Project Management: Sample Project Initiation Document and Work Breakdown Structure

This document provides an introduction to project management and focuses on the creation of a mobile-phone app for QAHE organizations. It includes a sample project initiation document and a work breakdown structure. The document also discusses risks, communication, and methodologies in project management.

Project Management

Table of Contents
INTRODUCTION...........................................................................................................................1
PROJECT 1......................................................................................................................................1
a) Sample project Initiation document...................................................................................1
b) Work Breakdown Structure................................................................................................4
PROJECT 2......................................................................................................................................8
a) Number of risks..................................................................................................................8
b) Risk Register......................................................................................................................8
PROJECT 3....................................................................................................................................12
Short report:..........................................................................................................................12
a) Communication................................................................................................................12
b) Methodologies..................................................................................................................13
CONCLUSION..............................................................................................................................14
REFERENCES..............................................................................................................................15
Appendix........................................................................................................................................16

INTRODUCTION
The approach to implement the method to conduct any job or mission is known as the
way to schedule, execute, handle, and shut down properly. Project management It must be done
to achieve the targets in a certain period of time. If any project inside the enterprise is required, it
must be known that careful preparation execution is important, since small errors will trigger a
massive issue (Badewi and Shehab, 2016). The current study is concentrated on the creation
of mobile-phone app that offers daily operations-to-day details to QAHE organizations and
groups. In addition, this project contains various activities that are focused on PID, key major
stakeholder analysis, WBS, risk register and short study report. All These are important
for project executives to effectively complete the tasks of the entire project. With the aid of this
optimistic and consistent result, it could be easily accomplished.
PROJECT 1
a) Sample project Initiation document
Project initiation document is consider as a crucial aspect that determine the activities of
project management, scope and all the necessary activities that execute by project team at the
time of implementing the whole project. This will directly contributes in enhancing the
possibilities of accomplishing set goals and target of the project.
Attributes Description
Title of project Developing QAHE-Recreation mobile-phone application.
Project
information
The entire project linked to mobile app of QAHE Recreation. This offer
grater chances to learners/students for effectively improving routine or daily
operations in attempt to enable them with sharing own tasks and key
activities.
Project
background
The key emphasis of lunch is on latest mobile app that helps to grow to
render the whole institute 's operations smoother and more versatile in design.
It would aim to get learners more involved in extra-curricular programs
within QAHE.
Project
methodology
There are numerous methodologies to designing a new mobile application
because it allows the project leader to improve QAHE Recreation again. This
1

requires approaches like traditional, hybrid and web applications. In this
sense, native development involves the usage of platform-specific scripting
languages, developer tools, software packages.
Purpose of the
project
The core primary objective of such project is to create new QAHE Recreation
mobile app with intention of enhancing student participation in extra-
curricular tasks or programs.
Project scope The scope herein such project is broader as it offers possibilities for learners
to participate in extra-curricular activities/programs and also offers day-to-
day information of QAHE groups and society programs. With this aid,
learners can freely publicize their own experiences and communicate
efficiently with everyone.
Key staff
In this undertaken project, many people are involved in accomplishing the
objectives such as human resources manager, research and development
head, marketing & sales manager etc. They all are responsible for carrying
out the activities of developing new mobile device app of QAHE Recreation
as they perform multitasking operations in most efficient way. Also, they
actively take part in decision making process of project through which it s
possible to use resources in most effective way. Furthermore, they handle as
well as manages all problems related to the project (Silvius, 2017).
Key Constraints: Cost: The project cost is estimated is $210k. The cost is being analysed and
examined prior to the development or actual initiation. This hep managers
and employees r team members to easily initiate the undertaken project and
complete it in with in a time period.
Particulars Amount
Market research £40k
Machinery £20K
Materials £20k
Human capital £60k
2

