Project Management Report: Queen's Building University Event Analysis

This report provides a comprehensive analysis of project management principles applied to an event organized for Queen's Building University. The report begins with an introduction to project management processes, including initiating, planning, executing, monitoring, controlling, and closing. It then delves into the specifics of the project, starting with a sample Project Initiation Document (PID) that outlines budgetary information, timescales, objectives, approaches, key staff, and stakeholder analysis. The report also includes a detailed Work-Breakdown Structure (WBS) to organize tasks and activities, along with a risk register to identify potential issues and mitigation strategies. Furthermore, the report discusses the importance of strong leadership and various project methodologies. The report emphasizes the significance of each element in the successful planning and execution of the university event, aiming to raise awareness about the renovation and refurbishment of the university, increase student admissions, and enhance the quality of services.

PROJECT
MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1. Sample Project Initiation (PID)...............................................................................................3
2. Work-breakdown Structure (WBS).........................................................................................6
TASK 3..........................................................................................................................................14
3. Risk Register.........................................................................................................................14
TASK 4..........................................................................................................................................18
4 a. Importance of Strong Leadership ......................................................................................18
4 b. Project Methodologies.......................................................................................................19
CONCLUSION..............................................................................................................................22
REFERENCES..............................................................................................................................23

INTRODUCTION
Project Management is the application of the processes, methods, knowledge, skills and
experiment in order to achieve the objectives and goals of project. There are five process in
project management which are initiating, planning, executing, monitoring, controlling and
closing (Binder, 2016). Project management is accountable for the success or failure of the
project. It is the application of processes, methods, skills, experience and knowledge in order to
achieve the goals and objectives of projects.
In this present report, Queen's Building will be taken for assessment. This assignment
will discuss the clear understanding of launching of event of university to make the stakeholders
aware of the renovation of entire infrastructure, system and processes. This project will include
sample project initiation in which budget, time, objectives, approaches, staff will be discussed.
Other than that, work-breakdown structure will also be formulated where all the activities of
events will be inserted. Further, risk register, importance of strong leadership and project
methodologies will also be induced in this report.
TASK 1
1. Sample Project Initiation (PID)
When it comes to project management, Project initiation document (PID) plays a very
essential role. This is because it is very essential element which forms the foundation for a
company project. With the help of this document, it becomes very clear about the details of
project like when it to be delivered and what the things need to be considered. In this present
project initiation documents will include budgetary information, timescales. Objectives,
approaches, key staff and stakeholder of the project.
Budgetary Information
The estimated income and expenditure for set period of time is called a budget. When it
comes to planning of the project, it is very important, for plan the budget required to complete
the project. Planning of budget makes it easy and effective as it becomes very easy in the
orientation of planning of project as well as it also helps in effective decision making of the
professionals in accomplishing the project as it will lead to the completion of the project
(Fleming and Koppelman, 2016). This resent event organising for Queen's Building University
would be competed in £50,000. Thus, budget will aid Queen's Building University to organise
events successfully.

Time Scale:
When it comes to project planning, time is also one of the most essential factors which is
very important for project manager to consider because in delay in project affects the brand
image of university along with the project organiser. Project manager estimated that this present
report will be completed in 84 days. For reducing the risk of confusion, professional have
scheduled all the activities by preparing time scale.
Objectives
Every project which is conducted have some objectives for which project is going to be
organise. The objectives of organising event for Queen's Building University are as follows-
 To bring awareness about the refurbishment and renovation of university.
 To raise number of admission of students.
 To get optimum results by minimising efforts.
 To enhance the values provided to the students.
 To encourage staff engagement.
 To make the stakeholder aware about the improvement of quality of the services.
Approach
Approaches are the techniques, methods which are formulated in order to achieve the
desire goals and objectives (Walker, 2015). The fundamental approach that needs to be followed
is benchmarking so that the gap in performance could be drilled on time. By setting the
benchmarking, it also enables a culture and mind-set of continuous improvement in the project.
In addition to this, key performance indicator is another approach which can be use by the
project manager to monitor the performance of the project. With the help of this approach, it has
become quite easy to measure the performance and reach the desire goals and objectives.
Key Staff
The role played by the employees is very important from the execution of project to its
completion. In the event of Queen's Building University, staff members are the key to achieve
success and for longer growth. Here are the staff member required in the completion of the entire
project who are as follows-
Event Organiser or Planner: Event organiser or planner are the main person of this
project. When the project starts, the responsibilities of client from meeting of client to discuss the

