Comprehensive Project Management Report for QAHE Event Launch

This report provides a comprehensive analysis of project management principles applied to the event launch for QAHE University. It begins with an introduction outlining the importance of project management and its various aspects. The report delves into the Project Initiation Documents (PID), detailing budgetary information, timescales, objectives, and key staff roles. It further explores the Work Breakdown Structure (WBS) and the Risk Register, crucial for identifying and mitigating potential project risks. The report also discusses the role of the project manager, quality leadership, and various project management methodologies like PRINCE2, Agile, and Waterfall. The analysis includes stakeholder analysis and recommendations for effective project execution, concluding with a summary of the key findings and references.

PROJECT MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
1. Project initiation documents (PID)..........................................................................................1
2. Work breakdown structure (WBS)..........................................................................................6
3. Risk Register..........................................................................................................................12
4A. Quality leadership and role of a project manager...............................................................14
4B. Methodologies for project management.............................................................................15
CONCLUSION..............................................................................................................................16
REFERENCES..............................................................................................................................17

INTRODUCTION
Completion of activities with the precise time frame with defining the project milestone,
initiation operations as well as various practices which has to be governed and managed as per
having effective control over the operational analysis. Project management is the process through
which QAHE will have effective lists of activities that has to be followed by them as per
defining the best event management practices. In this report, there will be discussion based on
various aspects which are associated with the project of event launch for the university. It
incudes, analysing the budgets, time scale, objectives, staff, stakeholders, risks as well as
appropriate methodologies to be implicated by the project manager in order to bring the quality
services.
1. Project initiation documents (PID)
PID document is the initiative document which in turn have been representing the list of
tasks and outline of the project. It consists of information which is relevant with the costs, time,
objectives, stakeholders, staff for the project. For QAHE, on which project manager have aimed
at operating the best possible services for the university in order to bring the satisfactory service.
Budgetary information: In accordance with the projected aim of QAHE on which they
have been approaching towards presenting the adequate services at the launch of event. Thus, in
accordance with such aspects on which it can be said that, there will be influences of the various
activities such as invitation, catering and stage related arrangements have been estimated by the
project manager will cost around 50000 GBP. Therefore, on which the main sponsor for the
project has been determined as the managing directors of university.
Timescales: In accordance scheduling each of the activities on which there have been
estimation of duration required in each task to be complete. Along with this, there have been
various important activities tat have ben suggested to the project manager to be follow first to
reduce the time utilisation for a single activity (Hornstein, 2015). In relation with such aspects
there have been creation of a list of tasks which would be helpful in determining the actual time
frame for activities in work-breakdown structure. However, it has been estimated by project
manager that completion of activities will be within 60 days of period.
Objectives: There have been various activities which are required to be performed in
accordance with achieving the best market share and creating identity. However, there are
several objectives which are required to be considered and followed by the professionals such as:
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 To communicate audiences regarding the refurbishment and renovation of teaching
classes and computing labs
 To improve the learning environment and study goals for students
 To develop a competitiveness in the environment with refence to promote the operational
initiatives.
Approach In relation with identifying the main approach regarding the event is for
communicating and bringing the necessary information among students, teachers and various
audiences regarding the renovation made in university. It will be helpful to society in terms of
retaining the best educational services in the upcoming time (Todorović and et.al., 2015). There
will be enhancement of are of knowledge with reflection to improve the career objectives for
students. On the other side, as per considering the teaching aspects there will be requirement of
improved teaching skills.
Key Staff: As per analysing the key partners and operational executives which will be
helpful in bringing the adequate success to this project on which recruiting the qualified staff will
be helpful in addressing activities to be performed. However, below listed table will represent the
staff members and their duties in event such as:
Staff Role
Project manager To execute the entire process of event such as tour of
university, catering services, sitting and stage
requirements etc.
Event manager To ensure proper arrangement including greeting guests,
sitting arrangements, serving beverages, lightening and
sound system as well as stage related activities (Badewi,
2016).
Technician To manage the proper system of presentation regarding
the university refurbishment. Ensure better control over
technical operations such as managing server systems,
devices in better conditions and managing lightening and
sound system.
Catering staff To ensure the best quality of food and beverages must be
served among guests. There must be consideration of
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proper health and hygiene (Sánchez, 2015).
Cleaning staff To clean and make a healthy environment for guests.
Also, after completion of event they are responsible to
clean entire area.
Supportive staff They have been assigned duties regarding greeting
guests, taking them on tour to university campus,
analysing their comfort to bring them possible services.
Stakeholder analysis:
Stakeholde
r Name
Contact
Person
Phone,
Email,
Website,
Address
Impact
How
much
does the
project
impact
them?
(Low,
Medium
, High)
Influenc
e
How
much
influence
do they
have
over the
project?
(Low,
Medium,
High)
What is
important
to the
stakeholder
?
How could
the
stakeholde
r
contribute
to the
project?
How could
the
stakeholde
r block the
project?
Strategy for
managing the
stakeholder
Managing
director
Peters
Wilson
High High Arranging
funds for the
event
process
Investing
funds in the
activities.
Not
bringing
the proper
amount of
funds in
project
Informing him
timely
regarding the
activities for
university
project and
detailed
information
regarding the
3

