Project Management Report

This project management report examines the launch of an event for QA Higher Education, covering project initiation, stakeholder analysis, work breakdown structure, risk register, and event report. It highlights the importance of strong leadership, explores methodologies like PRINCE2, and provides recommendations for successful event execution.

Project
Management

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
a) Project initiation document.....................................................................................................1
b) Analysis of stakeholders.........................................................................................................2
TASK 2............................................................................................................................................4
Work break down structure.........................................................................................................4
TASK 3............................................................................................................................................6
Risk register................................................................................................................................6
TASK 4............................................................................................................................................9
Short report on event...................................................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Project management refers to discipline in which established procedures, policies and
principles are used to successfully provide guidelines for completion of project. This contain
application of procedures, principles, tools and techniques by which project can be established in
such a way that it fulfil all articulated results (Vanhoucke, 2014). This report deals with QAHE
which provides higher education to student. This University has recently refurbished their
teaching rooms and computing labs in Birmingham, Manchester and London. They are about to
launch event by which they can gain attention of large number of students from different parts.
This report comprises of project initiation document which includes budgetary information,
timescale, stakeholder analysis and objectives. Furthermore, work breakdown structure and risk
registers are identified. At last, short report is presented which comprises of usage of quality
leadership, methodologies and recommendation.
TASK 1
a) Project initiation document
PID refers to essential elements of project management which acts as a foundation for
business project. It acts as a reference point meanwhile completion of project. It contains details
about entire project which are to be implemented. PRINCE2 (Projects in controlled
environment), in this existing methods are used effectively managing project. PID contains short
summary of project which includes details of budget, objectives, timescale, sponsors and many
other (Stellingwerf and Zandhuis, 2013). This PID is prepared before project has started, it is
mainly created to have overview of all essential aspects of project. PID plan for QAHE, who are
looking forward to launch an event for attracting students. This plan is provided below:
Title of project Launching of an event
Computation of budget Budget for this project is approximately £50,000 which has
been provided by Director of Operations. This project is
based on event to show off changes which they have made in
their University related with computer labs and teaching
rooms.
Brief break down of money  Locus - £20000

 Food and beverages - £10000
 Embellishment - £5000
 Entertainment - £5000
 Other resources - £10000
Start date 9th September, 2019
Finish date 13th September, 2019
Project Sponsor Director of Operations or Managing director of University
Project manager
Main objectives (short list of
key business related with why
project is being undertaken)
 Outstanding achievement of event.
 Show off their renovation to gain competitive edge
among other Universities.
 Attract students to their University's of London,
Manchester and Birmingham.
 Publicity of University
Overall suggested approach
(some essential points in
description of how objectives
can be attained)
 Formulate enhanced strategies by which they can
successfully launch their event.
 Website needs to be updated on the basis of events
which they are organising and minute details about
that.
 Create awareness among students with respect to
technologies and changes they have implemented.
Reference(s)
b) Analysis of stakeholders
Individual or group who is interested within organisation is referred to as stakeholder.
These are the people who have interest in successful accomplishment of particular project
(Spalek, 2013). In context of QAHE, stakeholders are persons who are interested in event which
is to be conducted within University. Details of stakeholders are given below:

Students: They are major assets of any University. They are interested in this project as
refurbishment has not been taken place from many years and want to know what all benefits or
enhanced facilities they will get. They are not investing in terms of money as they are interested
to only learn rather than stay there forever. They have stayed in this project because by this they
will be able to acquire knowledge about latest technologies which will make them competitive in
present scenario.
Suppliers: They are people who will be responsible for supplying different resources to
University depending upon their requirement. They are interested in this project because they
will be able to gain money from this event (Sharp, Peters and Howard, 2017). Moreover, when
they will provide enhanced services to University then people who are present their may also get
fascinated by their services which can result in more orders. They are investing in terms of
resources.
Sponsors: They are organisations or individuals who have contributed cost which is
concerned with staging of an event, in return they will advertise their products and services.
They are attracted towards this project as they have got opportunity to show case their products
and they would reflect them in best possible way. For this they have financially invested in this
project. They are associated with this project as they can attract more number of customers
towards their services which will lead to enhancement in their profitability.
Faculty: These are the people who work within University to render their services to
students. They are curious about this project as there University has implemented latest
technology and renovated classrooms this will create a positive working environment.
Furthermore they will also acquire knowledge in terms of recent trends and innovations. They
have not financially invested in project rather they are already furnishing their knowledge to
students .
Alumni: They are students which have passed out from this University. They are curious
to know that what all University is offering to their present students which they never got.
Furthermore, they are more happy to meet their friends after long and it will be a get together for
them (Seymour and Hussein, 2014). They have short interest, that is the reason that they have not
invested anything in terms of finance for this project. They are linked with this event as it will be
like a week out for them and away from all hectic schedule of everyday.

