Project Management Report: QAHE University London Campus Project

This report provides a comprehensive overview of project management principles applied to a redevelopment project at QAHE University's London campus. It begins with an introduction to project management and its key components, including project initiation, planning, and control. The report the...Read More

Project Management

Table of Contents
Introduction......................................................................................................................................1
Project 1...........................................................................................................................................1
Project initiation document and stakeholder analysis.................................................................1
Stakeholder Analysis...................................................................................................................2
Project 2...........................................................................................................................................3
Risk Register...............................................................................................................................3
Project 3...........................................................................................................................................6
I. Theories for communication process.......................................................................................6
ii. Critique of methodologies.......................................................................................................9
Conclusion.....................................................................................................................................12
References......................................................................................................................................13

Introduction
Project management is defined as a practice for initiation, formulation of plans,
controlling as well as closing of work of team for attaining peculiar goals at stipulated time
frame. Basically, it is application of tools, skills, techniques and knowledge related with project
activities for meeting project requirements (Braglia and Frosolini, 2014). It comprises of reasons
behind why project is important a by capturing its requirements, formulation of budget and
carrying out interaction with stakeholders. This report is based on QAHE who want to improve
space which is being provided to business students, for this redevelopment and refurbishment has
to be carried out in London campus. It is important for facilities management department to
ensure that teaching is disrupted during this entire process. The report comprises of PID (project
initiation document) along with budget, timescale, stakeholder analysis and work breakdown
structure. In addition to this, it involves risk register and report involves structured interaction
along with methodology that is being for execution of project case study.
Project 1
Project initiation document and stakeholder analysis.
The crucial element in project management that furnish base for business project is
referred to as project initiation document (PID). Furthermore, it acts as a reference point which is
being utilised for attainment of project that involves crucial details (Bucero and Englund, 2015).
It has been shown beneath with respect to when project was initiated and when it will be
completed. The PID plan with respect to QAHE have been illustrated below:
Title of project Launching of an event
Estimated budget The Facility Management Department of QAHE has
furnished a budget of £ 100.000 for delivering this project.
Project involves refurbishment and redevelopment within
London Campus of QAHE.
Break down of money  Raw material - £40
 Human Resources - £30
 Other entities - £30
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Start date 2nd February, 2020
Finish date 6th August, 2020
Project Sponsor Director of QAHE University
Project manager
Main objectives (short list of
key business related with why
project is being undertaken)
 To provide the appropriate space to business students
by which they can be comfortable within the
classroom.
 Acquire the charts and other equipments through
which students can be provided with appropriate
resources through which there learning can be
enhanced.
Overall suggested approach
(some essential points in
description of how objectives
can be attained)
 Appropriate strategies must be utilised by which
overall objectives can be attained as well as studies of
students also do not get impacted by this.
Any major risks, time, cost,
quality and impact on project
There is a probability that studies of students may be
disrupted when this project is being carried out. Time
required for its completion will be six months and cost
required for this is £ 100.000. The time is apt for delivering
quality standards which will lay down affirmative influence
on the project.
Key Constraints  The major constraints associated with QAHE
University includes: scope, cost, quality and time.
 Customer Satisfaction also acts as one of the major
aspect while delivering services within the market.
Key project Team members  Head of Facility Management Department
 Project Manager
 Team Leader
2

 Team members
Reference(s)
Stakeholder Analysis
There exist different stakeholders within firm, they are: director, suppliers, members and
various others (Burke, 2013). From these stakeholders some acts as crucial asset for firm and
must be maintained by them in an efficacious as well as relevant manner. The stakeholder
analysis of QAHE have been provided below:
Stakeholder Analysis Matrix
Stakehold
er Name
Contact
Person
Impact Influence What is
important
to
stakehold
ers?
How they
will
contribut
e within
project?
How they
can block
project?
Strategy
for
managem
ent of
Stakehold
ers
Supplier Joseph
Smith
joseph@q
ahe.com
High Broad They will
provide
University
with raw
material
like
bricks,
cement
etc.
through
which
process of
redevelop
ment can
be carried
out.
Suppliers
are
interested
to have
They will
provide
appropriat
e
resources
to QAHE
University
that will
enable
them to
render
their
services in
affirmativ
It will be
difficult to
start work
if raw
material is
not
available
on time.
Agreement
can be
made with
suppliers.
3

