Project Management Report: QA Higher Education London Event

This project report provides a comprehensive overview of the QA Higher Education London Education Event, detailing the project's initiation, planning, and management. It includes a Project Initiation Document (PID) outlining the event's background, goals, constraints, and stakeholders. The report features a Work Breakdown Structure (WBS) that breaks down the project into manageable tasks and a risk register identifying potential risks and mitigation strategies. It also includes a report to the project sponsor discussing leadership, methodology strengths and weaknesses, and recommendations. The report references various project management concepts and methodologies, such as PRINCE2, and provides appendices with supporting documents like budgetary allocations and communication plans. The project aims to enhance student engagement, raise the institution's profile, and improve recruitment figures through a well-planned and executed education event.

Student ID Number MIN16423096
Programme Title
BSc Business Management and Entrepreneurship
Extended Degree
Module Title Project Management
Module Code QAB020N503S
Module Convenor Ola Olaosebikan
Coursework Title QA Higher Education London Education Event
Academic Declaration:
Students are reminded that the electronic copy of their essay may be checked, at
any point during their degree, with Turnitin or other plagiarism detection software for
plagiarised material.
Word Count Excluding
References and
Appendices.
2387 Date
Submitted 12/03/2019

Table of content
1. Introduction.................................................................................2
1.1 Project Initiation Document (PID)..........................................2
2. Work Breakdown Structure (WBS).............................................8
3. Risk register...............................................................................9
4. Report to the project sponsor...................................................11
4.1 Discussion of strong leadership in a project using examples
...................................................................................................11
4.2 Strengths and weaknesses of using selected methodology
and recommendation about proper methodology.....................11
5. References...............................................................................13
6. Appendicies..............................................................................18
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1. Introduction
The word “Project” can be stated as the one-time effort that is initiated to produce different and
rare product or benefit that is pretended to be deliver adequate change or to add a value.
However, the project presented consist of some complexity degree. For the development of a
website, a host, design and domain is required. Hence, the project consist of the process of
implementing, replacing, controlling / evaluating and planning (Newton, 2016). Therefore,
understanding all the four area of control, the project may produce a contrasting output from that
which is not expected and was not as favourable as the project of the Olympics village such as
the Universal credit. The cost of the project was numerous times the predicted cost at the initial
stage which concluded that it was a failure (Schraer, 2018). Other projects such as the Brexit
were unspecified and as the result of which this project remains unknown (GOV UK, 2018).
Management is most of the time referred to as an effective and efficient search of the accurate
property along with an organization or an individual that remains a bottom line of the future and
operation of the association (Wilkinson, 2017). A property can be stated as the intangible or
tangible resources that an individual or organization owns and that can be assigned or carried
monetary. These type of assets can be classified as the physical like equipment and buildings, a
human such as the stakeholders and the staff, capital like cash and money and in the final the
information (Bennett and Bennett, 2007).
Project management consolidates a lot of instruments, abilities and procedures to portray, sort
out, and control the capacity of task exercises, so the venture that is finished inside is very
much characterized in the extension, quality, period and cost imperatives (Heldman and
Mangano, 2009). Those techniques and tools assist the project administrators in different areas
of project administration that are also based on the technology into hardware and software.
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1.1 Project Initiation Documentation
Document Information
Project name: QA Higher Education London Education Event
Date: 01/04/2019
Author: Nedko Minchev
Owner The Managing Director and the Director of Operations
Document
code:
QAB020N503S
Version: v1.0
Approval
Date Name and Signature
21/01/2019 John Johnson John J
22/01/2019 Mark Markson Mark M
Background: QA Higher Education is an instructive gathering of organizations which
join to make QA Ltd. Redesigning its offices to ensure the steadiness of a
productive learning environment and introduction of the latest
advancements in technology for the purpose of learning and instructing
helps.
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Main Goal: To engage the students in the academic excellence process and raise the
competency level of the London campus.
Desired
Outcomes:
To demonstrate the objecive of students by the introduction of the latest
educational and technological equipment of the University and boost its
ability thereby making the promotion of the university as the students first
choice as a destination.
Constraints and
Assumptions:
Constraints:
Time: The project approval and meeting would be processed accordingly
within the time interval that is provided and the project will be delivered
within the set time of 01/04/2019.
