Refurbishment Launch Event: QAHE University Case Study

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Executive Summary
In this brief, there is a QAHE (QA Higher Education) University which has just completed their
process of refurbishing their teaching rooms and their computer labs. So after completion of this
project University wishes to organize a major launch event so that their objectives can be
completed. This report includes a Project Initiation Document which consists of the information
regarding the budget, approaches, and objectives of the project. It also includes various risks
which are associated with the project while planning it. Project Manager plays an important role
in building this project as he leads the whole project. Various methodologies for developing this
project have been discussed. Work Breakdown Structure is constructed so that the budget can be
calculated rapidly based on the structure.

Table of Contents
Executive Summary.........................................................................................................................1
Table of Contents.............................................................................................................................2
Introduction......................................................................................................................................5
Task 1a- PID....................................................................................................................................6
Task 1b- Simplified Stakeholder Analysis......................................................................................7
Task 2 – Simplified Risk Register...................................................................................................9
Task 3 – WBS initial ideas............................................................................................................12
Task 4a- Importance of Strong Leadership...................................................................................14
Task 4b- Methodologies................................................................................................................15
Conclusion.....................................................................................................................................18
References......................................................................................................................................19
Appendix........................................................................................................................................20

Introduction
This brief is about the QAHE University which has refurbished its teaching classrooms and their
computing labs in London, Birmingham, and Manchester so that it can provide the best learning
environment to the students and can also publicize their university so that more students can get
attracted and university can become competitive. For this, they have planned to organize a
launch event and invited local/national dignitaries. This event includes a formal ceremony and
various opportunities for the staff & students to visit the buildings. For building this project
various approaches and methodologies have been used which are discussed in this report. The
whole project is built under the guidance of the Project Manager.

Task 1a- PID
Title of Project QAHE Launch Event
Estimated budget £50,000
Budgetary Information Décor-£10,000
Food & Beverages-£20,000
Entertainment-£5000
Marketing /Advertising-£7000
Event Documentation-£3000
Other-£5000
Start Date 12/07/2019
Finish Date 05/09/19
Project Sponsor Managing Director
Project Manager Event Manager
Objectives To provide the best learning environment to students
To attract various students and make the university more and
more competitive and to publicize the university in the market
To celebrate the success of the project
Approach PC’s should be installed in the classrooms and various flexible
elements which are used for learning should be incorporated
which involves moving furniture and various screens
The budget should be utilized to buy an event management
expert who is responsible for providing food and installing a
PA system. To hire various stewards for this event
To sort the problem of parking a person should be hired who
looks for this problem and uses parallel parking so that traffic
cannot be blocked.
Reference The main idea for developing this project was that by doing a
refurbishment of the QAHE University there are more and
more benefits like more students will be attracted and

advertisement of the university will also be done which means
by doing one change in the university there are lots of benefits
in the future.

Task 1b- Simplified Stakeholder Analysis
Name of
Stakeholder
Influence Impact Contribution to the
project
How stakeholder
can block the
project?
Sponsor High Medium To negotiate the funding
for the project and to take
part in the initial phase of
planning the project and to
identify the success factors
A sponsor can block
the project if they do
not provide the
required sponsorship
to the project
Team Member Low Medium They are responsible for
giving their views about
how to solve the problem
and to minimize the
confusions and
misunderstandings
Team members can
affect the project by
not performing their
individual tasks
properly which are
assigned to them
Project
Manager
High High Responsible for planning
the event, leading the
project and to organize it
If the Project
manager is unable to
meet the deadlines of
the project and team
members are unaware
of their roles and
responsibilities then
the project manager
cannot continue to
the project.
Traffic
Management
Medium Medium They are responsible for
managing the traffic
outside the venue of the
They can block the
event by not taking
care of the traffic

