Project Management Report: QA Higher Education University Event Launch

This report presents a project management plan for QA Higher Education University's event, focusing on the refurbishment of classrooms and labs across multiple campuses. It includes a Project Initiation Document (PID) outlining budgetary information, timescales, and project objectives like attracting students and enhancing teaching standards. The report also details a Work Breakdown Structure (WBS) for task organization, a Risk Register to identify potential issues, and stakeholder analysis to manage various parties involved. Furthermore, the report covers key staff roles, project methodologies such as benchmarking and KPIs, and a Gantt chart for visualizing project timelines. The case study aims to provide a comprehensive overview of event planning and execution within the project management framework, ensuring the event's successful launch and alignment with university goals.

PROJECT
MANAGEMENT

EXECUTIVE SUMMARY
This present report is based on the case study of QA Higher Education University which have
completed the refurbishment of classes, labs and changing pattern of teaching in different
campuses namely, London, Birmingham and Manchester. Afterwards, University is going to
publicise the refurbishment in freshers week so that students will be aware of new teaching style
in University. By undertaking these all requirements, this report will present the planning of
project by preparing PID document, budget, timescales, WBS, Risk Register for launching of
event of QAHE University.

TABLE OF CONTENTS
EXECUTIVE SUMMARY.............................................................................................................2
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1. Sample project Initiation Document (PID)..................................................................................1
2. Work Break Down Structure (WBS)...........................................................................................4
3. Risk Register................................................................................................................................9
4.a). Significance of Strong Leadership.........................................................................................10
4.b). Project Methodologies...........................................................................................................11
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13
APPENDIX....................................................................................................................................15

INTRODUCTION
Project Management is the application of processes, methods, skills, knowledge and
experience to achieve specific objectives of the project as per the project acceptance criteria
within agreed parameter. It is the discipline of using established principles, process as well as
policies in order to successfully guide a project from conception through completion (Kerzner,
2017). The main advantage of project management is that it keep each and every thing moving
smoothly on time and on budget. In this present report is based on the case study chosen which is
of QA Higher Education University event. The case study revealed the completion of recently
refurbished teaching rooms and computer labs the University in three different campus which are
London, Birmingham and Manchester. In this project manager will plan the entire event by
effectively planning, managing and executing such a project within the allocated budget and
time.
MAIN BODY
1. Sample project Initiation Document (PID)
Budgetary Information
Budget is said to be the key part of the project management as without making budget it
is unable keep the smooth flow of event. Budget is the format statement of the estimated income
and expenses which is based on the goals of the organisation (Turner, 2016). A systematic and
organised budget is one that aids ion allocating the funds and accordingly continues. The reason
behind is that event management required on-site expenses, expenses of technology along with
the promotional expenses. This event of QA Higher Education University needs to be competed
in £50,000, so it is the duty of project manager to complete the whole planning and execution.
Time Scales
Time scale is another essential part of the project management because delays in time
badly affect the outcomes of the event. Time scale shows the total time required for completing
the activities of event. It is the duty of project manager to allocate time to all the activities and
make sure that activities of event are competing in given time. BY allocating the time
accordingly, it will bring more smooth flow of activities without any delays and confusion. Time
scale is shown in the figure of WBS.
Project objectives:
 To attract people and raise awareness about the University.
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 To adopt peak results with minimum efforts.
 To raise the number of admission.
 To enhance the teaching standard through refurbishment.
 To boost the involvement or engagement of employees.
 To enhance the stakeholders involvement such as professors, teachers, students, sponsors,
lecturer etc.
Approaches:
Approached are very essential to accomplish the objectives of the particular event. In
this present event, QA Higher Education University has undertaken some approaches so that they
can execute above project objectives (Bi and et.al., 2017). Here are some approaches which
project manager apply in the event of QA Higher Education which are as follows-
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. This tools is used by the project
manager in order to track the performance and take effective actions on given time.
Key Performance Indicators: Project manager will use KPI as a tool for evaluating the
performance of the event effectively on regular basis. This tool is mainly used for performance
evaluation. KPI improves the quality, reduces the waste that ultimately enhance the project
outcomes.
Key staff:
In completing thee event and make it successful, it is important to have proper staff
members for carrying the activities of the project.
Staff Required Role in Managing this project
Project Manager The role played by project manager is to
manage the entire event from its scheduling,
budgeting, staffing etc. The prime motto of
University will only be fulfilled by the project
manager in a desired way (ul Musawir and
et.al., 2017).
Project Sponsor Project sponsor is one who provide support to
the event in terms of budget or cash and it is
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said to be important role. It is because it is
unable to complete the project if proper cash is
not available. They also acts a decision maker
and arbitrator.
Risk Manager The role played by risk manager is to identify
the probable risk associated to the project and
plan actions accordingly. Risk register will be
prepared by risk manager.
Functional Manager Functional manager allocate the roles and
responsibilities in team and monitor them on
regular time (Bucero and Englund, 2015).
Stakeholder Analysis:
Stakeholders are the key parts of the organisation or project as they either directly or
indirectly influenced the project operations. Stakeholder analysis is the techniques to determine
as well as evaluate the needs, there contribution, impact on the functions.
Stakeholder Authority Impact Influence Areas of interest Contribution
within the
project
Strategy to
manage them
Project
Manager
Exponent High High Project manager
meet the deliver
the project for the
first time through
proper
specification and
planned
activities.
Project manager
work as an
intermediator
among the
functional
manager and
management of
QA Higher
Education
University.
By providing them
authority to make
decision at the
time of urgency.
Like increasing
budget, changing
location etc.
Project Dominant High High Project Sponsor To provide great Needs to
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Sponsor support in terms
of cash as well
as they tends to
make smooth
flow of
operations and
functions of
event.
communicate the
progress of project,
regular updates
related to the
project as well as
sharing of
informations.
Functional
Manager
Exponent High Medium Smooth flow of
work by
allocating the
roles and on-time
delivery of
project.
Whole team of
project is
managed by
functional
manager.
Requires complete
information from
project manager
and risk register
from risk manager.
Students Blockers Low High High standard of
education
including latest
technology and
reading material.
The success of
QAHE
refurbishment is
decided by the
response of
students.
Needs complete
information about
the refurbishment.
Providing demos
classes.
2. Work Break Down Structure (WBS)
WBS referred to the tool that aids in dividing or segregation the Copley task into smaller
sub tasks. It also allows proper division of roles and responsibilities along with beginning and
close time of the activities (Lock, 2016). Further, it also makes clear about indicating the
milestone of the project.
No. Project Initiation
(Staffing and
13 days Mon 9/9/19 Wed 9/25/19
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Stakeholders)
1 Requirement of staff
members 4 days Mon 9/9/19 Thu 9/12/19 8
2 Organizing meeting
with staff members 6 days Tue 9/10/19 Tue 9/17/19 8,9
3 Stakeholder analysis 5 days Tue 9/10/19 Mon 9/16/19 9
4 Invitations 2 days Tue 9/10/19 Wed 9/11/19 10
5 Designing 4 days Tue 9/10/19 Fri 9/13/19 9,10
6 Assessing 9 days Fri 9/13/19 Wed 9/25/19 12
7 Printing 5 days Wed 9/18/19 Tue 9/24/19 12,13
8 Distribution of card 4 days Tue 9/17/19 Fri 9/20/19 14
9 Project Execution
(RSVP) 23 days Mon 9/16/19 Wed
10/16/19
10 Management and
process of RSVP 5 days Mon 9/16/19 Fri 9/20/19 16
11 Online RSVP 6 days Thu 9/26/19 Thu 10/3/19 16,17
12 Paper RSVP 4 days Thu 9/26/19 Tue 10/1/19 17
13 Materials 9 days Thu 9/26/19 Tue 10/8/19 17,18
14 Processing of payment 8 days Wed 9/25/19 Fri 10/4/19 18
15 Guest Speakers 7 days Mon 9/23/19 Tue 10/1/19 19
16 Project Identification 4 days Wed 9/25/19 Mon 9/30/19 18,19
17 Communications 5 days Mon 9/23/19 Fri 9/27/19 21
18 Scheduling activities 4 days Fri 10/4/19 Wed 10/9/19 21,22
19 Technology used 5 days Fri 10/4/19 Thu 10/10/19 22
20 Checking of sound
system 2 days Fri 10/4/19 Mon 10/7/19 22,23
21 Checking of internet
connection 2 days Wed 10/9/19 Thu 10/10/19 23,24
22 Checking of electric 1 day Mon 10/7/19 Mon 10/7/19 25
5

