Project Management Plan for QA Higher Education Event (September 2019)

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PROJECT MANAGEMENT
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Table of Contents
Introduction................................................................................................................................3
Task 1.........................................................................................................................................4
Task 2.........................................................................................................................................8
Task 3.......................................................................................................................................13
Task 4.......................................................................................................................................15
Conclusion................................................................................................................................19
Reference..................................................................................................................................20
Appendices...............................................................................................................................22
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Introduction
Project management is the means through which various aspects of an event are managed.
Through a process like this, every activity of the QA Higher Education event is planned and
risks are averted so that the success rate of the occasion increases. For the purpose of this
study, QA Higher Education has been chosen. For this college, a major publicity event is
being planned, which will take place in September. In this report, various aspects of this
event will be explored where budgetary information, managerial approach and other aspects
are planned. In contrast, risks and ways to mitigate those issues will be detailed as well.
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Task 1
Project Initiation Document
QA Higher Education is a college that has recently refurbished its computing labs and
teaching rooms within premises and now wishes to market the event. The aim of project is to
investigate every aspect of this event to optimize opportunities and mitigate risks.
To make this event a sensation, objectives will be set here down below for achieving that
Objectives:
 To make the university more competitive in the education industry
 To attract and draw in new students
 To celebrate and make the project a success
Budgetary Information:
The provided budget for this event is £50,000. With a small budget like this, several various
aspects such as food, drinks, items for formal ceremony, invitation cards for dignitaries,
sitting for guests and other aspects will be attempted to be arranged (Kerzner and Kerzner,
2017).
Brief Budget
Elements or Activities Estimated Cost (£)
Charges of Venue 5,000
Charges of Decoration 2,500
Beverage and Food 10,000
Music 5,000
Event documentation 3,500
Guests Services 1,500
Registrations 4,000
Communication of the event 2,000
Marketing and Advertising 9,500
Logistics 3,500
Welcome packages 2,500
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Others 1,000
Total Expenses: £50,000
Table 1: Budget Breakdown for the Event
(Source: Created by the learner)
Timescales:
Project Objective Duration Starting Date End Date
To publicise this
event so that more
students are attracted
and the university
becomes more
competitive
3 months 15th June, 2019 15th September , 2019
Table 2: Timescale
(Source: Created by the learner)
Project Sponsor:
The sponsor of this project will include it’s business owners, investors and others who have
some form of monetary investment in the event.
Project Manager:
The responsibility of the project manager is to look over that all the aspects of the event will
be met with the provided budget. His responsibility also includes anticipating the risks that
might occur and take measures to prevent them (Fleming and Koppelman, J.M., 2016).
Approach:
The approach through which the above can be achieved is through is through appropriate
work allocation and timely performance checks.
Risk Identification at the initial stage of project:
 Financial constraints
 Employee unavailability
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 Unavailability of resources
Key staff:
 Project Manager
 Project Owner
 IT experts
 Team leader
 Project Staff
Stakeholder Analysis Table:
Stakeholders Severity
of
influence
Impact on project Analysis
Project Owner High  Helps in financial
stability of the
event project
 Suggests way
through which
costs can be saved
Through better financial
support, more tasks for the
event can be achieved. The
owner performs a
supervisory role and lowers
the unnecessary of the
event (Heagney, 2016).
Project Manager High  Gives better
structure to the
event
 Helps in
eradication of
interpersonal
issues
The project manager will
direct the managerial heads
of each department to know
what they will be
performing and will act as
an authoritative head which
will eliminate employee
problems.
Team leader High  Helps in creating
pressure on the
employees
 Task allocation of
appropriate work
Acts as an intermediary
through whom the issues of
the employees can be
communicated to other
managerial heads.
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Project Staff High  Helps furniture
and food
allocation
 Setting up
lighting
arrangements
They help in the placement
and arrangements all that
items needed in the event
so that guests can be more
comfortable.
IT experts Low  Helps in
optimization of
computers
 Assists in data
protection
Assist in making sure that
several aspects of event
remain confidential in
nature through computers.
IT experts make sure that
proper hardware security
measures are taken so that
there is better data
protection of the details of
the plan.
Government Moderate  Provides laws and
regulations
When complying with acts
like the Employment Act
1963, and others. Fair and
equal treatment can be
promoted so that there is
better and even pay for
those involved in the
project.
Table 3: Stakeholder Analysis
(Source: Created by the learner)
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Task 2
Risk Identification (10 risks should be identified)
Risk Name Identification Impact of
the Risk
Likelihood
of the Risk
Ways adopted to
minimize the impact of
risk
Event
cancellation
Lack of
communication
can be the
reason of arising
conflicts among
the project
management
team member,
which will
result in event
cancellation
High Low To minimise the project
manager will have to
monitor the behaviours of
employees and conduct a
more open communication
session. The manager
should also listen to the
problems of team
members and immediately
try to resolve such a
problem.
