Refurbishment Project Management of QA Higher Education (QAHE), Birmingham Campus

This report details the refurbishment project management of the QA Higher Education (QAHE) Birmingham Campus. It covers the project initiation document, stakeholder analysis, risk register, work breakdown structure, and Gantt chart. The report also analyzes the importance of quality and risk management plans, and the potential impact on the project if these plans are ignored. It further critiques the relevance of PRINCE2 as a methodology for this project, highlighting its strengths and weaknesses, and recommends whether or not it should be used.

BUSINESS PROJECT MANAGEMENT

Table of Contents
Task 1A: Project Initiation Document (PID).............................................................................2
Project Charter.......................................................................................................................2
Task 1B: Stake holder Analysis.................................................................................................3
Task 2: Risk register...................................................................................................................6
Task 3: Work Breakdown Structure (WBS) and Gantt chart.....................................................9
Task 4: Report to the project sponsor......................................................................................11
Introduction..........................................................................................................................11
A. Importance of quality risk management plans and the potential impact on the project
were rigorous risk management processes to be ignored.....................................................11
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.....................................................................................................12
Conclusion............................................................................................................................14
Reference List..........................................................................................................................15
pg. 1

Task 1A: Project Initiation Document (PID)
Project Charter
Project Title: Refurbishment project management of the institution building the QA
Higher Education (QAHE), Birmingham Campus
Project initiation Date: April 5, 2018
Project conclusion Date: 31, 2018 decided as
Information regarding the budget plan: The budget for complete refurbishment of the
institution building alongside IT enablement and technology equipment for the institution
has been allocated approximately £2, 30,000. Construction labors and It enablement
engineers will be hired from outside sources and labors will be working 80 hours a week
and paid according to the industry standards. The detailed budget will be a structure
including costs for construction work, IT enablement, interior designs and other
miscellaneous costs associated to project management.
Project Manager: Austin Hepburn, [e-mail]
Aims and Objectives of the project: Project aim involves restructuring and refurnishing
of teaching rooms and IT labs of Birmingham Campus, which will create technologically
equipped advanced teaching environment. Project objectives include the following.
1. Reconstructing the teaching rooms, lab rooms and library of Birmingham Campus
2. Installing digital technology equipment such as projectors, computers, and mic
system in the classrooms.
3. Establishing an educational environment that is a clear reflection of higher quality.
4. Technologically enabling the students and teachers thus, creating better learning
opportunities.
5. Creating a digital learning environment by constructing an e-library for the teaching
staff and the students
6. Establishing proper hardware, software and network infrastructure in the
Birmingham Campus
7. Creating a better IT support help desk and appointing a new IT executive in a
permanent position for support services.
Approach: the project will take a methodical project management approach involving an
investigation of primary in nature to understand the specific requirements of restructuring
pg. 2

the Birmingham Campus and enabling digital learning environment in the Campus. The
results of the primary investigation will help in establishing proper detailed guidelines for
successful project management. In this quest, the students and the teaching staff of the
Birmingham Campus will be surveyed using a questionnaire. The questionnaire will
include questions covering the following matters.
1. Investigating the key staffs and users in regards to their requirements for
advanced learning framework and about the need of restoration of classrooms
and labs
2. Investigating the understudies in regards to their considerations about the e-
library
3. Exploring auxiliary information hotspots for picking up learning identified with
accessible most recent innovations
4. Developing a task plan doling out particular exercises
5. Identifying the prompt and far off dangers related to the task administration
6. Scheduling for chance administration of the recognized dangers
7. Preparation of a structure for expenses
8. Getting ready for quality estimation, confirmation and control activity in this
manner accomplishing all out quality administration.
Key Staffs: In this project the main staffs involved will be the teaching and non-teaching
staffs alongside the board of administration of the Birmingham Campus
Task 1B: Stake holder Analysis
Stakeholder Register
Stakeholders Role Engagement
The project sponsor The role of the project
sponsor is commissioning the
project activities and
approving or disapproving the
project activities.
The project sponsor is
engaged in decision-
making process thus, have
high engagement with the
project and exceedingly
influenced by the results.
The project team The project team as the role of
executing all the decided
The project team is
engaged in task execution
pg. 3

