Project Initiation Documentation: QA Higher Education London Event

This Project Initiation Document (PID) outlines a project designed to enhance student engagement and improve campus competency at QA Higher Education. The project, named "QA Higher Education London Education Event," aims to attract students and improve university proficiency. The document details the project's scope, including financial constraints, assumptions, and interfaces. It adopts a 4-phase approach, encompassing inquiry, preparation, operation, and rating. The PID provides a comprehensive business case, stakeholder list, communication plan, quality management approach, and change control strategy. Risk assessments address project capacity, definition, leadership, and staffing. The project leverages the PRINCE2 technique for effective follow-up and guidance, ensuring excellent results. Appendices include detailed information on the project plan, scope, and risk assessments.

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PROJECT INITIATION DOCUMENTATION
by Student’s Name
Code + Course Name
Professor’s Name
University Name
City, State
Date

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Table of Contents
Project Initiation Documentation.....................................................................................................3
Document Information.................................................................................................................3
Approval......................................................................................................................................3
Notes............................................................................................................................................4
Definition.....................................................................................................................................4
References....................................................................................................................................7
Project Management Team........................................................................................................12
Project Controls.........................................................................................................................13
Tailoring....................................................................................................................................13
References......................................................................................................................................14
Appendix 1.....................................................................................................................................15
Appendix 2.....................................................................................................................................17
Risk Assessment for the Project................................................................................................17
Project Capacity.....................................................................................................................17
Definition of the Project........................................................................................................18
Leadership..............................................................................................................................19
Staffing..................................................................................................................................20

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Project Initiation Documentation
Document Information
Project name: QA Higher Education London Education Event
Date: 01/04/2019
Author: You
Owner The Managing Director and the Director of Operations
Document code: QAB020N503S
Version: v1.0
Approval
Date Name and Signature
21/01/2019 John Johnson, Managing Director
22/01/2019 Mark Markson, Director of Operations
Notes

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Definition
Background: QAHE is known to offer courses to students in various regions of the United
Kingdom including Birmingham, London, and Manchester. The learning process
remains active with the aid of a friendly environment that includes classrooms and
computer laboratories with free Wi-Fi. Remodeling the facilities guarantees the
stability of a productive learning surrounding and introduction of the most recent
technologies to act as the learning and teaching aids.
Main Goal: To engage the learners in the academic excellence process and raise the
competency level of the campus.
Desired Outcomes: To proclaim the intention of student attraction and improving the university
proficiency.
Constraints and
Assumptions:
Constraints:
 A financial plan of about 65, 455 USD will account for the
happening in seven days. (Marchewka, 2014: 6).
 The celebration will transpire in the course of the new
student’ registration process in September 2019.
Assumptions:
 Relevant authorities will facilitate the presence of the team
and learners to fulfill the main aim of the project.
 Meetings and authorization will occur appropriately within
the given period.
Scope: Fully described in Appendix 1.

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Interfaces: To raise the student population in the institution by achieving the target set in the
business.

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Project Approach: The 4-phase approach of Maylor applies. (Ishaqi, 2013: 35).
Figure 1: Maylor’s 4-Phase Approach Table
The project entails:
1. Inquiry: Arranging regular meetings with the project
members to share info.
2. Preparation: Making commercials, plans, and schedules.
3. Operation: Creating awareness through the project
information materials and launching the event in the
academic institution.
4. Rating: Feedback acquisition, data analysis and formation of
a final valuation report.

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References
Project Product
Description:
The formulated schedule requires the event to occur during the first seven days of the
new students’ registration process. More info described in the Appendix 1.
Business Case: The budget allocation estimates for the event appear as in the table shown below.
Component Detail Approximated
Amount ($)
Time and Date
Scheduled
Learners and Staff
trips
Casual visiting
opportunities to
7,000 From 8.00 am to
3.00 pm
Friday
Every month
Food and drinks Celebrating by
feasting and
toasting
22,055 The first week of
Freshers’ entry
in September,
2019
Dignitary
accommodation
Providing
sheltering places
13,000 7.00 am 1st
September, 2019
until
8:00 pm 29th
September, 2019
Marketing Creating public
awareness
8,900 1st July, 2019 to
31st August, 2019
Public safety Assigning
guards to secure
9,500 5:00 am 1st
September, 2019

