Project Management Assignment : PID

PROJECT
MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1.Sample Project Initiation (PID)................................................................................................1
2. Work Break Down Structure (WBS)......................................................................................3
3. Risk Register...........................................................................................................................8
4. a. Importance of Strong Leadership......................................................................................10
4.b. Methodologies....................................................................................................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Project Management is the application of the processes, methods, knowledge, skills and
experiment in order to achieve the objectives and goals of project. There are five process in
project management which are initiating, planning, executing, monitoring and controlling and
closing (Kerzner and Kerzner, 2017). It is the discipline of using established principles,
procedures and policies to successfully guide a project from conception through completion.
This present project will present the success of the project of QA Higher Education (QAHE).
This is higher education institution which has completed its refurbishment of its teaching rooms
and computing labs in London, Manchester and Birmingham. In this present report, the process
when the project is started to its end will be included in this assignment.
MAIN BODY
1.Sample Project Initiation (PID)
Project initiation document (PID) is one the most essential arti-facts in the management
of project because it renders a base for the project. It makes it clear that the importance of
project, what is to be delivers as well as when it is to be delivered. There are some importance
things which need to be considers in PID which are information of budget, time duration,
objectives etc. which needs be achieve (Eskerod and Jepsen, 2016).
Budgetary Information:
Budget is the estimated of income and expenditure for set period of time. It is very
important to plan the budget before starting any project. The project manager estimated that the
event of QA Higher Education would be £50,000. Each and every activities in the event is
allocated by the cost incurred in the completion of the project. With the help of budget, it
becomes very easy in planning orientation as well as it also aids in effective decision making of
the professionals in executing the project and lead it to the completion. With the help of
budgetary information, it becomes easy for the any firm or QA Higher Eduction to gain organise
an event or annual functions for students and other stakeholders and make them know about the
achievements.
Time Scale:
This is also one of the most important part of the project. The professional estimated that
the entire project will be completed in approximately 97 days. There are many activities which
needs time to be completed. All these activities needs to be scheduled so that no confusion will
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be arise during the project. The time scale present the name of task, time taken for the project
from its starts to finish and cost incurred (Fleming and Koppelman, 2016).
Objectives:
There are many objectives professional expects in conducting this event for QA Higher
Education. Here are some objectives which are as follows-
 To make the people aware about the university.
 Getting maximum results with minimum efforts.
 Raised the value rendered to the students.
 To boost the employee engagement.
 To ensure stakeholders about the quality of services university is providing.
 To boost the engagement of other stakeholders like sponsors, clients, teacher,
lecturer and others (Heagney, 2016).
 To increase the admission of more students in the university.
Approach:
In order to achieve the set objectives, there are some approaches which are formulated by
project manager. These approaches makes it very easy to achieve the desire goals and objectives.
The very first approach is to set benchmark so that the gap in performance can be drilled time to
time. The next approach is to set the key performance indicators so that performance of event
will be measure very effectively and properly and all the desire objectives which were discussed
above are achieved.
Key Staff:
Employees plays a very important role in project completion and successful launching of
event for QA Higher Education University. In completing this project there are some
requirements of staff members which are as follows-
Event Planner: They are responsibilities starts by meeting of client to discuss the goals
and objectives as well as time and place of event. In addition to this, budget, type of food, sitting
facilities and all other important informations are discussed in the meeting by event planners
(Kusters, 2016).
Sound System Vendor- These are the staff members who manages the sound system at
the event. All the system must be properly work properly like mikes, speakers, etc.
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Food and beverages vendor- This consist of staff of food and beverages department
such as waiters, cook etc. They are responsible for arrangement of food and proper presentation
of food, water facilities etc.
Stakeholders Analysis:
Stakeholders analysis is an instrument that helps in defining the stakeholders very clearly
for a project and other activity. The stakeholders in this present project are those who are directly
or indirectly connected with the event.
Name of Stakeholders Interest of stakeholders and how to manage them
Sponsor Sponsors are those who are engaged with the business directly or
indirectly. With this event of QA Higher Education University,
there revenue will be increases.
Employees Employees includes teachers, lecturers and other who are
employed in the university (Kerzner and Kerzner, 2017). By this
event, the opportunity of growth and development increases to the
great extent.
Students They are the key stakeholders of the university as they are the
people for whom the university has planned for refurbishment.
The quality of education improved there career and provide great
opportunities for development and growth (Turner, 2016).
Event Planner Event planner is the person who is organising the entire event of
university. By this event, they will generate more revenues and
opportunity to more contracts.
Owner Owner is the QA Higher Education University for whom the event
is planned. By this event they will get admission for more stunts.
2. Work Break Down Structure (WBS).
In project management work-breakdown structure is the key element that organises the
work of team into manageable sections. Work-breakdown structure enables the multi-tasking
projects and complex project to its completion (Siami-Irdemoosa, Dindarloo and Sharifzadeh,
3

