Project Management Report: QAHE London Campus Launch Event 2020

This report presents a comprehensive project management plan for the QAHE launch event, scheduled for Freshers' Week in January 2020. The report includes a Project Initiation Document (PID) outlining the event's objectives, budget, timescale, and key stakeholders, with a budget of approximately £50,000 allocated across various event components. A detailed Work Breakdown Structure (WBS) is provided, breaking down the project into manageable tasks with durations and dependencies, facilitating efficient task management. Furthermore, a Risk Register identifies potential risks, such as external environment changes, executive support issues, and resource shortfalls, along with corresponding mitigation strategies. The report aims to ensure the successful execution of the launch event, promoting QAHE's new facilities and attracting prospective students.

PROJECT MANAGEMENT

Table of Contents
INTRODUCTION.......................................................................................................................................................................................3
MAIN BODY..............................................................................................................................................................................................3
PROJECT INITIATION DOCUMENT......................................................................................................................................................3
WORK BREAKDOWN STRUCTURE......................................................................................................................................................6
RISK REGISTER......................................................................................................................................................................................10
REPORT....................................................................................................................................................................................................16
CONCLUSION..........................................................................................................................................................................................17
REFERENCES............................................................................................................................................................................................1

INTRODUCTION
Project management is an integral part and when trying to accomplish a project, there are a variety of aspects that are associated with
the project management (Mousaei and Javdani, 2018). In this report project initiation document, WBS and Risk register will be
prepared for the launch event of QAHE in the fresher’s week that is to be held in January 2020.
MAIN BODY
PROJECT INITIATION DOCUMENT
A project initiation document or project charter basically helps in determining the activities and tasks that will be undertaken
in order to accomplish the set project objectives and the measure of evaluating such activities that have been developed thus detailing
the entire project life cycle (Lensges, Kloppenborg and Forte, 2018). The crucial elements in this document are:
Budget will help in ensuring that an appropriate amount is allotted for each activity so that situation of over or under expenditure can
be avoided (Lyra and et.al., 2018). It is estimated that the launch event for QAHE for London students would involve a total number
of 1500 people where 1000 are the estimated number of students and 500 will be the number of eminent alumni and other prominent
guests. Costs can be allocated in following manner:
Particulars (for 1500 people) Amount (per person) Amount (Total)
Stationary £3 £4500
Invitation cards £4 £6000
Telephone and communication £1 £1500
Food and beverages £8 £12000
Suppliers and Vendors £3 £4500
Marketing and Promotion £2 £3000
Orchestra £5 £7500
Technical Equipment and Staff £3 £4500

Awards and Tokens £2 £3000
Transport £2 £3000
Total £33 approx. £50,000
The above budget will help in making the launch event a success and highlight the major modifications and refurbishments
that have been made in the school accordingly.
Timescale: Timescale helps in determining the approximate time that will be taken in order to plan and implement the event
successfully in the January, 2020. The designated time for completing the activities of this event is approximately one month
beginning from December 15, 2019 to January 14, 2020. In this one month it is expected that event will be planned properly and all
the activities will be segregated and achieved along with enough time to review and rehearse all the activities of the launch event.
Objective: The objective of the launch event is to increase the targeted audience of the education centre so that more audience can be
targeted and the results are derived in the manner of improvement in the perception of the QAHE.
 The management of QAHE tends to improve its image and highlight the new modifications in front of students, trustees,
parents, potential students etc. so that the competiveness of the university can increase.
 The success of the event will be measured on the basis of increased number of students getting enrolled in the university.
 The launch event will be conducted in the Fresher’s Week to be conducted in January, 2020 and therefore the activities under
the launch event will be completed within the developed timeline.
Approach: The launch event is major event for the university and therefore error free approach would be developed for achieving the
objectives formulated above:
 The major focus will be on designing an appropriate route covering all the major locations of the university so that the
attendees can observe the refurbishments.

