Project Management: Preparing and Hosting Inter-University Games

This project management assignment presents a detailed plan for preparing and hosting inter-university games, designed for 10 Higher Education Universities (HEIs) with a budget of £20,000 and a one-year timeframe. The assignment includes a comprehensive Project Initiation Document (PID) covering project background, budgetary information with detailed cost breakdowns, timescales, objectives, the adopted PMBOK approach, key staff roles, and a thorough stakeholder analysis. The document also features a Work Breakdown Structure (WBS) that breaks down the project into manageable tasks with durations, start and finish dates, and resource allocation. The WBS outlines tasks from requirement analysis, project planning, project execution (including invitations, event preparations, and venue management), and project closing, providing a critical path analysis. The project aims to provide students with a sports environment. The assignment demonstrates a practical application of project management principles, showcasing detailed planning, resource allocation, and timeline management for a complex event.

Running Head: PROJECT MANAGEMENT
Project Management
Name of the Student
Name of the University

1PROJECT MANAGEMENT
Table of Contents
A. Project Initiation Document........................................................................................................2
1. Project Background.................................................................................................................2
2. Budgetary Information.............................................................................................................2
3. Timescales...............................................................................................................................4
4. Objectives................................................................................................................................6
5. Approach..................................................................................................................................6
6. Key Staff..................................................................................................................................6
7. Stakeholder Analysis...............................................................................................................7
B. Work Breakdown Structure........................................................................................................7
Bibliography..................................................................................................................................11

2PROJECT MANAGEMENT
A. Project Initiation Document
1. Project Background
The project involves preparation for hosting an inter-university games (like Olympics) in
which 10 Higher Education Universities (HEIs) are expected to take part. QAHE has decided to
offer a budget of £20k for conducting the entire preparations for the event along with one
academic year time. The event will be hosted in a selected indoor stadium in Manchester.
2. Budgetary Information
The main budget requirements include the wages of the project stakeholders and team
members as well as fixed costs for resources. The unit costs are shown in the following table.
Resource Name Type Max. Units Std. Rate
Project Manager Work 100% £5.00/hr
Project Supervisor Work 100% £3.00/hr
Marketing Manager Work 100% £3.00/hr
Contractor Work 100% £2.00/hr
Workers Work 100% £10.00/hr
Decorations and Other Material Resources Material £4,000.00
Allocating these resources in the work breakdown structure, the total cost breakdown and
the budget can be determined as shown in the following table.
WB
S Task Name Duration Resource Names Cost
0 Preparing and Hosting HEI Games 268 days £17,624.0
0
1 Requirement Analysis and Discussions 33 days £904.00
1.1 Team Meeting 7 days £280.00

3PROJECT MANAGEMENT
1.1.1 Call meeting among team members 1 day Project Manager £40.00
1.1.2 Discuss the goals and objectives of the project 1 day Project Manager £40.00
1.1.3 Discuss budget requirements and time for preparation 1 day Project Manager £40.00
1.1.4 Discuss various requirements to fulfil while working for the
project 1 day Project Manager £40.00
1.1.5 Make various considerations for the project 2 days Project Manager £80.00
1.1.6 Discuss stakeholder roles in the project 1 day Project Manager £40.00
1.2 Feasibility Analysis 15 days £360.00
1.2.1 Analysis of Requirements 2 days Project Supervisor £48.00
1.2.2 Conduct feasibility test on the project 4 days Project Supervisor £96.00
1.2.3 Conduct cost benefit analysis 4 days Project Supervisor £96.00
1.2.4 Submit feasibility report 5 days Project Supervisor £120.00
1.3 Prepare project proposal 10 days Project Supervisor £240.00
1.4 Submit proposal to supervisor 1 day Project Supervisor £24.00
1.5 Receive approval for proceeding with the plan 0 days £0.00
2 Project Planning 35 days £1,080.00
2.1 Project Charter Development 15 days £600.00
2.1.1 Defining project scope 4 days Project Manager £160.00
2.1.2 Determine aims and objectives of the project 4 days Project Manager £160.00
2.1.3 Specify project timeline 3 days Project Manager £120.00
2.1.4 Estimate project budget 4 days Project Manager £160.00
2.2 Risk Management 20 days £480.00
2.2.1 Identify risks in the project 10 days Project Supervisor £240.00
2.2.2 Develop risk management plan 10 days Project Supervisor £240.00
2.3 Finalise the project plan 0 days £0.00
3 Project Execution 165 days £14,480.0
0
3.1 Invitations 35 days £840.00
3.1.1 Prepare invitation cards 15 days Marketing Manager £360.00
3.1.2 Send invitations to universities 5 days Marketing Manager £120.00