Stakeholde
r Name
Contact
Person
Phone,
Email,
Website,
Address
Impact
How
much
does the
project
impact
them?
(Low,
Medium
, High)
Influenc
e
How
much
influence
do they
have
over the
project?
(Low,
Medium,
High)
What is
important
to the
stakeholder
?
How could
the
stakeholde
r
contribute
to the
project?
How could
the
stakeholde
r block the
project?
Strategy for
managing the
stakeholder
funds
requirements.
Project
manager
Daniel
rose
Medium Medium To manage
and arrange
all the
activities as
per time,
milestones
and
associated
budget.
By properly
arranging
resources
and
motivating
staff to
make
efforts in
retaining
the
qualitative
success.
By not
agreeing
with the
projected
plans,
prices and
time. Not
providing
services.
Timely
communicatin
g regarding
the progress as
well as
analyzing their
requirements
Event
manager
Victor
parker
Medium low Making
arrangement
s in the event
Bring
necessary
resources
Go on
strike, not
agreeing
Analyzing
requirement
and binging
4

Stakeholde
r Name
Contact
Person
Phone,
Email,
Website,
Address
Impact
How
much
does the
project
impact
them?
(Low,
Medium
, High)
Influenc
e
How
much
influence
do they
have
over the
project?
(Low,
Medium,
High)
What is
important
to the
stakeholder
?
How could
the
stakeholde
r
contribute
to the
project?
How could
the
stakeholde
r block the
project?
Strategy for
managing the
stakeholder
location
(Svejvig and
Andersen,
2015)
such as
decoration,
staff,
catering
facilities,
lightening
and sound.
with the
charges.
appropriate
payments.
Cleaning
staff
Clean
and
hygiene
society
low low Getting a
good pay
Cleaning
the entire
area with
proper
hygiene
Going on
strike
Giving them
proper payoff
and
refreshments
Catering
staff
Food and
beverage
s pvt ltd.
Medium high Creating
identity,
getting best
reviews on
quality of
Managing
the quality
od food and
beverages,
serving
Going on
strike, not
giving best
quality
Ensuring
proper
payments.
5

