Project Management Report: QA Higher Education Event Launch Project

This project management report details the strategic planning and execution of a university event aimed at showcasing a technology-driven building to attract students and enhance the university's competitiveness. The report encompasses essential components of project management, including the Project Initiation Documentation (PID) with budgetary information, timescales, objectives, approach (PRINCE2), and stakeholder analysis. It further elaborates on the Work Breakdown Structure (WBS) and Gantt chart for task management, a risk register to identify and mitigate potential challenges, and a short report to the project sponsor. The report evaluates project risks, and stakeholder interests, providing a comprehensive overview of the project's lifecycle, from initiation to potential challenges. The report uses PRINCE2 methodology to ensure the project achieves its goals within the given constraints.

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
4. Short report to the project sponsor..........................................................................................8
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Project management refers to the process and practice of initiating, planning, executing,
controlling and closing the work of a team or group to attain specific goals and meet exceptional
growth criteria at a special time. The main objective of project management is to attain the aims
and objectives of the project goals within given confinement (Boyle, 2017). Project management
is an effective process because it help to keep control of costs and allows for effective change
management and make it less of a complex task. The objective of this assignment is to launch a
major event through which the university can publishes its technological constructed building to
attract students and make the university more competitive. This report will be discussed about
project initiation document which consist budgetary information, timescales, objectives,
approach and stakeholder analysis etc. Further will be defined about work breakdown structure
and Gantt chart to use in helping to manage the tasks on a project. Risk register and short report
to the project sponsor also defined with the use of comparing Agile, Waterfall and PRINCE2
methodologies.
MAIN BODY
1. Project Initiation Documentation
It is one of the most important artifacts in project management which provides the
foundation for the business project. It indicates to the documentation from which the project
initiation document is composed. PID help in describe the project scope, management and
overall success criteria that the team can go back during the time of project.
Components Description
Budgetary information It refers to a financial plan which describe a period often a year.
This budgetary information consist the cost and fund which is
invest and consume in all activities that are organized by an
organization. In this project, the management of the institution
required £50,000 to run all the activities of project to organize the
event in which they can publishes the refurbishment of its
technology constructed institution.
Timescales In this project, the management required 6 month 21 days or 28
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weeks 5 days for completing this project.
Objectives The objectives of this project are as following:
 To publishes the technological driven institution by
organizing an event (Bucero and Englund, 2015).
 To attract students and make the university more
competitive by creating awareness through this event.
Approach The approach which is used by the disorganization in conducting
event is PRINCE2 Approach (de Carvalho, Patah and de Souza
Bido, 2015). It is suitable, time and cost efficient and helpful for
achieving the goals and manage project.
Key staff The key staff for this project will be students, teachers, project
sponsor, project team and other employees of the institution.
Stakeholder analysis It is an effective process of designing a new program. Stakeholders
involve individuals, social leaders, groups and other institutions
who are affected by the program or its results. This analysis is
always be done at the starting of the project because it help in the
penning of a log frame. Within this analysis, stakeholders are
categorized into two category such as internal and external
stakeholder. To monitor the interest of them, the management can
implement this analysis to analyze their favors and how their
interest is managed. Stakeholder of QA Higher Education College
are managing director, director of operations, student, teachers and
others who have their specific interest in the project which is
carried out by the firm.
The interest, favors and relationship among the stakeholders are defined as following:
Stake holder's name Reason stating their
Interest
Whether they are in
or against Against
What is done to
manage them
Students They are shown their This project is Students are offered
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interest because this
event will help them in
creating good image of
their institution and
will help them in
getting good
knowledge about the
topic.
favourable to the
students because it
will lead to the growth
and development of
their institution.
with the key benefits
which they will have
after the culmination of
the project.
Teachers They are interested
because teachers and
lecturers as the
innovated teaching
way will reduce
burden from them.
They are also in the
favour of this project
because they will be
provided with new and
enhanced ways of
working and teaching.
They will also be
provided with their
interest and benefits
which they will have.
Principal The principal is also
interested because
with this event it will
help in attracting new
students and for
retaining old students.
Principal will also be
in the favour of this
project.
To manage the interest
of Principal, the
benefits will be
provided to him and all
the plans of the event
will also be presented
before.
Teammates The interest of the
teammates is because
of the pay which they
will get from the work
they will do.
Additionally,
continuous working
also creates efficiency
in the work so these
They will be in the
favour of the project.
They will be said about
future opportunities to
grow and develop their
career in case of good
work performance.
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two benefits will be
provided to them.
Suppliers Suppliers will have
payment for the raw
material supplied by
them .
They will also be in
the favour of the
project.
They will be managed
as good materials will
also provide them
chance to serve more
times the institution.
Contractors They are interested as
they will get
commission or
brokerage charges for
their services.
They will also be in
the favour of the
project.
They will also be
managed by providing
more chances to serve
the institution.
Government It is a source of
income for the
government and it will
receive tax as a form
of revenue for them.
Government will also
be in the favour of the
project.
By providing all the
information about the
project and the
effectiveness of it for
the students and way of
education, the
management of the
institution can manage
government. The
management will also
be done by paying
regular taxes.
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Resource Managers Good quality resources
will help in getting
future chances for
providing resources to
the institution in case
of future events.
These managers will
also support the
project.
They will be managed
by creating good
relationship with them
and having good
interpersonal skills.
