Project Management Plan for QAHE's Classroom and Computer Lab Launch

Desklib provides past papers and solved assignments. This project details the management of QAHE's inaugural ceremony.

PROJECT MANAGEMENT

Abstract:
QA Higher Education has renovated their classrooms and computer labs and some additional
new technology are added to the computer labs and the project management have implemented
for the inaugural event of the same. This inaugural ceremony will be organized in the fresher’s
week of September which is having the minimum requirement of a formal launching, a tour of
the invited students to the newly refurbished building along with the food & drinks for the
dignitaries. This document includes PID, WBS, risk analysis, stakeholder analysis and
milestones of the launching ceremony of the project & the essentials of leadership in project
management and critical path analysis.

Contents
Introduction:....................................................................................................................................4
Task 1...............................................................................................................................................4
Task 1a – PID..............................................................................................................................4
Task 1b – Simplified Stakeholder Analysis.................................................................................7
Task 2...............................................................................................................................................8
Risk Register................................................................................................................................8
Task 3.............................................................................................................................................10
WBS...........................................................................................................................................10
Task 4.............................................................................................................................................13
Task 4a – Importance of Strong Leadership..............................................................................13
Task 4b - Methodologies to run the case study project:................................................................14
Conclusion:....................................................................................................................................15
References......................................................................................................................................16

Introduction:
The Project initiation document is a document consists of essential details regarding the project.
It has the targets of the project, goals, estimated budgetary information, time period of the
project, risks involved, stakeholder etc.
Task 1
Task 1a – PID
Table 1: Project initiation document
Definition of the project / PID
Project Title: Inaugural
Ceremony of
QAHE
Sponsor: Managing Director of QAHE
Agenda of QAHE:
The aim of QAHE for organizing this inaugural ceremony of new classrooms & computer labs to
launch them and to advertise the same.
Background: This project is an inaugural ceremony of the refurbished classrooms
and computer labs of QAHE and the requirements of this project
are:
 Formal inaugural
 Tour of invitees to the refurbished building
 Food & drinks for dignitaries
Benefits: Benefits to QAHE: The benefit to the QAHE is they can publicize
the new facilities provided by them to catch the eyes of the new

students.
Benefit to the students: They get to know the updated technology
in the labs.
Benefit to the teachers: This will help the teachers to explain the
concepts by using the new technology of computer labs.
Project Objectives: To advertise and launch the refurbished classrooms and computer
labs by using formal inaugural and tour of the invitees to the new
building.
Project Deliverables: Availability of renovated classrooms & computer labs with updated
technology to the students & teachers.
This project will include: This project will not include:
1. Scheduling of the ceremony
2. Selecting date & time
3. Budgetary information
4. Costing
5. Risks & stakeholders
6. Selecting stakeholders
7. Arrangement of food & drinks
1. Food & drinks are not for students & staffs
2. No cultural activity (dance & songs)
Success Criteria: The project is said to be successfully implemented if:
1. Peace & harmony maintained during a ceremony
2. Specified requirements & objectives achieved
3. An estimated budget should not exceed £50,000
4. The name of the sponsor acknowledged
5. Maximum invitees will attend inaugural.
Constraints: Observed constraints are:

1. Drinks & food only for dignitaries.
2. Inaugural should be conducted in September.
3. Costing should not exceed £50,000
4. Inaugural should be conducted in fresher’s week only
5. Should end on time.
Key Assumptions: Few assumptions have been made for this project:
1. Each & very coordinator, volunteer and another stakeholder
will show his/ her active presence.
2. Maximum invitees will be present.
3. Inaugural will start and end at 11:00 AM – 3:00 PM
Project Manager:
Project Sponsor: The sponsor of the project is managing director (QAHE). The
major roles played by the MD of QAHE are:
1. Hiring upper management for QAHE.
2. Formulating rules & regulations for QAHE.
3. Contribute to the development of QAHE
4. Assessment of progress of QAHE.
5. Setting long term goals of QAHE.
Project Board Project Manager Project Team
Members:
1. Coordinators
2. Volunteers
Budget given: 50,000£
Resource Costs (in £ ): Other Costs (in £):

