Project Management Case Study: QAHE Refurbishment Launch Event

This project management report details the planning and execution of a launch event for QA Higher Education (QAHE) following the refurbishment of its teaching rooms and computing labs. The report includes a project initiation document outlining objectives, timelines, and budget estimations. A stakeholder analysis identifies key individuals and their interests, while a risk register assesses potential challenges and mitigation strategies. The work breakdown structure (WBS) organizes tasks and milestones. The report emphasizes the importance of strong leadership and appropriate methodologies for successful event management, covering aspects like resource allocation, schedule management, and communication strategies. The goal is to publicize the improved facilities, attract students, and celebrate the project's success within a budget of £50,000.

Running head: PROJECT MANAGEMENT
Project Management: QA Higher Education (QAHE) Case
Study
Name of the Student
Name of the University
Author’s Note

1
PROJECT MANAGEMENT
Executive Summary
The paper reflects the different stages and process involved for organizing the event and
identifying the risk associated with the project development. The paper consists of a project
initiation document containing the main objectives estimation of the timeline and budget for
the project. A stakeholder analysis is performed for identifying the stakeholders involved for
organizing the event and their roles and responsibility. A work breakdown structure is created
enlisting the milestone and the sub tasks for management of the activity. A report is prepared
for the project sponsor about the importance of strong leadership and the methodology that
can be adopted for organizing the event.

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PROJECT MANAGEMENT
Table of Contents
Introduction................................................................................................................................3
Task 1a – Project Initiation Document...................................................................................3
Task 1b – Simplified Stakeholder Analysis.........................................................................10
Task 2 – Simplified Risk Register...........................................................................................11
Task 3 – WBS initial ideas.......................................................................................................14
Task 4 – Report to project sponsor..........................................................................................14
Task 4a – Importance of Strong Leadership........................................................................14
Task 4b – Methodologies.....................................................................................................15
Conclusion................................................................................................................................18
Bibliography.............................................................................................................................19

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PROJECT MANAGEMENT
Introduction
The report is prepared for arranging a major launch event for the completion of
refurbishment of the teaching rooms and computing labs of QA Higher Education (QAHE) in
three locations such as London, Birmingham and Manchester. The main aim of the report is
to create a project initiation document for the estimation of the budget and schedule needed
for the completion of the project. A simplified stakeholder analysis is performed for
identification of their interest in the project and identifying the process involved for the
management of their need. The risk associated with organizing the event is analysed and a
risk register is created listing the likelihood and impact such that the risks can be reduced.
The report also documents the work breakdown structure listing the summary task and their
lifespan for the project.
Task 1a – Project Initiation Document
Objectives
The main objectives for organizing the events are given below:
 To ensure that an excellent learning environment and access to the latest technology
for supporting teaching and studies are demonstrated in the event
 To identify the resource needed for organizing the event
 To ensure that a project schedule is created enlisting all the activity needed for
organizing the event
 To identify the budget allocated for the project and complete it within the estimated
budget
 To arrange food drinks and invitations for local and national dignitaries for the
management of the project

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PROJECT MANAGEMENT
 To arrange meetings with the project sponsors and other stakeholders for discussing
the project plan.
Estimated budget
The allocated budget for the project is £50,000, however the estimation is kept lower
than and some extra cash are reserved for handling the different types of risk associated with
organization the event, i.e. £33,800.00
Breakdown of spent budget
The following is the break down given for the budget spent in organizing the event.
Task Name Duratio
n
Start Finis
h
Predecessor
s
Resource Names Cost
Organizing
event for QA
Higher
Education for
demonstratin
g excellent
learning
environment
36 days Mo
n
01-
04-
19
Mon
20-
05-19
£33,800.0
0
Planning
phase for
organizing
event
20 days Mo
n
01-
04-
Fri
26-
04-19
£6,744.00

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PROJECT MANAGEMENT
19
Selection
of venue
3 days Mon
01-
04-
19
Wed
03-
04-19
Event Manager £1,080.00
Project
approval from
the
stakeholders
2.5 days Thu
04-
04-
19
Mon
08-
04-19
2 Project Manager £1,200.00
Identificati
on guest and
audience
2.5 days Mon
08-
04-
19
Wed
10-
04-19
3 Project Manager £1,304.00
Invitations
to
local/national
dignitaries
6 days Thu
11-
04-
19
Thu
18-
04-19
4 Event Manager £2,160.00
Preparing a
list of audience
2.5 days Fri
19-
04-
19
Tue
23-
04-19
5 Decorator £1,000.00
Distributio
n of invitation
3.5 days Tue
23-
Fri
26-
6 Project Sponsor £0.00

