Project Management Assignment :QAHE

Project Management

Executive summary
The report has been described about a project of organising an event to attract students of
university. It has also discussed about what PID is and the components that are included in
it. Moreover, it has been explained about stakeholder analysis table and risks register that
how it is beneficial for project manager in completion of project. In addition what WBS is
and its role in project has been explained. Besides this, it has been described about
importance of leadership for project manager and different types of project methodologies
that are used in project management.

Table of Contents
Executive summary.........................................................................................................................2
INTRODUCTION...........................................................................................................................1
Project initiation document..............................................................................................................1
Objectives....................................................................................................................................1
Budgetary information.................................................................................................................1
Timescale.....................................................................................................................................2
Approach......................................................................................................................................2
Key staff.......................................................................................................................................2
Stakeholder analysis table................................................................................................................3
Risk register.....................................................................................................................................3
WBS.................................................................................................................................................6
Report to project sponsor.................................................................................................................9
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
A project management plan includes all necessary elements which is required in completing
a project. In that plan it consists of planning, executing, controlling and closing of project. There
is a particular process which is followed (Calderón and Ruiz, 2015). Moreover, the risk can be
identified in it and measures are taken to minimise it. Also, it is useful in finding our budget of
project and approach followed.
This report is about project to launch event to attract students and celebrate success of event
of QA higher education (QAHE). It will describe about budget required, time scale, approach,
etc. followed in project. Furthermore, the stakeholder table is discussed along with risk register.
At last a report is described which is given to project sponsor.
Project initiation document
PID is a foundation of project which consists of all essential details required in project. The
document clarifies objectives, budget, etc. of project. The main purpose of PID is it states what
has to be delivered, when and how. This makes it easy for project manager to develop
stakeholder analysis table and also to identify risk associated with it.
Objectives
In PID the first element defined is objectives of project. It states that what project is all about
and why it is been undertaken. The objectives are determined by discussing it with stakeholders
(Radujković and Sjekavica, 2017). Here, the objectives are as follows :-
1. To advertise success of refurbishment of teaching rooms and computing labs in London.
2. To attract more students from various cities of UK.
3. To make QAHE more competitive in UK.
4. To generate more profits by increasing admission of students.
Budgetary information
Here, the overall budget of project is described. It includes all expenses and costs that is
required for purchasing resources, salary and wages, etc. The project manager should forecast
budget properly so that it gives an insight that how much actual cost is required in project
completion. It segregates budget into different categories. From this project manager can easily
identify resources and allocate it. However, an estimation of budget sets boundary of project.
The total budget allocated by project sponsor that is Managing director is approx £50,000.
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Timescale
It is another crucial element of PID which provide an estimate of time in which project will
be completed (Conforto and Amaral, 2016). By this it becomes easy for project manager to
develop schedule an assign roles to team members. Timescale enables in finding out in how
much time each activity will be completed. Beside it, timescale ensures that all activities are
completed in given time so that there is no delay in project. The event will require almost 6
months to be completed.
Approach
An approach in project management show project activities will be carried out. It is an
entire process through which overall project is completed. The manager should select appropriate
approach based on nature of project. It provides ease in carrying out project in efficient way. In
present project the manager has undertaken several approaches which are described below :-
KPI- It is an approach through which project manager can measure performance of project.
Here, KPI’s are set that depicts value to the extent attained in order to maintain quality and
efficiency of project. By using KPI’s manager is able to maintain quality of project by taking
measuring results in particular time period.
Benchmarking – This is another approach to maintain project outcomes. The manager sets
benchmark and on basis of certain standards performance is evaluated. Here, process is measured
with another process to identify any improvements are needed or not.
Key staff
The project involves key staffs that is responsible for execution and performing various
activities. Moreover, it enables in implementation of project. In QAHE event the staff required is
mentioned below :-
Event planner- The person is responsible for entire planning of event (Costantino, Di Gravio
and Nonino, 2015). They coordinate with project manager and develop plans. There are many
things decided by both from organising of event like selecting location, theme, budget, etc. to its
completion.
Catering services- this staff is completely engaged with food services. They decide food menu
with manager and maintain overall catering services in the event.
Quality manager- In event quality manager is responsible for managing of activities. Here,
manager is accountable for ensuring quality of food, timely delivery of services, etc.
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Sound service vendor- Here, the staff is given role of handling of sound services in event. For
example- speaker, etc.
Stakeholder analysis table
In every project there are some stakeholders who are connected with project. They allocate
resources for project. The manager communicates with them to ensure that stakeholder’s needs
are met. In addition to it, the analysis shows who are the stakeholders involved and what are their
needs. So, in QAHE event project the stakeholder involved are as follows :-
Stakeholder Ways to manage them
Student They are main stakeholder whose needs have to be
identified. The student career development may b
Owner The owner is trustee or government who is running
university (Golini, Kalchschmidt and Landoni, 2015).
They will be benefited if admissions increase in college.
Employee It includes professors in university. They will teach students
various subjects for their growth and development.
Event planner Event planner organise overall event. By conducting this
event it will be able to generate huge revenue and profits.