4PROJECT MANAGEMENT
3.1.3 Receive acceptance mail from the invited universities 15 days Marketing Manager £360.00
3.2 Event Preparations 130 days £13,640.0
0
3.2.1 Selection of venue for the games 10 days Project Supervisor £240.00
3.2.2 Procure the venue on rent 5 days Project Supervisor £120.00
3.2.3 Hire contractor for preparing the venue 10 days £0.00
3.2.4 Purchase resources for decorating and preparing the venue for the
games 5 days
Contractor, Decorations
and Other Material
Resources[1]
£4,080.00
3.2.5 Prepare the venue for the sports 30 days Contractor, Workers £2,880.00
3.2.6 Decorate the venue 15 days Contractor, Workers £1,440.00
3.2.7 Prepare the spectators' area 15 days Contractor, Workers £1,440.00
3.2.8 Prepare players' dressing rooms 30 days Contractor, Workers £2,880.00
3.2.9 Hand over to the supervisor 10 days Contractor, Project
Manager £560.00
4 Project Closing 35 days £1,160.00
4.1 Submit project report document 15 days Project Supervisor £360.00
4.2 Conduct review of the project 10 days Project Manager £400.00
4.3 Post project appraisal 10 days Project Manager £400.00
4.4 Sign off 0 days £0.00
3. Timescales
The timescale for the project is shown in the following table.
WBS Task Name Duration Start Finish
0 Preparing and Hosting HEI Games 268 days Mon 10-06-19 Wed 17-06-20
1 Requirement Analysis and Discussions 33 days Mon 10-06-19 Wed 24-07-19
1.1 Team Meeting 7 days Mon 10-06-19 Tue 18-06-19
1.1.1 Call meeting among team members 1 day Mon 10-06-19 Mon 10-06-19
1.1.2 Discuss the goals and objectives of the project 1 day Tue 11-06-19 Tue 11-06-19

5PROJECT MANAGEMENT
1.1.3 Discuss budget requirements and time for preparation 1 day Wed 12-06-19 Wed 12-06-19
1.1.4 Discuss various requirements to fulfil while working
for the project 1 day Thu 13-06-19 Thu 13-06-19
1.1.5 Make various considerations for the project 2 days Fri 14-06-19 Mon 17-06-19
1.1.6 Discuss stakeholder roles in the project 1 day Tue 18-06-19 Tue 18-06-19
1.2 Feasibility Analysis 15 days Wed 19-06-19 Tue 09-07-19
1.2.1 Analysis of Requirements 2 days Wed 19-06-19 Thu 20-06-19
1.2.2 Conduct feasibility test on the project 4 days Fri 21-06-19 Wed 26-06-19
1.2.3 Conduct cost benefit analysis 4 days Thu 27-06-19 Tue 02-07-19
1.2.4 Submit feasibility report 5 days Wed 03-07-19 Tue 09-07-19
1.3 Prepare project proposal 10 days Wed 10-07-19 Tue 23-07-19
1.4 Submit proposal to supervisor 1 day Wed 24-07-19 Wed 24-07-19
1.5 Receive approval for proceeding with the plan 0 days Wed 24-07-19 Wed 24-07-19
2 Project Planning 35 days Thu 25-07-19 Wed 11-09-19
2.1 Project Charter Development 15 days Thu 25-07-19 Wed 14-08-19
2.1.1 Defining project scope 4 days Thu 25-07-19 Tue 30-07-19
2.1.2 Determine aims and objectives of the project 4 days Wed 31-07-19 Mon 05-08-19
2.1.3 Specify project timeline 3 days Tue 06-08-19 Thu 08-08-19
2.1.4 Estimate project budget 4 days Fri 09-08-19 Wed 14-08-19
2.2 Risk Management 20 days Thu 15-08-19 Wed 11-09-19
2.2.1 Identify risks in the project 10 days Thu 15-08-19 Wed 28-08-19
2.2.2 Develop risk management plan 10 days Thu 29-08-19 Wed 11-09-19
2.3 Finalise the project plan 0 days Wed 11-09-19 Wed 11-09-19
3 Project Execution 165 days Thu 12-09-19 Wed 29-04-20
3.1 Invitations 35 days Thu 12-09-19 Wed 30-10-19
3.1.1 Prepare invitation cards 15 days Thu 12-09-19 Wed 02-10-19
3.1.2 Send invitations to universities 5 days Thu 03-10-19 Wed 09-10-19
3.1.3 Receive acceptance mail from the invited universities 15 days Thu 10-10-19 Wed 30-10-19
3.2 Event Preparations 130 days Thu 31-10-19 Wed 29-04-20