 Staff and students will be cooperating despite the Christmas holidays falling in between because this will help in increasing the
number of students associating with University.
 The food, drinks and other activities concerning the food department will be handles by the caterer that is hired so that extra
time can be utilised in other activities.
 The volunteers will be amongst the students that are already enrolled in the university apart from fresher’s.
 The core team would comprise of 10 teachers and a team of 50 students who will be reporting regularly to the HOD, Sponsor
i.e. Director of Operations and Dean of the university.
 Orchestra will be hired and event manager will look after that.
 The travelling would involve giving transportation facilities to the eminent guests and personalities.
Key Staff involves those parties that will be contributing mainly in implementing the plan that has been formulated for carrying the
launch event successfully (Ng, 2018). Event manager and Caterer will be the key staff that is hired and everyone else will be under
them i.e. they would have their own staff to complete the other duties.
Stakeholders are the parties that are interested in the event and are significantly affected by all the activities that take place.
Stakeholders Significance
Parents These are the ones who will send their child to
the university and thus constitute the key party.
Students They will be studying and therefore, need to
learn about modification in the infrastructure
and technology (Fernandes and et.al., 2018).
Sponsors They are investing money and therefore must
be kept abreast about the progress of the
planning

Trustees These are the interested parties of the college
and therefore must know what activities are
going at which scale.
Project Manager The leader must know what activities are being
performed at which rate.
Team Members The executing group must be well informed
regarding all the activities that are going on
between the members.
WORK BREAKDOWN STRUCTURE
Task Name Duration Start Finish Predecessors Early Start Early Finish Late Start
1 Event Initiation 6 days Sun
12/15/19
Mon
12/23/19
Sun
12/15/19
Mon
12/23/19
Mon
11/25/19
2 Set up a team and
workplace 2 days Sun
12/15/19
Mon
12/16/19
Sun
12/15/19
Mon
12/16/19
Sun
12/15/19
3 Assign roles and
responsibilities 1 day Tue
12/17/19
Tue
12/17/19 2 Tue
12/17/19
Tue
12/17/19
Mon
11/25/19
4 Feasibility study 3 days Wed
12/18/19 Fri 12/20/19 2,3 Wed
12/18/19 Fri 12/20/19 Tue
11/26/19
5 Stakeholder
identification 1 day Mon
12/23/19
Mon
12/23/19 4 Mon
12/23/19
Mon
12/23/19 Fri 11/29/19
6 Event Planning 5 days Tue
12/24/19
Mon
12/30/19
Tue
12/24/19
Mon
12/30/19
Mon
12/2/19
7 Budget formulation 2 days Tue
12/24/19
Wed
12/25/19 5 Tue
12/24/19
Wed
12/25/19
Mon
12/2/19
8 Develop Timeline 1 day Thu
12/26/19
Thu
12/26/19 5,7 Thu
12/26/19
Thu
12/26/19
Mon
12/9/19
9 Select Partners and 3 days Thu Mon 7 Thu Mon Wed

