Project Management Report: Refurbishment of QA Higher Education Campus

This project management report details a plan for the refurbishment of QA Higher Education's London campus, encompassing teaching rooms and computing labs. The report begins with an introduction to project management principles, then moves into a Project Initiation Document (PID) outlining the project's objectives, budget (£1,200,000), and key milestones. Stakeholder analysis identifies the priorities and interests of various stakeholders, including the project sponsor, manager, and team members. A comprehensive risk register is presented, detailing potential risks such as resource allocation, absenteeism, scope creep, and financial constraints, along with mitigation strategies. The report also includes a Gantt chart and a project management plan. Finally, a short report emphasizes the importance of risk management and briefly discusses the relevance of PRINCE2 methodology to the project's success.

Project
management

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1- PID and Stakeholder Analysis........................................................................................1
TASK 2- Risk Register....................................................................................................................5
TASK 3 – Gantt Chart.....................................................................................................................8
Project Management Plan...........................................................................................................8
TASK 4 – Short Report..................................................................................................................10
a) Importance of risk management for the project....................................................................10
b) Potential relevance of PRINCE 2.........................................................................................11
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13

INTRODUCTION
The process of initiating, planning, controlling and closing the work of the team in order
to achieve the desired results or objective is known as project management. The specific criteria
of the project is achieved at a specific time (Janda and Killip, 2013.). The QA Higher Education
(QAHE) is planning a full refurbishment of its teaching rooms and computing labs in the
London Campus (London students) to ensure students and staff all have an excellent learning
environment and access to the latest technology to support their studies and teaching. In this
context, the report helps in demonstrating an understanding about the phases of project
management. The project initiation document will be developed and risk assessment plan in
order to carry out the project will be made in this assignment. Eventually, a short report to
project sponsor defining the importance of risk management plans will be formulate.
TASK 1- PID and Stakeholder Analysis
Project initiation document (PID) or project charter is simply a short summary
document, usually produced at the beginning of a project, that can be circulated to anyone who
wants/needs to know to give an idea of the overall concept and major parameters (De Bruijn and
Ten Heuvelhof, 2010). In order to refurbished teaching rooms, computing lab of QA at London
Campus sufficient amount of budget, time, labour and resources will be required. In this case, the
project charter showing the timescale, budget, goal and objectives of the project is described
below:
Project Charter
Project Title Refurbishing and redeveloping teaching rooms and computing labs for QA
Higher Education in their London Campus.
Project
Description
QAHE desired to redevelop the teaching rooms and computing labs in order to
ensure students and staff all have an excellent learning environment and
access to the latest technology to support their studies and teaching.
Project
Manager
Tim Watson Date Approval 12/04/18
Project Sponsor Managing Director Signature
Business Case Expected Objectives
1

The QA Higher Education (QAHE) is planning
a full refurbishment of its teaching rooms and
computing labs in the London Campus
(London students) to ensure students and staff
all have an excellent learning environment and
access to the latest technology to support their
studies and teaching. This will include new
hardware, software and network infrastructure
as appropriate as well as classroom
refurbishment, furniture, all necessary
peripherals and improvements to the IT
support desk, including a local IT support
representative to be placed permanently in the
London Campus. The total budget estimated
for redevelopment for all classes and
computing lab is £1200000. This budget will
include refurbishment of all classes and
computing lab. The goal of project is to
redevelop the teaching classroom and
computing lab in effective manner that has all
the facilities and upgraded with high tech
equipment before summer.
 To redevelop teaching classrom and
install all high tech equipment which
helps teacher to provide effective
learning to students.
 To refurbish computer lab of campus
and installing all IT equipment to
enhance the quality of learning and
education.
 To monitor the work progress and
considering client feedback or changes.
 To use good quality resources in order
to reduce risk.
 To accomplish the desired goal in set
time and set budget efficiently.
Key Team Members Milestones
Name Role Key
Milestones
Start Date End Date
Ben Smith, Andrew
Cage and Neil
Jonathan
Supervisor Starting
project
12/04/2018 20/09/2018
2

Peter Bell, Tom Hanks
and Christian Martin.
Services Engineers Business
Requirement
16/04/2018 30/04/2018
Jason Brody, Alex
Frost, Frank Woods
and Daisy Mason
Information and
Technology Expert
Design 01/05/2018 25/05/2018
Lily McGuire The Architect Development 17/04/2018 29/06/2018
Riley Brody Financial Advisor Testing 1/08/2018 31/08/2018
Natasha Jain, Steve
Watson and Ali
Hussain
Decorators Deployment 20/09/2018
Stakeholder Analysis
Stakeholder analysis is the systematic process of collecting and analysing qualitative information
to determine interests of stakeholders while doing the particular project (Hallowell and Wehle,
2013). In this context, the stakeholder analysis of the stakeholders involved in the project of
refurbishment of the teaching class is described below:
Stakeholders Priorities Interest
Project Sponsor High High
Project manager High High
Project Client High High
Supervisors Moderate High
Financial Advisors Moderate Low
Information and Technology
Experts
Moderate High
Service Engineers Moderate Low
Contract Labours Low Low
Architect Moderate High
3

Decorators Low Moderate
Role of each stakeholder
1. Project Sponsor: The project sponsor of the project is Managing Director. His or her role
is to provide information regarding the areas of development and pass the budget in order
to embark on project activities (Addis, 2012).
2. Project manager: Project manager plays crucial role. From project planning to project
execution, from monitoring team to articulating information, the role of project manager
has numerous roles.
3. Team Members: Team members includes service engineers, IT experts, financial
advisors, architect and decorators. There role is to perform their specialised task in order
to enhance the effectiveness of the project.
4. Contract Labours: Contract labours are important in redevelopment projects. Though
their priorities are moderate and interest are low they have to perform the task assigned to
them by project manager.
5. Project Client: Here project client is QA Higher Education who have assigned the project
responsibilities to the project manager (Lientz, 2012). There role is to provide budget and
recommend changes if needed.
Budget Plan
The total budget to accomplish the goals of project is estimated to £1200000. Its allocation is
described below:
Task Cost
Labour cost 100000
Training 50000
Equipment 250000
Electric technology 250000
Decoration charges 100000
Furniture 200000
IT Equipment 250000
4

