Project Management: Enhancing Teaching and Learning through Technology

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PROJECT MANAGEMENT
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Executive Summary
The assessment provided is related to the project management where one needs to be a project
manager in order to perform the refurbishment of teaching rooms and computing labs in the
London, Birmingham, and Manchester so that the teaching and learning experience can be
enhanced by the help of new technology. In order to complete the overall project, here in this
report, there is the various discussion that is included that contain the various principles and
methodology like PRINCE2. The use of WBS and Gantt chart is also shown in order to show the
milestones and budgets of the project. Risk assessment is also provided in the solution.
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Contents
Executive Summary.........................................................................................................................2
Introduction......................................................................................................................................4
1. Project Initiation Document (PID)...............................................................................................5
Objective......................................................................................................................................5
Budgetary information.................................................................................................................5
Timescales....................................................................................................................................5
Approach......................................................................................................................................6
Key staff.......................................................................................................................................6
Stakeholders.................................................................................................................................6
2. Risk Register................................................................................................................................7
3. Work Breakdown Structure (WBS).............................................................................................7
4. Short Report.................................................................................................................................8
Conclusion.....................................................................................................................................10
References......................................................................................................................................11
Appendices....................................................................................................................................12
Appendix 1: Budgetary Information..........................................................................................12
Appendix 2: Timeframe.............................................................................................................13
Appendix 3: Stakeholder Analysis.............................................................................................13
Appendix 4: Risk Register and Analysis...................................................................................14
Appendix 5: Work Breakdown Structure...................................................................................16
Appendix 6: Gantt chart.............................................................................................................17
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Introduction
The project management is the complete process of the planning, initialization, designing,
executing and launching of the project that is performed by the overall team members in order to
achieve a goal. There are many problems that can be faced by team members in order to achieve
the set goals, therefore; this is the reason proper project management is required so that the goal
can be achieved in a particular set constraint. For the QAHE that has completed its
refurbishment of the campus needed to launch and publicize this so it is essential that the event
should be organized properly. The task here is performed as a project manager that will decide
all the planning, scheduling and will try to complete the event successfully in the provided
duration and budget. The report contains all the information regarding the project with the help
of tables and diagram that are shown in the appendix of the report.
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1. Project Initiation Document (PID)
Objective
The main goal of the project is to manage the event appropriately in the given budget as well as
the time that is mentioned in the assessment brief. The project management is required to make
the event successful as the launch of the campus that is refurbished with the new technology and
improvised learning environment and need a proper inauguration so that the students can attract
more to the university and proper publicizing of the university can be done. The inauguration
should be completed properly so proper budget and time constraint required to follow. The task
here is to organize and manage the event properly in the provided time constraint.
Budgetary information
As there is a specific budget for the completion of any project that includes the expenses related
to the resources, raw material and execution of the project so this project also has a budget of
£50,000. The detailed information of the budget is provided in Appendix 1 in the tabular form so
that an overview of the expenses can be observed (Akhmetshin et al., 2019).
Timescales
As there is a specific budget, similarly a specific period of time is also there in which the even
should be planned and executed properly. For all the project that are needed to be completed
there is a particular time duration in which the project should be managed and completed. Here
also there is a timescale of the project and make sure that the whole project gets completed in the
fresher’s week of September. So planning and scheduling should be done according to the
completion of the project at this time. Timescale is provided in Appendix 2.
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Approach
The approach adopted is PRINCE2 because it is the most optimized and efficient solution for the
management of the project. The essential point for using this method is that this helps in
providing the main focus on the business justification, proper definition of the structure of a
project that needs to be managed (Ahimbisibwe et al., 2015). There are various questions that
need to be answered first for the further process like define the task that needs to be done,
initialization of the project, resources and material required, the duration for the completion,
budget and raw material costs of the project that need to be done. This method provides optimal
results and solution so that the management of the project can be done easily (Tomanek and
Juricek, 2015).
Key staff
The staffs which are involved in the project are the most essential components of the project as
they support the project in a direct or an indirect way. These key staff here in this particular
project is given as managers, labors, caterers, marketing team, decorators, cleaners and other
staff like guests, chief guests, anchors, backstage preparation people, investor, sponsors and
many other. For any project, the staff that is involved in the project either in a direct way or in an
indirect way is termed as the stakeholders. These stakeholders have a major effect on the project
so that is the reason they are referred to as the key staff in any project (Kang and Kim, 2016).
