Project Management Report: QAHE University Event Launch Analysis

This report details the project management plan for QAHE University's event launch, following the recent refurbishment of their computing labs and teaching rooms. It begins with an introduction outlining the project's goals to attract more students. Task 1 includes the Project Initiation Document (PID), which provides a comprehensive overview of the project's objectives, scope, constraints, and risk analysis. Task 1 also covers stakeholder analysis. Task 2 focuses on the risk register, identifying potential challenges and mitigation strategies. Task 3 presents the Work Breakdown Structure (WBS), and Task 4 includes a short report on leadership and sponsors. The report concludes with a summary of findings and a list of references. The report provides valuable insights into the practical application of project management principles, including initiation, stakeholder management, risk assessment, and work breakdown structure, within the context of a university event.

Project
Management

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
a) Project initiation document (PID)...........................................................................................1
b) Stakeholder analysis...............................................................................................................5
TASK 2............................................................................................................................................8
Risk Register...............................................................................................................................8
TASK 3..........................................................................................................................................16
Work break down structure (WBS)...........................................................................................16
TASK 4..........................................................................................................................................17
Short report................................................................................................................................17
CONCLUSION..............................................................................................................................18
REFERENCES..............................................................................................................................20

INTRODUCTION
Project management refers to practice of initiation, planning, execution, control and
closure of work of team members by which they can attain organisational goals and attain
success criteria within stipulated time frame (Conforto and et.al., 2016). This project is based on
QAHE (QA Higher Education) who have recently accomplished refurbishment of their
computing labs and teaching rooms in Birmingham, Manchester and London. This is done to
make sure that students have enhanced experience of learning with respect to trending
technologies. To celebrate success of their project they are looking forward to launch an event by
which they can attract more number of students. This report contains detail about initiation of
project, analysis of stakeholders, work breakdown structure (WBS), different risk registers. At
last short report has been presented which contains quality of leadership and sponsors for doing
investment in event.
TASK 1
a) Project initiation document (PID).
It is most momentous artefacts which renders foundation of project. Basically it is
information which is collected by starting a project and its initiation in PRINCE2 obsessed
project environment. Projects in controlled environments (PRINCE2) refers to existing process
based method for effectual management of project (Gauthier and Ika, 2012). In PID short
summary of document is created at initial stage of project, this summary is provided to all who
are interested in knowing details of specific project in terms of methodology used and various
parameters. PID contains information of budget, breakdown of finance, timescale, objectives and
approaches. Below PID plan for QAHE has been provided:
PID Item Check when Complete
Section 1: What is the Project all about? QAHE has accomplished process of
renovation of their teaching rooms and
computing labs in their different
Universities. For this they are launching
an event for publicising this change by
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which they can attract more number of
people.
Project Title Launching of an event
Background Recently refurbishment has been
carried out by QAHE University and
they aims at fascinating more number
of students.
Purpose Rationale behind this event is to attract
more number of students towards their
Universities.
Objectives (and ways in which they can be measured)  Promotion of University by
which large number of students
can be drawn in. It can be
measured by identifying number
of registrations.
 Publicise their refurbishment
among students of Manchester,
London and Birmingham
University. Again it can be
evaluated by number of visitors.
 Gain competitive edge among
other universities.
 Successful accomplishment of
launch event. It can measured
by evaluating each and every
detail of event.
Project Scope By this university will be able to attract
large number of candidates.
Constraints They have small budget, they need to
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design their event accordingly.
Assumptions Management of QAHE is expecting
that by this event they will be able to
acquire more number of students.
Section 2: Why this project should go ahead? This project includes renovation of
computer labs on the basis of latest
technology, this provide students with
acknowledgement of what options they
will have if they will opt to study in
QAHE University.
Business Case: Project Benefits
Cost and Timescale
Cost/ Benefit Analysis
By this QAHE University will be able
to pull in more number of candidates
which will lead to gain competitive
edge within market.
£50,000 and it is a 5 day event
 Locale - £20000
 Food - £10000
 Decoration - £5000
 Amusement - £5000
 Equipments - £10000