Total £1200000
TASK 2- Risk Register
The various risks can be faced by project manager while conducting the refurbishment
project at London Campus. These risk can affect the performance of team and create obstructions
in the project phase. The common type of risk that may take place in any project are cost, time,
performance etc. In this case the risk assessment plan which is described below shows the impact
of risk and mitigation strategies.
Risk Nature OCCURRENCE Event Mitigation
strategy
Resource Risk There is not
sufficient
allocation of
resources
When the
resources are not
allocated properly
then this risk
takes place in the
project(Nicholas
and Steyn, 2017).
High In order to secure
the resources the
various channels
need to be
explored. The
new staff and
employees need
to be appointed,
training need to
5
100000
50000
250000
250000 100000
200000
250000
Labour cost
Training
Equipment
Electric technology
Decoration charges
Furniture
IT Equipment

be give to the new
staff to develop
the skills needed
for the project.
Absenteeism risk The project team
turnover is high
in the project
The interest of the
employees in the
work will be less
if the work is not
being explained
to them properly.
Medium The team
cohesion can be
improved through
proactive
commutation.
A project
environment need
to be established
for the success of
work .
Scope risk Inappropriately
the requirement
are defined
The risk of failure
in the project will
be high if the
resources,
employees
required,
equipment's etc
are not defined
properly.
High The precise,
accurate
requirements need
to be planed that
is agreed by the
all members of
team
Financial Risk Poor cost
estimation
There are chances
that the project
may fail if the
cost estimation is
not proper (Ilozor
and Kelly, 2012).
Moderate The budget need
to be made
keeping in mind
all the cost of the
project
Technical Risk Project not Thee can be delay High All the planning
6

completed in the
estimated time
in the project due
to wrong
estimation of time
or some activities
can take longer
time to complete
need to be done
before and based
on that time need
to be estimated
Supplier Risk The technology is
not ready for
deployment
If the technology
that is needed or
the project is not
allocated then the
chances of project
failure may
increase(Griffith,
Stephenson and
Watson, 2014).
Low In this case the
alternative
methods need to
be planned
Stakeholders Risk The expectation
of stakeholders is
not accurate
The risk in the
project can be
there if the
stakeholder's
expectation
regarding this
project are not
met
Moderate This problem can
be solved with the
help of
communication
and discussions
with the
stakeholders
(Rakos and et.al.,
2015).
Human resource
risk
Not proper
training given to
the staff
The risk may be
there if the taring
to staff is not
given properly
High To the staff the
proper training
need to be given
Decision making
Risk
The decision are
not effective
There can be a
risk in the project
Low The view point of
the staff and the
7

if the wrong or
incorrect decision
are made by the
project manager
(Janda and Killip,
2013).
higher authority
need to be taken
by the project
manager at the
time decision-
making
Performance Risk Lack of
Performance
from team.
In case if there
are any errors is
there in the
project then this
type of risk may
arise
Moderate It need to be
tested so that it is
without any errors
or bugs (Nicholas
and Steyn, 2017).
Risk and its impact
Type of Risk Risk Degree Risk Impact
Resource Risk 3 5
Absenteeism risk 3 3
Scope risk 2 4
Financial Risk 5 4
Technical Risk 4 3
Supplier Risk 1 2
Stakeholders Risk 3 3
Human resource risk 2 4
Decision making Risk 4 5
Performance Risk 3 1
8

TASK 3 – Gantt Chart
Project Management Plan
9

Initiation 1 day Fri 4/13/18 Fri 4/13/18
Development of Project
Initiation Document 15 days Mon 4/16/18 Fri 5/4/18 1
Determining resources of
project 10 days Mon 5/7/18 Fri 5/18/18 2
Formulation of goals and
objectives 6 days Mon 5/21/18 Mon 5/28/18 2,3
Setting deadlines 1 day Tue 5/29/18 Tue 5/29/18 4
Gathering Team 15 days Wed 5/30/18 Tue 6/19/18 5
Planning 1 day Wed 6/20/18 Wed 6/20/18 6
Conducting meeting 10 days Thu 6/21/18 Wed 7/4/18 5,7
Scope of project 5 days Thu 7/5/18 Wed 7/11/18 8
Collection of data 10 days Thu 7/12/18 Wed 7/25/18 9
WBS structuring 10 days Thu 7/26/18 Wed 8/8/18 10
Planning of budget 14 days Thu 8/9/18 Tue 8/28/18 11
Execution 1 day Wed 8/29/18 Wed 8/29/18 12
Assuring quality 20 days Thu 8/30/18 Wed 9/26/18 13
Training of team 10 days Thu 9/27/18 Wed 10/10/18 14
Monitoring and controlling 1 day Thu 10/11/18 Thu 10/11/18 15
Change control integration 21 days Fri 10/12/18 Fri 11/9/18 16
Monitoring and control of
project 10 days Mon 11/12/18 Fri 11/23/18 17
Checking of quality 15 days Mon 11/26/18 Fri 12/14/18 18
Closure 1 day Mon 12/17/18 Mon 12/17/18 19
Evaluation of project 15 days Tue 12/18/18 Mon 1/7/19 20
Areas of modification 10 days Tue 1/8/19 Mon 1/21/19 21
10