desire goals and objectives along with all other requirements like venue, menu, budget, number
of participants and others.
Food and Beverage Vendors: They are responsible for food and beverage department.
There are various tasks starts from setting up of tables, preparing dishes, removing all used
dishes, serving of food and water and all other work which are related to catering and food.
Sound System vendor: This is also very essential staff member of this present event of
Queen's University as they are organising an event where it is very important to have effective
sound system, mikes, speakers, DJ and all other machines and instruments (Harrison and Lock,
2017).
Stakeholders Analysis:
The tool which helps in defining the stakeholders in very clear way is called stakeholder
analysis. Stakeholders are those which are directly or indirectly connected to the company or
event.
Name of Stakeholders Interest of stakeholders and how to manage them
Sponsor Those who are involved with the business directly or indirectly are
called as Sponsors. From this event of Queen's University, there
revenue will be raised.
Students Students are the key stakeholders of Queen's university as they are
the main people for whom the university has planned for
renovation and refurbishment (Heagney, 2016). The quality of
education improved their career as well as it also provide great
opportunities for further growth and development.
Employees Employees includes teachers, lecturers, human resource and other
who are working in the university. The growth of employees
increases to the great extent as the opportunities of growth
increases.
Owner The benefits which owner get from the Queen's university are
ultimate as they are the one for whom the event is planned.
Number of admission of students will be raised by event.

Event Planner Event planner is the person who is organising the whole event of
Queen's university. By this event, they organisation will become
more popular and it will generate more revenues (Kerzner and
Kerzner, 2017).
TASK 2
2. Work-breakdown Structure (WBS)
Work-breakdown structure plays a key role in the project management as with the help of
this, all the activities and task are organised. It enables all the complex projects as well as multi-
tasking projects to its wind-up or closer (Schwalbe, 2015). It is a stratified structure which
outlines the project and break into manageable as well as smaller section.
Significance of Work-breakdown Structure:
 With the help of WBS, all errors and mistakes are reduced.
 Duplication of task is also reduced.
 It also helps in minimizing the complex activities to the collection of task so that
professionals could overseas the task more efficiently.

TASK
MODE TASK NAME DURATI
ON START FINISH PREDECES
SORS
RESOURCE
NAMES
Auto
Schedule
d
1. Requirement for
event 28 days Mon
3/25/19
Wed
5/1/19 Cost
Auto
Schedule
d
1.1 Establishment
Needs 7 days Mon
3/25/19 Tue 4/2/19 $19,450.00
Auto
Schedule
d
1.2 Integrating
objectives of event 3 days Wed
4/3/19 Fri 4/5/19 2 $1,400.00
Auto
Schedule
d
1.3 Location 2 days Mon
4/8/19 Tue 4/9/19 3 $1,200.00
Auto
Schedule
d
1.4 Amenities render
for 2 days Wed
4/10/19
Thu
4/11/19 4 $1,300.00
Auto
Schedule
d
1.4.1 Checking of
sound system, stage,
proper sitting
arrangement and
internet
3 days Fri
4/12/19
Tue
4/16/19 4,5 $3,500.00
Auto
Schedule
d
1.4.2 Services of Food
& Beverage 4 days Fri
4/12/19
Wed
4/17/19 5 $1,200.00
Auto
Schedule
d
1.4.3 Caretaker
services 2 days Thu
4/18/19
Fri
4/19/19 6,7 $1,600.00
Auto
Schedule
1.4.4 Visitors services 3 days Thu
4/18/19
Mon
4/22/19
6,7 $1,700.00

d
Auto
Schedule
d
1.4.5 Visitor and
attendance count 2 days Tue
4/23/19
Wed
4/24/19 8,9 $1,800.00

