BA Business Management: Project Management Report on Library Project

This report presents a comprehensive project management plan for the reconstruction of a university library. It begins with an executive summary and introduction to project management principles, emphasizing effective task management and resource utilization. The main body covers essential project elements, including a project initiation document outlining objectives, budget allocation of £50,000, and a 6-month timeline. It also details the project's approaches, key staff, and stakeholder analysis, addressing the effects of the project on various stakeholders. The report further includes a risk register assessing potential risks and their mitigation strategies, and a work breakdown structure detailing project activities. The report highlights the benefits of the new library, such as attracting students and enhancing the university's reputation, while also addressing potential challenges like budget constraints and material price fluctuations. It concludes with a summary of the project's key aspects and references used throughout the report.

Business management

Table of Contents
Executive summary..........................................................................................................................4
Introduction......................................................................................................................................5
Main body........................................................................................................................................5
Task 1...............................................................................................................................................5
Project initiation document.....................................................................................................5
Task 2...............................................................................................................................................8
Risk register............................................................................................................................8
Task 3...............................................................................................................................................9
Task 4.............................................................................................................................................11
Short report...........................................................................................................................11
Conclusion.....................................................................................................................................12
References......................................................................................................................................13
Appendix........................................................................................................................................14

Executive summary
The following report consist of discussion regarding a project management plan which is
associated with reconstruction of library in a university. The discussion consists of various points
as well as resources which will be required to finish this project. There are a number of events
which will be taking place during this project in order to make sure that the project is managed
properly and all the operations of the project are completed. The amount for the required project
in the university is £50,000.

Introduction
Project management is a concept which is associated with the method in which all the tasks
and activities which are included in a project even affective manner. There are a number of
different activities which are needed to be managed while running a project. It is required by any
organisation to make sure that all the resources which are available effectively to complete
operations (Reed and Angolia, 2020). It is the duty of a project manager in a project to make sure
that all the required parameters in a project and fulfilled completely along with maximum
utilisation of resources to bring optimum satisfaction to the client or customer. In the following
report a reconstruction of library in university is conducted. The following report consist of work
breakdown structure along with the budget as well as risk which will be included in the
following project.
Main body
Task 1
Project initiation document
There are a number of documents which are required by the project manager before starting
the project. It is necessary that all these documentations are completed properly in order to make
sure that there is no breach of law taking place while completion of the following project. The
implementation of strategies and objectives of the project can be done specifically when the
project initiation document is completed by the project manager. There are number of details to
be followed in order to make sure that the strategies which will be required to fulfil the project
are documented well (Bothe and Peters, 2020). This may also consist of vision, mission, aims,
objectives and result of the project. The objectives in the following project which are related to
the reconstruction of library in the university and mentioned below:
 To promote benefit for students from reconstructed library.
 To provide the students in university with an opportunity to grow.
 For enhancing the learning style in the university.
Budget plan and information
Budget can be defined as the amount of money or investment which is required for a
project to be finished fulfilling all its goals and objectives. In the following project which is to

build a new library in the university a budget of £50,000 is provided. Below mentioned is the
budget required to complete the project effectively:
BUDGETING FACTORS AMOUNT (In Euros)
Construction material 30000
Labour cost 6000
Security tools 2000
Insurance 1000
Furniture and fittings 4000
Unexpected expenses 2000
Digital Promotion 5000
Timescale
Timescale can be referred to the time which is required for a project in order to fulfil all
the activities and operations which are related to it. It is necessary for project manager to make
sure that they are fulfilling all the activities and operations in the allotted time. It is necessary for
them to manage time adequately in order to make sure that all the objectives of the project are
attained. One can see during the following scenario of a project there are a number of different
activities in which the whole project is divided. The following project is supposed to be
completed within 6 months. The construction will start on 15th August and the project will be
completed by 15th February. After the successful construction of library, the university have
planned an event to introduce the library to students (Solutions, 2020).
Approaches
Approaches in a project management plan refers to various ways which are included in order to
complete all the procedures and activities of the project. It is necessary that all the approaches
which are used for a project based on the timescale of the project. It is necessary for the manager
of the project to make sure that proper research is conducted in order to invest the funds which
are available for the construction of library (Feunteun and Prouzet, P., 2020). It is necessary that
the libraries is accommodating maximum number of students possible at a time. There will be
certain sections divided for the books of different journals and subject so that students can
effectively use the time in the library. The plan will be displayed on the lobby of the universities
in order to show that students are utilising the new library for their benefit. The plan of new

