Refurbishment of Teaching Rooms and Computing Labs in the London Campus: A Project Management Case Study

This report details a project to refurbish teaching rooms and computing labs at the London campus of QA Higher Education (QAHE). It includes a Project Initiation Document (PID), a Gantt chart, a risk register, and an analysis of the PRINCE2 methodology. The report explores the importance of quality risk management plans, analyzes the strengths and weaknesses of PRINCE2, and recommends its potential use for this project.

Project Management
1

Table of Contents
Task 1...............................................................................................................................................3
Project Initiation Document (PID)750.............................................................................................3
Budgetary Information.....................................................................................................................3
Timescales.......................................................................................................................................3
Objectives of the Projects................................................................................................................3
Approach of the Project...................................................................................................................3
Key Staff..........................................................................................................................................3
Stakeholder Analysis.......................................................................................................................3
Task 2 120........................................................................................................................................3
Gann chart........................................................................................................................................3
Critical path.....................................................................................................................................3
Task 3 600........................................................................................................................................3
Risk Register....................................................................................................................................3
Task 4...............................................................................................................................................4
Short Report 1000............................................................................................................................4
quality risk management plans........................................................................................................4
analysis and critique of the the potential relevance of PRINCE2 as a methodology for this project
(including strengths and weaknesses) and a recommendation as to whether or not this should be
used..................................................................................................................................................4
Conclusion.......................................................................................................................................4
References........................................................................................................................................4
2

Task 1
1.1 Project Initiation Document (PID)
1.2 Project title: Refurbishment of Teaching Rooms and Computing Labs in the London
Campus.
Project Start Date: 4th February, 2018 Project Finish Date: 03rd May, 2018
Project Manger: Iulian Pascal, [e-mail] , ***5854678
Team Members: Daljit Kang, John Dwyer, Rodrigo Souza, Vlad Hadzic, Rob Manderson,
Souad Slyman (still nice people!)
Room No.: 25R, 2nd floor
Sponsored by: Managing Director with full co-operation from the Director of Operations,
[e-mail], ***4586257
Approved By:
1.2 Budgetary Information
Seria
l No.
Requirements Costs Structure Total
Costs
1 Computer Hardware [32(Comp)x£1200]+(others)£4500 £42,900
2 Software (Program or System) £3,200 £3,200
3 Furniture(IT support desks) £5,800 £5,800
4 Hardware Technician and interior
expert (labor) wages
(4x£240)18 days £17,280
5 Software engineer wages (5x£190)21 days £19,950
6 Carpenters’ Wages (6x£150)26 days £23,400
7 Painter cost(including color and
brush and others)
£23,000 £23,000
3

8 Miscellaneous £56,000 £56,000
9 Total £1,91,530
Table 1: Budgetary Information of the Project
(Source: Created by the author)
1.3 Timescales
This is short term project which is conducted by the senior students of QA Higher Education
(QAHE). The planning of this project is started at around the Easter Time and planned to set it
during the summer break of the institute. The starting date of the project is 4th February, 2018and
the finishing date is 03rd May, 2018.
1.4 Resources
The required resources of the project are the hardware equipments of the projects, IT support
Desks, classroom furniture, painting colors and others necessary materials. The technicians,
carpenters, painters and engineer group are the human resources of the project of QA Higher
Education (QAHE).
1.5 Objectives of the Projects
The main objective of the project is:
 To develop the computer lab and teaching room with updated interior design
 To exchange the old machines and equipments of the campus and to buy extra new
machines
 To refurbish the IT support furniture including some new furniture
 To install advanced and updated software to every machine
 To change the interior design of the teaching room and the computer lab
1.6 Approach of the Project
 The prime approach of the project is to create excellent learning environment at the
college campus. The QA Higher Education (QAHE) aimed to refurbish the teaching
4

