Project Management Plan for QAHE's New Facilities Launch

Desklib provides past papers and solved assignments. This project details the management of a launch event for new facilities at QA Higher Education.

Project Management

Abstracts
The project management is done for the QA Higher Education which has refurbished classrooms
and latest updated technological computer labs. The launching event is to be organized in the
fresher’s week which includes formal ceremony, tour to the building and food and drinks for the
dignitaries. The project initiation document, risk analysis is done. Along with it, the work
breakdown structure is formed in form of milestone table and stakeholder analysis. The
importance of quality leadership in project management is also explained with the importance of
critical path analysis in project management.

Contents
Introduction:..................................................................................................................................4
Task 1 – PID and Stakeholder Analysis......................................................................................4
Task 1a – PID..............................................................................................................................4
Project Definition Form [or PID]................................................................................................4
Total costs.......................................................................................................................................7
Task 1b – Simplified Stakeholder Analysis.................................................................................8
Task 2 – Risk Register.................................................................................................................11
Task 3 – WBS...............................................................................................................................14
TASK 4.........................................................................................................................................17
Task 4a – Importance of Strong Leadership..............................................................................17
Conclusion:...................................................................................................................................19
References:...................................................................................................................................21

Introduction:
The PID (project initiation document) contains all the necessary and general information
essential for accomplishing the project goals. It contains the vision of the project, need of the
project, starting and end date of the project along with the involved stakeholders and risk
involved involve. The constraints and the cost analysis also clearly explained.
Task 1 – PID and Stakeholder Analysis
Task 1a – PID
Table 1: Project initiation document
Project Definition Form [or PID]
Project Title: The QAHE
Inaugural
Sponsor: Managing Director
Corporate agenda :
The primary agenda of QA Higher Education (QAHE) is to launch, publicize and celebrate the
refurbishment (renovation) done by the university in the lecture halls as well as the computer
labs of the college.
Project Background: The QAHE Inaugural project is to organize a launching event for
the QA higher education who wants to launch the new modified
and renovated classrooms and computer labs. This launch includes
formal ceremony as well as the tour of the university students, staff
and other guests to the building, classrooms and computer labs. The
lunch and drinks will also be served to the local and national
dignitaries.
Project Benefits: Benefits to QAHE: The main advantage of this launching event to
the organization they can showcase their new update computer labs
and refurbished classrooms to the students, to attract students and
to get remarkable place in the competitor’s list.
Benefit to the students: The students will be aware of the latest
technologies via computer labs.

Benefit to the teachers: The new modified classrooms and
computer labs will assist and support the teacher in teaching to
provide a better understanding to the students.
Project Objectives: To publicize the new technology (labs) and classrooms through a
launching event including the formal ceremony & visit to renovated
building.
Project Deliverables: The refurbished classrooms and computer labs updated with the
new technologies will be available to the students and faculties.
This project will include: This project will not include:
This project will include the entire
planning of the launching event. The
planning of the venue for the formal
ceremony, deciding the date, sending
invitations( to the dignitaries, students &
staffs), budgeting, the event start timing,
event end timing, preparation of food
menu and drinks and their quantity,
selecting the coordinators and anchor for
the event, etc.
This project will not include any cultural events in
the event. The food and drinks facility is not
provided to the students and facility.
Success Criteria: Whether the launching event has successfully conducted or not
depends on some factors. The success criteria includes:
 70% to 80% of the students have attended the ceremony and
building tour
 The event costs £50,000 or less than this.
 Sponsor recognition
 Event is peacefully conducted.
Constraints: Some of the constraints for this launch event are:
 This event should not cost more than £50,000
 The event must be end by 4.00 PM
 This event must be organized in fresher’s week only
 Food and drinks must be provided to the dignitaries only.
Key Assumptions: The following assumptions has been made for this event:
 100% students will attend the event

 The event will be started at sharp 1:00 PM
 All the coordinators will be available from start till end of
the event.
Project Manager:
Project Sponsor: The managing director of the QA Higher Education is the sponsor
of the project. The administration of the QAHE is handled by the
MD(managing director) and some other functions of the MD
include:
 Formulation of objectives
 Policy making for the university
 Review the performance of the university
 Appointing higher officials for the university
 Planning of the development of the university
 Organizing meetings with other higher officials ,etc.
Project
Board/Steering
Group Members:
Project Manager Project Team
Members:
Some coordinators will be
selected by the project
manager. Let, the name of the
members be:
 P1
 P2
 P3
 P4
 P5
Budget
Resource Costs: Other Costs:

