QA Higher Education Institute Launch Event Project Management Plan

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Project Management
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Abstract
In this report, a project management plan has been set up in order to accomplish the goals of
successfully coordinating, planning, and overseeing an event. This event is to be made to
publicise the accomplishments of QA Higher Education Institute. This report has a Project
Initiation Document (PID) that states the overview of the project management plan. A Work
Breakdown Structure is also prepared along with a Gantt chart to show the flow of
operations. Risk management is also conducted along with a project proposal to the Project
Sponsor and the Director of Operations.
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Table of Contents
1.0 Introduction..........................................................................................................................4
2.0 Project Initiation Document.................................................................................................5
3.0 Work Breakdown Structure..................................................................................................8
4.0 Risk register.......................................................................................................................11
4.0 Project Report.....................................................................................................................13
Conclusion................................................................................................................................15
Reference List..........................................................................................................................16
Appendix..................................................................................................................................16
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1.0 Introduction
Project management is the system to initiate, plan, control, and execute a project. The
objectives of the project are achieved through team-work, where the project manager is
responsible for leading a team in order to complete all the tasks that are needed to complete
the project in due time.
This report will focus on the importance of teamwork and planning when managing a project
like an event. A project initiation document is created which details the requirements of the
project like the budget required, the objectives of the project, the period planning required,
and other vital information. An explanation of the risks that are involved in carrying out this
project is also given, along with a Work Breakdown Structure.
QA Higher Education is London based university, which has recently undergone a
refurbishment process because of which a new launch event is taking place. Through this
launch event, new students are attempted to be drawn in (qahighereducation.com, 2016).
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2.0 Project Initiation Document
Project Proposal QA Higher Education (QAHE) is known to be one of the finest higher
educational institutes in the country. In order to provide their students
with the ultimate learning environment, the institute has successfully
refurbished their all classrooms and laboratories. This move will help in
providing the students the best learning experience and will develop
their overall skills and nurture their talents. The institution has decided
to hold an event celebrating the success of the project and to publicise
it. This project initiation document will go through all the relevant
information that is in context with the event.
Location 7 Hill Street, Birmingham City, UK
Start Date 4th July 2020
End Date 15th September 2020
Budget (Pounds) 50,000
Methodology In order to complete the aims and objectives of the project, an event is
required to set up. I this structure, the activities that are needed to e
carried out are needed to broken down into smaller tasks, so that they
can be done by a team of professionals in order to deliver results with
maximum accuracy (Serrador and Pinto, 2015). Smaller tasks require
systematic planning to be made, so that all the tasks help each other in
the process of accomplishing the various objectives of the project.
Purpose The information that is provided in this document aims to detail the
vital information that will help in understanding the purpose and scope
of the project, along with its effectiveness.
Objectives  Attracting New Students: The publicity of this event will help
the institution spread their recognition and customer awareness
to the families present in the country and the students. A
positive event like the one about to be conducted will help the
institution attract new and talented students for their academic
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development.
 Competition: The event will bring the organisation into the
spotlight, creating rivalries with other higher educational
institutes. The competition that the organisation will face in the
education industry will increase. There will be greater
opportunities of higher revenue as well.
Scope The main aim of this project is to help QAHE to celebrate the success
of refurbishing their classrooms and laboratories in order to ensure a
productive and safe study environment and learning experience of the
students. This event will be publicised in the media, increasing
organisational awareness.
In Scope This event is a private event, which can only be attended by the
students of the institution, their parents, and key guests that are invited
by the institution.
Out of Scope The students, their parents, and the gusts and the media will not be
interviewed and influenced under any circumstances.
Key Risks  Lesser participation: There is a chance that many of the
students and their parents will not show up for the event. Many
invitees and guests also might not show up for the event. The
event will be considered a failure if less than 75 percent of the
invites do not show up.
 Speaker: The speaker of the event plays a vital role in initiating
the event and being the host. It will be difficult to replace a
speaker in case he or she does not show up at the event.
 Safety: Since many people, delegates, and the media will be
present at the event, it is essential for the institution to maintain
the security of the place, from internal and external forces. The
institution must maintain safety of the guests and performers. It
should be made sure that the involvement of the media and the
publicity do not create chaos in the event.
Key Staff  Sponsor
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 Project Manager
 Directors
 Principal
 Chief Guest
Key Constraints  Time: The completion of this project from start to finish will
require a period of days. This long period is required because
the project is divided into many phases. The first phase is the
initiation phase, where the project is initiated and goals are set.
The second phase is the planning phase, where the project is
planned as per the objectives and the resources available. The
execution phase contains all the activities that are required to be
done to prepare for the event. The event phase is where the main
event will take place, successfully completing the objectives
(Jones, 2017).
 Price: Since this event will be a grand event and will be heavily
publicised, a large amount of funds are required to successfully
carry out the operations.
Key Assumptions The management and the authorities of QAHE will pay the respective
payments and wages in due time to the performers, food caterers, and
decorators so that the event goes smoothly. It is also assumed that the
key guests turn up at the event and most of the students and their
parents show up.
Key Deliverables A tour of the institution campus and the refurbishments made will be
demonstrated. Awareness about the institution and their services will
also be publicised to the media for more recognition.
Key Success
Factors
The project will be deemed a success if the guests of the event and the
key shareholders and stakeholders are satisfied with the event. All the
students performing in this event should be fully motivated and
productive.
