Project Management Report for QAHE Event

The provided document is a comprehensive report on project management for the QAHE event refurbishment project. It includes a detailed task list with dates and budgets, a Gantt chart, critical path analysis, and a risk register. The report also provides recommendations for project managers to implement the PRINCE 2 methodology in preparing the project management model. The document is well-structured and includes references from relevant books and journals.

PROJECT MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1. Project initiation document.....................................................................................................1
2. Work break down structure.....................................................................................................7
3. Risk register..........................................................................................................................12
4. Short report...........................................................................................................................15
CONCLUSION..............................................................................................................................16
REFERENCES..............................................................................................................................17

INTRODUCTION
Projected tasks, activities and resources managing for a particular piece of work inn a
professionals manner is known as project management plan. There will be implication of various
methodologies which in turn helps in the completion of the projected plan in a right manner and
in precise time duration. In the present report, there will be discussion based on QAHE
university's event regrading refurbishment and renovation of teaching rooms and computing labs.
Managing director of this project is the main sponsor who has aimed at bringing 50,000 pounds
of investment in such event. The report will consist of work break down structure which will be
helpful in defining the adequate outcomes.
MAIN BODY
1. Project initiation document
It has been determined by the project manager theta there developing a PID document would be
beneficial for this event as per determining all the tasks, costs, relevant risks as well as associated
stakeholder.
Title of Project Event planning for QAHE University
Estimated budget £ 50000
Brief breakdown of how you
think this money will be spent
The allocation of fund will be on catering services, event
arrangements, invitations, advertisement and on relevant
facilities.
Start date Mon 04-03-19
Finish date Mon 01-07-19
Project Sponsor
Project Manager
Main objectives The aim of report is for developing a most reliable and
accurate projected event such as:
 To determined potential investors in for the
University.
 To define the development made by university in
improving the teaching, education and learning
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standard in the society.
 To acknowledging people for making adequate
operational analysis over the data base.
Overall suggested approach
(some major points describing
how you will go about achieving
the above objectives)
The approach of this event plan is for introducing the
society with the newly updated and renovated technologies
used for educational activities would be adequate for
society (Kerzner and Kerzner, 2017). Therefore, the new
mode of teaching and learning would have positive
impacts on developing the learning skills and ability
among the young generation.
Any major risks that you would
like to highlight to the sponsor
at this early point in the project
There have been influences of various risks which would
affect and block the project such as insufficiency of funds,
improper catering services, technical issues during event as
well as medical problems to any guest.
Reference(s) for templates/ideas
used to develop this
Budgetary information: For a successful QAHE event, where project managers have
estimated the costs of all the tasks and activities which are to be performed in such as catering
services, invitation to the dignitaries, promoting this event on online as well as offline sources on
which there will be requirement of approximately 50000 pounds. However, allocation of funds in
effective sand value added tasks is the main priority of project manager.
Timescales: To accomplish this projected tasks on which there would be requirement of
effective time lines (Sears and et.al., 2015). Thus, as per determining the pre and post activities
on which there would be need of 109 days.
Objectives: There are some objectives to this projected plan which would be effective in
articulating the main operational targets to be achieved.
 To determined potential investors in for the University.
2

 To define the development made by university in improving the teaching, education and
learning standard in the society.
 To acknowledging people for making adequate operational analysis over the data base.
Approach: The approach of this event plan is for introducing the society with the newly
updated and renovated technologies used for educational activities would be adequate for
society. Therefore, the new mode of teaching and learning would have positive impacts on
developing the learning skills and ability among the young generation.
Key staff: To perform each functions in the proposed project plan on which there will be
requirement of sufficient workforce (Sears and et.al., 2015). Therefore, on which there would be
assignment of various responsibilities to designated people such as:
Designation Duties
Managing director They are entitled for generating the adequate amount of
funds for the operational practices. Thus, they are liable to
sponsor the event on which gathering funds through banks,
personal capital and through investors.
Project manager Their responsibilities are associated with arranging the
entire projected plan with proper scheduling,time and
priority. Making all activities to performed at the correct
time is their main priority.
Catering service manager To serve the best quality and quantity of food and
beverages among the guests which are invited in event.
They are liable to check and taste before serving as well as
ensuring that all the preparation must be based on fresh
ingredients as well as organic.
Technician To create a proxy wall which will not affect the event
program software by any hacker or malware. Along with
this they are also liable for bringing corrective facilities
regarding the sound and lightening (Hornstein, 2015).
3

