QAHE University Launch Event Project Management Report

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Contents
Introduction................................................................................................................................2
PID (Project Initiation Document).............................................................................................3
Work Breakdown Structure......................................................................................................11
Risk Register Table..................................................................................................................14
Short Report.............................................................................................................................16
Conclusion................................................................................................................................19
References................................................................................................................................20
List of Figures
Figure 1: WBS..........................................................................................................................11
Figure 2: Gantt chart................................................................................................................13
Figure 3: Project Management.................................................................................................16
Figure 4: Waterfall Methodology procedure............................................................................18
List of Tables
Table 1: Budget Discussion.......................................................................................................3
Table 2: Timescale Discussion...................................................................................................5
Table 3: Stakeholder Analysis...................................................................................................7
Table 4: Risk Matrix................................................................................................................14
Table 5: Risk Register..............................................................................................................14
Table 6: Methodology Comparison.........................................................................................17

Introduction
QAHE has conducted a process of refurbishment in the premises of several universities
comes under it like London, Manchester, Birmingham. After the refurbishment process, the
universities are implemented with new technologies like computer labs, new teaching rooms,
advanced teaching etc. To promote the new premises of university, the company want to
launch a celebration event which will complete both of the objectives of celebration and
promotion.
This management report will explain the way in which this launch event should be
conducted. For this, using a PID table, budget and timescale along with the objective and
approach is used. For better understanding, WBS and Gantt chart is used and Risks are
identified along with mitigation and contingency plan and a methodology is described which
will be best suitable for the project.

PID (Project Initiation Document)
It is the most crucial part of any project. Basically, it can be said that PID is the foundation of
any project. It describes the initiation of project and its process as well. Also, it explains the
main components of the project like an estimation of the budget of the project, the time taken
by a particular project, main objective or opportunities of the project etc.
Following is the PID structure which includes the budget information, timescale, objective
and meeting approach, required main staff for this project, stakeholder in the project.
Budget Information
Given Budget - £50,000
Estimated Budget - £42,800
Budget exceeds flexibility - £7,200
Table 1: Budget Discussion
Tasks Required Resources Estimated
Cost
Launch Event By QAHE $42,800.00
Fact Findings $3,040.00
Scope  Manger
 Director of Operations $960.00
Opportunities  Managing Team
 Manger $1,600.00
Brainstorming  Manger
 Director of Operations $480.00
Milestone: Fact-Finding $0.00
Data Gathering $5,600.00
Budget Discussion  Manger
 Director of Operations $1,440.00
Time discussion  Manger
 Director of Operations $960.00
Methodology identification  Managing Team
 Manger $1,600.00
Proposal designing  Managing Team
 Manger $1,600.00

Milestone: Data Gathering $0.00
Director of Operations
Authorisation $960.00
Proposal discussion  Manger
 Director of Operations $480.00
Design Approval  Manger
 Director of Operations $480.00
Milestone: Director of
Operations Authorisation $0.00
Requirements Identification $7,200.00
Team requirements  Managing Team
 Manger $3,200.00
Stuff requirements  Managing Team
 Manger $1,600.00
Venue requirements  Managing Team
 Manger $2,400.00
Milestone: Requirements
Identification $0.00
Team Assigning $3,440.00
Managing Team  Managing Team $320.00
Electricians  Electricians
 Manger $800.00
Hosting & Promotion Team  Hosting & Promotion Team
 Manger $800.00
Catering Team  Catering Team
 Manger $800.00
Helpers  Helpers
 Manger $720.00
Milestone: Team Assigning $0.00
Development $20,640.00
Venue Designing
 Helpers
 Managing Team
 Venue
$9,520.00
Furniture implementation
 Catering Team
 Goods requirement
 Helpers
 Managing Team
$6,720.00

Electricity connections
 Electricians
 Helpers
 Managing Team
$4,400.00
Milestone: Development $0.00
Main Event $1,920.00
Event management
 Catering Team
 Hosting & Promotion Team
 Managing Team
 Manger
 Director of Operations
$1,440.00
Sign off  Manger
 Director of Operations $480.00
Milestone: Main Event $0.00
Project Timescale
Table 2: Timescale Discussion
Tasks Duration Start Date End Date
Launch Event By QAHE 48 days Thu 7/18/19 Mon 9/23/19
Fact Findings 5 days Thu 7/18/19 Wed 7/24/19
Data Gathering 9 days Thu 7/25/19 Tue 8/6/19
Director of Operations Authorisation 2 days Wed 8/7/19 Thu 8/8/19
Requirements Identification 9 days Fri 8/9/19 Wed 8/21/19
Team Assigning 5 days Thu 8/22/19 Wed 8/28/19
Development 16 days Thu 8/29/19 Thu 9/19/19
Main Event 2 days Fri 9/20/19 Mon 9/23/19

Objective of Project
The objective of the project is that the QAHE has conducted a refurbishment process into the
various universities that come under it like Manchester University, London University, and
Birmingham University. The QAHE want to launch an event that is going to be on occasion
of refurbishment of the university premises. Along with the celebration part of the launch
event of the project, the QAHE want to promote the universities. The main aim of this launch
event is to promote the new premises of universities like new computer labs, teaching rooms
etc. this launch event would have two objectives, one is to celebrate the refurbishment of the
universities and second is to promote university by introducing the university premises to
new students and dignities.
Approach
To meet the above-specified objective, the university wants to launch this event where they
will introduce the newly refurbished university premises to people and dignitaries that are
going to be there in the launch event. This launch event will be used to achieve the aim of this
project. The university staff will show the significance of the refurbishment and tell the
people the importance of these changes into the university and as well as explain them the
ways in which a new student will be able to take the benefits from this launch event.
Main Staff
 Director of Operations
 Project Manager
 Managing Team
 Electricians
 Hosting Team
 Promotion Team
 Catering Team
 Helpers
 Hygiene Team
 Entertainment Team

