Project Management Analysis: QAHE Teaching Room Refurbishment Project

This project management assignment focuses on the refurbishment of teaching rooms at QAHE. It begins with an introduction to project management principles and then presents a Project Initiation Document (PID) outlining the project's scope, budget, and objectives. A Work Breakdown Structure (WBS) and Gantt chart are provided to illustrate task management and timelines. A comprehensive risk register identifies potential risks, their likelihood, impact, and mitigation strategies. The report then analyzes project management methodologies, including PRINCE2, Agile, and Waterfall, offering recommendations for the project sponsor. The assignment covers key elements of project management such as stakeholder analysis, resource management, and critical path analysis, providing a detailed plan for successful project completion. It includes budgetary information, timescale, objectives, and approach to the project, ensuring a comprehensive overview of the refurbishment plan.

PROJECT MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
PROJECT INITIATION DOCUMENT (PID)................................................................................1
WORK BREAKDOWN STRUCTURE AND GANTT CHART...................................................4
RISK REGISTER............................................................................................................................5
REPORT TO THE SPONSOR OF REFURBISHMENT OF TEACHING ROOMS PROJECT.10
A) Need of good leadership and role of project manager..........................................................10
B) Critical analyse of methodologies........................................................................................10
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13

INTRODUCTION
Project management can be defined as successful tool that helps in completing project in
effective manner on time (Kerzner and Kerzner, 2017). There are several principles, standard
procedure that allow project manager to schedule activities properly and accomplish the entire
project successfully. Present study is based on Case of QA higher education (QAHE), it is
planning to refurbishment of its teaching rooms. Right now there are normal rooms where
sometimes students feel issue to get advance knowledge and gain information about latest
technologies. In order to offer excellent learning environment to students, QAHE is planning to
redesign its teaching rooms. Current study will prepare the project initiation document.
Furthermore, it will prepare risk register and will involve ten risk that might incur in this
proposal. In addition, report will analyse prince2, Agile and Waterfall methodologies and will
give suitable recommendation to sponsor to select best method to make this project successful.
PROJECT INITIATION DOCUMENT (PID)
PID can be defined as document that contains all the detail related to project. It includes
risk, scope, scheduling, budget etc. of entire proposal. Project initiation document is the bundle
of activities that are necessary to be done in order to gain quality results (Fleming and
Koppelman, 2016). PID supports the manager to get appropriate way to start the project and
making correct strategies as well. QAHE has planned to redesign its teaching rooms and add
some new technologies such as advance computer labs, excellent machineries etc. so that
students can get best learning environment in classroom. The main agenda of QAHE is to
improve satisfaction of learners by providing them satisfactory learning atmosphere.
Budgetary information
Budget plays significant role in project, it supports project manager in completing project
timely. Refurbishment of teaching rooms project will get money from sponsors thus, project
manager will have to describe actual requirements of funds (Harrison and Lock, 2017). As
QAHE is planning to involve latest technologies in teaching rooms thus, institute will require
huge fund for the same.
Particulars Amount (In Pounds)
Computer labs installation 50000
Maintenance of existing teaching rooms 30000
Buying furniture 40000
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Peripherals and It support desk 15000
Estimated budget 135000
Thus, project manager will require 135000 Pound to complete it successfully.
Timescale
This is responsibility of project manager of QAHE that to complete redesigning project
on time. Project manager has to schedule task properly so that entire project can meet its time
targets. Buying material, installation etc. all activities will take huge time thus, in order to meet
deadline, it is essential to closely monitor activities so that target can be accomplished (Verzuh,
2015). Project manager will complete this project in 148 days
Objective
Project manager has to ensure purpose of project and accordingly has to design rest
activities so that overall gaol can be accomplished. One of the main objective of conducting this
project is to provide advance learning environment to students so that learners can get good
knowledge. Refurbishment of teaching rooms will improve education system of college
(Vanhoucke, Coelho and Batselier, 2016). As involvement of advance computer labs, network
infrastructure etc. will give best results to learners and QAHE as well. By this way college will
be able to attract new students towards the college.
Approach
Project manager will have to ensure that every person gets involved in this project.
Everybody needs to have same expectations and all have to use common terminologies so that
required objective can be meet. It is responsibility of project manager that to use correct project
methodology so that time, cost and scope can be managed properly. Agile, prince2 methodology
can be followed by project manager of redesigning of teaching rooms project (Brown and
Grundy, 2016).
Key staff
In order to complete redesigning proposal technical team, financial manager, executives,
project manager will be involved. Technical manager and executives are responsible for IT
installation and improving computer labs. Financial manager is responsible to allocate funds and
manage cost as well. Project manager is responsible to schedule, monitor the task properly.
Stakeholder analyses
2

