Project Management Assignment : QAHE University

PROJECT
MANAGEMENT

EXECUTIVE SUMMARY
This present report is based on the case study of QA Higher Education University which have
completed the refurbishment of classes, labs and changing pattern of teaching in different
campuses namely, London, Birmingham and Manchester. Afterwards, University is going to
publicise the refurbishment in freshers week so that students will be aware of new teaching style
in University. By undertaking these all requirements, this report will present the planning of
project by preparing PID document, budget, timescales, WBS, Risk Register for launching of
event of QAHE University.

TABLE OF CONTENTS
EXECUTIVE SUMMARY.............................................................................................................2
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1. Sample project Initiation Document (PID)..................................................................................1
2. Work Break Down Structure (WBS)...........................................................................................4
3. Risk Register................................................................................................................................9
4.a). Significance of Strong Leadership.........................................................................................10
4.b). Project Methodologies...........................................................................................................11
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13
APPENDIX....................................................................................................................................15

INTRODUCTION
Project Management is the application of processes, methods, skills, knowledge and
experience to achieve specific objectives of the project as per the project acceptance criteria
within agreed parameter. It is the discipline of using established principles, process as well as
policies in order to successfully guide a project from conception through completion (Kerzner,
2017). The main advantage of project management is that it keep each and every thing moving
smoothly on time and on budget. In this present report is based on the case study chosen which is
of QA Higher Education University event. The case study revealed the completion of recently
refurbished teaching rooms and computer labs the University in three different campus which are
London, Birmingham and Manchester. In this project manager will plan the entire event by
effectively planning, managing and executing such a project within the allocated budget and
time.
MAIN BODY
1. Sample project Initiation Document (PID)
Budgetary Information
Budget is said to be the key part of the project management as without making budget it
is unable keep the smooth flow of event. Budget is the format statement of the estimated income
and expenses which is based on the goals of the organisation (Turner, 2016). A systematic and
organised budget is one that aids ion allocating the funds and accordingly continues. The reason
behind is that event management required on-site expenses, expenses of technology along with
the promotional expenses. This event of QA Higher Education University needs to be competed
in £50,000, so it is the duty of project manager to complete the whole planning and execution.
Time Scales
Time scale is another essential part of the project management because delays in time
badly affect the outcomes of the event. Time scale shows the total time required for completing
the activities of event. It is the duty of project manager to allocate time to all the activities and
make sure that activities of event are competing in given time. BY allocating the time
accordingly, it will bring more smooth flow of activities without any delays and confusion. Time
scale is shown in the figure of WBS.
Project objectives:
 To attract people and raise awareness about the University.
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 To adopt peak results with minimum efforts.
 To raise the number of admission.
 To enhance the teaching standard through refurbishment.
 To boost the involvement or engagement of employees.
 To enhance the stakeholders involvement such as professors, teachers, students, sponsors,
lecturer etc.
Approaches:
Approached are very essential to accomplish the objectives of the particular event. In
this present event, QA Higher Education University has undertaken some approaches so that they
can execute above project objectives (Bi and et.al., 2017). Here are some approaches which
project manager apply in the event of QA Higher Education which are as follows-
Benchmarking: This is also one of the best approach to achieve the objectives as helps
in comparing the performance of the event in right way. This tools is used by the project
manager in order to track the performance and take effective actions on given time.
Key Performance Indicators: Project manager will use KPI as a tool for evaluating the
performance of the event effectively on regular basis. This tool is mainly used for performance
evaluation. KPI improves the quality, reduces the waste that ultimately enhance the project
outcomes.
Key staff:
In completing thee event and make it successful, it is important to have proper staff
members for carrying the activities of the project.
Staff Required Role in Managing this project
Project Manager The role played by project manager is to
manage the entire event from its scheduling,
budgeting, staffing etc. The prime motto of
University will only be fulfilled by the project
manager in a desired way (ul Musawir and
et.al., 2017).
Project Sponsor Project sponsor is one who provide support to
the event in terms of budget or cash and it is
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said to be important role. It is because it is
unable to complete the project if proper cash is
not available. They also acts a decision maker
and arbitrator.
Risk Manager The role played by risk manager is to identify
the probable risk associated to the project and
plan actions accordingly. Risk register will be
prepared by risk manager.
