Work Breakdown Structure (WBS) In Project Management - Doc

PROJECT MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1. Project initiation document.....................................................................................................1
2. Work break down structure.....................................................................................................6
3. Risk register..........................................................................................................................12
4. Short report...........................................................................................................................14
CONCLUSION..............................................................................................................................16
REFERENCES..............................................................................................................................17

INTRODUCTION
Project management is the process on which a professional manages the entire operational
practices such as initiating the plan, planning, executing, monitoring as well as finishing the
projected plan. There are specific goals and objectives which are required to be considered by a
project manager in respect with managing the workflow. In the present report, there will be
project planning relevant with organising an event for QAHE University as per communicating
their reforms, renovation in the teaching class rooms as well as computer labs. The project will
consist of work breakdown structure, risks analysis, project methodology as well as budgetary
information.
MAIN BODY
1. Project initiation document
Title of Project Event planning for QAHE University
Estimated budget £ 50000
Brief breakdown of how you
think this money will be spent
Planning, invitation to guests, advertising, foods and beverage
facilities, lightening and sound arrangement, project manager
fees, event manager fees and relevant charges.
Start date Mon 04-03-19
Finish date Mon 01-07-19
Project Sponsor Managing director
Project Manager Bruce Pit
Main objectives The motive behind undertaking this project is to communicate
the changes and reforms in the teaching classrooms, computer
labs etc with the motive to create a unique identity in
environment (Hornstein, 2015). Increasing level of education
which would be adequate in improving the teaching skills and
operational ascertainment.
Overall suggested approach
(some major points describing
how you will go about achieving
the above objectives)
To achieve such objectives on which there would be
determination of various tasks that will be arranged as per
requirement of them on the precise time.
Any major risks that you would There will be involvement of various risks which affect the
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like to highlight to the sponsor
at this early point in the project
operational strategies and tactics such as financial, operational,
catering services, increase in scope as well as mis management
during the event.
Reference(s) for templates/ideas
used to develop this
Budgetary information: To decide an effective project management plan on which it is
necessary that there must be consideration over all the material needs, activities as well as
resources to be financed (Joslin and Müller, 2015). There are various tasks such as invitation
card printing, advertisement, event planner fees, selecting location, arrangements at the location,
catering services etc. are the major activities which are required to be managed under the
estimated budget for £50000.
Timescales: There are various activities which are mandatory to be followed under the
event project. In relation with inviting the potential guests, making proper arrangements,
advertisement of the plan as well as allocating the duties to the right person on which bounding
entire process in specific time is being necessary. There event will be organising in the first week
of September 2019 on which project will be done before the deadline.
Objectives: There are several objectives which entitles the project manager to make
effective planning regarding operational management.
 To communicate the refurbishment of teaching rooms and computing labs among staff and
students.
 To ensure the excellent quality of learning with improved technologies.
 To promote the new mode of learning and education methods that will be affecting in
fetching attention of investors.
Approach: The event has been approaching towards inviting the dignitaries, sponsors,
students, teachers etc. to communicate the new methods of learning and teaching to be adopted
by a university (Nicholas and Steyn, 2017). The way on which this project would be carried out
by defining the job roles and duties which would lead entire project to be completed within a
required duration.
2

Key staff: In operating the project activities on which there have been various major
tasks on which the workforce has been divided to make bets of their productive efforts.
However, the roles and responsibilities can be analysed here as:
Job Duties
Managing director They are responsible for gathering appropriate amount of
funds to be required in the projected plan. Determining all
the possible sources which would be accurate enough for
collecting funds that to be utilised in the business.
Project manager They are responsible for scheduling entire tasks, operations
as well as activities which are required to be implicated in
the projected plan. Arranging all resources such as
material, staff, fund allocation etc.
Financial executive They are responsible for allocating the funds in each event
tasks, catering services, payment to the staff, marketing as
well as preparing proper records regarding each
transaction.
Marketing manager They are responsible for promoting the event in
environment by social media, internet as well as using
offline modes (Milosevic and Martinelli, 2016).
Event manager They are entitled with making proper arrangements related
sitting, lightening, sound as well as arranging workforce to
properly great guest and completion of their work.
Catering service manager They are liable to check the quality of food and beverage
which will be served among guests.
Supporting staff They have been assigned with multiple duties such as
greeting guests, analysing their requirement, cleaning the
location after closing of event etc.
3