wires
23 Projector Setting 2 days Wed 10/2/19 Thu 10/3/19 26
24 LED setting 3 days Tue 10/1/19 Thu 10/3/19 27,28
25 Setting of CCTV
camera 5 days Thu 10/10/19 Wed 10/16/19 29
26 Checking of Lights 4 days Thu 10/10/19 Tue 10/15/19 28,29
27 Project Closure
(Monitoring) 6 days Tue 10/8/19 Tue 10/15/19
28 Opening of formal
ceremony 3 days Fri 10/11/19 Tue 10/15/19 30
29
Staff member and
students getting a detailed
look of building
2 days Fri 10/11/19 Mon 10/14/19 30,31
30 Sharing of views 1 day Tue 10/8/19 Tue 10/8/19 31
Table 1: Work Break Down Structure in tabular Format
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Gantt Chart:
It is a horizontal bar chart which is evolves as tool for production control. It represet the
total time of the project task on a horizontal axis. With the help of this, one can understand the
time span of the project.
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3. Risk Register
Risk Register is the document that present the total number of risk associated with the
project, how it will impact and what are the actions required to minimize the risk (Hopkinson,
2017).
Severity prior to
mitigation
Severity after
mitigation
Financial
Risk
Likelih
ood
Impa
ct
Ratin
g
Mitigation's Likel
ihood
Impa
ct
Ratin
g
Contingen
cy Plans
Status Owner
F1 The cost of
expenses is
rising as
compared to
actual budget.
2 4 14
Hiring of Financial
Manager that will
organize the cost in a
systematic way as
well as set meeting
with sponsor.
1 3 10
Following
with the
tolerance
of budget
of 12
percent.
Approved Project Sponsor
&
Financial Manger
F2 Lack of
Working Capital
4 3 10
Recruiting Financial
Manager who will
organize the budget
and allocate the cost
to all the activities
2 2 7
Securing
other
activities
to save
from
emergency
risk.
Approved Financial Manger
Operational
Risk
O1 Internal Conflict
5 3 12
Providing training to
employees and
having team building
activities that will
encourage the
interaction of
employees.
3 1 8
Continuou
s
improveme
nt should
be
prioritize.
To be
Approved
Project Manager
O2 Resources Over-
allocation
4 2 10
Crashing techniques
will be applied for
resource levalling.
This techniques
usually consider
existing resources.
2 1 6
Project
should be
wind up in
given or
available
resources.
Approved Project Manager
Reputationa
l Risk
9