Project Management Project Report: London Campus Event

Desklib provides solved assignments and past papers to help students succeed.

Project Management
1

Table of Contents
Introduction......................................................................................................................................3
Task-1..............................................................................................................................................4
Task-2..............................................................................................................................................8
Task-3............................................................................................................................................11
Task-4............................................................................................................................................15
Conclusion.....................................................................................................................................19
References:....................................................................................................................................20
List of Tables
Table 1: Project Initiation Document..............................................................................................4
Table 2: Stakeholder Analysis.........................................................................................................6
Table 3: List of Budget Expenses....................................................................................................7
Table 4: Work Breakdown Structure in Tabular Form....................................................................9
Table 5: Risk Register...................................................................................................................14
List of Figures
Figure 1: Work Break Down Structure..........................................................................................10
2

Introduction
The recent refurbishment work is done at the London campus to provide student and staff with
an enormous learning environment and awareness with the new age technology is being
inaugurated and its success is been celebrated at the coming fresher week. The event contains
various activities like a formal ceremony with the chief guests, informal tours for staff and the
students and evening dinner. The report comprises of a project initiation document explaining the
task in details regarding the aim, key persons, the budget of the event and major objectives of the
event. The work breakdown structure helps in understanding the whole event in simpler
packages. Risk register helps in identifying the various risks and finding out the various solutions
for them. A short report for the DOP regarding the importance of leadership and the analysis of
different methodologies.
Task-1
Aim of the Project
The university recently completed the refurbishment of their
teaching rooms and computer labs in there London premises. The
purpose of this project was to provide a better learning experiment
and access to the latest technological equipment to the student. This
can be a great opportunity for the university to attract the students
and obtain a competitive lead over the local university. In this
competitive environment, the university decided to launch the
success of the event publicly, hence hosting an event during the
fresher’s week in September. An event is a sub-event of the whole
project, also it can be said that the event is a celebration of the
success of the project with various objectives.
Start date August 5th, 2019.
Finish date September 10th, 2019.
Estimated budget
£50,000 (Briefly explained in Appendix-1)
Methodology Prince2
Brief breakdown Details are provided in Appendix 1.
Project Sponsor Director of Operations
Main objectives After the successful refurbishment of the teaching room and the
computer labs, the event focuses on the publicising these
investments and obtaining a lead from the local universities in this
competitive environment.
Overall suggested approach Objectives can be achieved by creating awareness about the event
and providing detailed tour of the building while the event takes
place.
3

Major Risks  The speakers or the chief guests might not attend the event.
 The presence is less than 75% of all the invitation.
 Risk of any natural calamities during the event.
Purpose Document provides the base information to have a proper definition
and plan of the project.
Key Staff DOP – xyz 1245678903
Project Manager – abc 1234567890
Key Deliverables Awareness, Campus tour; refreshments, catering, photo cabin,
dignitary’s speech.
Table 1: Project Initiation Document
Source: (Author, 2019)
4

Approvals:
Version: 3.2.1
Project Customer: ___________________ Date: __/__/____
Sponsor of the Project: ___________________ Date: __/__/____
Manager of the Project: ___________________ Date: __/__/____
Attendee: ___________________ Date: __/__/____
Stake Holder Analysis
The most crucial role in the completion of the task is played by the stakeholders. There are
various stakeholders like clients, end-users, public authorities, suppliers, media, insurance
companies and the competitors, etc (Fombrun, 2015). Out of all of these, the clients and the end-
users are the most valuable stakeholders; hence efforts should be made to understand their needs.
A six-step process can be followed for this which is: initial planning, identification, analysis,
communication, action and follow up. The whole process helps the project manager to know on
which stakeholders he should focus on (Eskerod, 2016).
Stakehol
der
Name
Author
ity
Contact
Person
(Name,
Phone,
Email,
Website,
Address
)
Impac
t
(Low,
Medi
um,
High)
Influe
nce
(Low,
Mediu
m,
High)
Stakehol
der’s
Interest
Stakehol
ders
Contribu
tion
Blockage
By
Stakehold
er
Stakehol
der
manage
ment
strategy
Sponsor Champ
ion
Xyz
xyz@ga.
uk
1234567
890
High High Awarene
ss for the
universit
y and
attracting
new
students.
Issue of
funds
Changes
can be
done
anytime
Project
manager
should
report
and take
approval
from
him.
Director Advoc Abc Medi Mediu Commit Advising Influenci Briefing
5

