Project Management Report: QA Higher Education Event Refurbishment

This project management report focuses on a project for QA Higher Education, aiming to refurbish teaching rooms. It begins with a Project Initiation Document (PID) outlining the project's goals, budget allocation, and timeline. The report then analyzes stakeholders, identifying their interests and influence on the project. It further details the Work Breakdown Structure (WBS) used to manage the event, breaking down tasks into manageable components. A risk register is presented, documenting potential risks and mitigation strategies. The report also includes a Gantt chart for event planning and a short report summarizing key aspects like leadership and methodology. Overall, the report provides a comprehensive overview of the project management process for the refurbishment initiative.

PROJECT
MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
a) Project initiation document.....................................................................................................3
b) Stakeholders analysis..............................................................................................................4
TASK 2............................................................................................................................................6
Work break down structure.........................................................................................................6
TASK 2............................................................................................................................................7
Risk Register ..............................................................................................................................7
TASK 4..........................................................................................................................................12
Short report:..............................................................................................................................12
CONCLUSION..............................................................................................................................12
APPENDIX ...................................................................................................................................13

INTRODUCTION
Project management refers to the planning or making optimum utilisation of resources in
order to carry on the task effectively and within stipulated time period. Such project helps the
organisation to determine the objective and meet the quality standard by proper planning,
execution as well as monitoring the project (Alsudiri, Al-Karaghouli and Eldabi, 2013). This
report of project management is based on the QA Higher Education that provide educational
facility to the higher education students of London, Birmingham and Manchester. The
educational institute makes the use of innovative technology in order to support the smart classes
for the convenience of students due to which its objective is spread awareness about the
refurbishment of teaching rooms. This report cover following topics such as sample of project
initiation document. The work breakdown structure to manage the task of project. Prepare
document containing risk register in order to document the risk and actions. Lastly, make short
report that cover all the essential aspects like leadership and methodology are covered in this
report.
TASK 1
a) Project initiation document
Project initiation document is prepared by the top level that contain all the essential detail
or information associated with the project. This is the essential part of business project that
include all the information required to commence the project and communicate with the
stakeholder for better accomplishment of task (Conforto and et. al., 2016). Further, it involve the
information that is required for effectively starting the project on which the success as well as
failure of project depends. Thus, PID plan for the execution of project is stated below:
Title of project Launching of an event
Computation of budget This project is based to spread the awareness regarding the
renovation of the QAHE educational institute for which the
Director has allotted budget of £50,000 approximately. This
investment was made to bring the new technology and encourage
the innovative method of education.

Allocation of fund on
different activity
 Locus - £8000
 Embellishment - £4000
 Entertainment - £3000
 Food and beverages - £14000
 Other resources - £21000
Start date 22nd August, 2019
Finish date 25th August, 2019
Project Sponsor Managing director or the other directors of University
Project manager
Goal “To refurbish labs and class rooms by using latest technology in
order to enhance the working area and make the healthy
surrounding”
Main objectives  Encourage new learning pattern which are more creative and
grab the interest of higher educational students
 Such event can encourage the respective industry to gain
competitive advantage and acquire sound position.
 Promotion of University
Overall suggested
approach
 Formulate effective strategies by informing the student
regarding the importance of technology and how it can help
to enhance their lives.
 Create awareness to conduct formal meeting and provide
opportunity to both faculty as well as students.
Reference(s)
b) Stakeholders analysis
Stakeholders refer to both internal as well as external member who are interested in the
profitability of business as their interest is associated with the operations of company (Davis,

2014). In relation to the QAHE educational institute there are various stakeholders whose interest
are associated with the company. These stakeholders are defined below:
Stakeholde
r
Stake in
project
Influence/
Impact
What is
required
from them
Risks or
perceived
attitude
Stakeholde
r
Manageme
nt Strategy
Responsibil
ity
Managing
Director
Allocate
task
effectively
to the
faculty
member
and
constantly
supervise
their
performance
.
High Determine
clear
objective
and deliver
it effectively
to the
project team
in order to
fulfil the
aim of event
and
overcome
the hurdle
effectively.
Less
reluctant to
overview
the
operation
that are not
associated
with the
event.
Responsibili
ties are
assigned as
per the
specialisatio
n or
competency
of team
member.
Project
manager
Operations
Managers
Make proper
arrangement
s and
perform
routine task
wisely
Medium Perform the
day to day
routine
work within
stipulated
time period.
Repetitive
task or
monotonous
routine can
lead to
fatigue that
The are
responsible
to update
the project
manager
regarding
Project
sponsor

(Gauthier
and Ika,
2012).
may hamper
work
quality.
the day to
day task.