TASK 2
Work break down structure.
It refers to hierarchical tree structure which provides outline of project and segregate
them into it manageable and feasible portions. When work is broken into smaller portions then
these portions can be divided among different teams and work can be carried out respectively
within desired time frame (Madter, Bower and Aritua, 2012). Furthermore, quality of product
can also be maintained effectively as work will be divided among team on basis capabilities of
teams. Leader of a team can provide effectual guidelines to employees by usage of this work
breakdown structure which will make their work easier.
Work Breakdown Structure
Event which is going to be launched in QA Higher Education will span for around 5 days
which will be from 9th to 13th September during Fresher's week. In this event formal ceremony,
visit to buildings and labs, celebratory elements (drinks & food) and many other. In this event
national as well local dignitaries will be invited. Different activities which must be considered
for this event are mentioned below:
 Finance: It is primary and foremost activity which must be carried out. Management of
QAHE and Director of operations needs to formulate proper strategies and must evaluate
that how much they will invest in this event. On the basis of decided amount they need to
focus on primary activities in which they want to out stand. If these activities will not be

carried out effectively then their reputation will be affected. For this their budget must be
properly planned and verified so that any kind of problem do not occur at last moment.
 Quality: Director of operations and team which is involved in this event need to make
sure that services they are offering are good. They are conducting this event to attract
students, for this they need to ensure that they display their latest technologies in
effective way to have good result.
 Marketing: Motive of QAHE is fascinate students and gain competitive advantage
among other Universities. For this they need to use different marketing strategies so that
many people come to know about happening of this event (Klein, Biesenthal and Dehlin,
2015). For this they can give advertisements on social media, TV, newspapers, also
distribute pamphlets and send mails to alumni.
Above mentioned tasks can be completed by usage of subtasks. These subtasks are
provided below:
 Marketing: Success of event will depend on number of guests who have arrived to be a
part of this launch. If number of candidates are less then event is a fail and they will
drastically fail in launching of event which means their objective will not be attained. If
they have adequate number of employees then it means that they have accomplished their
objective (Hällgren, 2012). Management and Director of Operations of QAHE need to
ensure that large number of students come at launch of this event. For this they need to
provide details of their technologies they have implemented in their University. They can
also update their website which must contain images and name of technologies they have
executed in their campus.
 Quality: It is a large scale event and national, local dignitaries will be part of this.
Moreover, this will lead to enhancing of reputation of University but if quality services
are not given then reputation of University will be at stake. For this demo must be carried
out in which they can ensure that how things can be done.
 Financing: Managing Director has provided approx £50,000 for this event. They are
looking forward for sponsors who can increase their budget, this budget will act as a back
up plan for project manager so that in case of emergency they can deal with it.

 Research: Before launching of an event, it needs to be carried. By this they can analyse
behaviour of people for this event. This can be taken by having promotional activities to
acknowledge what people expect from this event.
Milestone
They are management tools which reflect point with respect to project scheduling. It
provides every detail of project from initiation till its completion. By this project schedule can be
formulated (Greiman, 2013). In case of QAHE, work breakdown structure has been used to
organise work effectively by which large number of students can be brought in launching of
event. By this they will be also able to show what they have brought new within their existing
infrastructure.
TASK 3
Risk register.
Risk: It refers to certain hurdles which are faced during accomplishment of specific event
or project (Glukhov, Ilin and Levina, 2015). QAHE is launching their event which is based on
publicise their enhancements which they have done. Risks concerned with launch of event are:
S.
No.
Risk
Description
Probabil
ity
Conseq
uence
Owner Mitigation Continge
ncy
Pre
action
weightin
g score
Post
action
weightin
g Score
1 Inappropriate
management
of budget.
Broad Broad Director
of
operatio
ns
Save funds
for any kind
of
emergency.
Have
back up
plan and
strategies
to
effectivel
y use
money.
8 by 10 7 by 10
2 Inappropriate
planning
which leads
Minimal Negligib
le
Project
manager
Coordinate
with
Predefine
d
planning
7 by 10 5 by 10

to agitation in
schedule.
coordinator
s
must be
done to
avoid
such kind
of risks.
3 Technologica
l risk.
High High Director
of
operatio
ns
Gain
knowledge
of
technology
which have
been
implemente
d.
Training
can be
given to
faculties
on recent
technolog
y.
9 by 10 8 by 10
4 Lack of
resources
High High Director
of
operatio
ns
Try to
involve
more
sponsors by
which funds
can be
raised.
On basis
of major
activities
funds
must be
utilised.
6 by 10 3 by 10
5 Operational
risks
Moderate Reduced Technic
al and
security
team
Acknowled
ge each
member of
team who is
involved in
event.
Take all
aspects
into
considera
tion.
7 by 10 3 by10
6 Alteration in
governmental
policies.
Low Minimal Project
manager
Governmen
t policies
must be
Before
formulati
on of
6 by 10 2 by 10

