Table of Contents INTRODUCTION.......................................................................................................................................................................................3 MAIN BODY..............................................................................................................................................................................................3 PROJECT INITIATION DOCUMENT......................................................................................................................................................3 WORK BREAKDOWN STRUCTURE......................................................................................................................................................6 RISK REGISTER......................................................................................................................................................................................10 REPORT....................................................................................................................................................................................................16 CONCLUSION..........................................................................................................................................................................................17 REFERENCES............................................................................................................................................................................................1
INTRODUCTION Project management is an integral part and when trying to accomplish a project, there are a variety of aspects that are associated with the project management (Mousaei and Javdani, 2018). In this report project initiation document, WBS and Risk register will be prepared for the launch event of QAHE in the fresher’s week that is to be held in January 2020. MAIN BODY PROJECT INITIATION DOCUMENT Aproject initiation documentor project charter basically helps in determining the activities and tasks that will be undertaken in order to accomplish the set project objectives and the measure of evaluating such activities that have been developed thus detailing the entire project life cycle (Lensges, Kloppenborg and Forte, 2018). The crucial elements in this document are: Budgetwill help in ensuring that an appropriate amount is allotted for each activity so that situation of over or under expenditure can be avoided (Lyra and et.al., 2018). It is estimated that the launch event for QAHE for London students would involve a total number of 1500 people where 1000 are the estimated number of students and 500 will be the number of eminent alumni and other prominent guests. Costs can be allocated in following manner: Particulars (for 1500 people)Amount (per person)Amount (Total) Stationary£3£4500 Invitation cards£4£6000 Telephone and communication£1£1500 Food and beverages£8£12000 Suppliers and Vendors£3£4500 Marketing and Promotion£2£3000 Orchestra£5£7500 Technical Equipment and Staff£3£4500
Awards and Tokens£2£3000 Transport£2£3000 Total£33 approx.£50,000 The above budget will help in making the launch event a success and highlight the major modifications and refurbishments that have been made in the school accordingly. Timescale: Timescale helps in determining the approximate time that will be taken in order to plan and implement the event successfully in the January, 2020. The designated time for completing the activities of this event is approximately one month beginning from December 15, 2019 to January 14, 2020. In this one month it is expected that event will be planned properly and all the activities will be segregated and achieved along with enough time to review and rehearse all the activities of the launch event. Objective: The objective of the launch event is to increase the targeted audience of the education centre so that more audience can be targeted and the results are derived in the manner of improvement in the perception of the QAHE. The management of QAHE tends to improve its image and highlight the new modifications in front of students, trustees, parents, potential students etc. so that the competiveness of the university can increase. The success of the event will be measured on the basis of increased number of students getting enrolled in the university. The launch event will be conducted in the Fresher’s Week to be conducted in January, 2020 and therefore the activities under the launch event will be completed within the developed timeline. Approach: The launch event is major event for the university and therefore error free approach would be developed for achieving the objectives formulated above: The major focus will be on designing an appropriate route covering all the major locations of the university so that the attendees can observe the refurbishments.
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Staff and students will be cooperating despite the Christmas holidays falling in between because this will help in increasing the number of students associating with University. The food, drinks and other activities concerning the food department will be handles by the caterer that is hired so that extra time can be utilised in other activities. The volunteers will be amongst the students that are already enrolled in the university apart from fresher’s. The core team would comprise of 10 teachers and a team of 50 students who will be reporting regularly to the HOD, Sponsor i.e. Director of Operations and Dean of the university. Orchestra will be hired and event manager will look after that. The travelling would involve giving transportation facilities to the eminent guests and personalities. Key Staffinvolves those parties that will be contributing mainly in implementing the plan that has been formulated for carrying the launch event successfully (Ng, 2018). Event manager and Caterer will be the key staff that is hired and everyone else will be under them i.e. they would have their own staff to complete the other duties. Stakeholdersare the parties that are interested in the event and are significantly affected by all the activities that take place. StakeholdersSignificance ParentsThese are the ones who will send their child to the university and thus constitute the key party. StudentsThey will be studying and therefore, need to learn about modification in the infrastructure and technology (Fernandes and et.al., 2018). SponsorsThey are investing money and therefore must bekeptabreastabouttheprogressofthe planning