Technical team members, financial team members, manager, students, project sponsors,
etc. are the major stakeholders of this project. Project manager of QAHE has to ensure interest an
expectation of its stakeholders and have to fulfil their needs. This will support in meeting the
goal of this project (Batselier and Vanhoucke, 2017).
Stakeholder Interest Impact Priority
Technical team They are responsible
for technical
installation and
making it more
advanced.
High 2
Financial team They are responsible
for allocating funds
and managing cash
flow smoothly.
Moderate 2
Project sponsor They are responsible
for providing funds to
refurbishment of
teaching rooms
project.
High 1
Students They need to get
advance technologies
so that they can get
good learning
environment.
High 3
Project manager Individual has interest
to complete this
project within
specified time and
cost (Dao and et.al.,
2016).
High 1
3

WORK BREAKDOWN STRUCTURE AND GANTT CHART
Work break down structure (WBS)
WBS is the hierarchical decomposition of work that divides task in manageable sub
activities.
Task Name Duration Start Finish Predecessors
Collection on funds 10 days Mon 3/18/19 Fri 3/29/19
Managing resources 5 days Mon 3/18/19 Fri 3/22/19
raw material transportation 7 days Mon 3/25/19 Tue 4/2/19 2
legal formalities Completion 10 days Wed 4/3/19 Tue 4/16/19 3
Preparation of required
furniture 15 days Wed 4/17/19 Tue 5/7/19 4
Setting up furniture 7 days Wed 4/17/19 Thu 4/25/19 3,4
In-stallion of new software 10 days Wed 5/8/19 Tue 5/21/19 5
Set up new equipment’s 10 days Fri 4/26/19 Thu 5/9/19 6
Designing new structure for
classes 5 days Wed 5/22/19 Tue 5/28/19 5,6,7
Modification in classrooms 5 days Fri 5/10/19 Thu 5/16/19 8
Installing projectors in labs 5 days Wed 5/29/19 Tue 6/4/19 9
Repair damaged 8 days Fri 5/17/19 Tue 5/28/19 10
Expanding cafeteria 4 days Wed 6/5/19 Mon 6/10/19 10,11
Maintenance of garden area 5 days Wed 5/29/19 Tue 6/4/19 12
Replacing damaged minor
electric devices 6 days Tue 6/11/19 Tue 6/18/19 13
Setting up grooming classes 7 days Wed 6/5/19 Thu 6/13/19 14
Improving area of parking 8 days Wed 6/19/19 Fri 6/28/19 15,2
Evaluation of entire project 5 days Fri 6/14/19 Thu 6/20/19 16
Training event organise 4 days Mon 7/1/19 Thu 7/4/19 17
Setting up IT desk 10 days Fri 7/5/19 Thu 7/18/19 18,19
closure of project 2 days Fri 7/19/19 Mon 7/22/19 20
WBS is helpful in knowing actual time that is required to complete activities. This will
help in measuring issues that might occur so project manager can make contingency plan in
advance that would help in completion of task on time.
Gantt Chart
4

