Project Management: QA Higher Education Refurbishment Event Plan

This report details an event plan for the refurbishment of teaching rooms and computing labs at QA Higher Education. It begins with an executive summary and table of contents, followed by a project initiation document (PID) that includes budgetary information, timescales, objectives, approach, and...Read More

Running head: EVENT MANAGEMENT PLAN
Event Plan on refurbishment of teaching rooms and computing labs of QA Higher Education
Name of the Student:
Name of the University:

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Executive Summary
The report is based on event planning for refurbishment of teaching rooms and computing labs of
QA Higher Education to understand requirements of the project work. The report is focused on
project initiation documents which provide details regarding information of project budget, key
staffs, start and end date of the project, objectives as well as approaches. The stakeholder
analysis is also performed so that there is identification of the project internal and external
stakeholders with its respective roles and interest into the project. The work breakdown structure
is also provided for summarizing the development milestones along with activities into the
project. The risk register into the project is prepared to recognize ten risks in addition to its
respective project owner and mitigation and contingency plan.

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Table of Contents
Introduction......................................................................................................................................3
1. Project Initiation Document.........................................................................................................3
Stakeholder analysis........................................................................................................................5
2. Work breakdown structure..........................................................................................................9
3. Risk register...............................................................................................................................11
4. Report to the sponsor.................................................................................................................15
4.1 Explanation of the need for the quality leadership on the project.......................................15
4.2 Analyzing and critiquing the methodologies which are used to run the project.................16
Conclusion.....................................................................................................................................17
References......................................................................................................................................18

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Introduction
The report is based on refurbishment of teaching rooms and computing labs of QA
Higher Education. The refurbishment work is ensured to provide the students as well as staff
with proper learning environment as well as access to advanced technology in order to support
the studies plus learning. The university is wished to have major launching event for publishing
it as well as celebrate success of their project plan. The event should take place during fresher’s
week in September. The event of university is being conducted to promote the facilities of the
university with newly development features into the internal environment of QA University.
The report is based on providing a project initiation document which is provided with
budgetary information, timescales, project management approach, key staffs as well as
stakeholder analysis. Risk register is also provided in this paper which is included with
mitigation as well as contingency actions. The work breakdown structure is provided which
assists the researcher to analyze the development milestones as well as project tasks. There is
explanation of requirements for the quality leadership on the project plan. There are analysis plus
critique of the project methodologies which is used to run the project related work.
1. Project Initiation Document
Title of the
project
Refurbishment of teaching rooms and computing labs of QA Higher
Education
Estimated budget £50,000
Brief breakdown Project Phases Total cost of the phases

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of how you think
this money will
be spent
Project Initiation Phase £15,000
Project Planning Phase £25,000
Project Execution Phase £5,000
Project Closure Phase £5,000
Start date 8th July, 2019
Finish date 8th August, 2019
Project Sponsor Managing Director, represented on project by the Director of Operations
Project Manager Please enter your name
Main objectives  To provide the students with learning environment and access to the
technology for supporting studies as well as teaching
 To market the university for refurbishment of teaching and
computing rooms help to attract students and university
 To schedule the event in calendar ad include opportunities for the
staffs and students
Overall
suggested
approach
The project manager is requisite to track the progress of this development
plan. The other organizations are celebrating the major building
refurbishment by group gatherings. The project manager will build of new
building based on the final requirements defined by customers into
collaborative meetings in development staffs and project stakeholders. The
event suppliers should going to provide the food, put the marquee as well as
install PA system. Such an event location should be selected where there is
proper car parking facilities. The project manager will track activities of
project with a goal to deliver the project before the project milestones. The

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project monitor will able to monitor interface with the customers as well as
project team members.
Key staffs The key staffs those are involved into the event plan are project sponsor,
project manager, event manager, executive committee and management
team.
Major risks to
highlight to the
sponsor at this
early point in the
project
The major risks are schedule and budget risks. Limited project budget can
require reduction into the project scope. The QA Higher Education
University should work with the management for mitigating throughout the
entire project process.
References Kerzner, H., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons
Stakeholder analysis
Name of the
stakeholder
Role of the stakeholder Interest of the
stakeholder in the
project
Manage them
throughout
the project

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Project Manager  Designing of the project management
standards to incorporate into the
project review processes
 Plan and monitor of the event for the
university (Kerzner 2017).
 maintain the stage as well as
exception plans as it is required
High High
Project Sponsor  Delivering the project as per agreed
benefits of the university
 Gathering of the project funds to
support the event plan (Schwalbe
2015).
 providing of information related to
the initial scope of the project
 Helping to organize the project work
High Medium
Event Planner  Planning of the event for building
refurbishment, design as well as
production in time limits
 Working with the project clients for
identification of the project
requirements and make sure to
provide higher level of customer
satisfaction (Fleming and Koppelman
2016).
 Organizing of the facilities as well as
details such as décor, location,
High High