2015). It is a stratified structure that outlines the project and break it into manageable and smaller
section.
Importance of Work-breakdown Structure
 WBS enables to reduce error, mistakes and duplication of task.
 WBS minimises the complicated and tough activities to a collection of tasks so that
project manager oversees the task more effectively.
 The task include in WBS are measurable, so it becomes easy for the project manager to
assign cost to each and every task. Further, it also helps in preparing the budget of the
project (Sutrisna, Ramanayaka and Goulding, 2018).
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Task
Mode Task Name Duration Start Finish Predecessors Resource Names
Auto
Schedule
d
Task Name 1 day Mon 04-
03-19
Mon 04-
03-19 Cost
Auto
Schedule
d
1. Requirement for
event 22 days Mon 04-
03-19
Tue 02-
04-19 $19,450.00
Auto
Schedule
d
1.1 Establishment
Needs 5 days Mon 04-
03-19
Fri 08-03-
19 $1,400.00
Auto
Schedule
d
1.2 Integrating
objectives of event 4 days Wed 03-
04-19
Mon 08-
04-19 2 $1,200.00
Auto
Schedule
d
1.3 Location 2 days Wed 03-
04-19
Thu 04-
04-19 2,3 $1,300.00
Auto
Schedule
d
1.4 Amenities render
for 3 days Mon 11-
03-19
Wed 13-
03-19 3 $3,500.00
Auto
Schedule
d
1.4.1 Checking of
sound system, stage,
proper sitting
arrangement and
internet
2 days Tue 09-
04-19
Wed 10-
04-19 4,5 $1,200.00
Auto
Schedule
d
1.4.2 Services of Food
& Beverage 2 days Fri 05-04-
19
Mon 08-
04-19 6,5 $1,600.00
Auto
Schedule
d
1.4.3 Caretaker
services 3 days Tue 09-
04-19
Thu 11-
04-19 3,4 $1,700.00
Auto
Schedule
d
1.4.4 Visitors services 4 days Thu 11-
04-19
Tue 16-
04-19 7,8 $1,800.00
Auto
Schedule
d
1.4.5 Visitor and
attendance count 2 days Fri 12-04-
19
Mon 15-
04-19 8,9 $2,600.00
Auto
Schedule
d
1.5 Date 2 days Thu 14-
03-19
Fri 15-03-
19 6 $1,900.00
Auto
Schedule
d
1.6 Budget 5 days Tue 16-
04-19
Mon 22-
04-19 11 $1,250.00
Auto
Schedule
2. Selection of Venue 2 days Wed 17-
04-19
Thu 18-
04-19
1,10 $2,500.00
5