TASK 2
Work break down structure
Work breakdown structure involve various method or the multi stages that help to divide
the large project into the smaller and manageable portion in order to perform the project as well
as task effectively. This is significant method which is used to deal with the large project as
WBS break the project and make it easier to complete the task and achieve objective effectively.
In relation to QAHE will need three days to organise the event and conduct fresher week. Thus,
the task to be covered within this duration are described below:
Marketing: It is related with the promotion of event that need to be carry out in such a
manner it encourage the students to attend the programme. This is useful for both institution as
well as student in order to gain better understanding regarding refurbishment and its importance.
Additionally, the university need to adopt the signifiant marketing strategy before launching the
event by retaining the existing ones and attract potential customer (Harrison and Lock, 2017).
For instance, the institute can promote demo classes so that the student experience practical
experience and take sound decision.
Quality: The objective of the project as well as routine task need to be taken place
effectively as it depict the quality of overall project. Thus, the institute can use key performance
indicator to track the performance and perform the project management activity effectively in
order to evaluate the success and attain the target effectively. Lastly, the quality of three days
event can be evaluated on the basis of new admission.
Financing: There are several sources of fund like bank loan so to fulfil the objective of
project the director need to look for the most suitable source that can help the institute to gain
long term profitability. Herein, QA higher education institute has granted the finance of £50,000
in order to organise the event successfully. Thus, lack of financial allocation act as a constraint to
perform the activity effectively.
Research: Within research the external market is analysed and data is gathered to
accomplish the task successfully. Herein, the research department of QAHE can perform the
research and launch event with the help survey that is used to gather the data. Further, this data is
converted in the valuable information which is used to achieve the objective successfully.

Thus, the work break down structure and gantt chart in order to launch the event and
promote the refurbishment of classroom is defined below:
Gantt chart:
It is the bar chart that consist of various task to be performed at vertical axis and time
interval on horizontal axis. This chart clearly depict that how much time to be allocated in the
activity which leads to effective fulfilment of task. Thus, the Gantt chart for QAHE is displayed
in appendix part.
TASK 2
Risk Register
Risk refer to the threat or the problem that may arise while carrying out the current
project or an event (Kendrick, 2013). As QA Higher Education institute with the help of event
tries to obtain the desired outcome but this risk factor can affect the profitability and hamper the
process which can deviate the company from target. Thus, there are certain registered risk which
are in relation to the refurbished of teaching area are described below:
S.
No.
Risk
Description
Likelihoo
d
Impac
t
Owner Mitigation Continge
ncy
Pre
action
weightin
g score
Post
action
weighti
ng
Score

1 If the
budget is
not pre
planned
effectively
then it leads
to uneven
allocation of
fund for
various
activity
which can
act as a risk
factor for
company.
High High Director Make
optimum
utilisation
of resources
and the
institute can
maintain
the reserve
stock that
can be used
during
utmost
emergency
to mitigate
risk.
The
institute
need to
have
backup
plan that
can be
used
during
the
ineffectiv
eness of
previous
plan
7 out 10 6 out 10
2 Managemen
t of time can
be riskier to
perform
various task
and
effectively
the activity
within
specific
duration.
High Mediu
m
Manager
of project.
The project
manager
can prepare
the action
plan to
coordinate
the project
and perform
the task
efficiently.
Fixing
the time
duration
and
constant
modificat
ion helps
to tackle
the
situation
effectivel
y.
8 out 10 9 out 10
3 With the
constant
advancemen
low High Operating
directors
Mend the
equipments
to be used
To fulfil
the
purpose
5 out 10 7 out 10

t of
technology
or
innovation
after a
particular
period of
time the old
technology
gets
obsolete
that can
affect the
core
competency
of
university
until they
constantly
adopt the
innovation.
effectively
within
specific
time frame.
of event
institute
can
acquire
more
technolog
y for
better
accompli
shment of
result .
4 As the
resources
are limited
in term of
raw material
or funds
which at
times
creates
problem for
High High Director
of
operation
s
The
institute can
explore the
various
sources to
raise fund
also they
can
maintain
effective
The
extended
amount
can be
fairly
allocated
for
different
tasks
6 out 10 7 out 10

the firm to
perform the
task
effectively
as well as
efficiently.
Thus, it may
create
difficulty
for proper
allocation
for different
activity.
supplier
supply
relation
(Krane,
Olsson and
Rolstadås,
2012).
5 It the task or
the routine
responsibilit
ies are not
managed
effectively
then it may
lead to
operational
risk while
carrying out
the event.
Medium Low Technical
team
Close
supervision
leads to
systematic
performanc
e of
activity
along with
that the
manager or
director
needs to
regular
contact with
the member
who are
directly or
indirectly
The
foresight
vision
can help
the
institute
to pre
plan the
strategies
that can
implemen
t
whenever
required.
This
saves the
planing
time of
8 out 10 4 out 10

part of the
event
an
organisati
on.
9 As the result
of
organising
the event is
measurable
so in case of
low
admission
which mean
the
conversion
or traffic
rate is low.
This is a
risky
situation
because the
firm has
already
incurred
huge
expenditure
in
refurbishme
nt or while
organising
event.
High High Project
manager
Proper
invitation
and direct
contact with
the existing
and other
individual
provide
opportunity
to avail the
facility
If the
university
is able to
attract
few
people
then they
should
used
proper
promotio
n tool
like
digital
media to
make
customise
d
advertise
ment
and retain
effectiven
ess
(Stelling
werf and
Zandhuis,
2013).
6 out 10 3 out 10

