Project Management Report: Initiation Document, Stakeholder Analysis

This report provides a comprehensive analysis of a project management initiative, focusing on the creation of a Project Initiation Document (PID) for a refurbishment project at QA Higher Education. The report outlines the project's objectives, budget, and timeline, utilizing the PRINCE2 approach for its adaptability and efficiency. It includes a detailed stakeholder analysis, identifying and addressing the interests of various stakeholders such as students, teachers, and the principal. Furthermore, the report incorporates a Work Breakdown Structure (WBS) and a Gantt chart for task management and time estimation, alongside a risk register that identifies potential financial and time-related risks, and suggests mitigation strategies. The report concludes with a reflection on the leadership qualities of the project manager, emphasizing the importance of these elements for project success.

Project Management

EXECUTIVE SUMMARY
The following report covers the making of Project Initiation Document which is helpful
for outlining various aspects of a project. Stakeholder Analysis, PRINCE2 Approach, Waterfall,
and Agile Approach is also used in this report. The analysis is done by making use of stakeholder
analysis approach and the other used in this report is Work Break Down Structure and the Gantt
Chart. It is clear fro the report that Project Initiation Document is essential to check about the
project's success. Stakeholder Analysis is used for making an understanding about the need and
expectations of the stakeholders. It is concluded that these all analysis are essential for the
successful accomplishment of the project.