activities and fulfilling the
specific project objectives.
and actualizing the project
decisions and objectives
therefore, has high
engagement and
exceedingly influenced by
the results
The Support staff The support staffs are not
directly involves with project
decision-making or project
activities but have the role of
providing all additional
supports to task executions.
As the support staffs are
engaged in giving
additional support, they
have moderate level of
engagement and
exceedingly influenced by
the results
Users The role of the users is testing
and using all the direct project
outcomes and in this case the
refurbished labs and
classrooms and the IT
equipment.
Users being indirectly
associated with the have
least level of engagement
except for participation in
the survey but
exceedingly influenced by
the results
Suppliers The role of the Suppliers is
supplying all the necessary
raw materials and support
materials as well as labours to
the project management team.
Suppliers have high level
of engagement as they
play a key role in
providing the raw
materials and labours for
project execution
however, they are least
influenced by the results
Opponents Opponents are those with high
understanding regarding the
project activities and
objectives yet high opposing
attitude towards project
The engagement level of
opponents is moderate to
low and there are least
influenced by the results
as well.
pg. 4

activities for unfathomable
reasons.
Table 1: Stakeholder analysis
(Source: Author)
Stakeholder map
Fig 1: Stakeholder Matrix
pg. 5
Suppliers
The project
sponsor and
project team
The Support
staff
Opponents Users
High
engagement
Low
Impact
High
Impact
Low
Engagement

Task 2: Risk register
No. Risk
Type
Owner Contingency Mitigation Action
Before Risk
Action
after Risk
Risk
Priori
ty
level
1. Electro
cution
Project
manager
/ Project
Sponsor
Avoiding
constant
supply of
electricity,
switching off
machines
whenever not
needed.
Calling
emergence
helpline
numbers,
hospitalizat
ion of
wounded
and fire
services to
subdue the
risk.
Installing
machines
with higher
safety
measures.
Urgent
switching
off the
electric
supply to
the
machines.
Moder
ate
2. Commo
n
hazard
identifi
cation
Operator Establishing
higher levels
of risk
communicati
on for
avoiding
unnecessary
hazards
Communic
ate with
labours
following
established
communica
tion
procedure.
Identificatio
n of
probable
common
hazards
Eliminatin
g the
causes of
common
hazards
and
establishin
g safe-
work plan.
Moder
ate to
high
3. Manual
Handlin
g
Operator Emergency
reply process
Prevention
plan
communica
tion
Arranging
safe
handling
equipment
such as
gloves,
goggles
Immediate
emergency
First aid
High
pg. 6

4. Falling
from
higher
ground
Project
manager
/
Sponsor
Use
supportable
ladders and
solid surfaces
and ropes to
avoid fall.
Call
emergency
services,
hospitals,
paramedics
Establish
plans for
working at
higher
ground and
call list to
emergence
services
Emergency
aid and
hospitalizat
ion of the
wounded
Moder
ate to
high
5. Signage Operator Tiles free
floor
Operate
machines
with
careful
precaution
Creating
tiles free
floor
Urgent Fast
aid
Moder
ate
6. Slips
and
Trips
Operator Avoid
slippery floor
and water in
the floor
Immediate
precautiona
ry activities
Proper
sanitation
Immediate
first aid
Moder
ate to
high
7. Fire Project
manager
Careful use
of fire and
electric
material
Emergence
contact to
fire aid
Plans for
calling Fire
squads and
deployment
of electrical
appliances
Calling fire
squads and
immediate
first aid
Moder
ate to
high
8. Vehicle
s
Operator Monitoring
Traffic
management
Proper
Vehicle
parking
facilities
Proper
Parking
procedure
Disfigurati
on of
traffic in
blueprint
and
Moder
ate to
high
pg. 7

execution
of the post
effect plan
9. Operator Emergency
aids
Precautione
ry aids
should be
introduced
Renovation
should be
executed to
eliminate
damages
Objects
should be
assembled
with
immediate
effect
Moder
ate to
high
10. Height Project
manager
/
sponsor
Post-
traumatic
stress
procedure
Execution
of
measures
to mitigate
height
probability
accordingly
Proper tools
should be
executed
Keeping
those afraid
of heights
working in
the lower
ground.
High
Table 2: Risk Management Plan
(Source: Author)
pg. 8

