Project Management Report: QAHE's Event Launch and Project Planning

This report provides a detailed project management analysis of QAHE's event launch in September 2019. It begins with an introduction to project management principles, followed by the main body, which includes a Project Initiation Document (PID) outlining budgetary information, timescales, objectives, approach, key staff, and stakeholder analysis. The report then presents a Work Breakdown Structure (WBS) with over 20 items, a Gantt chart, and a critical path analysis. A risk register is also included, identifying potential risks and mitigation strategies. Furthermore, the report includes a report to the project sponsor, discussing quality leadership requirements and a critical analysis of methodologies. The report concludes with a summary of findings and a list of references.

PROJECT MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY..................................................................................................................................1
Project initiation document (PID)................................................................................................1
Work breakdown structure..........................................................................................................4
Risk register.................................................................................................................................9
Report to project sponsor...........................................................................................................12
A. Requirement of quality leadership........................................................................................12
B. Critical analysis on methodologies to be used......................................................................12
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................14

INTRODUCTION
Project management has been denoted as the process of defining the tasks, scheduling,
monitoring as well as defining cost. Thus, it has been prepared by individual or a corporation
with a motive to successfully complete the desires planned in the required time frame. Thus, the
accuracy of the appropriate time management as well as maintaining the operational motives will
be applicable and helpful to have better revenue generation. In the present report, there will be
discussion based on QAHE’s educational event to be launched for September 2019. Thus, in
accordance with such planning and processing there will be use of various techniques including
Gantt chart, risk register as well as several methodologies which will be effective in obtaining
the adequate gains.
MAIN BODY
Project initiation document (PID)
For initiating the project based on QAHE’s event based on communicating the students,
sponsors and various investors regarding the upgradation of universities as well as reforms in the
technologies have been communicated appropriately. Therefore, with the help of project
management techniques there have been demonstration of several elements such as:
Budgetary information: It has been determined that there are various operations which
are required to be performed in the projected event. Thus, on which professionals have been
aimed at investing £50,000 which will be effective with reference to make proper implication of
costs in all desired and targeted activities of the firm. From initiating the project such as idea
generation and defining each activity on which making effective utilisation of funds for all
targeted aims (Farashah, Thomas and Blomquist, 2019). The allocation of costs to each activity
have been based on effective decision making on which defining the targeted goals will be
helpful to bring better operational control.
Timescales: On the basis of event plan made by QAHE which have been defined by the
business with reference to have effective management of operational practices. The event which
have been planned to organised in September 2019 on which it can be said that there are various
tasks which are being scheduled as per the number of days for each task (de Oliveira and
Rabechini Jr, 2019). There has been scheduling of various activities based on university needs,
location plan for event, food and beverages, proper attendance, invitations etc. However, the
planning will start from 4th March 2019 and will be completed till 1st July 2019.
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Objectives: It has been administered by the professionals for planning and organising the
event which will be assistive and helpful to manage entire process successfully (What are
Project Objectives in Project Management, 2018). Objectives for the project has been
demonstrated by business professionals which are being relevant with perfectly communicating
the refurbishment as well as reforms in the used technologies will be applicable and adequate for
meeting the targeted aims at the right time (Pivec and Maček, 2019).
Approach: There has been various activities which are in motive to make effective project
management plan. It will be profitable to the professionals for the event with reference to make
adequate ascertainment of the operations (Liu and et.al., 2019). The concept and reforms in the
business process of QAHE will be communicated to the students, sponsors as well as various
other investors to analyse the profitability of the university in the up coming period. Students
will be encouraged as per considering the best education services through skilled staff, upgraded
technologies and proper administration of work. In approached towards this, there will be higher
admission in the next period and the revenue of university will increase.
Key staff: there have been appointment of various employees which are in respect with
making the adequate operational control over activities (Lai, Deng and Chang, 2019). As per
considering the entire process for the event on which making the adequate ascertainment of the
operational practices on which it includes catering services, stage management, projector
operations as well as several business targets. Recruitment of talented, skilled and qualified
professionals which in reference with improving quality of services.
Stakeholder analysis: There are various beneficiary which have been determined by the
professionals on which various parties are being involved (Gupta and et.al., 2019). Thus, there
have been various individual which will have effective profitability and gains through the
business operations such as:
Stakeholders Interest in project
Sponsors These are the individuals which are engaged in
business with reference to make continue
investment in the project (Burger, White and
Yearworth, 2019). The benefits of this project
will result in adequate increment of revenue in
the upcoming period.
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Owner Owner, in the university on which they are
being responsible for managing the operations
(Tariq and et.al., 2019). To allocate the funds
appropriately in each task will be effective
with reference to mange the operational
practices.
Event manager They have been responsible for managing the
operational practices which are being
organised in the events of the firm (Jorgensen,
2019). Managing the catering services, event
schedules, program process, projector etc.
Employees They have been trained and communicated for
the effective efforts in the operations to be
done and managed by them. there are various
activities in an event such as catering, projector
planning as well as managing activities in the
business (Ho and Chuah, 2019). They will be
trained and developed as per the skills and
qualification suitable for the required tasks in
the event.
Investors The motive of event is based on fetching the
attention of investors with respect to the
growth of QAHE. The reforming services,
technical increment as well as highly qualified
staff have been recruited by them which are in
approach towards bringing the better education
facilities to students (Farashah, Thomas and
Blomquist, 2019). Thus, it will be attractive
towards students due to which it has been
estimated that the business will have higher
profitability in the upcoming period.
3

