Project Management Report: Strategies for HEI Games Project

This report provides a detailed analysis of project management principles applied to the organization of a Higher Education Institution (HEI) Games event. It begins with an introduction to project management and its relevance, followed by an examination of the Project Initiation Document (PID), detailing objectives, budget, timeline, and key staff. The report then delves into the Work Breakdown Structure (WBS) as a critical tool for organizing project activities, defining deliverables, and assessing costs and risks. Furthermore, it discusses critical path analysis and stakeholder management strategies, including identifying internal and external stakeholders and their influence. Project B focuses on risk management, including strategies for controlling risk. The report concludes by covering project methodologies and project closure. The report uses a case study approach, focusing on the organization of an indoor sporting event, and provides practical insights for successful project execution.

PROJECT MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
PART A...........................................................................................................................................1
Project Initiation Document.........................................................................................................1
Work breakdown structure..........................................................................................................7
REFERENCES..............................................................................................................................11
PROJECT B...................................................................................................................................12
Strategies use to control risk in project......................................................................................12
Project closure...........................................................................................................................17
Project methodologies...............................................................................................................18
CONCLUSION..............................................................................................................................21
REFERENCES..............................................................................................................................22

INTRODUCTION
Project management is the process which help in completion of project task by using
different technique and approach of management. In other words, it is defined as the process
methods, skills or knowledge or experience which used in order to attain specific business
objective. It is defined as final deliverables which are constraint for specific period of time. In
order to define relevance of project management, this report has been formulated, in which how
project initial document help in formulate structure of project, and use of work breakdown
structure as well as different methodology use for operate project has been define as systemic
manner. For the report, Case Scenario 1 is taken into consideration in which project manager for
indoor sporting event to organise a sort of Olympic among Manchester Higher Education
Institutions which are known as HEI Games. This report also define how tools of project
management is apply in order to successful organize Higher Education Institution games event.
PART A
Project Initiation Document
The term project initiation document defines as essential artefacts of project management
approach, which is used to formulated for the purpose of define role, scope, objective and budget
of document.
1

This report helps in provide all the essential information regarding project. On the basis
of that manager get idea related with how they formulate policies to coordinated with their team
to successfully complete the project (McLaren and Loosemore, 2019). In context to organize,
Higher Education Institution games, manager require to formulate this document, which help in
proved guideline. Following are the structure of PDI which define below:
Particular Project activities
Objective To successfully organize sports program in order to develop interest of students in
sports event at Manchester.
Other than this, SMART Objectives of the project of indoor sporting event among
are as follows:
Goal Specific Measurab
le
Actionabl
e
Rare Timeboun
d
To build
better
relations
Encouragi
ng two-
way
Improvem
ents in
number of
Prioritising
key
activities
Better
relations
will help
In
upcoming
6 months.
2

within
educationa
l
institutions
communic
ation.
meetings
and
solving
issues
within the
institution
and
scheduling
games
in reaching
at
achieveme
nt of
institutiona
l
objectives
Fostering
participati
on of
students in
games
Developin
g interest
among
students to
take part in
various
games.
Issues and
conflicts
mong
students
for games
are
resolved.
Scheduling
team
building
practices.
Empoweri
ng people
for better
relations
and quality
programmi
ng.
Within
time
period of 8
months.
Budget Particular Budgeted amount
(per university (In £))
Venue 4000
Sport management 3000
Sports equipment 2000
Set up 3000
Lighting 1000
Crowd management 1000
Food expenses 4000
Advertisement 2000
Total 20000
Time
scale
For organizing sort of Olympics among Manchester, project manager takes 1 year
of time. They need to require formulate plan, strategies, collect relevant information
regarding this plan. Manager needs to hire employee and team up for organizing this
3

