Comprehensive Project Management Report: QAHE Launch Event Analysis

This report provides a detailed analysis of the project management processes involved in organizing a launch event for QAHE University. It begins with an introduction to project management, emphasizing task organization and budgetary considerations. The main body includes a Project Initiation Document (PID) that outlines objectives, stakeholder analysis, and budgetary information for the event, which aims to communicate the university's infrastructural and technological improvements. A Work Breakdown Structure (WBS) is developed to define and manage the project's tasks, and the report recommends the PRINCE2 methodology for managing the event. The report also includes sections on risk management, stakeholder analysis, and a report to the project sponsor. The report concludes by summarizing key findings and recommendations, referencing relevant literature throughout.

PROJECT MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY..................................................................................................................................1
PID Documentation.....................................................................................................................1
Work-breakdown structure..........................................................................................................4
Risk register...............................................................................................................................11
Report to project sponsor...........................................................................................................14
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16

INTRODUCTION
Project management is the process through which an organisation or an individual prepares
listed of tasks, scheduling it accordingly along with the budgetary intonation. Thus, it brings the
clear analysis over the time have been used in a particular process as well as administration of
entire project. In the present report, there have been preparation of project initiation document
which is consist of initial information such as objectives, stakeholder, budget, time etc. on the
basis of which there will be development of WBS structure which will help QAHE in executing
activities of event.
MAIN BODY
PID Documentation
The project initiation documentation is the document (In Appendix) which enables the
projects manager of an individual by reflecting the current status of the project. It defines the
actual phase, planning and controlling methods for project. In relation with the case of QAHE’s
launching event on which there will be communication regarding the refurbished teaching
classrooms as well as computing labs. In accordance with the program which have been defined
and being saved by the professionals on which there will be requirement of defining various
elements such as:
Budgetary information: In the project management process this is necessary to detail the
tasks as per the time and required costs. The project is based on the launch event of QAHE
university for communicating the innovative and reformative changes made by them to improve
teaching and learning of students (Cha, Newman and Winch, 2018). Thus, in this approach there
have been influences of various tasks such as project initiation, invitations to the guests,
enrolment of staff for specific duties, arrangements for event, catering services etc. It will cost
the firm has been estimated as 50000 pounds.
Timescales: It has been determined by the professionals of the projected plan that there
must be implement of effective time for the completion of the projected tasks. However, the
launch event will be organised at the month of September which will include plans for each of
the things such as invitation lists, sound and lightening arrangements, seating and catering
services etc. Thus, the main motive of managing director is for communicating the audiences
regarding the reforms they have made in the university.
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Objectives: The motive of this event organising is basically for communicating the
renovation of the teaching classrooms, technically increment in computing labs which will be
effective in enhancing the learning and understanding of students (Tonchia, 2018). Thus,
communicating such changes among students, teachers and sponsors will reflect in better growth
to QAHE university. However, there can be various objectives of this event such as:
 To ensure student and teachers for having an excellent learning environment.
 To access the reformative technology which supports studies and teaching practices.
Approach: It has been approached by the managing directors of the university that there
must be proper delivery of thoughts, renovation actions as well as the effectiveness of such
incre4ment among audience. It will reflect in bringing them higher admissions in the upcoming
period that would be profitable for them (Zwikael, Chih and Meredith, 2018). Along with this,
there have been an approach towards the society that one would have better understanding and
learning with improved technological influences in the operations.
Key staff: For the launch event there have been consideration of the required staff members
for the operations. Moreover, there have been influences of various operational tactics which in
turn will be effective to address the operational aspects as well as covering he tasks in the
reliable time frame (Cicmil and Gaggiotti, 2018). However, there have been involvement of
various individual to operate the event such as Project manager, event manager, managing
directors, labour to arrange and decorate location, catering staff, clearing staff etc.
Stakeholder analysis: In relation with organising this event there have ben influences of
various stakeholders which are being associated with this event plan. It will include various
beneficiaries to this event such as:
Stakeholders Benefits
Managing director They are the main sponsor to this projected
plan for QAHE. The number of audiences
attend the program will be benefited with
relation to make appropriate operational
ascertainment. With the help of this event they
would communicate the large number of
audience which in turn will be beneficial for
the university in having higher admission in
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the upcoming period.
Project manager They will organise and manage the tasks or
activities associated with the effective time
frame for each operational aspect. Thus, on the
basis of successful completion of event will
lead them in creating the identity in the market.
Sponsors The motive for communicating the reforms in
the field of education will be effective for
fetching the attention of sponsor. Therefore, on
the basis for which they would analyse the
profitability of university in the coming period
(Anantatmula and Rad, 2018). Thus, fort social
benefits or profitable gains they would show
some interest in investing in university.
Teaching staff They will be communicated regarding the ease
of explaining and bringing the knowledge
among students regarding their courses. It will
be an effective approach which in turn will be
effective for lifting up the level of education in
the society. Thus, teachers will be interested in
underrating the technically improved
classroom and computing labs which describe
the growth of students regarding learning and
educational practices.
Students The main motive of launching this event is for
informing the students to take advantages of
such refurbishment. In accordance with such
increment in the technology as well as teaching
techniques on which it can eb said that, there
could be growth of operational practices in the
relevant time frame.
3