Particulars Amount
Promotional cost £15k
Designing of the product £10k
Packaging £15k
Launching event cost £30K
Total cost £210k
Time: To complete the project, time frame is being analysed around 1.7
years. That assists in development of mobile application. Within the time
period, it involves testing & evaluation of application and which require time
as well as
Quality is being considered as most crucial part of project as it reflects how
the work has been done. So, TQM & JIT are adopted as main approaches or
methods which is used by manager to manage or maintain quality of project
in most efficient way. Through this, it is easier to analyse and examine
whether resources are used properly or not. This results in effective decision
making towards the project. To check quality daily or routine analysis is
being conducted which also results examining of faults or errors during
project or assignment.
Key assumption To implement project activities it is also necessary to have key assumptions
as they linked to launching of new QAHE Recreation mobile application. It
needs to be flexible so that manager is able to determine the overall cost tat
will be occurred during process. As doing this will help in carrying out the
planned activities in well organised manner. Thus when using key
assumption, correct measures are to be used so that everything is done
properly (Sunder, 2016).
Key deliverable Organisation wants to introduce new QUAHE Recreation mobile device
application to students with motive of giving them information about entire
activities & simultaneously they can publish their personal and professional
3

events .
Key success
factors
There are various elements that unpin in achieving success in project. With
undertaken project, manager needs to carry out clear plans with roles/duties
which are being viewed as managing of project activities as a support.
Approvals Then in this, project manager plays vital role as it requires a final approval of
project which depend upon decision of manager.
Stakeholder Analysis: It is important to understand that players play a very important role in
helping the business organization take any of the critical decisions. The corporate company will
understand that such choices will be taken in support of customers if it takes a choice, since they
play an significant role in achieving the goals. There are a number of actors in the system of
QAHE that are explicitly or closely linked to the university and case. Stakeholders will provide
an analysis of any aspect in order to figure out whether or not the company succeeds as needed.
Below is a list showing how one of the interested parties can impact the firm and what is its main
aim in any of the projects.
Name of stakeholder Interest of stakeholder in this project
Students They are vital stakeholders who are really a part of educational
institution and who therefore profit from the latest mobile app.
In addition, they are interested in QAHE Mobile App because it
offers the requisite detail regarding day-to-day programs
(Sanchez and Terlizzi, 2017).
Project Team Such stakeholders are critical to execution of such project
operations leading to the provision and making of new mobile
app.
Management college Such types of stakeholders are inner as they have suggestions
and creative ways to develop/design QAHE Mobile App in
order to increase the likelihood of achieving the set deadlines.
Government These are leading stakeholders who have power/authority to
create rules and procedures about standard of
4

educations regarding students.
b) Work Breakdown Structure
Project Breakdown Structure is one of the modern framework that is useful when
carrying out every project as it clearly explains how research is separated when order to ensure
it. It also enables it to be completed over a certain period of time. This is the way the project
manager will support, as they get the sense of how all of the work to succeed will be done
(Rasnacis and Berzisa, 2017). In view of the developing mobile application, the entire project
has been split in 20 sub-part sections and described below:
1. Establishing Objectives
2. Market-research
3. Choosing of key ideas
4. Developing a plan
5. Designing multiple promotional tasks
6. Developing App.
7. Testing and Checking
8. Evaluation
9. Feasibility of the market
10. Forecasting Demand
11. Purchase of software
12. Evaluate the software
13. Developing a Budget
14. Arrange activities accordingly
15. Monitor activities
16. Conduct promotional activities
17. Launch the application
5

18. Examine the audience's response
19. Hire more representatives
20. Analyse overall effectiveness
6

Critical path:
7

PROJECT 2
a) Number of risks
At stages of completing a specific project concerning creation of new mobile-phone app
consideration of different risks and their analysis is crucial since this assist in offering
comprehensive information regarding routine operations along with some key opportunities for
learners to undertake successful event. There are multiple sort of risks like external factors
risks, ,managerial risk, technical risk, market-concerned risks, communication related risk,
performance risk etc. All such listed risks could adversely affect execution of a project.
Therefore, here this is critical for executives to adequately handle and execute tasks with object
of handling such risks (Meredith and et. al., 2017). It could be accomplished by evaluating along
with improving possibilities of achieving desired and favourable outcomes. Herein, project
executives also form and preserve appropriate and relevant risk register which aid in dealing and
responding to different risk variables in developing and executing project tasks. Here following
table contains details about risk related to respective project in form of risk register, as follows:
b) Risk Register
Below table consists of specific ranking provided: 0 to 5 wherein 0 represent Nil while 5
denotes to high/great, as follows:
Risk Reason Mitigation/ Acceptance
measure/ Avoidance
Ranking
Technical risk Efficient execution of an
acceptable and appropriate
It is crucial that the
project manager focuses
2
8