Auto
Schedule
d
1.5 Date 1 day Thu
4/25/19
Thu
4/25/19 10 $2,600.00
10

Auto
Schedule
d
1.6 Budget 4 days Fri
4/26/19
Wed
5/1/19 10,11 $2,770.00
Auto
Schedule
d
2. Selection of Venue 4 days Thu
5/2/19 Tue 5/7/19 $1,750.00
Auto
Schedule
d
2.1 Visiting Site 2 days Thu 5/2/19 Fri 5/3/19 12 $3,500.00
Auto
Schedule
d
2.2 Finalizing site 2 days Mon
5/6/19 Tue 5/7/19 14 $1,350.00
Auto
Schedule
d
3. Event Attendance 6 days Wed
5/8/19
Wed
5/15/19 $1,150.00
Auto
Schedule
d
3.1 Materials of
Marketing 3 days Wed
5/8/19
Fri
5/10/19 15 $2,770.00
Auto
Schedule
d
3.2 Advertisements of
Print 2 days Mon
5/13/19
Tue
5/14/19 17 $250.00
Auto
Schedule
d
3.3 Media promotion 3 days Mon
5/13/19
Wed
5/15/19 17 $1,200.00
Auto
Schedule
d
4. Invitations 20 days Thu
5/16/19
Wed
6/12/19 $1,320.00
Auto
Schedule
d
4.1 Designing 5 days Thu
5/16/19
Wed
5/22/19 19 $2,020.00
11

Auto
Schedule
d
4.2 Assessing 6 days Thu
5/23/19
Thu
5/30/19 21 $1,500.00
Auto
Schedule
d
4.3 Printing 4 days Fri
5/31/19
Wed
6/5/19 22 $180.00
Auto
Schedule
d
4.4 Distribution 5 days Thu 6/6/19 Wed
6/12/19 23 $165.00
Auto
Schedule
d
5. RSVP 13 days Thu
6/13/19
Mon
7/1/19 $175.00
Auto
Schedule
d
5.1 Management and
process of RSVP 5 days Thu
6/13/19
Wed
6/19/19 24 $8,400.00
Auto
Schedule
d
5.2 Online RSVP 4 days Thu
6/20/19
Tue
6/25/19 26 $800.00
Auto
Schedule
d
5.3 Paper RSVP 3 days Thu
6/20/19
Mon
6/24/19 26 $400.00
Auto
Schedule
d
5.4 Materials 4 days Thu
6/20/19
Tue
6/25/19 26 $1,300.00
Auto
Schedule
d
5.5 Processing of
payment 2 days Wed
6/26/19
Thu
6/27/19 27 $1,600.00
Auto
Schedule
d
5.6 Imparting
Brochure 4 days Wed
6/26/19
Mon
7/1/19 28,29 $1,200.00
12

Auto
Schedule
d
6. Event Planning 7 days Tue 7/2/19 Wed
7/10/19 $1,800.00
Auto
Schedule
d
6.1 Staffing plan 4 days Tue 7/2/19 Fri 7/5/19 31 $7,510.00
Auto
Schedule
d
6.2 Guest Speakers 2 days Tue 7/2/19 Wed
7/3/19 31 $1,900.00
Auto
Schedule
d
6.2.1 Project
Identification 3 days Thu 7/4/19 Mon
7/8/19 34 $1,110.00
Auto
Schedule
d
6.2.2 Communications 2 days Mon
7/8/19 Tue 7/9/19 33 $1,600.00
Auto
Schedule
d
6.2.3 Scheduling
activities 2 days Tue 7/9/19 Wed
7/10/19 33,35 $1,550.00
Auto
Schedule
d
7. Technology 2 days Thu
7/11/19
Fri
7/12/19 $2,650.00
Auto
Schedule
d
7.1 Events Setup 2 days Thu
7/11/19
Fri
7/12/19 36,37 $1,450.00
Auto
Schedule
d
8. Meal Planning 4 days Mon
7/15/19
Thu
7/18/19 $1,450.00
Auto
Schedule
d
8.1 Refreshments 2 days Mon
7/15/19
Tue
7/16/19 39 $4,600.00
13

Auto
Schedule
d
8.2 Catering services 1 day Wed
7/17/19
Wed
7/17/19 41 $2,350.00
Auto
Schedule
d
8.3 Lunch 2 days Wed
7/17/19
Thu
7/18/19 41 $1,250.00
14

