Project Management Report: Organizing Olympics in HEI Games, London

This report provides a detailed analysis of project management principles applied to the organization of indoor sporting events, specifically the HEI Games in London. It begins with an introduction to project management, emphasizing the stages involved and the role of the project manager. The main body of the report delves into key components, including the Project Initiation Documentation (PID), which outlines the project's scope, objectives, budget, and timescales. It also examines a Work Breakdown Structure (WBS) and a Gantt chart for effective project organization and scheduling. Furthermore, the report includes a risk register, identifying and assessing potential risks associated with the project, along with mitigation strategies. The importance of effective communication between the project manager and team members is highlighted, along with an analysis of project management methodologies, particularly the PRINCE2 model. The report concludes with a summary of findings and a list of references.

PROJECT
MANAGEMENT

Table of Contents
INTRODUCTION ..........................................................................................................................1
MAIN BODY...................................................................................................................................1
1. Project Initiation Documentation............................................................................................1
2. Work Breakdown structure and Gantt chart...........................................................................5
3. Risk register which containing documented risks...................................................................6
Explanation of the need for effective, structured communication between the project manager
and members...............................................................................................................................9
Analysis and critique of methodologies that might be used to run the project case.................10
CONCLUSION .............................................................................................................................12
REFERENCES..............................................................................................................................13

INTRODUCTION
Project management refers to the application of methods, processes, experience, skill and
knowledge so that objectives of the project is achieved in accordance with the project assessment
criteria with the agreed parameters (Meredith, Shafer and Mantel Jr, 2017). A project manager is
entrusted with a responsibility of planning, organising and at last directly the personnel for
completing the specific project which an organisation undertakes. He also ensures that project is
timely completed on allocated budget. There are 5 stages for successful project management
which involves initiation of project, then planning, executing and monitoring the project and at
last the project close. This report shall cover the project initiation document and a web
breakdown structure of a given case scenario. The organisation is indoor sporting events which
deals in organising large sports events such as Olympics in HEI games in London.
MAIN BODY
1. Project Initiation Documentation
It is a document that basically define management, project scope, objective, mission and
target is specified under which ability to achieve certain task is achieved with perfection. It
artifacts the most significant measures of the project which is acquired while starting a project or
processed it on the basis of suitable control (Kerzner, 2017). It is a managerial prospect that
enlarge the scope and efficiency of the project so that standardized objectives are achieved
within the specified period of time. It is an essential aspect that assist overall document while
ensuring that project is accomplished with certainty. It basically includes different components
which is essential while processing a project and it is as briefly explained below as:
Component
s
Description
Budgetary
information
It is a prospect of financial plan that usually consist of effective and efficient
planning so that approaches revenue and sales is generated with effectiveness. It
also includes the cost of resources along with its quantity, cost, expenses,
liabilities, assets, revenue and cash flow abilities. It is a formal prospect that
clarifies the appropriate amount of fund and cash that is required while
completing or investing in some project. In order to complete project and event of
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Olympics a budget of £20k is required for each university that is taking part
within the event and around 1 higher educational institution is going to take part
in this event (Heagney, 2016).
Timescales It defines the total time period that is required while completing the overall task
and activity within the assigned or allotted period of instance. In order to
complete this project, manager requires the time period of 8 months and under
which each task and action is performed in an organized and systematic manner.
Objectives It states the standardized outcome that is accomplished within certain time and
the objective of this event is as illustrate below as”
 To advance the involvement of different institution by making appropriate
usage of technological advancements. To grab the attention of more of
students of higher education institution so that adequate level of
awareness is achieved in terms of indoor sporting events.
Approach It is a technique that is used by the project manager while organizing an event
about HEI games. Thus in this manager uses the PRINCE 2 model approach
under which balanced level of effectiveness and suitability is addressed so that
specified target and objective is achieved with perfection and better suitability
(Fleming and Koppelman, 2016).
