QAHE University Promotional Event: A Comprehensive Project Report

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Promotional event of QAHE
university
1

Table of Contents
INTRODUCTION...........................................................................................................................................3
Objectives...............................................................................................................................................4
Approach.................................................................................................................................................4
Budgetary information...........................................................................................................................4
Timescale................................................................................................................................................5
Key staff..................................................................................................................................................6
Analysis of stakeholders..............................................................................................................................6
Summary of WBS.......................................................................................................................................10
Documented risk register..........................................................................................................................12
Short report...............................................................................................................................................14
Comparison between methodologies........................................................................................................15
Conclusion.................................................................................................................................................18
References.................................................................................................................................................19
2

INTRODUCTION
This assessment is based on providing the best learning environment for the students and the
university staff. As this university recently completed the refurbishment of the classrooms and
labs. QAHE University wants to launch an event to promote the new technologies which are
beneficial for the students teaching and for staff also. This report provides a description of the
ceremony and opportunities provided for the staff and students by using WBS and graph. It also
includes the risk factors and the document of project initiation with the budget and stakeholders’
detail among with the operations and the methodologies used in this project.
3

Objectives
The main aim is to prepare an event for the promotion of the QAHE university. Its main aim is to
provide a good learning environment to the staffs and the students and it also encourages the
students by providing the tour on a regular basis. Its recently completed its refurbishment of the
labs and rooms.
Approach
University manager provides the team for managing and organizing the event in a proper
manner. The manager initially makes the budget scenario and resources which will be needed at
the time of the event. At last, decided the duration and assigning of all the work according to
corresponding teams.
Budgetary information
Table 1 description of budget
Task Name Cost
Promotional event £47,904.00
Planning £9,240.00
Schedule of meeting £1,600.00
Summary report for management £4,584.00
Drafts of the events program £3,056.00
Milestone: planning £0.00
Venue £6,960.00
Book venue £4,176.00
Organize dressing and cleaning staff £2,784.00
Milestone: venue £0.00
Set up £10,376.00
Location £4,584.00
Lightning £2,784.00
Sitting arrangement £1,328.00
View menu £440.00
Confirm requirements £1,240.00
Milestone: set up £0.00
Communications £8,872.00
Design promotional invitations £6,216.00
Distribute invitations £2,656.00
Milestone: communications £0.00
Program £12,456.00
Draft of program £2,816.00
Confirmation of host £1,408.00
Confirm Program £2,192.00
Tour £4,000.00
Milestone: program £0.00
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Event £2,040.00
monitoring £680.00
Inspection £680.00
Closing £680.00
Milestone: event £0.00
Timescale Table 2 Description of the time
Project name: Promotional
event
Task Name Duration Start Finish
Promotional event 40 days Wed 7/10/19 Tue 9/3/19
Planning 7 days Wed 7/10/19 Thu 7/18/19
Schedule of meeting 2 days Wed 7/10/19 Thu 7/11/19
Summary report for
management
3 days Fri 7/12/19 Tue 7/16/19
Drafts of the events
program
2 days Wed 7/17/19 Thu 7/18/19
Milestone: planning 0 days Thu 7/18/19 Thu 7/18/19
Venue 5 days Fri 7/19/19 Thu 7/25/19
Book venue 3 days Fri 7/19/19 Tue 7/23/19
Organize dressing and
cleaning staff
2 days Wed 7/24/19 Thu 7/25/19
Milestone: venue 0 days Thu 7/25/19 Thu 7/25/19
Set up 9 days Fri 7/26/19 Wed 8/7/19
Location 3 days Fri 7/26/19 Tue 7/30/19
Lightning 2 days Wed 7/31/19 Thu 8/1/19
Sitting arrangement 2 days Fri 8/2/19 Mon 8/5/19
View menu 1 day Tue 8/6/19 Tue 8/6/19
Confirm requirements 1 day Wed 8/7/19 Wed 8/7/19
Milestone: set up 0 days Wed 8/7/19 Wed 8/7/19
Communications 7 days Thu 8/8/19 Fri 8/16/19
Design promotional
invitations
3 days Thu 8/8/19 Mon 8/12/19
Distribute invitations 4 days Tue 8/13/19 Fri 8/16/19
Milestone:
communications
0 days Fri 8/16/19 Fri 8/16/19
Program 12 days Mon 8/19/19 Tue 9/3/19
Draft of program 2 days Mon 8/19/19 Tue 8/20/19
Confirmation of host 1 day Wed 8/21/19 Wed 8/21/19
Confirm Program 1 day Thu 8/22/19 Thu 8/22/19
Tour 5 days Fri 8/23/19 Thu 8/29/19
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Milestone: program 0 days Thu 8/29/19 Thu 8/29/19
Event 3 days Fri 8/30/19 Tue 9/3/19
monitoring 1 day Fri 8/30/19 Fri 8/30/19
Inspection 1 day Mon 9/2/19 Mon 9/2/19
Closing 1 day Tue 9/3/19 Tue 9/3/19
Milestone: event 0 days Tue 9/3/19 Tue 9/3/19
Key staff
As this project is based on a promotional event. So, it includes the different staff members for
this like:
Table 3 Description of the main staff
Staff Role
1. Students
2. Staff members
3. Guest
4. Makeup artist
5. Crew members
6. Captions / head
7. Anchor
8. Light men
9. Volunteers
Participates in the several events
Guiding the students or other members for the
event.
