Project Management and Event Planning

This assignment delves into the world of project management, covering essential leadership skills for project managers. It includes a detailed analysis of various research papers on project management, event planning, and related topics. The assignment also provides a brief overview of a hypothetical event, including requirement gathering, venue selection, event attendance, RSVPs, and invitations. Additionally, it touches upon Gantt charts and critical path diagrams, illustrating the complexities of event planning and project management.

PROJECT MANAGEMENT

EXECUTIVE SUMMARY
Project management is replicated as process to plan, initiate, control and executing work
of team for attaining specific objective and success criteria. The present report will discuss about
QA Higher education. It has shown that, this structure will provide excellent learning
environment along with proper access to this modified technology to support teaching and
studies.

TABLE OF CONTENTS
EXECUTIVE SUMMARY.............................................................................................................1
INTRODUCTION...........................................................................................................................1
Project Initiation document.........................................................................................................1
2. Producing WBS (Work Breakdown Structure) for the project and explaining significance of
critical path analysis....................................................................................................................1
3. Preparing Risk Register by providing mitigation actions for project.....................................6
4.a Explanation of quality leadership on project and role which successful project manager
can play along with failures of project management..................................................................8
4.b Analysis and critique of methodologies which might be used with comparison of Agile,
waterfall and Prince2 methodologies..........................................................................................9
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Project management is replicated as process to plan, initiate, control and executing work
of team for attaining specific objective and success criteria. The present report will discuss about
QA Higher education with context of refurbishment of teaching rooms and computer labs in its
premises for ensuring staff and students to gain expertise and skills.
Project Initiation document
 Budgetary information: Project budgeting is referred as identifying total amount of
money allocated for particular project to use. This helps in controlling cost of project
within approved budget along with delivering goals of expected projects (Jamil and
Carvalho, 2019). It is referred as key to bring business projects on particular time and
budget. With context to this case, this project will be launch in approximate budget of
£50000.
Particulars Amount
(In £)
Event requirements 4600
Sound check, stage and
internet 4500
Food & Beverage services 20000
Marketing Materials 700
Print advertisements 6500
Promoting through media 700
Invitations 5000
salaries 3000
All day refreshments 5000
Total 50000
 Timescales: The entire project would be completed in 109 days as it will initiate from 4th
April where its first activity is of need of university as in 5 days and then objectives of
event will be formulated in 4 days (Ansoff and et.al., 2019). Furthermore, its location will
be decided along with amenities, sound check, stage and internet in aggregate of 5 days.
In the same series, other services such as food and beverage, concierge, guest, date and
budget will be decided in remaining 18 days. With context to other activity, most
important is to select venue as it will be chosen 4 days which comprises both visiting and
finalising site. The attendees of event will be chosen in 9 days and process of invitation
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will proceed for 20 days. The process of RSVP till imparting brochure in 22 days and
event planning in 13 days. For purpose of technology, entire setup of events is decided in
2 days and meal for planning in 5 days. Henceforth, this entire procedure will consider
109 days.
 Objectives: The goal of this project is in context of QA higher education which has
completed refurbishment of computing labs and teacher rooms in premises of London for
ensuring about staff and students to have excellent learning environment along with
access to the latest technology for providing support to teaching and studies. Its aim is to
launch event which has presence of major launch event to publicise which might help in
attracting students and to be highly competitive (Wenu and Tan, 2019). It has been
scheduled in September as in Fresher's week.
 Approach: With reference to this project, Prince2 is considered as approach for launching
this event. Prince2 is an abbreviation as it is referred as projects in controlled
environment and process based method used for effective project management (Lai,
Deng and Chang, 2019). This method is widely practised and recognised especially in
private sectors and its presence at international level as well. It is highly capable for
purpose of managing every aspects such as cost, time, quality, scope, benefits and risk
with application of themes and processes.
 Key staff: On basis of team structure of prince2 is categorised in roles instead of jobs.
The roles are directly allocated to individuals as it comprises workforce, top management
and supplier. In the similar aspect, management board along which comprises top
management as directors who passes decision making to project board. In the same
series, managers appointed through management board with authority for getting
appropriate resources to project set through corporate management (Sanghera, 2019).
Furthermore, with context of important key staff is workforce of this project which will
advertise the innovation and publicise it in public to gain more admissions in school.
 Stakeholder analysis: It is referred as technique which helps in assisting each team
member of project for purpose of understanding variety of stakeholders which have high
interest in project along with individual nuances which could give direct impact on risk of
project (de Oliveira and Rabechini Jr, 2019).
Stakeholder Name Estimated Estimated Risks and Interests
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project
influence
Project
importance
assumptions
Project
Sponsor
Jack lui High Medium It is very
unknown that
funding in out
years would
continue along
with
propensity for
altering mind
at any specific
moment
(Pivec and
Maček, 2019).
The one who
successfully
addresses
requirement of
adjunct
customer and
appears to be
highly
competent
among its
peers. In the
similar aspect,
it gives new
market for
purpose of
expanding new
venture.
Director Pepper parker Low High With context
of giving
every
resources but
it will not
appear for
having
particular
requirements.
It main interest
is to attain
targets along
with avoiding
each cost.
Thus, it will
articulate about
increment in
margin of
sales.
Audience QAHE High High There will be The most
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(Students) Students appearance of
happy with
innovative
process along
with system
equipment.
The threat
would be
strike and
supposed to be
reduced (Ho
and Chuah,
2019). There
will be
attainment of
multiple
requests for
purpose of
additional
training.
effective part
of this project
is about
excitement on
new product
and demand
for bonus
along with
retention and
expansion of
their level of
skill. In this
aspect, these
are highly
beneficial with
this
implementatio
n and
knowledge and
talent will be
enhanced.
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2. Producing WBS (Work Breakdown Structure) for the project and explaining significance of
critical path analysis
WBS:
Task Name Duration Start Finish Predecessors
1. Requirement for event 34 days Mon 04-03-19 Tue 02-04-19
1.1 University Needs 5 days Mon 04-03-19 Fri 08-03-19
1.2 Incorporating
objectives of event 4 days Mon 11-03-19 Thu 14-03-19 2
1.3 Location 2 days Fri 15-03-19 Mon 18-03-19 2,3
1.4 Amenities provided
for 3 days Fri 15-03-19 Tue 19-03-19 3
1.4.1 Sound check, stage
and internet 2 days Wed 20-03-19 Thu 21-03-19 4,5
1.4.2 Food & Beverage
services 2 days Fri 22-03-19 Mon 25-03-19 6,5
1.4.3 Concierge services 3 days Tue 19-03-19 Thu 21-03-19 3,4
1.4.4 Guest services 4 days Tue 26-03-19 Fri 29-03-19 7,8
Project
management
1.
Requirement
for event
2. Venue
Selection
3. Event
Attendance 5. RSVP4. Invitations

