Project Management: Project Initiation Document, Budget Breakdown, Stakeholder Analysis

This article covers Project Initiation Document, Budget Breakdown, and Stakeholder Analysis in Project Management. It provides insights into the Trip to Uganda for seeing some interesting sustainable projects. The budget breakdown shows the bifurcation of total value into various expenses that are expected to occur while working on a project. Stakeholder analysis guides in systematically collecting and analyzing qualitative information with the purpose of determining the interest of involved parties to be considered at the time of devising and implementing working.

Project Management

Contents
Contents...........................................................................................................................................2
PART A...........................................................................................................................................1
Introduction......................................................................................................................................1
Project Initiation Document.........................................................................................................1
Budget Breakdown......................................................................................................................6
Stakeholder analysis....................................................................................................................7
PART B.........................................................................................................................................10
Definition of Work Breakdown Structure and importance in a project.....................................10
Definition of Critical Path Analysis and its rationale................................................................11
Tree Diagram of WBS...............................................................................................................11
Tabular format of WBS.............................................................................................................13
REFERENCES..............................................................................................................................16

PART A
Introduction
Project refers to any kind of temporary endeavour that is designed with the hope of
producing unique commodity and service within defined start and ends time for bringing
beneficial values (Nkurunziza and Et. Al., 2019). Project management entails planning as well as
organising resources of a venture for moving towards particular task, event or objective for
completion. It might be one-time project or some continuous activity addition to resources
managed comprising finances, intellectual property, personnel and technology. Key purpose to
manage a project is to produce complete project that complies with objectives and needs of
clients. It also serves purpose of shaping or reforming brief of clients for feasible addressing
objectives of clients. For understanding project management, selected case is of “Trip to Uganda
for seeing some interesting sustainable projects”. QAHE Business Management faculty has made
a new degree course in Sustainable Business that focuses more on environmental along with
ethical business issues. The business Faculty secured funding for supporting two week trip in
Uganda for seeing certain interesting sustainable projects which is intended to arise in May when
other projects are submitted.
The project is prepared in two parts wherein part 1 covers Project Initiation Document
and Stakeholder Analysis. On other hand, Part 2 covers information about Work Breakdown
Structure and Critical Path Analysis.
Project Initiation Document
PID could be termed to a guide for project that clearly lay out justification related to a
project, its objectives and criteria for organisation. In a project, project initiation document
assists by ensuring that all the involved people are aware about things going right from outset. It
provides foundation for all forms of project (Picciotto, 2020). In aspect to project of Trip to
Uganda for seeing some interesting sustainable projects, PID serves purpose of gathering key
planning information which assist steering of working in right direction, establishing clear plan
related to delivery and gaining approval from decision makers addition to stakeholders. It also
helps in capturing together with recording basic information that is required for accurately
defining and planning aspects associated to a project. For the project of Trip to Uganda for
seeing some interesting sustainable projects, Project initiation Document is underneath:
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Project Initiation Document for Trip to Uganda for seeing some interesting sustainable
projects
Particulars Description
Background of project Business Management faculty of QAHE designed a new course for
degree in Sustainable Business so to emphasis more towards ethical as
well as environmental issues facing businesses. Business Management
Faculty secured a funding for supporting a two-week field trip for 30
final year students for seeking certain interesting sustainable projects
in the city of Uganda. With the project of Trip to Uganda for seeing
some interesting sustainable projects, Business Management of QAHE
will improve its relation with public and educational institutions. The
intended start date of the project is March 01, 2022 to May 21, 2022.
Purpose of document For the project of Trip to Uganda for seeing some interesting
sustainable projects, purpose behind developing project initiation
document is to provide foundation for the project. It is used for
identification of essential elements of the proposed project
(Sreedharan and Sunder, 2018). It also represents detailed information
concerned with project including objectives, scope, risks and hence
forth.
Project objectives For the project of Trip to Uganda for seeing some interesting
sustainable projects, key objectives are as follows:
 To discover ample number of ethical and environment issues
faced by businesses in Uganda.
 To help students of QAHE to explore social cultural factors of
Uganda.
 To improve knowledge and awareness of students about
influences of external business environment.
