Project Management Report: Launch Event for University Project

This project management report details the planning and execution of a major launch event aimed at attracting students and enhancing a university's competitiveness. It begins with an introduction to project management principles and then delves into the core components of a Project Initiation Document (PID), including objectives, budgetary information, and timescales. The report emphasizes the importance of stakeholder analysis, outlining the process of identifying, prioritizing, and understanding key stakeholders to ensure project success. It also explores various project management approaches, such as agile, waterfall, and system approaches, highlighting their respective strengths and weaknesses. Furthermore, the report includes a risk register, identifying potential financial and time-related risks and proposing mitigation strategies. The overall goal is to provide a comprehensive guide for organizing a successful launch event that benefits both the university and its prospective students.

Project
Management

Table of Contents
INTRODUCTION ......................................................................................................................3
MAIN BODY...................................................................................................................................3
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Project management refer to the activity initiating, preparing, executing, dominating and
concluding the work of a group to attain practical aims and fulfil peculiar attainment
criteria at the nominative time period (Bucero and Englund, 2015). The direct demand of
project management is to attain the entire task score the given constrains. This assignment
will be discussed about a major launch event which is organised by the company to attract
number of students and make the university more competitive and to celebrate the success
of the project. The main purpose of this project report is to plan this event carefully, to
ensure that it will be beneficial to attract numerous students.
MAIN BODY
PID- It is one of the most crucial element and functions of project management which
forms the base for an organization task. It can be a remark component during the whole
task for the customer as well as for the work group. It is basically known as project
initiation document which consider various things related to the project such as objective
of project, budget, time period, required staff and various others. These all components of
PID are as mentioned below:
Objectives- The objectives of this project report are as following:
 The major objective of this report is to organise a major launch event to attract
number of students.
 To provide help to the students in their education and create competition to other
universities.
Budgetary information- In indicates to a plan in which an organisation and individual
plan of how to spend an amount of money over a particular period of time. In simple
words, it also refers to budget which is prepared by the management of the company to
organising any activity and plan (Carvalho and Rabechini Junior, 2015). In this project
report the management of the company required 50,000 pound to organise the launch event
to publishes and celebrate the success of the project.
Activities Amount
Total budget 50000

Cost of needed equipments
Meal 20000
Research: 10000
Cost of resources 10000
10000
Total 50000
Timescales- This is mention as specific period of time for achievement and action of allotted
task activity in systematized manner. It indicates to the time period in which an organisation and
individual carry out the project and work. In this project, the management of the company
required 5 months time for the completion of the work so that they can effectively organise the
activities of the task in an effective and appropriate manner (Conforto and et. al., 2016). Lengthy
timescales often mean a dynamic outside surroundings into which the invention has to be
acquaint and effect upon the profit.
Key staff- A key employee is a worker with a minor possession and determination
function in the business concern. Key employee is normally extremely remunerated. They
may also acquire particular goodness as an bonus both to join the organization and to edict
with the company. In this research project, the management of the company required 50
people for completion the project. From an initial perspective, a key staff may be
considered to be an intrinsic part of a company’s operations, projects and task which are
helpful to make contribution in the project and task.
Stakeholder analysis
It is the procedure of assessing a scheme and possible modification to it as they associate
to applicable and fascinated function. This data is utilized to evaluate how the involvement
of those stakeholders should be self-addressed in a task idea, argumentation, system or
other activity (de Carvalho, Patah and de Souza Bido, 2015). It is the first step of

stakeholder establishment, an essential process that flourishing multitude usage to win
reinforcement from others. Managing stakeholders helps them to ensure that their projects
succeed where others might fail. Stakeholder analysis can be used by the management for
various benefits; some of them are as following:
Getting projects in to shape- This analysis can be used by the management of the
organisation to the shape of the projects and tasks of the company. The management of the
company can use this opinion of most omnipotent neutral to help specify the tasks at an
primal phase (Fewings and Henjewele, 2019). These neutral will then more probable help
the team and their input signal can also modify the choice of the task.
Winning resources- It is another benefit of increasing influence from coercive neutral can
maneuver the group to win more origin, such as multitude, time period or wealth. This
form it more probable that task will be flourishing.
Building understanding- By making communication with the neutral aboriginal and
frequently, the management can assure that they amply appreciation what team are doing
and interpret the goodness of performance of the project. This implementation that they
can more passively reinforcement when essential.
Getting ahead of the game- Knowing stakeholder effectuation that it can evaluate and
forebode their activeness to projects as it create. This allows planning activeness that will
more probable win their influence.
Conduct a stakeholder analysis- There are three phase to follow in Stakeholder Analysis,
first, identify who stakeholders are, work out their power, influence and interest, so that the
management cognise who they should concentration on. Create a great knowing of the
most essential neutral so that they can profits their influence. The steps of stakeholder
analysis are as following:
Identify the stakeholders- In this event launch project there are various stakeholders such
as managing director, directors, senior executives, team, customers, prospective customer,
students, workers and other people. Regarding this project, the management of the project
firstly identify those people who are relevant their task and work. For this launch event
they should required students and universities to provide information about their
renovation regarding its technology constructed classrooms and labs (Fleming and