event they collect funds, resource and organize meeting, promote the event all these
are helpful in order to complete the whole project work scenario within given time
period (Bredillet, Tywoniak and Tootoonchy, 2018).
Approach There are various methods and approaches which use for run and manage project. In
context to organizing Higher education games event, project manager use Six Sigma
approach of project management on the basis of following this approach, manager
able to successfully organize each project activities.
Key staff Success of project is totally depending on how effectively manager able to hire their
team mate for completion of their project. Project manager for organizing indoor
sports event require director, finance manager, trainee, sport manager, crowd
manager, event manager, cameramen, team mates all these personal are require for
the purpose of handling all the essential project related activities. On the basis of
that team able to organize, sports event in effective manner and within the prescribe
time period (Cerdeiral, and Santos, 2019).
Stakehold
er
analysis
Stakeholders are consider as personal or organizations who are directly or indirectly
related ad interest with the particular activities of any event. These are categorised
in 2 types of stakeholders, which includes external as well as internal stakeholders.
For Higher Education Institutions games, which organize in Manchester, following
are the relevant stakeholder of this event:
Internal Stakeholder: Theses includes those personal or parties which are directly
related and connected with the organization. With the help of internal Stakeholder,
manager able to fulfil or collect their project task or activities. These are Director
 Finance manager
 Event manager
 Team member
 Students
 School staff
 Cameramen
 Trainee
External Stakeholder: There are consider as parties or personal which are not
4

directly related with the project however their presence positively as well as
negativity impact on the success rate of organizing event. Following are the external
Stakeholder of the sports event:
 Government institutions.
 Municipal government
 Public
 Competitors
 Sports group
 Media
 Financial institutions
 Politician authorises
Stakeholder for organizing games event by QAHE:
Name
of
stakehol
der
Contac
t
person
Impact Influen
ce
Impo
rtant
to
stake
holde
r
Ways in
which
stakehol
der
contribu
tes to
project
Ways
in
which
stakeh
older
block
the
project
Strategi
es to
engage
stakehol
der
Advertis
ing
committ
ee
The
Englan
d
Times
Low High Gettin
g a
good
story
Printing
stories of
the game
events
which
supports
the
project.
Printing
some
stories
which
opposes
practice
of the
project.
Quarterl
y new
meetings
.
Investor Smith
Jones
High High Maki
ng
higher
By
investing
a large
Throug
h
making
Managin
g
expectati
5

return
s on
invest
ment
amount
of funds
in the
project.
decisio
n that is
against
set
criteria
for the
project.
ons,
effective
communi
cation of
plans and
using
data
visualisat
ion.
Project
manager
Remo
Claire
High High Comp
letion
of
projec
t and
achie
ving
its
object
ives
By
planning,
organisin
g
resources
,
coordinat
ing
activities
and
controlli
ng.
Throug
h
leading
with
integrit
y,
coordin
ating
with
people
involve
d in
project
Time
bound is
of 1 year.
Rights of
stakehold
ers
Project manager distribute some responsibilities as well as rights to internal
stakeholder, they are able to participle tin meeting when decision are taken
regarding planning and execution of project as well as they instruct and proved
guideline to staff for run project activities. Internal stakeholders can inspect and
audit revenue document of organizing event team. On the other side, external
Stakeholder have right to inspect or check revenue of organizing event and success
rate of sport event.
Strategy Stakeholders are considering as essential part of project activities; success of project
6

use for
manage
expectatio
ns of
sharehold
ers
is depending on how effective manager able to satisfy their Stakeholder. There are
various strategies and methods through which manager able to identify how they are
able to satisfy their Stakeholder, for successfully organize Higher Education
Institutions games event they use to formulate work breakdown structure, which
help in find out expectation. Stakeholder, time require to fulfil each activity as well
as demand of customers.
Claim of
Stakehold
ers
In context to organizing sports event at Manchester, Stakeholder expected that their
money which they investor this event will be satisfy them, their money and time not
get wasted.
Risk For organizing sports event, project manager faces many risk, the major risk which
institution facer is that they don't have sufficient capital for sourcing their funds to
organize event as well ass they don't have sufficient time to organize event with
completing all their planning activities within till July and August. Manager also
face issue related with technological failure while organizing event.
Constrain
ts
For successfully organize sports event, essential sport equipment, material, satisfy
equipment, musical sound system, availability of stadium equipment all the are
required.
Assumptio
ns
By organizing Higher Education Institutional games this event help in increases
awareness’s regarding sports among students as well as build their mental and
physical strength.
Deliverab
les
Every management institution able to attract public and students and other sports
group by using effect marketing strategies and social medial platform.
Work breakdown structure
Project manager for successfully organize their event require to formulate structure in
which all activities and action related to project has been define in systematic manner. Work
breakdown structure is a document which represent all the project related activities in diagram
format, all the activities divided in small component activities (Delisle, 2019).
7