of
Operati
on
ate xyz@ga.
uk
2222555
55
um m ment to
impleme
nt the
project
the
Sponsor
ng the
upper
authoritie
s
decisions
Meeting
s
Project
Manage
r
Advoc
ate
Abc
xyz@ga.
uk
1234567
890
High High Maintain
the work
standard
Managin
g the
project
Unavaila
bility
Involve
ment in
Project
Steering
Board
Local
Universi
ties
Blocke
r
Abc
xyz@ga.
uk
1234567
890
Medi
um
Mediu
m
Increase
in
competiti
on
Reports
by
media
Student
Exchange
Proposal
Meeting
s with
press
Marketi
ng
Manage
r
Advoc
ate
Abc
xyz@ga.
uk
1234567
890
Low Mediu
m
Medium Testing
the
marketin
g
equipme
nts
Not
interested
Periodic
al
updates
Table 2: Stakeholder Analysis
Source: (Author, 2019)
6

Appendix-1
Table 3: List of Budget Expenses
Source: (Author, 2019)
7
Task Amount (in £)
Offline Marketing 8000
Social Media Promotion 2000
Leaflets 500
Catering 15000
Refreshments 1000
Utilities 500
Security 2500
Goodies & Gifts 3500
QA Team () 6000
Insurance 1500
Dignitary Fee 1500
Accommodation 2500
Transportation 1000
T-shirts, badges, Cards 2500
Unplanned Expenses 1500
Total Expenses 50000

Task-2
WBS
The projects with bigger scales are divided into a various fundamental part of the work, i.e.
dividing the larger work into small parts and making it not just easily understandable but also
more manageable. This process helps the manager in getting an effective overview of the project,
by which it’s easier to track all the steps of the project and cope up with the schedule too (Kim,
2018).
As the task is broken down into smaller packages with each task having its start date and end
dates combined with the task dependencies and their duration the critical path can be formed and
critical path analysis can be performed. The diagram is developed to represent the timeline of the
whole project (Harrison, 2017).
8

ID Task
Mode
Task Name Duration Start Finish PredecessorsResource
Names
Cost
0 Launch Day 40 days Mon
7/15/19
Fri 9/6/19 $6,664.00
1 1 Research 4 days Mon
7/15/19
Thu
7/18/19
$40.00
2 1.1 Fact findings 2 days Mon
7/15/19
Tue
7/16/19
Project
Manager,Researcher
$0.00
3 1.2 Client
Requirements
1 day Wed
7/17/19
Wed
7/17/19
2 Project
Manager,Researcher
$80.00
4 1.3 Brainstorming 1 day Thu 7/18/19Thu 7/18/193 Designer ,Researcher($40.00)
5 1.4 Milestone: Research0 days Thu 7/18/19Thu 7/18/194 $0.00
6 2 Planning 9 days Fri 7/19/19 Wed
7/31/19
$1,680.00
7 2.1 Scope Determination1 day Fri 7/19/19 Fri 7/19/19 5 Designer ,Project Manager$240.00
8 2.2 Budgeting 2 days Mon 7/22/19Tue 7/23/197 Designer ,Project Manager,Sponsor$480.00
9 2.3 Designing 3 days Wed 7/24/19Fri 7/26/19 8 Designer $360.00
10 2.4 Project cost ratio 1 day Mon 7/29/19Mon 7/29/199 Project Manager$120.00
11 2.5 Timeline
creation
2 days Tue
7/30/19
Wed
7/31/19
10 Designer
,Project
Manager
$480.00
12 2.6 Milestone: Planning0 days Wed 7/31/19Wed 7/31/1911 $0.00
13 3 Proposal 7 days Thu 8/1/19 Fri 8/9/19 $1,000.00
14 3.1 Objective Planning1 day Thu 8/1/19 Thu 8/1/19 12 Project Manager,Researcher,Sponsor$200.00
15 3.2 Proposal Formation2 days Fri 8/2/19 Mon 8/5/19 14 Designer ,IT Manager$480.00
16 3.3 Approval 3 days Tue 8/6/19 Thu 8/8/19 15 Sponsor $0.00
17 3.4 Resource Plan 1 day Fri 8/9/19 Fri 8/9/19 16 Designer ,Project Manager,Researcher,Sponsor$320.00
18 3.5 Milestone: Proposal0 days Fri 8/9/19 Fri 8/9/19 17 $0.00
19 4 Execution &
Performance Controls
16 days Mon
8/12/19
Mon 9/2/19 $3,464.00
20 4.1 Recruitment 5 days Mon 8/12/19Fri 8/16/19 18 Project Manager,Sponsor,Designer$1,200.00
21 4.2 Role Allocation 3 days Mon 8/19/19Wed 8/21/1920 Project Manager,Sponsor$360.00
22 4.3 Execution of
different tasks
5 days Thu
8/22/19
Wed
8/28/19
21 IT
Manager
,Project
$1,320.00
23 4.4 Quality Assurance2 days Thu 8/29/19Fri 8/30/19 22 Project Manager,Sponsor$240.00
24 4.5 Tracking 1 day Mon 9/2/19 Mon 9/2/19 23 Designer ,Project Manager,Researcher,Volunteer,Sponsor$344.00
25 4.6 Milestone:
Execution &
Performance
Controls
0 days Mon 9/2/19 Mon 9/2/19 24 $0.00
26 5 Event Day 4 days Tue 9/3/19 Fri 9/6/19 $480.00
27 5.1 Monitoring 1 day Tue 9/3/19 Tue 9/3/19 25 Project Manager,Sponsor$120.00
28 5.2 Closure 2 days Wed 9/4/19Thu 9/5/19 27 Sponsor,Project Manager$240.00
29 5.3 Signing Off 1 day Fri 9/6/19 Fri 9/6/19 28 Project Manager,Sponsor$120.00
30 5.4 Milestone: Event
Day
0 days Fri 9/6/19 Fri 9/6/19 29 $0.00
Project Manager,Researcher
Project Manager,Researcher
Designer ,Researcher
7/18
Designer ,Project Manager
Designer ,Project Manager,Sponsor
Designer
Project Manager
Designer ,Project Manager
7/31
Project Manager,Researcher,Sponsor
Designer ,IT Manager
Sponsor
Designer ,Project Manager,Researcher,Sponsor
8/9
Project Manager,Sponsor,Designer
Project Manager,Sponsor
IT Manager ,Project Manager,Sponsor,Voluntee
Project Manager,Sponsor
Designer ,Project Manager,Researcher,Volunt
9/2
Project Manager,Sponsor
Sponsor,Project Manager
Project Manager,Sponsor
9/6
Jul Aug Sep Oct Nov
Qtr 3, 2019 Qtr 4, 2019
Table 4: Work Breakdown Structure in Tabular Form
Source: (Author, 2019)
9

