Project Management Report: Planning and Execution of QA Launch Event

This report provides a detailed analysis of the project management aspects of a launch event organized by QA Higher Education. The report begins with an introduction outlining the event's purpose: to publicize the refurbishment of teaching rooms and computing labs and to attract students, thereby gaining a competitive advantage. The core of the report includes the Project Initiation Document (PID), detailing the event's objectives, budgetary information, timescales, and the approach to be taken. A Work Breakdown Structure (WBS) is provided to outline the tasks and their management. The report also incorporates a risk register, stakeholder analysis, and recommendations. The project aims to attract students by showcasing the updated facilities and latest technology. The report covers the project's financial aspects, timelines, and the roles of key staff members, including stakeholders such as students, project sponsors, financial teams, and technical teams. It emphasizes the importance of effective project management methodologies, such as Agile and Prince2, for a successful event. The report concludes with final recommendations based on the analyses.

Project Management

TABLE OF CONTENTS
1.0 INTRODUCTION.....................................................................................................................1
2.0 Project Initiation document........................................................................................................1
2.1 Objectives..............................................................................................................................2
2.2 Budgetary information..........................................................................................................2
2.3 Timescales.............................................................................................................................3
2.4 Approach ..............................................................................................................................4
2.5 Key Staff ..............................................................................................................................4
2.6 Stakeholder Analysis table....................................................................................................5
3.0 Work Breakdown Structure (WBS)...........................................................................................6
..........................................................................................................................................................9
..........................................................................................................................................................9
4.0 Risk Register ...........................................................................................................................10
5.0 Report to project sponsor ........................................................................................................15
5.1 Explanation of the need for quality leadership on the project............................................15
5.2 Analysis and critique of the methodologies .......................................................................16
6.0 Final Recommendation............................................................................................................17
7.0 Conclusion...............................................................................................................................17
8.0 References................................................................................................................................18

1.0 INTRODUCTION
Project management is planning and execution of that plan by having control on every
event so that goals are achieved on given constraints. Given study is based on QA higher
education that they have completed refurbishment of teaching rooms and computing labs so that
there students and teaching staffs can get excellent learning environment with the help of latest
technology. For the same they are organising an launch event where the university wishes to
publicise this and celebrate the success of this project. The main purpose of this event is to attract
students so that university can get competitive advantage. Report will include Project initiation
documents related to event organisation that is objectives, Budgetary information, timescales,
approaches, key staff etc. Further Work breakdown structure and its importance for the project is
explained in the given report along with the risk register. Report related to sponsors of the
project is also given that further includes recommendation(Kerzner, 2017).
2.0 PROJECT INITIATION DOCUMENT
PID is a document that contain each and every detail related to the project that is budget
related to the project and also about the risk it will take during the schedule of the process. It is
necessary part during project management as it tells the overall result whether it will be positive
or not. Managers use this document to identify the correct strategy related to the project and also
the ways to manage it. QA higher education is organising an launch event to celebrate the
success of the project and there main aim for this event is to get competitive advantage(Walker,
2015).
Title of Project: London launch event
Budget:
The budget of entire event would be £50 000, as in this budget project manager will be
able to organise this event in effective manner.
Cost breakdown
Money will be spend while arranging photographer, catering, decoration. Technical
department will arrange Audio and Video so funds are required for that also.
Main objectives
 Objective of this launch event is to attract students and get the competitive advantage so
that market visibility can increase
 To create new business opportunity
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 To increase visibility of this event on the market
Suggested approach
All the individuals have to be involved in the project by dividing the task equally to all
the members and monitoring them time to time so that it can help in achieving the objectives
Project manager have to take advice of staff members and students for an effective event
management and advice from specialist can take the event at higher stage (Turner, 2016). Agile
and prince 2 methodology can be used in the project.