profit. e manner.
Donors David
david@qa
he.com
High High They are
interested
within this
as this will
enable
them to
acquire
more
number of
students
within
class.
Donors
have
invested
financially
within the
project.
They will
not block
the project
as they
will be
having
profit from
this.
Donors
need to
ensure that
there
money is
organised
in relevant
activities
and is not
wasted.
Universit
y Head
Cristene
Carlos
carlos@qa
he.com
High High They have
high
interest in
the
processes
as well as
activities
that are
carried out
as they
will be
able to
deliver
well
qualified
individual
s from
They will
have high
profitabilit
y in terms
of number
of students
and
enhancem
ent within
QAHE
University
recognitio
n.
They
won't
block the
project as
this will
bring in
impelling
goodwill
for
University
.
They need
to monitor
each
activity
which is
being
carried out
so that
desired
project can
be
accomplis
hed on
time and
as per
desired
standards.
4

there
university.
(Hällgren,
2012).
Governme
nt John@gov
.in
Moderate Moderate They have
interest as
this will
enable
university
to acquire
more
number of
students as
appropriat
e space
will be
there.
Youth will
have
appropriat
e
knowledge
which will
contribute
within
economy
of country
Governme
nt is in
favour as
maximum
of youth
can have
impelling
knowledge
.
They can
develop
strategies
in favour
of QAHE
University
that will
motivate
them to
render
their
services as
per desired
standards.
Work break down structure: The technique or procedure where the entire project is
broken down into small portions or segments through which tasks can be accomplished in
efficient as well as effectual manner is referred to as work break down structure (Fortune and
et.al., 2011). With respect to refurbishment and redevelopment process of QAHE, it has been
divided into 25 activities, they are clearly stated below within WBS shown below:
 Initiation of project: The important aspect which have to be carried out will be
identified to acknowledge what is required.
 Establish Objective: Identification as well as establishment of suitable objectives for
QAHE for carrying out refurbishment of their premises.
 Notification: Furnish the details related with what is to be done within University along
with benefits laid out by them.
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 Identification of requirements: In this QAHE needs to identify what is being required
by students and their stakeholders.
 Market research: Here, QAHE will look for what other Universities are doing within
the city for captivating more number of students.
 Selection of suitable ideas: With respect to this, QAHE will select their audiences in an
appropriate and effectual way.
 Develop plans of activities: Planning will be carried out which will enable to ensure that
all the operations are carried on time.
 Filtering and correlation: Here, essential activities will be identified along with this
they will be prioritised.
 Activities needed: All the tasks that have to be carried out must be well formulated so
that stakeholders will be clear about what is being required.
 Correlation: There has to be a relation among the entire activities and goal behind doing
this so that they can be conducted in an apt manner.
 Design promotional and advertising activities: As they know there potential customers
accordingly promotional and advertisements will be made.
 Up date Websites: As per the alterations, which are to be made, website can be updated
so that stakeholders can know what is being done.
 Trigger: Here, QAHE needs to initiate as per the plan they have formulated so that
things can be done on time.
 Conduct analysis: This will enable them to identify how many students they have
attracted towards their University.
 Response selection: Depending on response which is attained management can decide
the ways in which further actions can be taken.
 Evaluate Decision: Meetings can be conducted for analysing overall impact of their
decisions made.
 Auto response: As per the response attained from meeting further strategies can be
developed.
 Demand Forecasting: At this QA Higher Education university conduct forecasting of
demand and need things for conducting event in effective and appropriate manner.
6

