Project Management Report

This project management report details the planning and execution of a launch event for QAHE, a university showcasing its refurbished classrooms and computing labs. It includes a PID, WBS, and risk register, analyzing stakeholder benefits and recommending the PRINCE2 methodology for successful event management.

PROJECT MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY..................................................................................................................................1
PID Documentation.....................................................................................................................1
Work-breakdown structure..........................................................................................................4
Risk register...............................................................................................................................11
Report to project sponsor...........................................................................................................14
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16

INTRODUCTION
Project management is the process through which an organisation or an individual prepares
listed of tasks, scheduling it accordingly along with the budgetary intonation. Thus, it brings the
clear analysis over the time have been used in a particular process as well as administration of
entire project. In the present report, there have been preparation of project initiation document
which is consist of initial information such as objectives, stakeholder, budget, time etc. on the
basis of which there will be development of WBS structure which will help QAHE in executing
activities of event.
MAIN BODY
PID Documentation
The project initiation documentation is the document (In Appendix) which enables the
projects manager of an individual by reflecting the current status of the project. It defines the
actual phase, planning and controlling methods for project. In relation with the case of QAHE’s
launching event on which there will be communication regarding the refurbished teaching
classrooms as well as computing labs. In accordance with the program which have been defined
and being saved by the professionals on which there will be requirement of defining various
elements such as:
Budgetary information: In the project management process this is necessary to detail the
tasks as per the time and required costs. The project is based on the launch event of QAHE
university for communicating the innovative and reformative changes made by them to improve
teaching and learning of students (Cha, Newman and Winch, 2018). Thus, in this approach there
have been influences of various tasks such as project initiation, invitations to the guests,
enrolment of staff for specific duties, arrangements for event, catering services etc. It will cost
the firm has been estimated as 50000 pounds.
Timescales: It has been determined by the professionals of the projected plan that there
must be implement of effective time for the completion of the projected tasks. However, the
launch event will be organised at the month of September which will include plans for each of
the things such as invitation lists, sound and lightening arrangements, seating and catering
services etc. Thus, the main motive of managing director is for communicating the audiences
regarding the reforms they have made in the university.
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Objectives: The motive of this event organising is basically for communicating the
renovation of the teaching classrooms, technically increment in computing labs which will be
effective in enhancing the learning and understanding of students (Tonchia, 2018). Thus,
communicating such changes among students, teachers and sponsors will reflect in better growth
to QAHE university. However, there can be various objectives of this event such as:
 To ensure student and teachers for having an excellent learning environment.
 To access the reformative technology which supports studies and teaching practices.
Approach: It has been approached by the managing directors of the university that there
must be proper delivery of thoughts, renovation actions as well as the effectiveness of such
incre4ment among audience. It will reflect in bringing them higher admissions in the upcoming
period that would be profitable for them (Zwikael, Chih and Meredith, 2018). Along with this,
there have been an approach towards the society that one would have better understanding and
learning with improved technological influences in the operations.
Key staff: For the launch event there have been consideration of the required staff members
for the operations. Moreover, there have been influences of various operational tactics which in
turn will be effective to address the operational aspects as well as covering he tasks in the
reliable time frame (Cicmil and Gaggiotti, 2018). However, there have been involvement of
various individual to operate the event such as Project manager, event manager, managing
directors, labour to arrange and decorate location, catering staff, clearing staff etc.
Stakeholder analysis: In relation with organising this event there have ben influences of
various stakeholders which are being associated with this event plan. It will include various
beneficiaries to this event such as:
Stakeholders Benefits
Managing director They are the main sponsor to this projected
plan for QAHE. The number of audiences
attend the program will be benefited with
relation to make appropriate operational
ascertainment. With the help of this event they
would communicate the large number of
audience which in turn will be beneficial for
the university in having higher admission in
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the upcoming period.
Project manager They will organise and manage the tasks or
activities associated with the effective time
frame for each operational aspect. Thus, on the
basis of successful completion of event will
lead them in creating the identity in the market.
Sponsors The motive for communicating the reforms in
the field of education will be effective for
fetching the attention of sponsor. Therefore, on
the basis for which they would analyse the
profitability of university in the coming period
(Anantatmula and Rad, 2018). Thus, fort social
benefits or profitable gains they would show
some interest in investing in university.
Teaching staff They will be communicated regarding the ease
of explaining and bringing the knowledge
among students regarding their courses. It will
be an effective approach which in turn will be
effective for lifting up the level of education in
the society. Thus, teachers will be interested in
underrating the technically improved
classroom and computing labs which describe
the growth of students regarding learning and
educational practices.
Students The main motive of launching this event is for
informing the students to take advantages of
such refurbishment. In accordance with such
increment in the technology as well as teaching
techniques on which it can eb said that, there
could be growth of operational practices in the
relevant time frame.
3

