QA Higher Education: Project Management Report, London Campus

This report provides an analysis of project management principles within the context of QA Higher Education's expansion project. It begins with an executive summary and an introduction outlining the benefits of effective project management. The report then delves into specific tasks, including the examination of sample project initiation documents, detailing budgetary information, timescales, objectives, approach, key staff, and stakeholder analysis. It also explores work breakdown structures, illustrating how tasks are divided for efficient management, and the importance of a risk register in identifying and mitigating potential issues. The report also includes Gantt charts and concludes with a short report to the project sponsor and director of operations. The report emphasizes the significance of these elements in ensuring project success and highlights the application of the PRINCE2 methodology.

Project Management

Table of Contents
EXECUTIVE SUMMARY.............................................................................................................1
INTRODUCTION ........................................................................................................................2
TASK 1 ...........................................................................................................................................2
1. Sample project initiation documents of project ......................................................................2
TASK 2 ...........................................................................................................................................4
Work break down structure..........................................................................................................4
TASK 3............................................................................................................................................6
3. Items of risk register................................................................................................................6
TASK 4 ..........................................................................................................................................9
4. Short report to the project sponsor & director of operations...................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................12

EXECUTIVE SUMMARY
This report is summarise as the effectiveness of project management & how QA Higher
Education has effectively manage this. This report discuss about project management and its
various initiation documents, essential core components of Gantt chart and importance of risk
register.
1

INTRODUCTION
The project management is beneficial for the corporation so that it can effectively
manage its project as per the specified time period. It is the duty of project manager to ensure
that all workers are performing well. To better understand this concept, QA Higher Education
has chosen which makes expansion project for the university. In this report, there are following
topics are covered such as: sample project initiation document which involve budgetary
information, objectives & stakeholder analysis, risk register and Work breakdown structure.
Apart from this it also discuss about prince2 methodology.
TASK 1
1. Sample project initiation documents of project
In project management all activities are manage and control by the manager so that task
can be done as per stipulated time frame. For the organisation it is important to prepare PID so
that it can know all activities from staring to ending as a result work can be completed as per the
requirement. QA Higher Education wants to make an project because it is planning for expansion
of rooms and computing labs in London. The project initiation document contain all information
regarding project and this information has transferred to stakeholders which involves business
sponsors (Yaghootkar and Gil, 2012). It is a detailed version of start up document which used for
generally two purposes like:
Budgetary information: It is a quantitative expression of a plan for a specified period of
time and it involves: resource quantities, expenditures, cost, liabilities, revenues etc.
Total forecasted budget Column1
Particular 2018-19 (GBP)
Food 30000
Invitation 3000
Advertising 4000
Drinks and security 9000
Special guest 4000
Total cost 50000
2

Table 1: (Source: Budget, 2019).
Timescales: It is important to decide the time for the completion of project and it is
helpful to complete the task as per stipulated time duration. The timescale for launching event is
the first week of September.
Objectives:
 To develop infrastructure of college which can fulfil the needs of students.
 To provide the better opportunity to students so that they can pursue research course in
college.
Approach: Logical high level approach can be used by the management to fulfil the
required objectives. It is based on a highly developed logical theory of action. All plans and
strategies are predetermined that how the task would be perform in a systemic manner. As per
this approach specialist event management company can be hired by the management of college
as per its budget which is £50,000. It can take care about specific food, put the marquee,
decoration etc. So by following this approach college can celebrate the building refurbishment
programme and achieve specified objectives that is to complete the project within stipulated time
period (Rose, 2013).
Key staff: To complete a project on time staff plays an essential role so that targets can
be accomplish as per the requirement. Key staffs of the project are management and working
staff. If an organisation have skilled and capable workers than the quality of work can be
enhanced and targets can be accomplish with in stipulated time frame.
Management staff includes project manager and working staffs includes labours and
employees who contribute to their efforts so that work can be done as per the requirement.
Stakeholder analysis: In the project there are various stakeholders are involve and these
individuals have interest or influence over the PMO so it is important to analyse who is in favour
& who is in against. There are distinct stakeholders which associated with the project such as:
Advocate: The person who provide valuable suggestions & instructions and guide the
project manager to follow the rules and regulations which needed to be maintain. To undertake
effective advocacy, it is necessary to analyse those who likely to be allies, which involve who
can be persuade to become allies.
3

