Project Management Report: QA Higher Education Launch Event 2020

This project management assignment centers on planning and executing a launch event for QA Higher Education. The assignment encompasses several key deliverables: a Project Initiation Document (PID) outlining budget, timescales, objectives, approach, and key staff; a stakeholder analysis identifyi...Read More

BUSINESS PROJECT
SCENARIO

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Sample Project Initiation Document (PID).................................................................................1
TASK 2............................................................................................................................................4
Work Breakdown Structure.........................................................................................................4
TASK 3............................................................................................................................................4
Risk Register...............................................................................................................................4
TASK 4............................................................................................................................................6
Short report..................................................................................................................................6
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Project management is the procedure which is used in order to initiate, plan, implement,
control and close the work in order to achieve success and specific objectives at particular time.
It is an important activity which is used in order to apply various methods and techniques of
project management in order to make sure the continuous development of event (Kerzner, 2017).
Along with this, the resources and techniques which facilitate the scope of the project in an
appropriate manner. This report is in the context of case study of QA Higher Education who
currently completed its refurbishment of its computer labs and teaching rooms as well in
London. This assignment is based on the business project scenario which advertise the whole
refurbishment and appropriate learning environment. Moreover, it includes the whole details
about the project initiation document and the work breakdown structure (WBS). Additionally,
this report consider the risk register which contain each risk which is related with the project.
Furthermore, a short report is developed which explains the requirement of quality leadership
and determine the several project methodologies.
TASK 1
Sample Project Initiation Document (PID)
Budget Information
It is an important activity which is concerned with the enhancement and effective
division of the financial resources. The event for QA Higher Education has a budget of £50,000.
Therefore, the budget is mentioned as under:
ACTIVITIES SUB-ACTIVITIES SUB-ACTIVITIES
AMOUNT AMOUNT (£)
Catering
Starters 3000
Drinks 1500
Main Course 4000
Dessert 1500 10000
Human Resource Event Planners 15000
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Decorators 7000
Waiters 7000
Cleaners 6000
Technicians 5000 40000
TOTAL 50000
However, the above mentioned budget is need to divide according to the activities which
are discussed as under:
Catering: These activities are concerned with the arrangement of food and drinks in
whole event. By considering the overall cost, £10,000 is the initiated cost for the whole activities
as it include various kinds of starters, drinks, dishes and desserts which cost as per their
requirements.
Human resources: In context of human resources, 3 event planners are hired and the
individual cost is £5,000. Moreover, 2 technicians and 2 decorators are hired in order to make
sure the decoration is in an appropriate manner and individual decorators cost £3,500 and
technicians cost £2,500. moreover, 7 waiters hired at the cost of £1,000 and lastly, 6 cleaners
hired at individual cost of £1,000 and the collectively cost is £40,000.
Timescales
It is also important of an event to classify the whole activities on set timescale in order to
make sure the completion of work at the particular time (Meredith, Mantel and Shafer, 2017).
Therefore, the timescale is mentioned as under:
ACTIVITIES TIMESCALE
Project Initiation (Investors, Suppliers, Event
Contraction) 1.5 Months
Project Planning (Planning of Resources,
Techniques, Activities, Guests) 1 Month
Project Execution (Development of Event,
Allocation of Resources, Testing) 2.5 Months
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Project Closure (Monitoring Effectiveness,
Modifications in Delivering) 1 Month
Objectives
Every event has its targets and goals which are needed to determined in order to make
sure the development of the event for the accomplishment of these objectives. Various objectives
are mentioned below:
 By considering the event, the organisation do planning in order to attract new students
and also enhance the scope of education in the life of students. Another aim is to inspire better practices and advanced technologies for others in the city.
Approach
For an event it is important for an organisation to choose appropriate strategies in order to
develop and execute the plan (Heagney, 2016). Therefore, the QA Higher Education use
Waterfall model in order to complete its project which is discussed as under: Requirements: This stage defines whole project which is concerned with the analysis of
various resources, deliverables, methods and tools which is necessary for the project. Design: As per this step, the company will plan the overall design of the event as it
include the analysis of display, decoration, catering and so on. Implementation: It defines the overall development of project. For example, recruiting
event planners and caterers, developing infrastructure, light and sound system and many
more (Harrison and Lock, 2017). Verification and Maintenance: It defines the closure of the event which would undertake
the whole management and its activities, testing and changes according to the result.
Key Staff
The various key personnels are discussed which are related with the project and it is
discussed as under: Event Manager: This person undertake the whole management of the event which
include the hiring and allotment, setting up the targets, controlling and monitoring it
(Marchewka, 2016). Marketing Manager: These individuals are responsible for the marketing of event in
order to enhance the scope of tenancy.
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 Catering Manager: These individuals are responsible for the food and drinks and also
manage them in an effective manner according to the requirement of guests.