1.4.5 Guest and
attendance count 2 days Mon 01-04-19 Tue 02-04-19 8,9
1.5 Date 2 days Fri 22-03-19 Mon 25-03-19 6
1.6 Budget 5 days Tue 26-03-19 Mon 01-04-19 11
2. Venue Selection 4 days Wed 03-04-19 Thu 04-04-19 1,10
2.1 Visiting Site 2 days Wed 03-04-19 Thu 04-04-19 1,6
2.2 Finalising site 2 days Wed 03-04-19 Thu 04-04-19 12
3. Event Attendance 9 days Fri 05-04-19 Mon 15-04-19 13
3.1 Marketing Materials 4 days Fri 05-04-19 Wed 10-04-19 14
3.2 Print advertisements 2 days Fri 05-04-19 Mon 08-04-19 15
3.3 Promoting through
media 3 days Thu 11-04-19 Mon 15-04-19 17
4. Invitations 20 days Tue 16-04-19 Mon 13-05-19 16,15,1
4.1 Designing 5 days Tue 16-04-19 Mon 22-04-19 19,18
4.2 Reviewing 6 days Tue 23-04-19 Tue 30-04-19 21
4.3 Printing 4 days Wed 01-05-19 Mon 06-05-19 21,22
4.4 Distribution 5 days Tue 07-05-19 Mon 13-05-19 23
5. RSVP 22 days Tue 14-05-19 Fri 07-06-19 13,14
5.1 RSVP process
management 5 days Tue 14-05-19 Mon 20-05-19 24
5.2 Online RSVP 4 days Tue 21-05-19 Fri 24-05-19 26
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5.3 Paper RSVP 3 days Tue 21-05-19 Thu 23-05-19 26
5.4 Materials 4 days Mon 27-05-19 Thu 30-05-19 27
5.5 Payment processing 2 days Fri 31-05-19 Mon 03-06-19 29
5.6 Imparting Brochure 4 days Tue 04-06-19 Fri 07-06-19 29,30
6. Event Planning 13 days Fri 24-05-19 Thu 20-06-19 20,16
6.1 Staffing plan 4 days Mon 10-06-19 Thu 13-06-19 31,20
6.2 Guest Speakers 2 days Fri 14-06-19 Mon 17-06-19 33,25
6.2.1 Identification of
project 3 days Tue 18-06-19 Thu 20-06-19 33,34
6.2.2 Communications 2 days Fri 24-05-19 Mon 27-05-19 28
6.2.3 Scheduling activities 2 days Tue 28-05-19 Wed 29-05-19 36
7. Technology 2 days Fri 21-06-19 Mon 24-06-19 25
7.1 Setup for events 2 days Fri 21-06-19 Mon 24-06-19 35
8. Meal Planning 5 days Tue 25-06-19 Mon 01-07-19 38
8.1 All day refreshments 2 days Tue 25-06-19 Wed 26-06-19 39,37
8.2 Catering services 1 day Thu 27-06-19 Thu 27-06-19 41
8.3 Lunch 2 days Fri 28-06-19 Mon 01-07-19 42
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Illustration 1: Gantt chart
4