Come to attend the promotional event
Provide get up to all the stage performers
They are guiding all members to manage out
the task on a timely basis.
Guide all the volunteers
Hosting each step or each task for the guest.
Provide lightning and manage them at the
performance time.
Analysis of stakeholders
Table 4 Analysis of the stakeholders
Role Interest Contact
Details
Expectations Risk factors
Project
manager
The
manager is
one who
gives the
platform for
designing
the task by
organizing
the team for
the
fulfillment
of any event
which is
These types
of things
provide the
new way to
elaborate on
their things
or their ideas
with many
other
organizations
and they also
get a high
budget from
E-Mail:
--
Contact
no. ------
Project sponsor
wants the best
ever resources
and the
technologies or
the teams
(Spacey, J. 2015).
So, that their
event is like a
memorable event.
The major risk in
their absence is
that the team is
not organizing
perfectly or all the
work is going on
the lazy motion.
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assigning by
the project
sponsor
(Stoval, Q.
2017).
the sponsor.
Project
sponsor
It is the one
who
generates
the budget
for any
event and
decided the
dates for
launching
the events
(Spacey, J.
2015). It
means the
project
sponsor
approved all
the task
designing by
assigning
the task to
different
members or
the team.
These types
of
promotional
events give
them a
reupdated
sign from the
guest and the
people are
well known
about their
university by
including in
these events.
As it also
provides the
tour, so, it
arranges
several
students and
then they
have the fees
from them.
This type of
organization
will go high
on high.
E-Mail:
--
Contact
no. ------
Planned how to
promote their
event in a positive
manner through
which the guest
attracts to their
university.
If it gives all the
responsibilities to
the manager and
feels free then the
risk is that
manager do all the
work according to
of their wish and
this will not
provide
satisfaction to the
sponsor or other
members.
Stakeholders These are
the peoples
or the
members
which
involve in
the task like
catering
members,
light men's,
etc. They
play an
important
role by
As the
stakeholder's
work for
earning the
money and
this is the
time for
them to
elaborate
their skills in
front of the
managers
and the
peoples. So,
E-Mail:
--
Contact
no. ------
As the event
manager wants
that all the
facilities should
be provided by
them is good at
the event. As it
provides the
opportunity for
them.
As they fulfill all
the task by
providing the
facilities to the
members in
organizing all the
things in a
particular manner.
The major risk is
that no work is
done without the
workers or only
by the managers.
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using their
qualitative
skills.
it generates
the facility
for them to
assigning
with more
task in the
future.
Organizing
manager
Organizing
manager is
the person
who takes
the task
from the
project
manager and
then
distributed
them to the
several
members.
They are the
one who is
able to
organize
each thing in
the proper
manner.
As
organizing
task is not
easy, but it
provides the
opportunity
for them to
assigning
with a
different
task.
Because a
manager
knows that
each guest
needs each
thing
perfectly on
time.
E-Mail:
--
Contact
no. ------
A project
manager wants
the organization
of all the events is
done perfectly
(Stoval, Q. 2017).
So, this will make
happy to sponsor.
All the work is
going on in an
improper manner.
As all the
members work
according to their
desire.