Key staff These are those individual who has direct relativity with the key staffs and for
this project it is as teachers, project team and its sponsorship, students and
employees of different institution that take participation in event.
Stakeholder
analysis
It is an analysis under which different individual and its interest towards the
processing of event is identified. It makes easier for the project manager to
process the information so that productive amount of modification is induced as
per suitability of condition and various requirements. In relation to stakeholder it
basically includes social leader, other higher educational institution, individuals
and other groups that conduct various program so that productive amount of
changes is addressed in affordable manner. It is performed as in the initial stage
of the project so that sustained amount of clarity is induced by which long term
sustainability is maintained while managing efficient production. It is also being
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identified on the basis of internal and external stakeholders. The stakeholder of
QAHE's are students, teachers, managing director, director of operations and also
having clear interest towards completion of project (Turner, 2016).
Key
constraints
Key constraints within the the project scope, cost and time due to which various
barriers were faced in completion of the project.
Project
Deliverables
Project deliverables are defined as project plan, project reports in which progress
of the project can be evaluated. For this project, project deliverables are keeping
higher significance in order to attain major objectives of the project.
Project
Scope
The project is taking place to organise sports event such as Olympics in London
so this project is going to help in engaging people in activities which is helping in
gaining various insights.
The interest, kindness and relationship within different stakeholders is as briefly
explained below as:
Stake
holder's
name
Reason stating their
Interest
Whether they are in or
against
What is done to
manage them
Students These are the stakeholders
who has higher interest
towards the event
organisation. As it not only
promote better image of
institution within
marketplace but also
motivate students to get
connect and involved within
different event of institution.
It is a project that is in
favoured of students as it
assists to maintain lead
and attain growth as
compared to other
institutions.
In order to manage the
event student has offered
various benefits as its
personality development
is induced.
Teachers The teacher also having
higher interest as in this
In this students get more
motivated and they attend
The teacher having
adequate benefits and it
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teaching burden is reducing a
happy environment is
created.
all the events by which
rate of absenteeism is
reduced so that teachers
takes their lecture as per
their sufficiency (Kerzner,
2018).
is directly based on their
interest level.
Principal The principles is having
more interest as they have
make their investment to
attract more of young
students in effective way.
The principle make its
investment in ordinate
mode this it is used to
produced favoured
outcome.
In order to manage
principal interest
sustained amount of
plans are offered to
conduct event with more
attractiveness.
Teammat
es
The teammates have
moderate amount of interest
and it is only get influenced
if they get informed about
daily activities so that
balanced level of motivation
is induced with perfection.
They are always being in
favour of event.
Teammates is always
looking forward to
attract more
opportunities that make
enhancement in terms of
performance credibility
(Kerzner, 2019).
Suppliers These are those who has
supplied both raw material
and necessary equipments
within timely basis.
They show their favour
while completing event.
The supplier manages
the supply of good
materials so that rate of
redundancy is reduced.
Contracto
rs
These are having adequate
level of interest that is
commissioned on the basis of
certain charges.
They also reflect its
interest in favour of
project.
They have manage its
chances by serving
better services to
institutions.
Governme
nt
They are basically a source
who has offered certain set of
income and it is filled by
Government is always be
in favoured of event
The standard of student
learning is enhance in
which not only academic
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institution in terms of tax. completion. but interest toward
curriculum activities
also get developed and
governance get benefits
in terms of tax revenues.
Resource
Managers
These are those who helped
to complete the project in
certain period of time so that
event is conducted with
perfection (Marchewka,
2016).
They always show there
support towards event
completion.
They have worked on to
develop effectual
relationship with
institutions so that rate
of productiveness is
increases.
2. Work Breakdown structure and Gantt chart
Work Break down structure: This is known as the structure in which whole project is
being divided into smaller sections in order to accomplish overall efficiency. Under this chart a
hierarchy is made which presents visual way of project deliverable. In the context of Olympic
arrangement WBS is highly significant in order to manage and control various activities in level
best manner (Kerzner, 2017).