 To develop relations with public, organisations and educational
institutions.
 To build brand reputation at international level.
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Project deliverables Key deliverables of the project that is Trip to Uganda for seeing some
interesting sustainable projects includes improvement of knowledge of
30 final year students about business environment of Uganda about
ethical as well as environment issues impacting enterprises. Further,
the project will result in attracting new students towards QAHE and
develop international relations.
Project scope Scope of project of Trip to Uganda for seeing some interesting
sustainable projects is seeking ample number of ethical together with
business issues that impacts adversely on operations of businesses of
Uganda. Other scope of the project includes improving awareness of
QAHE at international level.
Key assumptions Assumptions of the project that is Trip to Uganda for seeing some
interesting sustainable projects are as follows:
 All the workings will be carried out within set budgetary
aspects (Ansah and Sorooshian, 2018).
 The project will start and end on the date as predicted.
 Project team will conduct meeting time to time for staying on
track.
Budget For the project of Trip to Uganda for seeing some interesting
sustainable projects, budget available for the whole trip includes
£60,000 and £10,000, total of £70,000. Budget is significant for a
project as it determines the cost of each element.
Key Risks In aspect to project of Trip to Uganda for seeing some interesting
sustainable projects, key risks having probability of occurrence are as
follows:
 Financial risk: Chances of going over set budget and issues to
acquire required funds.
 Organisational risk: Problems in planning the trip,
mismanagement of activities including Visa permission delay,
cancellation of hotel bookings, etc.
 Human risk: Loss of interest among students for seeking
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business issues as well as noncompliance of health and
wellness of students (Hassani, El Bouzekri El Idrissi and
Abouabdellah, 2018).
Key success factors key success factors in aspect to project of Trip to Uganda for seeing
some interesting sustainable projects are underneath:
 Building and maintaining effective communication and good
relationships with stakeholders through discussing about each
phase of project.
 Gaining insights about the way people and organisations of
Uganda perceive the business environment.
 Achieving Visa permissions of time.
 Completing all workings of project on time (Kerzner, 2019).
 Considering possible risks.
 Regularly controlling cost, time addition to quality.
 Learning socio cultural factors of Uganda.
Key constraints For project of Trip to Uganda for seeing some interesting sustainable
projects, key constraints are as defined:
 Time: Time constraints of a project is said to schedule to
complete the project. It includes deadlines for each stage of
project and date to rollout end deliverables. Time constraints
for project of Trip to Uganda includes completing the project
in two weeks and having awareness about any type of delays
that can influence the project and its success.
 Cost: Cost constraint is defined to budget of project entailing
all financial resources which are required for completing
working on time as per predetermined scope. For project of
Trip to Uganda for seeing some interesting sustainable
projects, cost constraint includes devising costing track so to
avoid overspending and keeping cost control.
 Quality: Quality constraint emphasises towards features of
deliverables. The project of Trip to Uganda possess quality
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constraint of seeking or discovering certain kind of interesting
sustainable projects.
Overall approach The overall approach of project of Trip to Uganda for seeing some
interesting sustainable projects are as mentioned:
 Researching and booking flights as well as hotels for faculty
and students going to Uganda.
 Developing a team of professionals that go with 30 students in
the trip.
 Providing training to students for using effective macro
environmental frameworks to consider ethical and
environmental issues facing business.
 Booking permissions for visa for people visiting Uganda.
 Organising schedule for students to look and discover certain
interesting sustainable projects in Uganda.
 Providing sessions to students about language, legislations,
tradition and culture followed within Uganda.
 Finalising project as well as achieve goals.
 Providing responsibilities to project manager for controlling as
well as managing each project stage.
Stakeholders involved Stakeholders involved in project of Trip to Uganda for seeing some
interesting sustainable projects are as follows:
 Finance manager of QAHE
 Trip operator
 Student representative
 Managing Director of QAHE
 Parents of students
 Sponsor
 Health and wellness manager of QAHE
 Executive Dean of University of UK
 Office of Uganda’s Embassy consulting in UK
 Marketing management
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Approvals The project of Trip to Uganda for seeing some interesting sustainable
projects needs approval from the following:
 Project manager.
