Roehampton University Project Management Report: QAHE Launch Event

This report presents a project management analysis of a launch event for QA Higher Education (QAHE), focusing on the refurbishment of its teaching rooms and computer labs. The report begins with an introduction to the project, followed by a Project Initiation Document (PID) outlining budgetary information, timescales, objectives, approach, key staff, and stakeholder analysis. It then presents a Work Breakdown Structure (WBS) to organize the project tasks, along with Gantt chart and CPM. A detailed Risk Register identifies potential risks and mitigation strategies. The report concludes with a short report emphasizing the importance of quality leadership and the analysis of project methodologies. References are included, providing a comprehensive overview of the event planning process and project management techniques.

Launch Event

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
Sample project Initiation document ...........................................................................................3
TASK 2............................................................................................................................................7
Work Breakdown Structure.........................................................................................................7
..........................................................................................................................................................9
TASK 3 ...........................................................................................................................................9
Risk Register...............................................................................................................................9
TASK 4..........................................................................................................................................13
Short report................................................................................................................................13
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16
.......................................................................................................................................................17

INTRODUCTION
Event planning is refers to the exercise which includes different type of activities for the
purpose of planning, managing and execution of effective event for the purpose of attaining
specific purpose. The nature of project management activity is crucial in nature which includes
the use of important tools and techniques. Effective application and implementation of same
improves the scope of project in respect to its completion. This project is based on the case study
of QAHE i.e. QA Higher Education, where launch event is going to be held for the purpose of
attraction of large number of students. The basic reason behind planning of such launch event is
that college is just finished the work of refurbishment of their teaching room and computer labs
(Akanwa, 2015).
This report covers formulation of project initiation document along with effective work
Breakdown Structure (WBS). Also, includes risk register that have detailed description of the
risks associated with performance of project. In last, short report is provided that explains the
requirement of effective leadership and analysis of project methodologies for completion of
project in successful manner.

TASK 1
Sample project Initiation document
This is the document which includes the information about the different attributes which
are the part of project and needed to adhere for its successful performance in future (PID. 2019).
Budgetary Information
This includes the information related to fund requirements in successful performance of
project. The current launch event in college is wide in scope and requires many activities to
perform for attraction of the significant amount of students. The total amount of budget assigned
from the management side is about £50000. Segregation of funds in appropriate manner to the
different activities of the project of launch event is understood from the information presented
below:
Particulars Amount £
Manpower (Labour) 35000
Refreshment (starter) 5000
Lunch 10000
Total 50000
Manpower: To effectively perform all the activities first requirement is about having
manpower in effective amount. Currently, the project is about launch event of college after
refurbishment (Alamsyah and Putra, 2019). So, the personnel requires includes event planner,
technicians, decorator, clear and waiter. The total amount of fund assigned to regulate whole
manpower related to this project is £35000. In respect to all it is divided as follows:
Particulars Amount £
Event planner 12500
Technician 7500
Decorator 5000
Waiter 5000
Cleaner 5000

Total 35000
Refreshment (Starter): It is must to arrange the breakfast for the students in the
morning. The two different arrangements are made for students one is stater and second is
drinks. In this respect the total amount of fund allocated includes £5000. Further bifurcation is
presented below:
Particulars Amount £
Starter 2500
Drink 2500
Total 5000
Lunch: Project of launch event of college is long in nature. This creates the need to
provide lunch. As the students has to spend all day at college premises. 4 different kin of dishes
are arranges along with desert (Arora, Patel and Ubeja, 2015). In this respect total fund
allocated includes £10000. Further bifurcation is understood from the description given below:
Particulars Amount £
4 dishes 7500
Desert 2500
Total 10000
Timescales
To effectively held the overall project of launch event requires to divide the time too in
appropriate manner. Lots of stages from which a project goes and for their planning also needed
to provide sufficient amount of time period. The different stages of planning includes Initiation,
Execution and Closure. Equal period of time is provided in their effective planning along with
the performance of sub activities persists in the same is around 2 months to all the different
personnels who are in charge of completion of exercises (Geschwind, Melin and Wedlin, 2016 ).
Objectives