2. Work Breakdown structure and Gantt chart
Work Break down structure- It refers to a key project deliverable which conducts the
team's work into a manageable sections. It is a chart which consist quibbling work components
of a project that are elaborated to represent their relationships to each other and to the project as a
whole. It is a hierarchical tree structure which offers a visual way to detail the deliverable within
a project (Fleming and Koppelman, 2016). QA Higher Education College, this document can be
used by the management as a tool and with the help of it they can manage different activities of
the project in set period of time.
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Gantt Chart- It is a horizontal bar chart which is formulated by Henry L. Gantt in 1917
as a tool which help in making control on production. This tool help in offering a graphical
illustration of a schedule which is helpful for making plan, coordination and track information
related a particular task in project. In QA Higher Education College, it can be an useful tool
which can be used to categorized the different activities of the major event which is organized to
publishes the technological driven university.
Timescales- It refers to a scale which help in measuring the time that is consumed by the
project during the time of starting to completion. There are different stages of this project and
they consume time like, initiation stage consume 39 days, planning 22 days, execution stage 18
days and others.
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3. Risk register which containing documented risks
Risk register- It is a tool which is used by the management for documenting risk during
the time of working on a project to manage each risk which will be occurred in it (Hornstein,
2015). In QA Higher Education College, this tool help in providing a list of risks which are find
out, declared effectively and evaluated as to their grandness to meet project objectives.
Risk Risk Level(L/M/H) Likelihood of events Mitigation strategy
Financial risk- It is
the risk which can be
faced by the
institution during the
time of organising
events to provide
information and
publishes the
university. Changes in
the cost or prices of
goods, services
material which are
required for the
organise event.
Medium It may be possible. The management of
the institution will
reserved to deal with
this kind of condition
during the time of
budget statement of the
event.
Time scale of project-
It indicates to that
time standard which
are considered by the
management of the
institution to organise
the activities of the
event.
High It may be certainty
(Joslin and Müller,
2015).
To deal with risk, the
management can make
comprehensive project
timeline plans which
help in completing all
the activities of the
event on time. It will
be helpful for checking
those activities on
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effectively.
Unrealistic
estimation of cost-It
refer to that cost
which sometimes can
be consume in wrong
things in context of
certain goods.
Low It may be unlikely
(Kerzner, 2017).
To deal with this kind
of risk, the
management should
include this cost in
event planning so that
it can be management
during the time when
some changes are
made due to change in
needs.
Availability of project
team-It indicates to
the necessity and
availability of skilled
and effective number
of staff or team
member during the
time of organising
event to publishes
technological driven
university.
Medium It may be possible. To deal with this risk,
the management can
use continuous review
process to monitor the
needs and
requirements so that
they can fulfil the
demands on time
(Meredith, Mantel Jr
and Shafer, 2017).
Technical risk-
During the time of
events, it can arise
cause of little
technological issues
in machines,
equipment and others
during the time of
Medium Likely possible This risk can be
manage by the event
organiser to have extra
equipments,
instruments,
technicians and others
who is responsible to
conduct all the process
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event. of this event.
4. Short report to the project sponsor
The need for quality leadership on the project-
Leadership refers to the activity of providing guidance to an individual and organization
to operate its business and operations in an effective and appropriate manner. In this report, an
university has been constructed all the classrooms and labs with latest technology and going to
publishes it through an event to attract number of students and gaining competitive advantages
(Ramazani and Jergeas, 2015). To organize this event, the management of the institution required
effective leadership so that people are effectively aware with it and management also familiar
with new construction of technology. For QA Higher Education College, it is also an project to
organize this event. So leadership is needed and required to lead project towards the success so
that people are aware with its facilities. Leadership is required to the person to have a clear
vision, reason and ability to attract individuals. For example, with the help of quality leadership,
the management can provide a specific reason about technological constructed classrooms and
labs. With the help of effective leadership, the institution can organize event in effective way by
offering all the information.
Methodologies that might be used to run the project
Methodologies is described as a system of rules, procedures, practices, techniques etc.
which can be used by those individuals and organizations who work ad perform their acts and
activates in discipline and effectively. There are different methodologies like waterfall,
PRINCE2 and Agile which can be followed by the management of QA Higher Education
College during the time of event. These methodologies are as following:
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.
Advantages-
 This model is easy to use and understandable.
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 It make direct focus on collecting and understanding needs.
Disadvantages-
 There are high risk in this methodology during the time of finding an error or requirement
to change something.
 This method is totally depend on understanding and analyzing needs correctly.
PRINCE2- It was developed in 1996 by UK government for IT projects. In this methodology
PRINCE stands for Projects IN Controlled Environments (Schwalbe, 2015). This methodology is
useful because it describes inputs and outputs for every stage of project o that nothing is left to
chance. Basically this framework is used by the organizations to conduct and control starts and
ends of the projects. This methodology can be used by the large and medium size projects.
Advantages-
 It is beneficial fro running and operating project requires extensive documentation. This framework make concentration on documentation and past experience which are
helpful for reducing risk.
Disadvantages-
 It consume more time and effort to prepare the documents.
 In this process, changes may not be possible as it will effect other parts also.
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.
Advantages-
 This process or method is flexible and there are no fixed stages or focus requirements. There are low risk due to regular feedback from stakeholders.
Disadvantage-
 There are no fixed plan for running the activities so it make scheduling harder.
 It is feedback focused process so stakeholders have to be willing to provide feedback
quickly.
From the above information it can be analyzed that PRINCE2 is the effective
methodology which is beneficial for effective organize the event project (Serra, and Kunc, 2015).
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