10 If is
objective is
unclear
within the
member
then this act
as a
performance
risk under
which the
internal
stakeholders
gets
deviated
from the
task.
High Low Scott
Member
Strategies
or planning
is prepared
within the
educational
institute by
analysing
overall
objective.
Once
planning
is done
then it is
displayed
to the
member
who are
capable
to
understan
d and
eliminate
the fault.
8 out 10 2 out 10
TASK 4.
Short report
The short report for project sponsor which is addressed to the Director of Operations is
defined below:
PROJECT REPORT
QA higher education renovated their class room, laboratories as well as computer labs for their
students in order to provide them desirable learning experience that has also enhanced the class
room management. For the better promotion of digital learning session the University has
organised a programme or event by enhancing learning with smart technology. Thus, the short
report carries the role of leadership and recommendation which is defined below:
Significance of leadership:
Leadership plays a crucial role to lead the project and help to gain the success by effective

implementation of plan. In relation to the QAHE programme require role of strong leadership
in order to handle the project successfully. Moreover, the role of manager is to have foresight
vision by which they can handle the various activity successfully. As the event is for the various
student and will be carried out at huge scale which makes it essential to effectively handle
different operation that are direction or indirectly related with the event (Meredith, Mantel and
Shafer, 2017). For instance, the HR department is responsible for the overall internal
management similarly marketing department will be responsible to promote the event and make
student aware about how their event or smart classes can help the student. In addition to it,
effective leadership can motivate the management and help to coordinate the activities within or
among different department. Thus, the university majorly focuses to the leadership style as it
can help the university to flourish their investment purpose.
Methodology:
There are various kinds of methodologies such as waterfall, agile and so on that can help the
firm to gain long term success. Application of suitable methodology can help the QAHE
institute to manage their event effectively without any chaos or hurdle. Each methodology has
its own relevance that can help the firm to sort out the issues effectively. Like, agile
methodology helps by breaking the whole project into the smaller stages which leads to
continues improvement. It also sustain the collaboration of university with different
stakeholders at different stages to maintain the clarity and smooth functioning. Along with this
within waterfall methodology the whole project break down into the separate phases that has its
own relevance but together help to achieve the purpose of project. Thus, the main advantage
associated with this methodology is that it helps to maintain the quality assurance as each stages
passes through verification to maintain the accuracy and reliability.
Recommendation:
According to the above described methodologies, QAHE institute can launch the awareness
event with the help of agile methodology. This method helps in systematic functioning of event
in order to satisfy the customer and educate them regarding the significance of latest tool and
technique. Therefore, it is better approach in comparison to waterfall method because it is
incremental approach that help to enhance the quality of project at each progressive stages
(Lock, 2016).

CONCLUSION
From the above report it has been determined that project management is the ability by
which the firm can effectively plan out the activities and perform the task within stipulated time
period. Its main role is to make sure that the activity of an organisation are managed effectively
and the various task associated with project management are accomplished effectively. As there
are various risk associated with the project so the role of project manager is to analyse as well as
mitigate such risk. Moreover, with the help of work breakdown structure the educational institute
divide the task associated with the preparation of project in order to achieve the objective
effectively by carrying out the task in a sequential manner. Further, short story report display the
essential requirement of leadership and methodology concept which function effectively.

REFRENCES
Books and Journal
Alsudiri, T., Al-Karaghouli, W. and Eldabi, T., 2013. Alignment of large project management
process to business strategy: A review and conceptual framework. Journal of Enterprise
Information Management. 26(5). pp.596-615.
Conforto, E. C., and et. al., 2016. The agility construct on project management theory.
International Journal of Project Management. 34(4). pp.660-674.
Davis, K., 2014. Different stakeholder groups and their perceptions of project success.
International journal of project management. 32(2). pp.189-201.
Gauthier, J. B. and Ika, L. A., 2012. Foundations of project management research: an explicit
and six‐facet ontological framework. Project Management Journal. 43(5). pp.5-23.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Kendrick, T., 2013. The project management tool kit: 100 tips and techniques for getting the job
done right. Amacom.
Krane, H. P., Olsson, N.O. and Rolstadås, A., 2012. How project manager–project owner
interaction can work within and influence project risk management. Project
Management Journal. 43(2). pp.54-67.
Meredith, J. R., Mantel Jr, S. J. and Shafer, S. M., 2017. Project management: a managerial
approach. John Wiley & Sons.
Lock, D., 2016. Project Management in Construction. Routledge.
Stellingwerf, R. and Zandhuis, A., 2013. ISO 21500 Guidance on project management–A Pocket
Guide. Van Haren.

APPENDIX
Budgets:
Budget Cost
Locus £8000
Embellishment £4000
Entertainment £3000
Food and beverages £14000
Other resources £21000