 Data Collection: In this respective University collect data and information which is
required for respective event which is going to organised by respective company.
 Evaluate Data: Then they evaluate data so that they do further activities in effective
manner.
 Develop Budget: After deciding and evaluating all data and information respective
university prepare budget in effective and efficient manner.
 Review actions: The actions that are being conducted can be modified if budget is not
enough for meeting them all.
 Set activities accordingly: In this step project manager conduct evaluation and set
activities according to budget in effective and appropriate manner.
 Analysis effectiveness: At last project manger of respective company analysis
effectiveness of events through feedback and suggestions.
 Feedback: The reviews can be taken to identify influence that will be created through
entire project.
7

8

Gantt Chart: The graphical tool that shows tasks or activities which are carried against
time is referred to as visual presentation or Gantt chart. In this project is broken down as well as
displayed on chart that makes it easy for interpretation as well as understanding. In context of
QAHE, it has been shown below:
9

Critical Path: The sequence of steps or stages which are liable for identification of
minimum time that is being required for carrying out project is referred to as critical path.
Basically, through this QAHE will be able to schedule their tasks and ensure that there project is
completed on time (Hanisch and Wald, 2011).
Project 2
Risk Register
The major kind of risks associated with the project that are as follows:
Risk Mitigation
Action
Contingency
Action
Pre action score
(Out of 10, where
10 is high risk and
1 is low)
Post action score
(Out of 10, where
10 is high risk
and 1 is low)
Budget risk In that
organisation plan
approximately
about expenses
of project.
So to eliminate
the respective
kind of risk
organisation
utilize the risk
management and
budget planning
in order to gain
desirable
outcomes
(Kerzner and
Kerzner, 2017).
4 6
Integration
risk
In respective risk
included the
integration of
technologies,
information,
processes. In
So the associated
risk with project
is integration by
using the IT
systems which is
vital piece of
6 4
10

context of
QAHE for
improving space
they want to
refurbishment.
So primarily the
checking the
system as they
are integrated
with one another
or not.
operations helps
to integrate
various processes
positively.
Resources risk Resource risks
are the
uncertainties that
shows the
potential failure
in terms of
skilled workers
and budget . The
mitigation
actions of
organisation they
evaluate the
consumption of
resources and
their availability.
In context of
QAHE by using
Identification,
evaluation and
treating which is
an ongoing
process of the
resource risk
management for
them (Kerzner,
2013).
7 3
Contract risk In respective risk
counterparty not
able to give
services for
which they are
bound. In
context of
QAHE for
improving the
space of their
campus they
contract with the
builder.
The contingency
action for
respective risk
that they build the
contract or
written
information on
which everyone
get agreed.
4 6
Quality risk QAHE for
eliminating the
risk of their
construction use
the right quality
and quantity of
The contingency
action for that is
to use Total
quality
management that
helps to set
3 7
11

raw material. standards for
products.
Schedule risk To eliminate the
schedule risk it
is important to
specify the time
zone to complete
the specific task
that proved
beneficial for
QAHE.
In contingency
actions QAHE
can utilize the
reduction in no.
of critical paths
that hinders self
interest (Meng,
2012) .
6 4
Skill risk In context of
QAHE the
mitigation plan
for elimination is
to specify the
required skills
set for
completing
project.
To eliminate skill
risk contingency
action is
conducting
research that
helps to select
potential
personnel for
executing project
properly.
Operational
risk
To eliminate the
operational risk
the mitigating
plan is to deliver
the proper roles
and
responsibilities
by accessing the
skills and
capabilities of an
individual
(Meredith and
Mantel Jr, 2011).
To reduce
respective kind of
risk organisation
look the common
risks such as
miscommunicatio
n, accounting
errors, fail to
deliver services
or disputes.
2 8
Legal risk To eradicate
legal risk
organisation
check the
viability of
construction as
incompatibility
of construction
projects with
local rules
The contingency
actions for
eliminating legal
risk is avail ISO
31000 that
provides
guidelines,
principles and
frameworks.
4 6
12