Use of WBS in project management
The project has a definite start and end in effective manner highlighting the activities
being implemented and scheduled accordingly so that business may be able to accomplish
project in a timely manner (Kerzner and Kerzner, 2017). WBS provides these scheduled
activities and complex activities are divided in it. WBS helps to measure how activities aligned
will complete at specific duration so that project completion may be made within defined limits.
Hence, use of WBS in project management is vital for properly scheduling activities and
completing series of tasks on time.
5

Significance of Critical Path Analysis
Illustration 2: Critical path diagram
The critical path allows project members and Manager for identifying vital tasks which
needs to be attained. The timelines being allotted are effectively complied with and is displayed
in Gantt chart. Members in team can visualise activities having duration and sequences of time.
Hence, by ascertaining longer distance between start and finish of project comprising tasks,
duration, the earliest start and finish date are attained (Nicholas and Steyn, 2017). Thus, project
objectives can be earned in the best manner possible through usage of critical path analysis with
ease.
3. Preparing Risk Register by providing mitigation actions for project
Describing Risk Likeliho
od of
Risk
Impact
of Risk
Severity
of Risk
Owner Mitigating
Risks
Contingency
actions
Progress on
actions
Action
taken
Delaying in
scheduled
activities
Low High Medium Project
Manager
Preparing
checklists for
activities for
overcoming
issue
Making out
project manual
for minimising
risk
The
mitigating
actions are
being
implemented
The action
will be taken
in 10 days
6

Escalation of
costs
Medium Low Low Finance
Manager
Budgeting
the expenses
and income
Seeking expert
advice for
getting budget
right
The actions
are being
implemented
It will take
around 10
days
Cost-overruns Low High High Finance
Manager
Making
budget for
getting
desired
deliverables
of project
Variance
analysis for
making
improvement
Mitigating
actions are
implemented
It will take to
reduce risk
within 15
days
Performance risk
responsible for
project failure
Medium Low Low Project
Manager
Prioritising
activities and
assigning
duties
Hiring
dedicated
people
The
mitigating
actions are
in process
It will take
nearly 20
days to
implement
action
Project scope risk Low Medium Medium Project
Manager
Flexibility
will be
provided to
get rid-off
risks
Hiring better
project team
members
The
mitigating
actions are
in process
It will be
taken within
15 days
Planning risk
because of
external influence
High Medium Low Project
Manager
Planning in-
advance for
possibility of
scenarios
In adequate
communication
with people
The
mitigating
actions are
in process
The action
will take
around 15
days
Technological
risk
Medium High Low Project
Technici
an
Use of
project
management
software
In
communication
with smart
team members
Actions are
already
being
accounted
Will take
nearly 20
days
7

