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Project Management for Conducting a Indoor Sports Event within QAHE

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Added on 2023/01/13

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This document provides an overview of project management for conducting a successful indoor sports event within QAHE. It covers the budget, time scale, objectives, approach, and stakeholder analysis. The document also includes a sample project initial document and a work breakdown structure.

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Project Management

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Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Sample project initial document.............................................................................................1
Work Breakdown Structure (WBS) with at least 20 items...................................................12
Risk register..........................................................................................................................17
Risk management plan.........................................................................................................20
Communication Mathematical Theory.................................................................................20
Analysis and critique of methodologies...............................................................................21
CONCLUSION..............................................................................................................................24
REFERENCES..............................................................................................................................25

INTRODUCTION
Project Management is understood as the way of introduction of way of performing any
of the task or project with the help of proper planning, executing, controlling as well as closing.
It is needed to be done for the purpose of accomplishing the goals in specific time period (What
is project management, 2018). Whenever any of the project is needed to be conducted within the
business organisation then it is required to be understood that proper implementation of planning
should be done because slight mistakes can create huge problem. The respective business report
is based on QAHE where they are going to conduct the indoor sports event which will be
conducted during the time period of July or August.
In respect of conduct the event in successful manner all of the authorities has been
submitted to project manager where he will be responsible for preparing all of the documents
related to budget, attracting stakeholders, arranging the proper staff etc. Also, WBS be included
in it which will help to define that how any of the event can be conducted successfully on the
basis of time period.
MAIN BODY
Sample project initial document
Title of Project:- Conducting a Indoor Sports Event within QAHE.
Estimate Budget :- In any of the circumstances, it is necessary to understand that budget
plays the must crucial role because it help to decided that how work can be conducted and what
are necessary circumstances which is needed to be focused. For conducted sports event with
QAHE, the amount which has been decided to be used is £200K. This will be the amount which
can help to conduct the event successfully. This is the budget which has been decided according
to the number of Higher Education Institutions taking part within the tournament. Here, this
budget will allow to provide all of the proper facilities to students and viewer as well as other
stakeholders who are involved within the tournament (Cagliano, Grimaldi and Rafele, 2015). Out
of the estimated budget, it will be mainly focused that all of the necessary requirements related to
conducting the event successfully will be focused.
University-1 University-2
Universi
ty-3
Univer
sity-4
1

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BUDGET 20000 20000 20000 20000
RENT - - - -
CATERING 3500 3850 4200 4550
HEALTH AND SAFETY 4500 4950 4760 4960
INSUARANCE 2200 2420 2500 2750
EQUIPMENT 1600 1270 1700 1580
GIFT 700 770 840 910
Admin Expenses 1600 1440 1280 1120
Events Expenses 3750 3380 3000 2625
Rent 1250 1120 1000 875
Sport-Equipment Loan Internet 900 800 720 630
Net Gain - - - -
Timescale:- It is totally based upon the time duration which will be required to conduct
the event successfully. Here, research will be include that what are the basis criteria which is
required to be fulfilled so that in any of the circumstances problem will not occur. Looking at the
circumstances and requirement of event, it will be important for the project manger to take the
time period of at least one month so that work will be conducted successfully. This will also
allow to use all of the available resources in specific manner. As event will be conducted at a
greater platform so it will be necessary to attract more number of views so that they learn
something about the indoor sports activity. So, starting 18 to 20 days will be all about the
promotional work and advertisement activity (Pinto, 2014). In the ending phase there will be
requirement to book the place of event where it will be required to conduct. Thirdly, other works
are also to focused will be related with caters and food facilities for participants and other
viewers.
Objective: Behind conducting the event in QAHE is just to show the people form
Holborn about the facilities being provided within the eduction hub. It will be one of the way to
attract new students towards university as well as it will also allow the students to learn
something new related to sports and how it is needed to be played.
Approach: This is the factor where major responsibility is to ensure that all of the work
is being conducted successfully. It will be crucial for the project manager to mainly focus upon
2