room and the computer lab in order to facilitate the existing and new students of the
institute.
 Review the service provided by the competitor institution in London
 Oversee the daily problems of the student and the teaching related to the infrastructure of
the institute.
 Develop the internet service in the college campus and adaptation of advanced software
(system or program)
 Determine the probable budgetary cost before initiating the project.
1.7 Key Staff
The key staff or stakeholders of this precious project are managing director, directors of
operations, project manager, project sponsor, project team, supportive staff, carpenters, painters,
hardware engineers, software engineers, product suppliers and others. The project manager is
Iulian Pascal and the managing director is Dr. ** Haden. The team members of this project are
Daljit Kang, John Dwyer, Rodrigo Souza, Vlad Hadzic, Rob Manderson, Souad Slyman and
others. There are 3 hardware engineers and 5 software engineers including 1 interior designer.
Six carpenters are there to refurbish the furniture and one painter with his helper is included in to
this project. Hardware, software and IT support toll suppliers are also in the list of stakeholders.
5

1.8 Stakeholder Analysis
Stakehol
der
Name
Contact Person Impa
ct
(Low,
Mediu
m,
High)
Influe
nce
(Low,
Mediu
m,
High)
Stakehold
ers’
contributi
on
Stakehold
er:
blockage
of the
project
Managin
g
Director
refcomp_project@gm
ail.com
***4586257
Mediu
m
Mediu
m
Provides
instruction,
guidance
and
permission
to the
Project
manager
Pay very
little
attention
to the
project
Project
manger
Iulian Pascal,
pascal-
[e-mail] ,
***5854678
High high Supervise,
monitor
and
control the
project
team and
operate the
project
Over
pressure
to the
workers to
finish the
project
before the
deadline
Team
Members
aljit Kang, John Dwyer,
Rodrigo Souza, Vlad
Hadzic, Rob
Manderson, Souad
High Mediu
m
Communic
ate with
the
external
stakeholde
Conflict
among the
team
members
to adopt
6

Stakehol
der
Name
Contact Person Impa
ct
(Low,
Mediu
m,
High)
Influe
nce
(Low,
Mediu
m,
High)
Stakehold
ers’
contributi
on
Stakehold
er:
blockage
of the
project
Slyman
team-
[e-mail] ,
***6882431
rs and
oversee the
financial
manageme
nt
single
opinion
Hardwar
e
Engineer
s
James Doyel, Nelson
Hobson and A. Smith
hard-
[e-mail]
***6882432-8
High Mediu
m
Set up the
computer’s
hardware
for the
computer
lab
Use their
own
strategy to
set up the
hardware
Software
Engineer
s
John Paul, David
Howthorn, T. Harrison,
Peter and Nicola
program-
[e-mail]
***6882439
High High Install
advanced
and
updated
program or
system to
the
computer
Difference
among
their work
efficiency
to install
the
program
and
system to
the
computers
7

Stakehol
der
Name
Contact Person Impa
ct
(Low,
Mediu
m,
High)
Influe
nce
(Low,
Mediu
m,
High)
Stakehold
ers’
contributi
on
Stakehold
er:
blockage
of the
project
.
Interior
Designer
H.M. Johnson
design-
[e-mail]
***6882456
High Mediu
m
Provide
affordable
and best
fitted
interior
deign to
the project
manager
Autonomy
of the
interior
designer
Carpente
rs
David Hobson
carpaint-
[e-mail]
***6882584
High High Refurbish
the IT
support
desks and
other
furniture of
the
institute
Back
dated
wooden
design
and style.
To set up
the
furniture
Painters John D Nicole
paint-
[e-mail]
***6881
Mediu
m
Low Painted the
class
rooms and
computer
labs with
Very slow
to color
the
classroom
s and
8

Stakehol
der
Name
Contact Person Impa
ct
(Low,
Mediu
m,
High)
Influe
nce
(Low,
Mediu
m,
High)
Stakehold
ers’
contributi
on
Stakehold
er:
blockage
of the
project
nee and
unique
look
computer
labs
Suppliers ***56565(Hardware)
***96988(Software)
4584*****(Wooden
materials)
High High Provide the
necessary
material
for the
project
High
bargaining
power of
the
suppliers
in order to
gain more
profit
form the
project
Table2: Stakeholders Analysis of the Project
(Source: created by the Author)
9