Event manager The planning relevant with the stage
decoration, entire program arrangement,
seating, catering etc. required to be managed
appropriately. It will benefit them in creating
identity in market as well as fetching audience
attention.
Work-breakdown structure
A work breakdown structure is basically defining the techniques through which a project
manager will analyse the important tasks to be conducted for successful operations. Thus, in this
method there have determination of parent tasks with its subordinates to be managed or
scheduled. Thus, this is the clear review and analysis over projected tasks to be considered by the
professionals (Hallo, Gorod and Morriss, 2018). This ascertainment will help manager in
decision-making, planning and controlling the process. For creating the WBS structure to
organise event for QAHE there have been determination of various tasks and operations which
will be required to be governed and executed to have adequate analysis over the data base.
Uses of WBS in managing and explaining task on a project
The importance WBS analysis is basically based on detailing the tasks which have been
considered in a project. It includes, budgetary information, resource names, duration of project,
start and end date (Cha, Newman and Winch, 2018). Thus, such analysis enables project
manager in arranging the sources for activities and these milestones will be applicable to
complete the projected plan before the deadline.
Task
Mode Task Name Duration Start Finish Predecessor
s Cost
Auto
Schedule
d
Resource
requirements in
event
20 days Mon 04-03-
19 Fri 29-03-19 $14,050.00
Auto
Scheduled
Requirements
in University 5 days Mon 04-03-
19 Fri 08-03-19 $1,400.00
Auto
Scheduled
Defining event 4 days Mon 11-03- Thu 14-03- 2 $1,200.00
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objectives 19 19
Auto
Scheduled
Selection of
Location 2 days Fri 15-03-
19
Mon 18-03-
19 2,3 $1,300.00
Auto
Scheduled
Provided
amenities 3 days Fri 15-03-
19
Tue 19-03-
19 3 $3,500.00
Auto
Scheduled
Checking
Sound, stage and
internet
2 days Tue 19-03-
19
Wed 20-03-
19 4 $1,200.00
Auto
Scheduled
Deciding Food
& Beverage
services
2 days Thu 21-03-
19 Fri 22-03-19 6,5 $1,600.00
Auto
Scheduled
Guest and
attendance count 2 days Thu 21-03-
19 Fri 22-03-19 6 $2,600.00
Auto
Scheduled
Budget
administration 5 days Mon 25-03-
19 Fri 29-03-19 7,8 $1,250.00
Auto
Scheduled Venue Selection 4 days Mon 01-04-
19
Thu 04-04-
19 1,8 $0.00
Auto
Schedule
d
Visiting Site 2 days Mon 01-04-
19
Tue 02-04-
19 1,6 $2,500.00
Auto
Scheduled
Discussion with
team 1 day Mon 01-04-
19 Mon 01-04-19 9 $300.00
Auto
Scheduled Finalising site 2 days Mon 01-04-
19
Tue 02-04-
19 9 $1,150.00
Auto
Schedule
d
Event
Attendance 7 days Fri 05-04-
19
Mon 15-04-
19 10 $2,770.00
Auto
Scheduled
Marketing
Materials 4 days Fri 05-04-
19
Wed 10-04-
19 12 $250.00
Auto
Scheduled
Print 2 days Fri 05-04- Mon 08-04- 13 $1,200.00
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advertisements 19 19
Auto
Scheduled
Promoting
through media 3 days Thu 11-04-
19
Mon 15-04-
19 15 $1,320.00
Auto
Schedule
d
Invitations 11 days Tue 16-04-
19
Tue 30-04-
19 14,13 $2,020.00
Auto
Scheduled
Designing
invitation cards 5 days Tue 16-04-
19
Mon 22-04-
19 16 $1,500.00
Auto
Scheduled
Reviewing
invitation cards 6 days Tue 16-04-
19
Tue 23-04-
19 17 $180.00
Auto
Scheduled
Printing
invitation cards 4 days Wed 24-04-
19
Mon 29-04-
19 20,19 $165.00
Auto
Scheduled
Distribution of
invitation cards 5 days Wed 24-04-
19
Tue 30-04-
19 20 $175.00
Auto
Schedule
d
RSVP 14 days Wed 01-05-
19
Mon 20-05-
19 10,11,22 $8,400.00
Auto
Scheduled
RSVP process
management 5 days Wed 01-05-
19
Tue 07-05-
19 22 $800.00
Auto
Scheduled Online RSVP 4 days Wed 01-05-
19
Mon 06-05-
19 21 $1,200.00
Auto
Scheduled Paper RSVP 3 days Wed 08-05-
19 Fri 10-05-19 24 $1,300.00
Auto
Scheduled Materials 4 days Tue 07-05-
19 Fri 10-05-19 25 $1,600.00
Auto
Scheduled
Payment
processing 2 days Mon 13-05-
19
Tue 14-05-
19 27 $1,700.00
Auto
Scheduled
Imparting
Brochure 4 days Wed 15-05-
19
Mon 20-05-
19 27,28 $1,800.00
Auto Event Planning 15 days Mon 13-05- Fri 31-05-19 18,14 $8,810.00
6