6PROJECT MANAGEMENT
3.2.1 Selection of venue for the games 10 days Thu 31-10-19 Wed 13-11-19
3.2.2 Procure the venue on rent 5 days Thu 14-11-19 Wed 20-11-19
3.2.3 Hire contractor for preparing the venue 10 days Thu 21-11-19 Wed 04-12-19
3.2.4 Purchase resources for decorating and preparing the
venue for the games 5 days Thu 05-12-19 Wed 11-12-19
3.2.5 Prepare the venue for the sports 30 days Thu 12-12-19 Wed 22-01-20
3.2.6 Decorate the venue 15 days Thu 23-01-20 Wed 12-02-20
3.2.7 Prepare the spectators' area 15 days Thu 13-02-20 Wed 04-03-20
3.2.8 Prepare players' dressing rooms 30 days Thu 05-03-20 Wed 15-04-20
3.2.9 Hand over to the supervisor 10 days Thu 16-04-20 Wed 29-04-20
4 Project Closing 35 days Thu 30-04-20 Wed 17-06-20
4.1 Submit project report document 15 days Thu 30-04-20 Wed 20-05-20
4.2 Conduct review of the project 10 days Thu 21-05-20 Wed 03-06-20
4.3 Post project appraisal 10 days Thu 04-06-20 Wed 17-06-20
4.4 Sign off 0 days Wed 17-06-20 Wed 17-06-20
4. Objectives
The primary objective of this project is to host an inter-university games in Olympic style
in the city of Manchester. The secondary objective is to provide the students with sports
environment that will not only keep them fit but will also provide a source of environment.
5. Approach
For the purpose of managing the project, standard PMBOK approach will be followed
with the ten knowledge areas of PMBOK to be utilised in managing and conducting the project.

7PROJECT MANAGEMENT
6. Key Staff
Most of the key staff of the project will be the students who will perform all the activities
including making arrangements for the sports event. There will be a supervisor who will monitor
and control the project and provide guidance to the team members as per requirements.
7. Stakeholder Analysis
Stakeholder
Name/Authorit
y (Category of
stakeholder)
Contact
Person
Phone,
Email,
Website,
Address
Impact
How
much
does the
project
impact
them?
(Low,
Medium
, High)
Influenc
e
How
much
influence
do they
have
over the
project?
(Low,
Medium,
High)
What is
important
to the
stakeholder
?
How could
the
stakeholde
r
contribute
to the
project?
How could
the
stakeholder
block the
project?
Strategy
for
engaging
the
stakeholde
r
Supervisor PLEAS
E FILL
H H Hosting the
sports event
Monitoring
and control
Cannot Board
appointed
Project Manager PLEAS
E FILL
M H Make the
venue ready
for hosting
the sports
event
Planning,
monitoring
and control
By
presenting
report that
states
project is not
feasible
Assigning
project
managemen
t duties
QAHE PLEAS
E FILL
H H Host the
sports event
Funding Board
decision
-
Project
Supervisor
PLEAS
E FILL
L L Supervising
project
progress
Supervision
of progress
and
reporting
Cannot Assigning
reporting
duties
Contractor PLEAS
E FILL
H L Preparing
the venue for
the event
Appointing
workers for
preparation
of the
venue
Cannot Signing on
contract
basis
Marketing
Manager
PLEAS
E FILL
L L Inviting and
ensuring
participants
in the event
Send out
invitations
to other
HEIs
By reporting
that there are
not
sufficient
Assigning
marketing
duties