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guests, promotional materials and
others
Communication
consultant
 Development of communication
drawings as well as specifications for
the laboratory
 Interacting with the other project
stakeholders to discuss the project
work issues (Heagney 2016).
Medium Medium
Project Owner  Providing of guidance as well as
documentation required to procure
the contracts as well as materials
 Responsible to achieve success into
the project objectives
Medium High
Facilities
Manager
 Responsible to provide facility
related information and enable to
complete the construction related
work in the facility
 Overseeing with the facility
department personnel
 Development of mechanical drawings
as well as specifications into the
laboratory
Medium Medium
Students  Managing the activities which are
taking place at the launching of event
 Using the activities of the university
Medium Medium

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and its facilities (Walker 2015).
Suppliers  Meetings with clients to work with
the event details
 Planning with client as well as
project team
 Booking for the event location as
well as entertainments Kerzner
2018).
Medium High
Community  Providing of project opportunities for
the participation
 Volunteering as well as encouraging
with the involvement of people
 Maintenance of proper control over
the project activities taking place into
the event plan
Medium Medium
Marketing
Manager
 Checking for the budget of the plan
associated with managing the entire
event
 Playing a key role for the university
to promote its new facilities which
are implemented (Harrison and Lock
2017).
Medium High
Head of the QA
university
 Identifying of the guests for the event
those are going to participate in it
 Responsible to send of invites to the
Medium High

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target guests

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2. Work breakdown structure
WBS Task Name Dependencies
1 Event Management Plan for QA Higher Education
2 Project Initiation Phase
2.1 Identifying the objectives of the project
2.2 Listing the guests for the event 3
2.3 Highlighting of the event purpose 4
2.4 Registering of the name of the event participants 3
2.5 Identifying the roles as well as responsibilities of the project 4
2.6 Performing of the feasibility study 4
2.7 Assigning of roles as well as responsibilities 6
2.8 Documenting of the project related activities 9
2.9 Milestone 1: Completion of project initiation phase 10
3 Project planning phase
3.1 Planning for the event site 11
3.2 Selecting a location for the event 13

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3.3 Formal ceremony 8
3.4
Informal opportunities for the staffs and students to get tours of the
building
15
3.5 Planning for the food and drink 16
3.6 Invitations to the local and national dignitaries 17
3.7 Milestone 2: Completion of project planning phase 18
4 Project execution phase
4.1 Overview of the refurbished buildings 19
4.2 Development of the policies as well as procedures 17
4.3 Change into the plan of the event 21
4.4 Performing of the event program 23
4.5 Milestone 3: Completion of project execution phase 24
5 Project closure phase
5.1 Sign off the project documents 25
5.2 Prepare the draft of the project plan 27
5.3 Final review of the event plan 28

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5.4 Final project documentation 29
5.5 Milestone 4: Completion of project closure phase 30
Into the event management plan for the QA Higher Education University, the work
breakdown structure is compulsory to deliver the entire scheme into smaller components. It is the
key deliverable which can sort out the effort of the team into convenient sections. From the
above table, it is analyzed that there are four main project phases such as initiation phase,
planning phase, execution phase as well as closure phase. Under each of the project main
activities, there are sub-activities which are required to finish the event plan for the building
refurbishment.
3. Risk register
Risk name Description Likelihood Impact Mitigation and
contingency
actions
Risk owner
Budget risk There are lacks of budget
for the project which can
lead to delay of the entire
project plan.
High High There should
require managing
the project work
by allocating of
extra resources
for the project.
Project
Sponsor

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Resource risk There are lacks of
resources those are
involved into the project
those have no such
experience to conduct
work in the event
planning (Turner 2016).
High Medium Back up of the
human resources
are to be taken
into
consideration so
that there is no
such possibility
of lack of project
resources to
work.
Project
Manager
Management
risk
There is lack of support
from the management
team to organize the
event for the university.
High High There should
require providing
support so that
all the event
operations are
organized
properly (Bessis
2015).
Project
Manager
Schedule risk Due to delay in one of the
project activities due to
addition of extra
resources, it causes
higher risk of delay into
the plan.
Medium Medium There should
require
scheduling the
entire project
plan as per the
project
requirements.
Project
Manager

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Training risk The staffs as well as
volunteers are not trained
enough to participate in
the event planning (Aven
2016).
Medium High There should
require
reviewing the
personnel
qualifications of
each individual
prior to the event
and assist of the
personnel to
access to the
training
programs.
Event
Manager
Operational
risk
Due to weather issues,
the project activities are
not offered. The noise
from the event plan is
provided impact on the
local residents as well as
business (Hopkin 2018).
Medium Medium It should make
sure that sound
levels are not
exceed with
permissible
limits and the
local residents
plus business
should pre-
inform about the
event.
Event
Manager
Equipment
risk
There is failure of the
public announcement
system.
Medium Medium There should
require arranging
back-up system
Resource
Manager

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for the public
announcement
system (McNeil
et al. 2015).
Event parking
risk
There is not enough
parking in the event so
that the guests can park
their cars.
High High There is required
to provide free
bus services and
arrangement for
such venue
where car
parking is there.
Event
Manager
Waste
management
There are not enough
toilets at the location
where the event is to be
taken place (Ho et al.
2015).
High Medium There is
providing of
additional bins as
well as employ
of staffs to clean
the place during
in addition to
after the event.
Event
Manager
Utilities risk There is electrocution
where the power is
installed as well as power
is going out throughout
the event.
High High There should
require using
experienced
contractor as
well as
availability of
Event
Manager