Blockers: Those individuals who create hurdles for the successfully completion of
project and they are consider as not supportive in concert to the project. As an example, if staffs
goes on strike and does not want to work as a result project performance can be hamper and
affect which influence the quality also. So blockers does not good for the corporation because it
restrict the growth & success of organisation and its work.
Stakeholder analysis:
Name Roles Contact details
Mr.Robin instructions and guide the
project manager to follow the
rules and regulations
08437845689
Mr Roman To creates hurdles 08423678945
Team members of project: It involves those individuals who provide help to accomplish
the project under the supervision of project manager.
Name Department Interest Contact details
Mr Seth IT To manage
information
technology related
work
08543145789
Mr. John Marketing To promote the
marketing activities
08751289456
TASK 2
Work break down structure
In this type of structure task is divided into small parts so that work can be easily
completed as per the need. WBS is a hierarchical tree structure which outlines the project. The
project manager can delegates the work as per the skills and capabilities of workers so that large
task can be done smoothly. A person can not perform all task individually because there are
various things which are required to complete the work and it needs different skills, abilities etc.
4

If work has divided into small divisions than it has more chances that targets can be fulfilled as
per the stipulated time duration and it helpful to maximize the efficiency also. The main aim of
this structure is to manage large project by dividing the work into small elements so that all
group persons perform as per the specific requirement. The project manager is responsible to do
this so that work can be done effectively (Morris, 2013).
Work breakdown structure
5

The full life cycle of the launch event is 7 days for the Fresher's Week of the month of
September. The summary tasks has focused mainly the period of 7 days that includes:
Marketing: As launch event is being held to attract more number of students to the
university. It is helpful for the promotion so that maximum students can join the college and
campus is big and provide lab facility also. The management has focuses to provide quality
education to the persons which is helpful in their growth and development (Kerzner, 2017).
Quality: In the success and failure of a project quality plays an essentials role. Room and
lab premises are being excellent and emphasis towards the need of students so that they can get
quality education. It is helpful for the university to improve its reputation so that more number of
students can attract towards the college. It is essential to complete the project with superior
quality so that it provide worth to the people.
Financing: To conduct an event finance is essential because event manager has to buy
and organize various things so that objectives can be successfully accomplish. QA Higher
Education has £50,000 budget so as per the need it can be utilise. Apart from this, sponsors will
provide additional funds to the project management team. With out enough money, project can
not start as a result targets can not be accomplish with in stipulated time frame.
6

Research: Pre- event survey & planned promotional strategies can help in targeting the
students in appropriate manner. It is helpful to understand the behaviour and attitude of people so
that event can be organise as per the pland Milestones(which is mandatory), Deliverables and
Assumptions. of project team.
Milestone: It is the management tool which is use to delineate a point in a project
schedule. The project manager set the targets regarding the project completion which means how
much time is required to complete the task so that work can be done effectively. If objectives has
achieved as per the stipulated time period, in that case it can be said milestone has achieved. It is
beneficial for the management of University. In WBS task has divided into small elements so
that work can be done effectively and which is helpful to achieve the milestone which is set by
the manager (Hällgren, 2012).
Gantt chart:
7

TASK 3
3. Items of risk register
To analyse the risk is important for the organisation and in the project management it is
essential to identify the nature and type of risk. It involve in every business or project but if risk
is calculated than chances of losses can be minimize. The future is unpredictable and has various
uncertainties which can hamper the work and its efficiency. Simple and systematic risk
management process can be use by the project manager so that upcoming uncertainties does not
affect the performance of project. To effectively conduct a work it is essential to analyse the risk
factors so that relevant procurement can be adopted so that chances of losses will reduce. It is
responsibility of project manager to evaluate the potential risk so that objectives can accomplish
as per the specific requirements.
The risk register can be prepare by the project manger so that it can mention those risks
which can arise regarding the completion of work.
Risk register
8

Describing
Risk
Score Owner Mitigation
action
Contingency
action
Pre and post
action
Sickness 3 HR
Specialist
Analysing the list
and
Forecasting the
situation
regarding the
changes
Arrangements
of basic tools
and illustrations
Technical
Risks
4 IT manager Maintaining
server and other
departments.
The sections,
which are being
implemented for
better evaluation
and control.
Managing the
tools regarding
the technical
problems.
Logistical
Risks
7 Logistic
manager
Continues check To bring raw
material and
other things it is
important that
logistic sector
work effectively.
Arrangements
of suppliers and
raw material
conductions.
Financial
Risks:
8 Finance
manager
This risk can be
arise due to the
unavailability of
transportation
facility
The formation of
business process
and integration.
Environmental
Risks
7 CSR and
compliance
If owner does not
have sufficient
funds than
project cannot
start as a result
targets cannot
achieve on time
Planning for
better
environmental
process and
operation.
Organising
compliance
management
programs and
sessions to
aware
employees.
Management 4 Senior level Delegate the Forecasting of Organising
9