Project Management for QA Higher Education

The assignment provided a detailed report on project management, its importance, and the use of PRINCE2 methodology. It discussed how project management helps in performing activities effectively and identified critical success factors for project management practice. The document also referenced various books and journals related to project management and its applications.

PROJECT
MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
1) SAMPLE PROJECT INITIATION DOCUMENT (PID)...........................................................1
2) GANTT CHART AND WORK BREAKDOWN STRUCTURE...............................................3
3) RISK REGISTER........................................................................................................................4
.........................................................................................................................................................7
4) SIGNIFICANCE OF QUALITY RISK MANAGEMENT PLANS...........................................7
CONCLUSION ...............................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Project management refers to practice of initiating, planning, implementing, controlling
and also closing work of team to attain particular objectives and meet with the particular success
criteria. It is an application of skills, techniques, knowledge and tools related to activities of
project in order to meet needs of project (Alias and et. al., 2014). This present report is based on
the case study of QA Higher Education (QAHE) that completed refurbishment of its computing
labs and teaching rooms. In this report will be discuss about the Work Breakdown Structure
(WBS) Gantt
Chart for manage the activities or tasks.
1) SAMPLE PROJECT INITIATION DOCUMENT (PID)
PROJECT TITILE: Refurbishment
QA Higher Education has finished the refurbishment of its teaching rooms and the
computing labs in London, Manchester and Birmingham premises in order to assure that all
teachers and students have excellent learning environment and provide them latest technology
for support their teaching and studies.
After the refurbishment, university wish to have launch an event for publicise and
celebrate project success. The event will be schedule correctly by including the formal
ceremony.
Objectives
The objective of QA Higher Education is to provide the better premises and learning
environment to staff and students. It also provides the latest technology that will help in support
their teaching as well as studies.
Budgetary information
Budget is an estimation of expenditure and income for the set time period. Under this,
there is a plan to arrange an event includes formal ceremony, informal opportunity for students
and staff to get the tours of building, celebratory element consisting drink and food to
national/local dignitaries (Eskerod and Jepsen, 2016). For launch this, there will be need of
approximately £50,000.
Under this, 50% out of £50,000, will be needed for paying the salary to workers which
will be hired for preparation of events and decoration. On the other hand 30% of amount will be
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require in purchasing of food items and drinks for the guests. The remaining 20% of amount is
required for cope up with different type of uncertainties which project team can be face at the
time of conduct event.
Timescales
Timescale refers to time that allowed for completing a process with in a set period of
time. Before the refurbishment, university conduct an investigation and know about the better
way to make the class rooms and computer rooms better. 20 days taken for completing the
refurbishment of University (Burke and Barron, 2014). It is helpful in encourage the students to
study in a proper manner. After this, QA Higher Education decide to conduct an event for the
purpose of tour of building and know them about the better changes. In order to conduct an
event, 10 days time is allotted in order to set the activities, decoration, location of activities,
proper arrangement etc. conducting an event is an effective strategy to aware about the changes
in building and provide the better environment for study purpose.
Approach
Under this, PRINCE 2 approach will be used.
Key staff
The key staff that included in project will be Interior designers, technical staff, suppliers
etc.
Stakeholder Analysis table
Stakeholder refers to group or an individual that own share in business. They can affect
or affected through objectives, policies and actions of an organisation. Under this, stakeholder
analysis is process of assessing system and the potential change which can be related to
interested and relevant parties. Each firm has the different stakeholders and they are vary from
the each other (Heldman, 2018). The different stakeholders are mention below:
Stakeholder Reason behind their interest in
project
Things to be done for look out the
stakeholders
Investors(In
ternal and
external)
Internal Stakeholder:- It consists
the members of the university such
as trustees, director, owners etc.
which invest in the refurbishment
project with a motive to make the
It is necessary that project manager must be
assure about expectation of all the internal
stakeholder related to development of
infrastructure of university in an effective
manner. On the other hand, manager should
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campus better and create the
positive environment for learning.
External Stakeholder:- Under
this, educational agencies,
government and many others are
involved which want to invest in
the project of QA Higher Education
willingly. In addition to this, their
main aim is to promote better
learning and educational facilities
to students so that they can be
successful in their career.
perform its business operations in an ethical
manner so that aim of government to
promote the education can be fulfilled.
Suppliers It consist dealers which give raw
material related with the computers
furniture etc. The suppliers take
interest in refurbishment project in
order to giving more stuff.
For make stuff related to the refurbishment
available without any kind of delays, it is
necessary for the project manager to look
after suppliers. It can only be done through
providing them money in advance so they
can arrange material in a proper manner.
Teachers In refurbishment project, lecturers
and the other employees are more
interested because they can get
better technical instruments which
help them in perform operations in
an effective manner (Heldman,
2018). With the help of this, they
can explain course work to their
students properly.
Not only project manager is responsible for
complete project but also for assure that
objective behind project can be attained. In
this, it is necessary that project manager
should communicate with the teachers and
also provide them guidance about process of
using technical instrument.
