization able to understand the role & responsibility of each stakeholder. In context
of QA Higher Education, project manager implement the stakeholder analysis which discussed
below:
Stakeholders Sponsor (Financial
institutions)
Marketing Group
(Employees)
Alumni (Customers)
Name of stakeholders Otis Lora Peter Chan Michael Jones
Impact High High Low
Influence High Moderate Low
Role of Stakeholders They contribute in the
organization through
funding which is
beneficial at the time
of promoting events
and make people
aware about
These people work
regarding effective
promotion or
marketing so
maximum number of
students get aware
about new facilities of
They collecting
feedback or suggestion
from alumni and as per
their review or
feedbacks they make
necessary changes in
the event to make to

renovation of classes
or labs.
QA Higher Education
University.
successful.
Contribution They provide the clear
directions that how to
utilize funds in well
manner to maximise
the efficiency of their
events as well as
effectiveness.
Marketing team need
to coordinate with
other stakeholders for
the effective
promotions.
They help in providing
genuine feedback or
make them able to
attract more students
through providing
effective learning
facilities.
Block the project There is no guarantee
that sponsors will
provide funding.
Ineffective marketing
can lead the negative
image which is not
good for the event.
If they does not give
true feedback for the
event which impact the
whole promotional
event.
Strategies Meeting with sponsors
to convince them to
show their interest.
Make promotional
strategies after
analysing the market
or targeted group.
Identify the issue or
make necessary
changes in order to
resolve the problems
which occur at the
time of executing
event.
TASK 2
Work Breakdown Structure (WBS)
It is the process where project manager design the whole project in well manner and
categories all the activities which can be understood by others or they are able to perform
accordingly. In Work Breakdown Structure every activity organize in hierarchical basis which
helps in accomplishing their goals and objectives on deadline. In context of QA higher
education, project manager organize the promotional event where they make students or parents
aware about renovated computer labs & classrooms which provide the advanced learning

experience to the students (Costantino, Di Gravio and Nonino, 2015). For the successful
completion of this event, WBS is designed by the project manager which mention below:
TASK 3
Risk Register
Risk is the uncontrollable loss which impact the organization in terms of monetary. It will
be occur when business unable to achieve their goals & objective in the given time period.
Before implementing any project or event, project manager should analyse the risk which can
influence the management practices or process. In order to mitigate the risk they have to analyse
every risk which can impact the event and recorded in well manner for the further analysis. In
context of QA higher education, project manager analyse all the risk related to the event of
promotion for the refurbished of teaching rooms & labs (Marcelino-Sádaba, González-Jaen and
Pérez-Ezcurdia, 2015). They prepare a proper risk register where they evaluate every risk related
to the event or take necessary action to mitigate it. Some of the risk define in the below mention
table:
Risk Likelihood Impact Owner Mitigation Contingency Score Score

before
action
(10)
after
action
(10)
Activities
take
longer
time to
complete
task which
is an risk
for the
event to
complete
on time.
Medium High Project
manager
Assign the
time period
for each
activity and
project
manager
need to
monitor to
accomplish
task in the
given time
period.
If deadline
increases then it
will also
increase the cost
which is not
beneficial.
7 5
Unforesee
n events
due to
insufficien
t funding
High High Sponsor Project
manager
have to
separate
some
amount for
the
uncertain
events from
the funds.
Due to
unavailability of
funds they
unable to get
success or
achieve event
goals &
objectives.
8 7
Poor
manageme
nt and
improper
staff
Medium Low Project
manager
They have to
identify each
activity of
the event and
ensure to
Due to poor
management
event can effect
so they need to
required skilled
7 9

appointme
nt.
provide
appropriate
training to
the staff
members
who
appointed
for the event.
people for the
success of
promotional
event.
Risk
related to
the low
level of
satisfactio
n from the
renovation
of classes
& labs.
High Medium Operation
al director
Need to
change
learning
technology
as per the
demand of
market or
current
business
environment.
Less satisfaction
will impact the
image of the
event as well as
QA higher
education.
8 9
Change in
political
environme
nt.
High Medium Managing
director
They need to
evaluate the
political
factors and
make
changes
accordingly
which helps
and
positively
impact the
event.
If all the
standards or
policies not
effectively
implemented
then educational
institutes have to
face legal
complications
against non
compliance of
changes in their
7 8