considered. plans
take into
account
all
policies
which
they must
abide for
launch
event.
7 Delay in
delivery of
resources.
Broad Moderat
e
Manage
r of
operatio
n
Resources
must be
made
available
before
event.
Have
agreemen
t with
suppliers
to have
surety.
9 by 10 1 out of
10
8 Safety risks Normal Wide Project
manager
Have
security
guards at
maximum
places
within
University.
Take into
considera
tion
previous
events.
8 out of
10
5 by 10
9 Poor
management
Reduced Nominal Manage
r of
Project
Formulate
appropriate
schedule of
event.
Rehearsal
of
activities
which are
to be
performe
8 by 10 3 by 10

d on
launch
day.
10 Murphy's
law, which
states
anything can
occur
anytime.
Average Interme
diate
Project
manager
and
people
particip
ating in
launch
event
Brainstorm
what can
occur.
Risk
assessme
nt when
planning
is done.
7 out of
10
6 by 10
TASK 4
Short report on event
This report has been given to Managing Director to provide him details about
methodologies which they can use and effectiveness of leadership (Gauthier and Ika, 2012). This
report is presented below:
Project Report
QA Higher Education has updated their infrastructure which includes computing labs and
classrooms in there campuses which are at Manchester, London and Birmingham. To attract
students they are going to conduct an launch event. This report contains importance of
leadership, methodologies which they can use and recommendations on basis of what is best.
Importance of Strong Leadership:
For completing project successfully, effective leadership plays crucial role. Leader needs to
formulate strategies by which they can give guidelines to team members so that they can work
without hurdles. Aim of this event is to publicise advancements they have made within their
University. Manager of project must be agile so that they can deal with milestones which will
occur in their way. This event must be under one who is having knowledge of each perspective
of this project and must posses effective knowledge about technologies they have used. This

enable him to address any kind of query which may occur in mind of individuals. There needs
to be proper sense of responsibility.
Methodologies:
There are different methods which can be used for project management, some of them are agile,
waterfall and PRINCE2. QAHE can use any method depending upon their suitability. Agile
method can be used when there is uncertainty but scope of project cannot be determined and
also its life cycle. Measurement of progress cannot be attained. Waterfall model can be used
when every step is required in sequence, it has different stages. It provide knowledge about
each step but if one step is not completed then other cannot be carried. If any chance changes
are required then entire life cycle will be changed. PRINCE2 is customised technique in which
changes can be made when they are required. By this enhanced results can be obtained. But for
small projects, it is not appropriate (Conforto and et.al., 2016).
Recommendation:
PRINCE2 can be used effectively in case of large scale project. This technique provides
customisation option. QAHE can use this methodology on the basis of their needs with respect
to launch event. In this if change is required then at that stage only change will be made rather
than entire process.
CONCLUSION
From above it can be concluded that project management plays essential role in
completion of project. It is referred to pre designed method for carrying an event. This will lead
to obtain desired results in trenchant manner. This report contains detail about launching of an
event to make people aware about recent changes University has made within their campus so
that they can have required number of students. Risks are analysed which can occur at any
moment when this event will be conducted. Work breakdown structure has been used to divide
work into segments, so that work on each segment can be carried out simultaneously. It will also
provide details of time which will be required for completion of project. Short story report has
been presented to evaluate importance of leadership and methodology which must be adopted.

REFERENCES
Books & Journals
Conforto, E. C., and et.al., 2016. The agility construct on project management theory.
International Journal of Project Management. 34(4). pp.660-674.
Gauthier, J. B. and Ika, L. A., 2012. Foundations of project management research: an explicit
and six‐facet ontological framework. Project Management Journal. 43(5). pp.5-23.
Glukhov, V. V., Ilin, I. V. and Levina, A. I., 2015. August. Project management team structure
for internet providing companies. In Conference on Smart Spaces (pp. 543-553).
Springer, Cham.
Greiman, V. A., 2013. Megaproject management: Lessons on risk and project management from
the Big Dig. John Wiley & Sons.
Hällgren, M., 2012. The construction of research questions in project management. International
Journal of Project Management. 30(7). pp.804-816.
Klein, L., Biesenthal, C. and Dehlin, E., 2015. Improvisation in project management: A
praxeology. International journal of project management. 33(2). pp.267-277.
Madter, N., Bower, D. A. and Aritua, B., 2012. Projects and personalities: A framework for
individualising project management career development in the construction industry.
International Journal of Project Management. 30(3). pp.273-281.
Seymour, T. and Hussein, S., 2014. The history of project management. International Journal of
Management & Information Systems (Online). 18(4). p.233.
Sharp, J. A., Peters, J. and Howard, K., 2017. The management of a student research project.
Routledge.