Project Management Report: QA Higher Education Event

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PROJECT MANAGEMENT
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Contents
LIST OF FIGURES.......................................................................................................................3
INTRODUCTION........................................................................................................................4
TASK 1...................................................................................................................................... 5
PROJECT INITIATION DOCUMENT........................................................................................5
BUDGETARY INFORMATION.............................................................................................5
TIMESCALES......................................................................................................................6
OBJECTIVES.......................................................................................................................7
APPROACH........................................................................................................................7
KEY STAFF......................................................................................................................... 7
STAKEHOLDER ANALYSIS..................................................................................................7
TASK 2.................................................................................................................................... 11
WORK BREAKDOWN STRUCTURE.......................................................................................11
TASK 3.................................................................................................................................... 14
RISK REGISTER.................................................................................................................... 14
TASK 4.................................................................................................................................... 18
A) VALUE OF STRONG LEADERSHIP ON A PROJECT......................................................18
B) ANALYSIS AND CRITIQUE OF THE PROJECT MANAGEMENT METHODOLOGIES.......19
CONCLUSION.......................................................................................................................... 23
REFERENCES........................................................................................................................... 24
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LIST OF FIGURES
Figure 1: AGILE METHODOLOGY............................................................................................ 19
Figure 2: WATERFALL METHOD..............................................................................................20
Figure 3: PRINCE2 PROCESS....................................................................................................21
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INTRODUCTION
The project management refers to the planning, organizing and controlling of the resources
and the activities that are to be undertaken with the help of the whole team to achieve the
desired objectives of the project by applying various tools and methods that helps in gaining
success. The project manager plays a significant role in managing the risks, effectively
planning the activities and attaining the goals of the project timely and efficiently. The
following project management report will include the application of budgetary plan,
timescales, objectives and stakeholder analysis in the project initiation stage. The project
manager will also develop a work breakdown structure for conducting all the activities
timely and will use risk register to manage the overall risks in the project. The last part of
the report will lay emphasis on the significance of leadership and analyse various
methodologies applied in the project management.
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TASK 1
PROJECT INITIATION DOCUMENT
The project initiation document is the structure of the project offering details about the
time and funds needed for undertaking the project, analysis of the stakeholders and the
changes that needs to be made for the success of the project (Meredith et al. 2017). The
event is conducted to promote the services of QA Higher Education and grab the attention
of new students and increase competitiveness of the University.
BUDGETARY INFORMATION
NUMBER OF PEOPLE INVITED 600
VENUE QA Higher Education Auditorium
EVENT BEGINS AT 6:00 PM
EVENT ENDS AT 10:00 PM
CATERING SERVICES OFFERED  Disposable plates and utensils for
guests
 Staff including waiters and
bartenders
 Separate table for food
ANALYSIS OF BUDGET
ACTIVITIES AMOUNT
RENT OF AUDITORIUM £15,000
CLEANING CHARGES £800
SALARY TO STAFF £2,000
CATERING SERVICE £22,600
FOOD £9,100
TOTAL £49,500
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ANALYSIS OF THE COST INVOLVED:
 Salary to staff
Salary of staff per hour £25
Staff needed for the event = 20
Total cost of staff = 25 X 4 (Hours) X 20 = £2,000
 Catering services
Food utensils an disposables (650 X 4) = 2600
Service offered to senior manager and other honourable guests = £20,000
 Food items:
650 Food packets X £10 per person = £6,500
650 Desserts X £4 per person = £2,600
TIMESCALES
(Kerzner, 2017)
ACTIVITIES 3 DAYS 3 DAYS 5 DAYS 3 DAYS 3 DAYS
INITIATION PRINTING
INVITATION
S
PLANNING PLANNING
THE
ACTIVITIES
AND
ALLOCATING
THE
RESOURCES
EXECUTION ORGANIZING CATERING
SERVICES AND UTILIZATION
OF RESOURCES
EVALUATION MONITORING THE
EFFECTIVENESS OF ACTIVITIES
UNDERTAKEN
CONTROLLING CONTROLLING
THE OVERALL
COST OF THE
EVENT AND
IMPLEMENTING
CHANGES
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OBJECTIVES
 To promote the services offered by QA Higher Education (QAHE)
 To grab attention of new students and introduce creative ways of learning for them
 To improve the methods of teaching by introducing innovative technologies and
thus, enhancing the competitiveness of the university
APPROACH
For effectively promoting, implementing and developing the project, a project initiation
document is prepared that is useful in understanding the basic information of the activities
to be undertaken in the project and thus, lead to efficient planning and management of the
project. To resolve the issues at the time of the event, agile approach would be used as it is
an appropriate project management tool that helps in identifying the problem and resolving
it effectively and improving the performance of the team (Rasnacis and Berzisa, 2017).