Cost: A budget of approximately £50,000 has been allotted for the project
launch (QAHE, 2019).
Scope: The event is to happen in September this year along with the new
student’ admission week. And will make room for under or over
attendance of 1000 guests.
Assumptions:
A financial design of approximately £50,000 will be accounted for the
Event that will be happening along with the Fresher’s Week (QAHE, 2019)
To give invitation to 1000 guests to be present in the Event so that it can
develop the awareness of the QA Higher Education business.
Interfaces: To increase the population of the student in the university by achieving the
target which set in the organization.
Project
Approach:
The 4-phase approach of Maylor (2003) is to be applied and it includes
fixing of formal meetings with the members of the project for making
commercials, schedules, plans and to share information. This process
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also involves developing awareness through the project launching and
information materials during the event in the feedback acquisition and
academic institution, formation of a final valuation report and data analysis
(See Appendix 1 for more details).
Project Product
Description:
The Project Product Description is a type of form that states what the
project must represent to achieve recognition (Hinde, 2012). And it will be
happening in September 2019 along with the new student’ admission
week.
Business Case: The business case is in reference to raise the student recruitment figures,
to raise the institutions ability to gain profit, the development of the
institution, and to design a competitive benefits.
Stakeholder
List:
The project team members include learners, instructors, potential
students, project management team, project manager, Director of
Operations, Managing Director, contractors, suppliers, and QAHE. For
more information see Appendix 2.
Quality
Management
Approach
The Project Manager estimates the quality of the project and its products
according to the PRINCE2 Methodology’s qualification terms and
conditions. And the information needed for this Project Management
Methodology is stated in the project charter.
Change Control
Approach
In order to reduce the risks, participants will share relevant information by
communicating, consulting, coordinating and cooperating (See Appendix
3).
Risk
Management
Approach
All essential Legal perspectives, for example, Health and Safety
enactment and Noise Control will be considered and connected by
enlisting temporary workers. For example, the neighbourhood network will
know with a letter, two weeks before the lunch, in the event that the
occasion cause commotion and diversion. For the Health and Safety
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reasons every partner will be advised via mail how the occasion will
continue and what should be possible to verify their wellbeing amid the
occasion. For more details, please see Risk Register Document in
Appendix 5.
Communication
Management
Approach
To communicate with the individual stakeholder efficiently and effectively,
the project administrators will utilize various communication methods. For
example, the communication with the students will be done by mail. The
communication with the management team will be by mail and weekly
meeting. However, the communication with the authorities will be by
letters. See Appendix 2 for more details.
Project Plan The Budgetary Allocation is well prescribed in the Appendix 4. And the
CPM Analysis is displayed below on Figure 1.0 together with the Time
Scale on Table 1.0.
Figure 1.0
1.1.1 1.1.2
1.1.3
1.1.1
1.1.2
1.1.4 1.2.1
1.1.2
1.1.3
1.1.4 1.2.2
1.2.3
1.2.4
1.2.7
1.2.6
1.2.51.2.1
1.1.4
1.2.2
1.2.3
1.2.4
1.2.3
1.2.3
1.3.1 1.3.2 1.3.3 1.3.4
1.2.4
1.2.5
1.2.6
1.2.7
1.3.1
1.3.1
1.3.2 1.3.3 1.3.51.3.4 1.4.1 1.4.2 1.4.3 1.4.51.4.41.3.5 1.4.1 1.4.2 1.4.3
1.4.3
1.4.4 1.5.1
1.5.2
1.5.3
1.4.5
1.4.5
1.4.5
1.5.41.5.1
1.5.2
1.5.3
1.5.51.5.4 1.5.5
1.5.4
Time Scale 1.0
Task Earliest start Length Type Dependent on...