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Gantt Chart: This tool is used in order to control production process. This tool is
providing helpful in managing whole the schedule of the project in correct way.
3. Risk register which containing documented risks
Risk register: This is a tool which can be used by management in order to documentation
of associated risk with the project so that they can make effective strategies to mitigate the same.
In Olympic project this tool is highly significant by which broadness to deal with the project can
be given (Radujković and Sjekavica, 2017).
Risk Risk Level(L/M/H) Likelihood of events Mitigation strategy
Financial risk- This
is the risk which is
faced within project
Medium It may be possible. All the budget are
required to be made
before initiation of the
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and during the event.
Financial risk is
related with shortage
of funds which are
required in order to
meet material and
resources
requirements for
organisation of
Olympic event.
project so as to avoid
any complexity and
risk related to financial
perspective.
Time scale of project-
This represents the
standard time which
is required by project
manager for
completing the
project and all the
activities related to
the project.
High It is having high
chances of occurrence.
To deal with this risk,
comprehensive project
is to be made by
project manager so that
all the activities related
to the project can be
completed within
desired time frame
(Nicholas and Steyn,
2017).
Unrealistic
estimation of cost-
This is denoted as the
cost which is
extraordinary in
nature and can be
proposed in context of
varied goods.
Low It may be likely
possible.
In order to deal with
this risk, cost planning
is required to be
included by
management while
executing a project. On
the other hand at the
time of changing of
resources specific
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planning is required to
be drawn so that to
manage additional
costing.
Availability of project
team- This denotes
availability of skilled
workforce which are
required within the
project and to
complete assigned
project within desired
time frame and
efficacy (Heldman,
2018).
Medium It may be possible. In order to deal with
this risk management
is required to monitor
varied processes and to
align needs of the
project in same
manner.
Technical risk-
At the time of
execution of the
project there are some
technological issues
which may arise.
These are related to
machines, equipment
and many more.
Medium Likely possible This risk can be
mitigated by keeping
additional equipments
and by executing
repairing and
maintenance on timely
manner.
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Explanation of the need for effective, structured communication between the project manager
and members.
Communication is one of the most important aspect that has to be present within an
project because it helps in delivering of important information regarding the project that has to
be achieved. Various ways are there in which an communication can be done for making an
project of sports event to be completed by HIE games has been explained as follows:
Internet: This is one of the most commonly used medium of making communication
possible in more effective manner between employer and employee. This is used to share all
kinds of information regarding a project that has to be accomplished. It is helpful for HIE games
by making flow of information to be generated in easy and effective manner (Kivilä, Martinsuo
and Vuorinen, 2017).
Project management tools: These are one of the most important way of making
communication possible because they develop feeling of collaboration between team members.
This if also helpful in making an organization develop disciplined and efficiency within an
organization. It is required in this project in a way that an event organization can only be possible
when collaboration is there. Also this makes actionable task to be achieved in one click with
faster and better results.
Emails: This is also an important mode of communication channel as it makes important
documents, letter to be delivered in no time. It enhances process of communication which helps
in building fine and better project. HIE use this mode of communication is going to develop flow
of information in easy and better manner.
Information theory: Also a theory that can be used by HIE to make the event successful
is according to which communication is the process by which tars fer of information takes place.
In this theory one mind effects another and has been putting differently. Procedure for conveying
a message and various information has to be transmitting signals, written language, spoken
words and body movement. In this one source has to be collected that makes information to be
transferred (Bjorvatn and Wald, 2018).
Actor-Network Theory: As per the theory both human and non-human factor has been
equally influencing success of an technological innovation. This theory majorly deals over
network formation and making sure that communication is done in better manner. In this theory
it has been mentioned that an person is not solely responsible making communication to be done
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in proper manner. Both communicator and receiver is responsible for smooth and better
communication.
