Project Management: Enchanting Students by Making University Competitive

This document discusses project management techniques and strategies to make a university more competitive. It covers topics such as budget estimation, work breakdown structure, risk management, and the PRIENCE 2 theory. The document provides insights into the process of refurbishing teaching rooms and computing labs, attracting students during fresher's week, and engaging stakeholders. It also includes a risk register and a risk management plan.

Project Management

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK ..............................................................................................................................................3
Project initial document:.............................................................................................................3
2. Work Breakdown Structure (WBS) with at least 20 items.....................................................6
Risk register................................................................................................................................8
Risk management plan and PEIENCE 2 theory........................................................................10
CONCLUSION..............................................................................................................................11
REFERENCES .............................................................................................................................12

INTRODUCTION
Event management is the application of project management for the creation and
development of large scale events at large scale such as festivals, conferences, ceremonies and
formal parties in order to gain potential outcomes behind their establishment. Respective report
is based on the QA higher Education (QAHE ) which completed their refurbishment of their
teaching rooms and computing labs in market of London in order to attract one of most
competitive service provider for that they aimed to conduct the event in their college during
fresher's week. To gain desirable outcomes management appoint the project manager who is
accountable to manage each and every attribute related to project. They prepare kinds of
documents such as Budgets, framing of objectives, WBS and stakeholder analysis. Respective
report also includes the analysis in form of short report in form of project sponsor, strength and
weaknesses of project by using PRINCE model.
TASK
Project initial document:
Title of the project:
Enchant students by making university enough competitive.
Estimating budget:
While plan a project it is very much crucial for a project manager to forecast budget in
proper manner to gain desirable goals and objectives (Chapman, 2019.). The overall budget of
respective project is £50,000 for the various events such as advertising and promotions, create
the positive ambience, innovation and commercialisation, invitation to national and international

sponsors. To get aware people about new products and services into marketplace advertisement
and promotions takes too much cost as it is very much crucial for an organisation in order to gain
potential outcomes. It is very much potential to bifurcate the budget and related activities as per
the importance of the attributes such as per the superiority approximately 20% of the whole
budget should be spend on the food and drinks as youngsters, 50% of the whole budget planned
to spend on the invitation of various audience and media advertisement as it is very much
potential to enlarge business opportunities. The overall budget of the project is £50,000 out of
which 20% aimed to spend on the enhancing the level of ambience regarding events and 20% of
the budget spend on miscellaneous activities such as hiring and retaining one of most competent
staff members and in giving training and development to them.
Timescale:
Timescale is one of most important attribute for a project manager to determine estimated
time for each and every activity in order to gain potential outcomes in positive manner (Fewings
and Henjewele, 2019. ). To gain potential outcomes in pre determined time period required
potential and competent staff members after conducting the through research and development
for accessing their skills and capabilities in proper manner. In order to completing and
organising the whole project required time limit is one month in which project manager
coordinate each and every attribute in appropriate way. To advertise or promote the business and
work activities required time is approximately 20 days in order to reach at large no. of consumer
base in positive manner. Further project manager required the 5 days to book the major attributes
of an event such as food and decoration. So it is very much important for an organisation to
coordinate and comply in positive manner for gaining competitive advantage.
Objectives:
For a project manager, the major objectives is to refurbished the events in order to attract
and enlarge business opportunities to remain competitive in marketplace. Their main target is to
attract the pupils of London, Birmingham and Manchester to helps them in their decision making
in proper manner.
Approach:
To make an event successful it is very much essential for a project manager is to use
some sort of approaches in context of QA Higher education they majorly rely on advertisement
and promotions such as social medial tools such as Twitter, Facebook and Instagram to reach at

large no. of consumer base. In order to they also use print media such as news paper, magazines
and Posters in order to comply with positive outcomes. They by using the websites that are one
of most convenient way to reach at consumer base to enhance attractiveness for audiences.
Stakeholder analysis:
For an organisation stakeholders plays very crucial role as they take participate in
organisational each and every activity in order to gain profitability in positive manner (Fleming,
2019,). In an no. of stakeholders work simultaneously such as consumers, employees, investors
and government, creditors and directors. In Context of QA Higher education the major
stakeholders are: donors, Government, head of the university and suppliers in order to bring
work into practice that are as follows:
High power, high interest (Donors):
Respective kind of stakeholders are very much important for an organisation as they have
to be keep on priority to gain progress in project (Goodman, 2019. ). In context of QA higher
education the major individuals who invest the capital and participate in functional activities that
are Trustees, employees and alumni in order to keep on track the each and every attribute of an
organisation. They take responsibility in taking major kinds of decisions by evaluating each and
every attribute in proper manner.
Government institutions (High power, low interest):
Respective kind of stakeholders in an organisation that possess more power but taking
less interest in work and activities. Respective kind of stakeholders have influence in company.
In that regards organisation build various kinds of strategies and tactics which directly affects on
business works and activities. In context of QA Higher education they by going the through
process to fit as per the best situation.
Head of university (Low power, high interest):
Respective kind of shareholders have keen interest in organisational works and activities
as they coordinate all kinds of major deliverables within the organisation (Grit, 2019.). In
context of QA Higher education their Dean or board of directors that pay key attention on works
and activities of organisation but possess less power.
Suppliers (Low power, low interest):
Suppliers is one an individual that majorly supply products and services in order to gain
competitive advantages in positive manner. In context of QA higher education they aimed to

