Project Report: Executive Summary for QA Higher Education Launch Event

This project report presents an executive summary for a launch event organized by QA Higher Education to publicize its refurbished facilities and enhanced learning environment. The report details the project initiation document, including budgetary information, timescale, and objectives. It also includes a stakeholder analysis, risk register, work breakdown structure, and Gantt chart. The project aims to attract students and improve the university's competitiveness by showcasing its new amenities. Key staff roles and responsibilities are defined, and methodologies of project management are evaluated. The report concludes with a discussion on project leadership and its impact on the event's success.

PROJECT

EXECUTIVE SUMMARY
For accomplishing a particular project, it is very necessary to have some sort of sound
leadership on the part of Project manager for guiding the project in a right direction. . The report
will highlight a project initiation document, stakeholder analysis, a risk register, work break
down structure, Gantt chart and timescale. Budget refers to the expenditure plan in which
revenues and expenses for a specific period is estimated. The budget provided for launching the
event is £50000. This maximum limit within which the aforesaid project has to be completed.
For accommodating large number of people, proper parking facilities is to be arranged. Project
manager for offering parking services will hire people to make the parking of vehicles organized.
Project scope refers to deliverables of the project. It shows requirements, objectives and
assumptions adopted for preparation of project.That perform their task to monitor performance
of each activity for the event so that event could be organized in the most efficient manner
without any error or mistake, the event manager needs to take care about each key person and set
their plans accordingly in order to eliminate negative influence of these stakeholder.

Table of Contents
Table of Contents.............................................................................................................................3
1. INTRODUTION..........................................................................................................................4
2. PROJECT INITIATION DOCUMENT (PID)............................................................................4
Budgetary information.................................................................................................................4
Timescale.....................................................................................................................................4
Project objectives.........................................................................................................................5
Aim..............................................................................................................................................5
Approach......................................................................................................................................5
Key staff.......................................................................................................................................6
Stake-holder's analysis.................................................................................................................7
Project scope and exclusions.......................................................................................................8
Constraints...................................................................................................................................8
Deliverable...................................................................................................................................9
PROJECT PLAN...........................................................................................................................10
Work break down structure........................................................................................................10
Gantt chart..................................................................................................................................11
Risk Register..............................................................................................................................14
REPORT........................................................................................................................................17
Project Leadership.....................................................................................................................18
Evaluation of Methodologies.....................................................................................................18
CONCLUSION..............................................................................................................................20
REFERENCES..............................................................................................................................22
APPENDIX 1.................................................................................................................................24

1. INTRODUTION
Project management is a process of systematically planning and organizing the available
resources of a business enterprise in channelizing them towards a specific activity or task which
is too accomplished within a specific time frame. For accomplishing a particular project, it is
very necessary to have some sort of sound leadership on the part of Project manager for guiding
the project in a right direction (Hattie, 2015). The present project report is about a project of a
launch event for publicizing the refurbishment which QA Higher Education has done for
facilitating the students with excellent learning environment and latest technology for supporting
their studies and teaching. The report will highlight a project initiation document, stakeholder
analysis, a risk register, work break down structure, Gantt chart and timescale. Further,
importance of strong leadership and several methodologies of project management will be
discussed.
2. PROJECT INITIATION DOCUMENT (PID)
Project initiation document is a reference point throughout the project. In other words, project documentation
includes an overview of all the activities and tasks that are to be undertaken by specified member, the manner in
which they are to be undertaken, in what time activities have to completed, what are the constraints, scope of
project, budget information, approaches, risks associated with the implementation of project etc.
Budgetary information
Budget refers to the expenditure plan in which revenues and expenses for a specific period is estimated. It acts
as a guide for manager within which the activities of the undertaken project has to be planned and implemented.
The budget provided for launching the event is £50000. This maximum limit within which
the aforesaid project has to be completed (Al-Emran and et., al., 2016). For example, for
arranging food and drinks for the audience, the catering expenses that are to be incurred will be
£16000 for serving the University students. For inviting dignitaries, it is estimated that £5000
will be incurred. A music band will be hired for making the evening entertaining which will cost
around £3000. A complete budget is prepared for the launch event which is enclosed in
Appendix 1.
Timescale
Timescale refers to the time in which the tasks or activities of the project will be completed. For launching the
event of publicizing the refurbishments done by QA Higher Education, the project manager has set time for different
activities. For example,
 For arranging the event requirements, the time limit set is 5 days.
 Identification of event venue- 2 day