required.
Design risk In context of
QAHE that want
to expand the
space of campus
in which design
plays very great
role. By
formulating the
design
organisation can
eliminate
respective risk.
To eliminate the
design risk
respective
organisation, take
helps of experts
of design that fit
to expand the
space.
3 7
Role of risk register in risk management-
Risk registers are being used to obtain information on known threats and challenges, their
existence and extent of risk effect, and to track immediate remedial measures. The fact that a risk
registry seems more than just helpful lists is often ignored. They are tools capturing risk control
and allowing for a systemic approach. By help of these risk registers it becomes easier for
managers to know about which risks can affect progress of project and which one’s impact is
moderate on performance of project. Herein, below importance of risk register is mentioned
regards to risk management plan:
 Identification of risk by their impact- This is one of the key importance of risk register
because by help of it, project management becomes able to know which risks are
affecting highly on project’s performance.
 Classification of risk- In addition, risk register contributes in order to making
classification of risk as accordance of their ratings. Due to this manager of project
becomes able to know what kinds of risk can occur in future on their project and which
types of alternatives can be used.
 Design controls or mitigation measures to reduce or remove the risk(s) before they occur-
Another benefit of risk register plan is that by help of it, project managers can prepare
effective strategies and policies. As well as they can remove the possibility of occurring
that risk during process of the project.
 Helps in achieving safety objectives, and drive continual improvements- In addition, risk
register is too crucial for achieving overall objectives of a project in a quick time and
13

contributes in better enhancement of project. It becomes possible because by help of risk
register, project managers can implement those strategies and policies which can keep
away from negative impact of risk on performance of project.
So these are the key importance of risk register in the context of better risk management plan
creation. In the case when there is no risk register, then there will be lot of issues in the
succession of a project. It is so because if risks will not be analysed through risk register than
there may be lot of conflicts and issues during progress of project. Such as in the aspect of above
mentioned risks, if all risks will not be managed and analysed than this can be difficult to run
project smoothly in future. Thus, this is essential for project managers to make proper analysis of
possible risks and their impact on performance of project.
Impact
1 2 3 4 5 Risk
Probabilit
y
Negligibl
e Minor Moderat
e
Significan
t Severe
5 Very
Likely
Low
Medium Medium Medium
High High High Resource
risk
4 Likely Low Low
Medium Medium Medium
High High Quality
risk
3 Possible Low Low
Medium Medium Medium
High
Medium
High
Schedule
risk
2 Unlikely Low Low
Medium
Low
Medium Medium Medium
High
Operational
risk
1 Very
Unlikely Low Low Low
Medium Medium Medium Budget risk
Project 3
I. Theories for communication process.
The two-way process in which message is in form of thoughts, ideas, opinions and
feelings that are transmitted among two or more persons with intent for creation of shared
14

understanding is defined as communication (Ramazani and Jergeas, 2015). It is a dynamic
process that starts with conceptualisation of ideas where sender transmit message via channel to
receiver who will give feedback in peculiar time frame. The communication theory which is
being utilised by QAHE to interact with their sponsors is a mathematical theory of
communication which involves different elements, they are illustrated below:
A Mathematical Theory of Communication: This is given by Claude E. Shannon in
1948 and thus also denoted as Shannon-Weaver model of communication. This is formulated for
developing effectual interaction among sender as well as receiver (Walker, 2015). In addition to
this, there are the factors which creates an impact on communication process and it is referred to
as noise. This theory comprises of information source (refurbishment and redevelopment),
transmitter (project team or management of QAHE), noise, channel by which information is
being sent, destination to which it is being send (sponsors), encode and decode. These elements
are mentioned below: Sender: They denote the way in which project team of QAHE initiate conversation with
their stakeholders and conceptualise ideas which they have to convey to them.
 Encoding: In this case non-verbal methods will be utilised like body gestures, signs,
symbols, etc. for translating information into relevant message (Communication Process,
2017). Here, management of QAHE will make use of their perception, skills,
competencies, etc. for creating an influence on message (Braglia and Frosolini, 2014).
15