application is beneficial
for project executives, since it
allows them to complete the
entire project within the
allocated time-frame. Besides
this, the creation of mobile app
is perhaps more challenging
because it took more time-
span and resources to
accomplish (Meng and Boyd,
2017).
on the design of
applications when
setting up new project.
They ought to have
an specific algorithms, a
database, and
customised graphical
user interface. All such
stuffs supports project
executives in dealing
with existing or
potential technical risks
as well as to provide a
assistive framework in
attaining specified
targets/goals.
External risk There're certain growing
external potential threats
associated with new business
applications. The proper
functioning of these operations
is therefore vital.
Successful management
of market analysis is
seen as an effective way
to cope with external
uncertainty as it
facilitates the efficient
and proper developing
of mobile app.
3
Time related risk Limited duration is also big
threats that occur
during execution of project. The
completion of such project is
around 2 months. In the event
that the entire project is not
To fix this problem or
risks, the Gantt chart is
considered to be an
important tool for
promoting the
management of project
1
9

carried out within the timeline
allocated, the effect on project
activities is adversely affected.
operations together with
the allocated timeline.
Risk related with
customers
Distinct-distinct custom needs
and demands of different users
is quite significant concern for a
project's leader which is
generally arise before them
while making and designing
mobile app.
Detailed assessment of
end users and their
expectations and desires
is vital since it tends to
reduce the possible
risks and boost overall
performing efficiency
of project.
3
Performance
related risk
When developing or creating an
app, it's also advisable to
ensuring that this is
being capable of resolving
security vulnerabilities that
emerge through external
influences. Through this phase,
managers pose an increased
risks of operating their new
application.
When coping with this
kind of challenge,
various mechanisms are
needed to help manage
the risks of mobile app
efficiency. As it
involves various
elements like Ram,
Android compatibility ,
iOS as well as many
other, project managers
are trying to reduce the
risk variables that have
had an adverse effect on
new app outputs
(Martens and Carvalho,
2017).
3
Conflict
management risk
Such form of risk too has a
significant direct impact
In order to handle this
form of risk, careful
4
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on activities of a project at the
moment of dispute resolution
among team-workers. The
introduction of innovative
mobile apps requires to be
changed accordingly using an
efficient framework and
features that are subjected to
risk volatility.
management is pertinent
because it allows project
leaders to control
project events in a much
manageable way.
Fund related risk That much costs and spending
plan perform a pivotal function
in creating mobile application.
Supplying the learners with
reasonable information
regarding the new application
together with its costs. As could
be found in application's
software.
Here each single one
project task fund
amount and allocation
basis must be defined to
effective usage and
tracking of funds.
4
Risk related to
the resources
Adequate assignment of all
accessible resources is
incredibly important to the
management of project
operations on the grounds of the
creation of
such new application. In the this
context, adequate resources,
raw materials , equipments and
other strategies are essential to
execute project effectively.
Skilled and Competent
team members as well
as the proper utilization
of all accessible key
resources are
quite valuable or
advantageous to the
mind that can aid in the
efficient development of
phone app. As it allows
learners to report their
own activities and
5
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at same time to collect
all the relevant details
inside the entire QAHE
(Kivilä, Martinsuo and
Vuorinen, 2017).
Market risk In order to create then launch
mobile app, thorough market
research is needed to help prove
the relevant knowledge about
mobile applications. While it
will help to cater efficiently to
all market key demands and
requirements
Sensible market
research would be
fruitful because it allows
consumers to recognize
their real expectations
and requirements for
such a new application
before launching.
4
Communication
related risk
It is essential for the project
managers to allow clear contact
amongst team members
in attempt to transmitting the
necessary facts/details
regarding mobile phone
applications adequately.
Through having a stronger
teamwork project manager, it is
easy to satisfy consumer
demands/specifications for a
specific feature in app (Kerzner,
2018).
In attempt to offer
relevant
details/information,
university managing
personnel distributing
promotional pamphlets
which shows the general
details regarding
features and creation of
such new mobile-phone
app.
3
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PROJECT 3
Short report:
a) Communication
In order to create a productive new mobile app, efficient contact between systems
engineer and team-members is essential because it facilitates the delivery of all noteworthy
details to members about developing mobile applications. In this respect, the administrator also
uses one-way contact methods wherein project manager exchanges details with project's all team
members in order to do same efficiently. As an efficient communication framework, interaction
is successful because it includes the receiving of facts, shared understanding and much more.
That's why a proper coordination and effective skills and structure of communication is quite
critical in making of new M-app which assist in accomplishing predefined outcomes within
reasonable or fixed time-span (Kerzner, 2017).
In addition, efficient leadership strategies too are essential for the efficient formation of
