Project Management: Refurbishing Classrooms and Computer Labs for Business Students

This report discusses the project management process of refurbishing classrooms and computer labs for business students. It covers topics such as project initiation documents, stakeholder analysis, work breakdown structure, risk register, and a short report. The case study focuses on QAHE's efforts to improve their facilities and increase admissions.

Project
Management

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY..................................................................................................................................3
Project 1...........................................................................................................................................3
Project Initiation Document (PID) & Stakeholder Analysis.......................................................3
Work Breakdown Structure (WBS).............................................................................................6
Project 2...........................................................................................................................................8
Risk Register................................................................................................................................8
Project 3.........................................................................................................................................11
Short Report...............................................................................................................................11
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................14

INTRODUCTION
Project management is the process completing any project or event from the beginning to
the end when organization gets the success or desire outcomes. It is the management practices
which include the planning, implementation, monitoring, controlling and close the work when
team achieve the goals of that project or any event (Anantatmula and Rad, 2018). All the
required information for any specific task contains in the project documentation and they further
build strategies accordingly. This report based on the case study where QAHE wanted to
improve available space for the business students and refurbished the Manchester based campus.
University organize an event where they make parents or students aware about the modification
of classrooms and computer labs. It helps the collage to increase number of admissions due
improving quality of education. This report covers the various topics such as project initiation
documents (PID), stakeholder analysis, WBS, Risk register and short notes.
MAIN BODY
Project 1
Project Initiation Document (PID) & Stakeholder Analysis
It is the document which is prepared by the project manger of any event and it cover
various information about the further actions or activities which they going to perform. It include
the basic information such as scope, objectives, approach, team members, resources required,
risk etc. These are essentially required for the internal as well as external stakeholder’s analysis
or maintain their interest in the business. QAHE wishes to expand space for business students
and ask project managers to refurbish the classes or computer labs. For the success of this
project, they required to build necessary documents which are as follow:
Budgetary Information: In order to complete any task or project, event manager
required budget and further they spend amount accordingly and make sure to complete work in
the budgeted value. QAHE done promotional event where they redevelop the study rooms of
Manchester based campus (Bjorvatn and Wald, 2018). Management approve the £ 100K budget
for this event and project manager should organize all the activities in this budgeted value.
Allocation of resources are mentioned below:
Budget:

Activities Amount (£'000)
Online & offline promotion 15
Advertisement 20
Catering services 35
Entertainment charges 10
Decoration & Sitting Arrangements 15
Other expenses 5
Total Budget 100
Timescale: This factor refers to the duration which required by the project manager to
complete this event or achieve their desired goals & objectives. It is very essential aspect to
perform each task or activity on time in order to complete their project on deadline or meet the
expectations. In QAHE project manager have to manage various activities or organize entire
event, so they need to implement time management and perform accordingly. University
organize the event on 25th of February 2020, so event manager should complete renovation of
classes before that and need to monitor as well. Before 15th February 2020, redevelopment work
should be completed and it will ensure by the managers. In the remaining days they can done any
improvement if required to make this event successful.
Objective: It is the main focus of every project to complete their goals & objectives with
the help of optimum utilization of resources (Cooper and Sommer, 2018). There are some
objectives which QAHE wanted to achieve and all are mentioned below:
 Wanted to refurbished the space or make them available for business students.
 Renovation of classrooms or computer labs helps the students to experience new way of
learning with the help of advanced technology.
 Renovation of teaching space will help university to increase number of admission.
 This event help the students or parents to know about the facilities which they offer and
enhance individual learning or knowledge.
Approaches: In order to complete any task business need to follow relevant approach
which helps them to achieve their goals & objectives in the minimum time as well as resources.

QAHE ask to project managers to organize event and make people aware about the
redevelopment in the campus or develop space for business students. Here project manager
follow the marketing approach make others aware about it. This approx include the various
activities such as online or offline promotions, advertisement etc. For online marketing
university select social media platform to generate awareness among the students regarding
facilities which they going to offer.
Team: In order to complete any project, organizations required to build proper team and
they further distribute the work as per the potential. QAHE appoint project managers who
manage all the activities and make sure that event will be completed effectively. Further project
mangers select their team members as per the requirement such as volunteers, sponsors and
people to perform different task.
Stakeholder Analysis: It is an very essential technique to identify the needs of different
stakeholders and it is also used to identify that which one have interest in the business issues
(Galli, 2018). With the help of this analysis, QAHE University is able to understand the interest
of stakeholders and their role & responsibilities regarding organizations.
Stakeholders Sponsor Alumni Marketing team
Impact High Medium High
Influence High Low High
Role of
Stakeholders
They provide funding
which help the project
manager to complete
their task or perform
each activity as per the
requirement.
Alumni play active role
in such voluntary
events. They share
personal opinion or
area of expertise which
help the project
manager to make their
event successful.
All the members of
marketing team make
sure that to build
strategies to promote or
make people aware
about the event which
QAHE organizing.
Contribution Provide guidance and
direction to empower
project or helps in
developing key
They give actual
suggestions or
feedbacks which help
the QAHE to improve
It help the university to
get success in this event.
Because promotion is
required to make