d
Auto
Schedule
d
2.1 Visiting Site 2 days Thu 14-
03-19
Fri 15-03-
19 1,6 $1,350.00
Auto
Schedule
d
2.2 Finalising site 2 days Mon 18-
03-19
Tue 19-
03-19 12 $1,150.00
Auto
Schedule
d
3. Event Attendance 7 days Tue 23-
04-19
Wed 01-
05-19 13 $2,770.00
Auto
Schedule
d
3.1 Materials of
Marketing 4 days Fri 19-04-
19
Wed 24-
04-19 14 $250.00
Auto
Schedule
d
3.2 Advertisements of
Print 2 days Mon 18-
03-19
Tue 19-
03-19 15 $1,200.00
Auto
Schedule
d
3.3 Media promotion 3 days Thu 02-
05-19
Mon 06-
05-19 17 $1,320.00
Auto
Schedule
d
4. Invitations 20 days Wed 20-
03-19
Tue 16-
04-19 16,15,1 $2,020.00
Auto
Schedule
d
4.1 Designing 5 days Thu 25-
04-19
Wed 01-
05-19 19,18 $1,500.00
Auto
Schedule
d
4.2 Assessing 6 days Wed 17-
04-19
Wed 24-
04-19 21 $180.00
Auto
Schedule
d
4.3 Printing 4 days Thu 02-
05-19
Tue 07-
05-19 21,22 $165.00
Auto
Schedule
d
4.4 Distribution 5 days Thu 25-
04-19
Wed 01-
05-19 23 $175.00
Auto
Schedule
d
5. RSVP 19 days Tue 23-
04-19
Fri 17-05-
19 13,14 $8,400.00
Auto
Schedule
d
5.1 Management and
process of RSVP 5 days Wed 08-
05-19
Tue 14-
05-19 24 $800.00
Auto
Schedule
d
5.2 Online RSVP 4 days Mon 20-
05-19
Thu 23-
05-19 26 $1,200.00
Auto 5.3 Paper RSVP 3 days Mon 20- Wed 22- 26 $1,300.00
6

Schedule
d 05-19 05-19
Auto
Schedule
d
5.4 Materials 4 days Wed 15-
05-19
Mon 20-
05-19 27 $1,600.00
Auto
Schedule
d
5.5 Processing of
payment 2 days Thu 23-
05-19
Fri 24-05-
19 29 $1,700.00
Auto
Schedule
d
5.6 Imparting
Brochure 4 days Thu 23-
05-19
Tue 28-
05-19 29,30 $1,800.00
Auto
Schedule
d
6. Event Planning 20 days Tue 07-
05-19
Mon 03-
06-19 20,16 $8,810.00
Auto
Schedule
d
6.1 Staffing plan 4 days Mon 27-
05-19
Thu 30-
05-19 31,20 $1,900.00
Auto
Schedule
d
6.2 Guest Speakers 2 days Tue 04-
06-19
Wed 05-
06-19 33,25 $1,110.00
Auto
Schedule
d
6.2.1 Project
Identification 3 days Tue 04-
06-19
Thu 06-
06-19 33,34 $1,600.00
Auto
Schedule
d
6.2.2 Communications 2 days Wed 29-
05-19
Thu 30-
05-19 28,32 $1,550.00
Auto
Schedule
d
6.2.3 Scheduling
activities 2 days Fri 07-06-
19
Mon 10-
06-19 36 $2,650.00
Auto
Schedule
d
7. Technology 2 days Thu 02-
05-19
Fri 03-05-
19 25 $1,450.00
Auto
Schedule
d
7.1 Events Setup 2 days Thu 06-
06-19
Fri 07-06-
19 35 $1,450.00
Auto
Schedule
d
8. Meal Planning 5 days Tue 11-
06-19
Mon 17-
06-19 38 $4,600.00
Auto
Schedule
d
8.1 Refreshments 2 days Fri 31-05-
19
Mon 03-
06-19 39,37 $2,350.00
Auto
Schedule
d
8.2 Catering services 1 day Tue 18-
06-19
Tue 18-
06-19 41,40 $1,250.00
7