Task 2
Gann chart
No. Activities Name Starting date Duration
period
(Days)
Finishing date
Refurnishing of teaching classrooms
and computer labs of London campus
of QA Higher Education (QAHE)
04/02/2018 90 03/05/2018
1 Outlining of the project report Sun 04-02-18 5 days Thu 08-02-18
1.1 recognition of project’s requirements Sun 04-02-18 1 day Sun 04-02-18
1.2 investigate project’s necessity Mon 05-02-18 2 days Tue 06-02-18
1.3 initial project aims, objectives and
scope Wed 07-02-18 2 days Thu 08-02-18
2 Stakeholder breakdown Fri 09-02-18 5 days Thu 15-02-18
2.1 recognition of key stakeholders Fri 09-02-18 1 day Fri 09-02-18
2.2 classification of the stakeholders Mon 12-02-18 1 day Mon 12-02-18
2.3 classification of stakeholders’ needs
and demands Tue 13-02-18 3 days Thu 15-02-18
3 Communicating with the IT employees Fri 16-02-18 10 days Thu 01-03-18
3.1 Implementing staffing method Wed 14-02-18 5 days Tue 20-02-18
3.2 Selection of the IT employees Mon 19-02-18 3 days Wed 21-02-18
3.3 Communicating project range and
goals with recruited workforce Thu 22-02-18 2 days Fri 23-02-18
4 classification of storage competency in
computer labs Fri 02-03-18 5 days Thu 08-03-18
4.1 dimension of overall part Sat 24-02-18 3 days Tue 27-02-18
4.2 Purchasing computer Tue 27-02-18 2 days Wed 28-02-18
5 Installing infrastructure of hardware
system Thu 01-03-18 10 days Wed 14-03-18
5.1 Installing the networking connectivity Wed 28-02-18 7 days Thu 08-03-18
5.2 Quality test of the network potency Tue 06-03-18 3 days Thu 08-03-18
6 Installing infrastructure of the
software network Fri 09-03-18 10 days Thu 22-03-18
6.1 Installation of computers networking
connectivity Fri 09-03-18 7 days Mon 19-03-18
6.2 Quality check of the network strength Fri 16-03-18 3 days Tue 20-03-18
7 Analysis of resources to refurnish the
classrooms Tue 20-03-18 5 days Mon 26-03-18
10

7.1 detection of the major changes required Mon 19-03-18 1 day Mon 19-03-18
7.2 recognition of resources required Tue 20-03-18 1 day Tue 20-03-18
7.3 Selection of suppliers for resources Wed 21-03-18 1 day Wed 21-03-18
7.4 assessment of the selected suppliers Thu 22-03-18 1 day Thu 22-03-18
7.5 Purchasing of raw materials of the
project Fri 23-03-18 1 day Fri 23-03-18
8 Teaching room Refurbishment Mon 26-03-18 20 days Fri 20-04-18
8.1 recognition of required raw materials Sat 24-03-18 15 days Thu 12-04-18
8.2 Evaluating the usefulness of the raw
materials Sun 08-04-18 5 days Thu 12-04-18
9 Developing network connectivity in
the teaching room Fri 13-04-18 10 days Thu 26-04-18
9.1 recognition of necessary resources Fri 13-04-18 1 day Fri 13-04-18
9.2 necessary resources for set of
connections Mon 16-04-18 2 days Tue 17-04-18
9.3 Installation of the network Mon 16-04-18 5 days Fri 20-04-18
9.4 Quality test Mon 23-04-18 4 days Thu 26-04-18
10 Project closing Mon 23-04-18 10 days Fri 04-05-18
10.
1 Ensuring the deliverables Wed 25-04-18 2 days Thu 26-04-18
10.
2 Report script Fri 27-04-18 3 days Tue 01-05-18
10.
3 Project capitulation Mon 30-04-18 3 days Wed 02-05-18
10.
4 sanction for the project closure Thu 03-05-18 2 days Fri 04-05-18
11