1. Project manager:320
2. Coordinators:280
3. Waiter’s cost:50
4. Backstage manager:160
5. Security:80
6. Anchors:120
1. Speakers and technical equipment:
2. Material for decoration:
3. Food:
4. Drinks:
5. Banners:
Total costs: £ 9360
Start Date: 26 / 2 / 19 Completion Date: 5 / 3 / 19
Signature of Project
Manager:
Signed Date: 27 / 7 / 19
Approval from Sponsor: Approved Date: 27 / 7 / 19
REFERENCE: businessballs (2019). project management. [online] Businessballs.com. Available
at: https://www.businessballs.com/freematerialsinword/projectmanagementtemplates.doc
[Accessed 26 Feb. 2019].

Task 1b – Simplified Stakeholder Analysis
Stakeholder There requirement from the
project
Project requirement from a
stakeholder
Project manager The basic requirement or
information needed by the project
manager to implement the project is
the budgetary information and the
events need to conduct during the
inaugural.
To perform management functions
regarding the project from the initial
to the final phase.
Coordinators All the duties should be taught to
the coordinators so that any
confusion will not occur.
To coordinate all the tasks on the
day of the inaugural and during
planning and execution.
Volunteers All the functions which volunteers
are intended to perform need to be
explained in detailed.
To help the coordinators in their
work and to take the responsibilities
of the coordinator in their absence.
Anchor Anchors expect the brief of whom
all guests are invited & which
functions will be performed.
To prepare the Q sheet of the formal
ceremony and to assist the co-host.
Backstage manager The backstage manager expects the
brief of all items required during
the event.
To provide all the items required
during the inaugural on the stage and
control other tasks related to stage.
Security guards Security requires information
regarding the estimated audience
that will be present.
To take care of the security and the
protection of the guests and the
audience during the inaugural
ceremony.
Sponsor The sponsor expects that the
objective of conducting the event
should be fulfilled.
The fund and the money required to
conduct event is provided by the
sponsor.
Catering Catering manager requires the
menu needed by the client as well
To cook the food with good taste and
by using quality ingredients on time.

as the quantity, date & time of
delivery.

Task 2
Risk Register
Score as follows, for likelihood and impact: High=3, Medium=2, Low=1
Table 2: Risk sheet
Nature of risk Likelihood
High/
Medium/
Low
Impact
High/
Medium/
Low
Likelihood
*Impact
[Score]
Actions required and who
will take responsibility to
manage the risk
Absence of
anchor
Low High 3 In order to deal with this risk,
an extra host should be
arranged before or a co-host
should be given to the anchor
who is aware of all the
functions performed by the
anchor.
Fewer security
guards if the
extra crowd will
be present or
during an
emergency
High High 9 Additional security guards
should be arranged during the
planning phase.
Unclean venue Medium High 6 The auditorium and the
renovated building should be
properly cleaned before the
inaugural ceremony and venue
should be inspected on time.
If technical
equipment stop
Low High 3 All the equipment needs to be
tested before the inaugural

working starts, as well as the additional
speakers or mics, need to be
placed.
If decorative
material, gifts are
unavailable
Medium High 6 All the items which are
required during the inaugural
need to be purchased on time
and should be handover to the
coordinator.
Absence of
coordinator
Medium High 6 In order to deal with the risk of
the absence of a coordinator,
additional coordinators or
volunteers need to need to be
hired.
An extra
audience is
present
Low High 3 During the planning phase, the
seating arrangement needs to
be considered in the context of
the estimated crowd.
Drinks and food
for the
dignitaries are
not present on
time.
Medium High 6 The catering manager should
be re-informed before the day
of the inaugural and all the
food items should be kept at
the venue.
The absence of
technical
assistant
Medium Low 2 The functions performed by
the technical assistant should
be taught to the coordinator to
deal with this risk.
The absence of
project manager
Medium High 6 All the tasks performed by the
project manager need to be
taught to the coordinators so
that the work will not stop
even if the project manager is

absent due to any reason.
REFERENCE: businessballs (2019). project management. [online] Businessballs.com. Available
at: https://www.businessballs.com/freematerialsinword/projectmanagementtemplates.doc
[Accessed 26 Feb. 2019].