TrusteesThese are the interested parties of the college and therefore must know what activities are going at which scale. Project ManagerThe leader must know what activities are being performed at which rate. Team MembersThe executing group must be well informed regarding all the activities that are going on between the members. WORK BREAKDOWN STRUCTURE Task NameDurationStartFinishPredecessorsEarly StartEarly FinishLate Start 1Event Initiation6 daysSun 12/15/19 Mon 12/23/19 Sun 12/15/19 Mon 12/23/19 Mon 11/25/19 2Set up a team and workplace2 daysSun 12/15/19 Mon 12/16/19 Sun 12/15/19 Mon 12/16/19 Sun 12/15/19 3Assign roles and responsibilities1 dayTue 12/17/19 Tue 12/17/192Tue 12/17/19 Tue 12/17/19 Mon 11/25/19 4Feasibility study3 daysWed 12/18/19Fri 12/20/192,3Wed 12/18/19Fri 12/20/19Tue 11/26/19 5Stakeholder identification1 dayMon 12/23/19 Mon 12/23/194Mon 12/23/19 Mon 12/23/19Fri 11/29/19 6Event Planning5 daysTue 12/24/19 Mon 12/30/19 Tue 12/24/19 Mon 12/30/19 Mon 12/2/19 7Budget formulation2 daysTue 12/24/19 Wed 12/25/195Tue 12/24/19 Wed 12/25/19 Mon 12/2/19 8Develop Timeline1 dayThu 12/26/19 Thu 12/26/195,7Thu 12/26/19 Thu 12/26/19 Mon 12/9/19 9Select Partners and3 daysThuMon7ThuMonWed
RISK REGISTER This risk management tools helps in identification of the potential risks and their probability of incurring that can occur while implementing the project plan and determines the mitigation strategies that can be adopted in order to cover up for the potential risks that might arise (Dohe and Pike, 2018). The probability ranges from 1 to 5 where 1 is very low and 5 is very high that risk might happen.
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Risk Management Register for Launch Event of QAHE Risk Identification Assessmen tResponseMonitoring and Control Serial Numbe r Risk EventCauseEffectProbabilityStrateg yActionResponsibl e person/sPre Action Pre Actio n Score Post Action Post actio n Score 1External Environment Risk The taste and preference or the nature of the targeted audience might change Project failure 1AcceptThe appropriate action that can be adopted is ensuring that the effect of volatile movement in the market forces is tried to minimise so that the losses that are incurred can be minimised. The Market Forces and taste and preference of targeted customer base Conduct proper feasibility study 5Minimise loss impact 3 2Executive Support risk The project manager can fall ill, become incompeten t Project Delay 3Reduce or Control The project leader should be selected after thoroughly exploring his talent and capability so that later, the competency of The project manager and other leaders such as teachers Select a competent leader after proper delibe-ration 4Find another or make current one robust 2
leader cannot be questioned. 3Ill Defined Scope The purview of the affected parties was not formulated properly Project Delay 1AvoidThe scope of the project or plan needs to be developed after careful examination of al the affected parties and the stakeholders so that the scope is well formulated and the team leader is well aware. The project manager and the entire team especially the initiation department The scope should be well rese- arched 3Try to accom- modate now 4 4Inappropriate Budget management expenditure is much more than estimated costs Increased Project Costs 5Mitigat e The expenditure must be done in accordance with the budget formulated earlier and in order to mitigate for the extra expenses, a separate fund must be pre formulated. The finance department and the project leader The current prices must be observed and other prices must be observed 2Try to get new budget or manage 3
5Communicatio n Barrier Team members are not performing their tasks with expected efficiency and performanc e is lower Project failure or Project Delay 4Reduce or Control This risk is inevitable and when 60 people come together, ideas are bound to clash with each other. This must be however managed by the project leader by developing efficient communicatio n channels. The project leader and all the project members The roles and regulat- ions should be Properly categorised 3Activities to increase bonding in team members 5 6Shortfall of Resources The resource allocation was not done properly i.e. shortage in volunteers etc. Increase in project costs 5Transfe r The lack of adequate supply of resources in a timely manner can be resolved by ensuring that the suppliers and vendors are not causing unnecessary delay. The project leader, suppliers and vendors, and event manager Resource identificatio n should be correct 1Spare resources or contingen t plan 4 7Natural Calamities Landslide, earthquake, Project cancellatio 1AcceptThese risk can only be No one or rather the Precautions and safety 3Accept and try to 2