Koppelman, 2016). With the help of finding out stakeholder like students and others they
can provide information about its work and project.
Prioritize its stakeholders- This is another step of this analysis, in this, they may now have a list
of multitude and organisations that are impressed by the activity. Some of these may have the
ability either to artifact that work or to progression it. Some may be fascinated in what they are
doing, while others may not tending, so the management demand to work out who they need to
and community. The management can mapping out neutral and categorize them accordant to
their quality over the work and their interest in it (Hornstein, 2015). In this step, the management
of the company can give priorities to its stakeholders like students, directors and others so that
they can aware about the technical constructed rooms and labs.
The perspective that the management assign to a stakeholder which are as following:
High power, highly interested people- The management of the university must meagerly absorb
these group and make the superlative endeavour to fulfil them.
High power, less interested people- Put sufficient activity in with these multitude to support
them mitigated but not so much that they become wide with the message.
Low power, highly interested people- Inadequately communicate these people and conversation
to them to assure that no leading issues are originate. Multitude in this class can often be very
assistive with the fact of the task.
Low power, less interested people- In this, admonisher these people, but don’t eagre them with
immoderate abstraction.
Understand the key stakeholders- It is another step of this analysis, in this step the needs and
requirements of stakeholders are identified that what they feel about the project and task. This is
a simple way to summarise the level of backing the management have from the stakeholder is to
colour code them. For example, with the help of this analysis, the management of the company
can get information about its stakeholders like students, customers, directors and others that they
like this renovation or not. What they have of need and require or is there any need to
modification.
Approach- There is various approaches of project management like waterfall approach, Agile
approach, system approach an others. Some of them are defined as below:
Agile Approach- It is also known as methodology which is used by project managers and
other stakeholders to assess and examine the direction of the project during its life cycle

(Joslin and Müller, 2015). Sprints and iterations are regular and consistent task works
which permit for a invariant improvement framework which group members precede. Its
motive is to search mutually exclusive to conventional task negociate. This approach of
project management is not only one methodology to manage or operate complex and
critical project and tasks. This approach procedure search to move to these cognitive state
through additive, repetitive commodity measure and falsifiable feedback.
Waterfall approach-It is another approach to shape the project and work. This
methodology of project management indicates to the conventional procedure
conceptualization to negociate (Kerzner, 2017). Efficiently, it can’t equivalence to the
improvement of an agile method, particularly for contemporary, decomposable and
exacting work. The agile methodology largely concentration on allowing unit to activity on
a task and project and during its improvement to easy alleviate any modification or change
mandatory to compass the projects aims more efficiently and effectively.
This acting of management does not permit for alteration or change to be well enclosed
during a task procedure and alternatively sets out everything before the project’s opening,
anticipation that everything will go consequently to plan and that there would not be
demand of modification. It good for the tasks that are not complex and affect few
skilfulness necessitate.
System approach- It is another method of project management. This method of
management means that the project manger can continuously evaluate the needs and
requirements o the customers and clients for which the project is being carried out and
therefore better attain the end outcomes which are needed.
A system approach to project management looks at the entire elements of a project as
based on each other. Objectives and milestones are set throughout the project and their
achievements are very important. Within this methodology, feedbacks are crucial. Tools
such as a live in chat feature provided by sinnaps allow and permit for constant and
consistent communication, meaning that no stone goes unturned. Monitoring and
controlling are also important aspects where KPIs and resources trackers provided.
If the management of any organisation used this approach which means that project
managers can keep objectives in sight, especially vital when working for a client or on
multiple project systems (Martens and Carvalho, 2017).