1.1.1
Development
of the
Business Case
Week 0 2 days Sequential
1.1.2
Feasibility
Analysis
Week 1 5 days Sequential 1.1.1 Development of the
Business Case
1.1.3 Selecting
the Venue
Week 2 3 days Parallel 1.1.2 Feasibility Analysis
1.1.4 Getting Week 3 2 days Sequential 1.1.2 Feasibility Analysis,
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Approval 1.1.3 Selecting the Venue
1.2.1 Project
Manager
Week 4 56 days Parallel 1.1.4 Getting Approval
1.2.2 Finance
Manager
Week 5 3 days Parallel 1.2.1 Project Manager
1.2.3 HR
Manager
Week 6 2 days Parallel 1.1.4 Getting Approval
1.2.4 Event
Manager
Week 7 3 days Parallel 1.2.2 Finance Manager, 1.2.3
HR Manager
1.2.5 Event
Planner
Week 8 3 days Parallel 1.2.4 Event Manager
1.2.6
Marketing
Manager
Week 9 2 days Parallel 1.2.3 HR Manager
1.2.7
Hospitality
Manage
Week 10 2 days Parallel 1.2.3 HR Manager
1.3.1 Decor Week 11 2 days Sequential 1.2.4 Event Manager, 1.2.5
Event Planner, 1.2.6
Marketing Manager, 1.2.7
Hospitality Manage
1.3.2 Furniture Week 12 2 days Parallel 1.3.1 Decor
1.3.3 Food Week 13 1 day Sequential 1.3.1 Decor, 1.3.2 Furniture
1.3.4 Drink Week 13 1 day Sequential 1.3.3 Food
1.3.5
Audio/Video
Week 13 3 days Sequential 1.3.4 Drink
1.4.1 DJ/MC Week 14 1 day Sequential 1.3.5 Audio/Video
1.4.2
Bartenders
Week 14 1 day Sequential 1.4.1 DJ/MC
1.4.3 Waiters Week 14 1 day Sequential 1.4.2 Bartenders
1.4.4 Security Week 15 1 day Parallel 1.4.3 Waiters
1.4.5 Cleaner Week 16 2 days Sequential 1.4.3 Waiters, 1.4.5 Cleaner
1.5.1 Event
Flyers/Posters
Week 17 3 days Parallel 1.4.5 Cleaner
1.5.2 Letters Week 18 1 day Parallel 1.4.5 Cleaner
1.5.3 Invitation
Cards
Week 19 1 day Parallel 1.4.5 Cleaner
1.5.4 Social
Media/Video
Week 20 60 days Sequential 1.5.1 Event Flyers/Posters,
1.5.2 Letters, 1.5.3 Invitation
Cards
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1.5.5 Gadgets Week 21 1 day Parallel 1.5.4 Social Media/Video
1.5.6
Flyers/Posters
Distribution
Week 22 14 days Sequential 1.5.4 Social Media/Video,
1.5.5 Gadgets
1.6.1 Post
Project Review
Week 23 3 days Sequential 1.5.6 Flyers/Posters
Distribution
1.6.2
Stakeholders
sign off
Week 23 1 day Sequential 1.6.1 Post Project Review
1.6.3
Documentation
Week 24 14 days Sequential 1.6.2 Stakeholders sign off
1.7 End Week 25 0 days Sequential 1.6.3 Documentation
Project Management Team
Project Controls
The Director of Operations will receive reports on all arising matters for the generation of an
Exception Report. You will retain the quality log and the recommendations form.
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Tailoring
PRINCE2 technique is appropriate for the project’s effectiveness in the follow-up, guidance and
fulfillment processes to acquire excellent results.
2. Work Breakdown Structure (WBS)
Work breakdown structure is one of the most important parts of project lifecycle as well as the
timeline. It is discovered that the WBS helps in dealing with the undertakings of the venture
successfully (Siami-Irdemoosa et al., 2015). The main role of the whole project is to decrease
the different complicated activities for the collection of the tasks. The project administrator
mainly uses WBS for overseeing the tasks quite effectively and for defining the limits so that the
project management team can be able to determine the advancement within the project by
ensuring that the project is finished (Burghate, 2018).
There is a different layout of the WBS such as hierarchical structure, outline view and
tabular view. However, in this project, the tree structure view has been executed as this view is
the most popular formats of WBS and it sufficiently displays the project. Therefore, the work
breakdown structure for London Education Event is introduced in four categories in a form of a
tree view (See Appendix 3) that consists of the information about the budgetary allocation and
the weight of the tasks in percentage. The first category in the tree view describes the elements
needed for the Event. The second category involves the sets of creating a market awareness of
the Event. The third category shows the staffs which will be included in preparing and serving in
the Event. And the final category displays the management responsible for creating the project.
