Project Management Report: QA Higher Education Lunch Event Analysis

This report analyzes the project management of a lunch event organized by QA Higher Education (QAHE) to publicize the refurbishment of its computing labs and teaching rooms. The report begins with an introduction to event planning and its importance, followed by a detailed Project Initiation Document (PID) outlining budgetary information, timescales, objectives, approach, requirements, implementation, key staff roles, and stakeholder analysis. It then presents a Work Breakdown Structure (WBS) to break down the event into manageable components. A comprehensive Risk Register is provided, identifying potential risks, their severity, responsible parties, and mitigation strategies. The report also includes a short report on leadership, discussing the need for leadership, the functions of a successful project manager, and methodologies like Prince2 for task management. The overall report covers various aspects of project management, from planning and execution to risk assessment and leadership, providing a comprehensive overview of the event's management.

Project Management

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
Sample Project Initiation Document (PID).................................................................................3
TASK 2............................................................................................................................................6
Work Breakdown Structure.........................................................................................................6
TASK 3............................................................................................................................................8
Risk Register...............................................................................................................................8
TASK 4 .........................................................................................................................................12
Short report....................................................................................................................................12
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16

INTRODUCTION
Event planning refers to the various kinds of activities which involves different procedure
and practises in order to plan, manage and execute and effective plan for the specific purpose
(Burga and et., al., 2019). This is essential for the company to use different tools and techniques
as this will help in growth and expansion in the detail manner. The report below is based on the
case study of QA Higher Education (QAHE), which has lately finished renovation of the of the
computing labs, as well as teaching rooms in London. The project hence covers a Lunch Event
Planning to publicise the overall refurbishment and effective learning environment. It includes a
detailed Project Initiation Document and an effective Work Breakdown Structure (WBS).
Further this report describe about the risks associated with the event planning. However the short
report has been created within the assignment which explain the quality of leadership with the
help of different methodologies.
TASK 1
Sample Project Initiation Document (PID)
Budgetary Information
This is consider as one of the most effective strategies which is related to the appropriate
segregation of the financial resources into different activities. There has been lunch in QA
Higher Education (QAHE) has a budget of £50,000. Hence, this budget is appropriately
showcased briefly down below:
ACTIVITIES SUB-ACTIVITIES SUB-ACTIVITIES
AMOUNT AMOUNT (£)
Catering
Starters 3000
Brunch 4000
Main course 2500
Dessert 1500 11000
Human Resource Event planner team 5000

Staff 15000
Caters 10000
Cleaners 3500
Waiters 1000 40000
TOTAL 50000
Here are some of the essential elements which must be segregated as the per assign role
which are explained down below:
Timescales
This is the activities which are important to divide the overall activities in the given time
frame as this will help to make more profit as well as improve the effectiveness of the
organisation. Hence, for the Lunch Event of QA Higher Education (QAHE), the timescale is
describe below:
ACTIVITIES TIMESCALE
Project Initiation (Investors, Suppliers, Event
Contraction) 1 month Time period
Project Planning (Planning of Resources,
Techniques, Activities, Guests) 1.5 Months
Project Execution (Development of Event,
Allocation of Resources, Testing) 30 days
Project Closure (Monitoring Effectiveness,
Modifications in Delivering) 3 Weeks
Objectives:
There are several objectives which is important for the development and growth of the
university. Here are some of the objectives which are describe below:

 With this event, the university is trying to attract the new students from all across the
region.
 Further the overall objective of the university to empower and encourage the new
technology in the collage.
Approach
For the event this, it is crucial for the university to use specific approaches which leads
towards expansion and growth (Akkermans and et., al., 2019). For the better approach in the
Lunch event, Waterfall model is being used for the completion of the this event effectively.
Requirements: This is the stage where the whole project is related to determine the use
of resources, methods and techniques for the completion of this event successful. There are
several requirements such as availability of place and human resources.
Implementation: For the implementation there must be overall classification of project
and there must be proper planning such hiring event planners and caterers, developing the
infrastructure, inviting guests, implementing sound and light systems and transportation
facilities.
Key Staff
Here are some of the key personnels which are associated with the projects are descried
in the detail manner.
Event Manager: This is important to have event manager in this prime occasions as the
manager is accountable for making this event successful. There are several activities for event
manager such as hiring, allotment and monitoring.
Marketing Manager: They have the responsibility to promote and campaign this event
at the larger scale so that more and more students can attain this lunch event. There main role is
to attract the masses and make it a grand event.
Project Team: This is related to the team work which leads towards effective result. The
management have the responsibility to make sure that all the department works as a team which
help in making the lunch event successful.
Stakeholder Analysis
The stakeholder are those people who play a vital role in the completion of event
effectively. They must participate equally so that all the activities of the university can be done