Universities Their need is to implement similar approach and generate
awareness among students. With help of it, their issues will
be solved regarding refurbishment.
Risk register
A risk register is a document which consists of all risks associated with project. By
identifying risk it is easy for project manager to minimise it by taking appropriate measures.
Moreover, it shows the degree of risk and what action can be taken to respond. By this it
becomes easy to overcome risk. In the event of QAHE various types of risk can occur. They are
mentioned below :-
Risks Probability Impact Responsibilities Action Time
Lack of time High High Project manager To develop
schedule and
5 days
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monitor
activity in
specific time
period.
Environmental
hazard
Medium High Event planner
and project
manager
By doing
environmental
analysis and
taking
appropriate
measures
(Niazi and
et.al., 2016)
3 days
Lack of
resources
Low Medium Project manager By allocating
resources by
determining
needs of each
activity. Also,
monitoring
the use of
resources.
4 days
Insufficient
equipments
Low Medium Project staff The manager
should assign
roles to each
staff to make
them
accountable
for their
work.
3 days
Security
issues
Medium High Quality control Here, quality
control must
evaluate
2 days
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security
measures. The
checklist must
be prepared
regarding
checking of
pass, student
identity, etc.
Improper
weather
conditions
Low High Project manager Event planner
must properly
forecast
weather
conditions
(Demirkesen
and Ozorhon,
2017). There
should be
appropriate
safety
measures
installed.
1 day
Technology
failure
High High Event planner The devices
and systems
must be
properly
checked
before
installations.
There should
be a back plan
developed for
6 days
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it.
Failure of
event
Low High Project manager The manager
must
effectively
promote event
through social
media.
7 days
Lack of staff Low High Event planner Event planner
must make
back up plan
in case of
staff shortage.
1 day
Quality of
food
Medium High Catering
services
The quality
manager
should check
quality of
food.
2 days
WBS
It is systematic structure which segregate components of event into sub tasks. It enables in
maintaining smooth flow of event through completion of activities. WBS organise team work
into project deliverable and different sections.
Task Name Duration Start Finish
Event requirement 17 days Tue 7/23/19 Wed 8/14/19
Identifying needs 2 days Tue 7/23/19 Wed 7/24/19
Framing objectives of
event 2 days Thu 7/25/19 Fri 7/26/19
Selecting location 3 days Mon 7/29/19 Wed 7/31/19
Analysing surroundings 3 days Thu 8/1/19 Mon 8/5/19
Checking safety
measures 3 days Tue 8/6/19 Thu 8/8/19
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Selecting date 2 days Fri 8/9/19 Mon 8/12/19
Setting budget 2 days Tue 8/13/19 Wed 8/14/19
Selecting venue 2 days Thu 8/15/19 Fri 8/16/19
Visiting site 2 days Thu 8/15/19 Fri 8/16/19
Evaluation of site 1 day Thu 8/15/19 Thu 8/15/19
Event attendance 9 days Fri 8/16/19 Wed 8/28/19
Gathering sources of
marketing 3 days Mon 8/19/19 Wed 8/21/19
Printing ads 3 days Fri 8/16/19 Tue 8/20/19
Media promotion 5 days Thu 8/22/19 Wed 8/28/19
invitation 9 days Wed 8/21/19 Sun 9/1/19
design of invitation
cards 2 days Wed 8/21/19 Thu 8/22/19
printing of cards 2 days Thu 8/29/19 Fri 8/30/19
distribution 3 days Thu 8/29/19 Sun 9/1/19
RSVP 4 days Mon 9/2/19 Thu 9/5/19
Process of RSVP 2 days Mon 9/2/19 Tue 9/3/19
Online 1 day Mon 9/2/19 Mon 9/2/19
Selecting materials 1 day Wed 9/4/19 Wed 9/4/19
Making payment 2 days Wed 9/4/19 Thu 9/5/19
event planning 7 days Thu 9/5/19 Fri 9/13/19
staffing plan 2 days Thu 9/5/19 Fri 9/6/19
guest speakers 2 days Fri 9/6/19 Mon 9/9/19
project identification 2 days Mon 9/9/19 Tue 9/10/19
communication 3 days Tue 9/10/19 Thu 9/12/19
scheduling activities 3 days Wed 9/11/19 Fri 9/13/19
Technology 6 days Mon 9/16/19 Mon 9/23/19
selecting devices 3 days Mon 9/16/19 Wed 9/18/19
testing of devices 3 days Mon 9/16/19 Wed 9/18/19
installation 3 days Thu 9/19/19 Mon 9/23/19
Meal planning 8 days Thu 9/19/19 Mon 9/30/19
Menu planning 4 days Thu 9/19/19 Tue 9/24/19
Finalising catering
services 4 days Wed 9/25/19 Mon 9/30/19
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Report to project sponsor
a) It is important in project to maintain quality so that outcomes produced are according to goals
and objectives. It is the responsibility of project manage to ensure that quality is maintained. For
this there are some standards set by manager. It enables in measuring goals with set standards.
Project manager needs to coordinate with staff and stakeholders in order to complete project.