8PROJECT MANAGEMENT
Stakeholder
Name/Authorit
y (Category of
stakeholder)
Contact
Person
Phone,
Email,
Website,
Address
Impact
How
much
does the
project
impact
them?
(Low,
Medium
, High)
Influenc
e
How
much
influence
do they
have
over the
project?
(Low,
Medium,
High)
What is
important
to the
stakeholder
?
How could
the
stakeholde
r
contribute
to the
project?
How could
the
stakeholder
block the
project?
Strategy
for
engaging
the
stakeholde
r
participants
in the event
Manchester
Government
PLEAS
E FILL
H H Promotion of
school sports
Providing
approvals
and license
for project
Not
approving
the project
Sending
project
proposal
and request
for approval
Parents of the
students
PLEAS
E FILL
L L Health of
their
children
Allowing
their
children to
take part
Cannot Promotion
of the sports
among them
Various sporting
clubs and
academies
PLEAS
E FILL
L L Spotting
talented kids
in respective
sports and
signing them
up for
academy
Sponsorshi
p for
project and
offer
scholarship
s to young
talents
Cannot Invite the
academies
to send
scouts to
the event
Other Schools
(Invited)
PLEAS
E FILL
M H Promoting
sports in
their own
premises
Sending
their
students for
the sports
Claiming the
arrangement
s are not
suitable for
students’
sports
Invitation
B. Work Breakdown Structure
The work breakdown structure above has significantly simplified the work requirements
of the team members assigned in the project. The work packages have been assigned with a

9PROJECT MANAGEMENT
specific time period and budget that the assigned team members need to fulfil and in process,
complete the project with the time and budget limits.
The work breakdown structure paves the way for critical analysis in the project. The
critical analysis is used to determine the minimum time required to execute the entire project.
The importance of critical path analysis in project management is that once the critical path is
determined, the additional activities in the project can be scheduled so that they do not affect the
overall schedule of the project. Moreover, in case of projects with multiple parallel activities and
complex relationships between work packages, critical path analysis can easily help to determine
the total duration of the project.
The WBS hierarchy is depicted in table form as follows.
WBS Task Name Duration Start Finish Predecessors
0 Preparing and Hosting HEI Games 268 days Mon 10-06-19 Wed 17-06-20
1 Requirement Analysis and Discussions 33 days Mon 10-06-19 Wed 24-07-19
1.1 Team Meeting 7 days Mon 10-06-19 Tue 18-06-19
1.1.1 Call meeting among team members 1 day Mon 10-06-19 Mon 10-06-19
1.1.2 Discuss the goals and objectives of the
project 1 day Tue 11-06-19 Tue 11-06-19 3
1.1.3 Discuss budget requirements and time for
preparation 1 day Wed 12-06-19 Wed 12-06-19 4
1.1.4 Discuss various requirements to fulfill
while working for the project 1 day Thu 13-06-19 Thu 13-06-19 5
1.1.5 Make various considerations for the project 2 days Fri 14-06-19 Mon 17-06-19 6
1.1.6 Discuss stakeholder roles in the project 1 day Tue 18-06-19 Tue 18-06-19 7
1.2 Feasibility Analysis 15 days Wed 19-06-19 Tue 09-07-19
1.2.1 Analysis of Requirements 2 days Wed 19-06-19 Thu 20-06-19 8
1.2.2 Conduct feasibility test on the project 4 days Fri 21-06-19 Wed 26-06-19 10
1.2.3 Conduct cost benefit analysis 4 days Thu 27-06-19 Tue 02-07-19 11