3. Risk register
The risk is stated as the shared effect of the probability of uncertain circumstances that may
affect project objectives in both positively and negatively way (Ward, 2008). Project risk is
stated as one of the uncertain situation or condition that generally produces an impact on at
least one of the project aims (Hopkinson, 2017). There is a number of various types of risks
that can occur within the project such as process risk, financial risk, people risk, market risk and
technological risk.
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Project risk management is one of the operations that is used for determining, analysing as
well as responding to the risks that generally arise within the life cycle of the project for keeping
the whole project on track (Mousaei and Gandomani, 2018). It has been found that the risk
management strategies in general include extensive detailed planning for each of the risk so
that all the risks can be mitigated effectively. And all those potential risks are having place in
document named the risk register. According to Stackpole and Snyder (2013), the risk register
is one of the tools that is mainly utilised for documenting risks as well as various types of actions
for managing each type of risks quite adequately. It is found that proper risk register is
considered to be essential for the successful management of project risks.
The risk to the project manager is mainly rooted in the process of delivering a particular product
or service at a specific time for a specific cost. A well-planned project is providing to the project
manager with resources to work around unanticipated issues which still can meet the initiated
price and achieve the goals. However, a large number of issues may keep the manager from
meeting project objectives such as high costs and late delivery of the product or service. Hence,
to make it manageable risk should be classified (Pritchard, 2001). In reference to London’s
Event, the risks that might occur during the preparations have been categorised into two
different risk groups such as financial and process. Additional details are given in the Risk
Register Document which is placed in Appendix 5
The first group describes financial risk which is the possibility of a loss of economic value
where the business may fail to meet its financial obligations (Ramos et al., 2000). In London's
occasion matter they may be an absence of spending plan and absence of recourses. The
possibility dangers of those effects can change among medium and medium high. For instance,
if the financial plan of the undertaking isn't overseen well, at that point the quantity of budgetary
issues inside the venture will be high. Therefore, a proper management of the budget of the
project is mandatory for resolving this matter which is also required for completing the project
successfully (See Appendix 5 for more details).
The second group is about the process risk. Lam (2014) states that procedure hazard may
happen when the business procedure comes up short on its effectiveness which could prompt
money related, client, and reputational disappointment. Furthermore, this type of hazard can be
available inside any dimension of a business procedure. Consequently, the London's Event
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Project could lose its adequacy and capability. If one of following process risk occurs, such as
improper seating arrangement and inexperienced event manager (See Appendix 5 for more
details).
The technical risk in project management takes place as the third group. Rykov (2016) states
that technical (technological) risks are any potential for technology failures to interrupt the
business. An example of this will be a potential sound/video system failure that could lead to an
interruption to the presentation during the Event. And resolve this issue, there should be a back-
up plan so the project could achieve its business objectives, for more details see Appendix 5.
The fourth group of risk concerns people. Blacker and McConnell (2015) state that people risk
in project management focuses on the human factors that could harm the business. Therefore,
sexual assault on guests, unauthorised access to the event and food poising take place as
potential people risks in London’s event. To addition of thus, there is another risk that concerns
the venue unavailability. For more details, please see the Risk Register Document in Appendix
5.
4. Report to project sponsors
4.1 Discussion of strong leadership in a project with examples
Leadership refers to the leader's ability to inspire, control, guide and lead his or her team to
accomplish the work tasks and achieve the organization objectives (Bull, 2010). Hence, the
favorable management of a project that will be required by the project administrators to have the
technique of leadership for coordinating or administering the project. The strong leadership skill
is needed by the project managers for completing the work of the project adequately as well as
efficiently (Holten and Brenner, 2015). Also, the project administrators need to have a legitimate
clear vision, appropriate clarity in reason as well as the ability to encourage and the appropriate
practical scheduling the team to accomplish the whole project within the assign time
(Alonderiene and Majauskaite, 2016).
Moreover, as Graham et al. (2015) express the absence of strong leadership qualities in project
administrators rises various issues as well as complicated problems. For instance, if strong
leadership quality is not utilised within the project, then the project team staff will not be able to
get encouraged, and thus the target of the project will not get accomplished on time. Also, it is
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