Project Management: A Comprehensive Study Guide

The provided document is a comprehensive study guide for project management, covering various aspects such as planning, scheduling, and controlling projects. It includes references to relevant literature, online resources, and appendices with cost breakdowns for computer-related items. The guide appears to be designed for students or professionals looking to improve their understanding of project management principles and practices.

Project Management

EXECUTIVE SUMMARY
This report focuses on project management which includes several activities and
techniques to conduct a particular project in correct manner along with creating desired
outcomes successfully. It also includes to focus on various factors that are involved in to
complete any contract properly such as budget, tasks, raw material, period of time and many
more. This report discusses about the QA Higher Education which is going to put required
efforts for boosting up standards of London campus in terms of teaching rooms and computing
labs. It includes description for project initiation document involving several factors like
budgetary information, timescales, objectives, approach, key staff and stakeholder analysis.

Table of Contents
EXECUTIVE SUMMARY.............................................................................................................2
INTRODUCTION...........................................................................................................................2
Sample Project Initiation Document......................................................................................2
Risk Register..........................................................................................................................5
Project Plan.............................................................................................................................8
Report to project sponsor......................................................................................................12
CONCLUSION..............................................................................................................................14
REFERENCES..............................................................................................................................16
APPENDIX....................................................................................................................................17

INTRODUCTION
The project management refers to an application that includes different kinds of procedures, techniques,
information, capabilities and experience to attain desired goals of particular project successfully. It also
involves the criteria of build more effective as well as efficient strategy for completing specific contract
properly along with generating better outcomes (Braglia and Frosolini, 2014). This report is based on QA
Higher Education (QAHE) which is going to plan a full refurbishment of its teaching rooms and computing
labs in the London Campus to improve learning environment so that better educational outcomes are availed. It
is helpful for providing better or comfortable environment to staff as well as students by adopting latest
technology that render support for teaching and studies. This assignment will describes about project initiation
document including various factors and preparation of risk register through mentioning of several kinds of
possible issues.
TASK
Sample Project Initiation Document
PID
Title of Project Refurbishment of its teaching rooms and computing labs in
the London Campus
Estimated budget 185000
How did you derive this
number? Include this
explanation should be in an
Appendix of assumptions
Project manager has divided each activity and has looked
upon previous and other project expenses. On the bass of
this, individual has derived this number.
Start Date 01/08/2018
Finish Date 15/10/2018
Project Sponsor Mr. John
Project Manager Mrs. Maria
Main Objectives (essentially
a short list of key business
reasons why this project is
being undertaken – think
project goals and what they
lead to)
 the QA Higher Education has a goal to adopt latest
advanced technology and provide better learning
environment to staff s well as students which
facilitates to boost up level of education in London
campus.
 QAHE has a plan of full refurbishment of its
teaching rooms and computing
 labs by implementing new hardware, software,

network infrastructure, classrooms, furniture and all
necessary peripherals.
Overall suggested approach
(some major points
describing how you will go
about achieving the above
objectives)
Project manager will monitor the progress time to time.
Individual will make effective communication with
involved team members, these approaches will help in
achieving this objective.
Any major risks that you
would like to highlight to the
sponsor at this early point in
the project
Human resource risk
Technical risk
Financial risk
Reference(s) for
templates/ideas used to
develop this
Project initiation document. 2018. [Online]. Available
through:
<https://www.gograph.com/illustration/project-
initiation-document-gg63055717.html>
Project Initiation Document Checklist
PID Item Check When Complete
Section 1: What is the Project all About? QA Higher Education
(QAHE) is planning to
refurbishment of all classes
and computer labs
Project Title Refurbishment of its
teaching rooms and
computing labs in the
London Campus
Background
Purpose Make labs and classrooms
more effective so that

students can get better
educational platform
Objectives (and how they will be measured)  the QA Higher
Education has a goal
to adopt latest
advanced technology
and provide better
learning
environment to staff
s well as students
which facilitates to
boost up level of
education in London
campus.
 QAHE has a plan of
full refurbishment of
its teaching rooms
and computing
 labs by
implementing new
hardware, software,
network
infrastructure,
classrooms, furniture
and all necessary
peripherals.
Project Scope This has huge scope
because it will help in
improving learning
environment of students and
they will be able to get more