 30 students.
 Educational Tour Operator.
 Departmental head of QAHE.
Budget Breakdown
Budget refers to a financial plan that is set for defined period. Budget breakdown shows
bifurcation of total value into various expenses that are expected to occur while working on a
project (Yazici, 2020). Total budget available for the project of Trip to Uganda for seeing some
interesting sustainable projects £60,000 with additional £10,000 as assumed staff cost. In context
to project of Trip to Uganda for seeing some interesting sustainable projects, budget breakdown
are as follows:
Particulars Amount (In £)
Accommodation 12000
Travel and transportation 5000
Lodging 8000
Entertainment 5000
Visit to organisations and other places 12000
Flights 8000
Other expenses 10000
Total 60,000
Stakeholder analysis
Stakeholders are people involved in project with power and interest. With use of
stakeholder analysis, stakeholders involved in the project are identified and their support is
achieved. Moreover, it assists in assessing a system along with potential changes in it because it
relates to interested addition to relevant parties. Information of the analysis ensure how interest
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of stakeholders is addressed in project program, plan or other action (Brewer and Dittman,
2018). In aspect to project of Trip to Uganda for seeing some interesting sustainable projects,
stakeholder analysis guides in systematically collection along with analysing qualitative
information with the purpose of determining interest of involved parties to be considered at the
time of devising and implementing working. Stakeholders involved in project of Trip to Uganda
for seeing some interesting sustainable projects are as follows:
S.
No
Stakeholder Impact Influence Importance Contribution
to project
Block the
project
Strategy of
engagement
1 Finance
manager of
QAHE
High High Arranging
funds for the
trip and
allotting them
for each
activity.
Direct
investment
activities,
developing
strategies for
higher returns
to investors
and making
timely
payment to
involved
people.
Not
allotting
funds for
activities
and not
approving
timescale at
the time of
flights to
students.
Face to face
conversation
and conference
meeting.
2 Trip operator High Low Facilitating
best possible
travel,
transportation
and other
arrangements
for people
visiting
Uganda.
Making
reservations of
flights, hotels
and tours for
students and
staff of QAHE
to visit
Uganda.
Cancelling
bookings at
last time
and poor
arrangement
for the trip,
Social media
platforms and
conference
meetings.
3 Student
representative
Low Medium Proving details
to each student
Not sharing
details about
Lacks
blocking the
Verbal
communication
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and helping
them in
understanding
project
objective.
the trip and
influencing
students to not
attend trip of
Uganda.
project
working.
and face to face
meetings.
4 Managing
Director of
QAHE
High High Allotting
responsibilities
to faculty and
building
international
relationships.
Supporting
each practice
in the project
(Perkins,
Jugdev and
Mathur,
2018).
Making
changes in
the project
anytime and
not
approving
project
activities.
E-mail
communications
and Phone
Calls.
5 Parents of
students
Low Low Giving
permission to
their children
for going on
the Uganda
trip.
Assisting
students about
how to
behave, work
and carry out
practices in
the trip.
By not
permitting
children for
the trip at
last time.
Signing
agreements at
early project
stages, sending
money to
children and
phone calls.
6 Sponsor High High Supporting the
project,
increasing
credibility,
building
prestige and
improving
image of
QAHE among
public.
Advising and
providing
suggestions
for the trip and
making
decision for
key project
aspects.
Providing
no real
justification
Virtual
meetings,
transparent
communication
and Email.
7 Health and Medium Medium Devising and Ensuring that Do not Online courses
8

wellness
manager of
QAHE
sharing health
and safety
classes with
students going
to Uganda.
all students
and staff
members of
the
establishment
are aware
about safety
procedures in
all kinds of
situations
(Desmond,
2017).
block the
project.
and Email.
8 Executive
Dean of
University of
UK
Medium Medium Teaching
students and
teachers
visiting
Uganda about
sustainable
business along
with its
environment.
Collecting and
exchanging
detailed
information
related to
Uganda trip.
Not
supporting
plans and
procedures
of Trip to
Uganda for
educational
purposes.
Phone calls,
Emails and
open
communication.