Schedule
d 19
Auto
Scheduled Staffing plan 4 days Tue 21-05-
19 Fri 24-05-19 29,18 $1,900.00
Auto
Scheduled
Guest
Speakers 2 days Tue 21-05-
19
Wed 22-05-
19 23 $1,110.00
Auto
Scheduled
Identification
of project 3 days Mon 27-05-
19
Wed 29-05-
19 31,32 $1,600.00
Auto
Scheduled
Communicatio
ns 2 days Mon 13-05-
19
Tue 14-05-
19 26 $1,550.00
Auto
Scheduled
Scheduling
activities 2 days Thu 30-05-
19 Fri 31-05-19 33 $2,650.00
Auto
Schedule
d
Technology 2 days Mon 03-06-
19
Tue 04-06-
19 30 $1,450.00
Auto
Scheduled
Setup for
events 2 days Mon 03-06-
19
Tue 04-06-
19 33,34 $1,450.00
Auto
Schedule
d
Meal Planning 5 days Wed 05-06-
19
Tue 11-06-
19 36 $4,400.00
Auto
Scheduled
All day
refreshments 2 days Wed 05-06-
19
Thu 06-06-
19 35 $2,350.00
Auto
Scheduled
Catering
services 1 day Fri 07-06-
19 Fri 07-06-19 39,37 $1,050.00
Auto
Scheduled Lunch 2 days Mon 10-06-
19
Tue 11-06-
19 40 $1,000.00
Auto
Scheduled
Completion of
planning 2 days Wed 12-06-
19 Thu 13-06-19 41,38 $200.00
Gantt chart
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It is a horizontal bar graph presentation which links the direction or flow of activities
from start to end date of project. This technique helps in coordinating, planning and executing
the operations made in the tasks (Tonchia, 2018). However, the below listed Gantt chart reflects
the QAHE event and associated activities with such project.
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9

Critical path
Importance of critical path analysis
The importance of this method is for analysing the important tasks which is to be
considered by the project manager for the quick completion of project (Zwikael, Chih and
10