Event manager The planning relevant with the stage
decoration, entire program arrangement,
seating, catering etc. required to be managed
appropriately. It will benefit them in creating
identity in market as well as fetching audience
attention.
Work-breakdown structure
A work breakdown structure is basically defining the techniques through which a project
manager will analyse the important tasks to be conducted for successful operations. Thus, in this
method there have determination of parent tasks with its subordinates to be managed or
scheduled. Thus, this is the clear review and analysis over projected tasks to be considered by the
professionals (Hallo, Gorod and Morriss, 2018). This ascertainment will help manager in
decision-making, planning and controlling the process. For creating the WBS structure to
organise event for QAHE there have been determination of various tasks and operations which
will be required to be governed and executed to have adequate analysis over the data base.
Uses of WBS in managing and explaining task on a project
The importance WBS analysis is basically based on detailing the tasks which have been
considered in a project. It includes, budgetary information, resource names, duration of project,
start and end date (Cha, Newman and Winch, 2018). Thus, such analysis enables project
manager in arranging the sources for activities and these milestones will be applicable to
complete the projected plan before the deadline.
Task
Mode Task Name Duration Start Finish Predecessor
s Cost
Auto
Schedule
d
Resource
requirements in
event
20 days Mon 04-03-
19 Fri 29-03-19 $14,050.00
Auto
Scheduled
Requirements
in University 5 days Mon 04-03-
19 Fri 08-03-19 $1,400.00
Auto
Scheduled
Defining event 4 days Mon 11-03- Thu 14-03- 2 $1,200.00
4

objectives 19 19
Auto
Scheduled
Selection of
Location 2 days Fri 15-03-
19
Mon 18-03-
19 2,3 $1,300.00
Auto
Scheduled
Provided
amenities 3 days Fri 15-03-
19
Tue 19-03-
19 3 $3,500.00
Auto
Scheduled
Checking
Sound, stage and
internet
2 days Tue 19-03-
19
Wed 20-03-
19 4 $1,200.00
Auto
Scheduled
Deciding Food
& Beverage
services
2 days Thu 21-03-
19 Fri 22-03-19 6,5 $1,600.00
Auto
Scheduled
Guest and
attendance count 2 days Thu 21-03-
19 Fri 22-03-19 6 $2,600.00
Auto
Scheduled
Budget
administration 5 days Mon 25-03-
19 Fri 29-03-19 7,8 $1,250.00
Auto
Scheduled Venue Selection 4 days Mon 01-04-
19
Thu 04-04-
19 1,8 $0.00
Auto
Schedule
d
Visiting Site 2 days Mon 01-04-
19
Tue 02-04-
19 1,6 $2,500.00
Auto
Scheduled
Discussion with
team 1 day Mon 01-04-
19 Mon 01-04-19 9 $300.00
Auto
Scheduled Finalising site 2 days Mon 01-04-
19
Tue 02-04-
19 9 $1,150.00
Auto
Schedule
d
Event
Attendance 7 days Fri 05-04-
19
Mon 15-04-
19 10 $2,770.00
Auto
Scheduled
Marketing
Materials 4 days Fri 05-04-
19
Wed 10-04-
19 12 $250.00
Auto
Scheduled
Print 2 days Fri 05-04- Mon 08-04- 13 $1,200.00
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advertisements 19 19
Auto
Scheduled
Promoting
through media 3 days Thu 11-04-
19
Mon 15-04-
19 15 $1,320.00
Auto
Schedule
d
Invitations 11 days Tue 16-04-
19
Tue 30-04-
19 14,13 $2,020.00
Auto
Scheduled
Designing
invitation cards 5 days Tue 16-04-
19
Mon 22-04-
19 16 $1,500.00
Auto
Scheduled
Reviewing
invitation cards 6 days Tue 16-04-
19
Tue 23-04-
19 17 $180.00
Auto
Scheduled
Printing
invitation cards 4 days Wed 24-04-
19
Mon 29-04-
19 20,19 $165.00
Auto
Scheduled
Distribution of
invitation cards 5 days Wed 24-04-
19
Tue 30-04-
19 20 $175.00
Auto
Schedule
d
RSVP 14 days Wed 01-05-
19
Mon 20-05-
19 10,11,22 $8,400.00
Auto
Scheduled
RSVP process
management 5 days Wed 01-05-
19
Tue 07-05-
19 22 $800.00
Auto
Scheduled Online RSVP 4 days Wed 01-05-
19
Mon 06-05-
19 21 $1,200.00
Auto
Scheduled Paper RSVP 3 days Wed 08-05-
19 Fri 10-05-19 24 $1,300.00
Auto
Scheduled Materials 4 days Tue 07-05-
19 Fri 10-05-19 25 $1,600.00
Auto
Scheduled
Payment
processing 2 days Mon 13-05-
19
Tue 14-05-
19 27 $1,700.00
Auto
Scheduled
Imparting
Brochure 4 days Wed 15-05-
19
Mon 20-05-
19 27,28 $1,800.00
Auto Event Planning 15 days Mon 13-05- Fri 31-05-19 18,14 $8,810.00
6

