Project Management Plan for University of Roehampton Project

This project management plan outlines the renovation of classrooms, labs, and laboratories at the University of Roehampton, focusing on the implementation of new technologies to enhance the learning environment. The project initiation document (PID) details the project's objectives, scope, budget, stakeholder analysis, and risk management strategies. The plan emphasizes the importance of effective project planning, including risk assessment, mitigation, and contingency planning. The project aims to improve the learning experience through technological upgrades, addressing potential risks like employee retention, budget fluctuations, and internet speed issues. Stakeholder analysis identifies key individuals and groups, such as administration staff, suppliers, and top-level management, and their impact on the project's success. The plan also includes a risk register with mitigation and contingency plans for various potential issues, ensuring the project's smooth execution and achievement of its objectives.

PROJECT MANAGEMENT

Table of Contents
INTRODUCTION.......................................................................................................................................3
TASK...........................................................................................................................................................3
PROJECT MANAGEMENT PLAN.........................................................................................................10
4.................................................................................................................................................................13
a) Importance of risk management plans and impacts on project when risk are ignored.....................13
CONCLUSION..........................................................................................................................................15
REFERENCES........................................................................................................................................16

INTRODUCTION
Project planning is related with organizing all the activities of the project in effective
and planned manner so that firms will attain growth and success in their project. The plans of
managing projects are related with organizing various activities in effective manner in order to
achieve business goals. The main element of planning is related with the analyzing how the
activities will be divided by which they will establish their goals. The main aim of planning
process is related with analyzing and gathering the important information in order to gain
success in the project. The shareholders are important part of every business and they should be
communicated with the most vital information so they can work according to the desired
objectives in order to achieve success in the project (Besner and Hobbs, 2013). Planning
document is maintained by all business in order to judge that activities are executed according
to the desired plans. The under mentioned report is based on University of Roehampton where
new technologies have to be implemented in the classroom so that students can easily gain
knowledge from the lectures. The report is based on aims and objectives of the project, the risk
which can be involved in the project and gantt charts are developed which are beneficial in
dividing the activities according to desired time in which they had to be completed.
TASK
Project Initiation Document (PID)
Title of project – Renovation of classrooms, Furniture, labs and laboratories of University of
Roehampton (London Campus).,
Project sponsor – Managing Director
The project initiation document is linked with the factor how different things will be
carried with at University of Roehampton (London Campus) and they are planing to develop an
effective environment with advanced technologies and labs in which all the activities will be
carried out effectively. Thus there is requirement of good networking infrastructure, furniture's,
new developed hardware and software's and IT supporting desk which have to be permanently
placed in University of Roehampton. There are plans formulated to carry out all the working
in summer break in order to avoid inconvenience for students. The major sponsor of the project
is the managing director of University of Roehampton and he needs support and cooperation
from all the directors of operations so he can achieve success in his project. The project is

formulated in order to implement new technologies in classroom so that students can easily
learn what the teacher wants to convey to them. There should be clarity before starting up of
any project so that all the activities are carried out in the direct directions. PID is the first factor
of project management as it results in establishing aims and objectives on which overall
research operation's will be carried out.
The Project Initiation documents includes the following factors as:
 The objectives and the scope of the project
 Justification of the project
 The budget of the project according to which all the activities will be executed
 The defined roles duties and responsibilities of all the project participants
 The important information should be communicated to people which are effective in
order to accomplish set goals and aims of project.
Project Definition
Main Purpose: The main aim of the project is related with doing the overall working by
adopting new and innovative technologies which are beneficial in order to accomplish the aims
of the project and it includes the final result and the measurable outcomes of the project.
Objectives: The major objectives are linked with achievement of all the set aims and
objectives in order to get reliable and valid outcomes. The objectives which are formulated for
the project should be limited in number and this is an important factor in order to achieve all set
goals.
Scope: The scope factor is linked with defining the boundaries of the overall project in
order to implement new technologies in classroom. This may include the type of clients,
location of project, stakeholders involved in the project and the problem which can arise while
completing the project. The areas should be analysed and these should be listed where the
stakeholders can work in order to achieve the best and valuable outcome for the project. If all
the objectives are clearly stated to all the persons who are involved in the project then it results
in less changes of mistakes and all the objectives will be achieved in effective and planned
ways (Chou and Yang, 2012).