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PROJECT MANAGEMENT
card to the
dignitaries
04-
19
04-19
Milestone
1:Completion
of planning
phase
0 days Fri
26-
04-
19
Fri
26-
04-19
7 £0.00
Project
execution
phase
11.5
days
Mo
n
29-
04-
19
Tue
14-
05-19
£24,476.0
0
Signing of
agreement
with the
stakeholders
4.5 days Mon
29-
04-
19
Fri
03-
05-19
7 Decorator,Materia
l cost[1]
£21,036.0
0
Arranging
seat
arrangement
2 days Fri
03-
05-
19
Tue
07-
05-19
10 Event Manager £720.00
Developme
nt of
agrrement for
arranging
formal
1.5 days Tue
07-
05-
19
Wed
08-
05-19
11 Business
Consultant
£480.00

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PROJECT MANAGEMENT
ceremony
Identificati
on of
opportunity
with staffs and
students for
demonstrating
the refurbished
building
1 day Thu
09-
05-
19
Thu
09-
05-19
12 Business
Consultant,Project
Manager
£800.00
Serving
food and
drinks to the
staffs and
students for
celebration
1.5 days Fri
10-
05-
19
Mon
13-
05-19
13 Event
Manager,Food
Manager
£1,080.00
Discussing
the importance
of teaching
rooms and
excellent
learning
environment
1 day Mon
13-
05-
19
Tue
14-
05-19
14 Event Manager £360.00
Milestone 2:
Completion of
0 days Tue
14-
Tue
14-
15 Additional cost[0] £0.00

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PROJECT MANAGEMENT
execution
phase
05-
19
05-19
Closure
phase
4.5 days Tue
14-
05-
19
Mon
20-
05-19
£2,580.00
Review of
all the activity
2.5 days Tue
14-
05-
19
Thu
16-
05-19
15 Food Manager £900.00
Stakeholde
r sign off
1.5 days Tue
14-
05-
19
Wed
15-
05-19
16 Project Manager £720.00
Documenta
tion
2 days Fri
17-
05-
19
Mon
20-
05-19
18 Project Manager £960.00
Milestone
3: Completion
of final phase
0 days We
d
15-
05-
19
Wed
15-
05-19
19 £0.00

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PROJECT MANAGEMENT
Start Date
The start date of the project is 01 April 2019
Finish Date
The finish date of the project is 15 May 2019
Project Sponsor
The project sponsor identified for organizing the event is the Managing Director and
he represents the director operation.
Project Manager
The project manager is responsible for management of the different activity listed in
the schedule and monitor the progress of the project for completing the project within the
calculated cost and timeline.
Main Objectives
The main objective for organizing the event is to publicise the students and staffs of
QA Higher Education have excellent learning environment and have the access to latest
technology that helps in supporting the teaching and studying environment and celebrate the
success.
Overall suggested approach
For organizing the event a formal meeting is needed to be arranged with the sponsor
and other stakeholders for identification of the project budget. A project schedule is needed to
be created by listing the activity and identification of the resources needed for the completion
of the project.

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PROJECT MANAGEMENT
Major risk for the sponsor
There are certain risk associated with the project sponsor for organizing the event that
is if certain activity cannot be completed within the estimated time duration then it causes
incurring of extra cost in the project. The unavailability of the team member responsible for
the completion of the activity also causes missing of deadline and results in project failure.
Task 1b – Simplified Stakeholder Analysis
Name of stakeholder Why they are interested in Project,
whether they are for or against you and
what you are going to do to manage them
throughout the project
Project Manager
Responsible for scheduling the activity and
monitoring it for completing the project
within the estimate budget and cost
Event Manager
Selects the venue for organizes the event,
arranges seating arrangement, sends
invitation to the local and national
dignitaries
Business Consultant
Analyses the scope and opportunity of the
launch event along with the problems for
successfully organizing the event.
Food Manager
Arranges foods and drinks for the staffs and
students attending the ceremony for
celebrating the success with them
Decorator Provides chairs and other decorative
material such as curtain and flower

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PROJECT MANAGEMENT
decoration for decorating the stage and the
university building.
Project Sponsor
Allocates budget for organizing the event
and celebrates the success of the
refurbishment
Task 2 – Simplified Risk Register
Risk name and description Likelihood and impact, comments on
what you might do to reduce either or
both
Missing of project schedule Likelihood - likely
Impact – high
Mitigation – The progress of the project is
needed to be tracked regularly for avoiding
such circumstances.
Lack of project Budget Likelihood – Not likely
Impact – Low
Mitigation – The insufficient budget can
result in compromising the quality of the
project.
Lack of experience of event Manager Likelihood – Most Likely
Impact – medium
Mitigation – the manager should have
previous experience and attend seminar and