Task 3: Work Breakdown Structure (WBS) and Gantt chart
No. Project Activities Tentative deadline
1. Developing questionnaires for survey April 7, 2018
2. Contacting the participants and conducting the
survey
April 15, 2018
3. Data analysis April 20, 2018
4. Developing a list of necessary facilities to be
installed during the project
April 28, 2018
5. Creating a list of activities April 30, 2018
6. Preparing a detailed cost-based budget plan May 5, 2018
7. Creating risk management procedures May 10, 2018
8. Allocating appropriate resources according to the
budget
May 15, 2018
9. Contacting suppliers and forming contracts for raw
materials and labors
May 25, 2018
10. Initiation of refurbishment work May 30, 2018
11. Execution and accomplishing renovation works in
classrooms and labs.
June 30, 2018
12. Refurnishing the labs and classrooms with
necessary furniture
July 10, 2018
13. Digitally equipping the class rooms, labs and library
with digital equipment
July 18, 2018
14. IT and network enablement in the classrooms and
labs
July 25, 2018
15. Creating an e-library , installing computers and
internet facility (free Wi-Fi zone in the library)
August 5, 2018
16. Equipping library with necessary support materials August 10, 2018
17. Publishing job advertisement for permanent IT
executive position
August 12, 2018
18. Conducting selection procedure for suitable
candidate.
August 17, 2018
19. Appointing an IT support executive at the IT August 23, 2018
pg. 9

support helpdesk in permanent position
20. Informing the project sponsor about the project
outcome through formal report.
August 31, 2018
Table 3: WBS
Source: Author
Gantt chart
pg. 10

Developing questionnaires for survey
Contacting the participants and conducting the survey
Data analysis
Developing a list of necessary facilities to be installed during the project
Creating a list of activities
Preparing a detailed cost-based budget plan
Creating risk management procedures
Allocating appropriate resources according to the budget
Contacting suppliers and forming contracts for raw materials and labors
Initiation of refurbishment work
Execution and accomplishing renovation works in classrooms and labs.
Refurnishing the labs and classrooms with necessary furniture
Digitally equipping the class rooms, labs and library with digital equipment
IT and network enablement in the classrooms and labs
Creating an e-library , installing computers and internet facility (free Wi-Fi
zone in the library)
Equipping library with necessary support materials
Publishing job advertisement for permanent IT executive position
Conducting selection procedure for suitable candidate.
Appointing an IT support executive at the IT support helpdesk in permanent
position
Informing the project sponsor about the project outcome through formal
report.
31-Dec-17 10-Apr-18 19-Jul-18 27-Oct-18
7-Apr-18
15-Apr-18
20-Apr-18
28-Apr-18
30-Apr-18
5-May-18
10-May-18
15-May-18
25-May-18
30-May-18
30-Jun-18
10-Jul-18
18-Jul-18
25-Jul-18
5-Aug-18
10-Aug-18
12-Aug-18
17-Aug-18
23-Aug-18
31-Aug-18
Date
Date
pg. 11

Task 4: Report to the project sponsor
Introduction
Risk identification, assessment management as well as quality assessment and management
are two most important tasks of the monitoring phase of any project management. A project
includes several types of risks especially construction projects involves different kinds of
health and safety risks and budgetary risks. Moreover, construction and architectural project
involve huge capital investments therefore; the quality management becomes the necessity of
the project. In this regard, any construction project and other types of project management
plan requires understanding the importance of quality and risk management. The present
report notifies the project sponsor of the importance of quality and risk management and
implications of not having proper plans addressing these issues. Moreover, the project will
determine the viability of PRINCE2 methodology for project management method
concerning the present project.
A. Importance of quality risk management plans and the potential impact on the
project were rigorous risk management processes to be ignored
 Importance of quality risk management plans
Quality management plans and risk management plans are two integral part of project
management plans and are of increasing importance with regard to establishing a high quality
and safe project plan. A quality management plan involves steps such as quality inspection,
identification, assessment, assurance and control thus achieving standards of TQM. Similarly,
a risk management plan details the risks types, owner, and the relevance and proposes
contingency plans (Taylan et al., 2014). Developing these plans appropriately ensures project
execution is a safe manner reducing the costs of overhead expenses and unnecessary extra
costs and thus, ensure that project objectives are accomplished within stipulated deadline
(Kendrick, 2015). The major importance of having quality-risk management plans can be
understood from the specific advantages of these plans.
I. During project management, these help in avoiding unnecessary disasters and hazards.
II. Maintains the overall quality of the project.
III. Assists in drawing positive outcomes of the projects.
IV. Reduce unwanted expenses.
pg. 12

