University Event Planning & Risk Management

This assignment focuses on planning and executing a university event. It emphasizes the importance of considering risks and potential problems throughout the process. A Work Breakdown Structure (WBS) is utilized to divide responsibilities into manageable segments, allowing for efficient time management and task completion. Additionally, the report aims to attract sponsors by outlining a clear strategy and evaluating different investment options.

Project
Management

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
a) Project initiation document (PID)...........................................................................................1
b) Stakeholder analysis...............................................................................................................5
TASK 2............................................................................................................................................8
Risk Register...............................................................................................................................8
TASK 3..........................................................................................................................................16
Work break down structure (WBS)...........................................................................................16
TASK 4..........................................................................................................................................17
Short report................................................................................................................................17
CONCLUSION..............................................................................................................................18
REFERENCES..............................................................................................................................20

INTRODUCTION
Project management refers to practice of initiation, planning, execution, control and
closure of work of team members by which they can attain organisational goals and attain
success criteria within stipulated time frame (Conforto and et.al., 2016). This project is based on
QAHE (QA Higher Education) who have recently accomplished refurbishment of their
computing labs and teaching rooms in Birmingham, Manchester and London. This is done to
make sure that students have enhanced experience of learning with respect to trending
technologies. To celebrate success of their project they are looking forward to launch an event by
which they can attract more number of students. This report contains detail about initiation of
project, analysis of stakeholders, work breakdown structure (WBS), different risk registers. At
last short report has been presented which contains quality of leadership and sponsors for doing
investment in event.
TASK 1
a) Project initiation document (PID).
It is most momentous artefacts which renders foundation of project. Basically it is
information which is collected by starting a project and its initiation in PRINCE2 obsessed
project environment. Projects in controlled environments (PRINCE2) refers to existing process
based method for effectual management of project (Gauthier and Ika, 2012). In PID short
summary of document is created at initial stage of project, this summary is provided to all who
are interested in knowing details of specific project in terms of methodology used and various
parameters. PID contains information of budget, breakdown of finance, timescale, objectives and
approaches. Below PID plan for QAHE has been provided:
PID Item Check when Complete
Section 1: What is the Project all about? QAHE has accomplished process of
renovation of their teaching rooms and
computing labs in their different
Universities. For this they are launching
an event for publicising this change by
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which they can attract more number of
people.
Project Title Launching of an event
Background Recently refurbishment has been
carried out by QAHE University and
they aims at fascinating more number
of students.
Purpose Rationale behind this event is to attract
more number of students towards their
Universities.
Objectives (and ways in which they can be measured)  Promotion of University by
which large number of students
can be drawn in. It can be
measured by identifying number
of registrations.
 Publicise their refurbishment
among students of Manchester,
London and Birmingham
University. Again it can be
evaluated by number of visitors.
 Gain competitive edge among
other universities.
 Successful accomplishment of
launch event. It can measured
by evaluating each and every
detail of event.
Project Scope By this university will be able to attract
large number of candidates.
Constraints They have small budget, they need to
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design their event accordingly.
Assumptions Management of QAHE is expecting
that by this event they will be able to
acquire more number of students.
Section 2: Why this project should go ahead? This project includes renovation of
computer labs on the basis of latest
technology, this provide students with
acknowledgement of what options they
will have if they will opt to study in
QAHE University.
Business Case: Project Benefits
Cost and Timescale
Cost/ Benefit Analysis
By this QAHE University will be able
to pull in more number of candidates
which will lead to gain competitive
edge within market.
£50,000 and it is a 5 day event
 Locale - £20000
 Food - £10000
 Decoration - £5000
 Amusement - £5000
 Equipments - £10000
Risk Analysis: Risk Identification
Risk Prevention
Lack of finance is major risk due to
which their event can go off track and
appropriate number of students do not
visit.
Operation manager needs to make sure
that budgets are managed properly and
Appropriate strategies for marketing
must be used like advertisement on
social media, newspaper, magazine etc.
3