quality education in
university. By renovating
computer lab they will find
immediate solution of the
problems.
Exclusions From Scope It would improve teaching
environment as well.
Deliverables (including dates of completion) 25 Sep.
Constraints Human resource
Poor financial resources,
Technical hurdles are
constrains of this project
Assumptions This will help in improving
marks of students and will
help in increasing revenues
of university by increasing
number of admission.
Section 2: Why Should This Project go Ahead?
Business Case: Project Benefits
Options
Cost and Timescale
Cost/Benefit Analysis
Enhance revenues of
university and raise leaning
platform for learners.
185000 Pounds
time period between
August, 2018 to September
2018
Risk Analysis: Risk Identification
Risk Prevention
Risk
Management
Risk Monitoring
Risk identification will be
done and then strategy will
be prepared to prevent from
risk. Risk will be managed
by proper monitoring and

by preparing risk
management plan and time
to time monitoring will be
done.

PID Item Check When
Complete
Section 3: Who Will Work on the Project?
Roles and Responsibilities Project manager will
be fully responsible
for this project.
Furthermore, technical
team, executives will
work to complete this
project.
Project Organization Chart/Structure Diagram Project will be based
on flat structure where
all the involved
persons can coordinate
with each other easily.
Names of: Project Sponsor
Project
Manager
Project
Team
Mr. John
Mrs Maria
Mr.lijin
Riya, Dony Franadis
Section 4: How and When Will the Project be Delivered?
Initial Project Plan
Assignments/Milestones Use of resources,
scheduling, time plan,
completion of
prototypes
Schedule (Gantt Chart) Project Map will be
used to prepare Gantt
1

chart.
Human Resource
Project Team
Requirements:
Support Staff
Additional Staff
For conducting this
process, it is necessary
to analyze
stakeholders because
they have an important
role while several
required decisions.
making decisions.
Basically, the
stakeholders are
investors, owners,
board of directors,
suppliers, staff
members, students,
shareholders etc., who
have right to provide
suggestions for
making any kind of
decision for preparing
plan of action for
putting efforts on
specific projects
(Hanisch and Wald,
2011). Thus, it is
necessary for QA
Higher Education
conduct a meeting
regarding proposal of
full refurbishment of
its teaching rooms and
computing labs
between all
stakeholders. They are
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responsible for
investing required
money in repairing or
renovation of
infrastructure of
QAHE along with
adoption of fresh and
advanced technology
which is helpful to
improve level of
learning environment
in London campus.
Project Control: Monitoring Mechanisms
Communication Channels and Schedules
Time to time review of
entire activities and
process.
Through mail and face
to face communication
Quality Control Implementation of
close monitoring
process and sig sigma
for quality control
The project initiation document refers to an appropriate information about overall major
aspects that are are required for specific project and necessary for achieving success. this
document is important to analyze because it includes essential activities which are mandatory to
attain desired targets properly. It is kind of bundle that involve different procedures and
knowledge that are necessary for carrying out initiative activities in more effective as well as
efficient manner to gain better outputs on regular basis which facilitates to complete overall
objective of project (Bucero and Englund, 2015). Start up of an project is essential to direct all
events or processes in correct direction to fulfill desired aspects of specific contract to achieve
success.
3

The project initiation document is very helpful piece of writing that provide support to
get an appropriate guide to start up any project in correct way which result into better outcomes.
The QA Higher Education is planning to carry out a full refurbishment of its teaching rooms
and computing labs thorough which they become capable to rendering better environment to
staff and students for gaining an excellent learning. They have goal to adopt several effective
technological equipment and machines which are supportive to boost up level of educational
programs in London Campus. QAHE has build up an appropriate project initiation document
involving different factors that are given below:
Objectives: Each and every project has an objective according to which various kinds of
procedures are carried out in required direction to gain desired outcomes on daily basis (Burke,
2013). Similarly, the QA Higher Education has a goal to adopt latest advanced technology and
provide better learning environment to staff s well as students which facilitates to boost up level
of education in London campus. Targets are seems to be essential for building previously as they
are helpful to direct overall efforts in correct direction to achieve desired objectives in successful
manner. QAHE has a plan of full refurbishment of its teaching rooms and computing
labs by implementing new hardware, software, network infrastructure, classrooms, furniture and
all necessary peripherals.
(Source: Project initiation document, 2018)
Budgetary information:
This refers to an important factor which is essential to improve infrastructure of an organization
because every small and large procedure needs little or huge amount of funds. It is necessary QA
Higher Education for collect budgetary information and out efforts to gain an accurate quantity
4
Illustration 1: Project initiation
document, 2018

