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.