QA Higher Education Event Project: A Detailed Project Management Plan

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PROJECT MANAGEMENT
(QAHE Event)
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Table of Contents
Introduction................................................................................................................................2
Task 1a - Project Initiation Document (PID).............................................................................3
Objectives...............................................................................................................................3
Planning..................................................................................................................................3
Project Chart.......................................................................................................................3
Gantt Chart.........................................................................................................................6
Budgetary Information...........................................................................................................7
Timescales..............................................................................................................................8
Approach................................................................................................................................8
Key staff.................................................................................................................................9
Task 1b - Stakeholder Analysis................................................................................................10
Task 2 - Work Breakdown Structure.......................................................................................11
Task 3 - Risk Register..............................................................................................................12
Importance of Risk Management.........................................................................................12
Risk Register for the Event..................................................................................................12
Managing the Risk...............................................................................................................12
Task 4.......................................................................................................................................14
Task 4a- Importance of Strong Leadership..........................................................................14
Task 4b –Methodologies......................................................................................................14
Conclusion................................................................................................................................16
References................................................................................................................................17
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List of Figures
Figure 1: Gantt Chart.................................................................................................................6
Figure 2: Cost Overruns of project.............................................................................................7
Figure 3: Project cost overview..................................................................................................7
Figure 4: Project cost status.......................................................................................................8
Figure 5: Graph showing cost status..........................................................................................8
Figure 6: Phased approach.........................................................................................................9
Figure 7: Staff Resources...........................................................................................................9
Figure 8: Staff resources status................................................................................................10
Figure 9: Work Breakdown Structure......................................................................................11
Figure 10: Phases of the Agile methodology...........................................................................15
List of Tables
Table 1: Project Chart................................................................................................................4
Table 2: Key Staff table...........................................................................................................10
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Introduction
This particular report is creating for the QAHE (QA Higher Education) organization who
wants to organize the inaugural event for the successful completion of their refurbishment of
computing labs and teaching rooms in Birmingham for the Birmingham students, in the
London for the London students and also in the Manchester for the Manchester students.
QAHE wants to organize this event so that it will attract the students along with it make the
university more competitive. The event is to be held in the first week of September and as a
project manager of this event, my responsibility is to plan the event more successful within
the event time and budget.
In this report as a project manager of the event firstly I will make the project initiation
document which will include the information about the objective of the project, event
planning which will include the time, quality and cost of the event, timescale, approach used
for the event management, key staff and the budgetary information and also I will analysis
the stakeholders for the events. In task two, I will make the work breakdown structure for the
events. In task three, I will analyze the risk register with the event and how to manage them
so that it will not affect the event and will also discuss the importance of risk management. In
task four I will provide the importance of strong leadership and also the methodology which I
will use for the project management.
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Task 1a - Project Initiation Document (PID)
Objectives
The QAHE (QA Higher Education) wants to organize the inaugural event for the successful
completion of their refurbishment of computing labs and teaching rooms in Birmingham for
the Birmingham students, in the London for the London students and also in the Manchester
for the Manchester students. QAHE wants to organize this event so that it will attract the
students along with it make the university more competitive.
Planning
The event is to be held in the first week of September and as a project manager, my
responsibility is to plan the event more successful within the event time and budget. The
sponsor of the project is managing director of the QAHE and the total budget of the event is
approx. £50,000.
Project Chart
Shown below is the event chart which shows the workflow to be done for the event along
with the time. It also shows the person responsible for which task:
Table 1: Project Chart
Task Name Duration Start Finish Predecesso
rs
Resource
Names Cost
QAHE Event 33 days Thu
18/07/19
Mon
02/09/19 £47,440.00
Planning 7 days Thu
18/07/19 Fri 26/07/19 £20,000.00
Preparation of
Project initiation
document
1 day Thu
18/07/19
Thu
18/07/19
Project
Manager,
Project
Coordinator
£3,200.00
Approval of
PID 1 day Fri 19/07/19 Fri 19/07/19 2 Project
Manager £2,000.00
Planning of
the event 1 day Mon
22/07/19
Mon
22/07/19 3
Project
Coordinator,
Project
Manager
£3,200.00
Formation of
team and
coordinators
2 days Tue
23/07/19
Wed
24/07/19 4
Project
coordinator,
Project
Manager
£6,400.00
Assignment
of responsibilities
to the coordinator
1 day Thu
25/07/19
Thu
25/07/19 5 Project
Manager £2,000.00
Selection of
day, date and
venue of the
1 day Fri 26/07/19 Fri 26/07/19 6 Project
coordinators,
Project
Manager
£3,200.00
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event
Milestone:
phase complete 0 days Fri 26/07/19 Fri 26/07/19 7 £0.00
Initiation of
work 16 days Mon
29/07/19
Mon
19/08/19 1 £16,000.00
Formation of
the advertising
committee
1 day Mon
29/07/19
Mon
29/07/19
Project
coordinator £1,200.00
Preparation of
banners, posters 2 days Tue
30/07/19
Wed
31/07/19 10
Advertising &
Publicity
member
£1,280.00
Sending
invitations to
students and staff
1 day Thu
01/08/19
Thu
01/08/19 11
Advertising &
Publicity
member
£640.00
Sending
invitations to the
dignitaries
2 days Fri 02/08/19 Mon
05/08/19 12
Advertising &
Publicity
member,
Backstage
manager
£2,720.00
Appointing
anchor, technical
assistant, and
backstage
manager
1 day Tue
06/08/19
Tue
06/08/19 13
Advertising &
Publicity
member,
Backstage
manager
£1,360.00
Deciding and
drinks with their
quantity
1 day Wed
07/08/19
Wed
07/08/19 14 Backstage
manager £720.00
Placing an
order of food and
drinks to the
carter
2 days Thu
08/08/19 Fri 09/08/19 15 Project
coordinator £2,400.00
Preparation of
queue sheet and
anchoring script
1 day Mon
12/08/19
Mon
12/08/19 16
Advertising &
Publicity
member
£640.00
Verification
of queue sheet 2 days Tue
13/08/19
Wed
14/08/19 17 Backstage
manager £1,440.00
Putting the
banners in the
college and
posters on notice
boards
1 day Thu
15/08/19
Thu
15/08/19 18 Project
coordinator £1,200.00
Purchasing
the decoration
materials,
ribbons, and
scissors, etc.