Schedule
d 19
Auto
Scheduled Staffing plan 4 days Tue 21-05-
19 Fri 24-05-19 29,18 $1,900.00
Auto
Scheduled
Guest
Speakers 2 days Tue 21-05-
19
Wed 22-05-
19 23 $1,110.00
Auto
Scheduled
Identification
of project 3 days Mon 27-05-
19
Wed 29-05-
19 31,32 $1,600.00
Auto
Scheduled
Communicatio
ns 2 days Mon 13-05-
19
Tue 14-05-
19 26 $1,550.00
Auto
Scheduled
Scheduling
activities 2 days Thu 30-05-
19 Fri 31-05-19 33 $2,650.00
Auto
Schedule
d
Technology 2 days Mon 03-06-
19
Tue 04-06-
19 30 $1,450.00
Auto
Scheduled
Setup for
events 2 days Mon 03-06-
19
Tue 04-06-
19 33,34 $1,450.00
Auto
Schedule
d
Meal Planning 5 days Wed 05-06-
19
Tue 11-06-
19 36 $4,400.00
Auto
Scheduled
All day
refreshments 2 days Wed 05-06-
19
Thu 06-06-
19 35 $2,350.00
Auto
Scheduled
Catering
services 1 day Fri 07-06-
19 Fri 07-06-19 39,37 $1,050.00
Auto
Scheduled Lunch 2 days Mon 10-06-
19
Tue 11-06-
19 40 $1,000.00
Auto
Scheduled
Completion of
planning 2 days Wed 12-06-
19 Thu 13-06-19 41,38 $200.00
Gantt chart
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It is a horizontal bar graph presentation which links the direction or flow of activities
from start to end date of project. This technique helps in coordinating, planning and executing
the operations made in the tasks (Tonchia, 2018). However, the below listed Gantt chart reflects
the QAHE event and associated activities with such project.
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9

Critical path
Importance of critical path analysis
The importance of this method is for analysing the important tasks which is to be
considered by the project manager for the quick completion of project (Zwikael, Chih and
10

Meredith, 2018). Thus, it highlights the tasks which will be appropriate and required to be
addressed as not considering the other tasks to be completed first.
Risk register
Risk
description
Likelihood Impact Severity Responsibilities Mitigation
action
Contingent
action
Progress
on
action
Poor
coordination
Medium high medium Project manager There must
be proper
assignment of
duties and
roles among
staff.
Analysing
issues and
making proper
communication
regarding
activities.
Within
10 days
Server
breakdown
during event
low Medium medium Technician There must
be use of
anti-malware,
anti-virus
software’s to
avoid hacking
related risks.
There must
be use of
secure
networks
Analysing the
issues and
main cause
which affects
the server
operations.
Within 9
days
Technical
breakdown
during event
Medium High High Technician Use of
various
devices
which will
program the
event
Quick reaction
and action to
be taken for
resolving such
issues.
Within 5
days
Financial
risks
Low medium Medium Financial
manager,
There must
be reserves
Taking help of
banks, capital
Within 5
days
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managing
director
which can be
used during
the time of
fund
shortage.
reserves as
well as
investors to
meet the cost
requirements at
the right time.
Internal
conflicts
medium low low Project manager Analysing
issues of
workforce,
assigning
duties,
change in
their job roles
Defining them
the proper
duties to be
done, making
effective
decision to be
undertaken
Within 6
days
Increasing
scope of
audience
medium high high Project
manager, event
manager
There must
be use of
better sitting
arrangements.
Use of large
area for such
event which
will bring
better space for
handling the
crowd
Within 2
days
Quality of
food
high medium medium Catering
manager
There must
be testing of
food quality,
taste and
quantity
before
serving
Catering
manager will
be responsible
for checking
the quality and
quantity of
food.
Within 3
days
Increasing
scope of
food
medium medium Medium Catering
manager
There must
be extra raw
material
required on
Assigning the
duties to
qualified and
talented staff
Within 6
days
12

which
increasing
need for food
and
beverages can
be meet
members
which will
quickly
response to the
quantity of
food and
number of
guests in the
event. It will
give time for
preparations
Ineffective
cost
allocation
medium high high Financial
manager
Must analyse
the non-
required
activities and
use of that
cost in the
essential
activity.
It requires
proper
monitoring of
funds flow in
the tasks and
duties.
Within 6
days
Shortage of
workforce
during
events
low medium medium Project manager Must reduce
the work
pressure on
employees
and assign
then multiple
duties as per
their skills
and
qualification
to handle the
jobs
There must be
control over
workforce
management
Within
10 days
13