the activity like promotional work and as well as focusing on advertisement because that is the
way which will allow to conduct the event in successful manner. The main area which can be
used for the purpose of doing advertisement in successful manner will be social media, Facebook
and other social networking sites as well.
Stakeholder Analysis: It is necessary to understand that stakeholder plays the most
important role where they are the one who helps to take any of the crucial decision within the
business organisation (Klein, Biesenthal and Dehlin, 2015). It is important for the business
organisation to understand that whenever they take any of the decision, then those decisions
should be in favour of stakeholders because they play crucial role in accomplishing the goals. In
context of QAHE, there are several stakeholders who will have a direct or in direct relation with
the university and event which is being conducted. It is necessary for stakeholder to have a
overview of every single detail so that they can find whether organisation is performing as per
the requirement or not. Below, list has been prepared which indicates that how any of the
stakeholders can affect the business and what will be their major objective within any of the
project.
Stakeholde
r
Name/Auth
ority
(Category
of
stakeholder
)
Contact
Person
Phone,
Email,
Website
,
Address
Impact
How
much
does
the
project
impact
them?
(Low,
Mediu
m,
High)
Influenc
e
How
much
influenc
e do
they
have
over the
project?
(Low,
Medium
, High)
What is
important
to the
stakeholde
r?
How
could
the
stakehol
der
contribu
te to the
project?
How
could
the
stakeho
lder
block
the
project
?
Strategy
for
engaging
the
stakeholde
r
Students Alex
Anderso
n
High High Allowing
to conduct
the sports
Agreeing
the
students
Doesn't
want to
show
Weekly
round table
meeting.
3

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Stakeholde
r
Name/Auth
ority
(Category
of
stakeholder
)
Contact
Person
Phone,
Email,
Website
,
Address
Impact
How
much
does
the
project
impact
them?
(Low,
Mediu
m,
High)
Influenc
e
How
much
influenc
e do
they
have
over the
project?
(Low,
Medium
, High)
What is
important
to the
stakeholde
r?
How
could
the
stakehol
der
contribu
te to the
project?
How
could
the
stakeho
lder
block
the
project
?
Strategy
for
engaging
the
stakeholde
r
project
Work Breakdown Structure (WBS) with at least 20 items
Work Breakdown Structure is one of the modern framework which is quite useful at time
of conducting any of the project because it simply gives the idea that how work is to be divided
for understanding it in detail. It will also allow to complete it on a specific time period. It is the
method which can be helpful for the project manager because they will get the idea that how any
of the work is to be completed for making event successful (Seymour and Hussein, 2014).
Looking at the requirement of a QAHE, they have divided the event into 20 sub parts and they
are explained below:
1. Establish Objective – It is quite necessary for the QAHE to determine that why they are
going to conduct this respective event and what will be the main advantage of showing
the available facilities to maximum number of people.
2. Market research – It will be important for project manager of QAHE to conduct the
proper research for find out the games to be included for attracting more audience in the
tournament.
3. Selection of suitable ideas – It will be quite interesting to include some of the interesting
idea and rules which can be included within the games for making it more interesting.
13

