Project Management Strategies for QAHE London Campus Renovation

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PROJECT MANAGEMENT
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Table of Contents
Introduction................................................................................................................................3
Task 1.........................................................................................................................................4
Task 2.........................................................................................................................................7
Task 3.......................................................................................................................................10
Task 4.......................................................................................................................................13
Conclusion................................................................................................................................16
Reference list............................................................................................................................17
Appendices...............................................................................................................................18
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Introduction
Project management is crucial in completion of any major activity in any organisation. The
project manager is the individual who is responsible for the end to end the project
completion. In the QAHE computer laboratory and teaching rooms successfully there is a
renovation project taken up. A proper budget allocation and assessment of risk is done at the
onset after breaking down the project into smaller activities. The objective of the project is
allocation of resources in such a way that maximum publicity of the renovations is possible.
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Task 1
Initiation of the project and documentation
Objectives: The project aims at the publicity of the changes that will be incorporated in
QAHE campus in London. Latest technology has been used to update the teaching rooms and
the computer labs. September is the selected time of the event during the Fresher’s week
celebration. This project aims at attracting more students to the campus.
Budgetary Information: This part highlights the project costs and the allocated figure is
£51,000.
Brief Budget Distribution for the Event
Activities Estimated Cost (£)
Venue related Charge 7,000
Decoration related Charges 3000
Refreshment charges 10,000
Travelling and ushering costs 2,000
Documentation 500
Initial service of beverage 1,500
Registration charges 1,000
Communication 3,000
Advertising activities and Marketing
techniques
10,000
Logistics 9,000
Welcome Box Kits 3,000
Others 1,000
Accumulated Expenses: £51,000
Table 1: Breakdown of the budget for the Event
(Source: Created by the learner)
Timescales: The planning activity of the project will commence from 15.07.2019 and it will
be completed by 10.09.2019. The time period involved is that of 60days. All activities
associated with the culmination of the event will be conducted during this time span.
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Project Sponsor: The Managing Director (MD) of the QAHE, London Campus is the
sponsor of the event.
Project Manager: Director of Operations will be handling the project in the capacity as a
manager.
Approach: Successful completion of the project needs specific approach and there will be
use of the Waterfall project management theory in this case as it helps in handling all the
small element (Bassil, 2012).
Risk Identification at the initial stage of project: In the initial phase the project manager
and team could not ascertain an effective marketing tactic to ensure that the news spreads to a
wider audience. The involvement of external agencies helped to mitigate this risk.
Key staff: Other than the Managing director and the operations director the key staff are as
follows:
 Marketing and public relations Executives
 Operational Executive and staff
 Resource Allocation Head
 Facilitators of the welcome kit and agencies involved in decoration
 Food and beverage team
 Logistics and registration administrative staff
Stakeholder Analysis Table:
Name of the Stakeholder Interest in the project Managing the
stakeholders and their
specifications throughout
the project life
cycle( PLC)
QAHE College Authorities They are the most essential
stakeholders as they are
associated with publicity of the
new project.
They have control over
the entire PLC time
period
Suppliers They are crucial in making all
material available in order to
Daily need based
communication process is
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proceed with the project. required in their case, so
that the project execution
is smooth
Director of Operations He looks into the cyclical
flow of work and is responsible
for completion.
There is the need to have
a process of constant
reporting that is required
after completion of every
major task.
Employees In order to ensure timely
delivery of work, interest of
the employees need to be
maintained.
The leadership of the
project manager helps to
keep the employees
motivated.
Table 2: Stakeholder Analysis
(Source: Learner’s Creation)
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Task 2
Risk Identified and presented in tabular register
Risk Identification Impact of the Risk/
Limitation of risk
Ways of Risk minimisation
Specific marketing
techniques are not applied
Impact of the risk can be this
that there will a failure to
create impact of the activity
There is need to involve a
professional firm to engage
in publicity
Lack of required staff Ineffective human resource is
associated with deterioration
in the quality of the work
completed
There was major recruitment
drive undertaken to take task
specific candidates in the
project.
Agile method of project
management deployed in
initial phase
This had major impact on
project quality as there was
limited work flow in the
planning stage,
There was application of
waterfall project
management technique later.
The food and beverage
supplier charged very high
This created pressure on the
shoe-string budget in the
initial stage.
There was a lot of
negotiation that ensued and
even the budget was
increased.
There was no safety related
precautions
In case of fire or any other
mishap, there were hardly
any arrangements made for
extinguishing
At the later phase there were
fire extinguishers that were
arranged for in each and
every 100 metres.