Illustration 1: Gantt Chart

TASK 3
3. Risk Register
It is a master document in the project management plan. Risk registers is the sample
document in which all the possible risks are addresses along with the impact of the risk (Turner,
2016). It is formulated by the project manager at earlier stage so that no risk could interrupt the
project. Here is the way in which a risk register forms a crucial part of an overall risk
management plan in organising the event of Queen's University which are as follows-
RISKS PROBABILITY IMPACT RESPONSIBILITIE
S
DURATION
Enable to
meet the
deadlines of
the project
MEDIUM HIGH Project Manager 4 days
Failure of
power or
equipment's
MEDIUM HIGH Electric Vendors and
Project Manager
5 days
Withdrawal
of Sponsors
MEDIUM LOW Project Manager 6 days
Concerns of
food and
safety
HIGH HIGH Project Manager and
Food and Beverage
department
8 days
Severe
Weather or
natural
disaster
LOW HIGH Project Manager and
Weather Forecaster
10 days
Cancellation LOW HIGH Project Manager 5 days
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of any
contracts at
last minutes
Fire Hazards MODERATE HIGH Project Manager 3 days
Financial
Troubles
LOW HIGH Finance Manager and
Project Manager
10 days
Break down
of server
during event
MEDIUM LOW Project Manager and
Electrical Vendors
2 Days
Reputation
Damage
LOW HIGH Project Manager and
Event Planner
3 days
Risk Management
 Risk management is important for the event of renovation of entire infrastructure, system
and processes because helps project manager in proper and systematic scheduling of the
activities by incorporating monitoring and controlling of all the tasks. Managing risk is
important because it minimizes risk of human and technical error in on going project.
 Power failure risk is the important risk needs to be considered when assessing risk. It is
important to focus on power supply during project because it can cause delay in work and
lead to mismanagement of activities and scheduling.
 Proposal of project is another important risk which is based on approval sponsors which
can be a risk to project value and availability of funds.
 Proper checking of food and other eatable items is important to minimize the risk of food
contamination.
 Installation of fire extinguisher is important factor of risk management because it aims at
protecting surroundings from uncertain hazardous situations when work is in progress.
 It is very important to focus on risk of cost which can influence cost effectiveness of plan
and budget.
 Risk management is important to have control over back- up plans as well as alternative
arrangement of handling server to reduce risk of delay in the work.
17

Thus, In order to minimise the risk of damage of reputation of both event company and Queen's
University, it is important to have the successful organisation of the event.
TASK 4
4 a. Importance of Strong Leadership
Leadership plays a very important role in the management of project of Queen's
University event. The ability of the person or group of person or an organisation to lead, guide or
influence other groups of people or an organisation. Leading the project towards the path of
success the manager to get the work done by the team member effectively and efficiently. It is
very important that there should be clear vision, clarity in the practical, reason in scheduling.
Without leadership it is not possible to achieve the desire goals and objectives. Without
leadership none of the work can be accomplished (Kerzner and Kerzner, 2017).
Here are the importance of leadership which are as follows-
It is true that the focus of leaders are more than compare to managers as they implement the
project in a systematic manner.
Focus of Manager Focus of leader
Goals and Objectives Vision
Delegation of duties Make them complete
Autocratic style Democratic Style
Short term Long term
Role of Restrainer Role of Enablers
Maintain Develop
Follows the trends Innovate
Directing and Controlling Motivating and Inspiring trust
A strong leadership is required to complete the project on time without leadership the
manager of the project is not able to manage its team and allocate the resources properly due to
which the work is not completed on time. The leadership provide vision to the team member
which provide them motivation to work in better way to achieve the team goal in effective and
efficient manner (Schwalbe, 2015). Leaders motivate the team member to improve their
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performance for successful achieving the targeted goals whereas managers provide direction to
the people to complete their work in order to achieve the targeted goals.
Leaders innovate whereas managers administer which means leadership is important
because for the successful completion of the project with innovation and creativity will provide
benefit to the event. Managers in project usually focus on implementing and following the
process but leaders understand the path and create new ways and method to complete the task in
most efficient manner. By using leadership project can be successfully completed. So, leadership
is important because without this project cannot be completed as leadership have the influencing
quality which is not possessed by the managers (Kerzner and Kerzner, 2017). Leaders by their
influencing quality can influence the team members to improve their performance to with the
help of leadership this project of the event management can be completed successfully because
with this they will be able to manage their team properly and can guide them in better way and
provide them information about their vision to complete the project in better way. By using the
leadership skills and knowledge they will be able to face the challenges and can achieve their
vision in the long. Also, the leader think for the long term which on the other hand manager think
of short term achievement of the goals and objectives. For example, in the management of the
food and beverages, if leaders were not there, than it is not possible to ensure the quality of
dishes which are offering. Another example, in decoration of hall, leadership is very important so
that proper sitting arrangement can be done.
4 b. Project Methodologies
Project methods are those which are used by project manager for completing the project
in successful manner. The project management methodology is selected to maximise the use of
resources and time. The project methodologies consist of the followings:
 Agile : It is the project methodology which is required for the project which need extreme
agility in requirement. This method is more effective for the projects which are iterative
and incremental. It is a process in which the demands and solutions are provided with the
help of collaborative effort of self – organizing and cross functional team and their
customers. This method was created due to inadequateness of waterfall method. The agile
project management consist of the values and principles based on agile manifesto
(Binder, 2016). It values consist of individual and interaction over process and tools,
19