such new mobile application. Because it helps to provide learners with daily operations-to-day
information. In this context, the college team leader must apply or adopt a qualitative leadership
method/approach because it offers potential to construct or develop a linnet framework. Mainly,
it is versatile in design, which can involve all potential adjustments. With this aid, a project
manager could even easily create a new app and achieve their goal of making it quite much more
productive and useful. The theoretical framework of communication comprises of a variety of
perspectives discussed below-
Mechanistic: This perception suggests that communication is a transmission of
knowledge/information from one individual to another, but nothing else. Herein, First individual
is named as sender, while the other one is recognised as the recipient of messages.
Psychological: According to a psychological perspective, communication may just not be the
transmission of knowledge/information from sender to the recipient, but the opinions and
emotions he wants to communicate. The emotions and thoughts of the recipient are also included
in this perspective.
Social: It says that contact is the product of the contact between sender and the recipient, and
therefore it relies explicitly on the topic of specific speech people speaking.
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Systematic: From this point of view, communication is distinct and fresh experience that is
developed when distinct people perceive the same as in own specific ways and thereby reach a
conclusion.
Critical: This perception argues that communication is just way in which a individual
communicates his controls and responsibility over others.
Thus, in this specific project of creating a leisure device, the coordination mechanism will be
carefully organized such that the necessary tools are utilized in the most effective and timely way
to achieve the project. The team managers and the project manager will be in regular contact. It
helps to organize both the tiny projects and the big job operations. Group leaders should be able
to interpret the meaning that the boss would deliver in a more concise manner and should have a
better idea about how to accomplish the assignments.
b) Methodologies
In attempt to attain an improved outcomes and results of a specific project, there's many
different types of approaches and methods which operate as the appropriate guidelines and path
for the accomplishments of predetermined/specified goals in an efficacious sort of way. Besides
that, each one of these frameworks differs from one another in terms of rules, roles, practices and
methods, and even its strengths and limitations. However, the position of project supervisor is
perceived to be a vital job because they take initiative to evaluate and assess the overall
complexity of whole project and to choose the correct approaches or tactics (Heagney, 2016).
Despite of this, they are enabled to accomplish their mission in an better way without any
impediments. Several of the techniques listed, together with their positive and negative aspects,
are discussed as below:
Agile: This technique is portrayed as an iterative strategy that deals with
accomplishing project based on the entire lifespan pre - determined thereby. In addition , the core
purpose of this approach is to build or construct software in updated model in order to increase
project speed and resilience among rivals. In fact , the primary strength of agile approach is that
it offers evidence of gains during the process instead of at end of the job/task. Although its
downside is that preparation that hinder project manager involves a massive amount of time
and efforts to accomplish the targets within a reasonable time-span.
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Waterfall: This tactic is concerned with bifurcating the entire project into specific levels
or portions to effectively fulfill the standards. Some of the stages it covers are specification
recognition, testing, execution, designing and maintenance (Harrison and Lock, 2017). However,
the primary advantage about this is that this avoids errors or failures from happening during
project development while its significant shortcoming is that predominant stage correlated with
preparation is focused on assumptions. Because of this, the efficiency of the cumulative
performance of assigned task is diminished.
Requirement gathering and analysis- In this stage the project manager must carefully collect and
record all system specifications that are to be created.
System Design- From the first level the various configuration specifications are analysed and a
proposed system is developed that helps to determine the requirements and to describe the
system architecture.
Implementation- The framework is initially built into small units of programs which are further
incorporated in the next step, in which each unit is evaluated independently by software testers
for its usability.
Integration and Testing- All the systems built in the preceding phase are now incorporated into
the device, and then the whole device is again checked for any failures or faults.
Deployment of system and Maintenance- Once the program is thoroughly checked, the software
can then be implemented and released by the students. But there are risks that any bugs will
occur, and this updates should be issued to compensate, and new versions should be introduced
to the device.
Prince 2: This is among the finest and most prevalent approach associated with
excellently-structured project. It typically involves properly governed and achievable elements
which help make project more prosperous (Görög, 2016). In fact, it is versatile in essence that
can help boost overall project efficiency and, at very same time, help make it more efficacious
and productive.
Strengths
Time and Cost Effective - The corresponding company would be able to finish the project on
schedule and make good use of the expense it was allocated. That will make the outcome more
effective.
15