Report to project sponsor
A. Requirement for quality leadership
In relation with completing any determined tasks, actions and operations on which a
qualified leadership plan will be helpful and effective to be addressed and communicated.
However, a strong leader will ensure the quality of work has been done by the employees
(Cicmil and Gaggiotti, 2018). They analyse required tasks, skills of employees, time for the
operations and the working techniques. Thus, balancing such aspects will reflect in managing the
operations of firm.
Role of a successful project manager
The responsibilities lie with the project manager to bring the corrective decision and
making qualified operational changes. There has been consideration over successful initiation,
planning, designing, executing and controlling the operations (Anantatmula and Rad, 2018).
Manager have ben liable to make corrective actions which are required to be considered for
improving quality of services to be delivered among stakeholders.
B. Methodology use for project management process
Methodologies Description Advantages Disadvantages
Agile This is the project
managing software
which indicates, time,
resources, responsible
authority and mapping
the tasks
Quick actions by
software regarding
informing consumers,
quick in time and
information will be
given to mass
population.
Complex and
demands higher
energy
Waterfall It defines the proper
work flow by linking
them with each other
It amends completion
of each operations
(Advantages and
disadvantages of your
Project Management
There are no
possibilities to make
changes if tasks have
been proceeded.
14

Method, 2018)
PRINCE 2 This technique defines
roles, stages,
exceptions,
justification etc.
Predictable, best for
regular practices, cost
and time-effective as
well as tried and
tested (THE
ADVANTAGES OF
THE PRINCE2
METHODOLOGY,
2016)
Requires time to
understand and
managing documents
Recommendations:
In relation with performing event for QAHE on which it has been recommended to project
manager for using PRINCE 2 methodology (Hallo, Gorod and Morriss, 2018).
CONCLUSION
On the basis of above report, it can be concluded that, initiation and project plan required
efforts in deciding tasks, time, days and resources. Thus, for QAHE, project manager has
prepared WBS structure which have scheduled the entire tasks to be amended and managed for
communicating the refurbishment of teaching classrooms and computing labs among teachers
and students.
15

REFERENCES
Books and Journals
Anantatmula, V. S. and Rad, P. F., 2018. Role of Organizational Project Management Maturity
Factors on Project Success. Engineering Management Journal. 30(3). pp.165-178.
Cha, J., Newman, M. and Winch, G., 2018. Revisiting the project management knowledge
framework: Rebalancing the framework to include transformation projects. International
Journal of Managing Projects in Business. 11(4). pp.1026-1043.
Cicmil, S. and Gaggiotti, H., 2018. Responsible forms of project management education:
Theoretical plurality and reflective pedagogies. International Journal of Project
Management. 36(1). pp.208-218.
Hallo, L., Gorod, A. and Morriss, A., 2018. Toward “Satisficing” Creativity Effort within Project
Management. HUSO 2018, p.38.
Tonchia, S., 2018. Project Strategy Management. In Industrial Project Management (pp. 81-92).
Springer, Berlin, Heidelberg.
Zwikael, O., Chih, Y. Y. and Meredith, J. R., 2018. Project benefit management: Setting
effective target benefits. International Journal of Project Management. 36(4). pp.650-
658.
Online
Advantages and disadvantages of your Project Management Method. 2018. [Online]. Available
through :< https://www.itpedia.nl/en/2018/05/03/voor-en-nadelen-van-8-bekende-project-
management-methodes/>.
THE ADVANTAGES OF THE PRINCE2 METHODOLOGY. 2016. [Online]. Available
through :< https://www.itonlinelearning.com/blog/the-advantages-of-the-prince2-
methodology/>.
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APPENDIX
Definition
Background: Through event organizing
Main Goal: Communicating the innovative development
Desired Outcomes: Increment in the number of admissions in next period
Constraints and
Assumptions:
There will be raise in educational methods
Interfaces: More development will be made with reference to bring
innovative service development
Project Approach: Improved knowledge of students and teacher regarding
technological increment
References
Project Product Description: Reference
Business Case: Reference
Stakeholder List: Managing director, sponsors, project manager,
students, teachers
Quality Management Approach Reference
Change Control Approach Reference
Risk Management Approach Reference
Communication Management
Approach
Reference
Project Plan Reference
17