of money which facilitates to conduct required activities properly. Adoption of latest and
advanced technology is quite expensive and a required measure of funds is essential for other
expenses which are spend on improving structure of classrooms, furniture and other necessary
peripherals which are mandatory for improving learning environment for both teachers and
students (Fleming and Koppelman, 2016).
Particulars Amount
Furniture 40000
Computing labs 60000
Teaching rooms 50000
Minor Maintenance 35000
Total estimated amount 185000 Pounds
Timescales: the term timescale is required to mention particular period of time that is
given for completing particular project. In general, when a company is taken a contract to make
specific product for client it deadline is provided by them in which it is needed to be completed.
In case of QA Higher Education, they have time period between August, 2018 to September
2018 in which they have to put an appropriate efforts to people. There are different kinds of tasks
such as set up projectors, installing new software into all computers of whole campus, modify
infrastructure of classrooms, furniture and other activities (Fortune and et.al., 2011). It is
necessary to divide tasks to workers in correct way along with deciding deadline of particular
procedure and make sure to complete them in the same. Hence, it is kind of planing which
facilitates to complete specific project in given period of time along with fulfilling desired
objective of increasing level of education in London campus.
Approaches: There are various kinds of strategies and techniques that are used to build an
accurate plan of action to work on particular project for attaining required outcomes. In case of
QA Higher Education, they have to analyze several advanced technology like use of projectors,
audio or video study material, advanced computer labs etc. which can be applied to improve
learning standards of London campus. They have decided to utilize new hardware, software,
network infrastructure as appropriate as well as classroom refurbishment, furniture, all necessary
peripherals and improvements to the IT support. QAHE can improve teaching rooms and
5

computing labs by adopting more suitable technological techniques to perform specific project
properly for establishing an effective learning environment.
Key staff and stakeholder analysis: For conducting this process, it is necessary to
analyze stakeholders because they have an important role while several required decisions.
making decisions. Basically, the stakeholders are investors, owners, board of directors, suppliers,
staff members, students, shareholders etc., who have right to provide suggestions for making any
kind of decision for preparing plan of action for putting efforts on specific projects (Hanisch and
Wald, 2011). Thus, it is necessary for QA Higher Education conduct a meeting regarding
proposal of full refurbishment of its teaching rooms and computing labs between all
stakeholders. They are responsible for investing required money in repairing or renovation of
infrastructure of QAHE along with adoption of fresh and advanced technology which is helpful
to improve level of learning environment in London campus.
Prince 2 methodology
Respected operational director
The report has been prepared to justify usage of prince 2 methodology for the present
project. This prince 2 methodology is considered as most effective tool of project management.
If this application is being applied in the project then it would help in gaining success. There are
seven principle of this method; if all these principles are being followed properly then it would
help in minimizing risk and enhancing chances of completing project within specified budget. A
prince 2 methodology believes on facilitated planning and budget control element. Most of the
time this method is being applied in the projects was transformation and improvement is
required. This can help in improving overall quality of project.
Risk Register
There are various kinds of risks while conducting new activities with fresh and
innovative idea or concept to improve standards of an organization. It required different types of
material that us meed to complete particular project along with generating better outcomes on
regular basis. It is necessary for QA Higher Education to make risk register of project so that
they can overcome with them easily.
Reformation in student preferences: As per the term, preferences of students gets
changed for specific techniques and particular field of studies. It impacts which can be
considered as risk for putting efforts of full refurbishment of QAHE get wasted. Hence, it is
6

