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 key staff. A stakeholder analysis identifies internal and external stakeholders and their roles. The report also features a work breakdown structure (WBS) outlining development milestones and activities, and a risk register with identified risks, project owners, and mitigation/contingency plans. The report includes a report to the sponsor, explaining the need for quality leadership and analyzing project methodologies. The project aims to provide students and staff with an improved learning environment and access to advanced technology, culminating in a launch event during Fresher's Week. The report covers project phases, stakeholder interests, and WBS tasks to ensure a successful event and project completion.

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