It is deliverable oriented structure which help in identify time and cost require to
completion of each activity related with organizing sport event in Manchester. This breakdown
structure has been divided in 5 blocks, each block is showcase relevant business activities which
is started with initiation and end with closing and monitoring success rate of organizing sports
event. This structure help in showcase all the activates in effective manner as on the basis of
formulation of work break down structure manager able to find opt time require for completion
of each activity and risk rate which is related with each project activity. In context to organising
the sort of Olympics among Manchester Higher Education Institutions, work breakdown
structure is important as it makes deliverables concrete and precise which enables project team
about what to be accomplished in each type of deliverables. At same time, it is also important as
it permits for better estimation of costs, time and risks involved in the project.
8

Figure 1:Self-Created, 2021
(Source: Self-Created, 2021)
Critical path analysis: It refers to a project management technique which needs mapping
out all types of key task which are essential in completion of a project. CPM comprises of
finding the amount of period that is necessary for finishing each activity addition to the
9

dependencies of each activity on any others. In relevance to organising the sort of Olympics
among Manchester Higher Education Institutions, it is important for creating estimation of task
duration along with assisting all behind schedule workings on track. It is also significant as it
helps in recognising most important practices as well as ensures that the project do not fall
behind set schedule.
10

REFERENCES
Books and Journals:
Bredillet, C., Tywoniak, S. and Tootoonchy, M., 2018. Why and how do project management
offices change? A structural analysis approach. International Journal of Project
Management. 36(5). pp.744-761.
Cerdeiral, C. T. and Santos, G., 2019. Software project management in high maturity: A
systematic literature mapping. Journal of Systems and Software, 148, pp.56-87.
Delisle, J., 2019. Uncovering temporal underpinnings of project management standards.
International Journal of Project Management . 37(8). pp.968-978.
Hargaden, V., Papakostas, N., Newell, A., Khavia, A. and Scanlon, A., 2019, June. The role of
blockchain technologies in construction engineering project management. In 2019 IEEE
International Conference on Engineering, Technology and Innovation (ICE/ITMC) (pp.
1-6). IEEE.
Hasan, A., Ahn, S., Rameezdeen, R. and Baroudi, B., 2019. Empirical study on implications of
mobile ICT use for construction project management. Journal of Management in
Engineering. 35(6). p.04019029.
Luiz, O. R., de Souza, F. B., Luiz, J. V. R. and Jugend, D., 2019. Linking the critical chain
project management literature. International Journal of Managing Projects in Business.
McLaren, M. and Loosemore, M., 2019. Swift trust formation in multi-national disaster project
management teams. International Journal of Project Management .37(8). pp.979-988.
11

PROJECT B
Strategies use to control risk in project.
Risk: The term risk defined as probability of accrued bad events or possibility of adverse
deviation from desired outcome of project. It is the possibility of bearing loss by organization.
There are different types of risk which organization bear during the time of running business
operations. In order to organize Higher Education Institutional games in Manchester, project
manager face many difficulties they can overcome this by formulation of risk management plan
(Garwood. and Poole, 2018).
Risk management plan: This plan has been formulated in order to mitigate risk by
preparing strategies and business activities. Following are the things which are determine in this
plan:
Methodology: Manager of Higher Education Institutional games, decided which
methodology they require to formulate in order to complete their project plan. There are different
types of methodologies has been implemented which useful in order to complete project.
Roles & Responsibilities: Manager distribute responsibility to each team manner of their
event , which useful in order to make accountable to each member and they work for fulfil their
work responsibility.
Budget & Schedule: Risk budget has been prepared in order to determine how much
time and cost required to fulfil each activity on the basis of that manager formulate or modify
their policies.
Risk Probability: On the basis of measuring probability of occurring risk manager able
to determine which risk is they need to control and activities through which they can mitigate
risk of facing failure of business project (Obradović,Todorović. and Bushuyev, 2018).
Risk documentation: This is considered as essential business element, through which
manager able to determine and control their risk. By formulation of report on risk related
business activities, manager of Higher Education Institutional games, able to find out those
activities through which they can overcome their risk. For this purpose, they formulate risk
register. Which are define below:
Risk register: It is defined as the tool which manager used in order to identify different
types of risk arises during the time of running business project as well as define those outcomes
12

