Project Management: QA Higher Education (QAHE) Case Study

The paper reflects the different stages and process involved for organizing the event and identifying the risk associated with the project development.

Running head: PROJECT MANAGEMENT
Project Management: QA Higher Education (QAHE) Case
Study
Name of the Student
Name of the University
Author’s Note

1
PROJECT MANAGEMENT
Executive Summary
The paper reflects the different stages and process involved for organizing the event and
identifying the risk associated with the project development. The paper consists of a project
initiation document containing the main objectives estimation of the timeline and budget for
the project. A stakeholder analysis is performed for identifying the stakeholders involved for
organizing the event and their roles and responsibility. A work breakdown structure is created
enlisting the milestone and the sub tasks for management of the activity. A report is prepared
for the project sponsor about the importance of strong leadership and the methodology that
can be adopted for organizing the event.

2
PROJECT MANAGEMENT
Table of Contents
Introduction................................................................................................................................3
Task 1a – Project Initiation Document...................................................................................3
Task 1b – Simplified Stakeholder Analysis.........................................................................10
Task 2 – Simplified Risk Register...........................................................................................11
Task 3 – WBS initial ideas.......................................................................................................14
Task 4 – Report to project sponsor..........................................................................................14
Task 4a – Importance of Strong Leadership........................................................................14
Task 4b – Methodologies.....................................................................................................15
Conclusion................................................................................................................................18
Bibliography.............................................................................................................................19

3
PROJECT MANAGEMENT
Introduction
The report is prepared for arranging a major launch event for the completion of
refurbishment of the teaching rooms and computing labs of QA Higher Education (QAHE) in
three locations such as London, Birmingham and Manchester. The main aim of the report is
to create a project initiation document for the estimation of the budget and schedule needed
for the completion of the project. A simplified stakeholder analysis is performed for
identification of their interest in the project and identifying the process involved for the
management of their need. The risk associated with organizing the event is analysed and a
risk register is created listing the likelihood and impact such that the risks can be reduced.
The report also documents the work breakdown structure listing the summary task and their
lifespan for the project.
Task 1a – Project Initiation Document
Objectives
The main objectives for organizing the events are given below:
 To ensure that an excellent learning environment and access to the latest technology
for supporting teaching and studies are demonstrated in the event
 To identify the resource needed for organizing the event
 To ensure that a project schedule is created enlisting all the activity needed for
organizing the event
 To identify the budget allocated for the project and complete it within the estimated
budget
 To arrange food drinks and invitations for local and national dignitaries for the
management of the project

4
PROJECT MANAGEMENT
 To arrange meetings with the project sponsors and other stakeholders for discussing
the project plan.
Estimated budget
The allocated budget for the project is £50,000, however the estimation is kept lower
than and some extra cash are reserved for handling the different types of risk associated with
organization the event, i.e. £33,800.00
Breakdown of spent budget
The following is the break down given for the budget spent in organizing the event.
Task Name Duratio
n
Start Finis
h
Predecessor
s
Resource Names Cost
Organizing
event for QA
Higher
Education for
demonstratin
g excellent
learning
environment
36 days Mo
n
01-
04-
19
Mon
20-
05-19
£33,800.0
0
Planning
phase for
organizing
event
20 days Mo
n
01-
04-
Fri
26-
04-19
£6,744.00

5
PROJECT MANAGEMENT
19
Selection
of venue
3 days Mon
01-
04-
19
Wed
03-
04-19
Event Manager £1,080.00
Project
approval from
the
stakeholders
2.5 days Thu
04-
04-
19
Mon
08-
04-19
2 Project Manager £1,200.00
Identificati
on guest and
audience
2.5 days Mon
08-
04-
19
Wed
10-
04-19
3 Project Manager £1,304.00
Invitations
to
local/national
dignitaries
6 days Thu
11-
04-
19
Thu
18-
04-19
4 Event Manager £2,160.00
Preparing a
list of audience
2.5 days Fri
19-
04-
19
Tue
23-
04-19
5 Decorator £1,000.00
Distributio
n of invitation
3.5 days Tue
23-
Fri
26-
6 Project Sponsor £0.00