Deliverables: This factor is related with the final output which we will achieved on
completion of the project. The deliverable can also be analysed as the outcomes which are
tangible and these are presented in the forms of services, products and the end report.
Constraints: The factors which are affecting the project schedules in which all the
activities had to be considered should be considered because they are acting as obstacles in
order to achieve the aims and objective of project. These are the factors which are
uncontrollable but these had to be managed effectively (Gauthier and Ika, 2012)
Assumption: The assumption is related with how the project will be completed in
desired time that have been designed for them.
Budgets: The budget should be formulated which are beneficial in order to complete the
overall activities of the project. The budgetary framework should include various type of in
house resources, the outputs which can be available from the outside sources and the overall
monetary values required in order to complete the project.
Stakeholder Analysis:
As there are various essential bodies or individual in an organization which play crucial
role in different ways. A stakeholder is the individual which can influence the outcome of
business operation in negative or positive manner which is indispensable for an organization. In
order to manage the outcome of applied activities the stakeholder evaluation is being conducted
by an organization. The stakeholder analysis assist in identifying the stakeholder and their
influence on the activities of business. This can help in anticipate the consequences and changes
of practices of enterprise. This is necessary procedure for an organization in order to analyze
their needs and importance in company which undertake a whole procedure.
High power, low interest (Administration staff): If the stakeholders have to be monitored
then this is not the difficult process for Managers and they can use the strategy of keeping
themselves satisfied. This is the most effective factor as Managers formulate plans in order to
carry out their operations effectively.
Low power, high interest (Suppliers): The persons who want to enhance their sales ratios use
this analysis for example Selling Furniture's, implementing new and innovative technologies at
work place.

High power, high interest (top level management) The members who are having high power
shows interest and they are always supporting management in their decisions so that activities
are carried out according to the plans.
Low power, low interest (cleaning staff): This factor always shows interest in the project as
they are getting employment opportunity which helps them in fulfilling their needs and desire.
Risk registers:
Another named of Risk Register is Risk Log and is being considered as a master
document that shows all the risks before implementing the different stages of plan. Apart from
this, it has been located that this sort of tool plays an important part in Risk Management Plan,
helping University of Roehampton to track issues and address problems as they arise at
workstation. Below is one of the most important type of risk:
Risk Mitigation
action
Contingency
action
Pre action score
(Out of 10,
where 10 is high
risk and 1 is low)
Post action score
(Out of 10,
where 10 is high
risk and 1 is low)
Retention of
employees while
developing the
infrastructure.
Manager or
directors of
University of
Roehampton can
build different
policies for
employees so that
to improve their
interest.
Training should
be given to staff
members.
8 5
Enhancement in
cost of tools that
are going to be
used in project
which can disturb
the budget.
BOD of
University of
Roehampton
should fix the
prices or make an
contract with
Taking in use of
tools and
techniques that
are already
second hand.
5 4

construction
company.
Differences in
Cash flow.
Managers and
Directors of
University of
Roehampton
should keep on
monitoring the
budget.
Strong liquidity
may aid
University of
Roehampton in
hitting their
targets.
9 5
Fluctuating or
low internet speed
It is necessary for
manager to finish
the task at initial
level which is
related to internet.
Things or tasks
can be done later
that are not
related to internet.
6 4
Change of
demand at
University of
Roehampton
Resources can be
taken under in use
by project
management
officer through
doing bargaining.
Alterations in
project can fulfill
needs of project
so that to finish it
in short period of
time.
5 4
While testing
process staff
members takes
more leaves
Meeting should
be done where
management can
offer more money
to staff members.
Cooperation
should be there at
workplace.
5 2
Government
increases tax rate
HR manager
should keep on
looking into
different areas so
that to maintain
Lowering the
budget may aid
University of
Roehampton to
maintain all the
4 2