Injury Accidents can
occur at any
time in any
place. Less
supervision will
result in such
problems. The
participants or
audiences may
trip or fall if the
surface is not
even. This will
leave a negative
impact on the
reputation of
this college
Medium Low To avoid such problems
the project manager
should supervise the event
properly. More safety
tools should be installed
for managing such an
emergency (Hollnagel, E.,
2018). Volunteers should
be appointed for
controlling the audience
and ensuring the safety of
them. The manager should
also ensure that the
surface of the stage is not
slippery and there are no
potholes in the event
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ground.
Legal issues The legal issues
leave a major
impact on the
reputation of the
college. If the
manager cannot
be able to make
payments on
time, the
suppliers may
file a case
against the
organisation.
This may also
cause financial
loss for the
college
High Low The project manager must
have the written contract
that provides the detail of
expectation, payment and
other factors (Jones,
2017). The manager
should also monitor the
sound system and other
factors of the event so that
the risks of complaints can
be ignored. The
agreements with the
sponsors should be
operated legally and the
payments should be made
on time.
Power failure The power
failure is a
major issue,
which affects
the ambiance of
the event
(Reason, 2016).
This can leave a
negative impact
on the
reputation of the
college
Low High The project manager
should arrange a backup
power supply system so
that such a situation can
be avoided. The manager
should supervise the
venue properly and
identify which is required
for mitigating such risks
Last minute
venue problem
It is very hard to
find another
venue at the last
Medium High To manage such a
situation the team should
ensure that there is a
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moment, which
will have the
capacity of
accommodating
the number of
people that they
have invited.
The event may
be cancelled at
the last moment
due to such
reason, which
will affect the
attitude of the
audiences.
There is also a
chance of rising
conflicts among
the sponsors.
The
organisation
will also have to
face financial
loss
written contract for
booking the venue. The
project management team
should also select some
alternative venues at the
time of booking so that
they can be able to
overcome such a
challenging situation.
Transportation
disruptions
Some of the
attendees may
not know the
address of the
venue so that
they can find it
hard to reach the
venue on time.
This will be the
Low High This risk can be mitigated
by providing the exact
location information to the
attendees by email or any
other methods. The
project management team
should search for a venue
that is nearby the college
so that the audience can
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reason behind
the delay of
events.
reach easily.
Technical
Faults
Different
technical issues
can be occurred
such as speaker
problem, laptop,
projector
problem, and
others. These
risks will make
the event to look
poorly
organised that
will negatively
influence the
image of the
college
Medium High To manage such a
problem the project
management should
arrange alternative
systems so that such
disruptive situations can
be avoided. The team
should develop a plan
before starting the
management operations.
This will increase the
efficiency of the
operations.
Fire risks If the team pays
less attention to
fire safety
management,
accidents can be
occurred. This
can cause losses
such as severe
injuries and
even death.
High High An incident management
group should be formed,
which will supervise the
fire safety toolkit of the
venue. The team should
immediately report to the
project manager if there is
no fire safety toolkit or
emergency exit (Boyle,
2015). Combustible things
should be banned in the
venue.
Inclement
weather
The rainy or
stormy weather
The management team
should plan an indoor
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will leave an
impact on the
footfalls of
attendees on the
day of the event.
contingency for the people
so that the risk can be
mitigated.
Social media
backlash
Event attendees
may post
something
negative about
the event, which
will leave a
negative impact
on the corporate
image of the
college
Low Low The team should plan
innovative and interactive
activities. The participants
should be provided gifts
as a token. Beverages and
food should be served so
that audience satisfaction
can be achieved. The
project manager should
train and monitor the
volunteers.
Table 4: Risk Identification
(Source: created by the learner)
Demonstrate the use of Risk Register with examples of good practice from other
published works
The project management team of the World Health Organisation has prepared the risk
register for identifying the possible risks. This has been observed from the risk register of this
organisation that the allegation of collusions with industry is posing a major threat for the
organisation. This has perceived major damage to the reputation of this organisation. The
sudden death of the director general of the organisation has led the organisation towards the
short crisis during the time of 59th assembly of World Health Summit. The risk has a critical
impact on the organisation (who.int, 2019). The risk register has helped WHO to manage the
potential realisation of the risks and developing policies to overcome such challenges. The
organisation has used risk register for mitigating the risks such as cost agency contract prices
and duration, deliver agency agreement failure and others (lpfa.org.uk. 2019). The impacts of
such risks are high and leave a long-term impact on the organisation. The organisation has
been able to identify risks and develop strategies with the help of such strategies.
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