Project Report: QAHE Event Launch for Teaching Room Refurbishment

This report presents a project management case study for QA Higher Education (QAHE), focusing on the launch of an event to publicize the refurbishment of its teaching rooms and computer labs. The report details the project initiation document, outlining objectives, budget, and stakeholder analysis. It also includes a risk register, identifying potential risks and mitigation strategies, and a work breakdown structure (WBS) to break down the project into manageable components. The report further explores the importance of leadership and various methodologies used in project execution, offering a comprehensive overview of the project's planning and execution phases. The project aims to attract students and customers, showcasing QAHE's upgraded facilities and promoting its services. The report also highlights the project team's responsibilities, including project managers, sponsors, and administrative staff, and emphasizes the need for effective resource management and risk mitigation throughout the project lifecycle.

Project Management

Abstract
The project Management is the practice of initiating, planning and executing the entire
work in order to attain the goals and objectives at specified time. The current report is also based
upon the case study of QA higher education (QAHE) which has just completed the renovation of
its teaching room and computer labs to make sure that staff have excellent environment. For that,
the e is a need to launch an event in order to publicise this. Therefore, the report helps to provide
a knowledge related to project management and describe different stages in order to attain the
aim and objectives of the QAHE.

Table of Contents
Abstract............................................................................................................................................2
INTRODUCTION...........................................................................................................................1
Project Initiation Document.........................................................................................................1
Risk Register................................................................................................................................4
Work Breakdown Structure.........................................................................................................6
Report to project sponsor...........................................................................................................12
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................14

INTRODUCTION
Project management helps to make sure that project is attaining all the stages which
includes, initiating, planning, executing, controlling and closing the work. Therefore, the entire
report is based upon the case study in which QAHE wants to publicise the events in market and
the estimated budget is £50000. So, current report helps to provide deep understanding of how
the event is executed and close with the help to project manager. Current study will describe the
project initiation documents which includes objectives, budgetary information, timescale.
Approach, stakeholder analysis. Further, it describe the risk register with different example of
good practice and work breakdown structure as well. Lastly, report will describe the importance
of leadership quality and different methodologies which might be used to run project.
Project Initiation Document
Title of Project To launch an event by QAHE for refurbishment of its
teaching room that access to latest technology.
Estimated budget £50000
Brief breakdown of how you
think this money will be spent
 The money will spent in travelling and
accommodation
 food and catering
 Audio visual
 Third party rentals
 Marketing
 Administrative expenses
 Emergence funds
Start date 26/10/19
Finish date 26/01/20
Project Sponsor Managing director
Project Manager James
Main objectives (essentially a
short list of key business
reasons why this project is
being undertaken)
 The main objective to introduce the event is to
publicise the QAHE who just completed its
refurbishment of its teaching rooms and labs so
that different customers and students may attract.
 By introducing an event, people come to know
about QAHE and to celebrate the success.
Key staff  Project teams
 project manager
 project sponsor
 executives
1

 customers
 users
Overall suggested approach
(some major points describing
how you will go about
achieving the above
objectives)
In order to attain the objectives, first promotional tools are
used in which social media such as Facebook in which the
a formal invitations is post so that majority of members
will come to know about this.
Further, a special invitation is sent to local or national
dignitaries in well manner.
Human resources are hired in order to complete the project
(Kerzner, 2017).
Further, third party vendor agreement is done.
Any major risks that you
would like to highlight to the
sponsor at this early point in
the project
Poor Cost while estimating accuracy and scope creep and
schedule cost is the major risk which affect the entire
project in opposite way.
Reference(s) for
templates/ideas used to
develop this
Wiboonrat, M., 2016, October. Applying agile to data
center project. In 2016 Management and Innovation
Technology International Conference (MITicon) (pp. MIT-
93). IEEE.
Stakeholder analysis:
Name of
stakehol
der
Why they are
interested in
Project,
Impact Perceived attitude Responsibilities
HR
director
An experience
person may
involved and
provide
guidance to the
team in order to
implement
changes and
they also make
policies and
process in order
to leads a
project towards
success.
High Lack of clarity
about the perceived
approach
Project Manager
Operatio
nal
They are
interested into
the project
Medium Lack of interest in
project
Project Sponsor
2

manager because they
manages the
admins staff
who will
operate the new
staff system at
the regional
level. Further,
they also keep
informed to
project risk and
also describe
the schedule in
order to deliver
the project
successfully.
Admin
staff
They are
interested into a
team because
they help to
accomplish
entire task and
also working
closely with
team members,
helps to solve
problems so that
they may learn
and also build
rapport as well.
Further they
will also operate
the new system
in better way
High/ low Majorly concern
about an increased
workload
Project team
Governm
ent
It is necessary
to involve the
government
because it is
necessary to
take permission
and then they
will support to
successfully
complete the
project.
low Comply with laws
and rules
Project sponsor
Resource They are Medium Majorly concern Project sponsor
3