10PROJECT MANAGEMENT
1.2.4 Submit feasibility report 5 days Wed 03-07-19 Tue 09-07-19 12
1.3 Prepare project proposal 10 days Wed 10-07-19 Tue 23-07-19 13
1.4 Submit proposal to supervisor 1 day Wed 24-07-19 Wed 24-07-19 14
1.5 Receive approval for proceeding with the
plan 0 days Wed 24-07-19 Wed 24-07-19 15
2 Project Planning 35 days Thu 25-07-19 Wed 11-09-19
2.1 Project Charter Development 15 days Thu 25-07-19 Wed 14-08-19
2.1.1 Defining project scope 4 days Thu 25-07-19 Tue 30-07-19 16
2.1.2 Determine aims and objectives of the
project 4 days Wed 31-07-19 Mon 05-08-19 19
2.1.3 Specify project timeline 3 days Tue 06-08-19 Thu 08-08-19 20
2.1.4 Estimate project budget 4 days Fri 09-08-19 Wed 14-08-19 21
2.2 Risk Management 20 days Thu 15-08-19 Wed 11-09-19
2.2.1 Identify risks in the project 10 days Thu 15-08-19 Wed 28-08-19 22
2.2.2 Develop risk management plan 10 days Thu 29-08-19 Wed 11-09-19 24
2.3 Finalise the project plan 0 days Wed 11-09-19 Wed 11-09-19 25
3 Project Execution 165 days Thu 12-09-19 Wed 29-04-20
3.1 Invitations 35 days Thu 12-09-19 Wed 30-10-19
3.1.1 Prepare invitation cards 15 days Thu 12-09-19 Wed 02-10-19 26
3.1.2 Send invitations to universities 5 days Thu 03-10-19 Wed 09-10-19 29
3.1.3 Receive acceptance mail from the invited
universities 15 days Thu 10-10-19 Wed 30-10-19 30
3.2 Event Preparations 130 days Thu 31-10-19 Wed 29-04-20
3.2.1 Selection of venue for the games 10 days Thu 31-10-19 Wed 13-11-19 31
3.2.2 Procure the venue on rent 5 days Thu 14-11-19 Wed 20-11-19 33
3.2.3 Hire contractor for preparing the venue 10 days Thu 21-11-19 Wed 04-12-19 34
3.2.4 Purchase resources for decorating and
preparing the venue for the games 5 days Thu 05-12-19 Wed 11-12-19 35
3.2.5 Prepare the venue for the sports 30 days Thu 12-12-19 Wed 22-01-20 36
3.2.6 Decorate the venue 15 days Thu 23-01-20 Wed 12-02-20 37

11PROJECT MANAGEMENT
3.2.7 Prepare the spectators' area 15 days Thu 13-02-20 Wed 04-03-20 38
3.2.8 Prepare players' dressing rooms 30 days Thu 05-03-20 Wed 15-04-20 39
3.2.9 Hand over to the supervisor 10 days Thu 16-04-20 Wed 29-04-20 40
4 Project Closing 35 days Thu 30-04-20 Wed 17-06-20
4.1 Submit project report document 15 days Thu 30-04-20 Wed 20-05-20 41
4.2 Conduct review of the project 10 days Thu 21-05-20 Wed 03-06-20 43
4.3 Post project appraisal 10 days Thu 04-06-20 Wed 17-06-20 44
4.4 Sign off 0 days Wed 17-06-20 Wed 17-06-20 45
In addition, the WBS is shown in diagram form as follows.
Figure 1: Work Breakdown Structure of the Project
(Source: Created by Author)