Project Management Documentation for HEI Games - Olympics between Higher Education Institutions

This report includes the project management activities for a sports event - HEI Games - Olympics between Higher Education Institutions, organised by QAHE. It covers project initiation document, stakeholder analysis, work breakdown structure, and more.

Project

Table of Contents
Introduction......................................................................................................................................3
Part A...............................................................................................................................................3
Project Initiation Document.........................................................................................................3
Stakeholder analysis....................................................................................................................6
Part B...............................................................................................................................................7
REFERENCES..............................................................................................................................10

Introduction
To successfully deliver required activities, project management strategies such as planning,
timing, cost, and quality control are essential. To put it another way, specified criteria,
timeframes, and agreed-upon parameters must all be followed in order to attain definite goals. To
reach final deliverables, project management is characterised as a set of processes, skills,
methodology, knowledge, and experience. As a result, the Project Manager's work entails a
number of responsibilities, with success measured by the attainment of specified end-goals. The
following report includes the project management activities for a sports event. The goal of this
paper is to give precise activities and tasks, arranged in a timeframe and within a budget, to
complete the above-mentioned project – HEI Games – Olympics between Higher Education
Institutions, organised by QAHE.
Part A
Project Initiation Document
Project managers believe objectives to be ends, but they are an expression of the means of
accomplishing greater corporate goals, so the ideal description is that they are interwoven ends
and means. The project's goals are to: create a safe and well-planned event; sell QAHE facilities
by promoting and advertising throughout the day, as well as preparing and sharing content
virtually afterward; and attract new students.
Background of the project - Each year, the number of students at QAHE institutions grows.
However, more enhancements are required to increase popularity and recognizability. The
following project was inspired by the need to promote QAHE facilities in London. The
programmes given are in collaboration with respected universities, utilise cutting-edge
technology, and academic resources, but are still not as popular as courses accessible on the main
university campuses. The HEI Games will be an excellent opportunity to build a flagship event
while also promoting QAHE facilities and programmes to prospective students.
Project deliverables –
Maylor referred to project deliverables as'satisfied need.' The project's deliverables will be in the
manner of a concrete product, transformed information, and changed people — team members
gained expertise and experience as a result of the program. The following are the main
deliverables for the construction process:

 A venue has been prepared to hold an event.
 Weekly, mid-point, and final progress reports and documentation, as well as agreements
with contractors
 Students, both current and prospective, are getting to know one another.
 Staff and volunteers from QAHE who are motivated.
 Throughout the event, a video will be created to be used in a future campaign to promote
institutions.
 Commercial marketing, a large number of advertisements in advance to promote this
event.
 Catering, entertainment – DJ, music, lighting, the Special guest (MC), and supplies –
QA-branded devices and equipment, awards for victors, and gifts for incoming student
Project scope – Good project scope management, as the most important role of a project
director, ensures the successful management of other vital areas such as time, money, and
quality. The goal of the HEI Games is to promote QAHE facilities by giving information from
first-hand sources – prospective students talking about their achievements and how QAHE helps
them achieve career goals – in order to maximize the number of prospective students enrolled.
Key deliverables - A project assumption is a hypothesis that we establish to be true in order to
proceed with the following stages of the project, which is normally done in the early stages of
planning. The team should actively monitor and manage the project to ensure success since if
assumptions turn out to be untrue, the project will suffer.
 The event takes place over the summer vacation, so students should be eager to enjoy
some free entertainment.
 Awards are a fantastic motivator to prepare for games. Every week, the project team
meets to stay on track with the organisation.
 The venue is intended to hold events like this, and the environment is upbeat and
encouraging for people to join QAHE.
Project executives –
Sponsor/ Chief Executive of HE: John mill - [e-mail] 07765432100 Project
Manager: XXX [e-mail]
Key risks - Risk is defined as uncertainty in plans and the possibility of something happening
that could affect the possibility of achieving project or organisational objectives.

The following are the primary hazards associated with the project:
Human risks included health and safety concerns, as well as a lack of enthusiasm in the event,
which resulted in a lower-than-expected turnout.
Technical issues: there was a power outage during the event.
Operational risk: timetable delays, supplier shortages, and complications with catering and
amusement as during event.
Economic hazards include exceeding the expenditure.
Success factors - Communication with stakeholders that is effective.
Controlling time, quality, and cost on a regular basis.
Meetings and progress updates are held on a weekly basis.
Recruiting experienced personnel and reputable businesses.
Key constraints - The Project Management Body of Knowledge defines constraint as a limiting
factor that impacts project execution. Merriam Webster defined it as the state of being restrained,
constrained, or obliged to avoid or execute some activity. Time, cost, and quality are the three
basic project constraints.
Time – this section focuses on activity sequencing, time limits for activities to be completed, and
project time needs. A whole academic year is available in the following project to prepare for the
Games, which will take place during the summer.
Cost - In this project, top-down budgeting was used, with a particular amount of revenue set
aside for project programs based on senior management. utilise estimates or target costing
QAHE has allotted £20,000 to each participating university. The Olympic Games According to
reports, ten universities are expected to participation, but if the number increases, equally budget
will expand.
Quality - Triangle of Objectives depicts the interdependence of quality, cost, and time. Fixing or
focusing on one point of the triangle has an automatic effect on the other two. Maylor defined
quality as the standards against which the process and its outcomes will be evaluated. This
project's length time is a complete academic year, which is a relatively long period of time to
stay to the budget and give great quality.

Stakeholder analysis
Limited, high-potential Investors lack financial abilities but wield enormous power over the firm
and its products (Papke-Shields and Boyer-Wright, 2017). Despite losing interest in the story and
wielding enormous decision-making power, the administration is regarded as the most powerful
stakeholder in this subject. Administrators would be required to implement a national emergency
strategic approach that has been approved by judicial authorities.
High management, heavy involvement- This applies to all participants who have a vested interest
in the tourney's success, as well as decision-making authority. Owners, managers, borrowers, and
other parties with significant power over an organisation. Internal stakeholders, also known as
organisational members, are individuals who work on a routine basis within the agency.
Personnel, supervisors, the chairperson of the board of directors, and contributors are among
them. Both are focused with ensure that an organization runs smoothly in order to meet both
business and personal goals.
Foreign stakeholders are individuals who are not vital to the firm but are concerned with
economic operation of the user. Some include humanity, clients, culture, users, society, and so
forth (Müller and Klein, 2018). They help to drive retail growth by allowing customers to make
purchasing, saving, and payment decisions.

Part B
- Definition of Work Breakdown Structure, as well as its importance in a project
The work breakdown structure (WBS) helps the project team and organisation with the necessary
job framework to produce detailed cost estimates as well as a major input to development
scheduling scheme at the most particular and complete level possible. The program manager
would have a decent idea that they've not addressed all of the required requirements that has to
transpire to get the task completed by going through into the WBS motions, depending on project
objectives.

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