Administration – A project require management of activities for its completion. The manager
needs to establish a process through which activities are done (Eskerod, Huemann and Savage,
2015). Here, staff is able to perform work for which they are accountable.
Coordination – There requires a proper coordination by project manager. It is because to do
work in effective way. Manager must coordinate with everyone and suggest best ways to
complete tasks. By coordination it is easy to involve staff to participate in decision making.
Communication – The project manager communicate with staff and stakeholder to monitor
activities by taking their feedback. Communication helps in maintaining smooth flow of project.
It enable leader to know current situation of project and then to decide next step taken to be
taken. Besides this, leadership provide guidance to staff to achieve goals and objectives.
If leadership is missing in project then it becomes difficult to identify what next activity
is to done and how. Moreover, there will be a lot of confusion among staff regarding their work.
However, staff requires frequent guidance in order to perform their work. Furthermore, if
leadership will not there then time of completing activity will increase. This will lead to rise in
cost (Sunder 2016). In addition to it, there may occur several other issues as well like
mismanagement of task, incompletion of activity, etc. Alongside it, staff may not be able to
understand their role. So, this might result in conflict. For example- technology failure may
occur if device are not properly tested.
b) There are various methodologies which is followed in project management. This support in
effective initiation and completion of project. It helps in smooth running of project and
generating best outcomes. Moreover, the manager is able to analyze every element of project.
Thus, project activities are completed in specified time and resources are utilised effectively. It
depends on project manager and type of project that what methodology is chosen. Basically,
there are three common types of methods used. They are agile, waterfall and PRINCE 2. Here,
each methodology is having separate process to deal with project. Therefore, manager needs to
analyse each one and select appropriate one.
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Methodology Description Strength Weakness
Agile It is a flexible method
as project is entirely
broken down into
several stages (Agile
methodology. 2015).
Here, continuous
improvements is done
in activities of project.
it is mostly used in
complex projects.
The major strength of
agile method is it
focuses on fulfilling
customer expectation.
By making
improvements
customer satisfaction
is increased.
Its weakness is there
is no proper
communication in
work flow. As
activities are broken
coordination is
affected.
Waterfall This method is quite
complex as next task
is started only after
completion of first
task.
Its strength each
activity is effectively
completed with no or
minimum errors
(Calderón and Ruiz,
2015).
The weakness is it
takes a lot of time in
completion of project
as second task gets
started only after
completion of first
one.
PRINCE 2 This methodology is
commonly used by
management. In this
task are properly
schedule with
operations and
activities.
It enables in
maintaining quality of
project along with
effective completion
of activities.
It is a complicated
method to be
followed.
Recommendations
It can be recommended to the project manager to follow agile methodology for
organising event. This will enable in breaking down of event into various stages and then
completing project. Moreover, it will be easy to change activity or make improvement in it. As
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agile method is highly flexible so any mismanagement of activity can be easily simplified in
effective manner. Alongside, this method will help in fulfilling stakeholder satisfaction to attract
more students.
CONCLUSION
It can be concluded that project management is process of planning, executing, etc. of
activities in order to attain specific goals and objectives. A PID is base of project which includes
crucial components like budget, time scale, etc. Also, WBS is a structural break down of project.
Moreover, a stakeholder analysis table consists of name of stakeholder and their role in project.
The risk register is a document that contains different types of risk related to project.
Furthermore, leadership allows project manager to have control over activities. It enables in
monitoring of task and communicating with staff. Alongside, there are basically three
methodologies of project management that are agile, waterfall and PRINCE 2 model.
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REFERENCES
Books and Journals
Calderón, A. and Ruiz, M., 2015. A systematic literature review on serious games evaluation: An
application to software project management. Computers & Education. 87. pp.396-422.
Conforto, E.C. and Amaral, D.C., 2016. Agile project management and stage-gate model—A
hybrid framework for technology-based companies. Journal of Engineering and
Technology Management. 40. pp.1-14.
Costantino, F., Di Gravio, G. and Nonino, F., 2015. Project selection in project portfolio
management: An artificial neural network model based on critical success
factors. International Journal of Project Management. 33(8). pp.1744-1754.
Demirkesen, S. and Ozorhon, B., 2017. Impact of integration management on construction
project management performance. International Journal of Project Management. 35(8).
pp.1639-1654.
Eskerod, P., Huemann, M. and Savage, G., 2015. Project stakeholder management—Past and
present. Project Management Journal. 46(6). pp.6-14.
Golini, R., Kalchschmidt, M. and Landoni, P., 2015. Adoption of project management practices:
The impact on international development projects of non-governmental
organizations. International Journal of Project Management. 33(3). pp.650-663.
Niazi, M. and et.al., 2016. Toward successful project management in global software
development. International Journal of Project Management. 34(8). pp.1553-1567.
Radujković, M. and Sjekavica, M., 2017. Project management success factors. Procedia
engineering. 196. pp.607-615.
Sunder M, V., 2016. Lean Six Sigma project management–a stakeholder management
perspective. The TQM Journal. 28(1). pp.132-150.
Online
Agile methodology. 2015. [online] Available through : <https://www.wrike.com/project-
management-guide/faq/what-is-agile-methodology-in-project-management/>
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