Risk Analysis: Risk Identification
Risk Prevention
Lack of finance is major risk due to
which their event can go off track and
appropriate number of students do not
visit.
Operation manager needs to make sure
that budgets are managed properly and
Appropriate strategies for marketing
must be used like advertisement on
social media, newspaper, magazine etc.
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Risk Management
Risk Monitoring
They need to have backup in terms of
finance so that in case if any kind of
emergency arises then they will be able
to handle that.
Assessment must be carried event
occurs this will enable them to monitor
activities which can lead to interruption
of event before event happens.
Section 3: Who will work on project? Operation manager, technical team and
supporting staff
Roles and responsibilities Operation manager is responsible for
monitoring different activities which
other teams are working on.
Technical team will ensure that new
equipments are working in appropriate
manner and different equipments which
will be installed to carry out event are
responsive.
Support team provides their services to
other teams depending upon their
requirements.
Names of: Project Sponsor
Project Manager
Project Team
Managing Director
Director of operations
Different staff members
Section 4: How and when project will be delivered? This event will be conducted on 2nd to
6th September, 2019
Initial Project Plan QAHE University have renovated their
teaching rooms and computing labs.
Now they have planned to organise an
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event. Initial plan is to carry out
different campaigns by which their
event will be publicised.
Assignments/Milestones After long they have carried out
renovation project and to make it
successful they need to consider certain
aspects like how they can carry out this,
what all can be considered and many
others.
Schedule (Gantt Chart) Provided below
Human Resource Requirements: Project Team Resources, training to employees who
are part of project team to make the
event successful.
Support Staff Resources for managing different
activities which are given to them by
project team
Additional Staff Resources which are necessary for
making guests comfortable.
Project Control:
Monitoring Mechanisms
It includes identification of different
obstacles which can occur during event
and possible solution for them.
Communication Channels and Schedules Event must be properly scheduled and
there must be enhanced communication
channel between different teams so that
things can be done in required format.
b) Stakeholder analysis
Stakeholder Analysis Matrix
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Stakehold
er Name
Contact
Person
Impact Influence What is
important
to
stakehold
ers?
How they
will
contribut
e within
project?
How they
can block
project?
Strategy
for
managem
ent of
Stakehold
ers
Supplier Jane Smith
smith@pa
g.org
High Broad For
conductin
g an event
manageme
nt requires
resources
which
enable
them to
render
services to
people in
effective
manner.
By this
event,
supplier
will get
opportunit
y to
supply
material.
They are
not
investing
in this
project in
terms of
money but
they have
invested in
terms of
resources
which will
be
required
for
conductin
g this
event.
If supplier
do not
provide
resources
which are
must on
event day
then it will
become
very
difficult
for QAHE
University
to manage
resources
at last
moment.
Project
manager
needs to
remain in
contact
with
supplier
and ensure
that
necessary
resources
are present
within
campus
before 2-3
days.
Sponsors David
david@qa
High High It is
essential
They have
invested
In this
case they
They do
not need
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he.org for
sponsors
as they
have
opportunit
y to
promote
their
offerings.
If they are
able to
grab this
chance
effectively
then they
can
acquire
significant
growth in
their own
business.
financially
in this
project as
by this
they will
be able to
make
unique
presence
of their
products
in front of
public.
will not
block
project as
sponsor is
Managing
Director
and is
independe
ntly
carrying
out this
event.
any
strategy in
this case,
but they
need
strategy to
manage
their
budget so
lack of
finance do
not occur
at the time
event and
they also
need to
save from
this so that
in case of
urgency
they have
something
by which
they can
handle
situations.
Faculty Carlos
carlos@qa
he.org
Medium High They are
interested
in this
project as
they will
They are
neither
investing
financially
nor in
They can't
block the
event but
if they feel
like if at
As such
they do
not need
to be
managed
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meet their
old
students
and by
acknowled
ging their
achieveme
nts they
will be
motivated
to enhance
their
services.
Furthermo
re, they
will also
get chance
to learn
about new
technolog
y and
work on
them
(Hällgren,
2012).
terms of
resources.
They will
not get
anything
from this
project
that is the
reason
behind
this.
this
moment of
time less
number of
students
will come
due to any
reason
then they
can give
suggestion
s to
manageme
nt.
as they are
working
part of this
University
. It is
essential
that they
all must be
present at
the time of
event so
that they
can
address
different
queries of
students.
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TASK 2
Risk Register
Determination of risk: When any event is organised then certain problems will be faced,
they are referred to as risks. In terms of QAHE, they are about to launch an event by which they
can attract more students. Risks which are involved in this project are mentioned below:
Risk Register
Projec
t Risks
Severity prior to
mitigation
Mitiga
tions
Severity prior to
mitigation
Contin
gency
Plan
Status Owner
Likelih
ood
Impact Rating Likelih
ood
Impact Rating
Inappr
opriate
manag
ement
of
budget
can
lead to
risk of
over
costing
.
3 2 6 Have
extra
funds,
if any
conditi
on
arises
then
they
can
deal
with it
in
efficaci
ous
manner
.
2 2 4 Formul
ate
back
up plan
to
elimina
te such
kind of
risk
and
manag
e
money
in
proper
manner
.
Action
is
comple
te and
is
under
monito
ring
Financ
e
manag
er
If
plannin
3 4 5 Have
coordin
2 2 4 Try to
manag
For
approv
Project
manag
9