Possible Risk
Human resource risk can be faced by project manager, as it might be possible few
members leave this project before its completion. Scheduling risk can take place that means
project may get failed to complete on time. Financial risk can be taken place that means in this
budget project manager get failed to finish this project successfully (Holloway, 2016).
2.1 Objectives
 Objective of this launch event is to attract students and get the competitive
advantage so that market visibility can increase. This will also help in generating huge
revenue for the university. This launch event can help in attracting sponsors so that they
can invest for the growth of the university and students can get good environment for
their growth and have bright future ahead(Gacasan and Wiggins, 2017).
 To create new business opportunity
 To increase visibility of this event on the market
2.2 Budgetary information
Budget plays an important part in project management as it helps in supporting the
business by giving clear idea about the expenses and time the project will take to get completed.
In case of present launch event the sponsor is the managing director and as an project manager
will have to describe all the requirements so that funds can be arranged. The institute will require
huge funds for organising this launch event(Clark, 2018).
TASK NAME RESOURCES NAME ESTIMATED COST
Catering Food items, plates £15000
Photographer Camera £10000
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Audio Visual Projector, Wi-Fi speaker £15000
Decoration Table, chair, Mats, Sofas £10000
Estimated budget £50 000
So the estimated budget for organising the event successfully is £50000(Ziek and Anderson,
2015).
2.3 Timescales
It is project managers responsibility to complete the project on time by scheduling the events properly so
that they can match the targets. For launch event arrangement of catering, photographer will take time and
decoration part have to be scheduled in such way that it completes on time and there is no delay in the starting
and closing of the event. Every task must have a particular deadline so that all activities are going on systematically
within the given time(Abushova, Burova and Suloeva, 2016).
Task Name Duration Start Finish Predecessors Milestone
launch event 7 days Fri 8/2/19 Mon
8/12/19 No
Project initiation
phase 7 days Fri 8/2/19 Mon
8/12/19 No
Goal identification 2 days Fri 8/2/19 Mon 8/5/19 Yes
Identify constrains 2 days Tue 8/6/19 Wed 8/7/19 3 No
Agree with event
objective 1 day Thu 8/8/19 Thu 8/8/19 3,4 No
set time and date for
event 2 days Fri 8/9/19 Mon 8/12/19 5 Yes
planning phase 25 days Tue 8/13/19 Mon
9/16/19 No
schedule meetings 2 days Tue 8/13/19 Wed 8/14/19 6 No
additional staff hiring 6 days Thu 8/15/19 Thu 8/22/19 8 No
draft budget templet 6 days Fri 8/23/19 Fri 8/30/19 2,9,8 Yes
Draft event program 4 days Mon 9/2/19 Thu 9/5/19 10 No
prepare guest list 2 days Fri 9/6/19 Mon 9/9/19 11 No
Confirm host 3 days Tue 9/10/19 Thu 9/12/19 12 No
venue decide 2 days Fri 9/13/19 Mon 9/16/19 12,13 Yes
Implementation phase 24 days Tue 9/17/19 Fri 10/18/19 No
arrange technical
things 18 days Tue 9/17/19 Thu
10/10/19 14 No
arrangement for
entrainment 2 days Tue 9/17/19 Wed 9/18/19 14 No
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catering
arrangements 3 days Thu 9/19/19 Mon 9/23/19 17 Yes
design invitations
for guests 5 days Tue 9/24/19 Mon 9/30/19 18,17 No
print invitations 8 days Tue 10/1/19 Thu
10/10/19 19 No
distribution of
invitations 3 days Fri 10/11/19 Tue
10/15/19 20 Yes
photographer booking 1 day Wed
10/16/19
Wed
10/16/19 21 No
promoting event on
social media 2 days Thu
10/17/19 Fri 10/18/19 22 No
controlling phase 1 day Mon
10/21/19
Mon
10/21/19 No
monitoring progress 1 day Mon
10/21/19
Mon
10/21/19 23 Yes
closure 1 day Tue
10/22/19
Tue
10/22/19 24 No
end of project 1 day Tue
10/22/19
Tue
10/22/19 25 No
For completing this launch event on time 58 days will be required by the project manager(Daniel
and Daniel, 2018).