deliver food and beverages, stationery, uniform and other attributes for gaining potential
outcomes.
So for an organisation it has been analysed that organisation have to evaluate the each and every
attribute in proper manner so that effective outcomes should be collected.
2. Work Breakdown Structure (WBS) with at least 20 items.
Work breakdown structure which is a hierarchical and incremental decomposition of the
project into various phrases, deliverables and work packages. It is a tree structure which shows
various subdivisions in order to achieve desirable objectives and goals in positive manner. In
order to complete the project in proper manner there are some sort of activities are required to
prepare WBS that are as follows:
Formation of objectives:
The first and foremost step is to formulate goals and objectives to convey to the ultimate
consumer base in positive manner (Kerzner, 2019.). In context of QA higher education, they
formulated the objective to give one of best services in order to attract large no. of consumers.
Market research:
The another major step is to accumulate data and information to acknowledge taste and
preferences of consumers in order to serve them in best way ( Ho and Chuah, 2019). In context
of QA higher education they by accessing present as well as emerging needs of consumers to
remain always competitive in marketplace.
Opt one of best idea:
In context of respective university they choose one of best idea to serve in best way to
consumers.
Develop plan of actions:
By elaborating the roles and responsibilities organisation formulate actions as per ever
step of idea to bring into practice.
Formulation of promotional activities:
In context of respective organisation they by using kinds of promotional tools such as
social media and print media to enlarge business opportunities.
Update websites:
To attract one of best manner to consumers it is essential to update website to give
potential knowledge to the consumers.

Conduct analysis:
After implementing the plans and policies it is required to analyse each and every event
in proper manner.
Examine decisions:
After applying all crucial attributes within organisation it is crucial to evaluate the
decisions majorly.
Feasibility analysis:
In respective stage organisation check the feasibility of market and consumers in
appropriate manner.
Demand analysis:
In respective university before bring plan into practice organisation forecast the demand
in order to gain potential outcomes.
Collection of data:
Before bring idea into practice organisation collect relative data and statistics for taking
crucial decisions.
Evaluation of data:
By evaluating the data and statistics forecasting of future is very crucial in order to gain
potential outcomes.
Framing of budget:
In that aspect respective university frame out the budget and related factors consisted
with it.
Set activities:
In project management organisation have to coordinate various works and activities in
proper manner.
Create ambience:
In that university by creating great ambience and coordinate books in order to gain
potential outcomes.
Develop invitation:
To attract the consumers it is very crucial to develop the invitation card in order to apply
various strategies and tactics.
Arrange services of catering:

As per the forecasting of audiences university give orders to caters to enlarge business
opportunities in positive manner.
Invite media:
By inviting media to enlarge business opportunities such as social media, print media to
gain potential outcomes.
Appoint bloggers:
To give proper information to people it is very essential to hire bloggers in order to reach
at large no. of consumers.
Analysis effectualness: At the end, the respective organisation project manager examine an
events effectualness considering feedbacks as well as suggestions.

Risk register
This is regarded as the techniques or tools that is utilised through company for identifying
risk as well as formulate risk management plans consequently as well as efficaciously (Kliem
and Ludin, 2019.). In context of QA higher education university, the huge risk are discussed
below:
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)
Delivery of
products not at
appropriate time
frame
Firstly
organisation find
out the major
reason behind
the delaying
decisions and
take actions
appropriately in
order to give
both reward and
punishment to
them so that they
can improve in
their level of
In that regards the
major
accountability of
a project manager
is to analyse each
and every event
in proper manner
and take actions
appropriately
(Owusu, Chan
and Shan , 2019.).
4 6

performance.
Not proper
acquisition of
knowledge and
information
In respective
arises when the
taste and
preferences of
consumers
changes rapidly.
In that regards
bring new
products and
services into
marketplace in
appropriate
manner.
IN that regards it
is the
responsibility of
Project manager
is to accumulate
data and statistics
on regular basis.
6 4
Lack in proper
information
which arise
negative results
fluctuations in
budget.
In that regard the
Budget should
be determined in
proper manner
by elaborating
each and every
attribute in
proper manner.
In order to handle
all the
consequences it is
very crucial for
respective
university in case
they face problem
of lacks in funds
then borrow from
financial
institution in
order to gain
potential
outcomes (Siegel,
2019).
7 3

