QA Higher Education Project: Refurbishment of Classrooms and Computer Labs

This report details the project management process for the refurbishment of classrooms and computer labs at QA Higher Education's London campus. It includes a project initiation document, risk register, project plan, and an analysis of the importance of risk management and the limitations of the PRINCE2 methodology. The project aimed to provide students with the latest technology and create an excellent learning environment.

Project Management
QAB020N503S

Contents
Introduction:....................................................................................................................................4
1 Sample Project Initiation Document (PID)...................................................................................5
2 Risk Register.................................................................................................................................7
2.1 Project Plan..........................................................................................................................11
3.....................................................................................................................................................16
3.1 Importance of Risk Management:.......................................................................................16
3.2 PRINCE2 and Methodology:...............................................................................................17
Conclusion:....................................................................................................................................18
Reference:......................................................................................................................................19

Table of Figure:
Figure 1: Cash flow in the project.................................................................................................12
Figure 2: Task cost Variance.........................................................................................................12
Figure 3: Resource cost Variance..................................................................................................13
Figure 4: Cost status of the project................................................................................................13
Figure 5: Cost Details of the project..............................................................................................13
Figure 6: Project Grant chat...........................................................................................................14
Figure 7: Project task.....................................................................................................................15

Introduction:
The QA Higher Education (QAHE) based in London is planning to renovate the computer labs
and teaching rooms as well as for Birmingham campus too. The aim of campus is to provide the
latest technology to the students with including new hardware, software and the network
infrastructure. To complete this project report, the first part will include the information like
timescale, budgetary information, stakeholders and the approach of the project. The second part
will contain the risk register which includes the documented risk with contingency actions and
also includes Gantt chart with dependencies, milestones and summary task. The final part will
contain the short report of quality risk management plans. It will also contain the negative
experience of PRINCE2 methodology and also include the strength and weakness of the project.

1 Sample Project Initiation Document (PID)
“QA Higher Education” project designed for London Campus that is offered the excellent
learning environments and provide the latest technology to support higher and modern education
system. Here I have worked as project manager for the QA Higher Education. QA Higher
Education started on 1st March 2018 and Finished on 2nd July 2018. The project will be
completed in 18 weeks.
QA Higher Education estimated budget is $44,560.00. QA Higher Education sponsored by
Managing Director who managed the Budget allocation and project planned for the project. He is
also taken major decision for the project, Project Manager, and team and also Ratifies the
decisions which taken by team or project manager for the project. Risk Management, issue
Management, and Resource Management for the QA Higher Education project managed by the
Project sponsored. Managing Director as a project sponsored defined the scope of QA Higher
Education (Crawford and Brett 2001).
As Project Manager, I have managed the project time, scope, and budget. I designed QA Higher
Education project plan. Project Manager managed project resource such project team, Technical
manager, and project resources. I have resolved resource issue, review issue, and team issue. The
policy of project is defined by the project manager (Munns, and Bjeirmi, 1996).
The objective of QAHE project:
QA Higher Education is a project which is designed for London campus. It needs full
refurbishment teaching rooms and computing labs with modern technology that provide an
excellent learning environment for the teaching and studies. QAHE project needs a computer
hardware and software infrastructure, network infrastructure need for the communication,
sharing the files, documents, and study materials. They also want to improve IT support desk so
need a local IT support representative that placed forever in the London Campus. Furniture and
peripherals device need for the classroom and computer lab.
The approach of QAHE project:
As Project Manager, I have defined the project approach for the QAHE project. As a project
manager, I have set a meeting the client and get all requirement which needs for the project.
Then, I have made the planning for the project according to the client need and organization
resources. After that, the team selected which is a need for the completion. There are designed
the computer systems according to the user need and connected with WAN network. Project
Manager Analysis the project and defined the project resource, cost, stakeholder and their role,
and early phase issued.
Risk of QAHE project:

QAHE project has a security issue in the WAN network connection. Privacy of data is a major
risk. A third party or hacker may attack the network and steal the data. Project cost may be
increased due to the resource.
Key Staff of QAHE project:
QA Higher Education project key staff is Managing Director who is spooned project so he takes
the decision and approved the budget, time, and scope. He is responsible for the project success
and success. Second key staff is a project manager who is making the planned for the project,
communicate with the client, controlled the project activity and team of QAHE project. Interior
Decorator and Software Engineer are also key staff because they decided the classroom and
computer Interior and established a secure infrastructure of the computer system.
Stakeholder of QAHE project:
A stakeholder is a collection of a person which takes the major decision in the organization that
affects organization activities. Here, I have defined the stakeholder of the QAHE project.
 Project sponsored: He described the project cost and take the decision for the project.
 Project Manager: He managed the project resource, scope, and team and made planned
for the project.
 Architect: he designed the classroom and computer lab environment and solved their
project in the QAHE project.
 Contractor: He finalized the project contractor.
 Interior Decorator: He designed the Interior for the project.
 Software Engineer: He installed all software which needs for the project and testing the
software.
 Hardware engineer: He installed all hardware which needs for the project and testing the
Hardware.
 IT Support Engineer: He provides the support for the communication support and defined
the environmental goals.