Stakeholders Analysis:
There are various stakeholders which are need to be determined in order to fulfil the
requirements of the event. Various stakeholders are discussed as under: College Management: They are the most important stakeholders of the project which are
the management of college, as they are interested in having more students in order to
provide the facilities (Badewi, 2016). Therefore, it enhance the scope of the various
services. Students: They require excellent facilities and opportunities for career development.
Therefore, the event recognises the benefits which would be provided services to
students.
 Parents: These individuals need safe, developing and supportive environment for their
students in order to complete their education. Thus, the event is organised in a way which
communicates effective and appropriate conditions in order to satisfy parents.
TASK 2
Work Breakdown Structure
This structure is worthy for the business process and also useful in order to cover the
different phases like launch, design, development, execution and monitoring of the work. It
include division of work or planning it as per the requirement. Moreover, it deliver the oriented
group of project factors which is useful in order to organise and define the overall space of the
project. It is also termed as “decomposition process” as it divide or broke down the different
activities and tasks and develop efficiency and effectiveness in work as it helps in promoting the
methods of teaching and computing labs. In order to organise an event, they advertise it by
making sure that their students and staff have excellent learning environment and also use
advanced technology to support the studies and teaching methods (Conforto and et. al., 2016).
Furthermore, critical path analysis helps in order to schedule the activities of project and also
specify the appropriate tools in order to manage the event. Additionally, it also helpful in
analysing the critical paths and actions which can become hurdle in the succession of the event.
The Work Breakdown Structure and Gantt Chart of the activities are as below:
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TASK 3
Risk Register
It is a technique which is useful in documenting the risk and also use in order to manage
it. It is essential because it is helpful in assessing the risk before planning the event. It also helps
in identifying the logged on the register and actions which is required to be taken as it helps in
overcoming the respond of risk (Padalkar and Gopinath, 2016). It is also helpful in analysing the
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potential of risk of the event and take corrective measures for it. Here, it is essential to analyse
the risk, its nature and risk level which mitigate the measures in order to respond it. Therefore,
the risk assessment of QA higher education is given below:
Risk Name and Description Likelihood and impacts
Loss of reputation This risk directly impact the event company as to provide
protection from it, the event manager need to make sure about
provided services which is given to attendees and also follow
ethical practices in order to prevent from facing legal actions.
Natural disaster It is concerned with the natural disaster which happen due to any
changes in nature and for this no one is responsible but to prevent
from it insurance department take responsibility of it and pay
some amount of loss which is covered under insurance. To
prevent from it the event held in halls or any kind of indoor places
(Martens and Carvalho, 2017).
Last minute cancellations This risk arises because of the shortage of promotion and to
prevent form this, it is the duty of marketing manager in order to
promote the event in order to collect more public.
Threat from fire and short
circuit
This threat arise because of the carelessness of the technicians
which can become threat and can cause of loss of life of people.
To prevent from this, technical department need to double check
the arrangements and also set up fire alarms in order to get alert
(Hopkinson, 2017).
Food hygiene To prevent from this, it is the responsibility of catering manager
in order to chose appropriate hygiene factors like the use of
gloves, clean utensils and many more.
Loss of equipment It is concerned with the breakage of stage, issues of sound and
light. To prevent from it, they should have proper plans and
continuously check the settings before starting the event.
Shortage of finance This risk can be face at any time and to prevent from this,
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managers need to have reserves and surplus which any urgency
arise in terms of finance.
Shortage of food This risk put negative impact on the reputation of event. To
prevent from it, the event manager need to make sure the proper
quantity of food.
Injury to staff It is concerned with the coordination and cooperation of among
teams and individuals and it impacts the whole system. To
prevent from this, the event coordinator need to adopt proper
safety measures for their staff (Zheng and et. al., 2016).
Crowd management It is concerned with the safety of attendees as more crowd can
become inconvenient for public and to protect form this, the event
manager need to manage the crowd by making sure the entry and
exit of people.
TASK 4
Short report
Leadership is a procedure in which the managers are getting use for directing, guiding
and influence their subordinates in order to achieve the specific goals and objectives (Kivilä,
Martinsuo and Vuorinen, 2017). It is the kind of ability of leaders who manage their employees
and motivate them in order to attain common objectives.
Need for Quality Leadership
The leaders of this project provide high quality leadership in order to attain growth and
development for the project (Kerzner, 2017). If leaders of the project want to achieve success
then they need to perform effectively and it will achieve success only when all the workers
perform their task efficiently.
Role of successful project manager
Project manager plays an essential role in planning, executing and monitoring of project.
Hence, their roles are mentioned as under:
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Customer satisfaction: It is the responsibility of the project manager to provide
satisfaction to their users (Meredith, Mantel and Shafer, 2017). Here, the project will achieve
success only when the management of QA Higher Education is happy because satisfied
employees can provide satisfaction to others or customers.