9 Office of
Uganda’s
Embassy
consulting in
UK
Low High To receive
detailed
information
about people
going to
Uganda and
providing right
visa.
Issuing Visa
promptly
Rejecting
Visa
Face to face
communication
and E-mail.
10 Marketing
management
Low Low Promoting the
trip, attracting
Devising
advertisements
Sharing
limited
Presenting
project plan,
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sponsors and
enhancing
public
relationship.
for the trip and
creating
awareness
through
positing
images from
Uganda Trip.
information
and not
promoting
the trip.
face to face
conversation
and social
media
platforms.
PART B
Definition of Work Breakdown Structure and importance in a project
Work breakdown structure is termed to a productive technique for making working of
project more manageable as well as approachable (Younus and Younis, 2021). It is a tool that is
utilise in project as a deliverable oriented hierarchical decomposition of practices that are to be
executed by team. In any type of project, it serves purpose of scheduling whole project. In this,
each task duration is planned as per required predecessors along with following practices. It
provides overall plan in the manner that project manager is able to see how project must progress
together with manage workflow properly.
In the project of Trip to Uganda for seeing some interesting sustainable projects, rationale
behind using work breakdown structure is to facilitate fast development of schedule through
allocating effort that are estimated to particular sections. Moreover, work breakdown structure is
significant for the project as it helps in identification of potential scope and provides visual of
whole scope (Currier, Mirza and Downing, 2017). It also assists in assigning responsibilities
addition to accountabilities. It ensures that no deliverables of the project are forgotten and set
objectives are attained on time.
In project, rationale of work breakdown structure is to reduce unnecessary as well as
complicated practices for collection tasks. It also guides in project manager to oversee tasks in
effective manner rather than difficult activities.
Definition of Critical Path Analysis and its rationale
Critical path analysis extents as techniques of project management that needs mapping out
of every individual task that an organisation does from start of its operations to its finished line
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in a particular period of time. This analysis includes determining period of time which is been
taken to complete a project along with all necessities needed for completion of task. This
analysis works as an approach which splits a project into sub units depending on its work base
and calculating the project completion duration by estimating a time. This approach is mostly
used by many organisations as it gives a clear identification of time period that would be taken to
complete a clear task (Porter, 2019). It helps in identifying critical tasks on time basis whether it
will take a long time or a short period of time and is created in form of flow chart. This analysis
gives clarification to tasks that are important to supervise closely and also needs special
attention. Managers of a company use this analysis to understand tasks which needs to be
modified with a motive to save time and energy in the particular project. It gives an assumption
of time which is needed to complete a task which is later on compared with actual time been took
to complete the task.
In relation to project of trip to Uganda for seeing some interesting sustainable projects,
critical path analysis should be done to identifying the time period that is needed for the
completion of this project. This will also help in making strategies regarding project along with
proper division of work among students. Critical path analysis also provide students with the
clarification of giving max to a particular task which in return will save their energy and time
(Kerzner and Saladis, 2017). It will help students in recognising pre-requisites they would be
needing while completing the project. This assumption will later on be required to check the
performance of project on basis of its task completion. Through critical path analysis students
will get an idea of whether they need to intentionally change duration of project by shortening or
by compressing it according to meet its deadline.