vendors 12/26/19 12/30/19 12/26/19 12/30/19 12/4/19
10 Designing Publicity
mechanisms 2 days Fri 12/27/19 Mon
12/30/19 7,8 Fri 12/27/19 Mon
12/30/19
Thu
12/19/19
11 Event Implementation 9 days Fri 12/13/19 Wed
12/25/19 Fri 12/13/19 Wed
12/25/19 Fri 12/13/19
12 Highlight major
attraction (Orchestra) 3 days Tue
12/31/19 Thu 1/2/20 7,10 Tue
12/31/19 Thu 1/2/20 Mon
12/23/19
13 Technical Crew 1 day Thu
12/26/19
Thu
12/26/19 7 Thu
12/26/19
Thu
12/26/19
Wed
12/25/19
14 Marketing the event 3 days Tue
12/31/19 Thu 1/2/20 7,10 Tue
12/31/19 Thu 1/2/20 Mon
12/23/19
15 Branding event 2 days Fri 12/13/19 Mon
12/16/19 Fri 12/13/19 Mon
12/16/19 Tue 12/3/19
16 Event Monitoring 14 days Tue
12/17/19 Fri 1/3/20 Tue
12/17/19 Fri 1/3/20 Thu 12/5/19
17 Rehearsing the tour
route 2 days Fri 12/27/19 Mon
12/30/19 8 Fri 12/27/19 Mon
12/30/19
Tue
12/10/19
18 Invitations and
registrations 4 days Tue
12/17/19 Fri 12/20/19 15 Tue
12/17/19 Fri 12/20/19 Thu 12/5/19
19 Risk management 3 days Tue
12/31/19 Thu 1/2/20 9 Tue
12/31/19 Thu 1/2/20 Mon
12/9/19
20 Selecting volunteers
and other staff 1 day Fri 1/3/20 Fri 1/3/20 14,17 Fri 1/3/20 Fri 1/3/20 Tue 1/14/20
21 Closure 1 day Fri 12/13/19 Fri 12/13/19 Fri 12/13/19 Fri 12/13/19 Fri 12/13/19
22 Token giving Ceremony 1 day Thu
12/26/19
Thu
12/26/19 7,15,18 Thu
12/26/19
Thu
12/26/19
Wed
12/11/19
23 Review the activities 2 days Fri 1/3/20 Mon 1/6/20 17,19,22 Fri 1/3/20 Mon 1/6/20 Thu
12/12/19
24 Suggestion for
improvement 5 days Tue 1/7/20 Mon
1/13/20 23 Tue 1/7/20 Mon
1/13/20 Tue 1/7/20
25 Success of event 1 day Tue 1/14/20 Tue 1/14/20 23,24 Tue 1/14/20 Tue 1/14/20 Tue 1/14/20

Network diagram

RISK REGISTER
This risk management tools helps in identification of the potential risks and their probability of incurring that can occur while
implementing the project plan and determines the mitigation strategies that can be adopted in order to cover up for the potential risks
that might arise (Dohe and Pike, 2018). The probability ranges from 1 to 5 where 1 is very low and 5 is very high that risk might
happen.

Risk Management Register for Launch Event of QAHE
Risk Identification
Assessmen
t Response Monitoring and Control
Serial
Numbe
r
Risk Event Cause Effect Probability Strateg
y Action Responsibl
e person/s Pre Action
Pre
Actio
n
Score
Post
Action
Post
actio
n
Score
1 External
Environment
Risk
The taste
and
preference
or the
nature of
the targeted
audience
might
change
Project
failure
1 Accept The
appropriate
action that can
be adopted is
ensuring that
the effect of
volatile
movement in
the market
forces is tried
to minimise so
that the losses
that are
incurred can
be minimised.
The Market
Forces and
taste and
preference
of targeted
customer
base
Conduct
proper
feasibility
study
5 Minimise
loss
impact
3
2 Executive
Support risk
The project
manager
can fall ill,
become
incompeten
t
Project
Delay
3 Reduce
or
Control
The project
leader should
be selected
after
thoroughly
exploring his
talent and
capability so
that later, the
competency of
The project
manager
and other
leaders
such as
teachers
Select a
competent
leader after
proper
delibe-ration
4 Find
another or
make
current
one
robust
2

leader cannot
be questioned.
3 Ill Defined
Scope
The
purview of
the affected
parties was
not
formulated
properly
Project
Delay
1 Avoid The scope of
the project or
plan needs to
be developed
after careful
examination
of al the
affected
parties and the
stakeholders
so that the
scope is well
formulated
and the team
leader is well
aware.
The project
manager
and the
entire team
especially
the
initiation
department
The scope
should be
well rese-
arched
3 Try to
accom-
modate
now
4
4 Inappropriate
Budget
management
expenditure
is much
more than
estimated
costs
Increased
Project
Costs
5 Mitigat
e
The
expenditure
must be done
in accordance
with the
budget
formulated
earlier and in
order to
mitigate for
the extra
expenses, a
separate fund
must be pre
formulated.
The
finance
department
and the
project
leader
The current
prices must
be observed
and other
prices must
be observed
2 Try to get
new
budget or
manage
3