Risk Management
Risk Monitoring
They need to have backup in terms of
finance so that in case if any kind of
emergency arises then they will be able
to handle that.
Assessment must be carried event
occurs this will enable them to monitor
activities which can lead to interruption
of event before event happens.
Section 3: Who will work on project? Operation manager, technical team and
supporting staff
Roles and responsibilities Operation manager is responsible for
monitoring different activities which
other teams are working on.
Technical team will ensure that new
equipments are working in appropriate
manner and different equipments which
will be installed to carry out event are
responsive.
Support team provides their services to
other teams depending upon their
requirements.
Names of: Project Sponsor
Project Manager
Project Team
Managing Director
Director of operations
Different staff members
Section 4: How and when project will be delivered? This event will be conducted on 2nd to
6th September, 2019
Initial Project Plan QAHE University have renovated their
teaching rooms and computing labs.
Now they have planned to organise an
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event. Initial plan is to carry out
different campaigns by which their
event will be publicised.
Assignments/Milestones After long they have carried out
renovation project and to make it
successful they need to consider certain
aspects like how they can carry out this,
what all can be considered and many
others.
Schedule (Gantt Chart) Provided below
Human Resource Requirements: Project Team Resources, training to employees who
are part of project team to make the
event successful.
Support Staff Resources for managing different
activities which are given to them by
project team
Additional Staff Resources which are necessary for
making guests comfortable.
Project Control:
Monitoring Mechanisms
It includes identification of different
obstacles which can occur during event
and possible solution for them.
Communication Channels and Schedules Event must be properly scheduled and
there must be enhanced communication
channel between different teams so that
things can be done in required format.
b) Stakeholder analysis
Stakeholder Analysis Matrix
5

Stakehold
er Name
Contact
Person
Impact Influence What is
important
to
stakehold
ers?
How they
will
contribut
e within
project?
How they
can block
project?
Strategy
for
managem
ent of
Stakehold
ers
Supplier Jane Smith
smith@pa
g.org
High Broad For
conductin
g an event
manageme
nt requires
resources
which
enable
them to
render
services to
people in
effective
manner.
By this
event,
supplier
will get
opportunit
y to
supply
material.
They are
not
investing
in this
project in
terms of
money but
they have
invested in
terms of
resources
which will
be
required
for
conductin
g this
event.
If supplier
do not
provide
resources
which are
must on
event day
then it will
become
very
difficult
for QAHE
University
to manage
resources
at last
moment.
Project
manager
needs to
remain in
contact
with
supplier
and ensure
that
necessary
resources
are present
within
campus
before 2-3
days.
Sponsors David
david@qa
High High It is
essential
They have
invested
In this
case they
They do
not need
6

he.org for
sponsors
as they
have
opportunit
y to
promote
their
offerings.
If they are
able to
grab this
chance
effectively
then they
can
acquire
significant
growth in
their own
business.
financially
in this
project as
by this
they will
be able to
make
unique
presence
of their
products
in front of
public.
will not
block
project as
sponsor is
Managing
Director
and is
independe
ntly
carrying
out this
event.
any
strategy in
this case,
but they
need
strategy to
manage
their
budget so
lack of
finance do
not occur
at the time
event and
they also
need to
save from
this so that
in case of
urgency
they have
something
by which
they can
handle
situations.
Faculty Carlos
carlos@qa
he.org
Medium High They are
interested
in this
project as
they will
They are
neither
investing
financially
nor in
They can't
block the
event but
if they feel
like if at
As such
they do
not need
to be
managed
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meet their
old
students
and by
acknowled
ging their
achieveme
nts they
will be
motivated
to enhance
their
services.
Furthermo
re, they
will also
get chance
to learn
about new
technolog
y and
work on
them
(Hällgren,
2012).
terms of
resources.
They will
not get
anything
from this
project
that is the
reason
behind
this.
this
moment of
time less
number of
students
will come
due to any
reason
then they
can give
suggestion
s to
manageme
nt.
as they are
working
part of this
University
. It is
essential
that they
all must be
present at
the time of
event so
that they
can
address
different
queries of
students.
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TASK 2
Risk Register
Determination of risk: When any event is organised then certain problems will be faced,
they are referred to as risks. In terms of QAHE, they are about to launch an event by which they
can attract more students. Risks which are involved in this project are mentioned below:
Risk Register
Projec
t Risks
Severity prior to
mitigation
Mitiga
tions
Severity prior to
mitigation
Contin
gency
Plan
Status Owner
Likelih
ood
Impact Rating Likelih
ood
Impact Rating
Inappr
opriate
manag
ement
of
budget
can
lead to
risk of
over
costing
.
3 2 6 Have
extra
funds,
if any
conditi
on
arises
then
they
can
deal
with it
in
efficaci
ous
manner
.
2 2 4 Formul
ate
back
up plan
to
elimina
te such
kind of
risk
and
manag
e
money
in
proper
manner
.
Action
is
comple
te and
is
under
monito
ring
Financ
e
manag
er
If
plannin
3 4 5 Have
coordin
2 2 4 Try to
manag
For
approv
Project
manag
9