Stakeholder Analysis
Table 3: Stakeholder Analysis
Stakeholder
Type
Stakeholder Name
and Contact Stakeholder Role Interest in
Project Effect Risk by
Stakeholders
Stakeholder
Management
Director of
Operations
(Project
Sponsor)
abc
[e-mail]
123456789
 Plan the project
 Find out the
opportunities
 Idea of the
project
Project launch or
event launch will
promote the
university and
financially
profitable for the
university.
High Won’t be able to
provide the needed
budget and
timescale.
Unable to draw the
exact output or
deliverable from the
project.
Unclear vision
Providing proper update
to the sponsor according
to the ongoing process.
Getting information
about the budget and
timescale of the project.
Manager abc
[e-mail]
123456789
 Manage the
project
 Manage the
team
 Take
responsibility
for the project
Project will be
handled for a
major university.
Success of the
project will be
profitable in both
financial and
knowledge basis.
High May not give
attention to the
project or handle it
without proper
guidance.
Not resolving out the
issues that the
project teams are
having.
Providing them with the
proper knowledge about
the event launch
function.
Introducing the
importance of project and
how is this beneficial for
society.

Unable to conduct
the meetings.
Managing
Team Leader
abc
[e-mail]
123456789
 Take
responsibility of
their team
 Raise their
issues to higher
level
 Bring out a
resolution
Success of the
project will be
beneficial for the
team and leader
as well.
Medium Not properly work in
the project
environment.
Trying to solve out
issues on their own.
No participating in
the meetings.
Not providing
proper feedback.
Providing them with the
proper guidance to their
queries and not ignoring
their concerns can be
helpful.
Their growth can be
related to this project.
Introducing the
importance of project and
how this is beneficial for
society.
Electrician abc
[e-mail]
123456789
 Take
responsibility of
their team
 Raise their
issues to a
higher level
 Bring out a
resolution
Project success
can build new
major
opportunities for
them.
Low Not properly work in
the project
environment.
Trying to solve out
issues on their own.
No participating in
the meetings.
Not providing
proper feedback.
Providing them with the
proper guidance to their
queries and not ignoring
their concerns can be
helpful.
Their growth can be
related to this project.
Hosting Team abc  Take Project success High Not properly work in Introducing the

Leader
[e-mail]
123456789
responsibility of
their team
 Raise their
issues to a
higher level
 Bring out a
resolution
can build new
major
opportunities for
them.
the project
environment.
Trying to solve out
issues on their own.
No participating in
the meetings.
Not providing
proper feedback.
importance of project and
how this is beneficial for
society.
Their growth can be
related to this project.
Promotion
Team Leader
abc
[e-mail]
123456789
 Take
responsibility of
their team
 Raise their
issues to higher
level
 Bring out a
resolution
Project success
can build new
major
opportunities for
them.
Medium Not properly work in
the project
environment.
Trying to solve out
issues on their own.
No participating in
the meetings.
Not providing
proper feedback.
Providing them with the
proper guidance to their
queries and not ignoring
their concerns can be
helpful.
Introducing the
importance of project and
how this is beneficial for
the society.
Catering Team
Leader
abc
[e-mail]
123456789
 Take
responsibility of
their team
 Raise their
issues to higher
level
 Bring out a
Project success
can build new
major
opportunities for
them.
Medium Not properly work in
the project
environment.
Trying to solve out
issues on their own.
Providing them the
proper guidance to their
queries and not ignoring
their concerns can be
helpful.

resolution No participating in
the meetings.
Not providing
proper feedback.
Introducing the
importance of project and
how this is beneficial for
the society.
Helper head abc
[e-mail]
123456789
 Take
responsibility of
their team
 Raise their
issues to higher
level
 Bring out a
resolution
Project success
can build new
major
opportunities for
them.
Medium Not properly work in
the project
environment.
Trying to solve out
issues on their own.
No participating in
the meetings.
Not providing
proper feedback.
Providing them the
proper guidance to their
queries and not ignoring
their concerns can be
helpful.
Introducing the
importance of project and
how this is beneficial for
the society.
Local/National
Dignitaries
abc
[e-mail]
123456789
 Present in the
launch event
 Appreciate the
refurbishment
process.
They get to know
about the new
changes that the
university in their
area are having
and can be
beneficial for
their political
support.
Low Not coming to the
launch event.
Not appreciating the
launch event.
Telling them that the
promotion of this launch
event can be helpful for
their political support as
well.
Introducing the
importance of project and
how this is beneficial for
the society.

Work Breakdown Structure

Figure 1: WBS
Event Launch by
QAHE
Fact Findings
Scope
Opportunities
Brainstorming
Data Gathering
Budget
Discussion
Time discussion
Methodology
identification
Proposal
designing
Sponsor
Authorisation
Proposal
discussion
Design Approval
Requirements
Identification
Team
requirements
Stuff
requirements
Venue
requirements
Team Assigning
Managing Team
Electricians
Hosting &
Promotion Team
Catering Team
Helpers
Development
Venue Designing
Furniture
implementation
Electricity
connections
Main Event
Event
management
Sign off