important to first analyze their actual requirements or choices thoroughly before implementing
any latest and expensive technology.
Introduction of close substitutes: This section indicates about various other similar
institutions having new opportunities of education for students and teachers (Kerzner and
Kerzner, 2017). Then, it is essential to apply innovative techniques and renovate infrastructure to
make QAHE better than other educational organization. When close substitutes are introduced in
market then demand of own organization start decreasing that result into high competition and
efforts of spending money and time will not remain much profitable.
Modification in recent trends: The trends of educational techniques and field of
interests are modified in different period of time which is required to be analyzed carefully.
QAHE should observe and evaluate thoroughly about forthcoming and current scenario of most
preferred knowledge area that helps to put efforts and money in correct direction.
Fluctuation in market rate: The term of fluctuation market rate refers to create problem
in collecting several raw material and other required resources for conducting renovation work in
QAHE.
Changes in political rules: There are several changes into rules or regulations of
political bodies which are essential to be followed by QAHE while applying any fresh
technology or other innovative elements.
Occurrence of sudden disaster: This refers to several natural natural calamities like
earthquake, floods, wind storm, tsunami and so on (Kerzner, 2013). which can generate critical
situation or spoil everything that are created by QAHE through putting precious efforts and
funds.
Shortage of resources: For the process of improving infrastructure and implementing
latest advanced technology QAHE, it is mandatory to collect suitable amount of resources but
many times, shortage of them creates big problem for institution.
Lack of skilled workers: To conduct project of full refurbishment of teaching rooms and
computing
labs required well skilled workers but lack of unable people generates issues of delayed
completion of process and results are not appropriate.
Restriction by legitimate bodies: Different types of rules, norms and regulations are
made by authorized team which restricts to conduct several renovation activities in QAHE.
7

Transportation risk: Sometimes, issues in transportation industry creates problems to
supply required resources in QAHE that delays project.
Contingency risks: This refers to such issues or problems that arises due to sudden
creating of threat. Now, the QAHE maintain extra budget to solve these issues and maintain
resources to deal with sudden problems.
Importance of quality risk management
Dear director,
On your request we have worked on this project and have tried to complete this project
within specified budget. It is essential to draw importance of quality risk management and
impact of these issues on entire project. Successful risk identification and preparing risk
register are helpful aspect that can support in identifying risk and finding solutions to manage
these risks. In this project there are fire safety, supplier, planning permission, human resource
risk but close monitoring can support in finishing this project within specified period of time.
Title Descripti
on
Owner Pre-Mitigation Mitigation Post-Mitigation Contingen
cyLikeliho
od
Impa
ct
Sco
re
Likeliho
od
Impa
ct
Sco
re
Fire
Safety
it might be
possible
that during
technical
changes
fire issues
can take
place, this
can harm
students
and
teachers
as well.
Univers
ity
director
, project
manag
er
1 3 3 use of fire
extinguisher
s and safety
equipment
1 2 2 training to
employees
about quick
action if
such issues
get arise
Supplier
Risk
it might be
possible
that
suppliers
do not
delivered
material on
time , in
such
condition
project will
not get
completed
on time
project
manag
er
2 2 4 proper
communicat
ion with
suppliers so
that no
delay occur
1 1 1 close
supervisor
oversupplier
activities
Planning
Permissi
on
it might be
possible
that project
manager
fails to get
permission
of
renovation
on time
from
project
sponser
s,
manag
ers
2 2 4 effective
communicat
ion so that
approaval
can be
received on
time
1 1 1 effective
communicat
ion through
email , fax
and face to
face
meeting
8

sponsors
Delays
to
project
It might be
possible
that some
activities
take longer
time to
finish, in
such
condition
project will
not be able
to get
completed
on time
project
manag
er
1 2 2 effective
monitoring
and
controlling
1 1 1 Scheduling
task
properly
human
resource
risk
It might be
possible
that human
resource
fails to
work on
these new
technologi
es and
modified
environme
nt
project
manag
er
2 3 6 training to
staff
members
2 2 4 training and
monitoring
of their work
Management of possible risks
Student preferences Analyse choices or students previously and
consider them properly.
Political rules or regulations Accepting required norms and rules carefully.
Legitimate bodies Fulfil all mandatory legal formalities in correct
manner.
Close substitutes Provide different fields of education with
innovative techniques.
Resources Collect all required sources and assets in sufficient
way.
Absence of skilled workers Make sure about perfection of working of people
while giving them contract.
Natural disaster Build an effective plan of action.
Delivering risk Place more better facilities to satisfy actual desires.
Restriction by legal bodies Complete all essential legal legislation and terms
properly.
Financial risk Forecast future
9