Estimation of cost and project development: It is the important role which plays an
important role as they keep the cost down and activities of project in budget (Heagney, 2016).
For this, they continuously need to review in budget and ensure all the actions as per the budget.
Hence, project managers are not only the administrator of task, they are more of it and to
achieve success they need to fulfil the duties and objectives (Harrison and Lock, 2017). Hence,
the project manager need to work as the leader who provide guidance to people and motivate the
workforce. They also become the support system of their employees in order to encourage the
individuals for work. These are the qualities of project manager as it is helpful for both the
company and workers to achieve objectives of project. Moreover, if the leaders are lack in these
kinds of abilities and does not fulfil the requirements of people then it will result in the failure of
project. For this, there are different methodologies of project management which is used by the
manager of QA Higher Education in order to achieve success. Various methodologies are
discussed as under:
PRINCE2
It is a process which is used for managing the project. Hence, it focus on the use of
product based approach and define the structure of the institution (Marchewka, 2016). This
methodology provide huge control on the resources which are included in the project. It process
is discussed as under: Start the idea: In this stage analysis is done which describes that idea is feasible or not. If
yes, then the board of project will approve it. Initiate the idea: Different question will arise in this phase and the role of manager is to
define them in an appropriate manner and also process it (Badewi, 2016). Moreover, it
include management of strategies, construction of risk and many more for this, they also
develop control on it. Direct the project: This stage makes the board of the project accountable for the project
by decision making. For this, they get power to initiate, deliver and close the project.
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 Control stages: In this stage, the project manager will start assigning work to employees
and then observe their work and also provide guidance to them (Conforto and et. al.,
2016). Managing product delivery: In this stage, the leader manage the delivery of products by
cooperating with team and project manager. Manage stage boundaries: It involve two steps, one in which project manager will
provide the summary of performance and updates of the knowledge of project board. In
second stage the project board use the detailed information and also establish the
understanding of current stage, and approve the updates of plans (Padalkar and Gopinath,
2016).
 Close the project: This stage is about ensuring the achievement of the goals and
objectives of project before time.
Waterfall Methodology
This methodology has various stages in order to perform the activities or task and this
model is effective and appropriate for the organisations (Martens and Carvalho, 2017). Various
steps are mentioned as under: Requirements: It describes the requirements of the customers and also collect things at
this stage in beginning. Moreover, it eliminates the engagement of customers on another
side. Design: It is divided into various sections like logical and physical design. This phase is
the solution of things which are possible and are savvy (Hopkinson, 2017). Moreover,
physical design is a stage which involve the savvy ideas and solutions in defined manner. Implementation: At this stage, the defined solutions gets implemented or imposed which
are set up in two stages. Verification: In this product gets released and then the overview is taken in order to
consider the products which fulfil the requirements which is discussed in first stage
(Zheng and et. al., 2016).
 Maintenance: In this stage the product is delivered to consumers and also managed and
maintained in an appropriate manner.
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CONCLUSION
From the above discussion, it is concluded that the project and management of event
important aspect and for this, it include proper management and execution of events. Here,
project initiation is a document which needs to determine and also required in the execution of
project. Moreover, it describes the work breakdown structure which is helpful in order to
determine the various activities in order to execute the event with specific deadline. Additionally,
risk register is useful in order to determine the risks and justify the strategies. At last, quality
leadership is important to select by company in order to increase the performance of employees
and for this, they use two methodologies in order to make sure the successful completion of
project.
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REFERENCES
Books and Journals
Badewi, A., 2016. The impact of project management (PM) and benefits management (BM)
practices on project success: Towards developing a project benefits governance
framework. International Journal of Project Management. 34(4). pp.761-778.
Conforto, E.C., and et. al., 2016. The agility construct on project management theory.
International Journal of Project Management. 34(4). pp.660-674.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Hopkinson, M., 2017. The project risk maturity model: Measuring and improving risk
management capability. Routledge.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Kivilä, J., Martinsuo, M. and Vuorinen, L., 2017. Sustainable project management through
project control in infrastructure projects. International Journal of Project Management.
35(6). pp.1167-1183.
Marchewka, J.T., 2016. Information technology project management: Providing measurable
organizational value. John Wiley & Sons.
Martens, M.L. and Carvalho, M.M., 2017. Key factors of sustainability in project management
context: A survey exploring the project managers' perspective. International Journal of
Project Management. 35(6). pp.1084-1102.
Meredith, J.R., Mantel Jr, S.J. and Shafer, S.M., 2017. Project management: a managerial
approach. John Wiley & Sons.
Padalkar, M. and Gopinath, S., 2016. Six decades of project management research: Thematic
trends and future opportunities. International Journal of Project Management. 34(7).
pp.1305-1321.
Zheng, X., and et. al., 2016. Review of the application of social network analysis (SNA) in
construction project management research. International journal of project
management. 34(7). pp.1214-1225.
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