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4. Develop plans of activities - In any of the activities several work are to be conducted
and it becomes important to understand that any of the work will be conducted in that
respective situation only where plans and idea will be developed by the project manager
of QAHE.
5. Design promotional and advertising activities – The main motive will be to attract
more and more views for the event, so it will be important for QAHE to about their
potential customers and according to that they are required to do advertisement as well as
promotional activities (Svejvig and Andersen, 2015).
6. Up date Websites – It will also be crucial for the project manager to understand that they
are needed to update about event on their official website of QAHE.
7. Conduct analysis – Once the work related to updating on official websites and
promotional activity, it will be quite important to understand that analysis must be done
to determine that how many people are going to come within the program.
8. Evaluate Decision -It is crucial to have a proper discussion with senior management and
it will be necessary to conduct a meeting in QAHE where senior member will have to
show their involvement for the program.
9. Market Feasibility: It will be the stage where project manager will need to find out the
effectiveness of idea which they are going to implement during the event.
10. Demand Forecasting – It will play the important role and looking at this QAHE will
have to focus on demand and forecasting for effective outcomes.
11. Data Collection – Past data and records will also play the crucial role in conducting the
event in successful manner.
12. Evaluate Data – Now, collected data are to be evaluated so that there will be less
opportunities better outcomes can be achieved.
13. Develop Budget – In this particular stage, it will be necessary for the project manager to
prepare the budget according to the information which has been collected previously.
14. Set activities accordingly – Once the budget will be prepared, it will be necessary to
focus that activities must be set by the project manager of QAHE for effective results
(Hwang and Ng, 2013).
15. Books Ambiances – As audiences has been estimated by the project manager of QAHE
it will be necessary for them to book ambiances.
14

16. Develop invitation cards – For inviting some of the VIP guest and participating
university, card are required to be developed for the purpose of warm welcome.
17. Book caterers – It will also be important to book the caters for providing the facilities to
participants and views who will join the event.
18. Invite media – it will be necessary to call media who will cover the facilities being
provided by the university during the event (Joslin and Müller, 2015).
19. Hire bloggers – For addition promotion, appointed blogger will play the crucial role in it.
20. Analysis effectiveness – In the ending, feedback will be required to obtain for finding
out the effectiveness of a project.
15

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Risk register
It is defined as the tool which is quite beneficial for any of the business organisation
because it simply allows to find out the risk which can create issues for the business
organisation. Some of the risk are explained below which are in the context of QAHE.
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)
Delay at the
time of
For the purpose of
removing the risk
There are very less
chances that this sort
3 7
18

receiving the
delivery from
the suppliers.
related to late
delivery it will be
important to
prepare the contract
paper where it will
be mentioned that
legal action can be
easily taken if in
any of the situation
delivery will not be
made on time.
of problem will occur
but in that respective
situation it will be
crucial for project
manager to get ready
for the alternative
plans (Kerzner, 2018).
Need of
participants not
match with the
facilities being
provided by
QAHE
If in any of the
circumstance,
situation of changes
will be required
then it will be
crucial to have
additional demand
as well as facilities
Here, project manger
of the event will need
to focus that how they
can bring all of the
facilities for the event
so that additional
demand will not occur.
It is only possible in
that respective
situation where project
manage will be able to
take feedbacks.
7 5
Increase in
demand will
change the
structure of a
budget.
It will become
important for the
project manager of
QAHE to distribute
the fund in suitable
manner so that
chances of
To different ways can
be used to solve this
respective problem.
First one is that QAHE
will have the option to
apply for loan and the
second one is that they
6 4
19

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developing any
worst situation
related to budget
will not occur.
should distribute the
fund in that respective
manner that if there
will be additional
requirement for the
resever budget so that
problem will be
tackled easily.
Playground risk Frequent checking
of the ground
If any of the problem
occurs there must be
the team who can
handle the situation.
7 6
Operational risk Performing the task
as per laws and
regulations.
Alternate plans should
be there if any of the
problem occurs.
8 5
Skill risk Hire skilful
employees.
Here, training can be
given to employees
who can help out to
deal with changing
situation.
6 5
Contract risk Contract should be
legally binding.
Number of supplier
should be there so that
supply of raw material
will not be affected.
7 4
Schedule risk All of the work
should be managed
in a systematic
manner.
Every schedule should
be managed for
reducing risk factor.
6 4
20