library will be displayed on the reception area in order to communicate the plan prepared to all
the students and faculties of university
Key staff
Key staff consider to all the important human resource which will be accompanying the
project manager in fulfilling all the task and objective related to the project. This will include
manager, team under manager along with construction workers, carpenters, technicians etc.
Stakeholders analysis
Stakeholder analysis is conducted in order to make sure that what are the effects of the
project on different people who are related to the following project. There are a number of
different stakeholders who are indirectly or directly affected with the following project. The
stakeholders of the project include government, management of university, the project team,
students and so on. Stakeholder analysis consists of effect of stakeholders on the project long
with influence, contribution, strategy and so on. Below mentioned is stakeholder’s analysis
Stakeholder’s
Categories
Name Effect Influence Value to them Contributio
n
Block the
project
Strategy
Extra News Steven
Thomas
Low Low Planning and
monitoring of
project
activities
Analyzation
of all the
theories to
provide
benefit to
students.
Publication
of report
and
managemen
t of
promotions
Important
messages to be
communicated
can be discussed
and used.
Advocacy
Group
Smith
Lewis
High Medium Increase
client related
task
Proper
communicat
ion to
manage all
the details
legally
Various
issues
related to
education
system
Feedbacks from
all the human
resources
involved
Alumni Fallon
Shepherd
High Medium To manage all
the abilities of
the students
Develop
strategies to
improve
library
Conflicts
between
students in
libraries
Coordinate all
the internal
issues of
university

resources
Union Elizabeth
Jennings
High High Development
of positive
and
discrimination
free
workplace
To control
and
communicat
e union
members to
look into
reforms.
Can go on a
strike
Discuss the
issues
Benefits realisation
There are a number of benefits which will be brought in the university by the construction of
library in university. Below mentioned are some of it:
 With the help of the new library the university can effectively attract more students and
admission is towards the courses. This will help in increasing the revenues as well as
profits for the University.
 The new library will also help University in enhancing their reputation. With new
technologies and advanced infrastructure the university can gain recognition.
 Various students of the universities can effectively use the library for their benefits in
their courses. This will help them to fulfil the required academic needs.
 The new library will provide a quiet and peaceful ambience for the students who are
looking for such place to study.
 Free educational sources which will be present in library will help students in their
academics in order to excel in their fields.
 It also helps to play an important role for English language learning of students. There are
students in the university from different diversity and cultures and the library will
effectively help them in improving their English language.
 Various communities coming together in the library will also help in bringing equality in
the university.
Challenges while execution
There are a number of challenges will which will be faced while execution of the plan of library.
Below mentioned are some of those challenges

Limited budget: The budget for the library is mentioned £50,000. It is possible that the
project manager will require some more budget due to various inflation and changes in economic
factors. This will lead to be challenge in the execution of this plan. The cost of labour,
breakdown of any machinery, changes in price of raw materials, changes in plan will lead to a
challenge to complete the project in the given budget.
Changes in price of raw materials: It is often seen that when the plan is prepared a fixed
budget is discovered for all the materials which will be required for the project. The following
project will take six months to complete. The price which is mentioned in the budget of various
raw materials may change in this period of six months. It is also possible that the quality of
materials required cannot be attend due to various external factors. This will lead to a challenge
while executing the project of construction of library in the University.
Non-completion of project on time: It is also possible that the work in the project will not
be completed according to the timescale mentioned earlier. There are a number of reasons behind
this which include inefficient staff, unable to arrange for raw materials, breakdown of machinery
and so on. This is a major challenge for the execution of following project.
Task 2
Risk register
In order to conduct a project, it is necessary to assess all the risk that can be faced by the
project manager while conducting this project. The risk register for the following project of
library in the university is mentioned below:
Risks Likelihood Impact Owner Mitigation Contingency Weightage
(pre
action)
Weightage
(post
action)
Cost due to
improper
budget plan
High High Financial
manager
Management
and control of
all the budget
related issues
in the project
effectively.
This might
happen often
due to
changes in
price of raw
materials
9/10 7/10
Risk of not High Medium Project Alternative The chances 8/10 9/10