The two main objectives in respect to which whole launch is planned are mentioned
below:
 Improve the strength of students by 20% till the next session of college.
 Disbursement of information about presence of high tech classrooms and labs to
maximum number of students and other education institution from this upcoming session.
Approach
This will includes the detailed description about the ways which are needed to adopt and
adhere for successful execution of project. The different ways in particular order needed to
adhere are mentioned below:
Assessment of requirements: This includes the performance of all the activities that
contributes in the determination of all the requirements which are needed to have to attain above
defined objectives. In respect to the current project of launch event requirements are collection of
all type of resources and determination of all methodologies and techniques.
Designing and allocation of duties: This includes the determination of the results on the
basis of the use of methodologies and techniques over resources for their optimum utilisation.
Also, needed to allocate the duties to personnels in accordance to their capabilities.
Implementation: This includes the functioning of the each and every activity as planned
and decided above.
Monitoring and controlling: Last function performed by the project manager to monitor
all the activities for successful achievement of objectives.
Key staff
Different personnels work with project manager to handle the overall launch event are
mentioned below:
Event planner: Performs the work related to designing and creation of overall outline of
the launch event including determination of each of type of resource.
Technicians: Work over the design and outline prepared by the event planner for the
purpose of providing physical setup to the overall planning.
Food and beverage coordinator: Handle all the activities related to food and beverages
in launch event.
Stakeholder Analysis

This includes the assessment of the all personnels having interest in this project. The
different stakeholders are mentioned below:
Project management team(Internal): They are key stakeholder. Prime role is perform
by these in launch event related to carry on all activities. They includes project manager and
team.
Support staff (External): Secondary in nature but plays effective role at ground level
behind the success of launch event. They includes event planner and food & beverage
coordinator (Karanu, 2017).
Suppliers: These provide the resources to prime and secondary stakeholders for
performance of their functions.
Students: These are main as in respect to them launch event is organised.
Parents: They are related to students. Their interest is related to better provide of
education to their children's.
College management: These want successful launch event to attain objectives.
Media: They have interest as want to disseminate information to public about good
educational facilities.
Other institutions: As they want to know about the improvements along with bring
changes in their own facilities.
Government: To ascertain the educational quality available to students for determination
of future of nation.
General Public: These have some interest in respect to gaining knowledge about
developments in educational system.
TASK 2
Work Breakdown Structure
It is the structure which is used for the purpose of getting knowledge about the stages of
work. The information ascertained from its effective study includes launch, modelling,
developing, execution and implementation. The contribution of this is optimum in nature for the
purpose of completion of work on time. The current project is about the launch event of college
after the refurbishment of their teaching rooms and computer labs. The same exercise of

breaking down of work into the different structure is done in respect to this project. This is
important to do for the purpose of allocation of duties along with completion of each stage on
time (Kohstall, Nixie Labs, 2017).
Gantt chart and CPM is also build to grab the information about time period required in
completion of each activity along with successful performance of overall project on time. All
these are presented below:
Illustration 1: WBS

Illustration 2: Gantt Chart

Illustration 3: CPM
TASK 3
Risk Register
Formulation of the same is important in nature for the purpose of managing risks. The
preparation of this risk register is done on the very beginning stage of project. This will provides
an opportunity to effectively record all the associated risks with projects along with mitigation
measures. Adoption of same in respect to the launch event of college help in overall completion

of project on time and in effective nature. The overall process which is used for the purpose of
managing risk and formulation of table includes Risk Planning, Risk identification, Risk
Response planning and Risk monitoring and controlling (Lucchi and Bonadio, 2018). The
different type of risks associated with the current college project along with mitigation measures
are elaborated below:
Ranking provided from 0 to 5. for ex., 5 is High and 0 is Nil
Risk Reason Mitigation/
Avoidance/
Transfer/
Acceptance
measure
Ranking Type of Risk
Fire from short
circuit
The nature of this
is severe in nature
as this will have
direct impact over
the event and
health of
attendees. The
basic cause
behind the
occurrence of this
risk is the
carelessness of
the technicians
which resultants
into short circuit
and then ultimate
fire.
The measure that
can be taken in
this respect to
mitigate such
kind of issues in
event includes
continuous
monitoring and
checking of the
operations by
project manager.
Also, the use of
of good quality
resources and
materials.
5 Technical
Natural calamity Heavy rain is
common is issue
The measure that
can be taken in
5 Natural

that can ruin the
overall event of
college. Also,
many other
calamities that
impact event. The
nature of this kind
of risk is severe
as whole event is
influenced.
respect to
removal of such
kind of issues is
about
consideration of
weather report
and arrangement
of programme in
covered area.
Last minute
cancellation
This kind of risks
is arouse in this
situation of the
failure to handle
all the activities
related to event.
The nature of this
risk is severe
because it has
direct impact
overall whole
event.
In this respect,
measure is needed
to taken by
project manager
regarding pre
arrangement of all
the resources. So,
on last time not
faced the burden
of non availability
of resources.
5 People/Market
Loss of
equipments
The nature of this
risk is not severe
as the overall
impact is
ascertained over
the performance
of some specific
stage only.
The measure
taken in this
respect is about
establishment of
proper inventory
book which have
entry about all
equipments and
2 Structure/Process