Gantt chart can be defined as scheduling tool that would help project manager in dividing
activities and managing the task properly. This application aids in showing all necessary
activities with required time (Kucharska and Kowalczyk, 2016).
CPM
Critical path analyses is very impotent in order to manage time and resources effectively.
This is the tool that supports in estimated task duration and identifying most important task as
well. This the best tool through which project manager of QAHE can select correct path through
which project completion can be done in shorten time.
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RISK REGISTER
Project manager has to ensure minimising risk and framing correct strategies that might help
in avoiding risks of any project. If risks are managed properly then it would be beneficial in
completing project successfully. Risks that might incur in this redesigning of teaching rooms in
QAHE are described as below:
Technical risk: This is considered as one of the most potential risk that might occur in
redesigning of class room projects. It is possible that technical issues, installation problems
might increase time and cost as well. By this way project manager will not be able to complete
this project on time successfully (Brown and Grundy, 2016).
Human resource risk: This is another risk that might take place in this project, as there is
possibility that project manager gets failed to involved skilled people, furthermore, there are
possibilities that some employees leave the project before completion of this project. In such
condition manager would not be able to finish it with quality (Vanhoucke, Coelho and Batselier,
2016).
Financial risk: This type of risk can cause completion period and success of the project. As
there is chances of going over budget because technical material is too costly. Thus, it might
possible that project manager gets failed to complete this project within stipulated period of time.
Scope risk: As the main agenda of redesigning of teaching rooms in QAHE is that to provide
quality learning environment to students. There is chance that this scope is not meet (Brown and
Grundy, 2016).
Designing risk: It might be possible that architecture fails to frame correct design. In such
condition it would be difficult for project manager that to manage this project on time and
maintain quality as well.
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Environmental risk: This is another type of risk that might incur in this redesigning of teaching
rooms project. If climate gets worst, then it would not be possible to workers to work and
construe the walls of the teaching rooms. By this way completion timing may get delayed.
Economic risk: If there is inflation or if value of currency gets changed then project supplier
will not be able to provide raw material at lower cost thus, they will increase prices. In such
condition cost element will not get meet thus, it is also the biggest risk for this refurbishment of
teaching room project (Kerzner and Kerzner, 2017).
Legal risk: It might be possible that government do not give permission to make changes on
floor at that area. If company is not getting legal approval, then it would be difficult to start and
finish it on time.
Transportation risk: If supplier fails to deliver raw material on time due to transportation issue
then project manager will not be able to complete it on time.
Changes in student preferences: Now learners like to get taught by latest technologies but if
their preferences get changed then it will affect project completion, scope and cost as well. By
this way project manager of QAHE will get failed to meet the actual goal (Verzuh, 2015).
Risk register
No Risk Risk
owner
Or
responsi
ble
person
Likelih
ood
Impact Mit
igat
ing
Contingenc
y action
Pre-weighting
score
Post- weighting score
7

1 Tech
nical
risk
Project
manager
,
technica
l
manager
Moderate High Technical
manager and
project
manager
should
monitor task
time to time
and have to
ensure correct
machines are
being
installed.
Testing
of each
machine
should be
on time.
5 3
2 Hum
an
reso
urce
risk
Project
manager
High High Project
manager
should give
training to
employees
and have to
motivate them
so that they
perform well
in the project
Close
monitori
ng and
controllin
g should
be done.
5 4
8

3 Fina
ncial
risk
Financia
l team,
project
manager
High High Fund
allocation
should be
done properly
and it is
essential to
manage cash
outflow and
keep records
so that
unnecessary
expenditures
can be
avoided.
Close
monitori
ng and
record
keeping
5 5
4 Scop
e
risk
Project
manager
Low High Market
research and
monitoring
Controlli
ng over
all
activities
2 3
5 Desi
gnin
g
risk
Architec
ture or
designin
g team
Moderate High Research
before
making final
design and
share details
with investors
so that their
views can be
considered
while making
designs
Monitori
ng and
controllin
g over
existing
designing
work and
its
impleme
ntation
1 2
9

6 Envi
ronm
ental
risk
Project
manager
,
construc
tion
head
Moderate Moderate Take
guidance of
climate expert
team to know
weather
condition in
coming future
Proper
interactio
n with
environm
ental
team and
prepare
continge
ncy
activity
as well
that
would be
performe
d if there
is poor
climate
so that
project
don’t get
delayed.
4 3
7 Econ
omic
risk
Project
manager
Moderate High Hiring expert
person who
has good
knowledge of
market
Market
research
and close
eye over
market
fluctuatio
ns
3 3
8 Lega
l risk
Project
manager
Low High Taking prior
permission
Follow
legal
norms
1 2
10