Tree Diagram of WBS
In aspect to project of Trip to Uganda for seeing some interesting sustainable projects, tree
diagram of WBS is below:
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Figure 1 Self-Created Work Breakdown structure for project of Trip to Uganda for seeing some
interesting sustainable projects. 2021
(Source: 2 Self-Created Work Breakdown structure for project of Trip to Uganda for
seeing some interesting sustainable projects. 2021)
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Tabular format of WBS
For the project of Trip to Uganda for seeing some interesting sustainable projects, tabular
format of WBS is underneath:
Task Duration Start Finish Predecessor Milestone
1.1
Initiation
and
planning
1.1.1
Developing
project chart
March 31,
2021
1.1.2
Creating plan and
sending it to
stakeholders for
approval
5 March 1,
2021
March 6,
2021
1.1.1
1.1.3
Obtaining
approval
5 March 7,
2021
March 12,
2021
1.1.2
1.1.4
Building team
4 March 13,
2021
March 17,
2021
1.1.3
1.1.5
Exchanging plan
with team and
stakeholders
8 March 18,
2021
March 26,
2021
1.1.4
1.1.6
Planning trip
4 March 27,
2021
March 31,
2021
1.1.5
1.2
Execution
1.2.1
Application for
Visa
8 April 01,
2022
April 09,
2022
1.2.2
Waiting for
approval and
receiving Visa
5 April10,
2022
April 16,
2022
1.2.1
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April 21,
2022
1.2.3
Researching and
booking flights as
well as
accommodation
4 April 17,
2022
April 21,
2022
1.2.2
1.3
Monitoring
and
controlling
1.3.1
Confirming
reservations
2 April 22,
2022
April 24,
2022
May 04,
2021
1.3.2
Analysing and
mitigating risks
5 April 25,
2022
April 31,
2022
1.3.1
1.3.3
Online courses for
students
2 May 01,
2022
May 03,
2022
1.3.2
1.3.4
Controlling
project activities
1 May 04,
2021
May 04,
2021
1.3.3
1.4
Close out
1.4.1
Revising the trip
5 May 05,
2022
May 10,
2022
1.4.2
Receiving files
2 May 11,
2022
May 13,
2022
1.4.1
1.4.3
Feedbacks from
stakeholders
1 May 13,
2022
May 13,
2022
1.4.2
1.4.4
Analysing
deliverables
2 May 14,
2022
May 16,
2022
1.4.3
1.4.5
Goal achievement
1 May 17,
2022
May 17,
2022
1.4.4
1.4.6 2 May 18, May 20, 1.4.5
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Reviewing quality 2022 2022
May 21,
2022
1.4.7
Documentation
2 May 21,
2022
May 21,
2022
1.4.6
15

REFERENCES
Books and Journals:
Nkurunziza, G. and Et. Al., 2019. Business process reengineering in developing economies:
Lessons from microfinance institutions (MFIs) in Uganda. Innovation & Management
Review.
Picciotto, R., 2020. Towards a ‘New Project Management’movement? An international
development perspective. International Journal of Project Management. 38(8). pp.474-
485.
Sreedharan V, R. and Sunder M, V., 2018. A novel approach to lean six sigma project
management: a conceptual framework and empirical application. Production Planning
& Control. 29(11). pp.895-907.
Ansah, R. H. and Sorooshian, S., 2018. 4P delays in project management. Engineering,
Construction and Architectural Management.
Kerzner, H., 2019. Innovation project management: Methods, case studies, and tools for
managing innovation projects. John Wiley & Sons.
Yazici, H. J., 2020. An exploratory analysis of the project management and corporate
sustainability capabilities for organizational success. International Journal of Managing
Projects in Business.
Brewer, J. L. and Dittman, K. C., 2018. Methods of IT project management. Purdue University
Press.
Desmond, C., 2017. Project management tools-software tools. IEEE Engineering Management
Review. 45(4). pp.24-25.
Perkins, D., Jugdev, K. and Mathur, G., 2018. Characteristics of project management assets and
project management process outcomes: an exploratory factor analysis. International
Journal of Information Technology Project Management (IJITPM). 9(1). pp.59-77.
Younus, A. M. and Younis, H., 2021. Conceptual Framework of Agile Project Management,
Affecting Project Performance, Key: Requirements and Challenges. International
Journal of Innovative Research in Engineering & Management (Ijirem).
Currier, B. D., Mirza, R. and Downing, J., 2017. They think all of this is new: Leveraging
librarians' project management skills for the digital humanities. College &
Undergraduate Libraries, 24(2-4), pp.270-289.
Porter, S., 2019. Project management in higher education: a grounded theory case study. Library
Management.
Kerzner, H. and Saladis, F. P., 2017. Project management workbook and PMP/CAPM exam
study guide. John Wiley & Sons.
Hassani, R., El Bouzekri El Idrissi, Y. and Abouabdellah, A., 2018, January. Digital project
management in the era of digital transformation: Hybrid method. In Proceedings of the
2018 International Conference on Software Engineering and Information
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