Functional Manager Functional manager allocate the roles and
responsibilities in team and monitor them on
regular time (Bucero and Englund, 2015).
Stakeholder Analysis:
Stakeholders are the key parts of the organisation or project as they either directly or
indirectly influenced the project operations. Stakeholder analysis is the techniques to determine
as well as evaluate the needs, there contribution, impact on the functions.
Stakeholder Authority Impact Influence Areas of interest Contribution
within the
project
Strategy to
manage them
Project
Manager
Exponent High High Project manager
meet the deliver
the project for the
first time through
proper
specification and
planned
activities.
Project manager
work as an
intermediator
among the
functional
manager and
management of
QA Higher
Education
University.
By providing them
authority to make
decision at the
time of urgency.
Like increasing
budget, changing
location etc.
Project Dominant High High Project Sponsor To provide great Needs to
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Sponsor support in terms
of cash as well
as they tends to
make smooth
flow of
operations and
functions of
event.
communicate the
progress of project,
regular updates
related to the
project as well as
sharing of
informations.
Functional
Manager
Exponent High Medium Smooth flow of
work by
allocating the
roles and on-time
delivery of
project.
Whole team of
project is
managed by
functional
manager.
Requires complete
information from
project manager
and risk register
from risk manager.
Students Blockers Low High High standard of
education
including latest
technology and
reading material.
The success of
QAHE
refurbishment is
decided by the
response of
students.
Needs complete
information about
the refurbishment.
Providing demos
classes.
2. Work Break Down Structure (WBS)
WBS referred to the tool that aids in dividing or segregation the Copley task into smaller
sub tasks. It also allows proper division of roles and responsibilities along with beginning and
close time of the activities (Lock, 2016). Further, it also makes clear about indicating the
milestone of the project.
No. Project Initiation
(Staffing and
13 days Mon 9/9/19 Wed 9/25/19
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Stakeholders)
1 Requirement of staff
members 4 days Mon 9/9/19 Thu 9/12/19 8
2 Organizing meeting
with staff members 6 days Tue 9/10/19 Tue 9/17/19 8,9
3 Stakeholder analysis 5 days Tue 9/10/19 Mon 9/16/19 9
4 Invitations 2 days Tue 9/10/19 Wed 9/11/19 10
5 Designing 4 days Tue 9/10/19 Fri 9/13/19 9,10
6 Assessing 9 days Fri 9/13/19 Wed 9/25/19 12
7 Printing 5 days Wed 9/18/19 Tue 9/24/19 12,13
8 Distribution of card 4 days Tue 9/17/19 Fri 9/20/19 14
9 Project Execution
(RSVP) 23 days Mon 9/16/19 Wed
10/16/19
10 Management and
process of RSVP 5 days Mon 9/16/19 Fri 9/20/19 16
11 Online RSVP 6 days Thu 9/26/19 Thu 10/3/19 16,17
12 Paper RSVP 4 days Thu 9/26/19 Tue 10/1/19 17
13 Materials 9 days Thu 9/26/19 Tue 10/8/19 17,18
14 Processing of payment 8 days Wed 9/25/19 Fri 10/4/19 18
15 Guest Speakers 7 days Mon 9/23/19 Tue 10/1/19 19
16 Project Identification 4 days Wed 9/25/19 Mon 9/30/19 18,19
17 Communications 5 days Mon 9/23/19 Fri 9/27/19 21
18 Scheduling activities 4 days Fri 10/4/19 Wed 10/9/19 21,22
19 Technology used 5 days Fri 10/4/19 Thu 10/10/19 22
20 Checking of sound
system 2 days Fri 10/4/19 Mon 10/7/19 22,23
21 Checking of internet
connection 2 days Wed 10/9/19 Thu 10/10/19 23,24
22 Checking of electric 1 day Mon 10/7/19 Mon 10/7/19 25
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wires
23 Projector Setting 2 days Wed 10/2/19 Thu 10/3/19 26
24 LED setting 3 days Tue 10/1/19 Thu 10/3/19 27,28
25 Setting of CCTV
camera 5 days Thu 10/10/19 Wed 10/16/19 29
26 Checking of Lights 4 days Thu 10/10/19 Tue 10/15/19 28,29
27 Project Closure
(Monitoring) 6 days Tue 10/8/19 Tue 10/15/19
28 Opening of formal
ceremony 3 days Fri 10/11/19 Tue 10/15/19 30
29
Staff member and
students getting a detailed
look of building
2 days Fri 10/11/19 Mon 10/14/19 30,31
30 Sharing of views 1 day Tue 10/8/19 Tue 10/8/19 31
Table 1: Work Break Down Structure in tabular Format
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Gantt Chart:
It is a horizontal bar chart which is evolves as tool for production control. It represet the
total time of the project task on a horizontal axis. With the help of this, one can understand the
time span of the project.