Now, the risk matrix is analysing on the basis of cost which is explained as follows:-
0-5= Low risk
6-12= Moderate risk
13-18 = High risk
19 – 25 unacceptable
or unbearable risk.
Potentiality of damage or injury
Insignificant
Inconsidera
ble damage
of
equipment,
machines
and land as
minor
threat. (cost)
1
(Minor)
Small loss
of property
or land or
non
reported.
(cost
increases
up-to 10% )
2
(Moderate)
Risk of
extending
period of
time of
project
(Additional
cost up-to
30%)
3
(Major)
Major loss
or crucial
damage to
property.
(Cost up-to
50% budget)
4
(Catastrophi
c)
Loss of
organization
or threat for
overall
project of
enterprise.
5
Probabilit
y of
hazard
happenin
g
Nearly
definite
5
Might be
occur
4
Moderat
e
3
Unlikely
High High Extreme Extreme Extreme
Moderate High High Extreme Extreme
Moderate Moderate High Extreme Extreme
10

2
Rare
1
Low Low Moderate High Extreme
Low Low Moderate High High
Project Plan
Work breakdown structure
Serial
no.
Task Starting Finish Duration
1. Collecting funds 01-Aug-2018 03-Aug-2018 3 days
2. Manage required resources 04-Aug-2018 04-Aug-2018 1 day
3. Transportation of raw
material
05-Aug-2018 06-Aug-2018 2 days
4. Complete legal formalities 07-Aug-2018 07-Aug-2018 1 day
5. Preparation of required
furniture
08-Aug-2018 12-Aug-2018 5 days
6. Set up furniture 13-Aug-2018 15-Aug-2018 3 days
7. Installing new software 16-Aug-2018 17-Aug-2018 2 days
8. Set up new equipments 18-Aug-2018 20-Aug-2018 2 days
9. Design innovative structure
of classes
21-Aug-2018 21-Aug-2018 1 day
10. Modify classrooms 22-Aug-2018 29-Aug-2018 8 days
11. Installing projectors in labs 30-Aug-2018 02-Sep-2018 4 days
12. Repair damaged machines or
equipments
03-Sep-2018 04-Sep-2018 2 days
13. Expand cafeteria 05-Sep-2018 06-Sep-2018 2 days
11

14. Maintenance of garden area 07-Sep-2018 09-Sep-2018 3 days
15. Replace damaged minor
electric devices
10-Sep-2018 11-Sep-2018 2days
16. Set up grooming classes 12-Sep-2018 14-Sep-2018 3 days
17. Improved parking area 15-Sep-2018 16-Sep-2018 2 days
18. Evaluation 17-Sep-2018 20-Sep-2018 4 day
19. Training event 21-Sep-2018 23-Sep-2018 3 days
20. Set up IT desk 24-Sep-2018 28-Sep-2018 5 days
Gantt Chart
Task Name
Duratio
n Start Finish
Predecessor
s
Collecting funds 3d 01/08/18 03/08/18
Manage required resources 1d 06/08/18 06/08/18 1
Transportation of raw material 2d 06/08/18 07/08/18 1
Complete legal formalities 1d 06/08/18 06/08/18 1
Preparation of required furniture 5d 08/08/18 14/08/18 2, 3
Set up furniture 3d 15/08/18 17/08/18 4, 5
Installing new software 2d 20/08/18 21/08/18 6
Set up new equipments 2d 15/08/18 16/08/18 5
Design innovative structure of classes 1d 22/08/18 22/08/18 7, 8
Modify classrooms 8d 23/08/18 03/09/18 9
Installing projectors in labs 4d 04/09/18 07/09/18 10
Repair damaged machines or equipments 2d 10/09/18 11/09/18 10, 11
Expand cafeteria 3d 04/09/18 06/09/18 10
Maintenance of garden area 2d 04/09/18 05/09/18 10
Replace damaged minor electric devices 3d 12/09/18 14/09/18 12, 13, 14
Set up grooming classes 2d 17/09/18 18/09/18 15
Improved parking area 4d 19/09/18 24/09/18 16
Evaluation 3d 25/09/18 27/09/18 17
Training event 5d 28/09/18 04/10/18 18
Set up IT desk 1d 05/10/18 05/10/18 19
12