2 Risk Register
Severity prior to
mitigation
Severity after
mitigation
Financial Likeli
hood
Impa
ct
Rati
ng
Mitigati
on
Likeli
hood
Impa
ct
Rati
ng
Conting
ency
Plans
Statu
s
Own
er
F
1
Start-
up
costs
and
invest
ments
might
prove
too
steep
to
endure
3
Possi
ble
4
Signi
ficant
4
Med
ium
High
Good
estimati
on and
modelli
ng of
financia
l flows
to
inform
investm
ent
decision
,
expectat
ions and
actions
tbc
Adopt
an
evolvin
g model
2
Unlik
ely
3
Mode
rate
2
Low
Med
ium
Switch
to
phased
implem
entation
Acti
ons
com
plete
-
moni
tor
Proje
ct
Team
Operation
al
Likeli
hood
Impa
ct
Rati
ng
Mitigati
on
Likeli
hood
Impa
ct
Rati
ng
Conting
ency
Plane
Statu
s
Own
er
O
1
Some
influen
tial
stakeh
olders
might
consid
er this
is not
an
approp
4
likely
4
signif
icant
4
medi
um-
high
PR/
comms
strategy
Compre
hensive
stakehol
der
manage
ment
board
support
4
likely
3
mode
rate
3
medi
um
Chief
executiv
e
prepare
d to act
1 to 1
Acti
ons
in
progr
ess
Proje
ct
team

riate
initiati
ve and
therefo
re do
not
adequa
tely
engage
with it
Effectiv
e
commu
nication
with all
stakehol
ders
Demons
trate the
potentia
l
benefits
to the
stakehol
ders
Reputatio
nal
Likeli
hood
Impa
ct
Rati
ng
Mitigati
ons
Likeli
hood
Impa
ct
Rati
ng
Conting
ency
plans
Statu
s
Own
er
R
1
A bad
result
might
dent
our
reputat
ion
and/or
cause
contagi
on for
other
busines
s lines
3
possi
ble
4
signif
icant
4
medi
um-
high
Quality
processe
s,
standard
s,
reviews,
controls,
Essentia
l to have
an
experien
ced
engage
ment
manager
PR/
comms
continge
ncy
plannin
g
3
Possi
ble
4
Signi
ficant
4
Med
ium-
High
Distanc
e new
venture
from the
robust
main
business
For
boar
d
appr
oval
Steeri
ng
com
mitte
e
Technical Likeli
hood
Impa
ct
Rati
ng
Mitigati
ons
Likeli
hood
Impa
ct
Rati
ng
Conting
ency
plans
Statu
s
Own
er
T
1
Less
knowle
3
possi
4
signif
4
medi
Provide
technica
2
unlik
4
signif
4
medi
staff
trained
Acti
ons
Engi
neer

dge of
technic
al
terms
might
fail the
project
ble icant um-
high
l
tanning
to staff
member
s
Technic
al
regardin
g
software
and
hardwar
e
ely icant um-
high
and the
project
does not
fail due
to a
technica
l issue
in
progr
ess
Schedule Likeli
hood
impa
ct
Rati
ng
Mitigati
on
Likeli
hood
Impa
ct
Rati
ng
Conting
ency
plans
Statu
s
Own
er
S
1
An
uncerta
in
schedu
le
delay
the
project
4
likely
3
mode
rate
4
medi
um-
high
Fix a
permane
nt
schedul
e for
member
s
3
possi
ble
3
mode
rate
3
medi
um
Project
complet
ed on
time and
save
cost and
effort
For
boar
d
appr
oval
Proje
ct
team
Client Likeli
hood
Impa
ct
Rati
ng
Mitigati
on
Likeli
hood
Impa
ct
Rati
ng
Conting
ency
plans
Statu
s
Own
er
C
1
Client
respon
sibility
make
the
project
more
popula
r
3
possi
ble
4
signif
icant
4
medi
um-
high
Make
proper
commu
nication
with the
client
3
possi
ble
4
signif
icant
4
medi
um-
high
The
project
will be
more
popular
For
boar
d
appr
oval
Proje
ct
team
Weather Likeli
hood
Impa
ct
Rati
ng
Mitigati
on
Likeli
hood
Impa
ct
Rati
ng
Conting
ency
plans
Statu
s
Own
er
W
1
Weath
er can
affect
some
4
likely
3
mode
rate
4
medi
um-
high
Make
proper
construc
tion
3
possi
ble
3
mode
rate
3
medi
um-
high
Make
proper
building
Acti
ons
In
proc
Proje
ct
team