for
Project
management
software serve
breaks down
High High High Project
Technici
an
Making
appropriate
servers by
backing-up
scheduled
activities in
external hard
disk
Technical team
will be charged
in for
communication
Actions are
implemented
It will take
nearly 10
days
Quality risk Low Medium Medium Project
Manager
Making
standard
parameters
for
accomplishin
g work
Seeking
project manual
for quality
standards
The
mitigating
actions are
in process
Will take
around 15
days
Resource risk Low Medium Medium Project
Manager
Setting out
deadlines
from
suppliers to
get desired
event
resources
Help from
other supplier
for meeting
resource
requirements
The actions
are being
accounted
for
The action
will be taken
by 10 days
4.a Explanation of quality leadership on project and role which successful project manager can
play along with failures of project management
Leadership is very interesting and increasingly popular with context of field of
investigation as it is referred as an area of growth with relevance and significance of projects
which are delivered in certain and complex environment. Leading any project towards success
has need of manager for getting work done through members of team in efficient and effective
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manner (Essential leadership skills for project managers, 2019). There is need of person who has
clear vision, clarity in reason and practical with context of scheduling along with ability for
attracting efficient and talented team. The successful project manager must have appropriate: Planning: The whole objective of running project is to attain certain goal with creation of
roadmap along with planning beforehand is very essential function of project managers.
It is something which goes for project course (Dilan and Aydin, 2019). Organising: It is referred as key responsibility as it provides structure for project team. It
is all about assigning roles to members of team and setting deadlines for attaining targets. Leading: It is referred as broad role which could be accommodated along with every
function of broad manager (Farashah, Thomas and Blomquist, 2019). Essentially, project
manager is leader who team members look and managing people is efficient element of
project management.
Examples of failure (project management)
Apple Lisa
The first desktop with mouse cost of $10000 along with 1MB of RAM. In this aspect,
consumers were not interested as per anticipation of Apple. This was case of under delivering
and over promising.
Lessons learned
It is matter of transparency and might feel like buzzword one hear at time but there is no
better method for describing lesson learned in this case (Project Failure, 2019).
Levi Type 1 jeans
There was introduction of type 1 jeans which had presence of exaggerated features such
as rivets, buttons and switches. The organization ran ad of Super Bowl which had created
confusion in customers and style which has not caught to walk away with this flop.
Lessons learned
There is process of appropriate project management for avoiding confusion for purpose
of improving internal communication so in this context final product has presence of clear
message with end users (Project Failure, 2019).
4.b Analysis and critique of methodologies which might be used with comparison of Agile,
waterfall and Prince2 methodologies
Prince2
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It is referred as process based methods which is highly effective for project management
as it is broadly recognised and practised in private sector (Curcija, Breakey and Driml, 2019).
The phases of this method are setting, initiating, directing, controlling stage, managing
boundaries, managing product delivery and closing a project.
Advantages Disadvantages
 Used globally
 Process oriented
 High level risk management
 Not good for small projects
 Need clear understanding along with
customer requirements
 project stops among phases till
validation
Agile
It is referred as practice which promotes about continuous iteration of testing and
development via software development life cycle of project (Liu and et.al., 2019). Its phases are
individuals and interactions, working software, customer collaboration and responding to
change.
Advantages Disadvantages
 Communication focused
 Rapid project evolvement
 Cost could not be estimated
 phases could be added anytime
Waterfall
This is project management approach where project is fully completed in distinct stages
and moved on step towards ultimate release about consumers (Settele and et.al., 2019). Its phases