strategies. Without
financial help, project
unable to complete.
their performance. students or parents
aware about the
educational services
which they offer.
Block the project If sponsor does not
like the event or the
concept, than they can
deny for the funding.
Basically there is no
guarantee for the
financial help which
can block the project.
If students does not
share actual experience
or suggestions than it
can impact the project
and results can be vary
from the desired
outputs.
Marketing strategies
should be according to
the targeted group.
Ineffective promotion
can block the entire
project or become
failure to get success.
Strategies Project manager
should done effective
planning regarding
event which helps in
influencing sponsors
and convince them to
show interest and
financing this project.
Alumni analyse the
work and identify the
issues which can
influence or negatively
affect the promotional
event of QAHE
(Kerzner, 2018).
Marketing team need to
done research and find
the way which help
them to target their
clients or attract many
people as they can with
the help of promotional
activities.
Work Breakdown Structure (WBS)
Work breakdown structure is the tool which is used organize entire work in manageable
sections. Basically, with the help of WBS project manage divide the activities and build separate
strategies in order to compete each task effectively. QAHE wanted to refurbished the available
space for the new students. So they renovation new classrooms and computers labs before the
day of promotional event in the university of Manchester. In the WBS of QAHE, all the activities
divided into various sub items which help the project manager to complete this event and make
sure that it will maximise the outputs (Martinsuo and Hoverfält, 2018). All the activities
categorised which mentioned below:

With the help of above mention work break down structure, it is clearly mentioned that
work will be distributed in the form of initiation, planning, execution, controlling and closing
out. After that, there are many sub items which included and project manager distribute the work
among the team members accordingly.
Gantt chart:
It is the most powerful and effective ways of representing their project activities against
time and make sure to complete each task in the given time period. A list of the operations is on
the left of the map, and a fitting timeframe is located at the top. Any activity is described by a
bar, bar’s position and duration reflects the event's start date, duration and end date. Project
manager divide the activities of refurbishment and guide their team mates to perform
accordingly.

Project 2
Risk Register
It is also known as risk log where each and every risk related to the event mentioned in
the master document where further project manager analyse each risk and provide possible
solutions for it. In context of QAHE, manager identifies the risk which can affect the
promotional event and it will be analysed below:

Risk Owner Mitigation Contingency Pre-
action
score
Post-
action
score
Take more
time to
complete
single activity
Project
managers
Manager assign deadline
for each activity.
If event extended
than it will
generate more cost
for the project.
8 8
Lack of
financial
resources
generate
unexpected
events
Sponsors Project manager need to
maintain some reserves &
surplus for the future
unexpected events.
Due to lack of
money, QAHE
unable to complete
this promotional
event or get
success.
7 8
Lack of
unskilled team
members
Project
manager
Before executing any plan,
managers need to evaluate
the work and ensure that
individual should have
those capabilities to
perform or achieve the
desired outcomes. So they
need to provide proper
training & development
programs to enhance their
skills.
Unskilled members
affect the entire
event or become
the reason of
failure for the
promotional event
of QAHE
universities (Mavi
and Standing,
2018).
6 9
Renovation of
study rooms
not
appropriate as
per the
expectation
Director of
University
Project manger need to
evaluate entire market and
what are the latest demand
of students regarding
advanced learning.
If work does not
meet the
expectations than
there is no benefit
for this event. It
also affects the
7 8

reputation of
QAHE.
Change in the
government
regulations
regarding
education
system
Director Before announcing any
event in the public, they
need to ensure that it will
not break any rules
regarding educations
system.
If any action
indicates towards
non compliance of
rules then
educational
institutes must face
legal
complications.
9 9
Problems
generated due
to technical
issues
Project
manager
It required effective
planning as well as strong
strategies with backup plan
which minimise the risk.
Due to technical
issues, entire event
will destroy and it
negatively affects
the QAHE.
7 9
Change in the
price of
material
Project
manager
With the help of effective
planning manager can
estimate the required
material and order the
stock at single time.
Change in the price
of raw material will
affect the overall
budget.
7 8
Risk related to
the targeted
group
Marketing
team
Before making any
strategy, they need to clear
with target groups. After
that make strategic
decisions accordingly.
Target customers
are students or
parents who are
interested in this
event. If marketing
strategy unable to
attract them, then it
will be a failure of
this event.
5 7
Safety of Project Manager need to focus on Security in the 6 9