6
PROJECT MANAGEMENT
card to the
dignitaries
04-
19
04-19
Milestone
1:Completion
of planning
phase
0 days Fri
26-
04-
19
Fri
26-
04-19
7 £0.00
Project
execution
phase
11.5
days
Mo
n
29-
04-
19
Tue
14-
05-19
£24,476.0
0
Signing of
agreement
with the
stakeholders
4.5 days Mon
29-
04-
19
Fri
03-
05-19
7 Decorator,Materia
l cost[1]
£21,036.0
0
Arranging
seat
arrangement
2 days Fri
03-
05-
19
Tue
07-
05-19
10 Event Manager £720.00
Developme
nt of
agrrement for
arranging
formal
1.5 days Tue
07-
05-
19
Wed
08-
05-19
11 Business
Consultant
£480.00

7
PROJECT MANAGEMENT
ceremony
Identificati
on of
opportunity
with staffs and
students for
demonstrating
the refurbished
building
1 day Thu
09-
05-
19
Thu
09-
05-19
12 Business
Consultant,Project
Manager
£800.00
Serving
food and
drinks to the
staffs and
students for
celebration
1.5 days Fri
10-
05-
19
Mon
13-
05-19
13 Event
Manager,Food
Manager
£1,080.00
Discussing
the importance
of teaching
rooms and
excellent
learning
environment
1 day Mon
13-
05-
19
Tue
14-
05-19
14 Event Manager £360.00
Milestone 2:
Completion of
0 days Tue
14-
Tue
14-
15 Additional cost[0] £0.00

8
PROJECT MANAGEMENT
execution
phase
05-
19
05-19
Closure
phase
4.5 days Tue
14-
05-
19
Mon
20-
05-19
£2,580.00
Review of
all the activity
2.5 days Tue
14-
05-
19
Thu
16-
05-19
15 Food Manager £900.00
Stakeholde
r sign off
1.5 days Tue
14-
05-
19
Wed
15-
05-19
16 Project Manager £720.00
Documenta
tion
2 days Fri
17-
05-
19
Mon
20-
05-19
18 Project Manager £960.00
Milestone
3: Completion
of final phase
0 days We
d
15-
05-
19
Wed
15-
05-19
19 £0.00

9
PROJECT MANAGEMENT
Start Date
The start date of the project is 01 April 2019
Finish Date
The finish date of the project is 15 May 2019
Project Sponsor
The project sponsor identified for organizing the event is the Managing Director and
he represents the director operation.
Project Manager
The project manager is responsible for management of the different activity listed in
the schedule and monitor the progress of the project for completing the project within the
calculated cost and timeline.
Main Objectives
The main objective for organizing the event is to publicise the students and staffs of
QA Higher Education have excellent learning environment and have the access to latest
technology that helps in supporting the teaching and studying environment and celebrate the
success.
Overall suggested approach
For organizing the event a formal meeting is needed to be arranged with the sponsor
and other stakeholders for identification of the project budget. A project schedule is needed to
be created by listing the activity and identification of the resources needed for the completion
of the project.

10
PROJECT MANAGEMENT
Major risk for the sponsor
There are certain risk associated with the project sponsor for organizing the event that
is if certain activity cannot be completed within the estimated time duration then it causes
incurring of extra cost in the project. The unavailability of the team member responsible for
the completion of the activity also causes missing of deadline and results in project failure.
Task 1b – Simplified Stakeholder Analysis
Name of stakeholder Why they are interested in Project,
whether they are for or against you and
what you are going to do to manage them
throughout the project
Project Manager
Responsible for scheduling the activity and
monitoring it for completing the project
within the estimate budget and cost
Event Manager
Selects the venue for organizes the event,
arranges seating arrangement, sends
invitation to the local and national
dignitaries
Business Consultant
Analyses the scope and opportunity of the
launch event along with the problems for
successfully organizing the event.
Food Manager
Arranges foods and drinks for the staffs and
students attending the ceremony for
celebrating the success with them
Decorator Provides chairs and other decorative
material such as curtain and flower

