Project Management: Planning and Execution of a Launch Event

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Project Management
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Executive summary
For organising the major events, project management is the best technique which will be
performed under the guidance and the leadership of the project manager. The project manager
prepares all the plans and budget for the project and by the help of work breakdown structure, the
activities are divided between the teams. The project manager should have leadership skills to
bring the team together and perform other functions which make it necessary for the project to
have a leader.
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Contents
Executive summary.........................................................................................................................2
Introduction......................................................................................................................................4
Project Initiation Document.............................................................................................................5
Objectives.....................................................................................................................................5
Budgetary information.................................................................................................................5
Timescales....................................................................................................................................5
Approach......................................................................................................................................6
Key staff.......................................................................................................................................6
Stakeholder Analysis table...........................................................................................................7
Risk Register..................................................................................................................................10
Work Breakdown Structure...........................................................................................................15
Report to project sponsor...............................................................................................................17
Introduction................................................................................................................................17
Importance of Strong Leadership...............................................................................................17
Methodologies for the project....................................................................................................17
Conclusion.................................................................................................................................18
Conclusion.....................................................................................................................................19
References......................................................................................................................................20
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Introduction
The project management is a method or process of managing are the activities and work which
are going to take place in the project by using and applying the proper knowledge and experience
such that the desired outcome and goals can be achieved on the decided time (Kerzner &
Kerzner, 2017). The following report is made for the project of organising the event for the
launching of the newly refurbished building of QA Higher education so that it can attract more
students towards it. The project report will cover all the areas related to the project like the
objectives of the project, the budget required for completing the project, the timescale for
showing the timely analysis of the project, the used approach and the stakeholders involved in
the project. It will also discuss the risks that can be faced during the processing of project and the
work breakdown structure to show the activities which are part of the project and also to show
the connection between them. The qualities of a good leader will also be discussed as the whole
report is prepared in the context of the project manager.
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Project Initiation Document
Objectives
The project is related to the major launch event of the QA Higher education institution which has
refurbished its structure and wants to get the attention of new students in London. Following are
the objectives of this project that need to be accomplished:
 To analyse the activities conducted in the project according to their priorities
 To examine the role of various stakeholders which are involved in this project
 To determine the risks that may arise during the processing
 To study the qualities that are required in a leader
 To apply the appropriate approach of project management technique in practical
life
Budgetary information
The budget which is decided by the management of the institution for the project of this event
launch is about £50,000. In this amount, all the project activities should be completed without
any extra addition of funds. The amount will be spent for the purpose like food and drinks, the
volunteers, the felicitation of the dignitaries, etc. The budget will be divided for the various
activities which are involved in the launching event. It is very necessary for a project manager to
complete the provided funds because if the project manager fails to do so then the whole project
may get crashed and the result of management will be a failure.
Timescales
For the project of conducting the launch of the major event, the timescale will be prepared such
that all the activities should get completed on time.
Activity Start Time End Time Duration
Preparation of a plan
which will include
all activities
16 May 2019 20 May 2019 5 Days
Collecting resources 21 May 2019 5 June 2019 16 Days
Understanding/ 6 June 2019 20 June 2019 15 Days
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Dividing job roles of
the team by training
Deciding budget for
the activities of the
project and hiring
caterers
21 June 2019 10 July 2019 20 Days
Promotion of the
event
11 July 2019 1 September 2019 52 Days
Approach
For the launching of this major event, the first approach which is taken by the management is to
select the proper method of promoting the event in the surrounding areas and the cities such that
the news of this event can be reached to more and more students. This strategy is used by many
organisations and company nowadays to deliver their message to a large number of audiences.
The next step will be to create a list of the people which are mandatory for this launch event like
the directors and the founders of the building etc. The food and drink contracts will be given the
catering service providers and the menu will be decided according to the budget and the
estimated number of people who are coming to join the inauguration. The next step will be
inviting alluminees of the institute who have passed in the previous years and are doing better in
their life (Inc, 2015).
Key staff
For the successful completion of the project, there is a need for a team which has required a
number of members with the matching skill sets who can give their participation in the project
activities. The key staff will include the creative team, administrative team, the doer's team, the
financial team, and the project manager. The project manager will manage all the mentioned
teams and also create a proper communication flow between the teams. The creative team has to
perform the task of making the map of the building, decoration of the building, developing
methods of branding of the event and other multimedia and social media works. The
administrator team will do all the scheduling of the event and select the caterers for this event,
send an invitation to the dignitaries, do arrangements for the seating of the attendees. The doer
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team will do the work like cleaning of the table and stabilising the whole decorum of the event
(Helloendless, 2018).
Stakeholder Analysis table
The stakeholders are the persons who get affected by the activities and the outcome of the project
whether directly or indirectly. The stakeholders can be divided into two parts, the internal
stakeholders and the external stakeholders. The internal stakeholders are the people who are
getting directly affected by the project or the people who play a major role in the project. They
contribute to the project by doing investment in the project, by planning the project activities,
through their decisions regarding the project. The internal stakeholders in the project
management are the project manager and its team who are directly involved in the project along
with the investors and the institute which is organising or to which the project belongs (Clarizen,
2017). On the other hand, the external stakeholders are the one who is getting affected by the
project but not in a direct way, still, their contribution is valuable for the success of the project.
The customers and the other suppliers available in the market from which the internal
stakeholders get supplies are the part of it. Government and the local community are also part of
this because they get affected or involved in the project indirectly (Greeneventbook, N.A).
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Designers Administrators Finacial
Suppportors
Labours