successfully and also able attract more and more student. Here are some stakeholder which are
describe down below:
Administration Management: They are one of the most essential stakeholder in this
event as they must ensure that all the activities are done properly as this will help in improving
the reputation of the collage.
Students: Without student there will be no university and event so they are one of the
most important stakeholder in the company. The collage must provide higher development
opportunities in order to grow and expand in life.
TASK 2
Work Breakdown Structure
This is the method which help in break down the work into manageable piece so that
work can be done effectively. There are several factor in the event of lunch in university as this
structure help in planing as per the convenient of the organisation. There are various phase in the
event which include design, modelling, developing, execution and implementation. QA higher
education is planning the huge event for its classes to promote the teaching method such as
computing labs and modern technology for teaching. Further with the assistance of this structure
the college can identify the crucial path and barriers and make effective plan for the betterment
and growth.

TASK 3
Risk Register
This is the method which is used in documentation and the ability to manage the
activities effectively. This is essential for the firm to have plan in order to make the event

successful. As it is crucial to figure out the risk, its nature, and the problems to overcome. Hence,
in the context of QA higher education the assessment for their risk is mentioned as down below:
RISK SEVERITY RESPONSIB
ILITY
MITIGATION AND
CONTINGENCY
ACTIONS
SCORES
(Out of 10)
Loss of
reputation
High Event
management
This is the kind of risk
which is associated with
the reputation which
influence the university.
So in this case the event
manager must ensure
about the event and use
ethical code of conduct to
prevent any kind of
misconception and legal
action.
8
Natural disaster High Department of
insurance
This kind of disasters are
occur due to natural
calamities. So in this
particular case the
insurance department is
responsible for all the
losses occur during the
event.
8
Last minute
cancellations
High Marketing
Manager
There are some incident
where last minute
cancellations occur. In
this case the marketing
manager is accountable
due to lack of promotion.
8

Hence this is essential for
marketing team to
promote in such a manner
so that loss can be
minimized.
Fire theft High Technician This is consider as one of
the major risk in the
event. So the technician
department must double
check the wire and other
electrical equipments so
that risk of fire may
reduce.
9
Hygiene factor Medium Catering
Manager
Food hygiene plays an
vital role in event . In
order to provide hygienic
food to student the
catering manager should
make the list of raw
material and ensure that
student get healthy and
fresh food.
8
Loss of
machinery
Medium Technical
team
This risk include several
elements such as
malfunction of speakers
and mikes. This
technician must check all
these equipments before
the event get started.
6
Financial issues Medium Finance The funds are important 5

department elements in making event
successful. Hence this is
important for the finance
manager to keep all the
records of transaction.
There must be reserve of
funds in the case of
emergency.
Shortage of food Low Catering
manager
This is associated with
the shortage of food as in
result it will create
negative impact in the
minds of student. This
may lead to failure of this
event. In order to prevent
this event this is crucial
for the catering manager
to have proper list of
guest and have food extra
so in shortage the food
can be served to the
renaming people.
2
Crowd
Management
Low Event
manager
This is important for the
event management to
have proper management
to manage the crowd as
so that the event can be
done successfully.
2

TASK 4
Short report
The process of directing, influencing, motivating and guiding the employees to achieve
goals of organisation is refer as Leadership (Eyers, 2019). It is basically the ability of a leader to
build confidence in the workforce and motivate them in a positive way. With this, The develop a
potential or zeal in employees towards organisational goal so that it can be achieve within time
frame.
Need for leadership
The project Leader of QAHM school need to build skills of subordinates in order to gain
success or complete the project effectively. The goals can only be attain when leaders effectively
perform their responsibilities as well as roles. In addition to this, the project is completed on time
when the task or the authority assigned to employees will be effectively perform. So it is
important for a leader to create zeal and enthusiasm in workforce towards fulfilment of goal.
Function of a successful project manager
The main role of project manager is to implement and execute all the activities of a
project. Some of the additional roles are as follows: Guarantees customer satisfaction: The foremost responsibility of a project manager is to
satisfy its customer through effective strategies. In context to QAHM school, the
management of the school is satisfied when he role is effectively perform by project
manager.
 Budget estimation & project development: The other role of project manager is to fully
utilise all the resources and cot down the cost of projects. In addition to this, the project
manager should check and monitor the budget s that activities is carried out within the
decided budget.
The project managers are administrators as well as coordinators of a project. With this,they are
the reason behind the success of a project as they perform their duties appropriately which is
assigned to them in order to attain objectives. In addition to this, Project managers are the leaders
who encourage workers, they are the motivators who create zeal in workers. Also, they are the
support system for subordinates which help them to build high confidence level. These roles
attains organisation as well as employees to make a project success and fulfil their aim. If these