11
PROJECT MANAGEMENT
decoration for decorating the stage and the
university building.
Project Sponsor
Allocates budget for organizing the event
and celebrates the success of the
refurbishment
Task 2 – Simplified Risk Register
Risk name and description Likelihood and impact, comments on
what you might do to reduce either or
both
Missing of project schedule Likelihood - likely
Impact – high
Mitigation – The progress of the project is
needed to be tracked regularly for avoiding
such circumstances.
Lack of project Budget Likelihood – Not likely
Impact – Low
Mitigation – The insufficient budget can
result in compromising the quality of the
project.
Lack of experience of event Manager Likelihood – Most Likely
Impact – medium
Mitigation – the manager should have
previous experience and attend seminar and

12
PROJECT MANAGEMENT
training session for improving the
managerial skills
Shortage of resources Likelihood - likely
Impact – medium
Mitigation – The allocation of resources is
needed to be managed and unnecessary
allocation is controlled.
Improper Management Likelihood – Most Likely
Impact – high
Mitigation – Appropriate strategy is needed
to be applied and the communication
between the stakeholders is needed to be
improved.
Improper schedule management Likelihood - likely
Impact – Medium
Mitigation – The project is needed to be
completed within the scheduled time and all
the resources are needed to be available.
Improper seating management Likelihood - likely
Impact – Medium
Mitigation – Hiring volunteers for
barricades for segmenting the seats
according to the categories.
Cash flow management Likelihood - likely
Impact – high

13
PROJECT MANAGEMENT
Mitigation – A control is needed to be
enforced on the expenditure for reduce
unnecessary expense in the project.
Improper event handling Likelihood - likely
Impact – high
Mitigation – Appropriate management
strategies are needed to be applied for
handling the events and eliminating the risk.
Missing of project scope Likelihood – Most likely
Impact - High
The scope is needed to be followed for
progressing with the project development
for the completion of the project according
to the schedule.

14
PROJECT MANAGEMENT
Task 3 – WBS initial ideas
0
1
1.1
1.2
1.3
1.4
1.5
1.6
1.7
2
2.1
2.2
2.3
2.4
2.5
2.6
3 4
4.1
4.2
4.3
4.4
Organizing event for
QA Higher Education
for demonstrating
excellent learning
environment
£33,800.00 320 hours
Planning phase for
organizing event
£6,744.00 160 hours
Selection of venue
£1,080.00 24 hours
Project approval from
the stakeholders
£1,200.00 20 hours
Identification guest and
audience
£1,304.00 20 hours
Invitations to
local/national
dignitaries
£2,160.00 48 hours
Preparing a list of
audience
£1,000.00 20 hours
Distribution of
invitation card to the
dignitaries
£0.00 28 hours
Milestone 1:Completion
of planning phase
£0.00 0 hours
Project execution
phase
£24,476.00 112 hours
Signing of agreement
with the stakeholders
£21,036.00 36 hours
Arranging seat
arrangement
£720.00 16 hours
Development of
agrrement for arranging
formal ceremony
£480.00 12 hours
Identification of
opportunity with staffs
and students for
demonstrating the
refurbished building
£800.00 16 hours
Serving food and drinks
to the staffs and
students for celebration
£1,080.00 24 hours
Discussing the
importance of teaching
rooms and excellent
learning environment
£360.00 8 hours
Milestone 2:
Completion of
execution phase
£0.00 0 hours
Closure phase
£2,580.00 48 hours
Review of all the
activity
£900.00 20 hours
Stakeholder sign off
£720.00 12 hours
Documentation
£960.00 16 hours
Milestone 3:
Completion of final
phase
£0.00 0 hours
Task 4 – Report to project sponsor
Task 4a – Importance of Strong Leadership
For the management of the event it is essential to improve the skills and knowledge of
the project and they have good communication with the stakeholders associated with the