2) GANTT CHART AND WORK BREAKDOWN STRUCTURE
For complete the project in a successful manner, it is necessary for project manager to
schedule activities which will be necessary to perform and attain objective of project. For this
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purpose, there is a need to QA Higher Education to prepare a better project plan that help in
provide the proper information related to activities which require to be performed at the time of
project.
In the project management, work breakdown structure is deliverable oriented breakdown
of project in to small components. It is key project deliverable that organise work of a team in to
the manageable actions (Kaiser, Arbi and Ahlemann, 2015). In addition to this, employees will
not face any issue in completing the task with in the set period of time. The project manager use
this kind of methods for simplifying implementation of the project.
Project plan- It is a necessary document for keeping the project on track. Under this,
there is a need to determine goals, deliverables, deadlines and scope of project. It is a kind of
written document that including information related to activities and time for completing project
effectively and efficiently. For implementing refurbishment project of QA Higher Education,
Work Breakdown, Gantt chart and Critical path methods used through project manager. These
will help in support to scheduling activities on the basis of priorities in project.
Gantt chart: This tool graphically illustrate activities on the basis of schedule. With the
help of using this kind of tool, QA Higher Education will able to coordinate, plan and also track
particular tasks which is necessary to perform in project in significant manner. It will be helpful
in support that project activities by assuring proper utilisation of resources.
Critical path: It is sequence of the stages for identifying less time required for operation.
With the help of using this method, QA Higher Education will able to sequence its activities and
manager can able to identify the shortest path for compete project to save the money and time.
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3) RISK REGISTER
Risk is possibility of losing something value. Risk register refers to tool for documenting
actions and risks for manager every risk. It is necessary for successful risk management in an
effective way (Lientz and Rea, 2016). It is scatterplot that mainly used as a risk management tool
along with fulfil regulatory compliance that acting as repository for all identified risks and also
consist the additional information regarding each risk such as mitigation measures, nature of risk
etc.
Risk Mitigation action Contingency action Pre action
score (Out of
10, where 10
is high risk
and 1 is low)
Post action
score (Out of
10, where 10
is high risk
and 1 is low)
Change demand
of client
Under this, it is
necessary to hire
more human
resources through
fulfil demand
change.
The minimum changes
can be done in the
present project in
order to assuring that
new demands can be
met.
6 3
Cost risk Under this, it is
necessary that owner
should assure that
materials or tools
which are used used
for the refurbishment
should be of better
The owner should
keep cash reserve to
pay off thee necessary
expenses which can be
enhanced at the time
of project
implementation.
7 3
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quality and also does
not lead to any kind
of damage (Lock,
2016).
Performance risk Project manager
providing proper
training to
employees so that
they can be perform
in a better manner
without facing issue.
In this, project
manager should assure
that activities need to
be performed in a
proper planned
direction toward
attaining objectives.
7 3
Government
increases tax rate
The government
developed some
provisions which can
be made for the
purpose of
minimizing impact
of the long term risk.
Minimization in
business cost can save
the money in order to
reduction of risk.
4 2
Technological
risk
For minimize this
risk, owner can give
the proper training to
employees in order
to providing the
knowledge
concerned with
operating method
like technical
instruments.
Under this, the owner
can appoint some
technical staff which is
expert in solve any
kind of technical
problems.
6 3
Legal risk In this, it is
necessary to owner
There is a need to
appoint a legal advisor
6 3
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to assure that each
action as well as
activities should be
done after getting the
proper approval from
government.
who have the proper
knowledge about the
legislations which are
set through
government
(Marcelino-Sádaba
and et. al., 2014).
Resource risk There is a need to
project manager to
develop an effective
resource allocation
plan so that required
resources are
assigned on the basis
of need of specific
risk.
It is necessary that the
project manager
should keep or arrange
the proper resources
which help in
completing the project
in an effective manner.
4 2
High employee
turnover
Under this, new staff
members may be
leave form in case
they do not be fit in
an enterprise. So,
there is a need to
sign the bond of at
least 6 months from
new employees
(Pinto, 2014).
The new staff
members can be hired
for the purpose of
manage issues related
to the high turnover.
7 3
High fluctuation
in the cash flow
It is complex to
manage the cash in
proper manner. In
this, provision can be
There can be take the
short term bank loan
for the purpose of
removing any kind of
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developed for
assuring the smooth
flow of day to day
cash flow.
hurdle concerned to
manage cash properly.
Suddenly
Enhance cost of
gadgets which are
required in
completing
project
The contract can be
signed concerned
with fix cost of
gadgets such as
computers so that
increment in the cost
can not affect
project.
The owner can use the
old gadgets. On the
other hand, it can buy
the second hand
computers and laptops
(Silvius and Schipper,
2014).
7 3
4) SIGNIFICANCE OF QUALITY RISK MANAGEMENT PLANS
a) Quality leadership is an aspect which assists in quality management. It defines the manner in
which project manager structures the entire project. To enjoy quality leadership, an effective
leader is required. In case of QA higher eduction, project manager is the leader that will lead the
entire team towards task accomplishment. With the help of quality leadership all the work will
be performed in an organised and desired manner due to which there will be less chances of
project failure.