event and they ensure that
vehicles are properly
aligned outside the event
so that traffic cannot be
blocked
management and if
they do not manage
the vehicles properly
outside the event then
mismanagement will
occur which affect
the project.
Advertising
Manager
Medium Medium The Advertising Manager
is responsible for
advertising the project in
the market by various
means such as newspaper
advertising, media
advertising, social
advertising and many more
They can block the
project by not doing
advertising up to a
required level and not
publishing the project
efficiently
Suppliers Medium High They are responsible for
supplying the required
resources which are
required in the project
They can block the
project by not
providing the
resources or
providing the
resources of bad
quality.
Stewards Medium Medium They contribute to the
project by providing the
facilities to the customers
which are present at the
event
Above the table is the Stakeholder Analysis table which contains the information regarding the
various stakeholders who are involved in the project management (Kyuutouki, 2018)

Task 2 – Simplified Risk Register
I
D
Risk
Description
Likelihoo
d
Impact of
the risk
Owner Mitigating
Action
Contingent
Action
1 The purpose of
the project &
need is not
defined
properly
Medium
likelihood
High
Impact
Project
Sponsor
To mitigate it
complete the
business case
& ensure the
purpose in the
PID
Expand the
project with the
assessment of
the risk
2 Design and
definition of
the project is
not complete
Low
likelihood
High
impact
Project
Sponsor
Scope of the
project should
be defined in
detail by using
various
workshops of
the design
Request the
items of high
impact and
remove them
from the scope
3 Schedule of the
project is not
defined
properly
Low
likelihood
Medium
Impact
Project
Manage
r
Workshops
should be
organized such
that team
members of
the project can
understand the
plan properly
& minimize
the likelihoods
Plans should be
shared and
attend the
meeting related
to the project at
every week
4 There is no
control on the
priorities of the
staff
Medium
Likelihood
Medium
impact
Project
Manage
r
Project
sponsor would
give a brief on
the project
Arrangements
should be made
for the meetings
that the project

importance to
the project
managers
sponsor should
hold the brief
5 Improper
communication
, creating
confusions
Medium
Likelihood
Medium
Likelihoo
d
Manage
r
Project
Written
communicatio
n plan which
includes all the
details
regarding the
plan should be
developed. To
send the plan
to the
developers call
them instead of
sending emails
As soon as
misunderstandin
g occurs they
should be
corrected at that
time. Areas
which contain
lack of
communications
should be
clarified with the
project sponsor
6 Delays ad
pauses in the
project due to
the legal
actions
Low
Likelihood
Likelihoo
d
Medium
Project
Sponsor
Make sure that
all the
contracts
should be
signed in the
initial phase of
the project
Legal
instructions
should be
followed
7 Delays caused
by the
contractors
Medium
Likelihood
High
impact
Manage
r
Project
If the contracts
are late then
penalties
should be
included and
schedule
should be
communicated
Late clauses
should be
implemented

very early
8 Projects are
delayed by the
stakeholders
Low
Likelihood
High
impact
Manage
r
Project
Plans should
be revisited at
the regular
intervals to
manage the
stakeholders
Proper
authorities
should be
notified &
internal
procedures
should be
followed
9 There is a
delay in initial
project phases
Medium
Likelihood
High
impact
Manage
r
Project
Ensure the
correctness of
the plan by
using WBS
and Gant
charts
Costs should be
covered through
the insurance
10 Estimating
Errors
Medium
Likelihood
High
impact
Manage
r
Project
Risks should
be broken into
cost estimating
& scheduling
errors
Request for the
change should
be raised in
order to change
the budget or
schedule
Above the table is the Simplified Risk Register table which contains the information regarding
the types of risks involved in the project management (Eva Le Messurier, 2019)