The initial fund available
was only £35,000
There were no specific
sponsors who were identified
and they were all small
sponsors that led to major
chaos
£15,000 more was allotted by
the college to the project.
This along with some more
additional funds led to the
project completion
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CSR objectives were not
focused upon
This led to a lot of criticism
that was faced by the
authorities and the college
from the citizens and led to
negative publicity
Later a corporate social
responsibility angle was seen
in the form of providing aid
to the underprivileged
Waste management
arrangement were not up
to the mark
This led to a lot of
speculation associated with
the fact that it could lead to
massive mismanagement of
the wastage disposal
There were volunteers
deployed to address this
issue.
Use of plastic in
decorations
The environmental
implications were very high
as plastic is a pollutant
This was hastily changed to
eco-friendly materials for
decorative purposes.
Table 3: Risk Register
(Source: Learner’s creation)
Demonstration of the usage of Risk Register with good practice nuance of the industry
and from other scholarly papers
The concept of risk management is majorly of three basic areas and these are identification,
analysis and the response that is given to the risk (Kliem, and Ludin, 2019). The risk register
is an effective technique that will ensure that by dividing the risk into a cause and effect risk
calendar that is table it is able to analyse the risk better. The impact of the risk whether long
term or short tern can be derived at from this register.
Project management has an element of risk in every step of the way as there are multiple
variables involved (Meredith et al., 2017 ).In order to complete the project successfully there
is the need to identify risks and make sure that the risks are resolved along the way.
Organisations of all sizes from small and medium enterprises to large multinationals tend to
use the risk register in order to evaluate risks. Risk register has majorly three basic parts that
is risk movement, controls that need to be implemented and ensure that the resolutions of
the risk is also given due consideration. There is also the function of compliance that is met
by the risk register. There is the example of Primark that ensured that there suppliers and
outsourcing vendors did not use unethical means like child labour and they did this with the
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help of a ethics risk register that had to be filled out and handed to Primark Plc before
collaboration (Primark.com. 2019).
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Task 3
Work Breakdown Structure
Activity Commencement
Date
Tenure Completion Date
1. Planning Phase of
the project
15.07.2019 15 days 30.07.2019
Theme formulation 15.07.19 3 day 18.07.19
Identification of the
objectives that are
associated with the
project
19.07.19 3 days 22.07.19
Recruitment and
selection of the
choicest staff
23.07.19 7 days 27.07.19
Contacting the
vendors and the
suppliers
28.07.19 2 days 30.07.19
2. Use of the varied
resources
31.07.19 25 days 25.08.19
Allotment of funds
on each area
31.07.19 4 days 04.08.19
Identification of apt
techniques related to
marketing
05.08.19 8 days 13.08.19
Arranging to
advertising the event
14.08.19 10 days 24.08.19
Disbursing funds 24.08.2019 1 days 25.08.19
3. Final tasks
conducted
26.08.19 15 days 10.09.19
Arranging for
welcome kits
26.08.19 5 days 31.09.19
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Venue decoration 01.09.19 2 days 03.09.19
Invitation of the
stakeholders
04.09.19 3 days 07.09.19
Evaluation of the
efforts undertaken
08.09.2019 2days 10.09.2019
Table 4: Work Breakdown Structure
(Source: Learner’s creation)
Milestones that are required to be achieved and the d related tasks are as follows:
 The planning phase has to be completed in 15 days
 There can be no extension of the implementation phase beyond 25 days and this is
the implementation phase.
 There is the need for effective evaluation at the end of completion within the 60 days
project time.
The importance of a Work break down structure and significance of critical path
analysis are as follows:
The value of Work Breakdown Structure and how it aids the project management process is
as follows is as follows:
 The structure helps to keep the skeletal structure of the actions that are applicable for
the project.
 Tracking the time of completion of each task is easier
 Ascertaining the cost of each task is easily formulated
 It helps in the formulation of measureable task
 In the words of Harrison and Lock, ( 2017), the work breakdown structure is crucial
in the identification of the scope of the project
 It helps in assigning responsibility
 It aids the project manager in delegation of responsibility.
The critical path analysis is extremely helpful to the project manager in terms of project
scheduling (Shaw and Seller, 2015). The various important aspects of this are as follows:
 It helps in the scheduling of project tasks (Newpol et al., 2011)
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 It ensures that the project is understood well by the manager and the team that
reports to him
 It aids the project manager to complete the project on time
 It helps to manage and maintain the budget
 It is critical in identifying the dependence of one job over the other in the project
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