type of
project
accordin
g to
weather
ess
Political Likeli
hood
Impa
ct
Rati
ng
Mitigati
on
Likeli
hood
Impa
ct
Rati
ng
Conting
ency
plan
Statu
s
Own
er
P
1
Politic
al
related
project
success
rate is
high
3
possi
ble
4
signif
icant
3
medi
um
Make
political
connecti
on
2
unlik
ely
3
mode
rate
2
low
medi
um
Make
commu
nicant
with
political
leader
Acti
ons
in
progr
ess
Proje
ct
team
Environm
ent
Likeli
hood
Impa
ct
Rati
ng
Mitigati
on
Likeli
hood
Impa
ct
Rati
ng
Conting
ency
plan
Statu
s
Own
er
E
1
Create
good
enviro
nment
3
possi
ble
4
signif
icant
4
medi
um
high
Project
complet
e
successf
ully
with
good
team
work
3
possi
ble
4
signif
icant
4
medi
um
high
Make
proper
commu
nicant
Acti
on
com
plete
Proje
ct
team
People Likeli
hood
Impa
ct
Rati
ng
Mitigati
on
Likeli
hood
Impa
ct
Rati
ng
Conting
ency
plan
Statu
s
Own
er
P
1
People
affect
the
project
success
rate
3
possi
ble
4
signif
icant
3
medi
um
high
Project
make
popular
3
possi
ble
4
signif
icant
3
medi
um
high
Proper
commu
nication
In
progr
ess
Proje
ct
team

2.1 Project Plan
QA Higher Education project is managed by the project manager. The project works started
during the summer breaks which is done in the Easter time. As a project manager, I have
designed the project plan for the QA Higher Education. It completed in the 18 weeks with the
nine phases which are described below:
 Planning and Preparation is the first phase that completed in 8 days. It managed by
Architect, and project manager.
 The second phase is a developed phase that completed in 2 days. It developed by the
project manager.
 Access the environment phase completed in 13 days which controlled by IT support
Engineers, Architect, and project manager.
 Four phases are Risk management which managed by IT support Engineers, hardware
engineer, Contractor, and project manager. Risk management phase completed in 14
days.
 Collection of client requirement is the fifth phase that completed in 16 days. It controlled
hardware engineer and interior decorator.
 Classroom construction phase completed in 14 days. Project sixth phase managed by
hardware engineer, and IT support engineer.
 The seventh phase is computer lab construction which completed in 20 days. It managed
by hardware engineer and IT support engineer.
 The testing phase is the eight phases that completed in 27 days. In this phase, hardware
engineer and IT support engineer tested the hardware and software.
 The implementation phase is the last phase of the project that completed in 10 days by the
IT support engineer.
QA Higher Education project cost is $44,560.00. Project Manager hired in $30.00 per hour. The
architect hired in $20.00 per hour. The contractor hired in $25.00 per hour. Interior Decorator
hired in $25.00 per hour. Software Engineer hired in $30.00 per hour. Hardware engineer is hired
in $30.00 per hour. IT support Engineer hired at $25.00 per hour. QA Higher Education project
set the milestone after completed the one phase of the project (Katcherovski, 2012).

Figure 1: Cash flow in the project
Figure 2: Task cost Variance

Figure 3: Resource cost Variance
Figure 4: Cost status of the project
Figure 5: Cost Details of the project