Event manager To decorate the location as well as arranging all the things
at the right place are their main responsibilities. It is
incorporated with the sitting arrangements as well as
relevant facilities must be satisfactory among guests
Marketing manager They are entitled with the responsibilities that they would
communicate, interact with students, sponsors and various
individual to invite them in event. Along with thus, there
are liable to make promotion of such project on social
medial as well as in news papers.
Other staff There have been various activities which would be
required in event such as taking guest at the campus tour,
arranging their seats, serving them food and drinks etc.
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
4

Managing
director
Suzane high high Creating
identity
in
environ
ment
and
building
proper
reputatio
n.
By generating
proper amount of
funds, creating
reserves as well as
preparing budgets
fro better
allocation.
By not
facilitating the
capital.
Giving them
proper reports
regarding the
expenses as
well as
expected
expenses to be
made in
project.
Project
manager
Mick Medi
um
Me
diu
m
Will
create a
reputatio
nal name
in the
environ
ment as
well as
reliable
identity
which
would
be
beneficia
ry in
having
more
projects
in the
future.
Developing
proper work
environment,
arranging all the
resources such as
workforces,
supplies,
scheduling
activities for each
task etc.
By not making
proper efforts
in
arrangements,
scheduling of
activities as
well as
appointing
proper number
of workforce.
There must be
proper
payments and
regular records
of activities to
be collected
from them.
5

Catering
service
manager
Bruce
catering
services
low med
ium
Creating
the
identity
and
reputatio
n among
the
guests
presente
d in
during
event
They are entitled
with bringing
better quality of
drinks and food
preparations
among the-guests
such as using the
organic as well as
good quality of
ingredients.
Along with this
they must
considered the
quantity of
Not presenting
the proper
quantity of
food and
drinks. Not
bringing best
quality services
(Todorović and
et.al., 2015).
Paying them
properly as per
the requirement
of supplies in
the
preparations.
Technicia
n
Banner medi
um
high Getting
best
amount
of pay-
offs,
creating
the
identity
in
environ
ment.
They are being
liable for
operating the
projector with
considering
proper security
regarding the
software
operations. Along
with this,
checking sound
and lightening
facilities properly.
Not developing
proper security
such as proxy
and installation
of software.
Proper payment
of fees as well
as bringing
them supplies
which are
needed in
technical
operations
during event.
Event
manager
Rita high med
ium
Creating
identity
among
Facilitating the
appropriate
supplies,
Not bringing
best quality
services,
Giving them
proper pay-offs
regarding their
6

sponsors
or
audience
s
decorating the
location, making
proper
arrangement
regarding
accommodations
as well s
appointment of
skilled workforce.
insufficient
number of
workforce,
poor
decoration etc.
activities.
Marketin
g
manager
Abdul medi
um
low Getting
appreciat
ion and
best
rewards.
Analysing the
current market
trend as well as
promoting the
event of QAHE
through effective
sources such as
online and offline
modes.
By not
promoting the
event
sufficiently.
Paying them as
well as taking
regular updates
regarding each
promotional
activities.
Other
staff
Event
man
agent
group
low low Getting
best pay
Greeting guests,
taking them on
campus tour,
making proper
sitting
arrangements as
well as serving
food and drinks
properly
By going on
strike.
They must be
paid enough as
they could be
satisfy with
event
2. Work break down structure
WBS and its importance to project manager:
7

A work break down structure determines that, there have been multiple activities, which
are being scheduled by the project manager in relation with completing the task before the final
deadline.
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-
19
Mon 01-04-
19 11 £1,250.00
2. Venue Selection 2 days Wed 03-04- Thu 04-04-19 1,10 vh£2,500.00
8

19
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
9

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
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- Thu 27-06-19 41 £1,250.00
10

