Project Management Plan for QAHE's New Facilities Launch Event

Desklib provides past papers and solved assignments for students. This project report details the successful launch of new facilities at QA Higher Education.

PROJECT MANAGEMENT (RPTM)

TABLE OF CONTENTS
TABLE OF FIGURES...............................................................................................................2
INTRODUCTION......................................................................................................................3
PID – PROJECT INITIATION DOCUMENT..........................................................................4
OBJECTIVES........................................................................................................................4
BUDGETARY INFORMATION..........................................................................................4
TIMESCALES.......................................................................................................................5
APPROACH..........................................................................................................................5
KEYSTAFF............................................................................................................................6
STAKEHOLDERS ANALYSIS TABLE..............................................................................6
RISK REGISTER TABLE.........................................................................................................8
WBS – WORK BREAKDOWN STRUCTURE......................................................................12
EVENT REPORT....................................................................................................................13
NEED FOR A BETTER LEADERSHIP.............................................................................13
WATERFALL METHODOLOGY.....................................................................................14
AGILE METHODOLOGY..................................................................................................15
PRINCE2 METHODOLOGY.............................................................................................16
CONCLUSION........................................................................................................................16
REFERENCES.........................................................................................................................17
TABLE OF FIGURES
Figure 1: Work Breakdown Structure Diagram.......................................................................13
Figure 2: Waterfall methodology.............................................................................................15
Figure 3: Agile Methodology...................................................................................................15
Figure 4: Prince2 methodology................................................................................................16

INTRODUCTION
Before conducting an event on a big level there is a need for event management planning.
Every event manager should assure that the event should be executed on time as well as
quality should be assured in the event development & creation. The main emphasis of this
project is to publish & advertise the newly renovated classrooms & labs of QA Higher
Education in London. The creation of the event should be in a way so that it shows the
accessibility of the newest facilities & technologies to the staff and the students. To make this
event a success then good planning is required in the pre-defined budget.

PID – PROJECT INITIATION DOCUMENT
OBJECTIVES
QAHE is a renowned education provider which is in touch with various universities to
change & improve the overall knowledge of education delivery. Every university should have
all the latest services for the students so that they can grow & develop. QAHE to resolve this
issue has refurbished all the labs as well as the classrooms. The aim of this refurbishing
process is to give students and staff a better learning atmosphere which will help them to
work on the latest technologies which will indeed enhance their overall knowledge. This type
of event will promote the university as well as attract students. It is basically a successful
celebration of the refurbishing project.
BUDGETARY INFORMATION
There are various costs which are included in the budget:
 Planning
 Management
 Marketing
 Design & Develop
 Decoration
 Catering
 Staff salary
 Transportation
 Security
 Food & Drinks
The aim to pre-plan the event is to get an idea of how much funds are required to successfully
execute the event. The cost pre-planning should be done in a way that it doesn’t exceed the
overall budget. The budget proposed is approx. £50,000 in which the event would be
launched.

TIMESCALES
To successfully complete the event preparation on time, scheduling a timescale and a
timetable is necessary for distributing task. All the planning related to the event should be
completed in the week before the event actual date. This will help in checking and confirming
all the plans are executing in the right way. Hence, a timescale is necessary for every process
determination while being aware of the date of the event.
APPROACH
There are 4 different stages of approaching towards a successful event. The stages are
explained below:
1. The first stage is the requirement gathering stage where we identify the main aim of
the event and what are the things, we need to launch the event successfully. Creating a
timeframe and timescale related to the event are included in this stage.
2. The second stage is the information gathering stage where we gather information
related to the stakeholders as well as the planners of the project, where the material
will be resourced, how the modeling of the requirement will be done and lastly
financial planning.
3. The third stage is the designing stage where we make a rough idea of how our event
will be executed. All the designing related to the event, how the event will look and
how things will proceed afterward is included in this stage.
4. The fourth stage is the planning stage, in this stage all the outlines, task scheduling
and assigning, budget allocation, menu designing and making a risk management
model are included.
5. Fifth Stage is the final execution stage where the event will finally launch. All the
process related to the execution of the event will be carried out like managing the
crowd, attending the audiences and looking after all the managing functionalities.