Catering
manager
The catering
manager is
the person
who takes
care of the
food
elements
and all the
facilities
related to
the food and
the drinks
(Ward, D.
2018).
Manager
organizing
the team
members for
serving and
Catering is
considered
as an
important
task in any
type of
event. As
each
candidate
needs the
best quality
food. And
the manager
has the
opportunity
to show his
skills in front
of the
members.
E-Mail:
--
Contact
no. ------
Events manager
wants that the
guest will happy
by the healthy
and purify food
(Jasinski, J. 2019).
A manager gives
them guidance to
the entire team of
the catering. At
which work is
complete first
which is next. If
the manager is not
available, then the
risk is that the
food is not cooked
healthy or priority
basis.
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making the
food. And
provide the
food menu
to the
project
manager.
Management
manager
Managemen
t manager is
the one who
manages all
the task by
monitoring
them at each
instant of
time (Smith,
C. 2019). At
the event
day,
manager
inspects
down all the
task on the
time of
going on a
task.
Because if
all the things
are arranged
in a proper
manner, this
provides
happiness to
the members
as well as the
different
leaders. Or
through this,
the project
manager
provides the
best budget
scenario for
the
management
team.
E-Mail:
--
Contact
no. ------
Organizing
manager needs
the proper
management in
whole over the
place of the
event, so, there is
no issue created
during the event.
The main risk is
that the work or
task is not to
monitor or
inspections are
not completed at a
time.
Event
manager
Event
manager
manages the
task
smoothly by
monitoring
things at a
particular
time
(Pisturi, J.
2018). So,
the guest
will not wait
for the
things
(Jasinski, J.
2019). And
it plays an
important
It gives them
the
opportunity
to show the
skills by
providing the
best views
and locations
in the
location of
the event.
E-Mail:
--
Contact
no. ------
The project
manager that the
outlook or the
catering items are
to be best for the
event which
provides
happiness to the
whole team.
The outlooking or the othe
members are not working
properly or the task is not able to
complete on prefer time.
9

role in
managing all
the task
according to
the budget.
Summary of WBS
A WBS stands for the work break down a structure which is commonly used for the manager and
plans the project effectively (Cohen, E. 2018). It is used to creating the measurable task which is
independent of anything. It also uses to assign the task and scope of the project with a full
description of the project. It involves the assigning of responsibilities and management with the
project.
It is the technique which is used to plan out the project frequently and efficiently. It involves
several tasks which included the responsibilities of the project manager. It is used to predict the
time for activities and give a timeline for the project. It helps in to see the progress of the
projector to recognize the things very efficiently (Writer, S. 2017).
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ID Task
Mode
Task Name Duration Start Finish PredecessorsResource Names Cost
0 Promotional event 40 days Wed 7/10/19Tue 9/3/19 £47,904.00
1 1 Planning 7 days Wed 7/10/19Thu 7/18/19 £9,240.00
2 1.1 Schedule of
meeting
2 days Wed
7/10/19
Thu
7/11/19
Project
manager,Sponser
£1,600.00
3 1.2 Summary report
for management
3 days Fri 7/12/19 Tue
7/16/19
2 Event
manager,Project
manager,Sponser
£4,584.00
4 1.3 Drafts of events
programme
2 days Wed
7/17/19
Thu
7/18/19
3 Event
manager,Project
manager
£3,056.00
5 1.4 Milestone: planning0 days Thu 7/18/19Thu 7/18/194 £0.00
6 2 Venue 5 days Fri 7/19/19 Thu 7/25/19 £6,960.00
7 2.1 Book venue 3 days Fri 7/19/19 Tue 7/23/195 Event manager,Organizing team£4,176.00
8 2.2 Organize dressing
and cleaning staff
2 days Wed
7/24/19
Thu
7/25/19
7 Event
manager,Organizing
team
£2,784.00
9 2.3 Milestone: venue 0 days Thu 7/25/19Thu 7/25/198 £0.00