(Source: Communication Theory, 2016) Message: When encoding will be finished, the sender will have a message which they
intend to convey to their stakeholders (either students, faculties or board of directors).
QAHE can transmit there message either in oral, verbal, non-verbal (gestures, sighs, etc.)
or written through which response from receiver can be triggered (Bucero and Englund,
2015). Communication channel: In this case, medium will be chosen via which message can be
conveyed to their recipient. It has to be effectively selected so that message is interpreted
clearly by stakeholders of QAHE. Decoding: In this, receiver is liable for interpreting message from sender as well as try to
understand it as effectual interaction can only take place when receiver is able to
acknowledge intent behind message. Receiver: They denotes the individual for whom message is intended for. Stakeholders
will comprehend it in best possible way so that objective behind interaction can be
achieved (Burke, 2013). This entirely depends on knowledge which is being possessed by
them with respect to project that is being carried out by QAHE.
16
Illustration 1: Shannon-Weaver Model of Communication

 Noise: The message is being sent from encoder to decoder via distinct channels. While
carrying out this process messages can be affected or distracted via physical noise such as
crowd noise, thunder, encoded signals or may be horn sounds while it is being
transmitted (Fleming and Koppelman, 2016). This creates an affect on the ways in which
interaction flows. This will result sponsors of QAHE to interpret the message in wrong
manner. Basically, theory talks about external noise which creates an impact on
transmission. Feedback: This implies last step within this process that is liable for ensuring that
receiver has got the message as well as interpret this as it was meant to be. It leads to
enhance effectiveness of interaction which will allow shareholders of QAHE to
understand efficacy of entire message.
The above stated theory clearly states the way in which interaction occurs between
QAHE and their sponsors have to be highly structured. As this will aid them to clearly
understand the reason behind why redevelopment is required and how it is supposed to be carried
out. Through this, goals as well as objectives of organisation can be carried out in an impelling
manner along with this, it can be ensured that they are being attained on time.
ii. Critique of methodologies.
The theoretical as well as systematic analysis of methods which are being applied to
field of study is referred to as methodology. It involves theoretical analysis of methods as well as
principles that are related with branch of knowledge. As QAHE is going for refurbishment and
redevelopment of their premises in London then it is crucial for them to identify the appropriate
approach through which the processes that are being carried out by them are not affected. The
methodologies are illustrated below:
Agile methodology: The iterative approach that is being utilised for furnishing project
throughout their lifecycle is referred to as agile methodology. It denotes the project which is
broken down into several stages and involves continuous collaboration with their stakeholders as
well as carry out improvisations in continuity within each stage of iteration (Fortune and et.al.,
2011). In context of QAHE, the management is liable for description of end product which will
be attained by them and what issues will be solved through this. It will provide project team with
clear insight with respect to what they have to do.
17

(source: 8 benefits of implementing agile methodology in your project, 2017)
Stages which are involved within this are: planning, execution and evaluation through
which needs of students can be acknowledged in an impelling manner.
Strengths:
 There will be minimised wastage as each member of project team works on up-to-date
tasks. This will enable management of QAHE to have fast response. Feedback can be taken immediately that will allow to take appropriate actions and make
alterations on time (Hanisch and Wald, 2011).
Weaknesses:
 It needs more time as well as energy from those who are involved within project as
interaction has to be carried out on continuous basis. The project team of QAHE who is working on peculiar budget can't identify what will be
the actual cost this may create trouble for the team and there is possibility that project
remains incomplete.
Waterfall methodology: This is also denoted by traditional project management which is
a sequential design process and is often utilised within development processes where progress
flows in steady downward manner through usage of precise process management steps (Kerzner
and Kerzner, 2017). This will enable QAHE for gathering requirement, their designing, testing
18
Illustration 2: Agile Methodology