Name of Stakeholders Relation or impact due to project
Project Manager A project manager is an internal stakeholder in this project of
organising the event. He is the one who handles all the activities
and manages the other stakeholders who are involved in this
project. The adjustment of the funds for the activities is
estimated by the project manager.
Sponsors The sponsors are involved in this project as they are the
providers of the financial resources to the project manager for
conducting this event. They are the one which will get benefit
from the success of the project.
Workforce These are the volunteers and other labours provided by the
contractors who provide their services for carrying out a smooth
project. They get involved in the project because they get
contracts from the project manager and the other event
organisers and they get earning from these projects.
Suppliers The suppliers are the one who provides the required products and
services like the ambulance and fire safety, security, etc. They
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Stakeholders
Project
Manager
Sponsors
Workforce
Suppliers
Participators
Authorities

are affected by the project because they help them in organising
the event through their supplies to the management and to the
contractors who are involved in this event. These are the external
stakeholders in this project (Van Niekerk et.al, 2016).
Participators The participants in this event are also the stakeholders. The
involved participants in this project are the students who visit the
campus of the institute, the visitors who want to explore about
the institution and also the media persons who will publish the
news and information about the event. The participators are the
alluminees of the college.
Authorities The government and the local authorities will also be part of this
project indirectly. They are the one who has to manage the
facilities for the traffic and security for the places in the area and
also have to create a safe environment in the places near the
venue.
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Risk Register
The risk register is used to analyse all the risks that can arise in the event planning and
management. It is very important for the project manager to have a strong risk management
program to overcome those risks (Moreland, N.A). The risks can be divided into internal risks
and external risks.
Risk
Numbe
r
Risk owner Risk Name Description Probabilit
y
(1-5)
Impac
t
(1-5)
Total
Scor
e
Mitigatio
n Action
( Bizfluen
t, 2019)
Statu
s
1 Managemen
t
Reputation
risk
( Kuhlicke
et.al, 2016)
This is the
risk in which
the
organisation
may face the
loss of
reputation if
some
mishappenin
g occurs
during the
event like the
involvement
of students in
works which
will create a
bad image of
the
organisation
in the minds
1 5 6 Accept Post
action
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of the
visitors.
2 Managemen
t
Undefined
budget plan
The chances
of this risk
will be high
if the project
manager or
the manager
cannot able
to estimate
the proper
amount of
budget
required for
this project
2 4 6 Avoid Pre-
action
3 Project
manager
The
improper
time
management
plan
If the project
of organising
the event
cannot be
completed on
time then it
will become
risky for the
management
to conduct
the event.
3 5 8 Avoid Pre-
action
4 Members Injury to the
members
( Marsh,
2019)
There will
also be the
risk of injury
to the
workers who
1 1 2 Limit Pre
and
post
action
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are doing
decoration or
cleaning the
walls due to
falling.
5 Project
manager
Lack of
workforce
If the number
of visitors is
more than the
expected
numbers then
this risk will
rise because
the
workforce
decided was
according to
the estimated
number.
Here, the
requirement
of the
workforce
will increase.
2 3 5 Avoid Post
action
6 Project
manager
and
management
Risk of not
achieving
the goals and
purpose of
the project
( Jones,
2017)
The purpose
of this event
is to attract
more
students
towards the
institute so
there is a risk
2 5 7 Accept Post
action
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