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3. Risk Register
Risk Register is the document that present the total number of risk associated with the
project, how it will impact and what are the actions required to minimize the risk (Hopkinson,
2017).
Severity prior to
mitigation
Severity after
mitigation
Financial
Risk
Likelih
ood
Impa
ct
Ratin
g
Mitigation's Likel
ihood
Impa
ct
Ratin
g
Contingen
cy Plans
Status Owner
F1 The cost of
expenses is
rising as
compared to
actual budget.
2 4 14
Hiring of Financial
Manager that will
organize the cost in a
systematic way as
well as set meeting
with sponsor.
1 3 10
Following
with the
tolerance
of budget
of 12
percent.
Approved Project Sponsor
&
Financial Manger
F2 Lack of
Working Capital
4 3 10
Recruiting Financial
Manager who will
organize the budget
and allocate the cost
to all the activities
2 2 7
Securing
other
activities
to save
from
emergency
risk.
Approved Financial Manger
Operational
Risk
O1 Internal Conflict
5 3 12
Providing training to
employees and
having team building
activities that will
encourage the
interaction of
employees.
3 1 8
Continuou
s
improveme
nt should
be
prioritize.
To be
Approved
Project Manager
O2 Resources Over-
allocation
4 2 10
Crashing techniques
will be applied for
resource levalling.
This techniques
usually consider
existing resources.
2 1 6
Project
should be
wind up in
given or
available
resources.
Approved Project Manager
Reputationa
l Risk
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R1 No proper
Sitting
arrangement
5 4 12
Proper spacing will
be there between
chairs and list of
visitors will be taken
prior. 3 2 8
Extra
availability
of chair.
To be
Approved
Management of
University and
Project Team
R2 Invited guest
able to notice
loopholes 4 5 22
Monitoring of
project plan more
than two times. 3 2 8
Organizing
a small
meeting
with guest.
Pending Project Manager
R3 Technical
Breakdown of
Server 5 5 25
Having generator
and back-up plans.
2 2 7
Installing
high
quality of
technical
items.
To be
Approved
Project Manager
&
Technicians
R4 Probability of
food poisoning
showing
compromise
with the quality. 4 3 20
Hiring of food
quality specialist that
conduct regular
checking and
monitoring of food
and drink section.
1 1 6
Medical
team will
be there
who will
provide
first aid on
any
emergency
.
Approved Project Manager
&
Medical Officer
4.a). Significance of Strong Leadership
Leadership is the essence of effective and successful project management. Leader is one
who initiate the actions and lead the project towards the success. In leading the project towards
the success it requires a person so called leader that have clear vision, clarity in reason,
applicable in scheduling as well as capability to attract a talented as well as efficient team.
Leaders are the enabler who motivate and inspired the team to complete the task on time
(DuBois and et.al., 2015).
Importance of leadership in project management
Decision Making: Project leader is one who take all the critical decisions related to the
project. Decision regarding the budget, time, site and all the important decision are taken by
leader. For effective decision making, leader mostly used democratic leadership style as it bring
more effective result by having different views and opinions.
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Communication: Strong leadership eliminates the communication gap from the project as
they use the best communication tools so that information flow smoothly from one person to
another. Leader have to communicate with different people at different level so that they have
excellent communication skills to interact with people.
Problem Solver: Strong leadership also enable to solving of problems regarding the work
or any other. A good leader is one who have excellent skills for problem solving. It is quite
essential to have solve the issues as fast as possible because it hampers the work (Nasaruddin,
and Rahman, 2016).
It can be said that, if leadership is missing it will lead to arise many issues which surely
affect the project outcomes. Lack of effective leadership result in entire failure of the project or
event. If decision will not be taken accordingly it will surely lead to project failure.