Task Name Start Duration Fi nish
Outlining of the
project report
Sun
04-02-18
5 days Thu
08-02-18
recognition of project’s
requirements
Sun
04-02-18
1 day Sun
04-02-18
investigate project’s
necessity
Mon
05-02-18
2 days Tue
06-02-18
initial project aims,
objectives and scope
Wed
07-02-18
2 days Thu
08-02-18
Stakeholder
breakdown
Fri
09-02-18
5 days Thu
15-02-18
recognition of key
stakeholders
Fri
09-02-18
1 day Fri
09-02-18
classification of the
stakeholders
Sat
10-02-18
1 day Sat
10-02-18
classification of
stakeholders’ needs
and demands
Sun
11-02-18
3 days Tue
13-02-18
Communicating with
the IT employees
Wed
14-02-18
10 days Tue
27-02-18
Implementing staffing
method
Wed
14-02-18
5 days Tue
20-02-18
Selection of the IT
employees
Mon
19-02-18
3 days Wed
21-02-18
Communicating project
range and goals with
recruited workforce
Thu
22-02-18
2 days Fri
23-02-18
classification of
storage competency
in computer labs
Sat
24-02-18
5 days Thu
01-03-18
dimension of overall partSat 24-02-183 days Tue 27-02-18
Purchasing computer Tue 27-02-182 days Wed 28-02-18
Installing
infrastructure of
hardware system
Wed
28-02-18
10 days Tue
13-03-18
Installing the
networking connectivity
Wed
28-02-18
7 days Thu
08-03-18
Quality test of the
network potency
Tue
06-03-18
3 days Thu
08-03-18
Installing
infrastructure of the
software network
Fri
09-03-18
10 days Thu
22-03-18
Installation of
computers networking
connectivity
Fri
09-03-18
7 days Mon
19-03-18
Quality check of the
network strength
Fri
16-03-18
3 days Tue
20-03-18
Analysis of resources
to refurnish the
classrooms
Mon
19-03-18
5 days Fri
23-03-18
detection of the major
changes required
Mon
19-03-18
1 day Mon
19-03-18
recognition of resources
required
Tue
20-03-18
1 day Tue
20-03-18
Selection of suppliers
for resources
Wed
21-03-18
1 day Wed
21-03-18
assessment of the
selected suppliers
Thu
22-03-18
1 day Thu
22-03-18
Purchasing of raw
materials of the project
Fri
23-03-18
1 day Fri
23-03-18
Teaching room
Refurbishment
Sat
24-03-18
20 days Thu
19-04-18
recognition of required
raw materials
Sat
24-03-18
15 days Thu
12-04-18
Evaluating the
usefulness of the raw
materials
Sun
08-04-18
5 days Thu
12-04-18
Developing network
connectivity in the
teaching room
Fri
13-04-18
10 days Thu
26-04-18
recognition of
necessary resources
Fri
13-04-18
1 day Fri
13-04-18
necessary resources for
set of connections
Sat
14-04-18
2 days Mon
16-04-18
Installation of the
network
Mon
16-04-18
5 days Fri
20-04-18
Quality test Mon
23-04-18
4 days Thu
26-04-18
Project closing Mon 23-04-1810 days Fri 04-05-18
Ensuring the deliverablesWed 25-04-182 days Thu 26-04-18
Report script Wed 25-04-183 days Fri 27-04-18
Project capitulation Sat 28-04-183 days Tue 01-05-18
sanction for the project closureTue 01-05-182 days Wed 02-05-18
F S T T S M W F S T T S M W F S T T S M W F S T T S M W F S T T S M W F S T T S M W F S T T
29 Jan '18 05 Feb '18 12 Feb '18 19 Feb '18 26 Feb '18 05 Mar '18 12 Mar '18 19 Mar '18 26 Mar '18 02 Apr '18 09 Apr '18 16 Apr '18 23 Apr '18 30 Apr '18
12