10 3 Set up 9 days Fri 7/26/19 Wed 8/7/19 £10,376.00
11 3.1 Location 3 days Fri 7/26/19 Tue 7/30/199 Event manager,Project manager£4,584.00
12 3.2 Lightning 2 days Wed 7/31/19Thu 8/1/19 11 Event manager,Organizing team£2,784.00
13 3.3 Sitting arrangment2 days Fri 8/2/19 Mon 8/5/19 12 Organizing team £1,328.00
14 3.4 View menu 1 day Tue 8/6/19 Tue 8/6/19 13 Catering team £440.00
15 3.5 Confirm
requirements
1 day Wed 8/7/19Wed 8/7/19 14 Catering
team,Project
manager
£1,240.00
16 3.6 Milestone: set up 0 days Wed 8/7/19Wed 8/7/19 15 £0.00
17 4 Communications 7 days Thu 8/8/19 Fri 8/16/19 £8,872.00
18 4.1 Design
promotional
invitrations
3 days Thu 8/8/19 Mon
8/12/19
16 Event
manager,Management
team ,Organizing
team
£6,216.00
19 4.2 Distribute invitations4 days Tue 8/13/19Fri 8/16/19 18 Organizing team £2,656.00
20 4.3 Milestone:
communications
0 days Fri 8/16/19 Fri 8/16/19 19 £0.00
21 5 Programme 12 days Mon
8/19/19
Tue 9/3/19 £12,456.00
22 5.1 Draft of program 2 days Mon
8/19/19
Tue
8/20/19
20 Event
manager,Management
team
£2,816.00
23 5.2 Confirmation of
host
1 day Wed
8/21/19
Wed
8/21/19
22 Event
manager,Management
team
£1,408.00
24 5.3 Confirm
Programme
1 day Thu
8/22/19
Thu
8/22/19
23 Event
manager,Organizing
team,Project
£2,192.00
25 5.4 Tour 5 days Fri 8/23/19 Thu
8/29/19
24 Project
manager,Sponser
£4,000.00
26 5.5 Milestone:
programme
0 days Thu
8/29/19
Thu
8/29/19
25 £0.00
27 5.6 Event 3 days Fri 8/30/19 Tue 9/3/19 £2,040.00
28 5.6.1 monitoring 1 day Fri 8/30/19 Fri 8/30/19 26 Management
team
£680.00
29 5.6.2 Inspection 1 day Mon 9/2/19 Mon 9/2/19 28 Management
team
£680.00
30 5.6.3 Closing 1 day Tue 9/3/19 Tue 9/3/19 29 Management
team
£680.00
31 5.6.4 Milestone: event0 days Tue 9/3/19 Tue 9/3/19 30 £0.00
Project manager,Sponser
Event manager,Project manager,Sponser
Event manager,Project manager
7/18
Event manager,Organizing team
Event manager,Organizing team
7/25
Event manager,Project manager
Event manager,Organizing team
Organizing team
Catering team
Catering team,Project manager
8/7
Event manager,Management team ,Orga
Organizing team
8/16
Event manager,Management team
Event manager,Management team
Event manager,Organizing team,Proje
Project manager,Sponser
8/29
Management team
Management team
Management team
9/3
Jul Aug Sep Oct Nov
Qtr 3, 2019 Qtr 4, 2019
Figure 1 Gantt chart
11

Documented risk register
Table 5 Risk register
Risks Mitigation Contingency Risk rate
before
mitigation
Risk rate after
mitigation
Executive support
Authority is less to
make the project
successful
Manage the
plans for
maintaining all
the authorities
and
organizations.
Executive
support gain by
raising the fund
or by
contributing the
amount.
Management in
cost
Estimation of cost
creates the
problem (Mar, A.
2016).
Make the
approach to take
out all the
resources cost
and use it by
using effective
resources.
It can be solved
by lower down
the use of
unwanted
resources.
Architecture
Less flexibility to
get approval from
the government.
The architecture
design should be
best and
effective.
Clear out with
the legal
approvals or
licenses.
Design
Low quality of ideas
to design the
infrastructure.
Designing
should be done
by effective
ideas and get
approval from
the experts.
Change out the
criteria of
designing for
effective benefit.
Integration
Failure to integrate
hardware and
software items.
Maintain the
integration of
items according
to time, it also
saves time.
Use the expert’s
team for
integration.
Requirements
If no alignment
creates between the
resources and needs.
Resources
should be
selected by
fulfilling all the
demands
according to the
design.
Changes in
designing make
the changes in
requirements.
Use proper
resources by
execution time.
Issues resolution
Quick decisions
create problems for
the whole team.
Think strictly on
the topic or issue
by giving a
proper time on
The issue can be
solved on a
timely basis or
on occurrence
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