A Project Management Report on the QA Higher Education Freshers Event

This report provides a comprehensive overview of project management principles applied to a QA Higher Education freshers event. It begins with a Project Initiation Document (PID) outlining the project's budget, timescale, and objectives, including attracting students, increasing admissions, and raising the university's profile. The report details stakeholder analysis, identifying key individuals and their influence on the project's success. It also explores approaches such as Key Performance Indicators (KPIs) and benchmarking to measure and improve performance. The report further includes a Work Breakdown Structure (WBS) to organize the project tasks. The report focuses on the event planning, staffing (event planner, vendors), and stakeholder engagement. This report is a valuable resource for students studying project management and event planning.

PROJECT MANAGEMENT

INTRODUCTION
Project management may be defined as a process which contains initiation, planning,
monitoring, control and closure of work (Meredith, Mantel Jr and Shafer, 2017). The main
motive of project management (PM) is to achieve specific goals within the predetermined
criteria. However, in the context of project management manager faces challenge in relation to
meeting criteria under given constraints. PM facilitates successful completion of project by
placing emphasis on all the success criteria’s. It presents path which need to be followed by
project manager for the accomplishment of project. This report will present the success of the
project of QA Higher Educations (QAHE). This is higher education institution that has just
completed refurbishment of their teaching rooms and computing labs as well as installing the
latest technologies to ensure students and staff have excellent learning environment in London,
Manchester and Birmingham. Institute is going to launch an event in the week of Freshers. So,
this report will plan the event for institution.
MAIN BODY
1. Sample Project Initiation document (PID)
The most important artifacts in PM is project initiation document as it is also called as the
foundation of the project. PID is the base of the project. It makes clear what is the important of
project, what and when the project is to be delivered. Some important elements that project
management are information of budget, duration, time, stakeholders, objectives etc.
Budgetary Information:
Budget implies for the financial framework which in turn includes forecasted income and
expenses pertaining to the specific time frame. For successful competition of project, it is very
important that project manager should have to prepare budget so that proper resources are
available for project completion (Larson and Gray, 2017). In this present event, project manager
have decided and forecast the budget is £50,000. Professor of the project has assigned the cost of
each and every activities of the event like which task required what amount. Budget provides
road map for the entire project. The event of QA Higher Education will be successful with
effective formulation of budget.
Time Scale:

This is another most essential part of the project. Time scale are the schedule for carrying
the activities in estimated or set time period so that project does not face the issues regarding
delays or any other complications. In addition to this it is span of time within which certain
schedules to occur considered in relation to any wider period. This event of QA Higher
Education institute will take time approximately one year (Harrison and Lock, 2017).
Objectives:
Objectives are the aim or purpose of the particular event or anything on which entire
activities will be carried. There are some objectives which project management have expected
for the successful event of QA Higher Education Institute. Following are the some objectives
written below-
 To attract people across UK and make them aware about this institute of learning.
 To acquire maximum results with minimum efforts.
 To increase the number of admissions.
 To raises the standard of teaching and make people know about the quality of teaching
university is providing to students.
 To attract more and more investors for QA Higher Education Institute.
 To encourage the employee engagement.
 To make people know about the refurbishment of university.
 To encourage the involvement of other stakeholders like professors, lecturer, teachers,
sponsors and others.
Approaches:
Approaches are very important to achieve the objectives of the specific event or anything.
Project managers has undertaken some approaches in order to achieve the objectives. Following
are some approaches undertaken by project manager which are as following-
Key Performance Indicators: Key performance indicators is another an important
approach that is considered by project manager to measure the performance. KPI is an
instrument that helps in evaluating the performance on regular basis so that project manager can
take immediate actions on time (Turner, 2016).

Benchmarking: This is also one of the best approach to achieve the objectives as helps in
comparing the performance of the event in right way. Project manager have set the target level to
achieve the objective and by benchmarking the performance is measured in a time.
Key Staff:
Proper staffing is very important for successful implementation of the project because
alone project manager cannot do all the activities of events. Here are the key staff members of
the project are as follows-
Event Planner: They are the first person who are appointed by project manager for
completing the event (Kivilä, Martinsuo and Vuorinen, 2017). Event Planner will discuss each
and everything with client such as location, food, budget, sitting areas, number of participants
and others.
Food and Beverage Vendor: These are the staff members who will manage the food and
catering part of the event. They are accountable for food facilities, serving of water, drinks etc.
Sound System Vendor: They are staff members who will manage the sound system like
speakers, mike, stage, DJ sound and all other systems related to sound.
Stakeholder Analysis:
Stakeholders implies for the individuals having interest in concerned project either
directly or indirectly. Stakeholder analysis is very important for meeting the needs and
expectations of stakeholder. It is a tool that helps to define the stakeholders. Following are the
stakeholders of this present project:
Name of
Stakehold
er
Contact
Person
Impact Influence
d
What is
important
to the
stakehold
er?
How
could the
stakehold
er
contribut
e to the
project?
How
could the
stakehold
er block
the
project
Strategies
for
managing
Stakehold
er.
Event
Planner
High High Timely
payment
Event
planner is
Event
Cancellati
Person
who

said to be
the starter
of the
event as
all the
activities
are
planned
and
scheduled
by event
planner.
on. organise
each and
everything
of the
event by
undertakin
g the
meeting
with
client.
Through
this event,
event
planner
will
generate
huge
amount of
profit and
gain
recognised
brand
image
Students High Medium Proper
Informatio
n and
maximisin
g the
engageme
nt.
They can
bring more
admission
to the
university
that
ultimately
Going on
Strike,
lack of
interest.
They are
the key
stakeholde
rs of the
cited
institute as
they are