individual in
the event
manager individual security &
safety. So they spend on
security guards and placed
at the entrance and camera
surveillance services
provide.
campus will
positively affect
the target groups
and influence them
to become part of
it.
Failure of
event
Project
manager
In order to minimise this
risk, project manager need
to focus on their planning
and the execution. Make
sure that team members
perform their task
effectively.
It will affect the
brand image of
university and
existing students as
well because of
unsuccessful event.
7 8
Project 3
Short Report
Project manager is the responsible person who is accountable for each and every activity
they perform in the event (Rezvani and Khosravi, 2018). After preparing this report, it will be
send it to the project sponsor and make sure that all the required information’s are mentioned and
the used methodologies for this project. It is mentioned below:
Short Project Report
In this case study, QAHE wanted to improve their classrooms and computer labs for the
business students. So they ask their project manager to refurbish the university of Manchester
campus. In order to make people aware about the advanced technology which they going to
offer to the students or enhance their learning experience. So QAHE manager conduct an
promotional event for the awareness’s and try to maximise number of admission in the next
session.
Quality leadership
With the help of project management principle, manager of this event able to translate their

goals with other team members, functional unit etc. Every manager should have this quality of
leadership which make them able to build plans and execute in the specific duration to
maximise its efficiency (Tereso and et. al., 2019). Objective of this event is to use available
space for the business students or provide advanced technology of learning with the help of
renovating computer labs or classrooms. Project manager is responsible for the each activity
and they identify various risks which can impact during the event. So project manager of this
event need to build strategies and coordinate with other team members for the success.
Critically evaluate the methodology which Is used to run the event
In order to execute any plan effectively, project manager adopt various methodologies which
help the organization to achieve business goals & objectives. For the successful outcome of this
event, project manager can follow various methodology such as Agile, Waterfall Model,
PRINCE2 etc. In the Waterfall model, manager divides the software development activities
into different phases which have different objectives. Strength of this model is that no planning
required, cost effective etc. Weakness is unable to change if once applied and it has huge
amount of risk. Agile methodology used for the software development where it responds to the
uncertainty of misconception software. Strength of this methodology is highly flexible, provide
customer satisfaction etc. weaknesses are it creates issues with workflow coordination, face
difficulties at earlier stage etc. PRINCE2 is the process based methodology which is used for
the entire control over the project from initiation to the closed up. Strengths of this model is
predictable, time or cost effective (Zuo and et. al., 2018). Weaknesses are, it does not cover the
soft skills, required skill or experienced persons to implement this model. Above mention all
the methodologies have some positive as well as negative aspects which affect the overall
project and the desired outcomes.
Recommendations
From the above discussion, it has been recommended that project manager of QAHE should
follow Agile methodology because it is highly flexible which is beneficial for the project
manager to modify strategies as per the requirement. In addition, it improves the customer
satisfaction that is very essential for the growth of organizations.

CONCLUSION
Above discussion help the organization to understand that how project management
practices essential for the business. It helps the project manager to evaluate the each requirement
for the successful completion of any project or event. This process required many elements
which need to evaluate such as project initiation document which contain all the relevant
information about the project such as scope, objectives, approaches which going to used etc. In
addition, identify potential risk which can affect the project and further they need to mitigate
with the help of effective solutions.

REFERENCES
Books & Journals
Anantatmula, V. S. and Rad, P. F., 2018. Role of organizational project management maturity
factors on project success. Engineering Management Journal. 30(3). pp.165-178.
Bjorvatn, T. and Wald, A., 2018. Project complexity and team-level absorptive capacity as
drivers of project management performance. International Journal of Project
Management. 36(6). pp.876-888.
Cooper, R. G. and Sommer, A. F., 2018. Agile–Stage-Gate for Manufacturers: Changing the
Way New Products Are Developed Integrating Agile project management methods into
a Stage-Gate system offers both opportunities and challenges. Research-Technology
Management. 61(2). pp.17-26.
Galli, B. J., 2018. Can project management help improve lean six sigma?. IEEE Engineering
Management Review. 46(2). pp.55-64.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley
& Sons.
Martinsuo, M. and Hoverfält, P., 2018. Change program management: Toward a capability for
managing value-oriented, integrated multi-project change in its context. International
Journal of Project Management. 36(1). pp.134-146.
Mavi, R. K. and Standing, C., 2018. Critical success factors of sustainable project management
in construction: A fuzzy DEMATEL-ANP approach. Journal of cleaner production.
194. pp.751-765.
Rezvani, A. and Khosravi, P., 2018. A comprehensive assessment of project success within
various large projects. The Journal of Modern Project Management. 6(1).
Tereso, A. and et. al., 2019. Project management practices in private organizations. Project
Management Journal. 50(1). pp.6-22.
Zuo, J. and et. al., 2018. Soft skills of construction project management professionals and project
success factors. Engineering, Construction and Architectural Management.