KEY STAFF
As we know that this whole event is launched just because QAHE put the refurbishment plan
into action for helping the students and staffs in the campus to grow their knowledge and
keep them updated. So, the key staff for this event will be of QAHE. The chief sponsor will
be the Managing Director appointed by the Operations Director. The main goal of launching
this event is to promote the university which will indeed attract more students. The most
important key staff is the managing director. Furthermore, the timescale is managed by the
event manager and the planner. Each and every staff is important for executing an event
successfully. Though the managing director is an important staff the people who are working
on the lower level are also equally important.
STAKEHOLDERS ANALYSIS TABLE
The overall decision-making process can affect the stakeholders in a very big way, be it good
or bad, as they have invested in that particular event. In these stakeholders is the mastermind
behind this event, the managing director – David Page (Owner of the QAHE group). The
stakeholders who contributed to the event execution are mentioned below.
STAKEHOLDER PURPOSE EVENT RELATED
REQUIREMENTS
RATING
M. D. Managing Director  Event sponsor
 Profit
 Execution of event
 Advertisement
Develop the main aim of
the refurbishment process
and executing the event
with the help of other
sponsors.
9
Event Manager  Planning the whole Appropriate planning to

event
 Successful execution
of the event
be done before the
execution of the event.
8
Students  Increasing the
opportunity to grow
 Getting to know about
the refurbishment
 Getting a better
environment for
learning
Attending the event and
making a contribution to
the new learning
environment.
8
Teachers  Betterment of the
facilities provided to
the teachers.
 Salary Hike
Attending the event and
making a contribution to
the new learning
environment.
7
Staff  Assuring the job
 Good payment
Proper working and
successful execution of
the event. 8
Security Staff  Maintaining discipline
 Good payment
To make sure the event
runs smoothly without any
misconduct and harmful
activities.
9
Catering Staff  Keeping check of the
food & drinks section
 Good payment
To make sure all the
requirements related to
food & drinks are met and
everything runs smoothly.
8

RISK REGISTER TABLE
It is a tool for recording all the risks related to the documentation and actions taken. This tool
is very important to successfully manage risks and encounter them. The analysis on the risk
can be done by identification and taking actions that will avoid them.
Serial
No.
Risk
Description
Owner Likelihood Impact Mitigating
action
Contingent
action
Likelihood
1 Event host
absent on the
event day
David
Page
Low High The event
should not
be
dependent
on just one
particular
host. There
should be
more hosts
so that they
can fill the
position and
do what is
required.
If anyone
who is a
good
speaker, then
he/she should
be made the
host of the
event for the
smooth run
of the event.
Low
2 Event
Manager
absent on the
event day
Jessica
Smart
Low Medium If the event
manager is
absent then
assistants
should be
told to
handle all
the things in
the event
for a
smooth run.
Any
experienced
person can
handle all the
things going
on in the
event.
Low
3 Security
personnel
Eva
Freeman
Medium Low There
should be
Students can
volunteer and
Low

are less prior notice
to the
security
company
about the
requirement
of security
personnel.
handle all the
situations
related to the
security in
the event.
4 Weather not
good
Jessica
Smart
Low Medium The planner
should plan
this thing
before the
event.
There
should be a
proper
arrangemen
t if any bad
changes
occur in the
weather.
The event
should be
shifted to a
place which
will not get
harmed due
to the bad
weather.
Low
5 Delay in
food,
beverages
etc. delivery
Holly
Leonard
Medium High Every
requirement
should be
fulfilled
before the
event so
that on the
event day
there are no
problems.
The
responsible
person for
this job
should go
and buy
some
requirements.
The company
responsible
for food
delivery
Medium

should be
fined.
6 Number of
visitors than
expected
Eva
Freeman
High Low Strict rules
and
regulations
to be
followed.
Only
invitees will
be able to
enter the
event
grounds.
Taking help
of the
security
personnel
and solving
the issue.
Low
7 Chief guest
not able to
come
Jessica
Smart
Low Medium Any of the
stakeholder
s can be
appointed
as the chief
guest.
Any high
authority
from the
university
can be made
a guest.
Low
8 Less number
of attendees.
Jessica
Smart
Low Medium Every detail
should be
put in the
invitation
card about
the event
and its
schedule.
Asking
students &
staff present
to fill the
seats for a
particular
session.
Low
9 Technical
Faults
Finley
Bell
Medium Medium A trial run
should be
given
before the
event starts.
Everything
Technical
persons
should be
present on-
ground for
any help and
Low

should be in
a working
condition.
extra
instruments
should be
kept for
emergencies.
10 Caterers not
able to
prepare on
time
Holly
Leonard
Low High There
should be a
check on
the caterers
before the
event.
Contact
should be
direct with
catering
service
persons so
that no
delay is
there.
More staff
required so
hiring more
to execute
the task.
Low

WBS – WORK BREAKDOWN STRUCTURE
To do a complex and multistep project, a work breakdown structure is required. It helps in
dividing the project into different plans. It is used to develop an outline of the whole event. It
helps in identifying tasks, task assignments to staff and plan out the activities. It's like a tree
structure which breaks down the whole project into smaller parts which are more manageable
than before. It helps in finding out the project planners and the stakeholders and also helps in
identifying many other tasks that help in making the event a success.
Figure 1: Work Breakdown Structure Diagram