Communication gap also leads to negative impact and raise many types of risk, whereas, delays
or ignorance to the issues or problems will hamper the work along with the productivity.
4.b). Project Methodologies.
Project methodologies are one which manager apply for effective and efficient planning,
implementation as well as accomplishment of the project goals and objectives. There are some
project methodologies which are used by project manager that allows smooth functions and
operations.
Prince2: This is the acronym that stands for Project IN Controlled Environments. This is
the methodology that allows systematic managing of the project. Project manager use this
methodology in order to schedule the task and activities in a profound way. As per the Hughes,
Dwivedi and Rana, (2017) it can be used for managing the quality of project in best possible
way. On the other hand Siegelaub, (2017) argued that, it is very time consuming method and it
have very complex process.
Waterfall: This is the type of methodology that allows to start the next task once it is
completed. The best advantages of this methodology is that it eliminated the word confusion and
overlapping of roles, responsibilities and work. It also makes things clear and proper. While,
Mahadevan, Kettinger and Meservy, (2015) said that, this methodology cannot be applicable on
practical work because when project started there are so many work that needs to be completed
on shirt period of time and if project manager complete one than start other, it will makes delays
and time consuming.
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Agile: This is the type of methodology that promotes day-to-day iteration of testing and
development throughout the life-cycle of software development of the project. This method
allows huge flexibility in work. Whereas, Patwardhan and et.al., (2016) said that this
methodology eliminated the feature of coordination and it is highly complex process of project
management. Further, it is rigid techniques of project management.
Recommendation:
Prince2 will be one of the best methodology that project manager should use as it allows
quality of work by delegating the roles and responsibilities to project team. Each and every task
are planned and schedules in this methodology that raise the productivity and efficiency of
project. Thus, the project manager who is planning the event of QA Higher Education University
should use Prince2 project methodology.
CONCLUSION
From the discussion made above it can be summarised that, successful project et
management needs project initiation document, proper staffing, stakeholder information and
budget to be successful. Further, it also allows systematic planning of risk register so that proper
actions for mitigations can be taken for controlling. Moreover, strong leadership is also very
essential for successful, project launch because mission leadership can lead to project to closure
before completion. Project methodologies were also discussed in this report in which Prince2 is
best techniques that can be applied in the event.
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REFERENCES
Books and Journals:
Bi, H.L and et.al., 2017. Schedule risk management of it outsourcing project using negotiation
mechanism. In Proceedings of the 23rd International Conference on Industrial
Engineering and Engineering Management 2016 (pp. 29-33). Atlantis Press, Paris.
Bucero, A. and Englund, R.L., 2015, October. Project sponsorship: Achieving management
commitment for project success. Project Management Institute.
DuBois, M and et.al., 2015. Leadership Styles of Effective Project Managers: Techniques and
Traits to Lead High Performance Teams. Journal of Economic Development, Management,
IT, Finance & Marketing, 7(1).
Hopkinson, M., 2017. The project risk maturity model: Measuring and improving risk
management capability. Routledge.
Hughes, D.L., Dwivedi, Y.K. and Rana, N.P., 2017. Mapping IS failure factors on PRINCE2®
stages: An application of interpretive ranking process (IRP). Production Planning &
Control, 28(9), pp.776-790.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Lock, D., 2016. Project Management in Construction. Routledge.
Mahadevan, L., Kettinger, W.J. and Meservy, T.O., 2015. Running on Hybrid: Control Changes
when Introducing an Agile Methodology in a Traditional" Waterfall" System Development
Environment. CAIS, 36, p.5.
Nasaruddin, N.A.N. and Rahman, I.A., 2016. Leadership quality for Malaysia Construction
leader to steer a success construction project. In MATEC Web of Conferences (Vol. 47, p.
04006). EDP Sciences.
Patwardhan, A and et.al., 2016. Embracing Agile methodology during DevOps Developer
Internship Program. arXiv preprint arXiv:1607.01893.
Siegelaub, J.M., 2017. How PRINCE2® Can Complement the PMBOK® Guide and Your
PMP®.
Turner, R., 2016. Gower handbook of project management. Routledge.
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ul Musawir, A and et.al., 2017. Project governance, benefit management, and project success:
Towards a framework for supporting organizational strategy implementation. International
Journal of Project Management, 35(8), pp.1658-1672.
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APPENDIX
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