Project Management for QAHE Sports Event: A Detailed Analysis

This project management assignment presents a comprehensive plan for a sports event at QAHE University. The document begins with a Project Initiation Document (PID), outlining the project's budget, timescale, objectives, and approach. A detailed Work Breakdown Structure (WBS) and Gantt chart are provided for effective task management. The assignment further delves into risk management, including a risk register that identifies potential challenges and mitigation strategies. It also analyzes the criticality of the risk register in project planning. Finally, the assignment addresses the importance of communication within the project, justifying its necessity for success and critical analysis of methodologies. The project covers stakeholder analysis, budget allocation, and resource management, offering a complete framework for event execution.

PROJECT MANAGEMENT

Table of Contents
MAIN BODY...............................................................................................................................................................................................3
PROJECT 1..................................................................................................................................................................................................3
Project Initiation Document.....................................................................................................................................................................3
WBS.........................................................................................................................................................................................................5
Gantt Chart...............................................................................................................................................................................................8
PROJECT 2................................................................................................................................................................................................10
Risk Register..........................................................................................................................................................................................10
Criticality of risk register.......................................................................................................................................................................13
PROJECT 3................................................................................................................................................................................................14
Justification of communication..............................................................................................................................................................14
Critical Analysis of Methodologies.......................................................................................................................................................15
REFERENCES............................................................................................................................................................................................1

MAIN BODY
PROJECT 1
Project Initiation Document
The Project Initiation document also referred as the project charter details all the steps that will be followed and activities to be
completed in a chronological order and the entire project life cycle is enumerated (Kerzner, 2018). Some important elements of a PID
are:
Budget: Budget helps in determining what is the expected amount of expenditures on different activities and help in minimizing over
or under spending (Fewings and Henjewele, 2019). In order to conduct the sports event successfully for QAHE London, there needs to
be a budget for the 10 HEIs that will be competing in the Sports event or competition.
Particulars Amount (Per HEI) Amount (Total)
Suppliers and Vendors £80 £800
Food and Catering £100 £1000
Marketing and Promotion £300 £3000
Sports Equipment and staff £500 £5000
Awards £150 £1500
Stationary £70 £700
Venue £800 £8000
Total £2000 £20000
Therefore, on the basis of £2000 for each Higher Education University, there will be collectively £20k for the QAHE University,
London.

Timescale: The sports event is to be held in the July – August in the next year, there is a time period of one full Academic year
beginning from July of this year to June of the next year (Kerzner, 2019). It is expected that a completed year will be an adequate time
for completing all the activities required to be performed for successful hosting of the sports event.
Objectives: The main objective behind hosting the event is to increase the awareness regarding the facilities available at QAHE and
thus increase the targeted audience or associated students with the University.
 QAHE Management tends to improve their image amongst the trustees, parents, families and students that are associated and
plan to get associated with the University by showing the excellent facilities and the focus on overall development of students
at QAHE London.
 The increased number of enrolments after the event hosting will be treated as the point for success evaluation. The completion of all the designated activities within one academic year before the event hosting in the next year.
Approach: Since the sports event is deemed to be a major event, the error free approach will be implemented in order to integrate
activities with objectives above:
 Development of the proper facility with a robust ground and the additional facilities that are required will be the major focus
where the assistance of specialist sports trainers and the university coach will be utilized.
 The core team for this project consists of 12 teachers including the Head Coach and Assistant Coach of QAHE London, 2
Sports Specialist and 50 students and the work will be reported regularly to the sponsors, Hod's and the Dean of the University.
 The specialist will help in preparing the venue and incorporating the required facilities for the event hosting.
 The selected team will work throughout the year utilizing holidays as well to avoid any disruption in education. Volunteers for the event would be students enrolled in the university apart from the ones in the core team and will be selected
on their multiple skills.

Key staff: This includes the core team that will be working on the project of holding a sports event for QAHE amongst the Higher
Education Institution. External parties hired will involve the caterer and the sports specialist as the key staff and everyone else will
work under these selected parties.
Stakeholder Analysis: This helps in identification of the parties that are interested in the project and their intentions will affect the
entire event (Heldman, 2018). For QAHE, the stakeholder analysis is:
Stakeholders Significance
Parents This is the targeted group who will be influenced with the
excellent development of their child in the university.
Students They will enrol in the university and thus made to be
acknowledged the overall development of student as the key
focus of QAHE University and excellent infrastructure.
Sponsors These are the investors in the project being undertaken and
must be abreast with the decisions and progress related to the
project.
Trustees These are the investors of the entire university and thus every
activity and its progress need to be reported to them regularly.
Project
Manager
Leader of the project must review all the activities going on
critically to ensure success of sports event.
Team
Members
The core team must understand their responsibilities
individually and as a part of team so that skills can be utilized
to achieve the task allotted.

WBS
Work Breakdown structure can be used for ascertaining the time frame within which the different activities that are required to
be performed in the project are decided and categorization is done.