g is not
done in
efficaci
ous
way
then
this
will
lead to
disturb
ance in
schedul
e. If
this
happen
s then
it will
lead to
proble
m of
time
(Klein,
Biesent
hal and
Dehlin,
2015) .
ation
with
coordin
ators
e event
within
stipulat
ed time
frame
and
schedul
e
events
accordi
ngly.
al from
Directo
r of
operati
ons
er
Till
now
they
are
using
2 6 5 Acquir
e
knowle
dge of
equipm
2 3 3 Have
speciali
st who
can
present
It is
under
process
ing
Techni
cal
team
10

old
technol
ogies
but
now
they
have
opted
for new
technol
ogy
due to
lack of
knowle
dge
they
can
encoun
ter high
risk.
This
will
lead to
disrupti
on of
their
image
in front
of
crowd.
ents
which
have
been
installe
d
within
univers
ity.
their
equipm
ents to
people.
Adequ 3 4 4 Acquir 2 3 4 It is Under Managi
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ate
resourc
es may
not be
availab
le due
to lack
of
funds
(Madte
r,
Bower
and
Aritua,
2012).
e more
sponso
rs so
that
they
can
have
necessa
ry
funds.
essenti
al to
use
funds
for
primar
y
resourc
es and
then
for
second
ary
needs.
process
ing
ng
directo
r
In this
operati
onal
risk is
involve
d
which
include
differe
nt
activiti
es
which
are to
be
2 1 2 Coordi
nate
with
each
membe
r who
is part
of this
project
either
directly
or
indirect
ly.
3 2 6 Effecti
vely
use
each
strateg
y and
conside
r their
all
aspects
.
It is in
progres
s
Techni
cal
team
12

carried
out on
day of
event
(Seym
our and
Hussei
n,
2014).
If any
kind of
change
s occur
within
policie
s of
govern
ment
before
event is
launch
ed.
Then
they
may
need to
make
change
in their
plannin
Must
be alert
about
govern
mental
policie
s.
Before
plans
are
build
they
must
conside
r all
rules of
govern
ment.
Project
manag
er
13

g.
Risk of
delay
in
supply
of
resourc
es due
to this
there
may be
delay
in
carryin
g out
activiti
es in
event.
2 1 2 Ensure
that
resourc
es have
made
availab
le few
days
before
the
event
has to
be
occurre
d.
2 2 2 Contac
t
supplie
r so
that it
is
ensure
d that
resourc
es are
there at
time
and
quality
is
maintai
ned
within
mentio
ned
budget.
Under
observ
ation
MD
Safety
risks
must
be kept
at
topmos
t
priority
1 4 4 Consid
er all
issues
which
have
occurre
d in
past.
1 2 2 Have
securit
y
guards
and in
case of
any
emerge
Compl
eted
Manag
er of
project.
14

as they
can
have
adverse
impact
on
univers
ity's
image
(Sharp,
Peters
and
Howar
d,
2017).
ncy
contact
police.
Arrang
e
securit
y
guards
and
call to
police
of
emerge
ncy
and for
any
other
things
Risk of
poor
manag
ement
3 2 6 If
things
are not
manag
ed
within
time
then
they
will not
be able
to have
positiv
1 2 2 They
need to
carry
out
rehears
al for
single
time so
that
they
can
evaluat
e time
Waitin
g for
approv
al from
top
manag
ement
Project
manag
er
15

e
impact
on
people.
require
d for
particul
ar
activity
.
Risk of
Murph
y's law
which
says
anythin
g can
go
wrong
(Spalek
, 2013)
.
3 2 3 Set
time to
brainst
orm
what
can
occur
at the
event.
1 3 3 Carry
out risk
assess
ment
before
plannin
g of
event is
done.
Action
s to be
taken
yet
Project
manag
er and
people
involve
d in
this
event
TASK 3
Work break down structure (WBS)
It refers to project deliverable which manages team work into different sections which
can be managed. This aids to accomplish projects within desired time frame with high quality
and effectively. It is a stratified structure which provides outline of project and further breaks it
into small parts (Stellingwerf and Zandhuis, 2013). By this projects can be easily managed and
distributed among team members. It provides outline of project, which makes easy for leader to
work in enhanced way by giving productive advantage to firm or institute.
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Work Breakdown Structure
17