Task 3
Risk Register
Grade: collective effect of probability/importance
importance
Likelihood
and Impact
Very
Low
Low Medium High Extreme
Overall 5 4 3 2 1
Project Management Risks Dated: 23rd January, 2018
Risk Types Owner
of the
Risk
Contingency
Measureme
nt
Mitigation
Plan
Action
Before
occurrenc
e of Risk
Action
after
occurrence
of Risk
Risk
Priorit
y
Index
Red Marked
Resource
Materials
Project
manager
Resources
required in
emergency
time
To use a
social media
group in order
to get
connected
with the
stakeholders
Use
various
machine to
speed up
the work
progress of
the
workers
Instantly
defuse the
electricity
connection
of the work
podium
3
Manual
Handling of
several
equipment
Team
Member
s
In case of
emergency
response
procedures
To adopt
some
preventive
measurement
system
Available
the
required
safety
devices
and
Provide the
first aid box
and other
material to
reduce
sudden
5
13

materials
to protect
the
workers
injuries
Identificatio
n of
machines
and
immediate
redress
Regular
hazard
identification
Team
Member
s
Use of
mobile to
inform or
identify
about any
hazardous
situation
The team
member in
accordance
with the
responsibilitie
s, need to
communicate
with the
labour
To
recognise
the
appropriat
e risk
factors in
order to
eliminate
them
To provide
of adopt
substitute to
communicat
e with the
internal
stakeholder
s
4
Electrical
precaution
Project
manager
and
managin
g
director
To use high
quality
material to
use the
electric
service
The quality
material of
electric
supply to
execute risk
factor
Continuou
s checking
of wiring
and
electric
machine
Instantly
defuse the
electric
connection
and provide
the first Aid
box
4
Slip and Trip Team
Member
s
Slippery
Tiles and
poor moping
system
Use carpet to
avoid slippery
tiles and to
use advanced
technology
for dry
moping
Appropriat
e dry
mopping is
essential to
avoid this
risk
Immediatel
y take
necessary
step after
rescuing the
victim
4
14

system
Fire
Accidents
Project
manager
emergency
aid and Fire
squads at the
institute
Fire squad is
essential to
protect from
fire
Provide
awareness
about the
fire squad
to the
workers
First aid
service
including to
call the
ambulance
first
5
Transportatio
n
Team
Member
s
The traffic
light should
be obeyed to
cross any
road signal
Need to
provide a
particular
space to park
the vehicles
of the workers
Gather
informatio
n to avoid
unnecessar
y traffic
road
To provide
detail
blueprint of
the traffic
light and
signals
4
Height
Problem
Team
Member
s
Height
traumatic
phobia of the
workers
Use the
common
room for the
project on
ground floor
or 1st floor
Use of
safety
tools to
assure the
workers.
To adopt
several
safety
procedures
to eradicate
the fear
from the
mind of
workers
3
Table 3: Risk Register of the project
(Source: Created by the Author)
15

Task 4
Short Report
Introduction
The short report of the project is essential to the sponsor of the project. The Managing Director
of this project is the sponsor who seeks short report to the project manager Iulina Pascal.
However, the short report of a project contains the details like cost structure, timescale, resource
materials and other information of the project. In this context, Pritchard et al., (2014) stated that
the report of the project manager is requires the instruction and guidance from the Managing
director including the Board of Operation after the scrutinize investigation over the report. The
feedback of this report enables the project manger to take several initiatives to cut down the risk
factor and costing.
a. An explanation of the importance of quality risk management plans and the
potential impact on the project were rigorous risk management processes
The quality risk management of the project defines the probable risk factor of the project. This
recognition helps the project manager to set the cost structure and other probable expenses of the
project (Sadgrove, 2016). The risk management provides detail description of probable risk
factor including its owner who is responsible for the risk. The contingency measurement and
mitigation plan is added to the risk management analysis along with its overall impact of the risk
factors to the process and procedures of the project of QA Higher Education (QAHE).
According to (), the quality risk management determines the project to achieve its objective
successfully within the deadline. The quality risk management benefits the project planning and
risk management section. This factor helps the project mange to execute several disasters with
available resources and safety services. This factor uplifts the project process utilizing the
available opportunities in the current market. This system is best known for cost minimizing of
the project.
16