through which they can control or manage risk. It is also known as risk log. Following are the
risk register of managing risk arise during the time of organizing Higher Education Institutional
games, in Manchester:
Before mitigation After mitigation
Type of
risk
Pro
babi
lity
Imp
act
Overall Mitigation
action
Proba
bility
(after
mitig
ation)
Imp
act
Ov
er
all
Contingency
plan
Status Owner
Financi
al risk
3 2 5 In order to
mitigate risk
related with
finance
manager
required to
change their
portfolio
structure
regarding with
generating
cash inflow
activities.
They need to
control their
cost by cutting
wastage
project related
activities. And
on the basis of
that they sure
to collect
2 2 3 Budget has
been
formulated to
mitigate extra
cost and each
activity is run
according to
the budget.
This
plan is
approv
ed by
membe
rs of
the
project.
Project
manag
er,
directo
r of the
event.
13

funds from
those
institutions
who are not
change high
rate of interest.
Market
risk
2 4 7 Risk regarding
with failure of
the success of
project due to
not taken
particulate of
public within
the event, in
order to
mitigate
market risk
project
manager
proved attract
offer towards
participants as
well as visitors
regarding with
coupon to won
attract prize.
2 3 4 Directors con
duct meeting
to overcome
this risk
To be
confess
in
meetin
g
Financi
al
directo
r
Techno
logy
risk
4 3 2 This risk
arises due to
failure of
equipment use
1 3 2 Equipment has
been in case of
contingency
situation.
Approv
al by
membe
r
Project
manag
er
14

during the
time of
organize
different
games. In
order to
control this
risk, plan has
been
formulated to
cross check
each
equipment
whether they
working or not
or trial has
been taken
with each
instrument
which used in
this game
Risk or
mainte
nance
1 3 4 Team has been
hired which
measure ad
observe
regarding with
maintaining of
equipment
2 1 3 Equipment or
instruments
are manage or
maintain in
between time
gap of
different
period.
Approv
als in
meetin
g
Team
membe
rs
Time 5 4 3 In order 4 2 1 Short term Approv Project
15

risk reduce risk
regarding with
completion of
project within
given time
period.
Manager
dividend each
activity in
different short
tasks and on
the basis of the
measurer and
review each
task.
budget
formulated to
complete task
within given
time period.
al in
meetin
g
manag
er
Compa
tibility
risk
2 3 6 Project
manager hire
those personal
or team
member or
students who
are cable to
handle or
manage event
and have skills
regarding in
with working
in team.
3 2 1 Training
session is
given to team
member of
project.
Discus
sed in
board
meetin
g
Directo
r
Fluctua
tion
3 5 6 In order to
mitigate this
1 2 4 Second
alternate of
Approv
al by
Directo
r
16

risk risk, special
strategies and
polices have
been
implemented
to scan the
whole working
environment
for analysis
market
condition.
project has
been
implemented
to overcome
this risk
(Rahardja, and
Lutfiani,
2020).
manag
er in
meetin
g.
Comm
unicati
on
2 5 3 Use different
tools of
communicatio
n and conduct
meeting and
group
discussion
order to
overcome this
issue.
2 1 2 Digital
platform and
social media
use for
promotional
purpose.
Approv
ed by
sponso
r
Team
membe
r.
Project closure
Project closure: It is defined as the 4th stage of project life cycle which includes all
delivering of customers to products or passing essential document and provide relevant services.
In this case project has been formulated in order to organize, Higher Education Institutional
games, in Manchester to enhance encourage youth towards indoor and out6doodr games.
Following are the stages which is related with project disclosure:
17

Confirmation: This is the first stage in which project manager of Higher Education
Institutional games, confirm that project is complete and the objective for which it is formulated
to organize event was successfully achieved (Rodríguez-Rivero and Et. Al., 2020).
Review contracts: After completion of the project, manager observe or insure that
whether all the contract are complete or not related with project and their team able to fulfil debt
liability of each creditor or not.
Release resource: In this stage manager of organizing event in Manchester focused that
their resources all the staff and project team from the project as it was completed.
Conduct post measurement: After completion of project manager has been formulated
or measure overall success rate of the project on the basis of that they analysis revenue rate and
completion cost required for running project activity.
Archive documentation: On the basis of measuring business performance organization
able to attain their business document, which are useful in order to make or formulate essential
business summery regarding the project. On the basis of this document, manager able to
recognize success rate of each project activity.
Project methodologies.
There are various project methodologies have been developed in project management
approach, these methodologies are useful and relevant in order to systemically complete project.
Following are types of methodologies:
Agile: It is a methodology which is used in order to find out project products on the basis
of customer wants. In this methodology, project strategy is implemented on the basis of
formulating strategies by analyzing market demand, this strategy are useful in order to complete
work according in effective manner.
18