along with fixing any issues and delivery of end product. It provides a linear order and
management needs to ensure that they are being carried accordingly to have a desired end
product.
Strengths:
 It provides management of QAHE with simple as well as easy method for understanding
as well as usage. Each phase is processed and is accomplished one at a time, this allows QAHE to set the
schedule for each stage so that the process of refurbishment can be carried on time
(Kerzner, 2013).
Weaknesses:
 There is higher amount of risk as well as uncertainty as the next stage cannot be carried
out if first is not completed. It is not apt when requirements of products vary from moderate to high fluctuating
conditions.
PRINCE2 methodology: Projects in Controlled Environment refers to process-based
approach in which emphasis is laid organisation as well as control throughout complete project
from initial to end. Within this, each stage related with the project is structured in a clear manner.
This will provide QAHE with seven clear principles, they include continued business
justification, learn from experience, specify roles & responsibilities, manage stages, exception,
emphasise on products and tailor with peculiar project environment (Meng, 2012). Furthermore,
it will provide them with different themes along with processes that will aid them to carry out
their operations in a required manner as per desired standards.
Strengths:
 Each step can be monitored as they are broken down from beginning till the project is
accomplished. This minimise the spiralling of project out of control and its track can be
maintained towards intended goal. QAHE can have standardise each aspect associated with the project for making sure that
any kind of misdirection or miscommunication do not takes place.
Weaknesses: It is not apt for small projects in which prerequisites are dependent on alterations as work
is to be carried out by looking into logs, records or any kind of reports.
19

Comparison between Agile, Waterfall and Prince2 Methodology
Basis Agile Method Waterfall Method Prince2 Method
Scope Alterations can be made
when scope is known but it
furnish results even if
scope is not available in
advance (Meredith and
Mantel Jr, 2011).
It performs well in case
scope is provided before
carrying out their
operations.
Clear guidelines will
provide impelling
result.
Feature
prioritization
In this, if any kind of
issues are being faced then
they can be resolved as per
priorities.
Here, features will not
be prioritized which will
entirely lead lead to
complete success or
failure.
It illustrates predictive
plan in which emphasis
is laid on attaining
bigger goals. It aims at
management of project
in an effectual manner.
Feasibility This looks better when it is
feasible. Like feedbacks
can be taken and provided
to system for having a
enhanced outcome.
It is not feasible, it has
to be started from
beginning in case any
kind of issues are faced.
It can be modified
anytime for suiting to
project as well as it will
maintain budget
accordingly (Ramazani
and Jergeas, 2015).
Conclusion
From above report, it can be concluded that organisation carry out different activities for
carrying out analysis with respect to activities which are being conducted by them and impact
that will be rendered on this. In addition to this, strategies must be developed and accordingly
budget is to be formulated which will enable to carry out their operations in an enhanced manner.
Apart from this, QAHE can opt for Agile methodology as this will lead them tro have flexibility
in their operations and activities conducted by this. In addition to this, impelling results can be
20

attained and it can be ensured that outcomes are attained on time. Furthermore, risk management
strategies must be developed for identification of probable risks which may occur.
21

References
Books & Journals
Braglia, M. and Frosolini, M., 2014. An integrated approach to implement project management
information systems within the extended enterprise. International Journal of Project
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Bucero, A. and Englund, R.L., 2015, October. Project sponsorship: Achieving management
commitment for project success. Project Management Institute.
Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Fortune, J. and et.al., 2011. Looking again at current practice in project
management. International Journal of Managing Projects in Business. 4(4). pp.553-
572.
Hanisch, B. and Wald, A., 2011. A project management research framework integrating multiple
theoretical perspectives and influencing factors. Project Management Journal. 42(3).
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Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Meng, X., 2012. The effect of relationship management on project performance in
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Meredith, J.R. and Mantel Jr, S.J., 2011. Project management: a managerial approach. John
Wiley & Sons.
Ramazani, J. and Jergeas, G., 2015. Project managers and the journey from good to great: The
benefits of investment in project management training and education. International
Journal of Project Management. 33(1). pp.41-52.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
Online
8 benefits of implementing agile methodology in your project. 2017. [Online]. Available
through: <https://medium.com/@arun_87007/8-benefits-of-implementing-agile-
methodology-in-your-project-b3552debeb0d>.
Communication Theory, 2016. [Online]. Available through:
<https://lewisscottjdm.wordpress.com/2016/11/20/communication-theory/>.
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