2.4 Approach
It is duty of project manager to get all the individuals involved in the project by dividing
the task equally to all the members involved and monitoring them time to time so that it can help
in achieving the objectives. For the same methodology should be correct and should match with
the objectives so that cost and time can be managed out. Project manager have to overlook upon
other organisations way of celebrating the events and then compare it with the current launch
event so that they can implement those methodology for good results. They have to take advice
of staff members and students so that they are able to know there expectations. For an effective
event management advice from specialist have to be taken and suppliers have to be experienced
one as suppliers play an important role in providing food and other resources so that event is
organised effectively. Agile and prince 2 methodology can be used in the project(Rowe, 2015).
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2.5 Key Staff
The role of staff members in event management is foremost as each and every department
plays an important role to get the event organised. For managing the Audio Visual, technical
team have to make efforts then only the event will look good. For maintaining the funds and
distributing it according to the requirement of event, Financial managers have to make efforts so
that cost is managed. Project manager have to take help of all the teams and staff members to
schedule the task properly and then have to monitor them till the end of launch event(Larsen and
et.al., 2017).
2.6 Stakeholder Analysis table
Major stakeholders for organising the event are the members of Technical, financial
manager team. Students are also the stakeholders and there are various project sponsors who
have invested in the event for the development of the university and students so that they can
have bright future ahead. Project manager of QAHE have to take care of the stakeholders interest
so that they are positively influenced to invest again for the welfare of the University(Kerzner,
2017).
Stake-
holder
Name
Impact Influence What is
important to
the stake-
holder?
How could
the stake-
holder
contribute
to the
project?
How could
the stake-
holder
block the
project?
Strategy
for
managin
g the
stake-
holder
Students High High To get
advance
technology
so that they
can learn
new
things(Walke
r, 2015).
They can
also help in
managing
various part
and also do
advertiseme
nt of the
project so
that more
people get
attracted
and increase
the
competitive
Going on
strike if they
think it is
not helping
them out and
is waste of
time and
money
Getting
feedback
about the
teachers
and
manage-
ment
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Stake-
holder
Name
Impact Influence What is
important to
the stake-
holder?
How could
the stake-
holder
contribute
to the
project?
How could
the stake-
holder
block the
project?
Strategy
for
managin
g the
stake-
holder
advantage
of the
university.
Project
sponsors
High Medium For them
welfare of
the
organisation
and students
is very
important.
They
provide
funds for
event
manage-
ment.
If they are
not able to
provide the
fund then
arrange-
ments are
not
possible(Tur
ner, 2016).
Take the
funds in
advance
to
organise
the event.
Financia
l team
Medium High For them the
interest they
will get out
of the event
is
important(Ho
lloway,
2016).
There
responsibilit
y is to
allocate
funds and
take care of
the cash
flows.
Any sort of
mistake
related to
budgeting
can affect
the whole
event.
Project
mangers
have to
take care
of budget
while
organisin
g the
event.
Technica
l team
High High To have a
successful
event so that
there value
can increase
and during
other events
they get
priority to
get chance
again.
They are
helpful in
technical
installation
part that is
in audio and
visual to
have an
effective
event(Clark,
2018).
If proper
instruments
are not
arranged or
any defect
came in the
instruments
during the
event.
Check the
instru-
ments and
arrange-
ments
before the
event take
place so
that
correction
s can be
done.
Project
manager
High High Complete
the
arrangement
s on time
and in
Budget goes
over the
expectation
and risk
arises.
Risk
manage-
ment and
budget
analysis
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Stake-
holder
Name
Impact Influence What is
important to
the stake-
holder?
How could
the stake-
holder
contribute
to the
project?
How could
the stake-
holder
block the
project?