Both these theories is helpful for an HEL in a way that it is going to develop proper
channel that enhances communication and makes its more effective in nature.
Analysis and critique of methodologies that might be used to run the project case
Waterfall- It is the oldest methodology and firstly outlined in 1970. It is a very simple
approach that values solid planning, doing it once and doing it right. It is simple to understand
because it help in making good plan and execute on it. In QA Higher Education College, the
project manager can follow this methodologies in its event project (Sánchez, 2015). In which the
individual can monitor the requirements of the event, analysis, design plans, implement plans,
testing them that they are successful or not, deployment and then maintenance or improvement in
the situation of requirement.
PRINCE2 stands for Project IN Controlled Environment under which a process is based upon
technique that has been helping in monitoring a project from starting to end. In this highly
efficient result that can be gained. This model is effectively been applied by HIE that has been
helping in developing organization all kinds of technological equipments that helps students in
improving learning experiences and creating advancement so as to attain better results that can
be achieved in improving learning experiences. It is there to help HEI in developing efficiency
towards the event that has to be created. The principals of PRINCE2 model it has to be applied in
more effective manner. It helps in developing project in more effective an efficient manner to
make desired results to be attained. Principals that can be helpful in making effective execution
be possible over project's completed in effective way.
Agile- It is an another software development focused PM methodology. This framework
is opposite of the waterfall method. This method provide favors a fast and flexible approach.
This methodology practices and promotes on going repetition of development and testing
throughout the software development. This method is mainly for small and medium projects.
If this has been followed above the mentioned principals and process of PRINCE2 model
HEI can successfully complete the project that is related to making sports events to e conducted
and it has helped in achieving objectives in more effective manner. It is helpful in making an
project to be achieved with quality results and maximize high customers satisfaction to be gained
in higher return. This is helpful for making process to be applied over projects and various
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aspects of project like cots, time, quality, budget etc. These can help in improving the efficiency
with which project is completed so that the deliverables can be achieved in the manner desired.
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CONCLUSION
The present report discusses the aspects related to project management and summarises
the importance it brings in developing and executing the project significantly with the pre-
determined objectives. The assignment covers sample initiation documents which includes
stakeholder’s analysis, budget information, objectives, timescales and the key staff involved in
successfully completing the project. It has also included a work breakdown structure by using the
Gantt chart. Further it is summarised that a risk register is also maintained for risk management
plan so that any risk involved while executing the project can be eliminated. For sponsors, a
report is also being developed in the assignment for opting the best communication process to
ensure effective team working.
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REFERENCES
Books and Journals
Bjorvatn, T. and Wald, A., 2018. Project complexity and team-level absorptive capacity as
drivers of project management performance. International Journal of Project
Management, 36(6), pp.876-888.
Fleming, Q. W. and Koppelman, J. M., 2016, December. Earned value project management.
Project Management Institute.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Heldman, K., 2018. PMP: project management professional exam study guide. John Wiley &
Sons.
Kerzner, H., 2017. Project management metrics, KPIs, and dashboards: a guide to measuring
and monitoring project performance. John Wiley & Sons.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley
& Sons.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. John Wiley & Sons.
Kivilä, J., Martinsuo, M. and Vuorinen, L., 2017. Sustainable project management through
project control in infrastructure projects. International Journal of Project
Management, 35(6), pp.1167-1183.
Marchewka, J. T., 2016. Information technology project management: Providing measurable
organizational value. John Wiley & Sons.
Meredith, J. R., Shafer, S. M. and Mantel Jr, S. J., 2017. Project Management: A Strategic
Managerial Approach. John Wiley & Sons.
Nicholas, J. M. and Steyn, H., 2017. Project management for engineering, business and
technology. Taylor & Francis.
Radujković, M. and Sjekavica, M., 2017. Project management success factors. Procedia
engineering, 196, pp.607-615.
Turner, R., 2016. Gower handbook of project management. Routledge.
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