Auto
Schedule
d
8.3 Lunch 2 days Wed 19-
06-19
Thu 20-
06-19 42,43 $1,000.00
8

3. Risk Register.
Risk register is an instrument in risk management as well as project management. In
order to determine the potential risk of project. In maintaining the quality of work in the project,
leaders plays an essential role (Mace and et.al., 2015).
Risks Probabilit
y
Impact Responsibility Actions to be taken Time
In able to
meet the
deadlines to
task.
Medium Medium Project
manager
It is very important that
there should be systematic
monitoring and controlling
of the task which are
schedule by the project
manager (Brindley, 2017).
Minimu
m 15
days
Break down
of server
during event
Medium high Technician It is very important that
there must be back-up and
alternative arrangement of
handling server so that
there will be no delay in
Maximu
m 4 days
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work.
Financial
needs
High High Financial
manager and
project
manager
The impact of financial
issues is very high. It is
because during the event,
there are many activities
where instant fund in
needed so it is very
essential to have adequate
working capital
(Mansfield and et.al.,
2015).
Approx
14 days
Issues of
catering
services
Medium High Project
manager and
Vendor of
food and
beverage.
It is very important that
there must be skilled and
knowledgeable employees
in catering so that there
should effective and
efficient delivery of
services because it is
intangible services
(Barnett and Weyman,
2016).
Maximu
m 5 days
Food Quality High High Vendor of
Food and
Beverages
department
and Project
manager.
The guest which will
attend the event are very
high authorities so they are
very much concern about
the quality of food they are
offering.
Maximu
m 8 days
Ineffective
management
of operations
Low High Project
manager and
Operational
manager.
If the operation's
management is not
effective and efficient that
it will lead to entire
Maximu
m 7 days
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confusion and
mismanagement in the
programmes.
Out of
Budget
Low High Finance
Manager and
Project
manager
It is very important that all
the activities or task on
which cost are allocated
must be under the given
cost. If it is rising, than
proper actions should be
taken to minimise these
activities (Gustafsson and
et.al., 2018).
8 days
Issues in
lighting and
sound.
Medium High Event manager
and
Technicians
During the if there are
issues of disconnection in
lights and sound system,
then it will lead to delay in
work and stakeholder
dissatisfaction. So it is
better to use batteries and
invetors.
5 days
Proper Sitting
arrangements
Low Medium Decor vendor
and Event
manager
It is very essential that
there should be proper
arrangement of chairs or
sofa seats (Waldenström
and et.al., 2017). Higher
authorities should have
first and centre sitting.
2 days
4. a. Importance of Strong Leadership
Leadership is very important to drive the project to success. It is very essential that
leadership should be very efficient and effective within organisation (Yahaya and Ebrahim,
11

2016). In driving the project of QA Higher Education University, leadership plays a vital role.
Here are the importance of leadership which are as follows-
Initiate action: leader is a person who starts the work by communicating the plan and
policies to the subordinated from where the work exactly begins (Anderson and Sun, 2017).
Motivation: Motivation is impossible without leadership. Leaders are the person who
motivates the other employees in completing the task and make it successful.
Proper Guidance: Leader not only supervise the work but they are also very responsible
for guiding other to work in a right and systematic manner (Amanchukwu, Stanley and Ololube,
2015).
4.b. Methodologies
Methodologies Description Strength Weakness
Prince2 This is the approach
by which the task ad
activities of project
should be schedule so
that there will be
proper management of
operations (Mousaei
and Gandomani,
2018).
Quality of all the
activities are ensured
by this approach along
with it also helps in
measuring accuracy of
task.
The nature of this
methodology is very
complex as well as it
is very time
consuming (Krysiński
and Miller, 2016).
Waterfall This is the
methodology which
shows that each stage
should be completed
after the completion of
first task (Chauhan,
Rana and Sharma,
2017).
The strength is that it
avoids duplication and
confusion among the
activities and task. It is
very easy and simple
to understand.
It is easy but to
understand this
methodology, it
requires a
knowledgeable and
skilled project manage
so that he/she could
prepare an effective
project plan
(Mahadevan, Kettinger
12

and Meservy, 2015).
Agile This is the
methodology which is
very common and
widely used. It is a
software called Agile
by which requirement
and solution are
evolved through
cooperative attempts
(Patwardhan and et.al.,
2016).
Flexibility is very
high. Focus on quality
is also very high as
compare to other
methodologies.
Lack of coordination
in workflow. It is not
easy to plan and
arrange technical or
coordinated teams (ur
Rehman and et.al.,
2018).
Recommendation
Agile is one of the best methodology which could be used by the project manager in
order in planning the event of QA higher Education university (Peroni, 2016). It is very flexible
to use as well as it also focus on quality is also very high as compare to other methodologies.
CONCLUSION
The above report comes to the conclusion that effective management plays very
important role in successful implementation of plan. It is essential to have skilled and
knowledgeable project manager so that all the activities or task must be systematically schedules.
In addition to this, leadership also plays a critical role in the completion of project from initiation
to end. Moreover, the likelihood of risk and action to be taken to minimise the impact is also
included in this assignment. Furthermore, the agile is one of the best methodologies which could
be used by the project manager in successful implementation of project.
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