Gantt Chart
Life cycle of event of QAHE event launch will last for 5 days in September during Freshers'
week. In this time span, focus is on following activities:
 Marketing: It is essential for management of QAHE to formulate strategies by which
they can make people aware of upcoming event. For this they need to give advertisement
on newspaper, TV, social media and also contact with alumni.
 Research: Promotional strategies and surveys will assist them to focus on target audience
in suitable manner. Target audience are mainly students, as this is done to have more
them educatee.
 Quality: It will act as a decider whether event will be successful or failure. Therefore
performance and quality of event must be taken into consideration for achieving success.
 Financing: It is essential so that event can be carried out effectively. If adequate funds
are not available then event cannot be successful. Therefore it is necessary for
management to make sure that budget is first utilised in areas where it is must and then
on rest activities.
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Tasks which are discussed above can be accomplished by carrying out subtasks which are
mentioned below:
 Marketing: If adequate students are not present within University then they can have
adverse impact (Vanhoucke, 2014). To acquire large number of candidates it is essential
for them to have latest technologies, machineries and tools by which student can gain
knowledge with respect to recent advancement. QAHE must have effective strategies by
which they can attract large number of students. Basically this event is conducted to
fascinate large number of candidates. They can provide student with demo which
includes visiting in classroom and experiments. By this students will be aware of what all
university have. They need to update their website so that old and present students get to
know about alterations which have been made in University (Conforto and et.al., 2016).
 Quality: It is mandatory to manage quality of services as it is a large scale affair and it is
related with image of University. It is essential to monitor performance in terms of what
was expected and what is obtained.
 Financing: Budget which has been provided by managing director is around £50,000.
Furthermore, sponsors can aid in providing external financial assistance for event, it will
act as back up plan for management in case of any kind of emergency.
 Research: It must be carried out before event is launched. This will enable them to
acknowledge behaviour of target audience. By this they will be able to create promotional
plan on the basis of preferences of audiences.
Milestone
It is a management tool which is used to portray a point related with scheduling of project
(Gauthier and Ika, 2012). This point is related with initiation and completion of work. It helps to
formulate schedule of project. In context of QAHE, work breakdown structure is related with
promotion and experimental awareness as this event is based to pull in new students by which
they can show case their recent facilities.
TASK 4
Short report
This report has been presented to Director of Operations based on different factors. They
have been mentioned below:
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Project Report
QAHE (QA Higher Education) has completed their process of refurbishment of teaching rooms
and computing labs in campus present at Birmingham, London and Manchester. They are
planning to have a launch event to fascinate students and also proclaim their success. Focus of
this report is to identify value of leadership, methodologies which can be used manage project
and recommendations.
Importance of Strong Leadership:
For successful accomplishment of project it is necessary to have quality leadership. Aim of
University is to advertise changes which have been made in project, for this there is necessity of
quality leadership (Glukhov, Ilin and Levina, 2015). It is mandatory for project manager to be
agile and capable to overcome milestones which can occur at the time of hosting of event. As it
is a large event, therefore it is must that someone who has higher capability and knows every
aspect of project must be a project manager so that reputation of University do not get any kind
of dark spot. Furthermore, there must be a team leader who will manage responsibilities of
team. This means that there is appropriate de-legacy of authority.
Methodologies:
Waterfall, agile and prince2 are few methods for management of project which can be used by
QAHE. In Agile methodology life cycle cannot be estimated completely neither scope of
project. It is feasible in case of uncertainty. In this method , progress cannot be measured easily.
In waterfall method each step is mapped means progress flows steadily within every stage. Its
strengths are effective documentation and identification of secondary solutions. But if any
alterations occur then each phase needs to be evaluated again which is time consuming process.
In Prince2, it is customised technique of management which helps to effectual outcome. But in
case of small projects it is not suitable (Greiman, 2013).
Recommendation:
As event is on large scale so it is feasible to opt for Prince2 methodology. Reason behind this is
that this technique provides option for customization which will depend on requirements of
project manager and planning of event.
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CONCLUSION
From above, it can be concluded that project management refers to pre defined process
by which project or events can be organised. By this things can be organised in expected
standards and in impelling way. This report deals with launching of an event for an University
for which it is essential to consider different aspects related with risks and problems which must
be considered. Responsibilities are divided into small segments with usage of work breakdown
structure. This also aids them to analyse how much time is required to carry out particular
segment. Furthermore, short report has been prepared which will assist sponsors to invest in this
event and evaluate different strategies.
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