Stakeholders
Stakeholders are the people that show interest in the project, as this project is based on the
inauguration of the event of the campus so here the guests, sponsors, investors, promoter of the
events, manager, owner and much other staff that is showing interest in the project are termed as
the stakeholders (Serra and Kunc, 2015). As all the stakeholders will perform their
responsibilities that are assigned to them that will put the impact on the execution of the project
in positive or in a negative manner that is why it is important that there must be a stakeholder in
the completion of the project. Without stakeholder, there will be no proper project execution and
it is important that every stakeholder perform its role in a provided timeframe. The descriptions
of the stakeholders are provided in Appendix 3.
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2. Risk Register
In every project, there is some risk that is related to it and can harm the project so it is essential
to identify the possible risks and find alternate solutions to them so that the project can be saved.
The risks that the project can face can be related to the money and budget, labors and workers,
small conflicts and disputes among the team members and many such risks need to rectify as
they can harm the project execution. The best way to mitigate the risks is that after completion of
every phase there should be proper check so that if any risk is encountered then it can be
removed at every stage. To identify and eliminate the risks that are encountered in a project is
termed as the risk management and this is followed by almost in every project as it provides the
quality assurance of the project after the completion (Mousaei and Javdani, 2018).
For this project also there is risk registration and analysis that is performed and shown in the
form of a table in Appendix 4.
3. Work Breakdown Structure (WBS)
The work breakdown structure is used in the project management so that all the details regarding
the time duration, budget and milestones can be clearly seen through the work breakdown
structure. This is also used so that the work can be divided into various teams of a single project
and it can get easy to handle all the tasks that are performed by the various team of the project.
This project also has various departments like catering, decorating, marketing and managing the
department on which various teams are working so this WBS can help in tracking all the
activities and to achieve the constraint of time and budget with the quality assurance (Kerzner,
2017).
The WBS and Gantt chart for this particular project is given in Appendix 5 and Appendix 6.
Why Critical path analysis is important in Project Management?
It is because in a project there are multiple tasks that need to be completed in a given time
constraint and that too without compromising with the quality. So to ensure this it is important to
keep a proper tracking of the project and to all the tasks of the project (Aragonés-Beltrán et al.,
2017). To do this, it is essential to plan the project at first and then perform the activities so that
all the different tasks can be completed in the time and they can be linked properly for
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completion of the overall project. To perform all the planning it is important to analyze the
critical path of the project.
4. Short Report
(a) Report to the Project Sponsors
Date: 7/18/19
From:
To,
The Project Sponsors
Director of Operations
Report
Dear Abc,
The project is a combined work of various people that perform their respective responsibilities
that are assigned by a person who is managing the overall project, this person is known as
Project manager that possess some leadership skill and that is why the project manager can
manage and motivate the team members to execute their respective tasks with the best quality so
that the overall project can be of a great quality. The project manager can take out the best from
the team members by having great leadership skills; if the leader does not have good leadership
skill then by this the overall project can get harmed. A leader should have abilities to manage the
team, to motivate them, handle the sensitive situations, should be creative and courageous,
should be able to apply innovative ideas and take risks (Janssens, 2018). The behavior of the
leader provides an impact on the overall team. It is important that a leader must have basic
leadership skill so that the project can be effectively completed.
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(b) Comparison of different methods:
Method Agile method Waterfall
method
PRINCE2
Definition This method
contains the
delivery of the
project continues to
the client by
providing updates.
Here in this
method after the
completion of the
first step, the next
step can be taken.
No backstepping
is possible here.
This method provides
efficient results and is
easy to apply so it is
used in most of the
projects.
Strengths Customer can make
the changes
according to his/her
requirements as the
proper
communication is
maintained while
the development of
the project.
.The next phase
here can be taken
after the
completion of the
previous step.
This method includes
the risk management
on every phase this
helps in minimum risk
encountering after the
completion of the
project.
Weakness Due to the changes
that the customer
asks for, can affect
the set budget of
the project.
As the back step
is not possible
here, so if any
updates required
then it is not
possible.
.
It can be the most
expensive method for
a project.
Comments As the budget is
limited in this
project so this
cannot be used in
Skilled worker
and team
coordination
This method is used in
this project as it is
effective and provides
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this project. should be great. optimized results.
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Conclusion
The conclusion of the assessment is to manage a project that is based on the QAHE that
renovated the campus in order to provide a great and innovative experience to the students and
the staff of the campus so that the learning environment can be improvised. After the completion
of the refurbishment, it requires organizing an event so that the publicity of the university can be
done, this event should be great so that students can get attracted and take admissions. So overall
planning and management are covered in this report by specifying the planning, budget,
timescale, and duration of the event. Tables and diagram s are attached in the appendix of the
report that includes risk analysis, Gantt chart, WBS and various tables.
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