completing
project on
time
manager action plan
must be ready
in cases of
complications
of this is
high due to
inefficient
workforce
Technological
risk due to
breakdown of
machineries
Low High Operational
Team
Proper
management
and servicing
of all the
tools and
machineries
The chances
of this risk
are less
5/10 8/10
Risk due to
lack of
resources
High High Director of
Operations
Proper
management
of suppliers
This risk is
rare as
strategies
contain all
the required
resources
6/10 8/10
Task 3
Work breakdown structure
Work breakdown structure is a procedure in which a manner of research is affected and
evaluated for a project to manage all the activities related to a project. This is essential for a
project in order to make sure that the project is completed successfully. It is the responsibility of
the project manager to make a work breakdown structure of all the activities that will be
conducted while the project including all the small task. The following project is for 6 months.
There are a number of factors which will be involved while fulfilment of this project. The
number of tasks in walled in the project are mentioned below:
Marketing: Marketing department in an organisation is helping to plan the procedure through
which the marketing plan can be carried out in an organisation. It is necessary that good
promotion and communication of all the services and products of the project are reaching to its
clients. It is necessary that the university is managing the promotion of its library so that number
of students who are visiting the library after its construction can be increased and it can be a

successful project (Carter, 2020). It is necessary to make sure that marketing is done in order to
enhance the brand value and brand reputation of the company. It will help in completion of the
project in constructing the library for the university and increase its brand value (Dwyer, Liang
and Thiessen, 2020). The marketing of new library will help to arrange for students who can
effectively use the purpose for which the library will be built.
Financing: Anything is related to the planning and preparation for the funds which will be
required to complete the project. It is necessary to prepare a budget beforehand this initiation of
the project so that while in need of resources the funds are available with the organisation. A
budget of €50,000 is presented for completion of this project. This budget will be divided into
various task which will include organising raw materials is paying the laborer as well as all the
internal and external functions which are related to construction of this library.
Quality control: It is necessary to make sure that the quality of work which is done is
appropriate. The quality is resulting in the end product. It is necessary that quality control is
managed by the project manager in order to make sure the library which is prepared by them can
stay intact for a longer period of time. Quality control refers to a number of activities which will
be carried out in the library. It is necessary that all the construction is done in quality best
available for the students. It is necessary to manage the quality so that the library can stay intact
for a longer period of time and the reputation of the university can also be enhanced with the
help of it.
The research is conducted in order to complete all the activities and operations related to
the project. It is necessary to conduct research so that all the small task can be effectively
communicated and completed by all the employees who are involved in it. In order to construct
the library in the university it is necessary to prepare a summary for all the work. Below
mentioned are all those factors:
Research: Research is done in order to make sure that a plan is developed properly before the
activities and operations of the project are starting. It is necessary to make sure that the
timeframe and the budget frame for the project is decided by the research. It is necessary for the
project manager to make sure that they are understanding the requirement of the University
regarding the construction of the library. They will set an objective and gold at the beginning of

the research in order to make sure that the project is fulfilling all of those (Mogos, 2020). It is
also necessary to make sure that feedbacks regarding the functions of libraries taken after the
construction in order to understand the efficiency of the project.
Conclusion
the help of the following discussion of the project management for constructing a library in
university it can be concluded that there are a number of different activities which are related to a
project. It is necessary that a project manager is listing down all the activities and a plan is
created in order to fulfil the required objectives of the project. There are also a number of
different models which can be chosen by a project manager listing down all the limitations which
will be best suited for the project.

References
Books and Journals
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Solutions, E.E., 2020. Environmental and Social Management Plan for Drinking Water Network,
Street Lighting, Road Rehabilitation, and Storm Water Drain Project, Mosul,
Ninawa Governorate (No. SFG2336, pp. 1-139). The World Bank.
Olson, D.L. and Wu, D., 2020. Enterprise risk management in projects. In Enterprise Risk
Management Models (pp. 165-177). Springer, Berlin, Heidelberg.
Carter, I.D., 2020. Environmental and Social Impact Assessment and Environmental and Social
Management Plan (No. SFG6060, pp. 1-196). The World Bank.
Mogos, G., 2020, May. Security Risk Management Plan. Student Portal-Case Study.
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Conference (pp. 113-119).
Dwyer, J., Liang, Z. and Thiessen, V., 2020. Project Management in Health and Community
Services: Getting good ideas to work. Routledge.
Feunteun, E. and Prouzet, P., 2020. Forty Years of Decline and 10 Years of Management Plan:
Are European Eels (Anguilla Anguilla) Recovering?. In Evolution of Marine
Coastal Ecosystems under the Pressure of Global Changes (pp. 269-295).
Springer, Cham.
Fernandes, G. and et al., 2020. The roles of a Programme and Project Management Office to
support collaborative university–industry R&D. Total Quality Management & Business
Excellence, 31(5-6), pp.583-608.