 event marketing- 4 days
 sending invitations- 3 days
 event planning – 6 days
 Setting up technological infrastructure – 2 days
 Food & beverage planning- 3 days
Project objectives
The project of launching the event has following objectives:
 To publicise the enhanced infrastructure of the University premises in fresher's week in September.
 To attract students and ensures them that University premises are full of required infrastructure.
 To increase the admission enrolments for the University
 To improve the competitiveness and reputation of University by flashing off the amenities offered by QA
Higher Education.
Aim
Aim: “To publicize the refurbishments of QA Higher Education for enhancing the learning
environment and learning technology for students”.
Approach
The project manager is going to undertake the project in a well organization manner. A
systematic approach will be followed by the manager. After a thorough research, using
benchmarks, the project manager has observed that other event companies offers entertaining
services such as musical night for engaging the students, offering a tour of renovated building
through innovative ways. For accommodating large number of people, proper parking facilities is
to be arranged. Project manager for offering parking services will hire people to make the
parking of vehicles organized (Martín-Gutiérrez and et., al., 2015). Further, the project manager
has decided to hire the services of event management specialists for ensuring the launch event
takes place without any hurdle. For getting the supplies for the event, the project manager would
consider all the reliable suppliers and would evaluate each one of them in terms of quality and
costs. After such evaluation the project manager has selected the supplier has offers good quality
supplies at the price which is within the budgeted boundaries of manager.
For marquee settings and PA systems, the project manager has contacted the local service provider who has
agreed to provide decent quality services at the rate affordable by event manager. Project manager has considered
the requirement of stewards for looking after the food supplies at event venue, managing the crowd, and looking
after any potential hazards that could take place at such gathering. For acquiring the services of stewards, the
manager has contacted event Management Company that will sent the required number of stewards on the particular

date.
Key staff
It is one of the most important analysis to be made for project management purpose. Key
staff and key stakeholders are those that plays a vital role in successful completion of overall
project and they also have their personal or professional interest in the completing the project.
Key staff are some leaders, managers, etc. That perform their task to monitor performance of
each activity for the event so that event could be organised in the most efficient manner without
any error or mistake. Key stakeholders and key staff in the present event management are as
under:
Staffs required Role in managing this project
Project Manager Project manager is held responsible for scheduling complete
event in such a manner that it would facilitate the University in
publcising its recent modifications and refurbishments of making
the teaching environment more soothing for students and teachers
in the freshers week of September.
Director -Project Sponsor Project sponsor is one of the most key stakeholders relating to a
project. It provides the financial and technical support to the
project manager in guiding the project towards a right direction.It
is key decision maker wherein all the material decisions are to
formed with its approval.
Risk- assessment Manager This manager is concerned with the assessment of risks which
could potentially affect the success of a project in a negative way.
Risk manager is one who maintains the risk register and makes
provisions for mitigating such risks.
Functional Manager Functional manager is that person who is embedded with equal
responsibilities like that of a project manager. The only difference
is that functional manager is concerned with the distribution of
responsibilities and tasks amongst the team members. It also

monitors the performance of planned activities.
Stake-holder's analysis
Key stakeholders are generally those who have invested their fund for organization of event.
They have their personal interest with the successful completion of event, as they gets share in
the profit earned from the project. Further, it can also be said that both the key stakeholders and
key staff have their own influence in the completion of event. In this regard, the event manager
needs to take care about each key person and set their plans accordingly in order to eliminate
negative influence of these stakeholders.
Stakeholder
Category
Authority Impact Areas of interest Strategy to manage them
Director -
Project
sponsor
Dominant High It is interested in the
success of the entire
project, publicizing of
the refurbishments and
students’ responses
It could managed the project
by keeping the regular
updates relating to the
progress made in the
proposed project and telling
project and functional
managers in case it finds out
any deviations.
Functional
Manager
Advocate High This stakeholder of a
project is interested in
the completion of the
activities of a project as
per the deadlines.
Project manager is needed
to exchange the information
regarding goals/objectives
and risks associated with the
project, a checklist that
would contain all of the
above mentioned things.
Project
Manager
Advocate High It is concerned with the
timely completion of
undertaken project in
The project manager needs
to give incharge to others in
case of any contingent event

addition to meeting of all
the planned activities and
other requirements.
or emergency.
Students Blockers Medium Interested in modified
classrooms, computer
labs equipped with latest
technologies for better
learning.
Comprehensive view of
classrooms pictures and
snaps.
Project scope and exclusions
Project scope refers to deliverables of the project. It shows requirements, objectives and
assumptions adopted for preparation of project. The project scope also provides information
regarding boundaries for performance of project (Nicholas, 2018). In addition, project exclusion
shows those things, assumptions and values that are being excluded from the overall project due
to any reason. In the present project, the scope of organizing7 the event is also limited. The
overall management in the project is being done by managing the limited resources of available
with project manager of event.
Constraints
Project constraints are directly linked with the quality of the project in regards of project
deadlines, project budget and its scope. Thus, these are related to project time, cost, schedule.
These are also known as project triangle or iron triangle or triple constraint. However there are
many other constraints also,namely risk , resource and quality.
Scope constraint:- this focuses on the expected outcome of the project. In the given project
the scope is to train the students about the higher education, this is the exact outcome of the
project.
Time constraint:- this refer to time in which project to be delivered. This means the total
time of project. In the provided project, the time limit is predetermined as and when it is started
which approximately 25days.
Cost constraint:- this is all about related to money of the project to achieve the expected
outcome of project. In the given project, overall cost of project is predetermined to achieve the