manager interest in the
project in return
they get
something.
Such that they
control other
resources which
are essential to
executing the
project in better
way. Moreover,
they are in
favour with the
project because
they gave
resources that
further helps to
completing the
entire project.
with the available
resources.
Referenc
e(s) for
templates
/ideas
used to
develop
this
Eskerod, P. and Jepsen, A. L., 2016. Project stakeholder management.
Routledge.
Eskerod, P., Huemann, M. and Savage, G., 2015. Project stakeholder
management—Past and present. Project Management Journal, 46(6), pp.6-14.
Risk Register
Risk name
and
description
Likelihood and
impact,
Mitigation activity Response
1 Financial
loss
high If the project manager
faces risk related to budget
then make sure that some
amount kept extra in order
to use in emergency
Project manager
2 Damage to
facilities
Medium The planning team must
provide effective training
to their team members so
that they keep monitoring
in their activities
Project team
3 Over
stressed
Medium After hiring the project
team, project manager
Project Manager
4

workers make sure that they should
provide effective training
4 Lack of
human
resources
High Project manager make sure
that they hire some extra
human resources in order
to make sure that if any
member in a team will not
come then he may help to
complete the project.
Project Manager
5 Insufficient
time
high The schedule should be
monitored twice in order to
make sure that enough
time is taken to complete
the entire activity in
perfect manner.
Project manager
6 Loss of
equipment
Low Project team should
properly monitor the entire
set-up to look after the
facilities
Project team
7 Not
maintain
documents
medium Each and every expenses
must be recorded in the
register.
project Manager
8 Over
resourcing
of one
objectives
leads to
under-
resourcing
the another
high Create small objectives in
order to lead towards next
stage and make sure that
there is a sufficiency of all
resources.
Project manager
9 Data
corruption
High Comply with data
protection act.
Project Manager
10 Loss of
Data
High Must comply with data
protection and also make
sure that proper backup
planning is done.
Project manager
Kaiser, M.G., El Arbi, F. and Ahlemann, F., 2015. Successful project portfolio
management beyond project selection techniques: Understanding the role of structural
alignment. International Journal of Project Management.33(1). pp.126-139.
Work Breakdown Structure
WBS is project management which is deliverable oriented breakdown of the project into
a smaller component (Flemings and Koppelman, 2016), therefore, it is the key project derivable
5

which make the project successful. In order to publicise the event by QAHE, there are different
task which are consider such as:
Summary of the task:
Initiating: In this stage, the goals are finalize and this also helps to define the project in
broad level. Such that in the current project, an event is organize in order to attract the large
number of customers and students.
Planning: Key phase of the project which begin with SMART objectives and there must
be clear communication between the stakeholder and also project manager make sure that there
should be risk management plan that helps to minimize the plan.
Executing: In this stage, project manager implemented all the deliverables and keep
update the performance report as well. Such that they assign duties to project team, set up
tracking system in order to make sure that all the deliverables are executed (Meredith, Mantel Jr
and Shafer, 2017).
Performance/ Monitoring:project manger also set key performance indicators that helps
to identify the performance each activity whether they are delivered with good quality or not.
Moreover, in this stage, the performance of the project is identified.
Closing: last stage in which the project is about to lose and thanks to every member of a
team for their contribution.
Subtask:
Initiation
 Develop objectives: The objectives are defined such that to publicise the event of QAHE
in order to attract wide range of customers by using effective tools.
 Conducting research: There is a need to have a good research that helps to make sure
that the aim and objectives are defined.
 Arranging Resources: Project manager has to make arrange resources such that human
resource, technology resource, financial resource etc.
 Arranging for food, décor: In this project manager has to make agreement with catering
and also make sure that arrangement are proper.
Planning:
 Team building: the entire team is build in order to make sure that have good human
resource in a team.
6

 Target market: the target market is customers and graduate students.
 Arranging necessary activities for event personnel: proper attendee should be hire to
all the customer or students
 Publicity plan: online advertisement, social media should be used
 Sending invitation: Online or offline invitation should be sent.
 Venue and logistic planning: parking facilities should be provided and transportation
should be manage.
 Service Management: proper service should be provided.
 Budget : The work should be distributed as per the allotted budget
Executing:
 Coordinating the activities of event personnel: the project manager make sure that
there should be proper coordination with entire team.
 Continue executing publicity plan: promotion should done to popularise the event.
 Finalize and proofread printed material: the invitation should be proofread and
managed (Schwalbe, 2015).
Performance/ monitoring:
 Supervising the site: proper supervision should be maintained and key performance
indicators must be used to check the progress of work.
 Conducting an evaluation of the event: KPI may be used to make better evaluation.
Closing:
 Check in with venue: proper equipment should be checked to make sure that there is no
damage (Heagney, 2016).
 Update financial status: the budget should be cross checked.
 Send thank you to sponsor
Milestone:
7