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the participants until
9:00 pm 29th
September, 2019
You Coordinating
activities before
and during the
event
5,000 From 1st April,
2019 to the last
day of the event
Stakeholder List: The project team members include:
 Learners
 Instructors
 Potential students
 Management
More details about stakeholders tabled in appendix 2.
The Communication Plan in the Appendix 1 shows how they will communicate
effectively.
Quality
Management
Approach
Detailed in Appendix 1 under ‘Quality Check’.
 Planning: The Project Manager is expected to initiate the review
for Quality Assurance.
 Controlling: The names of the product report files relate to their
titles and version. The final version of the document holds the
label 1.0.
 Guarantee for the project: The project members will be notified

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at least two days before reviewing the report.
 Materials and methods: Each member will gain access to the
Quality Assurance review copy (Sallis, 2014: 91-119).
 Recording process: Microsoft Excel will aid to tabulate the
quality log data and organize the review memorandum.
 Time management: The product change activities will require
approval. The development, confirmation and finalization dates
of the respective products will remain in record documents.
 Report submission: Project updates, execution and Ad-hoc
reporting processes.
 Accountability: The Project Manager estimates the quality of the
project and its products according to the qualification terms and
conditions.

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Change Control
Approach
Participants will share relevant information by communicating, consulting,
coordinating and cooperating (Kerzner, 2017: 77).
+ve
Impact
-ve
One Week Time
Figure 2: Change control curve
Risk Management
Approach
Consider the legal security measures; The project charter (Madsen, 2014). The table in
the Appendix 2 shows all regulations and requirements.
Communication
Management
Approach
Associate Name Duty Analysis
Project
Sponsor
John Johnson Ultimate decision-
making,
supervision, and
reassessment
With proper
appreciation from the
project participants, he
will be grateful and
probably continue the
sponsorship activities
Director of Mark Markson Regulates the With proper support
Accelerating
change
(Communication,
consultation,
coordination
and cooperation)
Controlled change
Uncontrolled
change
Decreasing negative event outcomes

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Operations
(DO)
project
management
activities
from the team, high
performance is expected
from the DO
Project
Manager
(PM)
You Run and control
the undertakings
The cooperation of the
project participants as
well as the availability
of enough resources and
time enables the PM to
effectively manage the
project
Partakers Other
stakeholders
Realization,
reconsideration,
and
correspondence
Proper guidance and
support from the
management facilitates
positive reactions from
the partakers
A Communication Plan has the following components:
 Listeners: All the parties present at the event (Marchewka, 2014:
8-9).
 Manner: Information will flow from the middle members of the
hierarchy to the outside.
 Link: Meeting twice a month.
More information available in Appendix 1.

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Project Plan Presented in Appendix 1 (Bell, 2014: 1-255).
Project Management Team
Role Reports to Appointee
Colleagues The Project Manager You
Project
Sponsor
Managing Director John Johnson
Director of
Operations
Managing Director John Johnson
Project
Manager
Director of Operations Mark Markson
Project Controls
The Director of Operations will receive reports on all arising matters for the generation of
an Exception Report. You will retain the quality log and the recommendations form.
Tailoring
PRINCE2 technique is appropriate for the project’s effectiveness in the follow-up,
guidance and fulfillment processes to acquire excellent results.

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References
Bell, J., 2014. Doing Your Research Project: A guide for first-time researchers. McGraw-Hill
Education (UK).
Ishaqi, A. (2013). Advanced project management ppts. [Online] Slideshare.net. Available at:
https://www.slideshare.net/AliIshaqi/advanced-project-management-ppts [Accessed 2 Feb.
2019].
Kerzner, H. and Kerzner, H.R., 2017. Project management: A systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Marchewka, J.T., 2014. Information technology project management. John Wiley & Sons.
Madsen, S. (2014). What makes a perfect Project Initiation Document (PID)? [Online] Susanne
Madsen - Developing Project Leaders. Available at:
https://www.susannemadsen.co.uk/blog/what-makes-a-perfect-project-initiation-document-
pid [Accessed 2 Feb. 2019].
Sallis, E., 2014. Total quality management in education. Routledge.