Quality risk Every work should
be monitored for
conducting project.
Contingency risk plan 5 3
Transportation
risk
It will be necessary
to check the
condition of vehicle
and even
professional drivers
should be there.
Dependency should
not be on single source
of transportation.
7 5
Risk management plan
In any of the organisation, risk management plan should be prepared because it is one of
the way which will allow to understand that how any of the organisation can deal with the
problem which may occur upon the business organisation (Hornstein, 2015). It is one of the
factor which will reduce the chances of risk which will directly have a affect on accomplishing
the goals of an organisation. Below, some of the effectiveness of risk management plan has been
explained.
 Identification of risk :- If QAHE will be able to implement this respective idea for
reducing the risk they will be able to develop better plans and ideas which will have
direct impact on the results of a company.
 Assure high quality work :- By taking the support of risk management plan, company
will be able to find out the area of risk. This will allow the project manager of QAHE to
develop appropriate plans and policies which will allow to manage all of the work in a
systematic manner. In addition work will be done as per the requirement of objectives.
 It is necessary to understand that risk registry will allow to collect all of the relevant
information. In addition, it will tell about several activity that might have adverse effect
on the project.
It will be necessary to understand for project manager of QAHE that if they are not able
to identify about the risk then in that respective situation the outcome of project might not be the
same as planned previously. For example: if budget is not managed properly, then in that
condition higher charges might occur and that will have the adverse effect on project.
21

Communication Mathematical Theory
Communication mechanism is explained as the process where two or more then two
members are required. In simple words, it is two -way cycle which can easily allow the
individual to share he or her thoughts and ideas for effective outcomes. The several components
of mathematical theory are discussed below:
 Sender: Here, it will be necessary for the project manager of QAHE to have a discussion
with different member and according to that they must share there ideas and thoughts. Encoding: This types of communication plays the important role where it is necessary to
understand that communication will be done with the help of signs, symbols etc. Message: The motive behind having the conversation in this particular manner is just to
ensure that relevant information has been transferred to obtaining the outcome. Communication Channel: This is necessary for QAHE to determine about this
respective channel as it will allow them to invite different colleges for the event. Receiver: Here, different universities will receive the information about the event which
is being organised in QAHE.
 Feedback: For the purpose of improvement of plans and policies, it will be necessary for
the universities to deliver the relevant information to QAHE for bring changes.
Analysis and critique of methodologies
PRINCE 2 theory
It is the type of framework where major motive is to perform the work in a systematic
manner. There are three aspects in it which will be considered such as event, controlling the
event and completion of event (Too and Weaver, 2014). This framework will be able to develop
and find out the strengt and weaknesses of QAHE which are explained below:
Strength :-
 Predictable :- PRINCE 2 theory will give to QAHE to predict all of the work which is
needed to be conduct during the project. It will help to develop the strategies according to
requirement of a situation.
 Time and Cost Effective:- This will be the strategy which will directly help to prepare
the budget as per the requirement. In simple words, it will allow to conduct the event
successfully.
22

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Weaknesses :- Although there are strength in PRINCE 2 theory but weaknesses are also
their which is mentioned below:
 Complex :- It is one of the most difficult theory which is not possible to adopt easily
(Mir and Pinnington, 2014). Here, it will be necessary for QAHE to provide proper
training and guidance to employees which can be costly too. Not realistic :- There are some of the stage which will allow to find that this theory will
not be beneficial in finding out the risk so by looking at that matter it is not always
considered as a realistic approach.
Agile Methodology:
This is one of the most effective way of handling any of the project where multiple
number of activities are needed to be performed. For the purpose of conducting project in
successful manner, it will be necessary for the team leader to divide the number of work into
multiple task or activities. It will have a direct impact on accomplishing the goals of an
organisation.
Strength:
 It is one of the most beneficial for controlling as well as developing high advanced and
productive items which are essential for the project.
 While talking about the flexibility of the project, it can be easily determined and
explained that this types of project can be effective in performing in any of the situation.
 It is not limited as it can easily deliver the solution to that respective problem where
project manager faces the problem.
Weaknesses:
 If there is any of the requirement for bring update within the plans and policies then in
that respective situation, huge amount of time is required in it which will not allow to
complete the project on time.
 There are very less requirement of documents which simply do not allow the project
manger to identify about the paper which are essential for the project.
Waterfall Methodology
This is the model which was developed in the year 1970, where concept was introduced
by Winston W. Royce. Talking about the cycle, it can be easily said that there are several phase
which has been included in it such as necessity, specification, execution, testing and
23