policies.
Operation
al issues
due to
technical
issues.
Medium High Operation
al director
It required
enough
planning as
well as
prepare
backup plan
which
minimise the
technical
issues.
In the event
activities are not
performed in
well manner
which fail the
promotional
event.
8 9
Change in
the price
of various
activities
will affect
the overall
budget.
High High Project
manager
In order to
maintain
certainty
they have to
done
transaction
on contract
basis. It
make them
able to
complete
activities in
the
budgeted
value.
It generate the
condition where
project manager
have change
budget amount
of other
activities.
7 8
Risk
related to
the
targeted
Medium High Project
manager
Initially they
have to
identify the
need of the
Unsatisfied
students
increases which
generate
6 7

group or
unable to
achieve
goals &
objectives.
targeted
group and
take further
action
accordingly
in order to
satisfy them.
negative image
for the
university and
affect the future
admissions.
Risk
related to
the
security in
the event.
Medium Low Project
manager
They need to
make
effective
strategies
regarding
security
service for
the people
who come in
the event.
Event success
can effected due
to lack of
security.
7 7
Failure of
event.
High High Operation
al manager
Manager
should
ensure that
each activity
will be done
according to
the
planning .
Lack of
knowledge in
the students
regarding
improvement in
classrooms &
labs of QA
higher education
8 9
TASK 4
Produce a short report for sponsor & director of operations
At the time of managing any event, project manager is the person who is responsible for
each activity or they prepare document which included various essential information. These
documents includes the each activity which they going to execute in order to achieve goals &

objectives (Martens and Carvalho, 2016). Prepared documents shared with the necessary parties
such as promoters and operations manager which discussed below:
Short Project Report
QA higher education is the UK based University which organize the promotional event for the
students & parents where they represent the refurbished lectures rooms & computer labs. They
introduce technology based classrooms which improve the students learning and provide
practical knowledge as well. This event organize in different location including Liverpool,
London, Birmingham etc. Project manager pre a short document contain various information
related to the present.
Quality leadership within event
Performance management principle is beneficial for the project manager in order to make plans
to execute in the specific time period (Muriana and Vizzini, 2017). Main objective of this event
is to make students as well as parents aware about QA Higher Education which renovate their
classrooms and computer labs that provide practical knowledge or improve students learning.
These changes will helps in maximising the admission in this university. So managing director
of the university is responsible to carry out all the activities in order to deliver productive
outcomes. Inadequate management can lead the various risk which further fail the event as well
as negatively impact the image of QA Higher Education University. So project manager and
other staff members need to coordinate with each other or perform they task accordingly to get
the success in this event.
Critically evaluate the methodology which is used to run the event
In order to achieve something everyone has to implement any methodology which further helps
in achieving business goals & objectives. There are some methodology which can be
implemented by the QA Higher Education such as Waterfall and Agile. These methodologies
help the project manager to coordinate events and manage activities in well manner. In the
Agile methodology, project manager can check their routine task and build coordination with
other team members which is advantageous for them to complete their work in well manner in
the given time period. Along with this, some time it is unpredicted and take huge time to
complete work which is disadvantage for project managers. On the other hand, Waterfall
model help the project manager to manage different activities and performed it in the sequence

(Ramazani and Jergeas, 2015). This instigate the firm to carry out different activities in
predetermined manner although it entails the high amount of risk that possible enhances the
chances of ambiguity or unclear decision. Disadvantage of this methodology is that it include
huge risk which impact the event as well as decision making process of the managers. It has
various advantages such as, it allows for managerial control or departmentalization as well as it
is easy or simple to understand.
Recommendations
From the various methodology, it has been recommended that project manager of QA higher
education implement the Waterfall methodology in order to maximise the efficiency as well as
effectiveness. By using this methodology, manager able to control the activities which
performed in the event.
CONCLUSION
From the above discussion it has been concluded that project management is essential
practice which help the business fulfil their goals & targeted objectives. In order to implement in
well manner they need to prepare initiation documents for the further analysis. Project manager
build stargates which include the various activities so they prepare work breakdown structure for
it. It help the managers as well as key staff people to understand that how to perform each task in
the limited time period. After that, they need to evaluate the risk related to the event which can
further affect the image of educational institute. So they need to evaluate solutions accordingly
and further make a short report in relation to understand the performance of event in the well
manner.

REFERENCES
Books & Journals
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commitment for project success. Project Management Institute.
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techniques. A theoretical framework. Journal of Risk Research. 18(2). pp.232-248.
Camilleri, E., 2016. Project success: critical factors and behaviours. Routledge.
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management: An artificial neural network model based on critical success
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management as a way to sustainability. From a comprehensive review to a framework
definition. Journal of cleaner production. 99. pp.1-16.
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technique for assessment and mitigation. International Journal of Project Management.
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benefits of investment in project management training and education. International
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