Project Management for QA Higher Education: New Labs & Teaching Rooms

This project management assignment analyzes a project for QA Higher Education, focusing on the promotion of new labs and teaching rooms. The assignment includes a Project Initiation Document (PID) with budgetary information, timescales, objectives, approach, and stakeholder analysis. It also features a Work Breakdown Structure (WBS) and a comprehensive Risk Register, identifying and mitigating potential risks associated with the project, such as weather, technology issues, and financial mismanagement. Furthermore, the report discusses the importance of effective project management methodologies, including the Waterfall method, to ensure the successful completion of the project. The stakeholder analysis identifies key internal and external stakeholders and their roles in the project's success. The report concludes with the importance of risk management and efficient resource allocation.

Project Management

Table of Contents
INTRODUCTION ..........................................................................................................................1
TASK 1............................................................................................................................................1
(PID) Project Initiation Document...............................................................................................1
2 (WBS) Work Break Down Structure........................................................................................4
3 Risk Register.............................................................................................................................4
4 Short Report..............................................................................................................................9
CONCLUSION .............................................................................................................................11
REFERENCERS ...........................................................................................................................12

INTRODUCTION
The program related with organising and planning about different resources in order to
complete particular activity or project which further support to increase the overall profitability
of business is known as project management (Bowers and Khorakian, 2014). These plans involve
the process related with analysing the performance of project so that productivity can be
increased to reach the main target of company. The report is related with managing the project of
QA Higher Education so that new labs and teaching room get popularised among new student.
The project covers, project initiation document that includes budgetary information,
timescales, objectives, approach, key staff and stakeholder analysis. In addition, WBS with
valuable activities, risk register recording major risk that could happen to project
TASK 1
(PID) Project Initiation Document
In accounting term, the systematic process of collecting useful information related with
total expenses and income generated form a specific activity within a particular time frame is
known as budgets (Doloi, 2011). It is crucial for a project manager to keep detail information
about budgetary so that relevant activity can be performed in desired manner resulting higher
results. The total expenses university incurred on organising specific task are listed below:
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Timescale
This is related to the time duration which is consumed by particular sub-activity of
project so that resources are utilise to the end in order to increase the overall productivity of that
project (Fleming and Koppelman, 2016). In the context of University event for promotion the
following time period related to different activities are discussed below:
 Planning for event: 2.5 Weeks
 Selection of Team: 2 days
 Implementation: 6 days End of the project: 2 day
Objective
 To make sure that maximum number of student take admission into new classes in next
semester.
 To promote new additional teaching room and advance computer lab in UK.
 Development of a good study atmosphere in university.

Approach
The university's preferred approach is to appreciate the potential of refurbishment with
the aid of students and employees in order to hire more new students on campus. In addition,
there would be valuable prizes and awards to certain student or staff member those perform the
best for promoting the event (Fortune and et. al., 2011). Such as, the highest ranker would be
awarded trophy and certificate which will boost their performance. The college students will do
dancing, music, live concerts, road play, etc. as per their range of skills and talents. Experienced
teachers will also give their statement so that information will be inculcated to the students and
teachers related with event. In connection with organizing an event, each team has its precise
duties that they have to fulfil in order to make project successful. Such as Sponsoring team will
be made to generate more funds that help to get the great achievement throughout the event.
Music man, DJ and volunteers will be student only those are responsible to make healthy
environment for promotional event.
Stakeholder Analysis
The group of individual those have a direct or indirect connection with the project
activity are known as stakeholders (Hall, 2012). Their function is to carry out the mission
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allocated to them in order to acquire improved results from the activity from the project manager.
The primary objective of stakeholder analysis is to create different external and internal parties
and strength and importance of the case and how relevant they are to the particular project. In the
context of QA higher Education promotional event some of the major stakeholder are discussed
underneath with their functions:
 Existing student: These are the internal stakeholder, all those student those are already
party of university help in making the project effective and popular among the new
student. There are allotted different task such as dancing, singing, volunteers so that
maximum promotion can be done regarding the new classes among new comers in QA
higher education. In order to get the maximum results project manager also arrange some
specific prizes for student those are performing in better manner that results in better
promotion of event.
 Staff of University: To organise the event within university manager are responsible to
make a proper communication with the entire staff member. So that greater promotions
are made and maximum number of individual can get the knowledge about the project
scenario (Meredith and et. al., 2017). These are internal stakeholder those are responsible
to execute different jobs with university, thus project manager approach them to perform
specific role in event which make student get attached with the new scheme and policies.
Staff member are asked to give motivational speeches or handle live concern for fresher
so that actual purpose of event can be delivered.
 Freshers: These are group of external stakeholder those are consider to be most crucial
part of this particular university project. As the main purpose of event is to make new
comers aware about the advance teaching rooms and new computer lab of university. In
case if there is any kind of gap in the promotion activity then student will not be aware
about the new classes. Fresher are provided specific room and training halls where they
get the detail knowledge about the project and surrounding of new classes and make a
suitable decision weather to be part or should move to other option.
 Vendors: These are the external stakeholder those supply basic essentials of the activity
such as guest sitting chairs and tables, decorative items to enhance the floor, protection
function of machinery, food and drinks, etc. Sellers have low interest in the company as
this is the only option they can raise their productivity to a specific degree but have less
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power. As their main job is to provide the buyer or project manager's requested materials
without which the project can be completed (Mir and Pinnington, 2014).
2 (WBS) Work Break Down Structure
Work breakdown structure is also knows as project breakup design relates to a method of
splitting the entire project into small parts as per their level of severity so that each job will be
accomplished with greater potential (Morris, 2013). WBS primary purpose would be to shorten
the project's period of time to save money, but this increase the effort of team in order to get the
desired reults in specific time.
3 Risk Register
There are different varieties of risk linked to every business strategy. The QA is
undertaking a complete redesign of its learning rooms and computer lab located on the London
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campus (Pinto, 2013). The institution's owner's objective is to provide a safer and better learning
environment and use advance technology and teaching software that would to help student in
studies and staff member of university. Some of the risks that are involved with the construction
of new labs and rooms that the company needs to bear. The following risk register discuses the
possible risk that might happen to event and effective ways to mitigate these risk.
S.
No. Risk Description
Likeli
hood
Impac
t
Ow
ner Mitigation Contingency
Pre action
weighting
score
Post
actio
n
weigh
ting
Score
1 Risk related with
health issue of
project manager
that can reduce its
productivity and
influence overall
project
performance.
High High Man
agin
g
dire
ctor
The best
way to
mitigate
the
particular
risk to
maintain
an
effective
doctor
team
which
would take
care about
each and
every
happening
relevant
with
Hiring of
assistance
project
manager which
would manage
project equally
8/10 6/10
5