Stakeholde
r Name
Contact
Person
Phone,
Email,
Website,
Address
Impact
How
much
does the
project
impact
them?
(Low,
Medium
, High)
Influenc
e
How
much
influence
do they
have
over the
project?
(Low,
Medium,
High)
What is
important
to the
stakeholder
?
How could
the
stakeholde
r
contribute
to the
project?
How could
the
stakeholde
r block the
project?
Strategy for
managing the
stakeholder
food and
beverages
and getting
proper
payments
properly
among
guests.
services
Technician Ricardo
pit
Medium high Managing
event
program
Arranging
the lighting
and sound
system,
proper
assistance
of software
used in
event
program
Not
bringing
proper
technical
support
Ensuring
proper
payments to
them.
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2. Work breakdown structure (WBS)
To schedule the tasks properly by ensuring effectiveness of the activities, budgets and
resources required will be helpful in managing the entire process of project plan (Papke-Shields
and Boyer-Wright, 2017). Thus, WBS is the technique through which a project manager will
analyse all necessary activities for the proposed project to be covered. It emphasis on improving
the operational aspects to meet the challenges at the right time. The importance of this approach
is that there will be effective analysis of the major activities are re required to be considered for
formulating the better understanding and approaches relates to overcome with issues.
Task Mode Task Name Duration Start Finish Predecessors Cost
Auto
Schedule
d
Project initiating
plan 9 days Fri 15-
03-19
Wed 27-
03-19 $7,700.00
Auto
Scheduled
ascertaining
requirements for
event
2 days Fri 15-03-
19
Mon 18-
03-19 $200.00
Auto
Scheduled
deciding time frame
for activities 3 days Tue 19-
03-19
Thu 21-
03-19 2 $2,400.00
Auto
Scheduled Objectives of event 2 days Tue 19-
03-19
Wed 20-
03-19 2 $3,000.00
Auto
Scheduled
Deciding Budget
requirements 4 days Fri 22-03-
19
Wed 27-
03-19 3 $1,500.00
Auto
Scheduled
communicating with
managing director 1 day Thu 21-
03-19
Thu 21-
03-19 4 $600.00
Auto
Schedule
d
Venue selection 8 days Thu 28-
03-19
Mon 08-
04-19 1 $7,400.00
Auto
Scheduled
searching banquets,
gardens, halls 5 days Thu 28-
03-19
Wed 03-
04-19 5 $400.00
Auto
Scheduled
analysing best
location 2 days Thu 04-
04-19
Fri 05-04-
19 8 $2,500.00
Auto
Scheduled negotiating prices 1 day Thu 28-
03-19
Thu 28-
03-19 6 $3,000.00
Auto
Scheduled finalising location 1 day Mon 08-
04-19
Mon 08-
04-19 9 $1,500.00
Auto
Schedule
d
Catering services 13 days Tue 09-
04-19
Thu 25-
04-19 7 $5,400.00
Auto
Scheduled
determining the
number of caterers 6 days Tue 09-
04-19
Tue 16-
04-19 10 $1,800.00
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Auto
Scheduled
analysing services
quality 7 days Wed 17-
04-19
Thu 25-
04-19 13 $2,200.00
Auto
Scheduled Finalising caterers 2 days Tue 09-
04-19
Wed 10-
04-19 11 $1,400.00
Auto
Schedule
d
Technical assistance 6 days Fri 26-
04-19
Fri 03-
05-19 12 $4,700.00
Auto
Scheduled
determining the best
technician 3 days Fri 26-04-
19
Tue 30-
04-19 15 $1,100.00
Auto
Scheduled
informing regarding
the event presentation 4 days Fri 26-04-
19
Wed 01-
05-19 15,14 $1,100.00
Auto
Scheduled
defining roles and
responsibilities 2 days Thu 02-
05-19
Fri 03-05-
19 17,18 $1,200.00
Auto
Scheduled finalising payments 1 day Thu 02-
05-19
Thu 02-
05-19 18 $1,300.00
Auto
Schedule
d
Invitation 11 days Mon 06-
05-19
Mon 20-
05-19 19,16 $9,700.00
Auto
Scheduled
preparing list of
guests and dignitaries 5 days Mon 06-
05-19
Fri 10-05-
19 20 $2,400.00
Auto
Scheduled
printing the invitation
card 6 days Mon 13-
05-19
Mon 20-
05-19 22 $4,600.00
Auto
Scheduled distribution of cards 4 days Mon 13-
05-19
Thu 16-
05-19 22 $2,700.00
Auto
Schedule
d
Promoting 3 days Tue 21-
05-19
Thu 23-
05-19 21,24 $6,100.00
Auto
Scheduled
publishing the
advertisement in
news paper
2 days Tue 21-
05-19
Wed 22-
05-19 24 $3,900.00
Auto
Scheduled
marketing through
social media 3 days Tue 21-
05-19
Thu 23-
05-19 23 $2,200.00
Auto
Schedule
d
Event planning 10 days Fri 24-
05-19
Thu 06-
06-19 27 $9,000.00
Auto
Scheduled
appointment of
appropriate number
of staff
4 days Fri 24-05-
19
Wed 29-
05-19 26 $100.00
Auto
Scheduled Guest speaker 1 day Thu 30-
05-19
Thu 30-
05-19 29 $5,000.00
Auto
Scheduled
Scheduling
presentation 5 days Thu 30-
05-19
Wed 05-
06-19 29 $2,400.00
Auto
Scheduled
determining the
process for touring
2 days Fri 31-05-
19
Mon 03-
06-19
27,30 $1,400.00
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university campus
Auto
Scheduled Completion of plan 1 day Thu 06-
06-19
Thu 06-
06-19 31,32 $100.00
Gantt Chart: It is the graphical presentation which reflects the direction of work flow.
Moreover, in this case it can be said that, there have been various operations which are required
to be considered in order to make proper ascertainment of operations.
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