Task 3 – WBS initial ideas
ID Task
Mode
Task Name Duration Start Finish PredecessorsResource
Names
Cost
0 QAHE Launch Event40 daysFri 7/12/19Thu 9/5/19 £50,800.00
1 Planning for lauch
event
10 days Fri
7/12/19
Thu
7/25/19
£18,400.00
2 Setup vision for
business
3 days Fri
7/12/19
Tue
7/16/19
Project
Manager
£4,320.00
3 Define
objectives
2 days Wed
7/17/19
Thu
7/18/19
2 Project
Manager
£2,880.00
4 Create Budget 3 days Fri 7/19/19Tue 7/23/193 Event Planner,Project Manager£6,720.00
5 Setup venue 2 days Wed 7/24/19Thu 7/25/194 Event Planner,Project Manager£4,480.00
6 Milestone:
Planning for
launch event
0 days Thu
7/25/19
Thu
7/25/19
5 £0.00
7 Find Business
Approach
5 days Fri
7/26/19
Thu
8/1/19
£7,200.00
8 Gather new
requirements
3 days Fri
7/26/19
Tue
7/30/19
6 Project
Manager
£4,320.00
9 Summarize the
approach of
business
2 days Wed
7/31/19
Thu
8/1/19
8 Project
Manager
£2,880.00
10 Milestone:Find
Business
Approach
0 days Thu
8/1/19
Thu
8/1/19
9 £0.00
11 Analyze the Risks
& Rewards
7 days Fri 8/2/19 Mon
8/12/19
£8,000.00
12 Analyze the
competition
2 days Fri 8/2/19 Mon
8/5/19
10 Risk
Analyzer
£800.00
13 Resolve the
financial
requirements
2 days Tue
8/6/19
Wed
8/7/19
12 Project
Manager
£2,880.00
14 Review the
plan & modify it
3 days Thu
8/8/19
Mon
8/12/19
13 Project
Manager
£4,320.00
15 Milestone:
Analyze the
risks & rewards
0 days Mon
8/12/19
Mon
8/12/19
14 £0.00
16 Identify the
opportunity for
business
8 days Tue
8/13/19
Thu
8/22/19
£10,000.00
17 Determnine the
necessary
materials and
resources
2 days Tue
8/13/19
Wed
8/14/19
15 Event
Planner,Project
Manager
£4,480.00
18 Evaluate the
risks
3 days Thu
8/15/19
Mon
8/19/19
17 Risk
Analyzer
£1,200.00
19 Invitation to
local/national
dignitaries
3 days Tue
8/20/19
Thu
8/22/19
18 Project
Manager
£4,320.00
20 Milestone:Identify
the opportunity
for business
0 days Thu
8/22/19
Thu
8/22/19
19 £0.00
21 Marketing and
advertising
6 days Fri
8/23/19
Fri
8/30/19
£3,360.00
22 Scocial
marketing
2 days Fri
8/23/19
Mon
8/26/19
20 Marketing
Head
£1,120.00
23 Newspaper
advertisements
2 days Tue
8/27/19
Wed
8/28/19
22 Marketing
Head
£1,120.00
24 Media
advertisements
2 days Thu
8/29/19
Fri
8/30/19
23 Marketing
Head
£1,120.00
25 Milestone:Marketing
and advertising
0 days Fri
8/30/19
Fri
8/30/19
24 £0.00
26 Launching the
Event
4 days Mon
9/2/19
Thu
9/5/19
£3,840.00
27 Ceremony 2 days Mon
9/2/19
Tue
9/3/19
25 Project
Manager,Sponsor
£2,880.00
28 Management 2 days Wed
9/4/19
Thu
9/5/19
27 Volunteers £960.00
29 Milestone:
Launching the
event
0 days Thu
9/5/19
Thu
9/5/19
28 £0.00
Project Manager
Project Manager
Event Planner,Project Manager
Event Planner,Project Manager
7/25
Project Manager
Project Manager
8/1
Risk Analyzer
Project Manager
Project Manager
8/ 12
Event Planner,Project Manager
Risk Analyzer
Project Manager
8/22
Marketing Head
Marketing Head
Marketing Head
8/30
Project Manager,Sponsor
Volunteers
9/5
7 12 17 22 27 1 6 11 16 21 26 31 5 10
July 2019 August 2019 September 2019