Standardisation - The risks of team leaders being misdirected or miscommunicated would be
that, thereby helping to successfully meet the targets.
Predictable - By implementing varied proactive approaches, QAHE 's project manager would be
able to anticipate threats that can further devise successful strategies.
Weaknesses
Unrealistic- Some stages of the method could prove impractical, as they did not help to correctly
classify the risks that contributed to those errors and mistakes.
Complex- Overall, PRINCE 2 strategy is a complicated and dynamic technique, since it is
implemented by very few administrators or members. Therefore, the institution would have to
pay a lot of resources for the project planner to follow this strategy.
From above such discussed approaches/methods, it has been clear that here among all
these prince 2 most officious technique as it offers effective and relevant management of the
entire project as well as depends on efficient and appropriately scheduled planning. As well as
this also enable proper flexibility within entire project's operations which ultimately aid in
minimising possibilities related to occurrence of different errors in that whole project.
CONCLUSION
According to above-mentioned study, it can be established that project managers need to
address and consider various aspects in effective way to complete entire project. Design of
project initiation documentation plays a valuable role in designing a new project which includes
adequate preparation and coordination in this regard. In addition, there are several techniques
that include Gantt map, WBS as well as critical path to enable project manager with proper
directions in effective execution. Besides this, risks management strategy is also being developed
with the goal of identifying the threats and the reasons behind the emergence. With help of
such project manager, the overarching performance can be improved and then all the aims and
targets set could be achieved in a specified time slot.
16

REFERENCES
Books and Journals:
Badewi, A. and Shehab, E., 2016. The impact of organizational project benefits management
governance on ERP project success: Neo-institutional theory perspective. International
Journal of Project Management. 34(3). pp.412-428.
Görög, M., 2016. A broader approach to organisational project management maturity assessment.
International Journal of Project Management. 34(8). pp.1658-1669.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley
& Sons.
Kivilä, J., Martinsuo, M. and Vuorinen, L., 2017. Sustainable project management through
project control in infrastructure projects. International Journal of Project Management.
35(6). pp.1167-1183.
Martens, M. L. and Carvalho, M. M., 2017. Key factors of sustainability in project management
context: A survey exploring the project managers' perspective. International Journal of
Project Management. 35(6). pp.1084-1102.
Meng, X. and Boyd, P., 2017. The role of the project manager in relationship management.
International Journal of Project Management. 35(5). pp.717-728.
Meredith, J. R. and et. al., 2017. Project management: a managerial approach. John Wiley &
Sons.
Rasnacis, A. and Berzisa, S., 2017. Method for adaptation and implementation of agile project
management methodology. Procedia Computer Science. 104. pp.43-50.
Sanchez, O. P. and Terlizzi, M. A., 2017. Cost and time project management success factors for
information systems development projects. International Journal of Project Management.
35(8). pp.1608-1626.
Silvius, G., 2017. Sustainability as a new school of thought in project management. Journal of
Cleaner Production. 166. pp.1479-1493.
Sunder M, V., 2016. Lean six sigma project management–a stakeholder management
perspective. The TQM Journal. 28(1). pp.132-150.
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Appendix
Stakeholder analysis matrix
Stakeholder
Name/Authori
ty (Category
of
stakeholder)
Contact
Person
Phone,
Email,
Website,
Address
Impact
How much
does the
project
impact
them? (Low,
Medium,
High)
Influence
How much
influence do
they have
over the
project?
(Low,
Medium,
High)
What is
important
to the
stakeholder
?
How could
the
stakeholder
contribute
to the
project?
How could
the
stakeholder
block the
project?
Strategy for
engaging
the
stakeholder
Students Email,
phone
High High They take
advantage
of new
applicatio
n
since they
are more
involved
in project
because
they
have abilit
y to
comprehe
nd day
though-to-
day
operations.
Provide
their
unique
views and
opinions.
Through
strike
Seminars,
workshops
.
College
management
team
Mails High Medium They
would like
to
introduce
new phone
Managing
all key
project
tasks/activ
ities and
Strike Organising
meeting
and
seminars.
18

app with
object to
get all
relevant
informatio
n/facts
they need
regarding
college
events.
try to
render it
more
efficacious
and
successful.
Government - Low Low Governme
nt is
most key
interested
party
which is
responsibl
e with
enforcing
the laws
and
legislation
of educati
on system.
Allocating
required
funds and
capital
sum
essential
for
developin
g mobile
app.
Withhold
project
tasks/activ
ities
Implement
relevant
rules and
regulation.
19