scope of project to train and guide the student about higher education (Ansoff and et.al., 2018).
Risk constraint:- risk is associated with any of the project, this provides about the wrong
things and how it can be corrected. In the project provided, the risk of its failure is associated
which can be reduced or can be eliminated by the enforcement of good management team.
Thus, these are required for the successful project completion, change in one constraints leads to
change in other constraints also.
Deliverable
Project deliverables refers to the results of the project which are expected on the completion of
it. It can be tangible or intangible in nature, can be in the form of goods or service, report ,
document or any other thing (Stolzer, 2017). These are the requirements of the particular project
or it can be said as the predetermined contractual obligation of the project manager or person to
deliver the expected result of the project.Sometime these deliverables are to be understand or
provided as the manual instructions.In the given project the deliverables are as under :
 Provide the better environment and infrastructure for the students enrolling in the higher
education.
 Increase the enrollment of student as well as reputation of university.
 Provide the technology and those facilities which are required for such higher education.
 Deliverables decides or analyse the success rate of any project and provide the
information related to its success.
Assumptions
Assumptions of the project refers to the anything which assumed to be right or true but no
guarantee can be given in this regard. This can also be said as the circumstances or event which
can be happened in the project life cycle but there is no confirmation of happening of these
events.The project manager in the present project has assumed the following things:
Financial:- this means the assumptions related to finance of project, it deals with budget of
project. The project manager for the current project of launching an event for puclicing the
refurbishment by QA Higher Education was assumed to be 50000 pounds.
Methodology:-this assumption provides that the same or pre existing methodology is to be

adopted in project (Todorović and et.al., 2015).
Facilities:- different types of facilities are required in the project, it is assumed that all are
provided to the project manager with respect to the time and availability.
It is provided that change in the assumptions of the project can typically and significantly
affect the project. So proper due consideration is required before changing any assumption.
Where change is necessary, then only change the assumptions of the project.
PROJECT PLAN
Work break down structure
It is a deliverable oriented decomposition of undertaken project into smaller and
manageable components. It is a hierarchical breakdown of entire project wherein the activity and
tasks are assigned to people according to their capabilities.

Gantt chart
It means graphical or pictorial representation of schedule of project. The timeline of the
project is represented in the graphical way against the activities involved in the project.
Task Mode Task Name Duration Start Finish
Auto
Scheduled Task Name 1 day Tue 7/2/19 Tue 7/2/19
Auto
Scheduled 1. Determining Requirements of Event 8 days Wed 7/3/19 Fri 7/12/19
Auto
Scheduled 1.1 Setting Needs 5 days Mon 7/15/19 Fri 7/19/19
Auto
Scheduled 1.2 Developing objectives 4 days Mon 7/22/19 Thu 7/25/19
Auto
Scheduled 1.3 Setting Location 6 days Fri 7/26/19 Fri 8/2/19
Auto
Scheduled 1.4 Making Amenities available for 4 days Fri 7/26/19 Wed 7/31/19
Auto
Scheduled 1.5 Time 2 days Thu 8/1/19 Fri 8/2/19
Auto
Scheduled 1.6 Budget 8 days Mon 8/12/19 Wed 8/21/19
Auto
Scheduled 2. Venue Selection 7 days Wed 8/14/19 Thu 8/22/19
Auto
Scheduled 2.1 Site Visiting 9 days Wed 8/14/19 Mon 8/26/19
Auto
Scheduled 2.2 site Finalizing 5 days Wed 8/14/19 Tue 8/20/19
Auto
Scheduled 3. Advertisement 4 days Fri 8/9/19 Wed 8/14/19
Auto
Scheduled 3.1 Advertisements in newspaper 6 days Mon 8/5/19 Mon 8/12/19
Auto
Scheduled 3.2 Media promotion 5 days Thu 8/22/19 Wed 8/28/19
Auto
Scheduled 4. Invitations 4 days Thu 8/22/19 Tue 8/27/19
Auto
Scheduled 4.1 Designing 5 days Fri 8/23/19 Thu 8/29/19
Auto
Scheduled 4.2 Printing 5 days Mon 8/12/19 Fri 8/16/19
Auto
Scheduled 4.3 Distribution 8 days Wed 8/14/19 Fri 8/23/19
Auto
Scheduled 5. RSVP 4 days Fri 8/9/19 Wed 8/14/19
Auto 5.1 Preparation of RSVP 6 days Fri 8/23/19 Fri 8/30/19

Scheduled
Auto
Scheduled 5.2 Processing of payment 5 days Wed 8/21/19 Tue 8/27/19
Auto
Scheduled 6. Event Planning 2 days Wed 8/28/19 Thu 8/29/19
Auto
Scheduled 6.1 Planning for Staff 4 days Fri 8/30/19 Wed 9/4/19
Auto
Scheduled 6.2 Selecting Guest Speakers 7 days Tue 9/3/19 Wed 9/11/19
Auto
Scheduled 7. Technology 5 days Thu 8/15/19 Wed 8/21/19
Auto
Scheduled 7.1 Setting up Events 2 days Mon 9/2/19 Tue 9/3/19
Auto
Scheduled 8. Planning for Meal 5 days Mon 9/2/19 Fri 9/6/19
Auto
Scheduled 8.1 Refreshments 4 days Tue 9/3/19 Fri 9/6/19