Project Management Assignment Spring 2019: Event Planning Project

This project management assignment focuses on planning an event for QA Higher Education to publicize the refurbishment of its teaching rooms and computing labs. The assignment includes the development of a project initiation document (PID) with budget information, timescales, objectives, and stakeholder analysis. A work breakdown structure (WBS) is created to outline major activities, and a risk register documents potential risks. The report emphasizes the importance of strong leadership and explores suitable methodologies, with a preference for the agile methodology. The assignment covers various aspects of event planning, including food management, resource allocation, and operational considerations. Overall, the assignment aims to provide a detailed plan for a successful event, incorporating key project management principles.

Running head: PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
Name of the Student
Name of the University
Author Note

1PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
Executive Summary
The main objective of the paper is to summaries the business project scenario for understanding
the basic requirements. The report will focus on developing project initiation document that will
include budget information, timescales, objectives, approach, key staff and stakeholder analysis.
In addition to this the work breakdown structure is also going to be prepared for explaining the
major activities. Based on the case study the risk register is also going to be developed that will
include 10 fully documented risks. The main purpose of the report is to explain the quality of
leadership towards the project sponsor and director of operations along with the methodologies
that are being used within the report. QA Higher Education has performed refurbishment of its
teaching rooms and computing labs in different branches. The university wants to launch an
event for the purpose of publicize the development for celebrating the success of the project. As
a project manager it is important to analyze the basic requirements of the case study so that it
becomes easy to prepare the document based on it.

2PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
Table of Contents
Introduction......................................................................................................................................3
Project Initiation Document.............................................................................................................3
Risk register.....................................................................................................................................5
Importance of strong leadership......................................................................................................8
Methodologies.................................................................................................................................9
Work Breakdown structure............................................................................................................10
Budget of the project.....................................................................................................................13
Stakeholder analysis......................................................................................................................16
Conclusion.....................................................................................................................................18
References......................................................................................................................................19

3PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
Introduction
QA Higher Education has developed their university with recent facilities so that they can
ensure better experience towards their students, staffs and other faculty members. The university
has developed an excellent learning environment that will support every member technically and
will allow the members to have better experience. However with the success of the
refurbishment within the university it becomes essential to launch an event that will promote the
facilities that are being provided by the university towards the members.
The report is going to describe the major activities that are going to take place for
scheduling a success party for the university. As a project manager it is important to develop a
schedule that will ensure that the event is being concluded within the budget. It is expected that
the event will take place during the Fresher’s week in September. Thus it becomes essential to
include the event that involves formal ceremony, tour of the building for students and other
members associated with the university and the elements that are included within the event. The
report will describe each elements associated with the event execution effectively.
Project Initiation Document
Title of the project Event planning for QA Higher Education
Estimated budget £50,000
Time scales Start date:
Finish date:
Project sponsor Managing director

4PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
Project manager
Main objectives  The main objective of the project is to
plan an event that will inaugurate the
success of the refurbished university
and will promote the features that are
offered within the university premises.
 The project will also schedule the
events that will include formal
ceremony, tour of the university
premises towards the members.
Overall suggested approach The overall approach is that the project will be
developed for the purpose of launching a
success event for QA higher education
university. This event is mainly conducted for
the purpose of promoting the universities
facilities and newly developed features.
Risks associated with the project The risks that are likely to come if the event is
not organized properly includes loss of
reputation, loss in financial condition and
finally the huge loss can be the negative impact
on the members of the university. The main
purpose behind conducting the event is to
ensure that proper promotion is being created

5PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
towards the people. There is a need to
understand the importance of promoting the
newly refurbished university so that it can
attract maximum faculties and students.
Bibliography
Bellaubi, F. and Pahl-Wostl, C., 2017. Corruption risks, management practices, and performance
in water service delivery in Kenya and Ghana: an agent-based model. Ecology and
Society, 22(2).
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Noe, R.A., Hollenbeck, J.R., Gerhart, B. and Wright, P.M., 2017. Human resource management:
Gaining a competitive advantage. New York, NY: McGraw-Hill Education.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Risk register
Risk name and description Likelihood and impact, comments on what
you might do to reduce either or both

6PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
1. Time management- it is important to
complete the event within the given timeline. If
the deadline exceeds than it will become
difficult to manage the client. Thus there is a
huge need to complete the project within the
given time.
Likelihood- very high
Impact- the impact will be high on the client
and thus it becomes essential to minimize the
chances of delay in event management process.
The project is going to be divided into different
sectors and people so that each member can
have their role to play the
2. cost- the project is estimated to get executed
within the budget of around £50,000. Thus it is
important to manage the project within the
given budget. Exceeding the budget will
impact the project manager and will also lead
to impacting the overall performance.
Likelihood- high
Impact- the impact is comparatively high
The impact of exceeding cost is high and this
has a potential to impact the overall
performance.
3. Managing food- as an event ceremony it
becomes essential to manage the quality of
food. There is a high need to manage the
activities so that they can have better control
over the event program.
Likelihood- high
Impact- the impact of managing food is
essential.
The main reason behind managing the quality
of food product is that it will ensure that the
guests are being provided better services.
4. resources- the resources are needs to be
managed effectively so that they do not get out
of stock.
Likelihood- very low
Impact- low
There is a low chance that the resources will be
out of stock. Thus it can be stated that there

7PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
will be no impact on the project execution
process.
5. Operational risks- operational risks are
likely to occur if the system fails to manage the
event or any technical issue arises.
Likelihood- high
Impact- high
The operational risk has high impact on the
project execution process. Thus it is important
to check the operational risks.
6. Budget risks- the project needs to be
executed based on the budget so that it does
not exceed the expectations of the clients.
Likelihood- low
Impact- low
Based on the project planning it can be stated
that the project will not exceed the budget.
7. Lack of management support- lack of
management support will impact the process.
Thus there is a huge need to manage the
success of the project.
Likelihood- high
Impact- comparatively high
There is a huge need to manage the activities
so that they can ensure proper management of
the task.
8. Public announcement system fails- while
managing the event it becomes essential to
check all the items properly so that event can
be carried out successfully without any
problem.
Likelihood- low
Impact- comparatively low
Each instruments that are associated with the
project execution process needs to be
maintained effectively so that it can ensure
better performance. ‘
9. Parking problem- the parking place within Likelihood- high

8PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
the building also plays a major role. This
ensures that the project manager has managed
Impact- comparatively high
Managing the parking space becomes essential
as there are plenty members of guest invited
towards event ceremony. Thus it becomes
essential to ensure that proper management of
parking has been included.
10. Lack of staff’s training- staffs needs to be
trained about the way program is going to be
executed. This will ensure that the project is
being carried out successfully.
Likelihood- very high
Impact- high
With proper staff training it will become easy
to execute the project. The event can be carried
out successfully.
Bibliography
Bañuls, V.A., López, C., Turoff, M. and Tejedor, F., 2017. Predicting the impact of multiple
risks on project performance: A scenario-based approach. Project Management Journal, 48(5),
pp.95-114.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Lai, T., 2019. The Rise of Legal Project Management: Importance of project management to law
firms.

9PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
Importance of strong leadership
Leadership plays a crucial role in every project management activities. Thus it becomes
essential to ensure that the project manager has proper leadership quality for leading the project
successfully. The main importance of a strong leader is that it ensures that proper guidance is
provided towards the team members. Proper guidance helps in executing the project effectively
and also ensures that all the necessary requirements are met. Strong leadership also ensures that
the creativity of each member is encouraged as this will add towards the project performance.
Strong leadership quality also includes motivating the members related to the project so that they
can ensure better performance throughout the execution phase. It has been observed that a strong
leader has a potential to provide better benefits towards the project as compared to others. The
members associated with the project must be appreciated so that they feel the need of their
contribution. Apart from this as a leader it becomes essential to have proper communication
skills that will ensure that each component is shared effectively with the project members and
with the organization. The leader needs to have the influential characteristic so that they can
influence the member for performing better work. Thus it can be stated that str4ong leadership
quality will ensure that the project is being executed successfully.
Methodologies
While executing a project it becomes necessary to apply proper methodology that will
help in executing the activities successfully. There are several approaches that are available for
managing the activities. The different types of project management methodologies that helps
project manager to execute the project includes adaptive framework, agile software development,
dynamic system development model, PRINCE2 and rapid application development. Adaptive

10PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
methodology focuses mainly on managing the time and cost constants associated with the
project. Agile software development methodology includes project that offers high analysis of
the requirements. The key features that are offered towards the development of project includes
delivery cycles are short termed, ensures that all agile requirements, offers dynamic team culture,
less preventive project control and focuses mainly on real-time communication. This
methodology helps in executing the project effectively with minimum errors. However the best
suitable methodology for the execution of the project is agile methodology. Agile methodology
is basically referred to the approach that focuses on providing solution in an organized manner.
The project gets executed in different phases and hence this is considered to be one of the best
flexible methodologies for conducting an event. This project is all about conducting an event that
will focus on promoting the features that are offered with newly refurbished university. The main
values that are offered with agile software development values is that it offers better responses
towards the individuals and interactions, better working software, customer collaboration and
responses towards the changes. It has been observed that with the help of proper methodology
implementation the project can be executed within the given time period. The main focus on
agile development process is that they ensure that proper customer satisfaction is being provided
by ensuring early delivery of the project. Changes can be included at any stage that makes the
methodology flexible and ensues that the project can be executed successfully without any
errors. The model follows iterative approach and thus it ensures that proper results can be
obtained. Thus it can be stated that with the help of this methodology the event management can
be done successfully.

11PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
Work Breakdown structure
Task Name Duration Start Finish
Event scheduling for
QA Higher Education
83 days Fri 7/5/19 Tue 10/29/19
Phase1: Initiation of
the project
26 days Fri 7/5/19 Fri 8/9/19
Addressing the basic
objectives
4 days Fri 7/5/19 Wed 7/10/19
Determining the guest
list
6 days Thu 7/11/19 Thu 7/18/19
Highlighting the
events
5 days Fri 7/19/19 Thu 7/25/19
registering event
participants name
6 days Fri 7/26/19 Fri 8/2/19
Outlining project
document
3 days Mon 8/5/19 Wed 8/7/19
Assigning roles and
responsibilities
2 days Thu 8/8/19 Fri 8/9/19
Phase2: Planning the 28 days Mon 8/12/19 Wed 9/18/19

12PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
demands of projects
Planning the
accommodation
3 days Mon 8/12/19 Wed 8/14/19
Planning the catering
services
5 days Thu 8/15/19 Wed 8/21/19
Preparing VIP guest
list
6 days Thu 8/22/19 Thu 8/29/19
drafting and sending
invitations
5 days Fri 8/30/19 Thu 9/5/19
Organizing event
details
4 days Fri 9/6/19 Wed 9/11/19
designing streamline
process
5 days Thu 9/12/19 Wed 9/18/19
Phase3: Project
execution
22 days Thu 9/19/19 Fri 10/18/19
Providing overview of
the refurbished building
6 days Thu 9/19/19 Thu 9/26/19
Developing new
policy and procedures
5 days Fri 9/27/19 Thu 10/3/19

13PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
Changing plans within
the events
6 days Fri 10/4/19 Fri 10/11/19
Final design of the
event program
2 days Mon 10/14/19 Tue 10/15/19
Hiring host for the
event
3 days Wed 10/16/19 Fri 10/18/19
Phase4: Project
closure
7 days Mon 10/21/19 Tue 10/29/19
Stakeholder signoff 2 days Mon 10/21/19 Tue 10/22/19
Final document
presentation
5 days Wed 10/23/19 Tue 10/29/19
The main focus of the event management program is to ensure that the project is being
executed within the given budget and schedule. Each task is needed to be completed effectively
so that it can provide better benefit towards the organization. As a project manager it becomes
essential to ensure that the project is being developed by following the necessary requirements.
Budget of the project
Resource Names Cost

14PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
£49,8
06.00
£26,2
06.00
Project
manager,event
management team,Finance
manager
£3,93
6.00
event management
team
£2,00
0.00
operation manager
£5,00
0.00
accommodation[1]
£3,03
0.00
operation manager
£8,88
0.00
HR manager
£3,36
0.00
£12,5

15PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
80.00
accommodation[1],
Finance manager
£1,27
0.00
catering [1],event
management team, Finance
manager
£3,15
0.00
HR manager
£1,44
0.00
operation manager
£2,20
0.00
event management
team, Project manager
£2,72
0.00
Project manager
£1,80
0.00
£8,74
0.00
HR manager
£1,44
0.00
operation manager £2,20

16PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
0.00
Project manager
£2,16
0.00
operation manager
£1,38
0.00
event management
team
£1,56
0.00
£2,28
0.00
HR manager
£480.
00
Project manager
£1,80
0.00
The project will be executed within 50,000 pound and it is expected that the project will
get executed within three months. Below is the budget sheet that displays the expenses that are
spent over the event management program.

17PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
Stakeholder analysis
Name of stakeholder Importance of stakeholder
Event director The main importance of event director is that
they focus on managing the activities that are
going to take place within the launch event of
university.
Event manager Event manager will be responsible for
managing the activities and monitoring the
roles played by event team.
Guests and VIP manager The guests and VIP are the main stakeholders
and hence it becomes essential to manage their
presence so that no error occurs at the time of
providing service towards chief guests.
Production manager The responsibility of production manager is to
ensure that proper control is maintained over
each activity that is taking place within the
event.
Event assistant Event assistant plays a crucial role and hence
they are considered as one of the major
stakeholders.
Site manager The site manager is the stakeholder that is
responsible for managing the site.
Marketing department manager Marketing department manager will focus on

18PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
checking the budget that is associated with the
management of the event. As the event plays a
crucial role for the university thus it becomes
essential to treat each stakeholder efficiently.
Sponsors Sponsors are the associates of university and
the chief members who have contributed
towards the development of the building.
Audience The audiences are the university members and
the students that are going to be collaborated
with the university in future.
Volunteers Volunteers will be the people who will help the
chief guests for reaching the destination.
University head University head will be responsible for sending
the invites towards the guests and members for
the event.
Faculty members Faculty members need to be aware of the
changes so that they can promote the services
towards the guests.
Conclusion
Thus from the above report it can bee concluded that the project will be executed within
the given budget by the university. The report has developed a project plan for identifying the

19PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
major activities that are going to take place within the event management process. The main
focus was on managing and scheduling the activities for celebrating the success. With the help of
this project the schedule of the celebration will be prepared that will include formal ceremony,
informal opportunity for the staffs and will ensure that the students are allowed to have a tour of
the building. The report has included all the major activities along with the stakeholder analysis
based on the project requirements.

20PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
References
Bañuls, V.A., López, C., Turoff, M. and Tejedor, F., 2017. Predicting the impact of multiple
risks on project performance: A scenario-based approach. Project Management Journal, 48(5),
pp.95-114.
Bellaubi, F. and Pahl-Wostl, C., 2017. Corruption risks, management practices, and performance
in water service delivery in Kenya and Ghana: an agent-based model. Ecology and
Society, 22(2).
Binder, J., 2016. Global project management: communication, collaboration and management
across borders. Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Herman, R.D., 2016. Executive leadership. The Jossey-Bass handbook of nonprofit leadership
and management, p.167.
Hornstein, H.A., 2015. The integration of project management and organizational change
management is now a necessity. International Journal of Project Management, 33(2), pp.291-
298.
Joslin, R. and Müller, R., 2016. The impact of project methodologies on project success in
different project environments. International Journal of Managing Projects in Business, 9(2),
pp.364-388.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.

21PROJECT MANAGEMENT ASSIGNMENT SPRING 2019
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Lai, T., 2019. The Rise of Legal Project Management: Importance of project management to law
firms.
Matharu, G.S., Mishra, A., Singh, H. and Upadhyay, P., 2015. Empirical study of agile software
development methodologies: A comparative analysis. ACM SIGSOFT Software Engineering
Notes, 40(1), pp.1-6.
Muller, R. and Turner, J.R., 2017. Project-oriented leadership. Routledge.
Noe, R.A., Hollenbeck, J.R., Gerhart, B. and Wright, P.M., 2017. Human resource management:
Gaining a competitive advantage. New York, NY: McGraw-Hill Education.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Soni, D. and Kohli, P.J., 2017. Cost estimation model for web applications using agile software
development methodology. Pertanika Journal Of Science & Technology, 25(3), pp.931-938.
Zivkovic, S., Hudson, D., Johnson, P. and Park, J., 2015. Impact of the relationship between
managers and board of directors on performance of agricultural cooperatives. Southern
Agricultural Economics Association (SAEA) Annual Meeting, Atlanta, Georgia.