Advantage:
 This project methodology is useful in provide customers satisfaction by using effective
software.
 It is proved fluctuation and accept changes business policies (Sanchez, Micaelli,
Bonjour and Monticolo, 2019).
Disadvantage:
 This methodology is not relevant for long term business projects.
 Due to lack of documentation and intensity it is not necessary that this methodology help
in attain business objective.
Waterfall: In this approach management is change and distributed according with the project
life cycle, it covers all the relevant part of testing, recognition, designing as well as it converts
part of maintenance.
This methodology is based on finding relevant requirement of project and on the basis of
that design is manufacture and it implemented within the project and on the basis of that it was
verified and maintenance activity is run at the time of running business project. It is considered
as traditional approach of project management in which each phase or stage has specific
deliverable and process review.
Advantage:
 This methodology is easily understood and requirement are easily fulfilled by
management department.
19

Disadvantage:
 It is not define as ideal project model for long term projects.
 It is considered as less effective business model.
Prince 2: This process based on project management by design structure of it there are
different controllable stages is divided on the basis of that management able to complete their
project. It includes what project objective is, how project is started, how it is useful for
organization and how much cost did organization required in order to complete that project.
This methodology is including 7 stages which started from startup of project, initial
project process, direct project, control stages management of project activities manage business
case, organize plan and control its quality, risk and changes arise during their time of completion
of the project.
Advantages
 This project methodology is comparatively less risky and it provide sustainability and
reality of project activities.
 In this methodology communication system is run in effective manner, and these are
easily representative by management department.
Disadvantage
 This technique requires to have experience manager who has knowledge regarding this
methodology (Styhre, 2020).
 It is not cover soft skills thus project manager requires to carry variants of document.
Project manager of Higher Education Institution games, apply prince methodology in
order to complete their project task activities. On the basis of that they are able to fulfill
requirement of each project related activities as well as on the basis of that management
department of project able to find out cost require to generating or organizing the overall project
as well a time require for completion of project.
They effectively manage or control each project activity which help in determine how
manager complete and fulfill requirement of their project and cost of each task which useful to
overcome risk arise during the time of running project activities.
Manager require to make or organize successful game event in Manchester thus by as
applying prince methodology of project management, they are able in order to complete their
20

task within given or specific time period which useful to attain or complete their project and they
successfully close their project activity within given time period (Uribe, Ortiz-Marcos and
Uruburu, 2018).
CONCLUSION
From the above analysis it has been concluded that business organization for successfully
organize any event require to user project management strategies. On the basis of formulation of
project initial document and network diagram as well as by implement prince methodology
manager able to successfully organize their event. They also use risk register in order to mitigate
risk arise during the time of organize project activity.
21

REFERENCES
Books and journals
Garwood, D. A. and Poole, A. H., 2018. Project management as information management in
interdisciplinary research:“Lots of different pieces working together”. International
Journal of Information Management. 41 .pp.14-22.
Nusari, M., Al Falasi, M., Alrajawy, I., Khalifa, G. S. and Isaac, O., 2018. The impact of project
management assets and organizational culture on employee performance. International
Journal of Management and Human Science (IJMHS). 2(3) . pp.15-26.
Rahardja, U. and Lutfiani, N., 2020, March. The Strategy of Improving Project Management
Using Indicator Measurement Factor Analysis (IMF) Method. In Journal of Physics:
Conference Series (Vol. 1477, No. 3, p. 032023). IOP Publishing.
Rodríguez-Rivero, R., Ortiz-Marcos, I., Díaz-Barcos, V. and Lozano, S. A., 2020. Applying the
strategic prospective approach to project management in a development project in
Colombia. International Journal of Project Management .38(8). pp.534-547.
Sanchez, F., Micaelli, J. P., Bonjour, E. and Monticolo, D., 2019. A Step for Improving the
Transition Between Traditional Project Management to Agile Project Management
Using a Project Management Maturity Model. The Journal of Modern Project
Management. 7(1).
Styhre, A., 2020. Thinly and thickly capitalized projects: Theorizing the role of the finance
markets and capital supply in project management studies. Project Management
Journal. 51(4). pp.378-388.
Uribe, D. F., Ortiz-Marcos, I. and Uruburu, Á., 2018. What is going on with stakeholder theory
in project management literature? A symbiotic relationship for sustainability.
Sustainability. 10 (4). p.1300.
22