management. This types of methodology are crucial for any of the sector as it easily allows to
develop the effective strategy which can allow to accomplish the goals in best possible manner.
Strength:
 Talking about the interface of this respective method is effective as it easily allow to
perform any of the task in best possible manner which automatically saves the time. In
context of QAHE, they will be benefited from this respective model because it simply
allows to perform any of the project in best possible manner.
 As goals and ideas are very clear in it which automatically allows the administrators and
other participating universities to take effective decision.
 The functioning of the project can be very easy because different stages are prepared in it,
which allows to perform the task as per the requirement.
Weaknesses:
 As lots of risk is included in it which may have the negative impact on the overall result
of the project.
 There is the requirement of continues evaluation which sometimes do not allows the
project manager have a look at all of the stage so this can develop the problem for project
manager.
Recommendation: After having the detail analysis on the case, it can be easily explained
that QAHE must adopt PRINCE 2 model for the event. This is necessary because it will simply
allow them to perform each and every work through which goals can be accomplished easily.
Also, proper guidelines can be obtained within this respective model which will reduce the
chances of errors.
24

CONCLUSION
After having the detail analysis on the file, it is required to be understand that proper
planning is quite important for any of the business organisation. Whenever any of the event is
needed to be conducted, developing the plans and policies simply helps to accomplish the target.
Any of the organisation must work and implement their plan only after focusing on their budget
which they had prepared. Risk Management plan is one of the suitable way which will allow to
find out the risk factor which can create issues at the time of completing the project.
25

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REFERENCES
Books & Journals
Cagliano, A. C., Grimaldi, S. and Rafele, C., 2015. Choosing project risk management
techniques. A theoretical framework.Journal of risk research.(2). pp.232-248.
Hornstein, H. A., 2015. The integration of project management and organizational change
management is now a necessity.International Journal of Project Management. (2).
pp.291-298.
Hwang, B. G. and Ng, W. J., 2013. Project management knowledge and skills for green
construction: Overcoming challenges.International journal of project management. (2).
pp.272-284.
Joslin, R. and Müller, R., 2015. Relationships between a project management methodology and
project success in different project governance contexts.International journal of project
management.(6). pp.1377-1392.
Kerzner, H., 2018.Project management best practices: Achieving global excellence. John Wiley
& Sons.
Klein, L., Biesenthal, C. and Dehlin, E., 2015. Improvisation in project management: A
praxeology.International journal of project management. (2). pp.267-277.
Mir, F. A. and Pinnington, A. H., 2014. Exploring the value of project management: linking
project management performance and project success. International journal of project
management.(2). pp.202-217.
Pinto, J. K., 2014. Project management, governance, and the normalization of
deviance.International Journal of Project Management. (3). pp.376-387.
Seymour, T. and Hussein, S., 2014. The history of project management.International Journal of
Management & Information Systems (IJMIS). (4). pp.233-240.
Seymour, T. and Hussein, S., 2014. The history of project management.International Journal of
Management & Information Systems (IJMIS). (4). pp.233-240.
Svejvig, P. and Andersen, P., 2015. Rethinking project management: A structured literature
review with a critical look at the brave new world.International Journal of Project
Management. (2). pp.278-290.
Too, E. G. and Weaver, P., 2014. The management of project management: A conceptual
framework for project governance.International Journal of Project Management. (8).
pp.1382-1394.
Online
What is project management. 2018. [Online]. Available Through:
<https://www.apm.org.uk/resources/what-is-project-management/>
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Project Management for Conducting a Indoor Sports Event within QAHE

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