Role of a successful project manager: Project manager have the responsibility to
successfully initiate, plan, design, execute, monitor and control all the aspects related with
project. In case of project which is initiated in QA higher eduction, role of project manager are
specified beneath:
 Defining and planning scope in a desired manner so that project activities can be carried
out smoothly.
 Planning to each and every activity so that other members of project will get a guidance
while performing work.
Strong leadership will benefits in initiating and competing project in an appropriate
manner. If any issue will arise, a strong leader will have alternatives to resolve that specific
problem. By this project will be completed in a timely and organised manner. If strong
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leadership will not exist, employees will feel confused regarding their work. This will results in
mismanaged coordination which can results in business failure too.
b) Comparing Agile methodology: It is specified as an iterative approach which assists in
software development. This method emphasize on manufacturing minimum viable products over
a time period. Different stages of model can be carried out in a parallel manner. This model
stresses on team work, continuous improvement, adapting changes, user feedbacks etc.
Strength: This model is adaptable in nature, due to which it easily adapts changes which are
needed by Chuck and chick cafe to perform business operations desirably.
Weakness: This project model requires high commitment towards the project. As it is based on
active team involvement, less involvement of some employees will results in business failure.
 Waterfall methodology: It is a traditional approach associated with software
development in which a particular project is divided into different stages that are
required to be complete in a sequence. In this kind of model, it is not possible to return
back to previous phase. At the end of each stage, a review is required. There are different
stages associated with this model. Conception is the first step in which system
development life cycle initiates with an idea and a rough scope is estimated regarding
project. In initiation, project team is hired and scope of project is widened due to
objective specification. In third step, a feasibility analysis is carried out and all important
documents & information is gathered. In designing phase, a frame-model is given to
project. In next step, appropriate App and codes are developed in accordance with
designing phase. Testing phase helps in specifying if developed codes are feasible or not.
Last stage is maintenance in which all the issues and bugs are resolved.
Strength: This model will allow the project manager in QA higher education to specify clear
deadlines along with estimated costs so that work can be performed in an organised way.
Weakness: There are many phases before actual coding starts, this means that customers and
stakeholders have to wait for a long time period.
 PRINCE 2 methodology: It is a process based method which helps in effective project
management. It is a standard methodology which is used by UK government and private
firms to manage their projects desirably. This is the most effective model as it answers
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questions like what the project wishes to achieve, what external support is required,
when it will start etc.
Strength: It is a very popular approach and QA higher education will not require any extra
investment and time to implement this model. Risks are identified in beginning due to which
there are less chances of project failure.
Weakness: There are different aspects in this process which are not realistic such as
identification of all the risks in the beginning, appropriate management of time etc. This is
because when a new aspect join project, every already existing phase changes.
It is recommended that PRINCE 2 methodology needs to be used in this project as it is a
simple process which will be easily understood by the workers working on a project. This will
allow QA higher education to accomplish their work and projects in a timely and appropriate
manner.
CONCLUSION
It has been concluded from the above mention report that project management is helpful
in performing the activities of project in an effective or significant manner. Under this, project
management practices includes different activities which support the project manager to schedule
as well as control activities in order to attain the objectives significantly. The manager determine
the risk involved in project so that there can not be any issue faced in project. In order to identify
the risk, PRINCE2 model has been used and it is helpful in deal with arisen risk in an effective
manner.
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REFERENCES
Books & Journals
Alias, Z. and et. al., 2014. Determining critical success factors of project management practice:
A conceptual framework. Procedia-Social and Behavioral Sciences. 153. pp.61-69.
Burke, R. and Barron, S., 2014. Project management leadership: building creative teams. John
Wiley & Sons.
Eskerod, P. and Jepsen, A. L., 2016. Project stakeholder management. Routledge.
Heldman, K., 2018. Project management jumpstart. John Wiley & Sons.
Heldman, K., 2018.PMP: project management professional exam study guide. John Wiley &
Sons.
Kaiser, M. G., El Arbi, F. and Ahlemann, F., 2015. Successful project portfolio management
beyond project selection techniques: Understanding the role of structural alignment.
International Journal of Project Management. 33(1). pp.126-139.
Lientz, B. and Rea, K., 2016. Breakthrough technology project management. Routledge.
Lock, D., 2016. Project management in construction. Routledge.
Marcelino-Sádaba, S. and et. al., 2014. Project risk management methodology for small firms.
International journal of project management. 32(2). pp.327-340.
Pinto, J. K., 2014. Project management, governance, and the normalization of deviance.
International Journal of Project Management. 32(3). pp.376-387.
Silvius, A. J. and Schipper, R. P., 2014. Sustainability in project management: A literature
review and impact analysis. Social Business. 4(1). pp.63-96.
Teller, J., Kock, A. and Gemünden, H. G., 2014. Risk management in project portfolios is more
than managing project risks: A contingency perspective on risk management. Project
Management Journal. 45(4). pp.67-80.
Turner, J. R., 2017. Contracting for project management. Routledge.
Online
PRINCE2 Methodology. 2018. [Online] Available
through<https://www.prince2.com/uk/prince2-methodology>./
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