Strategy
for
managin
g the
stake-
holder
budget by
analysing
the
risks(Ziek
and
Anderson,
2015).
3.0 Work Breakdown Structure (WBS)
WBS is the breakdown of a project that is dividing the whole project into different tasks and
managing these tasks so that they can be completed on time. With help of WBS project manager
can identify actual time of each task and accordingly manager can make plan to finish the task on
time. In this way it become easy for the manager to make there event more effective and less
risky as it helps in making a good plan and complete all the activities on time(Daniel and Daniel,
2018).
Task Name Duration Start Finish Predecessors Milestone
launch event 7 days Fri 8/2/19 Mon 8/12/19 No
Project
initiation phase 7 days Fri 8/2/19 Mon 8/12/19 No
Goal
identification 2 days Fri 8/2/19 Mon 8/5/19 Yes
Identify
constrains 2 days Tue 8/6/19 Wed 8/7/19 3 No
Agree with
event objective 1 day Thu 8/8/19 Thu 8/8/19 3,4 No
set time and
date for event 2 days Fri 8/9/19 Mon 8/12/19 5 Yes
planning phase 25 days Tue 8/13/19 Mon 9/16/19 No
schedule
meetings 2 days Tue 8/13/19 Wed 8/14/19 6 No
additional staff
hiring 6 days Thu 8/15/19 Thu 8/22/19 8 No
draft budget
templet 6 days Fri 8/23/19 Fri 8/30/19 2,9,8 Yes
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Draft event
program 4 days Mon 9/2/19 Thu 9/5/19 10 No
prepare guest
list 2 days Fri 9/6/19 Mon 9/9/19 11 No
Confirm host 3 days Tue 9/10/19 Thu 9/12/19 12 No
venue decide 2 days Fri 9/13/19 Mon 9/16/19 12,13 Yes
Implementatio
n phase 24 days Tue 9/17/19 Fri 10/18/19 No
arrange
technical things 18 days Tue 9/17/19 Thu 10/10/19 14 No
arrangement
for entrainment 2 days Tue 9/17/19 Wed 9/18/19 14 No
catering
arrangements 3 days Thu 9/19/19 Mon 9/23/19 17 Yes
design
invitations for
guests
5 days Tue 9/24/19 Mon 9/30/19 18,17 No
print
invitations 8 days Tue 10/1/19 Thu 10/10/19 19 No
distribution of
invitations 3 days Fri 10/11/19 Tue 10/15/19 20 Yes
photographer
booking 1 day Wed 10/16/19 Wed 10/16/19 21 No
promoting
event on social
media
2 days Thu 10/17/19 Fri 10/18/19 22 No
controlling
phase 1 day Mon
10/21/19
Mon
10/21/19 No
monitoring
progress 1 day Mon 10/21/19 Mon 10/21/19 23 Yes
closure 1 day Tue 10/22/19 Tue 10/22/19 24 No
end of project 1 day Tue 10/22/19 Tue 10/22/19 25 No
Gantt chart
It is a valuable tool used in form of chart in project management to give a brief of the
schedule that event will go through and also describe the list of tasks that the project manager
have to manage and is represented on vertical axis and time duration is mentioned on horizontal
axis. It also helps in managing different activities by dividing and distributing them to all the
individuals involve in the event management(Abushova, Burova and Suloeva, 2016).
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Critical path
It is a method to manage the project with help of different techniques and used step by
step processing is going on so that without any delay the task are completed on time. This
method utilize the resources properly and provide the correct path to reach the target in smaller
duration(Rowe, 2015).
4.0 RISK REGISTER
Risk is the uncertain activity that Impact on any project badly and sometimes project get
failed to complete on time. Many times project manager fails to acheive objective of project due
to presence of these obstacles.
It is tool used to identify the risk in form of a document and give direction by giving
ideas to manage these risks before the task is implemented. For having a risk free event project
manager have to follow this process(Larsen and et.al., 2017).
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