On the other hand, the quality risk management has the potentiality to cast its red marked
threatening to the project manager. The failing of the quality risk management brings the raises
the expenses of the project. Similarly, the failing of the risk management affected the timescale
and cost structure of the project. The efficiency and capability of the project manager including
the team members comes at the stake. The lack of the contingency plan is another reason of
failing the quality risk management. The overall result of the project faces the negative impact of
failing the risk management of the project.
b. an analysis and critique of the potential relevance of PRINCE2 as a methodology for
this project (including strengths and weaknesses) and a recommendation as to
whether or not this should be used.
The PRINCE 2 is a methodology which is introduced by the United Government Central
Computer and Telecommunications Agency (CCTA) in the year 1996 in order to facilitate the
corporate sectors. Nowadays, more than eighty percentage of the private project is conducted
under this methodology. According to Vaníčková (2017), the PRINCE 2 methodology has eight
components – business case, organizational plans, project policies, controls, management of
risks, quality environment, configuration and change control (Kruger, 2011). The prime
techniques of the PRINCE 2 methodology are to plan change control and quality reviews. This
methodology plan has several strengths and weaknesses to the corporate project management
system.
Strengths of the PRINCE 2 methodology
The PRINCE 2 methodology is flexible in designing and planning the process of the project.
This methodology has the potentiality to control critical situations and expenses. The cross
functional activities provide opportunities to explore the innovative knowledge of the team
members as well as the workers. The prime strength of the methodology is the change control
facility and quality risk management which are effective to enrich the business environment of
the project (Saad et al., 2013). This methodology provides instruction to use the workability and
efficiency of the stakeholders in order to speed up the project process.
Weaknesses of the PRINCE 2 methodology:
The main weakness of the PRINCE 2 methodology is the overloading of heavy documentation.
On the other hand, the poor risk management is responsible for failing the project or predicting
the problem. The methodology is unable to produce the accurate measurement of the project and
17

outcomes of the project. This is not so easy to accommodate the change request of the project. In
this context, Zhong, (2011) has described that the flexibility of the PRINCE 2 methodology is
not realistic in practical use.
Recommendation to use the PRINCE 2 Methodology
The PRINCE 2 Methodology requires some changes to its process and function in order to
expand its viability (Tomanek and Juricek, 2015). However, the strengths of the PRINCE 2
Methodology are enough to gain remarkable popularity in the current business environment.
Therefore, several changes in the change management system and measurement process will
widen the effectiveness of the project management system. In this context, the power allocation
of the stakeholder needs to cut down in order to maintain fair practice in the project management
plan. In the current scenario, major percentage of the business market is not using the PRINCE 2
Methodology to their project management.
Conclusion
The project management is the core part of every business organization. However, a task cannot
get complete shape in the business industry without using a proper project planning. The quality
risk management plan is essential to conduct any project.
18

References
Kruger, W., 2011. Addressing application software package project failure: Bridging the
information technology gap by aligning business processes and package functionality(Doctoral
dissertation, Stellenbosch: Stellenbosch University).
Pritchard, C.L. and PMP, P.R., 2014. Risk management: concepts and guidance. CRC Press.
Saad, S., Ibrahim, A., Asma, O., Khan, M.S. and Qadir, A.A., PRINCE2 Methodology: An
Innovative Technique of Project Management growing progressively across the globe. URL:
http://cgr. umt. edu. pk/icobm2013/papers/Papers/IC3-Jan-2013-019. pdf (18.09. 2015).
Sadgrove, K., 2016. The complete guide to business risk management. Routledge.
Tomanek, M. and Juricek, J., 2015. Project risk management model based on PRINCE2 and
SCRUM frameworks. arXiv preprint arXiv:1502.03595.
Vaníčková, R. (2017). Application of PRINCE2 Project Management Methodology. Studia
Commercialia Bratislavensia, 10(38).
Zhong, J., 2011. A Case Study: The Impact on Usability of PRINCE2 Project Management
Method.
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