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Appendix 1
Name Of
The Design
Scope Constituents Source Setup
Display
Assign
ed to
Quality
Check
Endorsem
ent
Project plan Recording
activity
dates and
responsible
persons
 Work
 Definite actions
recommended
 Total percentage
 Commencement
time
 Deadline
 Parties
involved
Project
Manager
MS
Word
Docum
ent
Project
Manag
er
Examine
d by
relevant
authoritie
s
Director of
Operations
Communicat
ion plan
Info
exchange
methodolog
ies and
products
rationale
 Listeners
 Program
 Communicati
on
Examinati
on and
determinat
ion of the
networkin
g urgency
MS
Word
Docum
ent
Project
Manag
er
Analyzed
by the
partakers
Project
Sponsor
Evaluation
plan
Avails the
way of
getting
associates’
responses
and
evaluating
the
operations
 Response
 Way
 Basics
 Program
 Statistical
records
Team
sessions
MS
Word
Docum
ent
Project
Manag
er
Members Project
Sponsor

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Project
Evaluation
Report
Project
explanation
and
appraisal
together
with the
recognition
of learned
lessons
o Capsulizatio
n
o Ambition
o Operations
o Aftermath
o Concern
o Account
o Learnt
lessons
o Proposition
Project
notations
MS
Word
Docum
ent
Project
Manag
er
Participa
nts
Director of
Operations
Appendix 2
Risk Assessment for the Project
Project Capacity
Risk Impact/Influence Level
(Low/Medium/High)
Event Occurrence
Probability (0.0/0.5/1.0)
Management Strategy
Individual hours Medium: About 3600
hours
1.0 Project Manager entrusted
with the task,
communications plan and
an understandable project
regulation approach
Schedule of the project
formulated
Medium: About 5 months 1.0 Developed an
understandable project
timeframe with regular
reviews
Maximum number of team High: Over 5 members 1.0 Effective communications

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members plan, regular meetings and
close supervision of the
project
Interfaces available Low: At most 1 1.0 Create a document of
regulating the interface
Definition of the Project
Risk Impact/Influence Level
(Low/Medium/High)
Probability (0.0/0.5/1.0) Management Strategy
Present documentation
established
High: At least 80%
currently finished
0.5 All the documentation
processes to be filed and
collected by the Director
of Operations
Creep of the project’s
scope
Low: Generally described 0.0 Scope originally explained
in project plan,
communications plan,
evaluation plan, and
project evaluation report
and reviewed after every
30 days the Project
Manager and Director of
operations for protection
from scope creep
Unrealistic budgetary
approximation
Low: Predetermined
effectively to a 10%
possible margin of error
0.0 Included in the business
case and under necessary
review
Unrealistic timescale
approximations
Medium: Does not
presume any derailment
0.5 Reviewed frequently by
the Project Manager and

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Director of Operations for
efficiency
Leadership
Risk Impact/Influence Level
(Low/Medium/High)
Probability (0.0/0.5/1.0) Management Strategy
Presence of the Director of
Operations
Medium: Recognized 0.5 Regular feedback
acquisition
The administration’s lack
of commitment
Low: comprehends the
importance of the project
and supports it
0.0 Regular feedback
acquisition
Part-time team members’
lack of commitment
Low: comprehends the
importance of the project
and supports it
0.0 Regular feedback
acquisition
Staffing
Risk Impact/Influence Level
(Low/Medium/High)
Probability (0.0/0.5/1.0) Management Strategy
Presence of team members Medium: Spreading
members raises suspicion
0.5 Constant review of the
project processes. Director
of Operations to determine
any effects of absence.
Actual location of team
member inhibits effective
management
Medium: Members
distributed among various
settings
0.5 Use an understandable
communications plan
Common performance
experience among
members leads to
High: Most have a history
of shared performance
experiences
1.0 Understandable
communications plan

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underperformance