Stakeholder analysis:
Stakehold
er name
Contac
t
person
Imp
act
Infl
uen
ces
What is
importa
nt to
stakehol
der
How could the
stakeholder
contribute to the
project?
How could the
stakeholder
block the
project?
Strategy for
engaging the
stakeholder
Managing
director
Stuart
Johnson
High Hig
h
After
profits
By funding and
sponsoring the
project
Not bringing
the appropriate
amount of
funds when
needed
Communicatin
g them
regularly
regarding the
project
Project
manager
Bruce
Pit
Medi
um
Me
diu
m
Gains By scheduling
tasks, with time
duration, date,
budgets and
resources
By non-
scheduling the
work properly
Giving them
proper rewards
regarding the
projected
efforts.
Financial
executive
Stella
William
s
Medi
um
Lo
w
Salaries Properly
allocating funds
and costs in each
task
Not managing
the work
properly, not
recording the
transaction as
well as
manipulating
information for
personal
means.
Taking timely
updates from
them (Fuller
and et.al.,
2017).
Marketin
g
manager
Peter
Johns
Low Lo
w
Apprecia
tion on
their
They can generate
effective ideas on
which they would
By
manipulating
the
Taking regular
updated from
them regarding
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creativit
y and
proper
fees.
become able to
communicate the
event plan among
mass population.
information,
not giving
proper details
regarding the
event etc.
operational
variations.
Event
manager
Kevin Medi
um
Me
diu
m
Identity
among
sponsors
or
audience
s and
revenue
through
efforts
They are entitled
with arranging
sitting, catering,
light and sound
facilities during
event. Proper
arrangement of
projection by
qualified
technician
Not providing
proper
services. Poor
arrangements
of facilities.
Taking regular
updates as well
as introducing
them with
sponsors.
Catering
service
manager
Food
and
carve
services
Medi
um
Hig
h
Apprecia
tion
from
guests,
sponsors
, project
and
event
manager
.
Retainin
g the
appropri
ate
amount
There are being
liable for serving
the best quality
services. In
includes using
fresh and organic
ingredients for
food and beverage
preparation.
Testing the
quality before
serving among
guests.
By going on
strike, not
serving proper
quantity and
quality of
services.
Checking the
material to be
used in
preparation.
Bringing them
proper fees.
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of fees.
Supportin
g staff
Kevin Low Me
diu
m
Salaries Ensuring proper
arrangements,
greeting guests
properly, guiding
them to their
seats, serving the
food and
beverages.
Cleaning the
location after
completion of
tasks and
activities.
By going on
strike
Rewarding
them properly
as well as
making proper
payment of
their efforts.
2. Work break down structure
WBS and its importance to project manager:
Creating a work break down structure in a proper manner will be effective in managing
the flow of work. This defines the entire process of operations which are being stated in tasks.
Therefore, the pictorial presentation of major tasks and sub-tasks (Hornstein, 2015). The
importance of such technique to the project manager in analysing the proper flow of work and
assign the duties to the right person for all major tasks.
6

Task List:
Task Name Duration Start Finish Predecessors Cost
1. Requirement for
event 22 days Mon 04-03-
19 Tue 02-04-19 £19,450.00
1.1 University Needs 5 days Mon 04-03-
19 Fri 08-03-19 £1,400.00
1.2 Incorporating
objectives of event 4 days Mon 11-03-
19 Thu 14-03-19 2 £1,200.00
1.3 Location 2 days Fri 15-03-19 Mon 18-03-
19 2,3 £1,300.00
1.4 Amenities
provided for 3 days Fri 15-03-19 Tue 19-03-19 3 £3,500.00
1.4.1 Sound check,
stage and internet 2 days Wed 20-03-
19 Thu 21-03-19 4,5 £1,200.00
1.4.2 Food &
Beverage services 2 days Fri 22-03-19 Mon 25-03-
19 6,5 £1,600.00
1.4.3 Concierge
services 3 days Tue 19-03-
19 Thu 21-03-19 3,4 £1,700.00
1.4.4 Guest services 4 days Tue 26-03-
19 Fri 29-03-19 7,8 £1,800.00
1.4.5 Guest and
attendance count 2 days Mon 01-04-
19 Tue 02-04-19 8,9 £2,600.00
1.5 Date 2 days Fri 22-03-19 Mon 25-03-
19 6 £1,900.00
1.6 Budget 5 days Tue 26-03- Mon 01-04- 11 £1,250.00
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Project
management
Planning for
resources
Location
analysis
Event
requirements TechnolEvent PlanningRSVPInvitations
needs in
University
Objectives
determining
venue
amenities
selectedascertaining
arrangements
for Sound, stage
and internet
decision making
for catering
servicesGuest lists and
attendance
count
determining
costs
Visiting Site
Discussion with
team
Finalising site
Marketing
Materials
Print
advertisements
Promoting
through media
Designing
invitation cards
Reviewing
invitation cards
Printing
invitation cards
Distribution of
invitation cards
RSVP process
management
Online RSVP
Paper RSVP
Materials
Payment
processing
Imparting
Brochure
Staffing plan
Guest Speakers
Identification of
project
Communication
s
Scheduling
activities
Setup for