Work Breakdown Structures
Figure 1: Work Break Down Structure
Source: (Author, 2019)
10
Launch Day
Research
Fact findings
Client Requirements
Brainstorming
Milestone: Research
Planning
Scope Determination
Budgeting
Designing
Project cost ratio
Timeline creation
Milestone: Planning
Proposal
Objective Planning
Proposal Formation
Approval
Resource Plan
Milestone: Proposal
Execution &
Performance Controls
Recruitment
Role Allocation
Execution of different
tasks
Quality Assurance
Tracking
Milestone: Execution
& Performance
Controls
Event Day
Monitoring
Closure
Signing Off
Milestone: Event Day

Task-3
Risk Management Analysis: According to The Institute of Risk Management, there are various
risks which could be faced by the team working on a project & even though all the risks can’t be
identified thoroughly most of them can be analyzed with some simple processes, listed below:
• Risk Monitoring & Control: In this process, the plan for the reduction of risk is created, and
residual risks are controlled along with the identification of new risks (Hopkinson, 2017).
• Qualitative Risk Analysis: In this process, the probability of risks and their impacts are
analyzed.
• Risk Identification: Only those risks which have the potential to affect the project are
analyzed.
• Risk Management Planning: After the analysis, the approach for planning is discussed.
11

Type of
Problem
Seriousness before
Mitigation
Mitigation Seriousness after
mitigation
Contingen
cy
Owner
Pro
b.
Impa
ct
Ratin
g
Pro
b.
Impa
ct
Ratin
g
Operational
The Risk of
unavailabilit
y of the
parking area
during the
event.
1 4 4 The
agreement
must have
all the
informatio
n regarding
the
facilities,
so that
penalties
could be
implement
ed
1 2 2 Locate the
nearest
parking
which
could be
available
during the
event.
Project
Manag
er
Risk of food
and
beverages
not getting
delivered on
time.
1 4 4 Informatio
n regarding
the time
limits and
clause of
penalties
should be
provided
1 4 4 A
temporary
but
powerful
hotspot
could be
provided.
IT
Manag
er
Risk of
power cuts
during the
event.
2 5 10 A power
generator
should be
taken on
rent.
2 1 2 Local
maintenan
ce people
should be
informed
about the
event.
Project
Manag
er
Dignitaries
may not be
able to
attend event
and give the
speech.
2 3 6 Confirmati
on should
be asked
and only
nearby
hotels
should be
booked for
the
dignitaries.
1 2 2 Higher
authorities
can
prepare a
speech
too.
Dean
Risk of
having
more events
1 3 3 Reminding
the
building
1 2 2 An
alternate
access
Project
manage
r
12