Project Management: QA Higher Education Event Analysis and Report

This project management assignment analyzes an event organized by QA Higher Education University to promote its technology-enhanced classrooms and labs. The report includes key project management elements such as a project initiation document (PID), outlining the budget, timescales, objectives, approach, and stakeholder analysis. The main body further details the creation of a work breakdown structure (WBS) to organize project activities and a risk register identifying potential risks, their likelihood, impact, and mitigation strategies. The assignment also includes a short report for the project sponsor and director of operations, summarizing the project's progress and key findings. This comprehensive analysis demonstrates the application of project management principles to ensure the successful execution of the university's promotional event.

Project
Management

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
TASK 1............................................................................................................................................3
Formulate project initiation documents (PID).............................................................................3
TASK 2............................................................................................................................................6
Creation of work break down structure.......................................................................................6
TASK 3............................................................................................................................................7
Formulation of risk register for the event....................................................................................7
TASK 4..........................................................................................................................................12
Formulation of a short report for project sponsor and director of operations............................12
CONCLUSION..............................................................................................................................14
REFERENCE.................................................................................................................................15

INTRODUCTION
Project management is the practice of individual to manage the organizational activities
and manage the resources which required for the completion of any project or event. Before
executing any task, project managers should prepare proper plan which include the goals,
objectives, resources, budget etc. From the starting to the end, they need to build proper plan or
formulate strategy accordingly (Heldman, 2018). This assessment based on the event of QA
Higher Education University and they make students & parents aware about their teaching
process and how they use technology to enhance students knowledge or learning. University
renovate the computer labs or classrooms which help them to get more admission in the new
session. This assessment include the various topics such as project initiation document which
prepared by the project managers before executing any strategy. Work breakdown structure
(WBS) which helps in understanding the different activities, risk register and prepare short report
for the sponsors.
MAIN BODY
TASK 1
Formulate project initiation documents (PID)
PID is the initial step to execute their project which include all the necessary information
that required to achieve desired goals & objectives. It include the basic information of project
such as scope, team members, objectives, approach, duration, budget, stakeholders etc. QA
Higher Education University organize a event where they promote their highly technology based
classrooms and labs which provide the unique experience at the time of learnings. Initial
document include the following information which mentioned below:
Budgetary Information: It is the process of estimating every cost or expenses which
organization has to bear at the time of executing their plans. With the help of budgeting,
project manager as well as team members able to understand their limit of spending (Turner and
Ledwith, 2018). Project manager of QA Higher Education University who promote the event, so
they required budget to perform all the activities. Managing director gives £ 50,000 budget for
the entire event so manager should organize and ensure that every activity will be completed in
the estimated amount. Below mention table represent the allocation of resource in the budgeted
amount.

Activities Amount (£)
Promotional activities 5000
Marketing & Advertisements 15000
Decoration 3000
Live performance 2000
Food and Beverages 16000
Entertainment services 5500
Security expenses 3500
Total 50000
Timescales: Every project should be completed in the specific time period which indicate
the authenticity of the work (Park and Huh, 2018). Managing time is one of the important factor
which project manager need to understand and formulate their strategies accordingly. On the
basis of given case, project manager should refurbish computer labs and class rooms before 14th
January 2020.
Objectives:
 Promote the event which is about renovating classrooms or computer labs.
 To make other aware about their new advanced learning program initiation.
 Through renovation their infrastructure they become more competitive in comparison to
others.
Approach: For the execution of any project or event, managers need to follow some
approaches and perform accordingly. Refurbishment of labs or rooms will provide the advanced
learning place for the students. By using online as well as offline promotional strategies will
help the QA Higher Education University to reach with more students (Gunduz and Yahya,
2018).
Key staff – Staff are the important for all organisation as well as educational system
which helps to participate in activities and increase the organisational performance. Managing

promotional event process of QA Higher Education University staff is required who can
participate in learning activities and increase knowledge. Such as university is required
operational director, managing director, event organiser and sponsor of event so finance can be
made easily. Along with this event managers, catering staff, entertainment people and security
are also required to manage a event which contribute in events and make it successful (Cooper
and Sommer, 2018).
Stakeholder analysis – This means individuals and person who has involved in different
types of business activities which is present in each level in order to facilitate operation. This is
important for business organisation as it perform roles and responsibility accurately by analysing
all performance. In the process of promotional event for QA Higher Education University
analysis of different stakeholders is defined as:
Stakehol
der title
Name of
stakehol
der
Impa
ct
Influenc
e
Role of
stakeholder
Contribution Block the
project
Strategie
s
Sponsor Peter
Jone
High Highly This type of
stakeholder
participate in
finance activities
by contributing in
budget which is
important to
organise
promotional
event for
education
university. They
give money to
organisation and
grow it
continuously.
Such sponsor
who are
consider as
stakeholder
provide
guidance so
all funds can
be used to
organise
events
effectively. In
other words,
they helps
University to
arrange funds.
If funds
are not
granted by
sponsor
then
project or
event will
be block
for some
period.
Round
table
interactio
n and
proper
memoran
da of
events
which
attracts
sponsor
to spend
in events.