Food Cost : 2000£
Drinks cost :1000£
Bouquet : 500£
Banners : 400£
Anchor cost : 1500£
Coordinators cost: 5000£(for 5 heads)
Security cost: 2000£
Decorative materials and gifts: 3000£
Waiters cost: 500£
Speakers and mics: 2000£
Cleaning venue: 500£
Backstage manager: 500£
Advertising committee: 500£
Total costs : 18, 400£
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
Table 2: Stakeholder Analysis
Stakeholder Their interest or
requirement from
the project
What the project
needs from them
Project
manager
The project
manager required
clear description
about the project
like budget of the
project,
expectations from
the project and
activities in the
project, event
schedule, etc.
To administer and
manage all the activities
from planning to the
implementation.
Sponsor The sponsor wants
a perfect
advertisement of
their refurbished
classrooms and
computer labs.
To provide funding to
the event.
Backstage
manager
Backstage manager
should be informed
with all the
additional
accessories required
at backstage during
formal ceremony.
To manage all the
activities taking place at
the backstage like
Security The number of
expected crowd as
well as the duties
should be assigned
on time.
To secure the entire
crowd from any mishap
as well as to manage the
over crowd.

Advertising &
Publicity
member
The advertising
committee wants
the details like
venue of the event,
timing of the event,
etc.
Advertising and
publicity member is
responsible to advertise
the launching event on
different social media
platforms and to send
invitations to the
students via mail.
Prepare banners for the
event.
Anchor The anchor wants
the list of
dignitaries or other
guest and list of
events before some
days to prepare
script and rehearse.
To host the event,
prepare the queue sheet
of the event and
crosscheck the queue
sheet from the project
manager.
Technical
assistant
The technical
assistant expects the
list of quantity of
mics and speakers
and lighting
requirement during
the event.
The technical assistant
is responsible for
managing the technical
issues like connections
of mics and speakers
and lighting at the
venue.
Coordinators The authorities and
the duties should be
cleared before to
prevent any
confusion during
the event.
Responsible for
coordinating all the
activities during the
event and they work
under the direct
influence of the project
manager.
Catering The carter expects
the list of food
items or menu five
days before the
event along with the
quantity of food
required to manage
food on time and to
prevent delay.
To prepare the food on
time and should not
comprise with the taste
and quality of food.
Waiter The timing of
serving the drinks
and food should be
informed to the
waiter before.
To decently serve the
food and drinks to the
dignitaries.

Volunteer The duties and the
authority assigned
to the volunteers
should be informed
to them prior the
event.
To coordinate the event,
assist the invited
students and staffs for
building tour and work
in the case coordinators
are not available.
REFERENCE: businessballs (2019). project management. [online]
Businessballs.com. Available at:
https://www.businessballs.com/freematerialsinword/projectmanageme
nttemplates.doc [Accessed 26 Feb. 2019].

Task 2 – Risk Register
Score as follows, for likelihood and impact: High=3, Medium=2, Low=1
Table 3: 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
If project
manager get sick
or absent due to
any reason
Low High 3 One person from
the coordinators
should be
appointed as a
leader as wells he
should work as
an assistant to the
project manager.
So that, he can
handle and
administer all the
activities in the
case project
manager is not
present.
If anchor or host
is absent
Low Medium 2 The
responsibility of
hosting the event
should not be
given to a single
person and
therefore a co-
host should be
selected who
host the event
along with the
main host and
queue sheet with
him/her
Presence of extra
crowd in the
event
Medium Medium 4 Extra chairs and
sitting space
more than the
expected crowd
should be

arranged before
to cope up with
the presence of
extra crowd.
Coordinator is
absent
Low High 3 If some
coordinator is
absent from the
team of
coordinators
then, extra
volunteers from
the students or
other volunteers
should be
arranged before
the event during
the planning
process.
Lack of security
during
overcrowd
Medium High 6 The extra
security should
be hired before to
prevent the
pitfall of security
management.
If gifts and
bouquet for the
dignitaries are
not available on
time.
Low High 3 The bouquets
and gifts should
be placed in the
venue a day
before the
launching event
to prevent
mismanagement.
If technical
assistant is
absent.
Low Medium 2 The basic
working of the
technical
assistant should
be taught to one
of the
coordinator and
everything
should be fixed a
day before.
If mic or
speakers stopped
Medium High 6 Extra mics and
speakers should