Risk register- It is a distribution scheme utilized as risk management instrument and to
accomplish regulative conformation impermanent as a facility for all hazard known and
consider additive data approximately each hazard like quality of danger, mention and
owner, extenuation measures (Meredith, Mantel Jr and Shafer, 2017). It is a tool which is
useful and important part in risk management plan, helping the team and management to
track and monitor or address issues and problems as they arise.
Risk Risk Level (L/M/H) Likelihood of Event Mitigation Strategy
Financial Risk: It is
the risk which the firm
may suffer due to
change in the cost of
services which are
offered by it. So it can
be face a risk which
can influence the
project.
M May Be Possible
An additional amount
fund has been also
saved to deal with the
conditions during the
time of budget
statement of the
project.
Time Scale of
Project:It can be
described as the time
scale for completing
the project and its task
in set period of time.
H
Certainty
To check the process
and development of
the project the
management of the
company effectively
monitor it daily basis.
For it, they develop
comprehensive
project plans so that
they can generate
frequent baseline
reviews.
Change in the Scope
of Project:As per the
The growth and scope
of the project are

requirement, the
management of the
organisation can make
in the project.
L (Mostly defined
properly, subject to
revision)
Unlikely explained in the
project and the success
of the project is
reviewed every month
on permanent base.
Unrealistic
Estimation of Cost: It
indicates that
sometimes the price of
specific products and
services can be
changes and wrong.
L Unlikely
It is definitely consist
in the project plan that
the management will
reserved some amount
fro emergency like
these kind of cases.
Project Team
Availability: It
indicates to
accessibility of the
qualified employees in
the group for operating
and carrying the
project.
M May Be Possible
Permanent review on
the demands of the
project and work is
incorporated
intellection, if there
are requirement of
overtime.
Unavailability of
Resources: It
indicates to the
deficiency of resources
so that the project task
can be completed on
time.
L Unlikely
Effective consideration
about the accessibility
of the resources on
continuously basis so
that the scarcity can be
avoided.
Change Management
Procedures: It can be
explained as the
To handle or face
these kind of situation,
effective and qualified

modifications in the
plans and policies and
the manners of
working of the
management of the
project.
L Unlikely
staff has been hired to
work with the
changing working
atmosphere.
Extra Working
Hours: There may
also originate a
requirement to work
extra for completing
the task on time.
M May Be Possible
The management of
the organisation
offered bonuses and
extra incentive to
encourage the team
and staff members for
completion of the
work.
Technical Risk:
Under this kind of
risk, there can be arise
any kind of technical
problems and issues
within the instruments
and equipments which
are used by the
management in the
project.
M
Likely Possible
To overcome these
kind of situati0onj,
technical experts will
also hired by the
management.
Performance Risk: It
can explained as the
unaccomplishment of
the project tasks which
are allocated to the
team members on
L Unlikely
To deal with these
kind of situation, the
the performance of the
workers are analysed
on permanent and or
according to

time. individuals.
Risk level- In the project management, once the risks are prioritized, they can be analysed
and determined. Analysis of the risk involves looking at potential effects of an actualised
risk and searching at ways to prevent such a risk from occurring (Ramazani and Jergeas,
2015). There are three levels of risks such as level 1. Level 2 and level 3. In risk level 1,
this level considering the risk of monitoring project, planning and identification etc.
Another level o risk defined the risk of stakeholders for this so that the management can
also develop a formal risk response plan. Next is level 3 risk, for projects that impacts the
entire organisation and possibly external customers. This level of risk requires developing
formal risk response plan.
Mitigation and strategies- within it the management of the company making plan and
developing or designing strategies(Serra and Kunc, 2015). so that if there are issues and
problems are generating and occurring then the management and project manager can take
action by developing strategies and tactics to resolve them.
Flexibility in time- under this the management of the organisation can use this option to
make flexibility in the work during the time of launching event. The project manger can
provide flexible working option to its employees and team members so that they can
complete their work in set period of time and make contribution in the completion of the
work regarding promotion event.
Motivation and dedication- When the employees and team members feel demotivation, the
project manager can organise motivational sessions and program so that they can feel
motivated and effectively complete their work on time. They also can organise training and
development sessions so that they can make improvement in the skills and knowledge of
the employees. So that they use their all efforts and effectiveness in their work.
Work breakdown structure- This is characterized as process that converts ambitious and
decomposable activity into administrable and easy work for amended outcome
accomplishment. This method acting assist in oversight huge task and acting it in
efficacious and prompt style. WBS is reasoned as crucial time-framework which execute
granted task accurately and right (Svejvig and Andersen, 2015). By using such method,
administration can well delegate function and duty to their staff, manager and worker and
check it timely. It helps in shaping impersonal of given task where stakeholders can easy

catch it and absolute work. This procedure is also helpful in value estimate and time period
needed for carrying out task and measuring risk.
Gantt Chart- This is the chart which display task regular for allotted task in specific time
period. It is delineated through vertical and upended axis where flat line means task and action
and perpendicular line means time period. It show about activity to be performed and time period
for specific work. It belong of various characteristic such as start, finish and project type, person
allotted for each and all action and others to make work easy and simple in effectual manner
(Svejvig and Andersen, 2015). This is used by all sorts of business which play and important role
in negociate project for given work.