2 days Fri 16/08/19 Mon
19/08/19 19 Project
coordinator £2,400.00
Milestone:
Initiation phase 0 days Mon
19/08/19
Mon
19/08/19 20 £0.00
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complete
Final touch and
arrangements at
the venue
9 days Tue
20/08/19 Fri 30/08/19 9 £10,800.00
Cleaning of
the auditorium 1 day Tue
20/08/19
Tue
20/08/19
Project
coordinator £1,200.00
Fixing mics
and speakers 2 days Wed
21/08/19
Thu
22/08/19 23 Project
coordinator £2,400.00
A decoration
of new
classrooms and
labs
1 day Fri 23/08/19 Fri 23/08/19 24 Project
coordinator £1,200.00
Placing the
drinks in the
dining and
bouquet and gifts
at the backstage
2 days Mon
26/08/19
Tue
27/08/19 25 Project
coordinator £2,400.00
Crosschecking
and re-informing
the carter
1 day Wed
28/08/19
Wed
28/08/19 26 Project
coordinator £1,200.00
Inspection of
venue and other
arrangements
2 days Thu
29/08/19 Fri 30/08/19 27 Project
coordinator £2,400.00
Milestone:
Phase complete 0 days Fri 30/08/19 Fri 30/08/19 28 £0.00
Execution 1 day Mon
02/09/19
Mon
02/09/19 22 £640.00
Launching
event and formal
ceremony
1 day Mon
02/09/19
Mon
02/09/19
Advertising &
Publicity
member
£640.00
Milestone:
Execution phase
complete
0 days Mon
02/09/19
Mon
02/09/19 31 £0.00
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Gantt Chart
Figure 1: Gantt Chart
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Budgetary Information
The budget given by the project sponsor is approx. £50,000 but the possibility of the event is
to be complete with the budget around £47,440.00 which is actually within the budget given
by the managing director (Carvalho, 2017).
Figure 2: Cost Overruns of project
Figure 3: Project cost overview
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Figure 4: Project cost status
Figure 5: Graph showing cost status
Timescales
The event is to be held on the first week of September so the project will start from 18th of
July 2k19 and will complete on 2nd September 2k19 takes 33 days in total to complete the
project.
Approach
The approach is used for project management to make it very effective. The phased approach
or also termed as a waterfall or the traditional approach is used for the QAHE event project
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management (Cervone, 2011). This approach breaks the project into the distinct, phases or
the sequential steps.
Figure 6: a Phased approach
Key staff
The staff responsible for the event are project manager who is responsible for managing the
event, Project coordinator who is responsible for coordinating the event, Backstage manager
who is responsible for managing the event at backhand, Advertising and the publicity
manager who is responsible for event advertisement in the market and the Technical assistant
who is responsible for managing the technical activities of the event (Crona, 2017).
Table 2: Key Staff table
Resource
Name Type Material
Label Initials Group Max.
Units Std. Rate Ovt.
Rate
Cost/
Use
Accrue
At
Base
Calendar
Project
Manager Work P 100% £250.00/hr £0.00/hr £0.00 Prorated Standard
Project
coordinator Work P 100% £150.00/hr £0.00/hr £0.00 Prorated Standard
Backstage
manager Work B 100% £90.00/hr £0.00/hr £0.00 Prorated Standard
Advertising
& Publicity
member
Work A 100% £80.00/hr £0.00/hr £0.00 Prorated Standard
Technical
assistant Work T 100% £60.00/hr £0.00/hr £0.00 Prorated Standard
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Figure 7: Staff Resources
Figure 8: Staff resources status
Task 1b - Stakeholder Analysis
Stakeholder analysis is very important techniques for the identification of the stakeholders
and analyzing of their needs. Through this, all key stakeholders like the secondary
stakeholders and the primary stakeholders can be identified. The stakeholders for QAHE
event are a project manager, managing directors, backstage manager, project coordinators,
advertising and the publicity member and the technical assistant (Eskerod, 2015).
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