Table of Contents
EXECUTIVE SUMMARY.............................................................................................................2
INTRODUCTION...........................................................................................................................2
MAIN BODY...................................................................................................................................2
TASK 1 PROJECT INITIATION DOCUMENT.......................................................................2
TASK 2 WORK BREAKDOWN STRUCTURE AND GANTT CHART................................6
TASK 3) RISK REGISTER........................................................................................................7
TASK 4 REPORT TO THE PROJECT SPONSOR...................................................................9
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12
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INTRODUCTION
Project Management can be defined as the method which is used in order to organise all
activities related to the project and its parts (Burke, 2013). QA Higher Education (QAHE) is a
college in London which has completed the refurbishment of college for providing both the
students and teachers a good learning environment. In the following assignment, firstly the
project initiation document will be prepared which will contain many data regarding the project.
Work Break Down Structure is also provided in the assignment for simplifying the process of
dividing the work into small parts. Risk Register and Report will show about the risks included
with project and the report will focus on the leadership quality in Project Manager.
MAIN BODY
TASK 1 PROJECT INITIATION DOCUMENT
It is a document which is used for the purpose of bringing together and conveying all the
key information needed to start a project to all concerned people.
Budgetary Information
In this Project, there are many tasks for which it needs amount to be invested in it such as
for purchasing raw materials, purchasing resources, wages, salaries, commissions to the
employees and managers or contractors. The Estimated amount in the Budget is £ 50,000.
Time Scales
The complete process of refurbishment is divided into many parts and the time limit for
the completion of all tasks has been set up. On the very basis, the estimated Time Period for the
completion of the Project is 6 Months.
Objectives
 Accessing latest Technology to support Education and Learning.
 Attracting Students from Diverse places.
 Providing Excellent Learning Environment.
Approach
The approach used by the institution in completing this project is PRINCE2 Approach
because it is adjustable, time efficient, cost efficient and helps in achieving goals and manage
project effectively.
Key Staff
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 Employees
 Project Manager
 Labours
 Contractors
 Project Sponsor
 Project Team Member
 Business Analyst
Stakeholder Analysis
Stakeholders are those persons who have their own particular interest in the success of
some project which is carried out by some organisation, institution. So for analysing the their
interest, their favours and how their interest is managed is done by using the Stakeholder
Analysis (Kerzner and Kerzner, 2017). It is an important process which refers to the range of
techniques or tools to identify and understand the needs and expectations that the stakeholders
does have in an organisation or institution. Stakeholders of QA Higher Education (QAHE)
College are students, teachers, principal, teammates, contractors,, labours, suppliers,
governments, resource managers are the stakeholders of the institution which are having their
own particular interest in the project carried out by the company. The discussion of their interest,
favour, and how the relationship in between them are discussed as under:
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Name of the
Stakeholders
Reason Stating their
Interest
Whether they are In
or Against you
What is done to
Manage Them
Students Students are interested
as the completion of
this project will
provide them better
ways of learning, and
will get a better
learning environment.
As this project is in
favour and concern of
the students so they
are in with the project
manager (Kerzner,
2017) .
They are provided
with the key benefits
of the project which
they will have by
making the changes in
the way of learning.
Teachers They are interested as
they will also get
better working
environment than
before which will
motivate them to teach
students in more
effective way and with
full interest.
The teachers are also
in the favour of the
project as they are also
getting benefit from
the project.
They are also provided
with the changes
which will be made
and benefits which
they will have once the
project is completed
such as technical
advancements will
lead to better way of
providing teaching to
students.
Principal The Principal is
interested because it
will increase the
reputation and attract
new students to the
college.
Principal of the
Institution is also in
the favour of the
project.
For managing the
interest of Principal,
all the plans and
actions related to the
development of the
project is provided to
him and as per his
opinions, the progress
in the project has been
made.
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Teammates They are interested as
with this their skills,
knowledge and
experience will be
enhanced which will
help in their personal
and professional
development. They
will also get the pay
for their work.
Employees,
technicians, architect
all are included in the
teammates.
They are also in favour
of the project as it will
also provide benefits
to them in future such
as increase in their
own personal skills
and knowledge about
the particular task they
are doing (Marcelino-
Sádaba, González-
Jaen, and Pérez-
Ezcurdia, 2015) .
The are managed by
telling if they perform
well in the work
provided, than it will
increase their future
opportunities related to
the work.
Suppliers They are interested as
they will receive
payment for the raw
materials supplier by
him, as a source of his
income.
They are also in favour
of this project as the
requirements of
materials will be
fulfilled by them
which is an
opportunity for them.
They are managed by
managing
interpersonal skills,
reducing conflicts,
negotiation related to
prices of raw material
among them so that
their interest could be
managed.
Contractors They are interested in
the project as they will
get the brokerage and
commission for their
work they are doing.
They are also in favour
of the project because
this project is a source
of employment to the
contractors.
They are managed by
telling them about the
future opportunities
which they can be
provided if they are
doing appreciable
work.
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Government They are also
interested in the
project as they are
receiving taxes which
are a source of income
for the government.
As the project is
carried over for
educational purpose so
the government is also
in the favour of this
project.
This is managed by
providing all the
information related to
the project to the
government and the
benefits arising out of
it to students.
Resource Managers They have their own
interest in the project
because good
resources provided by
them will improve his
own efficiency and in
case of future projects
he will be provided
with the same which is
an advantage and
reason for which he
has his interest in the
project.
They are also in favour
of the project as it will
make improvement in
their efficiencies and
skills which will help
them to develop their
career in future
(Marchewka, 2014) .
Their interest is
managed by
maintaining proper
relationship with them
and also good
interpersonal skills
have an important role
in influencing them in
a positive way.
TASK 2 WORK BREAKDOWN STRUCTURE AND GANTT CHART
Work Breakdown Structure can be defined as a chart in which tasks of a project are
illustrated to portray their relationships with each other and to the project as a whole. It helps is
assessing outcomes of the project based on the graphical nature of the WBS. The WBS is used in
order to manage the tasks properly and in an efficient way. It is so because it helps in making,
defining, organising the scope of the project which is done by making use of hierarchical tree
structure. This structure breaks down the the project objectives and tasks into smaller parts which
helps in their measurement. And also the tasks and responsibilities are also provided to the
employees on the basis of their skills and knowledge so the results of the task will also come
positive which increase the effectiveness and efficiency of the project.
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The Critical Path Analysis is very important as it reduces the risk and cost factor of the
project. It id both a planning and decision making tool as it helps in handling complex works and
also those tasks which are to be completed in a time efficient way. The Gantt Chart for the 20
Activities is provided as under:
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TASK 3) RISK REGISTER
Risk Register can be defined as the tool which is used for the purpose of documenting
risks, and actions for reacting upon those risks (Martinsuo, 2013). As the risks are identified they
are then recorded in the register and immediately their mitigation strategy is also prepared to
minimise their effect.
Risk Risk Level (L/M/H) Likelihood of Event Mitigation Strategy
Financial Risk: This
is the risk which the
company may suffer
due to change in the
prices of services,
goods, raw materials,
so it is mentioned as a
risk which also affects
M May Be Possible
An additional amount
has also been reserved
to deal with this
situation is in the
budget statement of
the project.
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