Project Management: QAHE Event Promoting Refurbished Labs and Classes

This project management report details an event organized by QAHE to promote its newly refurbished computer labs and smart classes. The event, scheduled for the first week of September, aims to attract students planning for higher studies. The project's budget is £50,000, allocated for various activities. The report includes a project initiation document (PID) with stakeholder analysis, budgetary information, timescales, and approaches. It also features a risk register identifying potential challenges like budget constraints and technological issues, along with mitigation strategies. A work breakdown structure (WBS) provides a hierarchical overview of the project tasks. The report also includes a short report on sponsorships. The project's success hinges on effective management and stakeholder engagement, ensuring the refurbished facilities are effectively showcased to potential students. The report outlines key staff, approaches and strategies to ensure the success of the event.

Project Management

EXECUTIVE SUMMARY
The project is related to event that is organised by QAHE in order to promote their newly
refurbished computer labs and smart classes that will benefit the new student in more pleasant
manner. The event is going to take place in first week of September as this time most of student
plan for higher studies. Total budget for the event is 50000K that will help to perform different
activity on time.

Table of Contents
INTRODUCTION ..........................................................................................................................1
TASK 1............................................................................................................................................1
A) Project initiation document.....................................................................................................1
TASK 2............................................................................................................................................4
Risk Register ...............................................................................................................................4
TASK 3............................................................................................................................................8
Work break down structure..........................................................................................................8
TASK 4..........................................................................................................................................10
Short report:...............................................................................................................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
In present era, the process, methods, ability, experience and knowledge is defined a
project management (Alsudiri, Al-Karaghouli and Eldabi, 2013). It help to attain the desired
objective of particular as per the project acceptance within the required parameters. In this report,
the project is based on specific event that is going to be conducted by QAHE in order to promote
or publicise the refurbishment of classes and labs to large number of audience. The detail
description about project initiation documents that includes stake holder analysis, risk related to
event and detail of work break down structure. In addition, the report also present the short report
that is related with sponsorships of promotion event.
TASK 1
A) Project initiation document
As a part of successful project, it is stated that PID is consider being the most vital
element for a project management that actually help to build up the basic for any project within
company (Davis, 2014). Project initiation document also acts a decision documents that help to
mandate the implementation of useful strategies in order to make a subsequent task successful.
This document is very crucial for company as it help to disclose the basic of project, for whom it
is going to be, who will be responsible, total cost etc. PID mainly holds important detail
information such as budgetary data, timescales, actual objective, approaches, key staff and most
crucial stakeholder analysis. These are discussed below:
Objective:
 To Promote the actual benefit of refurbished classes and labs.
 To determine the affectivity of education system for learner.
 To assist student in order to learn quickly and introduced new ways for improvement.
 Make university learning style more competitive (Garton and McCulloch, 2012.).
Budgetary information:
In business, it is very important to dived fund in best manner so that each activity are
operated in profitable manner. Thus, it is crucial for director of operation to give detail budget to
managing director. Such as:
 Venue - £15000
 Catering and refreshments - £5000

 Decoration & lighting - £5000
 T-shirt, signals, Promotional cards: £4000
 Entertainment - £5000
 Insurance and security: £3000
 Equipment purchase and repair & maintenance - £6000
 Unexpected expenses: £3000
 Digital and social media promotion: £4000
Timescales:
In order to complete any project in most profitable manner its is the responsibilities of
manger to make sure that these must be complete on desired time as it will deliver most
beneficial result for company. The following project is going to be held on Fresher week in
September because large number of student move in search of classes according to their course
requirement. The start date will be 1-09-2019 to 08-09-2019 as in this week many student took
admission in different classes and most of universities held their foundation year (Glukhov, Ilin
and Levina, 2015).
Approaches:
Depended upon the crucial investment in order to refurbish the labs and class rooms, QA
wants to celebrate the success of the major project and to attain the interest of student key staff
member implement the approaches such as, publishing videos, hoarding at public places etc.
Key staff:
Project are only successful when they are effectively managed and operated. Thus the
promotional event is sponsor by managing directors and is represented by Director of Operation.
Stakeholder analysis:
According to current business situation, it is observed that stakeholder are the most
beneficial part of a project that help in attainment of allotted task. There can be multiple
stakeholder such as supplier, media., competitors, insurance companies etc. The stakeholder
promote the six steps that includes initial planning, identification, communication, analysis,
course of action and follow up plans. The list of type of stakeholder are discussed underneath:
Name Of
stakeholde
r
Contact
name
Impact Influence Importance
to the
stakeholder
Contribut
ion
Block the
project
Strategies