15
PROJECT MANAGEMENT
development of the project. The project manager should have a clear vision and well
understand the current scenario such that they can take effective decision for proceeding with
the next level of the project. The leadership style of the project manger should be flexible for
adopting the change management such that new innovation style can be implemented for
completion of the activity with quality.
Different issues can be identified if the project manager lacks in leadership quality
because it cannot influence team members for the completion of the project within the
proposed schedule. If the team member faces difficulty for proceeding with the event
organization they are needed to be managed by the project manager and the lack of leadership
skills can effect the progress of the project. The steps needed to be performed for the
completion of the project is needed to be conveyed to the team members and thus the project
manager should have a good communication skill such that the requirements are clearly
stated and there are no miscommunication for achievement of project success. For
successfully development of the project the qualities of leadership is needed to be utilized
such that no errors are generated during the progress of the project.
Task 4b – Methodologies
Different project management methodologies are need to be used and its strength and
weakness are analysed for its implementation in organizing the event. The following table is
created for the demonstration of the methodologies:
Agile Methodology –
Strength
A continuous delivery can be maintained and the changes in the project needs can be
managed from any of the stages for its adoption in the current project. The model is highly
flexible and the customer satisfaction is higher as the project is closely related with the

16
PROJECT MANAGEMENT
customer. The pieces are delivered constantly and the changes can be made depending on the
customer feedback. It provides a continuous quality assurance and thus provide a quality
project.
Weakness
The project management team can face problem in coordinating the workflow and
needs constant communication with the customer and thus the customer may feel dissatisfied.
At the early stages of development of the event certain difficulties are faced because the
resources, teams and communication for overall vision is needed to be identified. It also lacks
long term planning and the activities are needed to be assembled for its adoption in the
project development lifecycle.
Prince 2 Methodology –
Strength
It provides a guideline for planning the activities involved for the development of the
project and helps the project manager to track the activity and performance of the team
members involved in the development process. It is used for mitigation of the challenges and
risk associated with the project development. The activities are broken into smaller activity
for increasing the efficiency of management of goals and objectives of the project.
Weakness
Document logs are needed to be maintained and thus it increases the effort of the
project manager. The project changes implementation is difficult to be implemented since it
can affect the schedule and incur more time and cost in the project.
Waterfall Model –
Strength

17
PROJECT MANAGEMENT
It can be used for increasing the accuracy in time and cost estimation of a project and
it can be well documented for understanding the requirement of the project. The knowledge
of the project can be transferred for supporting the development process and causing proper
documentation of each of the process involved in project development.
Weakness
Once the project passes its current stage of development it is difficult to go back to the
previous stage and eliminate the errors or changes. It cannot be used for the development of
complex process where the requirement is not clear.
SCRUM –
Strength
It is used as an interactive methodology that is used for testing new type of
development and it is also capable of resolving different errors that can rise during the
progress of the project. The time needed for resolving the error is minimum and thus it can be
applied for the project that needs much changes for its completion.
Weakness
The scrum project have significant issues for the management of scope because it can
increase in budget and time need for organizing the event. The success of the project is
dependent on the collaboration of the project team members and cause project disruption.
After the completion of the weakness and strength for each of the project
development methodologies it has been identified that Agile methodology is best suited for
organizing the event for the university. This is because the methodology supports the changes
in the requirement in the project and aligning the project with the needs of the university. The
risk associated with the project development can be identified and the limitation in the project

