Event Launch Project: QA Higher Education, Semester 2, 2019

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Abstract
This Project is explaining the way in which an event launch project can be accomplished. QA
Higher Education is conducting an event launch program in which the main objective is to
promote the university. For this, they are organising an event and this report is comprising the
techniques, procedure which should be considered while working on a project like this.

Table of Contents
Abstract......................................................................................................................................1
Introduction................................................................................................................................3
Project Initiation Document (PID).............................................................................................4
Stakeholder Analysis Table..................................................................................................10
Risk Register............................................................................................................................16
Work Breakdown Structure......................................................................................................19
WBS chart............................................................................................................................19
Gantt chart............................................................................................................................20
Report to project sponsor.........................................................................................................21
Conclusion................................................................................................................................26
References................................................................................................................................27

Table & Figures
Figure 1 : WBS Chart...............................................................................................................19
Figure 2: Gantt Chart...............................................................................................................20
Figure 3: Structure for agile methodology...............................................................................24
Figure 4: Structure for waterfall methodology.........................................................................25
Figure 5: Structure for PRINCE2 methodology.......................................................................25
Table 1: PID Table.....................................................................................................................4
Table 2: Budgetary InformationTable 3: Timescale..................................................................5
Table 4: Stakeholder Analysis Table.......................................................................................10
Table 5: Risk Register Table....................................................................................................16
Table 6: Methodologies............................................................................................................22

Introduction
This report is based on the launching event by the QAHE University which includes the
refurbishment of the computer labs. It also provides a great learning environment through
which the students get the affinity for using the latest technology. This report includes a
description of the qualities of the project manager and the risk factors which occurs during
the execution of the project. The functionality is defined by using the WBS diagram and also
includes the report of the project initiation. It includes the methodologies or the operations
which included among with the project summary or the WBS. This report is basically
depending on the analysis of the stakeholders and the description related to the project.

Project Initiation Document (PID)
Table 1: PID Table
Project Title QAHE Event Launch
Budget Estimation Estimated Budget is around £44,960
Money expenditure Breakdown. Project Initiation - £960.00
Data collection & Planning - £12,960.00
Project Designing Phase - £4,080.00
Project Development Phase - £24,640.00
Event Day - £2,320.00
Starting date of project Monday, 07/08/19
Finishing date of project Friday, 09/13/19
Sponsor of Project Managing Director (Director of Operations)
Manager of Project *Name*
Project Objective Promoting the University to increase number
of admissions.
Suggested Approach Event Launch will work in both ways. It will
work to achieve the project objective as well
as a celebration event of refurbishment.
Major Risks Following are the three major risks that
might occur into the university:
Due to some reasons, the estimated budget
might exceed.
Lack of Communication between the teams
and project manager or sponsor might lead to

failure.
On the day of event, there might occur some
technical issues into the setup that can lead
the project to failure.
Reference for the Idea The idea launching this event to celebrate the
success of the refurbishment in the university
came out by the discussion of promoting the
university in a unique way so that the
promotion of the event can be done and
people get to know about the new
infrastructure and learning technologies.
Objectives
Although this event is the celebration of university infrastructure refurbishment for its
successful completion the main aim of organising this event is to promote this refurbishment,
changes and new technology installed in the university.
Approach
To achieve this objective, on the day of the event, the promotion of university will be
conducted in different ways like by posting in newspapers, advertising on media or channels,
conducting a tour into the university for the new students.
Budgetary information
Table 2: Budgetary InformationTable 3: Timescale
Task Name Resource Names Estimated
Cost
Launch Event Management £44,960.00
Project Initiation £960.00
Project Idea Director of Operations £0.00

Project Significance Director of Operations, Project Manager £480.00
Project Aim Director of Operations, Project Manager £480.00
Data collection & Planning £12,960.00
Scope Identification Management Team, Project Manager £1,760.00
Timescale identification Management Team, Project Manager £1,760.00
Budget identification Management Team, Project Manager £1,760.00
Identify methodology Management Team, Project Manager £2,640.00
Venue planning Director of Operations, Management
Team, Project Manager
£2,640.00
Stakeholder roles and
responsibilities
Project Manager £960.00
Meeting planning Project Manager £960.00
Project Approval Director of Operations, Project Manager £480.00
Project Designing Phase £4,080.00
Team Dispense Project Manager £480.00
Team work allocation Project Manager £960.00
Risk Assessment Management Team, Project Manager £2,640.00
Project Development Phase £24,640.00
Venue Confirmation Director of Operations, Project Manager £960.00
Furniture/Media setup Inspection Team, Management Team,
Other Resources, Technical Team
£13,120.00
Promotional Elements setup Other Resources, Technical Team £5,760.00
Event invitations Director of Operations, Management
Team, Project Manager, Technical Team
£3,600.00