Task Mode Task Name Duration Start Finish Predecessors Early Start Early Finish
Auto
Schedule
d
Initiation: 23 days Mon
10/28/19
Wed
11/27/19
Mon
10/28/19
Wed
11/27/19
Auto
Schedule
d
Develop
objectives 2 days Mon
10/28/19
Tue
10/29/19
Mon
10/28/19
Tue
10/29/19
Auto
Schedule
d
Conducting
research 13 days Wed
10/30/19
Fri
11/15/19 2 Wed
10/30/19
Fri
11/15/19
Auto
Schedule
d
Arranging
Resources 5 days Mon
11/18/19
Fri
11/22/19 2,3 Mon
11/18/19
Fri
11/22/19
Auto
Schedule
d
Arranging for
food, décor 3 days Mon
11/25/19
Wed
11/27/19 4 Mon
11/25/19
Wed
11/27/19
Auto
Schedule
d
Planning 11 days Mon
11/25/19
Mon
12/9/19
Mon
11/25/19
Mon
12/9/19
Auto
Schedule
d
team building 3 days Mon
11/25/19
Wed
11/27/19 4 Mon
11/25/19
Wed
11/27/19
Auto
Schedule
d
Target market 2 days Thu
11/28/19
Fri
11/29/19 4,7 Thu
11/28/19
Fri
11/29/19
Auto
Schedule
d
Arranging
necessary activities
for event personnel
4 days Mon
11/25/19
Thu
11/28/19 3,4 Mon
11/25/19
Thu
11/28/19
Auto
Schedule
d
Sending invitation 5 days Mon
12/2/19
Fri
12/6/19 8 Mon
12/2/19 Fri 12/6/19
Auto
Schedule
d
Publicity plan 6 days Fri
11/29/19
Fri
12/6/19 7,9 Fri
11/29/19 Fri 12/6/19
Auto
Schedule
d
Venue and logistic
planning 3 days Fri
11/29/19
Tue
12/3/19 9 Fri
11/29/19
Tue
12/3/19
Auto
Schedule
d
Service
Management 4 days Wed
12/4/19
Mon
12/9/19 12 Wed
12/4/19
Mon
12/9/19
Auto
Schedule
d
Budget 2 days Wed
12/4/19
Thu
12/5/19 12 Wed
12/4/19
Thu
12/5/19
Auto Executing: 11 days Tue Tue Tue Tue
8

Schedule
d 12/10/19 12/24/19 12/10/19 12/24/19
Auto
Schedule
d
Coordinating the
activities of event
personnel
6 days Tue
12/10/19
Tue
12/17/19 9,13,14 Tue
12/10/19
Tue
12/17/19
Auto
Schedule
d
Continue
executing publicity
plan
4 days Wed
12/18/19
Mon
12/23/19 16 Wed
12/18/19
Mon
12/23/19
Auto
Schedule
d
Finalize and
proofread printed
material
1 day Tue
12/24/19
Tue
12/24/19 17 Tue
12/24/19
Tue
12/24/19
Auto
Schedule
d
Performance/
monitoring: 3 days Tue
12/24/19
Thu
12/26/19
Tue
12/24/19
Thu
12/26/19
Auto
Schedule
d
Supervising the
site 1 day Tue
12/24/19
Tue
12/24/19 17 Tue
12/24/19
Tue
12/24/19
Auto
Schedule
d
Conducting an
evaluation of the
event
2 days Wed
12/25/19
Thu
12/26/19 20 Wed
12/25/19
Thu
12/26/19
Auto
Schedule
d
Closing 1 day Fri
12/27/19
Fri
12/27/19
Fri
12/27/19
Fri
12/27/19
Auto
Schedule
d
Check in with
venue 1 day Fri
12/27/19
Fri
12/27/19 21 Fri
12/27/19
Fri
12/27/19
Auto
Schedule
d
Update financial
status 3 days Mon
12/30/19
Wed
1/1/20 23 Mon
12/30/19 Wed 1/1/20
Auto
Schedule
d
Send thank you to
sponsor 1 day Thu
1/2/20
Thu
1/2/20 24 Thu 1/2/20 Thu 1/2/20
Gantt Chart:
9