Students They are the main audiences in the project.
They have been communicated regarding the
refurbishment of university, increment in the
teaching techniques such as reforms in the
laboratories, appointment of skilled teaching
staff (de Oliveira and Rabechini Jr, 2019).
Thus, the benefits of educational services being
presented among them with reference to retain
higher admission in the upcoming period.
Teachers They have been presented with the use of new
and reformative techniques in the operational
performance of the business (Pivec and Maček,
2019). They will be trained regarding the use
of such upgraded techniques.
Work breakdown structure
It is the process through which an individual defines main task as well as the sub tasks in
the projects. The flow chart of such activities will be helpful with reference to define the work
schedule and the operational activities which are being performed by the organisation with the
motive to have adequate control over operational practices (Liu and et.al., 2019). Moreover, for
QAHE’s event it has been determined by the professionals to set various activities along with its
costs to be included by them such as:
Task Name Duration Start Finish Predecessors Cost
1. Requirement for
event 22 days Mon 04-03-
19 Tue 02-04-19 $19,450.00
1.1 University Needs 5 days Mon 04-03-
19 Fri 08-03-19 $1,400.00
1.2 Incorporating
objectives of event 4 days Mon 11-03-
19 Thu 14-03-19 2 $1,200.00
1.3 Location 2 days Fri 15-03-19 Mon 18-03-
19 2,3 $1,300.00
1.4 Amenities
provided for 3 days Fri 15-03-19 Tue 19-03-19 3 $3,500.00
1.4.1 Sound check, 2 days Wed 20-03- Thu 21-03-19 4,5 $1,200.00
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stage and internet 19
1.4.2 Food &
Beverage services 2 days Fri 22-03-19 Mon 25-03-
19 6,5 $1,600.00
1.4.3 Concierge
services 3 days Tue 19-03-
19 Thu 21-03-19 3,4 $1,700.00
1.4.4 Guest services 4 days Tue 26-03-
19 Fri 29-03-19 7,8 $1,800.00
1.4.5 Guest and
attendance count 2 days Mon 01-04-
19 Tue 02-04-19 8,9 $2,600.00
1.5 Date 2 days Fri 22-03-19 Mon 25-03-
19 6 $1,900.00
1.6 Budget 5 days Tue 26-03-
19
Mon 01-04-
19 11 $1,250.00
2. Venue Selection 2 days Wed 03-04-
19 Thu 04-04-19 1,10 $2,500.00
2.1 Visiting Site 2 days Wed 03-04-
19 Thu 04-04-19 1,6 $1,350.00
2.2 Finalising site 2 days Wed 03-04-
19 Thu 04-04-19 12 $1,150.00
3. Event Attendance 7 days Fri 05-04-19 Mon 15-04-
19 13 $2,770.00
3.1 Marketing
Materials 4 days Fri 05-04-19 Wed 10-04-
19 14 $250.00
3.2 Print
advertisements 2 days Fri 05-04-19 Mon 08-04-
19 15 $1,200.00
3.3 Promoting
through media 3 days Thu 11-04-
19
Mon 15-04-
19 17 $1,320.00
4. Invitations 20 days Tue 16-04-
19
Mon 13-05-
19 16,15,1 $2,020.00
4.1 Designing 5 days Tue 16-04-
19
Mon 22-04-
19 19,18 $1,500.00
4.2 Reviewing 6 days Tue 23-04-
19 Tue 30-04-19 21 $180.00
4.3 Printing 4 days Wed 01-05-
19
Mon 06-05-
19 21,22 $165.00
4.4 Distribution 5 days Tue 07-05-
19
Mon 13-05-
19 23 $175.00
5. RSVP 19 days Tue 14-05-
19 Fri 07-06-19 13,14 $8,400.00
5.1 RSVP process
management 5 days Tue 14-05-
19
Mon 20-05-
19 24 $800.00
5.2 Online RSVP 4 days Tue 21-05-
19 Fri 24-05-19 26 $1,200.00
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5.3 Paper RSVP 3 days Tue 21-05-
19 Thu 23-05-19 26 $1,300.00
5.4 Materials 4 days Mon 27-05-
19 Thu 30-05-19 27 $1,600.00
5.5 Payment
processing 2 days Fri 31-05-19 Mon 03-06-
19 29 $1,700.00
5.6 Imparting
Brochure 4 days Tue 04-06-
19 Fri 07-06-19 29,30 $1,800.00
6. Event Planning 20 days Fri 24-05-19 Thu 20-06-19 20,16 $8,810.00
6.1 Staffing plan 4 days Mon 10-06-
19 Thu 13-06-19 31,20 $1,900.00
6.2 Guest Speakers 2 days Fri 14-06-19 Mon 17-06-
19 33,25 $1,110.00
6.2.1 Identification of
project 3 days Tue 18-06-
19 Thu 20-06-19 33,34 $1,600.00
6.2.2
Communications 2 days Fri 24-05-19 Mon 27-05-
19 28 $1,550.00
6.2.3 Scheduling
activities 2 days Tue 28-05-
19
Wed 29-05-
19 36 $2,650.00
7. Technology 2 days Fri 21-06-19 Mon 24-06-
19 25 $1,450.00
7.1 Setup for events 2 days Fri 21-06-19 Mon 24-06-
19 35 $1,450.00
8. Meal Planning 5 days Tue 25-06-
19
Mon 01-07-
19 38 $4,600.00
8.1 All day
refreshments 2 days Tue 25-06-
19
Wed 26-06-
19 39,37 $2,350.00
8.2 Catering services 1 day Thu 27-06-
19 Thu 27-06-19 41 $1,250.00
8.3 Lunch 2 days Fri 28-06-19 Mon 01-07-
19 42 $1,000.00
Gantt Chart:
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7