Celebratory Elements setup Caterers, Hygiene Team £1,200.00
Event Day £2,320.00
Monitoring Event Inspection Team, Project Manager,
Security Team
£1,040.00
Event Promotions Director of Operations, Project Manager,
Technical Team
£800.00
Event closing Director of Operations, Project Manager £480.00
Timescales
Task Name Duration Start Finish
Launch Event Management 50 days Mon 7/8/19 Fri 9/13/19
Project Initiation 3 days Mon 7/8/19 Wed 7/10/19
Project Idea 1 day Mon 7/8/19 Mon 7/8/19
Project Significance 1 day Tue 7/9/19 Tue 7/9/19
Project Aim 1 day Wed 7/10/19 Wed 7/10/19
Data collection & Planning 17 days Thu 7/11/19 Fri 8/2/19
Scope Identification 2 days Thu 7/11/19 Fri 7/12/19
Timescale identification 2 days Mon 7/15/19 Tue 7/16/19
Budget identification 2 days Wed 7/17/19 Thu 7/18/19
Identify methodology 3 days Fri 7/19/19 Tue 7/23/19
Venue planning 3 days Wed 7/24/19 Fri 7/26/19
Stakeholder roles and
responsibilities
2 days Mon 7/29/19 Tue 7/30/19
Meeting planning 2 days Wed 7/31/19 Thu 8/1/19

Project Approval 1 day Fri 8/2/19 Fri 8/2/19
Project Designing Phase 6 days Mon 8/5/19 Mon 8/12/19
Team Dispense 1 day Mon 8/5/19 Mon 8/5/19
Team work allocation 2 days Tue 8/6/19 Wed 8/7/19
Risk Assessment 3 days Thu 8/8/19 Mon 8/12/19
Project Development Phase 21 days Tue 8/13/19 Tue 9/10/19
Venue Confirmation 2 days Tue 8/13/19 Wed 8/14/19
Furniture/Media setup 8 days Thu 8/15/19 Mon 8/26/19
Promotional Elements setup 6 days Tue 8/27/19 Tue 9/3/19
Event invitations 3 days Wed 9/4/19 Fri 9/6/19
Celebratory Elements setup 2 days Mon 9/9/19 Tue 9/10/19
Event Day 3 days Wed 9/11/19 Fri 9/13/19
Monitoring Event 1 day Wed 9/11/19 Wed 9/11/19
Event Promotions 1 day Thu 9/12/19 Thu 9/12/19
Event closing 1 day Fri 9/13/19 Fri 9/13/19
Key Staff
Following are the key staff members of the Event Launch programme.
 Director of Operations (Project Sponsor)
 Project Manager
 Management Team
 Hygiene Team
 Technical Team

 Security Team
 Inspection Team
 Caterers
 Students
 University Staff
 Entertainers

Stakeholder Analysis Table
Table 4: Stakeholder Analysis Table
Stakeholders Name of
Stakeholders Impact Effect Stakeholder Role Stakeholder
Contribution
Stakeholder
Project risk
Managing
Stakeholder
Director of
Operations
(Project
Sponsor)
Name:
Email-ID:
No.:
High High Project planning
and Financial
support
Providing the
proper planning
for the event.
Providing
proper financial
support to the
event.
Providing the
ideas that can
enhance quality
of project.
Can Close Project
in middle of the
project due to any
reason.
Can make any
emergency
changes into the
project which
should be
included.
Daily update
should be
provided.
Project visibility
by meetings.
Project
Manager
Name:
Email-ID:
High High Handling project.
Providing
guidance and
leadership.
Providing the
ideas that can
enhance quality
Not taking interest
in project.
Not providing
proper direction to
Project sponsor
should tell the
project manager
about the main aim

Stakeholders Name of
Stakeholders Impact Effect Stakeholder Role Stakeholder
Contribution
Stakeholder
Project risk
Managing
Stakeholder
No.: of project.
Providing better
leadership to
the project.
the team members
of the project.
Not properly
guiding the
project.
Not conduction
weekly or daily
meeting for the
project discussion.
and significance of
the project so that
they can be able to
handle other
during the project.
Project
Teams
Name:
Email-ID:
No.:
High Medium Developing the
project
Work according
to their assigned
job.
Work with
efficiency and
effectiveness.
Lack of
coordination while
working on the
project.
Tell them the
significance and
importance of this
project by its
deliveries.
Vendors Name: Medium Low Providing the
required resources
Provide the
required
Can deny
providing the
Appropriate
budget amount can