bring food
result for
the event.
the main
reason for
refurbishm
ent of
university.
Through
this event
their
career
developme
nt will be
among the
greatest
level as
they will
now get
quality of
education
(Serra and
Kunc,
2015).
Employee
s
High High All the
informatio
n
regarding
the event
organisati
on should
be
communic
Employee
s can
mange all
the
activities
in desired
way.
Going on
strike.
Employee
s include
teachers,
professors,
lecturer
and all
other who
are
currently

ated. working in
the
university.
This
present
event will
raise the
opportunit
ies for
further
growth
and
developme
nt in
academic
sector.
Owner High Low Successful
implement
ation of
event
Communi
cate with
other
stakeholde
rs to
express
their
support for
reforms
Cancellati
on of
event.
The owner
of the
cited
university
will be
highly
benefited
from this
event as
they will
get more
and more
admission
s (Harris,

2017).

2. Work-break Down Structure
WBS is another significant aspect of PM that standout one of the crucial part of the
project. WBS helps in segregating the complex project into simpler as well as manageable task
(Li and Lu, 2016). In this present event, project manager have prepared WBS for the following
reasons:
 Readable and Accurate flow of project.
 To assign the roles and responsibilities in strategic manner.
 To forecast the risk, cost and time.
 To make better understand of project to stakeholders.
 To minimise the mistakes, duplication and errors during the activities.
Task
Mode Task Name Duration Start Finish Predecessors
1 Project planning (Event
requirement) 237 days Wed 7/3/19 Thu 5/28/20
2 Establishment Needs 5 days Wed 7/3/19 Tue 7/9/19
3 Integrating objectives of
event 4 days Wed 7/10/19 Mon 7/15/19 2
4 Location 8 days Tue 7/16/19 Thu 7/25/19 3
5 Amenities render for 9 days Fri 7/26/19 Wed 8/7/19 4
6
Checking of sound
system, stage, proper
sitting arrangement and
internet
5 days Thu 8/8/19 Wed 8/14/19 3,4,5
7 Services of Food &
Beverage 6 days Thu 8/8/19 Thu 8/15/19 5
8 Caretaker services 4 days Thu 8/15/19 Tue 8/20/19 6
9 Visitors services 8 days Fri 8/16/19 Tue 8/27/19 7
10 Visitor and attendance
count 4 days Wed 8/28/19 Mon 9/2/19 8,9
11 Date 3 days Wed 8/28/19 Fri 8/30/19 9
12 Budget 10 days Tue 9/3/19 Mon 9/16/19 10
13 Selection of Venue 12 days Tue 9/3/19 Wed 9/18/19 10,11
14 Visiting Site 5 days Thu 9/19/19 Wed 9/25/19 12,13
15 Finalising site 4 days Thu 9/26/19 Tue 10/1/19 14

16 Project iniation (Event
attendance) 56 days Wed 10/2/19 Wed
12/18/19 15
17 Materials of
Marketing 7 days Wed 10/2/19 Thu 10/10/19 14,15
18 Advertisements of
Print 5 days Wed 10/2/19 Tue 10/8/19 15
19 Media promotion 7 days Fri 10/11/19 Mon 10/21/19 17,18
20 Invitations 12 days Tue 10/22/19 Wed 11/6/19 19
21 Designing 9 days Tue 10/22/19 Fri 11/1/19 18,19
22 Assessing 8 days Mon 11/4/19 Wed 11/13/19 21
23 Printing 10 days Thu 11/14/19 Wed 11/27/19 21,22
24 Distribution 15 days Thu 11/28/19 Wed 12/18/19 23
25 Project execution
(RSVP) 116 days Thu 12/19/19 Thu 5/28/20 22,23
26 Management and
process of RSVP 4 days Thu 12/19/19 Tue 12/24/19 24
27 Online RSVP 8 days Wed 12/25/19 Fri 1/3/20 24,26
28 Paper RSVP 7 days Mon 1/6/20 Tue 1/14/20 26,27
29 Materials 6 days Wed 1/15/20 Wed 1/22/20 28
30 Processing of
payment 5 days Thu 1/23/20 Wed 1/29/20 29
31 Imparting Brochure 4 days Thu 1/30/20 Tue 2/4/20 29,30
32 Event Planning 5 days Wed 2/5/20 Tue 2/11/20 30,31
33 Staffing plan 15 days Wed 2/5/20 Tue 2/25/20 31
34 Guest Speakers 12 days Wed 2/26/20 Thu 3/12/20 33
35 Project Identification 10 days Fri 3/13/20 Thu 3/26/20 33,34
36 Communications 8 days Fri 3/27/20 Tue 4/7/20 35
37 Scheduling activities 13 days Wed 4/8/20 Fri 4/24/20 35,36
38 Project closure
(Technology) 24 days Mon 4/27/20 Thu 5/28/20 37
39 Events Setup 7 days Mon 4/27/20 Tue 5/5/20 36,37
40 Meal Planning 7 days Mon 4/27/20 Tue 5/5/20 37
41 Refreshments 5 days Wed 5/6/20 Tue 5/12/20 39
42 Catering services 6 days Wed 5/13/20 Wed 5/20/20 39,41
43 Lunch 6 days Thu 5/21/20 Thu 5/28/20 42
Table 1: WBS in Tabular Format
Gantt Chart

Gantt Chart is a chart in which series of horizontal lines shows the amount of work done
or production completed in certain periods of time in respect to the amount planned for those
periods. This present Gantt Chart is showing those activities which will be carried out in the
event of QA High Education University.