Advocacy
group
Mitchell
starc
High Medium Maximising
the care for
client and
user of
event
Communi
cate with
other
stakeholde
r to
express
actual
support
for new
reforms
Issues
with the
quality of
services
in
education
system.
There
must be
arrangeme
nts of
feedback
meeting at
the end of
every 6
months.
Extra news Steve
smith
Low Low To define
the best
story for
project.
In order
to print
stories that
are
beneficial
for new
student
Publish
reports
against
the new
reform
that can
bring
major
drawback
to project.
Regular
meeting
within a
quarter so
that
important
message
are
disclosed.
Hospital
Union
Vicky
kaushal
High High In order to
develop the
best
working
environment
for staff
member in
hospital.
Agree the
union
member in
order to
implement
the new
reform.
Going on
strike.
Round
table
discussion.
Alumni Eoin
Morgan
High Medium Act as an
ideal for
Develop
that
Argue
with the
Coordinat
es with

current
student that
help in
developing
ways for
learning.
effective
strategies
that makes
them
understan
d the
importanc
e of
learning.
student
that
irritates
them so
much
they stop
visiting
labs and
classes.
internal
manageme
nt of
college so
that main
discussion
are made
on
relevant
topic.
TASK 2
Risk Register
The term risk as many form but most commonly defined as the actual outcome or result
that is totally different from the desired outcome due to many factors. It involves the chances of
losing few of the original investment, therefore it is needed to properly manage these risk and
reduce the reason for getting these risk in future (Kendrick, 2013). There are number of risk that
are related with event of promoting about refurbished classes and computing labs that are
discussed below:
S.
No.
Risk
Description
Likelih
ood
Impac
t
Owner Mitigation Continge
ncy
Pre
action
weightin
g score
Post
action
weightin
g Score
1 Huge cost risk
that is
connected
with uneven
arrangements
of budgets.
High High Director Holds much
options,
facility that
hold low
risk, cheap
resources,
keep safe
fund
Make
follow up
plan that
help to
decrease
risk and
set up
essential
7 out 10 6 out 10

resources
for
project.
2 Risk of over
schedule run
of project due
to
unconditional
policy related
with
management.
If this happen
it will make
time slot
difficulty.
High Mediu
m
Manager
of project.
Introduce
another
action plan,
more
involve
with the
coordinator
of project
Fix
accurate
schedule
of task
defining
the time
limit so
that
modificat
ion are
made
accordan
ce
8 out 10 9 out 10
3 Risk of
technology
this happen
because of old
techniques
that will
reduce the
brand image
of
universities.
low High Operating
directors
Mending of
essential
equipment
on set dates
and make
sure that
these work
properly.
Acquisiti
on of
additiona
l
equipmen
t, adapted
applicatio
n for
better
event.
5 out 10 7 out 10
4 Risk of
resource due
to which it is
not possible to
High High Director
of
operation
s
Set up new
sources to
generate
resources,
Fix plan
of action
for
arranging
6 out 10 7 out 10

manage and
run activity.
Lack of
budget
funding and
allocation.
supplier
must be
loyal, keep
safe fund
and
allocating
monetary
and other
resource,
5 Operational
risk due to
which there is
a reflection
on business
activity
which are
related to
event.
Mediu
m
Low Technical
team
Systematic
set
operational
activities,
contact to
every
person who
connect
with the
event in
direct and
indirect
way
Note
down all
strategies
before
impleme
ntation,
Apply
one by
one in
effective
manner
8 out 10 4 out 10
6 Governance
risk because
of which there
are changes in
policies. In
the over all
event there
Low Minim
al
Project
manager
Make
people
aware about
the
government
policies and
contact to
government
person.
Apply all
effective
strategies
and
prepare
plan
according
to
governm
ent rules
and
6 out 10 4 out 10

policies.
7 Supplier risk
because of
which there is
late supply or
essential
resources and
needs of
project remain
UN-fulfilled.
High mediu
m
Managing
director
Provide low
quality
products,
they does
not fulfil of
demand,
work not
done
according
to
requirement
Contact
to known
supplier
who
provides
all
resources
on time
and
arrange
things
according
to budget
policy
9 out 10 5 out 10
8 Safety risk
that is related
with brand
image of
university and
thus develop
various
problems in
the whole
context.
Low high Manager Make sure
that each
security
issues are
resolved on
time that
are
connected
with past
activities
and
educational
other events
Arrange
security
guards
and call
to police
of
emergenc
y and for
any other
things
9/10 6/10
9 Risk related to
Low
High High Project
manager
Invitation
for
If people
are not
6 out 10 3 out 10

conversion
rate because
of which it is
not easy for
colleges to
survive for
longer period.
difficult UI.
This will
reduces the
susses rate of
project.
individual
by giving
cards and
provide
facility to
come easily
university
interested
so
students
are take
initiative
and invite
to people
again for
their
event
make
successfu
l
10 Performance
risk because
of which there
is huge
diversion
from defined
KPIs. It will
display effect
on honour of
an university.
High Low Scott
Member
Strategies
that are
already pre
planned and
set up as
per the need
of
education
system.
Develop
plan and
present it
to
member
those are
responsib
le for
managing
things in
better
manner.
8 out 10 2 out 10
TASK 3.
Work break down structure.
The work breakdown structure is a kind of structure which is related with the breaking
down the tasks so that project can be managed effectively (Kerzner, 2015). This is very suitable