the project on its
way.
profit margings.
High employee
turnover
Contract should
be done in
between
employer and
employee.
Offering good
salary may aid
University of
Roehampton in
attaining goals
and objectives.
9 5
The different types of risk which are identified in a project are evaluated below as:
Change Management: If there are continuous changes in the project then it may result
in complexity for all the members who are involved in business operations and they will not be
able to achieve the set business goals and objectives.
Risk Mitigation: The risk mitigation strategies are related with taking steps in order to
lower the effects of risk so that objective of the projects can be achieved (Hanisch and Wald,
2012)
There are four types of risk management strategy formulated in the mitigation plan which
are evaluated below as:
Risk Acceptance: This is the most commonly used strategy in the project plan when the
overall cost of limitation and avoidance outweighs the overall budgets of the risk. The firms
who does not want to give chances to any type of risk in their plan will always focus on
avoiding the risk factors by implementing the risk acceptance strategy in order to achieve all the
objectives in the set budgets. As University of Roehampton is looking forward to refurbish their
classrooms, labs and laboratories, it has been analysed that using updated technology may aid
them in making their classrooms, labs and other rooms smart in nature. Here, this approach can
be utilised by them in order to reduce all risks that modifying labs, rooms and other things
contains.
Risk Avoidance: This the opposite factor of risk acceptance. It is defined as the action in
order to make the project risk free by using various methods and strategies by which activities

of the project will be carried out effectively. The risk avoidance factor is the most important
among all the process which are based on risk mitigation. University of Roehampton have
formulated effective plans in order to avoid risk thus new environment can be developed by
implementing new and advanced technologies for students. Using updated tools and techniques
of technology may aid University of Roehampton in finishing their desired goals and
objectives. But, it has been critically analysed that Risk avoidance is one more approach that
can be used where company may not go through or face any risks.
Risk Limitation: This most common risk strategy which are used by the all the business.
This factor puts a limitation on the exposure of the company by taking into consideration
various type of plans and action. It is the strategies which include the acceptance level of the
risk, the avoidance of risk and the average of the both the factors are analysed and calculated.
Example of risk limitation can be that firms are accepting that there can be failure in the disk
drive but these factors can be resolved by managing backups of the data so that the data will be
safe and secure and these can be used at those times when they are required in order to achieve
the set objectives (Heagney, 2016). University of Roehampton can use this sort of strategy as it
may not cost much to them while making or developing their classrooms, labs and other places
smart or develop them with full of technology like Projectors, tab types, air conditioners,
various tools, audio and visual software and hardware. With the aid of this, they can improve
education system in much effective and in appropriate sense.
Risk Transference: This factor is related with handling the risk to the third party person
who are involved in the project of implementing new technologies. There are various business
who are outsourcing their business activities such as payroll and customer services. This can be
an important factor for firm if they are focusing on transferring their risk into core
competencies of the University of Roehampton where new technologies have to be
implemented. This is also a vital factor for firms as they can more focus on their core business
competencies. There are ample number of registered organizations that are present at
marketplace of UK that can be taken under in use by University of Roehampton in order to
reduce all risk factors or elements that are related to developing up the infrastructure with full
of technology.
PROJECT MANAGEMENT PLAN
Gantt Chart:

`The charts which are described as Gantt chart are used by all the businessman to
allocate the resources in effective and planned ways so that project will be completed in
effective manner. The main focus of all business is related with monitoring all the business
activities as they are executed according to the plans or not. In this age of new technologies the
charts are made with the help of various type of computer applications and these are known as
Microsoft applications, Primaver anning etc.