19
8.3 Lunch 2 days Fri 28-06-19 Mon 01-07-
19 42 £1,000.00
Gantt Chart :
11

Critical path analysis:
12

3. Risk register
risk impact Lik
elih
ood
Im
pac
t
Ra
tin
g
Mitigations Lik
elih
ood
Imp
act
Rat
ing
Contingency
Plans
Owner
Raise
in
scope
for
food
mediu
m
2 2 4
There will be
more
preparation,
arrangement of
resources
through which
the dishes will
be prepared
quickly
1 1 2
Arranging the
effective
equipment and
machineries as
well as
communicatin
g with the
nearest super
market for
facilitate the
products at the
right time.
Catering
service
manager
Raise
in
scope
for
mediu
m
3 4 7 Selecting the
location which
would cover
the large
1 2 4 There would
be
arrangement of
proper seats
Event
manager
13

audien
ce
crowd.
Arranging
proper seats
and lightening
& sound
system for
large number
of audiences
In
sufficie
nt
numbe
r of
staff
mediu
m
2 2 4
Appointing of
qualified,
talents and
skilled
workforce
2 3 4
Training will
be given to
staff in
relation with
handling the
multiple tasks.
Project
manager,
event
manager
Medica
l issues
to
guests
during
event
High
3 4 7
Arrangement of
well equipped
ambulance and
necessary drugs5 2 1
Purchasing the
necessary
drugs (Joslin
and Müller,
2015)
Project
manager
risk impactLik
elih
ood
Im
pac
t
Ra
tin
g
Mitigations Lik
elih
ood
Imp
act
Rat
ing
Contingency
Plans
Owner
In
approp
riate
amount
of
funds
High
3 3 6
Creating
accounts,
budgets for
each tasks. 3 6 7
Creating
reserves,
accounts to
allocate costs
Managing
directors,
accountant
and financial
manager
In
adequa
mediu
m
4 3 7 Defining
proper roles
4 5 6 Project
manager,
14

te
coordi
nation
among
workfo
rce
and duties to be
followed
Determining
the adequate
roles and
duties to be
followed by
the
professionals
event
manager
Non
satisfac
tory
quality
of food
low
2 4 6
Checking the
food before
serving 5 4 3
Use of organic
and fresh
ingredients
Catering
service
manager
In
approp
riate
lighten
ing and
sound
mediu
m
4 5 7
Checking
functioning of
each gadgets
and
accessories.
5 6 8
Installing
generators and
inverters
technician
Server
break
down
during
event
High
3 5 3
Controlling the
number of apps
to be stopped. 5 6 7
Installation of
necessary
software
technician
In
sufficie
nt
supplie
s of
food
and
mediu
m
4 3 5 Checking the
quantity
4 5 4 Contacting
super market
for supplies
Catering
service
managers
15

drinks
Conflic
ts
among
workfo
rce
during
events
high
3 5 6
Analysing their
issues and
suggesting
them resolve
their issues. 6 7 8
Assigning
different tasks Project
manager,
event
manager
4. Short report
A. Quality leadership requirements:
Developing proper communicational techniques would be adequate and effective in
relation with improving the quality of leadership during the project management process.
Developing best communication, coordination as well as motivation in the workforce.
B. project management methodology
Methodology Advantages Disadvantages
Agile  It will be helpful in
developing the projected
tasks for the short project
work
 The large project
scope would not fit
in this criteria
Prince 2  It consists proper scheduling
of tasks which would be
modified as per managerial
decisions (Hornstein, 2015).
 It requires expert
efforts in developing
project model.
Waterfall  The work flows as per
completing all the previous
tasks.
 One cannot make
changes in the
previous task as it
has been done or
16

cannot jump to next
before completing
previous one.
Recommendations:
it is being recommended to project managers that they must implicate PRINCE 2
methodology in preparing the project management model.
CONCLUSION
On the basis of above report, on which it can be said that, there have been various tasks
ans activities which were being requires in the QAHE event of communicating the
refurbishment of teaching rooms as well as computing labs. Therefore, on the basis of which it
can be said that, there have been preparation of various tasks lists which would be adequate for
the project manger in completing the tasks, mitigating risks as well as arranging the proper
number of stakeholders for the operations.
17