Table 1 - Project Initiation Document
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3.0 Work Breakdown Structure
List of activities Start
Date
Duration End Date
Ascertaining the core issues of the event 7/4/2019 4 7/8/2019
Performing an evaluation of the
organisational objects
7/8/2019 5 7/13/2019
Allocating funds for different purposes of
the event
7/13/2019 4 7/17/2019
Communicating with advertising agents for
promotion
7/17/2019 8 7/25/2019
Picking an appropriate catering/food
provider
7/25/2019 6 7/31/2019
Selecting the venue for the event 7/31/2019 3 8/3/2019
Ascertaining which cleaning services to use 8/3/2019 5 8/8/2019
Creating a risk register where different
issues are evaluated
8/8/2019 4 8/12/2019
Initiating mitigation tactics for the different
risks
8/12/2019 3 8/15/2019
Hiring different security agents and
providers
8/15/2019 5 8/20/2019
Purchasing different furniture 8/20/2019 6 8/26/2019
Arranging different entertainment artists 8/26/2019 5 8/31/2019
Buying equipments for entertainment 8/31/2019 3 9/3/2019
Hiring health and safety providers 9/3/2019 4 9/7/2019
Decoration of the venue 9/7/2019 2 9/9/2019
Quality check of the event 9/9/2019 5 9/14/2019
Initiating the event 9/14/2019 1 9/15/2019
Recording on the data performed event 9/15/2019 3 9/18/2019
Performing data analysis 9/18/2019 8 9/26/2019
Making recommendations future events 9/26/2019 3 9/29/2019
Table 2 - Work Breakdown Structure
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Ascertaining the core issues of the event
Performing an evaluation of the organisational objects
Allocating funds for different purposes of the event
Communicating with advertising agents for promotion
Picking an appropriate catering/food provider
Selecting the venue for the event
Ascertaining which cleaning services to use
Creating a risk register where different issues are evaluated
Initiating mitigation tactics for the different risks
Hiring different security agents and providers
Purchasing different furniture
Arranging different entertainment artists
Buying equipments for entertainment
Hiring health and safety providers
Decoration of the venue
Quality check of the event
Initiating the event
Recording on the data performed event
Performing data analysis
Making recommendations future events
7/4 7/24 8/13 9/2 9/22 10/12
Figure 1: Gantt Chart
How the WBS can be used to help manage the tasks on a project
Within an event, the work breakdown structure plays an integral role towards planning the
event. It helps in anticipating what events will take place and what actions must the
managerial heads take in order to lower the rate of discrepancies in the event. Furthermore,
any flaws that might be present in the planning can be detected in the early stages of the
planning process. In addition to that, the WBS also helps employees and managerial heads to
know which to what task to perform at which time because of which there will not be any
sudden shocks that would delay work process. A checklist catalogue can be created for each
task before hand to this effect, which will help in performing quality checks at a more
frequent manner. Finally, all, which tasks require more time in order to perform better as per
the employee abilities can be illustrated as well.
Briefly explain the importance of critical path analysis
Critical path analysis is the way through which the event manager can determine which
pathway of actions would be best in order to perform the tasks that has been determined. All
the tasks are subdivided into various categories and after evaluating each aspect, it is
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determined which tasks are more important than others are. This allows the managerial head
to know the short possible path in order perform the event with the minimum amount of
effort and resources. For QAHE, it is important that a critical path analysis be created in the
event that the launch event is accelerated forward in which case as a last resort, the
managerial heads will require following this pathway.
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4.0 Risk register
A risk register has been created here down below:
Health &Safety Probab
ility
Impa
ct
Rat
ing
Mitigations / Owner
actions
Contingency action
S1 Fire Risk 3 4 10 The managers must buy in
fire extinguishers and
provide several exits
through which employee
can go out quickly
(Pritchard and PMP, 2014).
Fire fighters can be
appointed in order to
combat employees.
S1 Injury Risk 2 5 7 Shape and dangerous
objects must be eliminated
from the workplace so that
more consumers are
protected
Safety equipments
can be provided so
that there is lower
wounds
H1 Food
poisoning and
allergies
3 1 8 Proper refrigeration
process must be followed
so that higher number of
large quantum of food is
not spoiled
Higher preservations
must be incorporated
within the food
elements
Table 3: Risk Register
Reputational Probab
ility
Impa
ct
Rat
ing
Mitigations / Owner
actions
Contingency action
R1 Risk of low
target
3 2 14 Capabilities of the
employees must be
assessed so that better
targets can be provided to
them
Better managerial
heads must be
attained.
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R2 Risk of more
participants
creating
pressure on
employee
4 1 8 Higher number of
employees must be
recruited so that pressure is
distributed (Bromiley et
al., 2015)
Limited activates can
be provided to the
guests so that there is
more limited
activities.
R3 Misleading
marketing
creating
incorrect
expectations
3 2 9 The capabilities of the
QAHE must be assess and
marketing campaigns must
be created accordingly
Experienced
marketing
professional must be
appointed.
Table 4: Risk Register
Employee Probab
ility
Impa
ct
Rat
ing
Mitigations / Owner
actions
Contingency action
E1 Employee
absenteeism
2 5 11 High incentives must be
provided so that employees
have more reason to more
to work
Integrate personal
steaks of the
employees into the
launch event.
E2 Employee
being
underpaid
2 3 6 Higher wages than the
market rate must be
provided
Providing different
incentives to the
employees
E3 Unmotivated
employees
4 4 9 Desires of the employees
through models such as
Maslow’s such be
highlighted
Creating employer
and employee
gathering in order
make employees feel
more connected
E4 Employee
conflict
1 3 6 Managerial presence and
interference must be more
so that there is less conflict
Taking strict actions
against any form of
personal conflicts
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