Critical Path:
8

Importance of critical path analysis:
This is the technique through which a project manager will be responsible for managing
the operational practices within the time frame. Thus, creation of critical path analysis will be
helpful to manage the tasks and complete the project before the deadline (Lai, Deng and Chang,
2019). It consists of the all the major and important activities which are to be performed and
considered. Thus, this process will be helpful in reducing the time utilised for the entire projected
plan for event.
Risk register
Risks Likelihood Impact Responsibility Actions to be taken Time
Not able to
meet the
deadline of
tasks
Medium Low Project
manager
The scheduling of each
activity which have been
considered by the
professionals. Proper
monitoring of activities
that have been made in
projected plan
Within
10 days
Server break
down during
event
medium high Technician There must be back-up
plan for such issues. The
proxy needs to be created
as there will not be any
impact of any hacker
during the projection
It will
take time
for 5
days
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(Gupta and et.al., 2019).
Stage related
issues
Low Low Event manager These are the managerial
part of risks for the event
planner in the
organisation. Thus, there
have been various risks
which are relevant with
stage-oriented activities
such as place of projector,
lights, sound and directing
staff to wok accordingly.
Within 6
days
Catering
services
issues
Medium medium Project
manager,
There will be requirement
of having the best quality
services which will be
effective in terms of
managing the business for
better execution and
practices (Burger, White
and Yearworth, 2019).
Within 2
days
Quality of
food
Medium Medium Catering
service
provider
The guests which will
attend Event such as
teachers, sponsors,
students, owner, investors
etc. will be served with the
best quality of food and
beverages (Tariq and
et.al., 2019). The food
must be appropriate as it
must not be more than the
requirement or need to be
short.
Within 7
days
10