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generator to
avoid the power
cut (Sadgrove et
al. 2016).
4. Report to the sponsor
4.1 Explanation of the need for the quality leadership on the project
The event manager and the project manager are required stronger leadership skills to get
successful into the event planning. The manager is responsible to control, plan, provide tasks to
the staffs as well as evaluate the project progress. The skill of the event manager is being
weighted based on the productivity as well as quality of the event plan. The stronger leadership
is function of the management which can help in maximizing efficiency as well as achieve of the
organizational goals (Meredith, Mantel and Shafer 2017). In the event planning for the university
to promote new facilities behind refurbishment of teaching rooms and computing labs of QA
Higher Education, the leader can communicate the project related policies as well as plans from
where the work is being started. Morality is required among on the leader so that they can
coordinate with the employees towards work and get confidences as well as win of employee’s
trust. The leader is required communication skills to make sure that each component is being
shared with the project team members. They should have influential characteristics such that it
can influence member to perform proper work.

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4.2 Analyzing and critiquing the methodologies which are used to run the project
Karaman and Kurt (2015) discussed that the project management methodologies help the
event and project manager to plan the project timeline, manage the project deadlines, facilitate
the collaboration among the project team members as well as track the project vendors.
PRINCE2 methodology is used in the project plan where the project has continued justifications
of the business, the team should learn from the business experience and defined individual roles
as well as tasks of the project team associates. The work is being planned as well as managed in
the project stages (Babatunde, Perera and Zhou 2016). The key features of this methodology are
that it is offered with dynamic team culture, less control over the project as well as focus on real
time communication. When changes are included in the project stage, then it makes the project
methodology flexible as well as made sure that the project is to be executed with no such errors.
Due to using of the PRINC2 methodology, the benefit is that it can improve over
statement among the team associates as well as stakeholders. All the project related documents
are documented in proper way so that knowledge transfer is easier in various levels. Apart from
the value of this project management methodology, there are limitations of PRINCE2 such that
changes into the project are needed if the user and also customer should alter with expectations
of quality as well as project requirements. The change management into this methodology is
difficult (Hughes, Dwivedi and Rana 2017). PRONCE2 methodology is not offered guidance on
how the issues are resolved as well as judgments is to be made. It is focused on planning as well
as heavier documentation as it requires extra time for the project documentation.

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Conclusion
It is concluded that the event management plan of this project is executed in provided
project budget as well as schedule which is assigned by the university. The report is to be
developed to identify the major activities of the project so that the event plan is being conducted
successfully. By means of the project plan, the celebration of new building work of the
university is prepared which is included with formal ceremony and opportunities for the staffs
and the students can get a better learning environment as well as access to the technology to hold
the study plus teaching. The project stakeholders are identified in the project so that main project
related problems are discussed with each other and solutions are provided. The stakeholder
analysis is done in this case to identify interest of each internal as well as external project
stakeholders to manage the event plan throughout scheduled project timeframe. Before
completion of the development work, the plan manager is compulsory to identify the project
related risks along with the mitigate them.

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References
Aven, T., 2016. Risk assessment and risk management: Review of recent advances on their
foundation. European Journal of Operational Research, 253(1), pp.1-13.
Babatunde, S.O., Perera, S. and Zhou, L., 2016. Methodology for developing capability maturity
levels for PPP stakeholder organisations using critical success factors. Construction
Innovation, 16(1), pp.81-110.
Bessis, J., 2015. Risk management in banking. John Wiley & Sons.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Ho, W., Zheng, T., Yildiz, H. and Talluri, S., 2015. Supply chain risk management: a literature
review. International Journal of Production Research, 53(16), pp.5031-5069.
Hopkin, P., 2018. Fundamentals of risk management: understanding, evaluating and
implementing effective risk management. Kogan Page Publishers.
Hughes, D.L., Dwivedi, Y.K. and Rana, N.P., 2017. Mapping IS failure factors on PRINCE2®
stages: An application of interpretive ranking process (IRP). Production Planning &
Control, 28(9), pp.776-790.

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Karaman, E. and Kurt, M., 2015. Comparison of project management methodologies: prince 2
versus PMBOK for it projects. Int. Journal of Applied Sciences and Engineering Research, 4(4).
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley
& Sons.
McNeil, A.J., Frey, R. and Embrechts, P., 2015. Quantitative Risk Management: Concepts,
Techniques and Tools-revised edition. Princeton university press.
Meredith, J.R., Mantel Jr, S.J. and Shafer, S.M., 2017. Project management: a managerial
approach. John Wiley & Sons.
Sadgrove, K., 2016. The complete guide to business risk management. Routledge.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Turner, R., 2016. Gower handbook of project management. Routledge.
Walker, A., 2015. Project management in construction. John Wiley & Sons.