participant
and
audience
2
Risk of natural
disaster such as
rain, storm etc.
That hamper the
project scenarios High
Mediu
m
Proj
ect
man
ager
To assess
and control
the
particular
manager of
event
analyses
the overall
weather
condition
of city
before
executing
event.
Make sure that
there is an
internal
location for
secondary use
in order to
complete the
project. 9/10 7/10
3
Issue and
technical fault due
to usage of old
technology High High
Tec
hnic
al
team
Make sure
that
possible
technology
are
implement
ed to make
project
more
beneficial
Implement
improvised
technology for
maximizing the
benefit for
project. 10/10 7/10
4 Risk of over-
expenses due to
improper
High Low Man
agin
g
Make
effective
budgets
Train finance
team regrading
allocation of
9/10 5/10
6

distribution of
funds
dire
ctor
and regular
concern
with the
finance
department
in order to
reduce this
risk.
funds and
secure plan B
in case of risk.
5
Issue of rotten
food that might
effect the health
of participant and
audience
Medi
um
Mediu
m
Cate
ring
servi
ces
Arrange
huge food
container
specificity
for cooked
and raw
food item
that help to
make best
use
resources
Use the best
food stuff
maintaining
hygienic and
clean while
preparing food. 8/10 4/10
6 Mismanagement
of time of
particular activity
can lead to slow
the process of
entire project and
majorly affect the
event from
happening.
Low Low Proj
ect
man
ager
Build
effective
team that
will
manage
activity
and try to
complete
them on
time to
make
categories
activity
according to
time utilization
and try to
complete
specific take on
time.
6/10 4/10
7

productive
project
7
Issue related with
late supply of
material which
hamper the entire
project activity
and reduce the
willingness of
team to perform
task. High High
Man
agin
g
dire
ctor
To reduce
this
specific
risk project
manager
continuous
contact
with their
supplier so
that actual
status of
requested
material
for project
can be
determined
as possible
decision
are made
Make trust and
strong
communication
with number of
supplier in case
if primary
supplier fails to
deliver the
good then
arrangement
can be made 9/10 5/10
8 Problem of
transportation
which can make
audience irritated
as they need
proper vehicles to
move out from the
event place.
Medi
um
high Proj
ect
man
ager
Arrange
transport
amenities
such as
van, buses
for the
audience
visiting
event from
Develop private
cab facilities
for customer
9/10 6/10
8