18
PROJECT MANAGEMENT
can be eliminated for increasing the efficiency of the event. The users can be involved in
organizing the event and it can be used for scaling the project for collaboration and
negotiation. The need for rework is reduced and a constant progress of the project is shared
with the team members such that the ripple effect can be controlled and thus increasing the
efficiency of the team. It also helps in sharing of cultural culture and efficiencies for moving
forward unitedly and contribute for the project development. It also helps to maintain a good
relationship between the predictability, efficiency and collaboration for getting the best
outcome without increasing the budget of the project. The agile methodology can be applied
for performing multiple function in the project team and can be applied in multiple teams for
analysing the productivity and identification of improvement areas in the project. The
analysis of the productivity can help in understanding the need of additional resources and
finding the values that are not justified with the associated cost allocated for the development.
Conclusion
From the above report it can be concluded that with the creation of the project
initiation document and stakeholder analysis helps in identification of the project requirement
and management of the roles and responsibility of the team members involved for organizing
the event. A simplified risk register is created for enlisting the risk and identifying its impact,
likelihood and mitigation. A work breakdown structure is created for management of the
project activity and identification of the sub task. A report is prepared for the project sponsor
documenting the importance of strong leadership and the methodologies involved for the
development of the project. The importance of strong leadership for the management of the
activities are also documented in the report and the need of good leader is also documented.
The different methodologies that are involved for organizing the event are given in the report
that would help to understanding the limitation and values of the methodologies for
development of the project.

19
PROJECT MANAGEMENT
Bibliography
Buning, R.J. and Gibson, H.J., 2016. The role of travel conditions in cycling tourism:
Implications for destination and event management. Journal of Sport & Tourism, 20(3-4),
pp.175-193.
Crow, M.O., Jones, S., Chelikani, N., El Banayosy, M., Setiadi, H., Long, J., Horstmanshof,
D. and Nelson, K., 2017. Radically Redesigned Approach to LVAD Adverse Event
Management. The Journal of Heart and Lung Transplantation, 36(4), p.S173.
Day, C., Van Niekerk, M. and Okumus, F., 2017. The importance of strategic communication
during change management at palm college of Hospitality and Event Management.
de Carvalho, M.M., Patah, L.A. and de Souza Bido, D., 2015. Project management and its
effects on project success: Cross-country and cross-industry comparisons. International
Journal of Project Management, 33(7), pp.1509-1522.
Getz, D., 2018. Event evaluation: theory and methods for event management and tourism.
Goodfellow Publishers Limited.
Granadillo, G.G., El-Barbori, M. and Debar, H., 2016, November. New types of alert
correlation for security information and event management systems. In 2016 8th IFIP
International Conference on New Technologies, Mobility and Security (NTMS) (pp. 1-7).
IEEE.
Hornstein, H.A., 2015. The integration of project management and organizational change
management is now a necessity. International Journal of Project Management, 33(2),
pp.291-298.
Jones, M.L., 2017. Sustainable event management: A practical guide. Routledge.

20
PROJECT MANAGEMENT
Joslin, R. and Müller, R., 2015. Relationships between a project management methodology
and project success in different project governance contexts. International Journal of Project
Management, 33(6), pp.1377-1392.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John
Wiley & Sons.
Lensges, M.L., Kloppenborg, T.J. and Forte, F., 2018. Identifying Key Agile Behaviors That
Enhance Traditional Project Management Methodology. Journal of Strategic Innovation &
Sustainability, 13(2).
Liu, X., Blaschke, T., Thomas, B., De Geest, S., Jiang, S., Gao, Y., Li, X., Buono, E.,
Buchanan, S., Zhang, Z. and Huan, S., 2017. Usability of a medication event reminder
monitor system (MERM) by providers and patients to improve adherence in the management
of tuberculosis. International journal of environmental research and public health, 14(10),
p.1115.
Milosevic, D.Z. and Martinelli, R.J., 2016. Project management toolbox: tools and
techniques for the practicing project manager. John Wiley & Sons.
Muller, R., 2017. Project governance. Routledge.
Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business and
technology. Routledge.
Olson, E.D. and Brown, E., 2018. Perceptions of students in an event management program
of annotation systems and their influence on student learning. Journal of Hospitality &
Tourism Education, 30(2), pp.118-126.

21
PROJECT MANAGEMENT
Rasnacis, A. and Berzisa, S., 2017. Method for adaptation and implementation of Agile
project management methodology. Procedia Computer Science, 104, pp.43-50.
Turner, R., 2016. Gower handbook of project management. Routledge.
Uhl, A. and Gollenia, L.A. eds., 2016. A handbook of business transformation management
methodology. Routledge.
1.

22
PROJECT MANAGEMENT