19 19
2. Venue Selection 2 days Wed 03-04-
19 Thu 04-04-19 1,10 vh£2,500.00
2.1 Visiting Site 2 days Wed 03-04-
19 Thu 04-04-19 1,6 £1,350.00
2.2 Finalising site 2 days Wed 03-04-
19 Thu 04-04-19 12 £1,150.00
3. Event Attendance 7 days Fri 05-04-
19
Mon 15-04-
19 13 £2,770.00
3.1 Marketing
Materials 4 days Fri 05-04-19 Wed 10-04-
19 14 £250.00
3.2 Print
advertisements 2 days Fri 05-04-19 Mon 08-04-
19 15 £1,200.00
3.3 Promoting
through media 3 days Thu 11-04-
19
Mon 15-04-
19 17 £1,320.00
4. Invitations 20 days Tue 16-04-
19
Mon 13-05-
19 16,15,1 £2,020.00
4.1 Designing 5 days Tue 16-04-
19
Mon 22-04-
19 19,18 £1,500.00
4.2 Reviewing 6 days Tue 23-04-
19 Tue 30-04-19 21 £180.00
4.3 Printing 4 days Wed 01-05-
19
Mon 06-05-
19 21,22 £165.00
4.4 Distribution 5 days Tue 07-05-
19
Mon 13-05-
19 23 £175.00
5. RSVP 19 days Tue 14-05-
19 Fri 07-06-19 13,14 £8,400.00
5.1 RSVP process
management 5 days Tue 14-05-
19
Mon 20-05-
19 24 £800.00
5.2 Online RSVP 4 days Tue 21-05-
19 Fri 24-05-19 26 £1,200.00
5.3 Paper RSVP 3 days Tue 21-05-
19 Thu 23-05-19 26 £1,300.00
5.4 Materials 4 days Mon 27-05-
19 Thu 30-05-19 27 £1,600.00
5.5 Payment
processing 2 days Fri 31-05-19 Mon 03-06-
19 29 £1,700.00
5.6 Imparting
Brochure 4 days Tue 04-06-
19 Fri 07-06-19 29,30 £1,800.00
6. Event Planning 20 days Fri 24-05-
19 Thu 20-06-19 20,16 £8,810.00
6.1 Staffing plan 4 days Mon 10-06-
19 Thu 13-06-19 31,20 £1,900.00
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6.2 Guest Speakers 2 days Fri 14-06-19 Mon 17-06-
19 33,25 £1,110.00
6.2.1 Identification of
project 3 days Tue 18-06-
19 Thu 20-06-19 33,34 £1,600.00
6.2.2
Communications 2 days Fri 24-05-19 Mon 27-05-
19 28 £1,550.00
6.2.3 Scheduling
activities 2 days Tue 28-05-
19
Wed 29-05-
19 36 £2,650.00
7. Technology 2 days Fri 21-06-
19
Mon 24-06-
19 25 £1,450.00
7.1 Setup for events 2 days Fri 21-06-19 Mon 24-06-
19 35 £1,450.00
8. Meal Planning 5 days Tue 25-06-
19
Mon 01-07-
19 38 £4,600.00
8.1 All day
refreshments 2 days Tue 25-06-
19
Wed 26-06-
19 39,37 £2,350.00
8.2 Catering services 1 day Thu 27-06-
19 Thu 27-06-19 41 £1,250.00
8.3 Lunch 2 days Fri 28-06-19 Mon 01-07-
19 42 £1,000.00
Gantt Chart and its importance: This is the process on which a project manager
schedules the activities into process, implicates costs as well as defining duties to the qualified
personnel. Therefore, the importance of such process is that it ensures proper arrangements and
management of work in the right time (Joslin and Müller, 2015). The scheduling of activities as
per time to be taken in an activity which will be adequate for the project manager in making right
decision regarding rescheduling as well as managing the work accordingly.
9

10

Critical path analysis and its importance: This is the technique which helps in defining
the proper flow of operations. However, in relation with such aspects on which it can be said that
it defines the critical with must be followed in the right direction (Nicholas and Steyn, 2017). It
11