outside
city.
9
Risk of security
which can make
visitors hamper
and there would
be less audience
to join event. High High
Proj
ect
man
ager
Make a
collaborati
on with
security
agency in
order to
make
proper
arrangeme
nt of
security
guard.
Maintain
proper record
of total visitor
attending event. 8/10 3/10
10
Threat of fire,
conflicts, fights
among student
that might leads to
failure of event
for university. Low
Mediu
m
Proj
ect
man
ager
Installing
fire
extinguish
er, fire
detector
and
cameras so
that proper
eye can be
kept on
people and
activities
which can
lead to this
risk.
Arrange
security guards
and call to
police for
emergency and
for any other
things 7/10 1/10
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4 Short Report
Throughout this case, the primary role of project manager is to take full benefit of the
available resources at their disposal as it enhances their capacity and efficiency to reach the
desired project goals (Sánchez, 2015). In case if some problems arise, there will be a negative
impact on operating activity of project that might directly reduce the overall in the method of
performing the different project activities. The project manager's responsibility is to consider the
risks, because if this is ignored, the project's progress can not be achieved. There are different
methodologies discussed below that can be used by manager of event in order to make project
more effective:
Waterfall Project Management Method:
This is the step by step method where the project is handled at various stages and then
finally it is given to the consumers. Firstly, a big plan is made and then it is implemented in a
sequential or liner manner in the hope that there will not be further alterations in the plan. This is
a traditional approach which is used in the developing a software. There are various new ways to
manage the projects and as the new ways were developed, the traditional method was given the
name of Waterfall. There are few phases which each project has to go through, i.e. requirements,
design, coding, testing and operations. Perfect order has to be followed in this method, the next
one cannot be started until the earlier ends.
Strengths of Waterfall:
 Intense Documentation: Documentation is done very well in Waterfall so the companies
are clear with the requirements and expectations and the project manager don't have to
look back on anything (Schwalbe, 2015).
 No loss of knowledge: If somebody leaves the organization, there are lots of documents
to support anybody new working there.
 Better planning among team members: As everyone knows their job in a better way, so
multiple work can be assigned to the members and hence increases efficiency.
 Inputs from clients is not required after requirement stage: As there is no need of client
input after sometime, team don't have to check client availability again and again.
Weaknesses
 Can't go back: The biggest disadvantage of this method is that once a phase is completed,
it is extremely difficult to go back again.
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 No error can be there at requirement stage: If there are mistakes at the requirements stage,
then it becomes difficult for the project to get success.
 Extreme deadlines: If one activity gets delayed then it will delay all other activities.
Prince2 Project Management Method:
Prince2 means the project which is conducted in a controlled way and is highly
structured. It divides the project work into the stages which are highly controlled and is used by
many nations mainly in UK and European nations (Tadeu de Oliveira Lacerda and et. al., 2011).
The main focus of Prince2 is the justification of the business and a well set organizational
structure. As compared to Waterfall, this method is very flexible and can be implemented at each
level the project is into. With Prince2, the organization can manage and allocate their resources
well and can manage the risk related to the project in an better manner. There are seven main
principles of Prince2: Business justification, learning from experience, roles and responsibilities,
manage by stages, manage by exception, focus on products and tailoring
Strengths
The main strengths of Prince2 is that it does not take much time and is highly cost
efficient. Prince2 is very much standardized which reduces the chances of error. It is tried and
well tested several times by the professionals which makes it a reliable method and most
importantly there are no charges to use it.
Weaknesses
The main weakness of Prince2 is that it does not cover procurement management for the
managers and another one is that soft skills aspect is not included in this which is very necessary
for the managers.
CONCLUSION
In the end, it has been concluded that project management is an effective process that
support manager to make plans regarding the execution of different activities related with
specific event. Effective planning and work break down structure makes easier for manager of
event going to held in QA Higher Education to detect the risk related with overall project.
Project manager develop effective ways to reduce the risk and make sure that all activities are
completed on time so that maximum student can experience the new classes in University.
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REFERENCERS
Books and Journals:
Bowers, J. and Khorakian, A., 2014. Integrating risk management in the innovation project.
European Journal of innovation management. 17(1). pp.25-40.
Doloi, H. K., 2011. Understanding stakeholders' perspective of cost estimation in project
management. International journal of project management. 29(5). pp.622-636.
Fleming, Q. W. and Koppelman, J. M., 2016, December. Earned value project management.
Project Management Institute.
Fortune, J. and et. al., 2011. Looking again at current practice in project management.
International Journal of Managing Projects in Business. 4(4). pp.553-572.
Hall, N. G., 2012. Project management: Recent developments and research opportunities.
Journal of Systems Science and Systems Engineering. 21(2). pp.129-143.
Meredith, J. R. and et. al., 2017. Project management: a managerial approach. John Wiley &
Sons.
Mir, F. A. and Pinnington, A. H., 2014. Exploring the value of project management: linking
project management performance and project success. International journal of project
management. 32(2). pp.202-217.
Morris, P., 2013. Reconstructing project management reprised: A knowledge perspective.
Project Management Journal. 44(5). pp.6-23.
Pinto, J. K., 2013. Project management: achieving competitive advantage (No. s 57). Upper
Saddle River, NJ: Pearson.
Sánchez, M. A., 2015. Integrating sustainability issues into project management. Journal of
Cleaner Production. 96. pp.319-330.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Tadeu de Oliveira Lacerda and et. al., 2011. A performance measurement view of IT project
management. International Journal of Productivity and Performance Management.
60(2). pp.132-151.
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