KEY STAFF
The University of Roehampton London organizes an event to attract students by publicising
about the excellent learning environment provided to the students using latest technology
and services offered by QAHE. This event will request the presence of the students, teachers
and parents to inform them about the services available for students in the university that
would help in improving their learning experience. The success of the event involves
contribution from various managers and employees being assigned different duties and
responsibilities (Harrison and Lock, 2017). For undertaking the planning of the event, 6
managers are selected and 8 employees are finalized for the managing and implementation
of all the activities as per the plans and 20 staff members are given the responsibility of
providing catering and other services to the guests.
STAKEHOLDER ANALYSIS
STAKEHOLDERS AUTHORITY IMPACT INFLUENCE IMPORTAN
CE
HOW
STAKEHOL
DER BLOCK
THE
PROJECT
STRATEGY
FOR
STAKEHOLD
ER
MANAGEM
ENT
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EVENT
MANAGER
Project
management
executive
High High Plans,
organizes an
controls all
the
activities
that are to
be
conducted
for the
event
Lack of
accurate
informatio
n at the
time of
planning in
the project
initiation
stage
The high
level
manager
must keep
an eye over
the planning
don by
project
manager
MARKETING
MANAGER
Senior
manager
High Moderate Offers and
applies
various
tools of
marketing
and
promotion
to increase
the
attention of
the public
and
increasing
the
effectivenes
s of the
event
(Turner,
2016).
Does not
participate
in the
project
execution
phase
The project
manager
must take
regular
follow-ups
for
assessing
the progress
of
promotion
( Heagney,
2016)
SPONSORS Fund
providers
High Moderate The
sponsors
provide
Not
providing
access to
The funds
must be
allocated on
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funds
required for
promoting
the entire
event
funds
would
affect the
implement
ation of
the project
a priority
basis by
referring to
the
activities to
be
conducted
in the
project
DIRECTOR Legal
representativ
e
High High Provides
innovate
ideas using
creativity
and
analytical
skills
Implementi
ng
ineffective
decisions
and
applying it
in the
process of
policy
formulatio
n (Turner,
2016).
The director
must
formulate
effective
strategies
that can be
used in the
implementa
tion of the
project
STUDENTS Learners High High The success
of the
university is
dependent
on its
students
Less
involveme
nt of
students in
the entire
process
would
affect its
success
Promotional
activities
must be
undertaken
effectively
to increase
the
attraction of
students
that result
in more and
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more
admissions
STAFF Responsible
personnel
Low low The
implementa
tion and
managing of
all the
activities
and solving
the
problems of
the
students
Low
motivation
among the
staff
members
and strikes
can affect
the
processes
The staff
must be
involved in
the
decision-
making to
get more
ideas and
increase
loyalty and
motivation
of the staff
(Turner,
2016).
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TASK 2
WORK BREAKDOWN STRUCTURE
The work breakdown structure is prepared to divide the whole project into smaller tasks so
that duties and responsibilities can be assigned to all the team members according to their
abilities so that the tasks can be managed and performed effectively and positive results can
be attained. For undertaking the launch of the event, the project manager has divided all
the activities into manageable sections to carry out all the tasks smoothly and achieve
desired objectives of the project (Lock, 2017).
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WORK BREAKDOWN STRUCTURE WITH THE HELP OF GANTT CHART:
(Radujković and Sjekavica, 2017)
ACTIVITIES WEEK 1 WEEK 2 WEEK 3 WEEK 4
Defining the
objectives of
the event
Budgeting
Booking the
auditorium
Designing
invitation
cards for the
guests
Preparing list
of the guests
Printing
invitations
Organizing
team
members
Finalizing
caterers
Sending
invitations to
the guests
Confirming
the attendees
through
follow-up
Decoration
and
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