are requirement, design, implementation, testing, integration and maintenance.
Advantages Disadvantages
 Schedule and cost could be estimated
upfront
 Not flexible
 Customer satisfaction in not guaranteed
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 Customer does not in need around after
requirements
On basis of above critical analysis of each method, Prince2 method is recommended as
there is verification among stages and next stage as well. In this project comprises various
process and used globally (Di Matteo, Maier and Dandy, 2019). In the same series, every step
must be structured in appropriate aspect as mistakes lead to inefficiency so with this
consideration, prince2 has zero tolerance for mistakes so it is accurate and verified which helps
in attaining competitive edge.
CONCLUSION
On basis of above report it had been concluded that this project would be completed in
109 days in efficient manner with application of Prince2 methodology approach. It has shown
that, this structure will provide excellent learning environment along with proper access to this
modified technology to support teaching and studies.
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REFERENCES
Books and Journals
Ansoff, H. I., Kipley, D., Lewis, A.O., Helm-Stevens, R. and Ansoff, R., 2019. Implanting
strategic management. Springer.
Curcija, M., Breakey, N. and Driml, S., 2019. Development of a conflict management model as a
tool for improved project outcomes in community based tourism. Tourism
Management. 70. pp.341-354.
de Oliveira, G.F. and Rabechini Jr, R., 2019. Stakeholder management influence on trust in a
project: A quantitative study. International Journal of Project Management. 37(1). pp.131-
144.
Di Matteo, M., Maier, H. R. and Dandy, G. C., 2019. Many-objective portfolio optimization
approach for stormwater management project selection encouraging decision maker buy-
in. Environmental Modelling & Software. 111. pp.340-355.
Dilan, E. and Aydin, M. N., 2019. Adoption of Design Thinking in Industry 4.0 Project
Management. In Agile Approaches for Successfully Managing and Executing Projects in
the Fourth Industrial Revolution (pp. 80-98). IGI Global.
Farashah, A. D., Thomas, J. and Blomquist, T., 2019. Exploring the value of project management
certification in selection and recruiting. International Journal of Project
Management. 37(1). pp.14-26.
Ho, S. C. and Chuah, K. B., 2019. Application of MSTAM Methodology in Project
Management: A Case Study of ITF Robotic Automation R&D Project. In Handbook of
Research on Industrial Advancement in Scientific Knowledge (pp. 298-323). IGI Global.
Jamil, G.L. and Carvalho, L. F. M., 2019. Improving Project management decisions with big
data analytics. In Handbook of Research on Expanding Business Opportunities With
Information Systems and Analytics (pp. 45-65). IGI Global.
Kerzner, H. and Kerzner, H. R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Lai, H., Deng, X. and Chang, T. Y. P., 2019. BIM-Based Platform for Collaborative Building
Design and Project Management. Journal of Computing in Civil Engineering. 33(3).
p.05019001.
Liu, F. and et.al., 2019. Solving multiple-criteria R&D project selection problems with a data-
driven evidential reasoning rule. International Journal of Project Management. 37(1).
pp.87-97.
Nicholas, J. M. and Steyn, H., 2017. Project management for engineering, business and
technology. Routledge.
Pivec, M. and Maček, A., 2019. Employment background influence on social media usage in the
field of European project management and communication. Journal of Business
Research. 94. pp.280-289.
Sanghera, P., 2019. Project Integration Management. In CAPM® in Depth (pp. 87-132). Apress,
Berkeley, CA.
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Settele, J. and et.al., 2019. Rice Ecosystem Services in South-East Asia: the LEGATO project,
its approaches and main results with a focus on biocontrol services. In Atlas of Ecosystem
Services (pp. 373-382). Springer, Cham.
Wenu, A. and Tan, C., 2019. The Applied, Knowledge, and Work-based oriented Project
Management Coaching Framework (AKW-PMCF). The Journal of Modern Project
Management. 6(3).
Online
Essential leadership skills for project managers. 2019. [Online]. Available through
<https://www.pmi.org/learning/library/essential-leadership-skills-project-managers-6699>.
Project Failure. 2019. [Online]. Available through <https://www.workfront.com/blog/project-
failure-10-famous-failures-and-5-ways-to-spot-them-before-they-happen>.
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