highlights the important activities which are required to be followed by project manager to
complete the task before deadline.
3. Risk register
risk impact Like
lihoo
d
Imp
act
Rati
ng
Mitigations Likel
ihoo
d
Imp
act
Rati
ng
Contingency
Plans
Owner
1.
Financial
shortage
high
2 2
Creating
appropriate amount
of reserves,
arranging loan,
investors and
sponsors
1 1 2
Contacting
potential
investors,
sponsors as well
as creating
bu8gtes for the
event
Financial
manager
2.
Improper
lightenin
g and
sound
medium
3 4 7
Needs to have
proper
arrangements of
generators,
invertors etc. 1 2 4
Purchasing proper
operating
invertors,
generators as well
as appointing the
skilled technician
to resolve issues
quickly.
Technician
3.
Increase
in scope
of
audience
medium
2 2 4
Arranging more
chairs and making
necessary
arrangements to
control the crowd
such as security
etc.
Installing the
surveillance
camera,
appointing
security guards as
well as arranging
extra chairs
Event manager
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3 4 7
risk impact Like
lihoo
d
Imp
act
Rati
ng
Mitigations Likel
ihoo
d
Imp
act
Rati
ng
Contingency
Plans
Owner
4. Poor
coordina
tion in
workforc
e.
High
3 3 6
Training and
allocating them
duties properly
which would be
adequate in
bringing proper
coordination
(Milosevic and
Martinelli, 2016).
3 6 7
Employees are
being
communicated
their roles and
duties as well as
trained to operate
activities properly.
Project
manager, event
manager and
catering service
manager
5.
Inadequa
te quality
of food
and
beverage
s
High
4 3 7
Every preparation
must be tasted
before serving
them among the
guests. 4 5 6
Using the organic
products as well
as fresh
ingredients which
would be effective
in improving the
taste and quality
of dishes
Catering service
manager
6.
Projector
s not
working
properly.
Mediu
m
2 4 6
Installation of anti-
virus software as
well as creating a
security system to
operate projector
properly
5 4 3
Appointing the
technician in
analysing the
projected plan,
installing the
Anti-virus
software.
Technician
7.
Increase
in scope
for food
and
beverage
s
Mediu
m
4 5 7
Arranging the
proper quantity for
raw ingredients as
resources.
5 6 8
Storing the non-
perishable items
as well as
contacting the
nearest super
market manager to
make availability
for the ingredients
at the required
time.
Catering service
manager
8. Not a
proper
tour to
guests
High
3 5 3
Assigning the duty
to supporting staff
in relation with
guiding the guests
5 6 7
Training the
supporting staff to
make have proper
information
Event manager
and project
manager
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visiting
refurbish
ed
teaching
rooms
and labs
properly and
making them tour
the right direction
in entire campus
regarding the
places to be visit
as well as making
effective
ascertainment of
the operational
practices.
9. Non-
completi
on of
activities
before
deadline
Mediu
m
4 3 5
Creating check list
for recording the
process of project
4 5 4
Making adequate
balance scorecard
document.
Encouraging the
staff to compete
the task before
final deadline.
Project manager
10.
Medical
and
health
issues to
any
guest
High
3 5 6
There will be an
ambulance
presented at the
outside, first aid kit
as well as
arrangement of all
the necessary
medicines.
6 7 8
There must be
proper
arrangement of
medicines,
arrangement of
well-equipped
ambulance
Project manager
4. Short report
A. Quality leadership requirements:
In accordance with analysing the influences of the quality leadership tactics on which
implicating various methods and elements. Therefore, there are various factors which are
required to considered by the project manager in relation bringing the quality services among
individual (10 Great Leadership Skills of Project Management, 2018). It can be defined as
excellent communication and interpersonal skills, determining the effective vision and proper
attitude towards workforce will be effective in improving their moral.
Strong leadership on project and relevant examples:
There have been various failed examples based on improper project management by the
concerns such as Sydney Australia Opera House, Airbus A380 passenger Jet etc. However, these
are the cases which have defines that the improper leadership in the projected plan incurred
failure and defines various losses.
B. project management methodology
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Methodology Description Strength Weaknesses
Agile This project management
techniques have been
used for developing short
term projected plans
 Requires less
time and efforts.
 There will be
less number of
tasks that are to
be scheduled
 It will not be useful
for the large project
scope (Fuller and
et.al., 2017)
Prince 2 It schedules the work as
per priority operations to
be conducts. Project
manager can make
changes and decisions
based on such projected
plan.
 It is convenient
technique which
would be
effective in
leading
appropriate
gains through
projected plan.
 It is improper for the
small tasks and
activities.
Waterfall It defines the entire
process of project must
be scheduled step by step
and to be followed in the
precise manner. It does
skip any task.
 Work flow as
the waterfall as
once you
finished a task
than you can
head towards
the new one.
 There will not be
any chances of
going back and
change the previous
tasks.
Recommendations:
On the basis of above listed methodologies on which it can be said that, there are various
pross and cons to the stated methodologies. Therefore, in accordance with implicating the Prince
2 techniques which would be beneficial for the project manager to have better ascertainment of
projected plan.
15

CONCLUSION
On the basis of above report, on which it can be concluded that, there was discussion based
on implicating the adequate projected plan for QAHE University in relation with scehduling the
entire process with appropriate time management and ascertainment of the required outcomes.
Implicating the effective project methodologies which would be beneficial in bringing better
returns.
16