Marketin
g Group
Otis
Lora
High High Marketing group
of University's
roles and
responsibility is
to promote their
event that helps
to make aware
more and more
students with
new reform
structure within
university.
Advertisement
, you tube,
social media
and other
online sources
are used by
marketing
group to
coordinate
with students
and
stakeholders
for promotion.
If sources
are not
used
properly
then it
generate
negative
image of
event.
By taking
feedback
and
suggestio
ns from
targeted
group
university
can
provide
informati
on about
education
.
Alumni Michael
Joseph
Low High They are those
people who
completed their
education, are
invited to
enhance or helps
to provide
feedback for
education. This
helps to improve
the necessary
results and
increase number
of students
(Turner, 2018).
They helps in
creating and
satisfying the
people who
have
presented in
alumina.
Moreover,
they suggests
their junior to
get higher
education
from such
recognised
university.
Here,
problems
is
identified
by
managem
ent which
helps to
make
decision
whether
this
project
will
success or
not.
After
identifica
tion of
problems,
solution
is
obtained
by such
stakehold
ers which
helps to
organise
event
successfu
lly.

TASK 2
Creation of work break down structure
Work breakdown structure contain as process in designing a project where all activities
are organised in manageable sections. This is used by business organisation in order to arrange
all activities and perform it well manner. In this structure all activities are performed in
hierarchical form which is designed to accomplish the goals and objectives by completing the
project (Gemünden, Lehner and Kock, 2018). This is effective process or framework which is
used by all organisation to complete their project in specified time and period. In context to QA
Higher Education University, project manager is conducting a promotional event so that
information about advance computer labs, classrooms and higher education can be spared to all
students. Event organiser of such university has designed an event WBS which is determined as:
This structure states that all activities which is decided by management will be completed
in specified time period. This structure manage all business activities by completing the project
effectively. Therefore, this is organised framework which used by QA Higher Education
University to organise event and complete it properly (Partner, 2019).

TASK 3
Formulation of risk register for the event
Risk is uncertain or uncontrollable event which can occur at any time while running a
business. This is important for business organisation to identify the risk and get suggestions to
remove this effectively. In other words, risk is unwanted factor that arises in activities which
leads to hinder goals of organisation by non completion of target or project (Nissen and et. al.,
2018). This should be analysed by management who are responsible for their action. In context
to event risk register, managers has identified the risk which can be occur in conducting the
event. In risk analysis process all risk are recorded in systematic manner where each activities
need to assessed properly. In AQ Higher Education University project manager analysis the risk
which is related with event. Project manager prepare a risk register which helps to minimise the
effect of risk. Some risks are as defined:
S
.
N
.
Description of
risk
Likeliho
od
Impact Owner Mitigation Contingency Pre
acti
on
wei
ghti
ng
scor
e
Post
acti
on
wei
ghti
ng
scor
e
1 Unforeseen
events which
results
insufficient
funds for
university event
High High Sponso
r
Proper
arrangement of
funds and set
aside in name
of event that
will help to
cope with fund
problems or
situations
Unavailability
of funds and
improper
management
can hinder the
chances for
event success.
6
out
of
10
8
out
of
10

(Badiru,
Rusnock and
Valencia,
2018)
It may leads to
hinder chances
for success of
an event by
non
availability of
funds.
2 Long time
duration risk
which occurred
at the time of
accomplishing
activity.
Risk related to
involving long
time duration for
accomplishing a
activity.
Low Moderate Project
manage
r
All activities
are required to
proper
arrangement
and reporting
which can
mitigate the
long term
duration risk
by completing
project in less
time period.
Time taken
activities can
create more
expenses for
organisation
that may be
more risky.
6
out
of
10
7
out
of
10
3 Low level of
satisfaction as
needs and wants
of people are
changing that
create risk for
business
organisation
High High Operati
onal
and
technic
al
director
Technology is
introduced by
management
which can
improve the
organisational
productivity
and
performance.
University can
Use of new
technology and
low
satisfaction of
people create a
negative image
of university in
the eyes of
students
(Blomquist,
6
out
of
10
8
out
of
10

use different
types of
technological
changes in
order to make
successful
event.
Farashah and
Thomas,
2018).
4 Low
management and
improper
arrangement of
staff
Moderate Low Operati
onal
manage
r
If all activities
are record and
managed
properly with
the help of
staff then risk
can be mitigate
by
management
effectively.
Moreover,
trained staff
helps to
perform the
event
successfully.
Lack of human
resource
management
and operational
manager
increases the
manipulation
in business
activities and
event
performance
that results
negatively.
6
out
of
10
8
out
of
10
5 Operational risk
generate due to
technical and
imbalance
between
activities.
Moderate High Operati
onal
director
To mitigate
this risk there
is need to have
decent
planning and
organising
which can help
Not proper
management of
event activities
and arises
technical issue
which limits
the completion
8
out
of
10
9
out
of
10

to maintain the
balance
between event
activities.
of project.
6 Risk arises due
to changes in
political
environment in
the industry.
High Moderate Managi
ng
director
Analysis of
political
system and
follow them
effectively
after changes
helps to
organise the
event (Low,
2018).
Not following
the political
environment
rules can be
legal action for
educational
institutes that
can stop the
project and
affect
productivity
negatively.
7
out
of
10
8
out
of
10
7 Price fluctuation
risk in relation to
various activities
High High Project
manage
r
Projects and
transaction
should be on
the basis of
contractual that
can help to
complete the
project by
reducing this
problem.
This may
create situation
where shortage
of finance can
be initiated for
other activities.
6
out
of
10
7
out
of
10
8 Risk level in
relation to
security service.
Moderate Moderate Project
manage
r
Project
manager is
required to
give effective
Security
concern is
affected
negatively
5
out
of
10
8
out
of
10