Risk management plan and PEIENCE 2 theory
Risk management plan:
This is defined as the procedures or system which is adapted through firm for identifying
and analysing risk effectually thereafter consequently formulate strategies in appropriate and
proper way (Partner, 2019. . Through utilising this particular approach, a company can capable
to examine as well as reduce risk factors and attain task efficaciously. In addition to this, through
examining risk in advance, firm can able to gain the similar resources and money from obtaining
waste. The risk management plans effectualness and their effects in ignoring risk appropriately
are discussed below:
 Risk identification: Through adapting risk management plan, a firm can become
competent to find risk efficiently which aids them to formulate strategical in efficacious
way (Pollard, 2019.). As per this, the respective organisation project manager perform
examination of micro as well as macro factors for identifying the risk so that they can
make strategies as well as policies consequently in proper and efficient way.
 Ensure higher quality work: Through risk management plan, firm can able to find risk
that aids in formulating effective strategies for attaining the task in profitable way.
Through this the QA Higher Education university's project manager makes plans,
policies and legislation that saves its resources and time as well. In addition to this,
through this techniques event will be conducted as well as attained effectively.
PRIENCE 2 Theory:
It is considered as the theory which is utilised through firm when they are performing a
project. Basically this model concentrate upon 3 prospects which are event firm, controlling of
event form beginning to last as well as accomplished project effectively (Poston and
Richardson, 2019). With the assistance of PRIENCE 2 theory, the project manager of respective
university examine strengths as well as weaknesses that is described below:
Strengths:
 Time and cost effective: Through utilising respective theory, QA Higher Education
university can able to complete or procedures in certain time period as well as into
provided budget which develops events more appropriate and efficacious.

 Predictable: Through adapting PRIENCE 2 Theory, project manager of respective
university can able to anticipate things as well as risk efficaciously and appropriately.
Through which it can able to plan as well as formulate strategies in efficient way.
 Standardisation: The respective method decreases the possibilities of misguidance as
well as miscommunication that leads towards attainment of objectives efficaciously.
Weaknesses:
 The major weaknesses of the PRINCE 2 theory in context of the project that it only uses
two tools and techniques that limits at some extent in order to gain potential outcomes.
 Respective theory in project not covers the soft skills as they play crucial role in
competitive marketplace to reap important outcomes (Rendon and Snider, 2019). With
an individual required some sort of experience to manage the things in proper manner.
CONCLUSION
From the above report it has been concluded that while conducting any kind of event it is
very much essential to to plan and coordinate in order to gain potential outcomes. Before
organising the event plan it is crucial to conduct market analysis by identifying potential
consumer base in order to reap important outcomes. Further by framing strategies and tactics by
using various tools and techniques such as PRINCE 2 by accessing the strength and weaknesses
in proper manner. For gaining effective results it is crucial to analyse the requirement of
resources and manpower to optimise optimum results properly. By eliminating the risk and
manage quality in proper manner in a project to gather crucial outcomes.

REFERENCES
Books and journals:
Chapman, R., 2019. The rules of project risk management: Implementation guidelines for major
projects. Routledge.
Fewings, P. and Henjewele, C., 2019. Construction project management: an integrated
approach. Routledge.
Fleming, Q.W., 2019, January. Project procurement management: contracting, subcontracting,
teaming. Project Management Institute.
Goodman, L., 2019. Engineering project management: the IPQMS method and case histories.
CRC Press.
Grit, R., 2019. Project management: a practical approach. Routledge.
Ho, S.C. and Chuah, K.B., 2019. A Handbook for ITF R&D Project Management. In Managing
Operations Throughout Global Supply Chains (pp. 100-118). IGI Global.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. Wiley.
Kliem, R.L. and Ludin, I.S., 2019. Reducing project risk. Routledge.
Owusu, E.K., Chan, A.P. and Shan, M., 2019. Causal factors of corruption in construction
project management: An overview. Science and engineering ethics. 25(1). pp.1-31.
Partner, O.B., 2019. The accidental project manager.
Pollard, C.E., 2019. Lessons learned from client projects in an undergraduate project
management course. Journal of Information Systems Education. 23(3). p.3.
Poston, R.S. and Richardson, S.M., 2019. Designing an academic project management program:
A collaboration between a university and a PMI chapter. Journal of Information
Systems Education. 22(1). p.6.
Rendon, R.G. and Snider, K.F., 2019. Management of defense acquisition projects. American
Institute of Aeronautics and Astronautics, Inc..
Siegel, N.G., 2019. Engineering Project Management.

1