13

14

15

Report to project sponsor
The quality risk management is a crucial approach as it determines process through
which risks in context of a project could be identified, assessed and controlled. This approach is
helpful in forming right decisions relating to the project and assures that better understanding o
the environment is developed. It is necessary to observe, analyze and evaluate several possible
risks or uncertainties that may creates problem to conduct renovation activities in proper manner
to change infrastructure of QA Higher Education for boosting up learning environment of
students and staff to make them more comfortable to get education properly. Now, it is required
to provide an appropriate report about this project of refurbishment of its teaching rooms and
computing labs by using advanced technology to the project sponsor (Meng, 2012). It includes
16

several information about particular procedures along with several faced issues while conducting
this process for making a report that is essential to be presented among project sponsor. There
are various kinds approaches that can used to sort out certain problems or issues properly and
reduce their impacts on project. Some of these models are as follows:
Risk Management approach: This can be described as to utilize several approaches
which are helpful to sort out risk or uncertainties and decrease their negative impacts on
outcomes of particular project. It is necessary for QA Higher Education to thoroughly observe
and analyze several possible issues and utilize m ore suitable model to sort out them properly.
Some of risk management approaches which can used by QAHE are given below: Loss control: By using this technique, it is possible to carefully observed and analyze
several activities to determine wastage of resource that may leads to losses in
organization. These mode of loss should be evaluate and reduce in proper manner to get
risk off risk of facing loss (Meredith and Mantel, 2011). Plan for managing risk: This refers to make an appropriate planning to different
forthcoming risks and manage them by using more effective as well as efficient method
that facilitates to build more attractive and improved infrastructure for London Campus.
 Maintain risk register: This section is all about to maintains register of risks by
mentioning various kinds of risk in process of refurbishment of QA Higher Education.
Hence, this information will provide support to make an effective method to sort out
these problems in correct way.
Prince 2 methodology: This can be described as an abbreviated form of Projects IN
Controlled Environments which is a kind of project management method and practitioner
certification program-mes. It is an appropriate technique which provides help to divide projects
into manageable and controlled stages properly (Ramazani and Jergeas, 2015). This method can
be utilized by QA Higher Education for managing different activities of such a big project of
refurbishment of its teaching rooms and computing labs in the London Campus in correct
manner along with desired outcomes successfully.
Strengths Weaknesses
 It is a predictable approach that helps to
conduct several steps in particular
period of time.
 It is quite complex as it divides project
into small steps which results into
complex collection of many activities.
17

 This technique is considered time and
cost effective and efficient as well
(Walker, 2015).
 In some cases, it is non realistic
because few of procedures are not
completed in specific period of time
and does not have an appropriate
starting points which is mandatory as
per this model.
It can be said that there can be numerous reasons which may have contributed to bad
experience with this model as it is not universally applicable. But considering this scenario it can
be said that this model is suitable to a larger extent as project of alternation of learning
environment of London school is a time bound activity.
Successful projects
 Example, A company named as Taj stores use Prince 2 and separate process of
addressing sales orders properly.
 Action taken: Install a fresh Sales (CRM) System.
 Outcome: The major benefit of using this method is to process order more quickly in an
accurate manner. Prince 2 strategy is beneficial in this case as it helps to address sales
orders properly which satisfy customers as well and hence it is a successful technique.
Unsuccessful projects
 Example, The firm having complex long term projects to through applying Prince 2
methodology.
 Action taken: They divide whole contract into several activities to conduct them properly.
 Outcome: The major loss is extend of time limit due to which client refuse to purchase
the project. Prince 2 policy is harmful for complex and time bound projects as it requires
long period of time which is not possible to spend on single contract because people
render certain limit of the same so that it is an unsuccessful method.
CONCLUSION
It also involves the criteria of build more effective as well as efficient strategy for
completing specific contract properly along with generating better outcomes. Start up of an
project is essential to direct all events or processes in correct direction to fulfill desired aspects of
18

specific contract to achieve success. It is necessary to observe, analyze and evaluate several
possible risks or uncertainties that may creates problem to conduct renovation activities in proper
manner to change infrastructure of QAHE properly. Prince 2 methodology is an appropriate
technique which provides help to divide projects into manageable and controlled stages properly.
19