V. Ensure timely accomplishments of project management.
VI. Impart proper monitoring initiatives (Fleming and Koppelman, 2016).
 Impact on project on failing to have a quality-risk management plan
In situations, project developers avoid developing proper risk-quality management plans; the
project suffers during commencement and regarding outcomes.
 On neglecting to legitimately build up the risk administration activities, the procedure
produced brings about a non-profitable process for which, poor feedback by clients
happens (Haimes, 2015).
 Not having a risk and hazard administration plan brings about inability to profit by the
undertaking results. The expenses for project administration turn out to be high and
frequently surpass as far as possible (Martinelli, and Milosevic, 2016).
 It frequently brings about lacking alternate courses of action for settle a few issues
happening in the undertaking.
 Without an appropriate risk administration design the task regularly runs late that
stipulated time contemplations (Turner, 2016).
 The general quality of the task endures because of lacking contingency plans.
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
 Critique of the potential relevance of PRINCE2 as a methodology
PRINCE2 is one of the most widely used project widely used project management
methodology with regard to construction and renovation projects. There are various stages in
this methodology and stages involve six different variables such as, timetables, threat, value,
expenses, possibility, and remunerations. Managing these variables require certain specific
activities in each stages and with the progress of the activities, the project management is
achieved. Despite being widely used in project management PRINCE2, methodology has
attracted criticism as well as favoritism (Karaman and Kurt, 2015).
Strengths Weakness
The PRINCE2 parts are specific in nature
including particular outline for key partners
for the undertaking, the task administration,
The technique for being errand arranged
regularly ignores the necessities of the
essential assets and key partners. While
pg. 13

clients, clients, and providers. The
additional quality is provided with having
itemized designs and being undertaking
focused. This technique is extremely useful
for expansive corporate elements as it
includes broad documentation of the
exercises and results of the exercises also.
This technique additionally assists with
execution examinations, corporate arranging
and alleviation of dangers (Brioso, 2015).
chance relief is a piece of PRINCE2
technique, it needs itemized hazard
administration designs. Thusly, this
methodology needs emergency courses of
action. Moreover, critics recommend that
with this technique, the documentation
required is broad and tedious which turns
into an issue if there should be an
occurrence of events of remarkable dangers
(Tomanek, and Juricek, 2015). Likewise
with development of hazard, reports require
to be revised which is additionally tedious.
In addition, in this procedure the
undertaking group reports to the task
administrator ho before event of any change
or dangers guarantees accumulation of
clients, clients, and providers for powerful
basic leadership results. This regularly
needs dishonorable change administration
because of absence of built up possibility
and change administration designs
(Nicholas and Steyn, 2017).
 Recommendation
The critical analysis of PRINCE2 methodology has revealed both its strengths and
weaknesses. The triple bottom line criteria of project management, which are time, cost and
quality can determine the viability of this method as an appropriate project management
method for the current project. First, the major weakness of PRINCE2 has been identifies as a
time consuming process making the time criteria negative for this technique (Jamali and
Oveisi, 2016). Next, PRINCE2 lack proper change management plan increasing the risks
related to costs while mitigating sudden changes. Moreover, PRINCE2 lack detailed risk and
quality management plan thereby making it inappropriate in the quality criteria. Besides
considering the past encounters identified with utilizing PRINCE 2 system, which is
pg. 14

experiencing difficulty with this philosophy this procedure for venture quality administration
will not be great (Kerzner, and Kerzner, 2017). Ultimately, considering the shortcomings of
this system, it is esteemed as improper technique for the present venture. In addition, critics
prescribe that with PRINCE2 procedure the documentation required is expansive and dull
which transforms into an issue if there ought to be an event of occasions of wonderful perils.
Along these lines, it is prescribed not to utilize PRINCE2 as a project administration
technique for the present task.
Conclusion
Thus, it can be recommended that implementing appropriate project management techniques
and including proper quality risk management initiatives are obligatory and important for
successful project management.
pg. 15

Reference List
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and PMBOK. Procedia Engineering, 123, pp.76-84.
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Haimes, Y.Y., 2015. Risk modeling, assessment, and management. John Wiley & Sons.
Jamali, G. and Oveisi, M., 2016. A Study on Project Management Based on PMBOK and
PRINCE2. Modern Applied Science, 10(6), p.142.
Karaman, E. and Kurt, M., 2015. Comparison of project management methodologies: prince
2 versus PMBOK for it projects. Int. Journal of Applied Sciences and Engineering Research,
4(5), pp.657-664.
Kendrick, T., 2015. Identifying and managing project risk: essential tools for failure-proofing
your project. AMACOM Div American Mgmt Assn.
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scheduling, and controlling. John Wiley & Sons.
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Taylan, O., Bafail, A.O., Abdulaal, R.M. and Kabli, M.R., 2014. Construction projects
selection and risk assessment by fuzzy AHP and fuzzy TOPSIS methodologies. Applied Soft
Computing, 17, pp.105-116.
Tomanek, M. and Juricek, J., 2015. Project risk management model based on PRINCE2 and
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Turner, R., 2016. Gower handbook of project management. Routledge.
pg. 16