Figure 6: Project Grant chat

Figure 7: Project task

3
3.1 Importance of Risk Management:
A process which used to manage the various risk of an organization like, controlling, identify
and accessing the threats. These risks are related to organizations earnings and capitals and from
other sources like legal liabilities, financial uncertainty, accidents, natural disasters and strategic
management. The process of risk management includes digital assets like proprietary corporate
data. Risk management standards developed by ISO and National Institute of Standards and
Technology including various organization. Here are the main elements of risk management as
follows:
 Established the context
 Identify the risks
 Analyze risks
 Evaluate risks
 Treat risks
 Monitor and review
 Communicate and consult
For refurbishment of classroom and computer labs, these elements are required for the project
management. These elements are followed for identify the risks for educational institute’s
campus. The risk management plan is a preparation of unexpected events for an organization. It
can minimize the risk, extra cost and save money with providing protection for the organization.
A risk management generally includes:
 Avoidance: eliminate a threat to its cause
 Acceptance: accept the consequence of risk, a contingency plan is developed to execute
risk event occur.
 Mitigation: reduce the probability of occurrence to reduce expected monetary value
which is related to the risk event (Stanleigh, M, 2018).
There are various risks which can affect a project of an organization like,
 Cost risk: startup cost and investment in the project is related to cost risk
 Schedule risk: take longer time in the project can increase the cost of project and delay in
project benefits.
 Performance risk: it is related to fail result of a project with its specification.
 Governance risk: related to management and board performance with company
reputation, ethics and community stewardship
 Strategic risk: related to an error in strategy with select a technology which can’t work
properly.

 Operational risk: this risk occurs from poor implementation and other process problems
like distribution, procurement and production.
 Market risk: the market risks include various elements like credit risk, foreign exchange,
liquidity, interest rates, competition and commodity markets.
 Legal risk: arise from regulatory and legal obligation like contract risk and other
litigation which brought against the organization (project-management, 2017).
3.2 PRINCE2 and Methodology:
A structured project management method which used to divide projects into controllable and
manageable stages is known as Projects IN Controlled Environments. It is also a practitioner
certification program. Basically, it was developed as information system projects for UK
government in July 2013. To use the PRINCE2 methodology in this project of QAHE, this is
required to give an answer to some questions before starting it, the questions are like,
 The reason for starting this project
 Date of start the project
 The requirement for the project
 Do it alone or with someone
 Time to take the complete project
 The total cost of the project
This is the basic information to builds the blocks of any projects (Prince2, 2018).
There are so many limitations and drawbacks of PRINCE2 methodology, which is the reason
behind not using it project management QAHE.
 The environment of PRINCE2 is not a controlled environment for customer and users of
a business. It can’t control the stakeholder of an organization as well as the social
environment of the organization. The employee reported about the imprisoned their
process when applying the Prince2 method.
 This method has 10 roles, 33 artefacts types, 8 process and 45 subprocesses with 8
components. These all elements make it too heavy and complex. It requires getting the
knowledge or tanning of Prince2 method to implement it. It is also a reason behind not
use it in QAHE.
 This methodology is theoretically customized and applied on all levels and types. Some
tasks which are contained by Pirce2 methodology have limitations like, predefined
structure and communication protocol (Prasad, S. 2017).
 The prince2 method does not require development and management. It also does not
address the technical solution and validation and verification of a product. It also does not
deal with such things like project portfolio, progress measurement, the scale of project
size and post-deployment phase. Due to all these issues, it misses the important process
of the maintenance process.

 The changes are controlled by Prince2 Method. The main approach which Prince2
method is used is related to agile software projects. The complete work is managed by
techniques and with Gantt-charts. The top-down technique is used to manage the
technique. It has the low level to change process of adaption.
 For planning the Prince2 method, so many documents are required to produce. It
increases the cost and effort with the duration of the project. This is an impact on
projections by the Intergovernmental Panel on Climate change.
Conclusion:
The project of QAHE for refurbishment the classroom and computer lab is implemented
successfully with using various steps. The first part has the budget information with the approach
and key staff and using stakeholders. The risk register explains in the second part of using 10
documented risks. The project plan for QAHE is also implemented in this part by using Gantt
chart and its screenshots. The issues regarding the risk management explain in third part with
drawbacks of Prince2 methodology on QAHE project.

Reference:
Prasad, S. (2017). Available at: https://www.linkedin.com/pulse/limitations-prince2-
methodology-shalen-prasad [Accessed 12 Mar. 2018].
Prince2. (2018). PRINCE2 Methodology |Available at: https://www.prince2.com/eur/prince2-
methodology [Accessed 12 Mar. 2018].
project-management. (2017). Available at: https://project-management.com/types-of-risk-in-
project-management/ [Accessed 12 Mar. 2018].
Stanleigh, M. (2018). Risk Management…the What, Why, and How | | Business Improvement
Architects. Available at: https://bia.ca/risk-management-the-what-why-and-how/ [Accessed
12 Mar. 2018].
Crawford L., and Brett C., 2001. ‘Exploring the Role of the Project Sponsor’ University of
Technology, Sydney, Australia.
Munns, A.K. and Bjeirmi, B.F., 1996. The role of project management in achieving project
success. International journal of project management, Vol.14 issue 2, pp.81-87.
Katcherovski, v. 2012. Project Management 101: What are Milestones?. [Blog] Project
Management Blog.