Gantt Chart

PROJECT 2
Risk Register
Risk register takes into purview the different risks that are associated with the project that is being undertaken and how it can impact
the current project. It also depicts the probability of such a risk occurring (Dohe and Pike, 2018). The following register contains the
risk associated with QAHE event and the probability of their occurrence is rated from 1 to 5 where 1 is for the lowest probability and
5 is for the highest.
Risk Management Register for Sports Event at QAHE
Risk Identification Assessment Response Monitoring and Control
Serial
Numb
er
Risk Event Cause Effect Probability
Mitigatio
n
Strategy
Action Responsible
person(s)
Pre
Action
Pre
Action
Weight
ed
Score
Post
Action
Post action
Weighted
Score
1 Risk of
External
Environment
The targeted
audience no
longer wants
the things
that were
promised i.e.
their taste
has changed
or shifted.
Project
failure
1 Accept Environmental
scanning is the
best strategical
action that can
be
recommended
for reducing the
impact of
volatile
movement in the
market and
reduce the
chances of
Taste and
preference
of the
targeted
segment and
the Market
Forces.
Conducti
ng a
feasibility
study
5 Minimiz
ing the
impact
of loss
3

failure.
2 Executive
Support
related risk
The project
manager
might prove
to be
incompetent
or can
become ill.
Project
Delay
3 Reduce
or
Control
Before selecting
a person as the
leader, the talent
and leading
qualities of the
person should be
rigorously
evaluated so that
competency of
leader cannot be
jeopardized
later.
The project
leader and
the External
Specialists.
Choosing
a
competen
t person
to lead.
4 Develop
ment of
the
current
leader
or
ascertai
ning a
new
one.
2
3 Ill Defined
Scope
The impact
on parties
getting
affected by
the project
was not
considered
properly.
Project
Delay
1 Avoid Before initiating
the project, the
scope must be
developed
extremely
carefully
accounting
completely for
the affected
area.
The core
team along
with the
project
manager.
Scope
must be
develope
d after
thorough
research
3 Revalua
te and
restruct
ure the
scope
again.
4
4 Faulty Budgets The incurred
cost exceeds
the budgeted
cost
Increase
in the
Project
cost
5 Mitigate The standard
cost must be
matched with
the actual right
from the
beginning and a
spare fund must
be developed to
mitigate
unexpected
Finance
manager of
the team,
project
leader and
the core
team
Change
in pricing
trends
and
matching
them with
budgeted
costs.
2 Reform
ulate the
budget
and get
it
approve
d.
3

expenses.
5 Communicatio
n Barriers
Lack of any
integration
between the
members
resulting to
lower
efficiency in
performance.
Project
Delay or
Project
Failure
4 Reduce/
Control
When people
come together,
their views are
bound to clash
but project
leader must
integrate those
ideas together to
promote healthy
performance.
Project
Manager,
Core Team
Proper
segregati
on of
duties
and roles
so that no
clashes
occur.
3 Increasi
ng the
commu
nication
between
team
member
s.
5
6 Shortfall in
Resources
Resource
requirement
estimation
and
allocation is
inadequate
i.e. shortage
of volunteers
etc.
Increased
costs
5 Transfer Lack of
adequate
resource
distribution and
the avoiding
unnecessary
delay.
Project
Manager,
Core Team,
external
parties
Correct
resource
requirem
ent
identifica
tion and
adequate
allocation
1 Develop
continge
nt plans
and
keep
spare
resource
s
4
7 Natural
Calamities
Landslide,
floods,
earthquake,
heavy rains
etc.
Project
cancellati
on
1 Accept The chances of
these risk
occurring is very
less but these are
inevitable.
Safety measures
and precautions
can be adopted.
No one Weather
forecasts
and
safety
measures
3 Minimiz
e losses
and
recover
quickly
2
8 Sponsor or
Stakeholders'
disengagement
Project
becomes
non- viable
and sponsors
withdraw
Project
delay or
increased
costs.
2 Mitigate The approval of
the sponsors
must be taken
regularly, and
they need to be
Project
Manager,
Marketing
team
Report
regularly
about the
progress
of
5 Win the
older
ones
back or
find
4

investment
or
stakeholders
become
uninterested
updated
regularly.
project. new
ones.
9 Legal Trouble Legal rules
must be
complied
with and
their non-
compliance
can lead to
additional
risks
Unnecess
ary
expendit
ure or
Project
delay.
3 Avoid Compliance to
the rules that
have been
developed right
from the
beginning and
developing
complete
knowledge
regarding them
helps in
avoiding this
risk.
The project
Manager/
Core team
Study all
the laws
applicabl
e
1 Prefer
out of
court
settleme
nt or
hire a
lawyer.
5
10 Commercial
Risks
Failure of the
entire project
which can
affect the
targeted
audience
deeply.
Project
failure
3 Accept Feasibility study
can be
conducted to
identify the
commercial
risks associated.
Project
manager
and the idea
approving
team.
Conduct
a
feasibility
study
3 Develop
a strong
back up
plan
4
Criticality of risk register
The risk register is an important element in taking into account the broad categories of risk that are associated with the project
and this presents before the project manager what are significant risks that can occur for the project manager and what are the
strategies that can be adopted to mitigate for the such risks if they might arise. Risk register helps in foreseeing what are the challenges