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floods, heavy rains etc. naccepted but weather forecasts etc. can be used to estimate what would be the weather on the day of event and appropriate precautions and safety measures can be adopted. natural forces measures and weather forecasts minimise losses 8Stakeholder or Sponsor disengagement The sponsor is no lionger interested in the project due to its non- viability Project delay and increase in cost 2Mitigat e The sponsor must be regularly informed and the performance should be in accordance with the plan that was set up in the beginning so that they can rely and trust on the performance of the project. The project leader and team members especially of the marketing department Regular report about project’s progress 5Find another or try to win them back 4 9Legal Troublenon- compliance project delay and 3AvoidThe legal trouble can be The project leader and Study laws applicable 1Hire good lawyer or 5
to legal rules and regulations unnecessar y expenditure entirely avoided by first studying the laws and regulations that are affected by this project activity and then determining what are its compliance standards and following them. the entire team try out of court settlemen t 10Commercial Risks The project can fail Entirely and the effect on parents, students and investors might not be the expected one Project failure 3AcceptThe commercial risk is associated to the chances that the project might fail altogether and this is not in the hand of team however, the team can conduct a proper feasibility study. The project leader and the feasibility study conductors Conduct proper feasibility study 3Appease with a back up plan 4
REPORT The success of a project is not just on the team members capability but lies behind how well a project was planned, managed and executed (Heldman, 2018). The project manager is supposed to be a facilitator or coordinator rather than just a manager so that team members trust in him and belief that he will be able to handle any problem whatsoever. When this perception is made, the project is bound to be a success. There are many methodologies that can be used but three major are: Prince2: Under this the entire project is divided into manageable and controllable phases which are 7 in particular nad then finishing the project step by step (Fewings and Henjewele, 2019). StrengthsWeaknesses It is a proven approach and helps in implementing best practicesandresolvesmanyissuessuchas communication, accountability and budgets. It is adaptable and helps manager in focusing on essential activities keeping the stakeholders involved and satisfied. It does not address soft skills required for successful project completion and requires a lot of documentation. Only when the project manger is experienced, he can be able to implement this approach successfully. Agile: Agile divides the project in very small sections and activities and after completing each sections, it is critically reviewed so that necessary insight can be gained and used in the next stage or activity (Kerzner, 2019). StrengthsWeaknesses It is highly flexible and the changing market dynamics can be incorporated in the ongoing project. Stakeholder involvement is constant and communication amongst team members is also high. There is often problem of coordination between different persons who are assigned different roles and duties. Again, experience is an essential tool here and in order to control all the small activities, an experienced leader is necessary.
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Waterfall: This is for small scale project with no particular requirements and states that the next stage cannot be started without fully completing the first stage (Kerzner, 2018). StrengthsWeaknesses It is simple to understand and easy to implement and helps in achieving the targets in a rigid manner. There is no overlapping of phases or activities’ and the small projects can be effectively managed. Once a stage is completed, it is difficult to introduce changes or rectification in the previous stages. When the risks are high and activities are complex, this model loses its feasibility and cannot be applied. Amongst all the three project management methods, agile would be best for our project since it would address all the potential risks that have been identified in the risk register and try to manage them so that the launch event can be achieved successfully. CONCLUSION The research done above helps in concluding that by following Agile method and using the documents prepared above, the launch event can be successfully achieved within the formulated budget for QAHE.
REFERENCES Books and journals Kerzner, H., 2018.Project management best practices: Achieving global excellence. John Wiley & Sons. Fewings, P. and Henjewele, C., 2019.Construction project management: an integrated approach.Routledge. Kerzner, H., 2019.Using the project management maturity model: strategic planning for project management. Wiley. Heldman, K., 2018.Project management jumpstart.John Wiley & Sons. Dohe, K. and Pike, R., 2018. Integration of project management techniques in digital projects.InProject management in the library workplace(pp. 151-166). Emerald Publishing Limited. Fernandes,G.andet.al.,2018.ProjectManagementPracticesforCollaborativeUniversity-IndustryR&D:AHybrid Approach.Procedia computer science.138. pp.805-814. Lensges, M. L., Kloppenborg, T. J. and Forte, F., 2018. Identifying Key Agile Behaviors That Enhance Traditional Project Management Methodology.Journal of Strategic Innovation and Sustainability.13(2). Lyra, K. T. and et.al., 2018, September. An agile project management experience: points of view of graduate students.InProceedings of the XXXII Brazilian Symposium on Software Engineering(pp. 240-249). ACM. Mousaei,M.andJavdani,T.,2018.AnewprojectriskmanagementmodelbasedonscrumframeworkandPrince2 methodology.International Journal of Advanced Computer Science and Applications.9. Ng, J. J., 2018.Tailoring a project management methodology that suits one's needs.IEEE Engineering Management Review.46(2). pp.49-54. 1