customer collaboration over contract negotiation etc. This method is best suited for the
project which require flexibility and have a level of complexity.
Strength
 This project management methodology provides higher customers satisfaction by
delivering the software on continuous basis
 It main focus is on interaction with the people engaged in the project to have discussion
on the project to complete the project in the effective manner.
 Continuous adaptation to the changing circumstances.
Weakness :
 This method has disadvantage as there is lack of emphasis necessary on designing and
documentation.
 In this only senior authority have the decision making authority during the development
process.
 It required more time and commitment towards the project.
 Waterfall : It is the traditional project management methodologies as it is linear and
sequential design approach whereas progress flows downwards in one direction. In this
methodology the development life-cycle have fixed phases and linear timelines. But this
model is not having the ability to address the challenges in the modern times. This
method is simple to understand. It results into physical object such as building, computers
etc. (Fleming and Koppelman, 2016). In this project method every task is pre planned and
is carried out in proper sequence. But due to changes in customers’ needs and
requirement the sequence is disrupted due to which the project management becomes the
difficulty task.
Strength
 This project method is easy and simple to understand and use.
 In this there are phases which are processed and completed one at a time. It means after
completing the one task other carried out. It works well for small projects where requirement of the customers is less.
Weakness :
 In using this project method there is high risk involved with uncertainty of project failure.
20

 It is not adaptive method for the changing circumstance in the project which means if the
project require modification then this model becomes complex.
 It is difficult to measure the progress of the project on the basis of each phase.
 PRINCE2: It is the project methodology which stand for controlled environment. It
means the project are managed by UK government. It includes the high level activities
such as setting the business justification and other activities relating to resource
allocation. In this the project manager only take care of the lower level and day to day
activities relating to the project (Harrison and Lock, 2017). It is a process based method
for managing the project.
Strength
 It has characterized structure which provide strategy in overseeing the projects.
 It have controlling authority or board which is monitoring the project progress.
Weakness
 It does not offer the flexibility which is offered by other project methodologies such as
agile.
 It requires more time and efforts in creating and maintaining documents at every stage of
the process.
So from the above methodologies it is identified that Agile is the best suited project
methodology for this event ass it is adaptive to the changing requirement and provide flexibility
in the project (Binder, 2016). Further it also provides higher customers satisfaction by delivering
the software on continuous basis. In addition to this, it also focus on interaction with the people
engaged in the project to have discussion on the project to complete the project in the effective
manner.
CONCLUSION
From the above project management, it has provided understanding about the various
method and time required under project management and scheduling the activities relating to the
project. Leadership in leading the project towards the path of success the manager to get the
work done by the team member effectively and efficiently. This present report also identified
that Agile is the best suited project methodology for this event ass it is adaptive to the changing
21

requirement and provide flexibility in the project. It has involved information about agile
methodology, waterfall methodology etc.
22

REFERENCES
Books and journals
Archibald, R.D. and Archibald, S., 2016. Leading and Managing Innovation: What Every
Executive Team Must Know about Project, Program, and Portfolio Management.
Auerbach Publications.
Binder, J., 2016. Global project management: communication, collaboration and management
across borders. Routledge.
de Carvalho, M.M., Patah, L.A. and de Souza Bido, D., 2015. Project management and its effects
on project success: Cross-country and cross-industry comparisons. International
Journal of Project Management, 33(7), pp.1509-1522.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Heldman, K., 2018. Project management jumpstart. John Wiley & Sons.
Kerzner, H. and Kerzner, H. R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Kivilä, J., Martinsuo, M. and Vuorinen, L., 2017. Sustainable project management through
project control in infrastructure projects. International Journal of Project Management,
35(6), pp.1167-1183.
Lock, D., 2017. The essentials of project management. Routledge.
Milosevic, D.Z. and Martinelli, R.J., 2016. Project management toolbox: tools and techniques
for the practicing project manager. John Wiley & Sons.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Turner, R., 2016. Gower handbook of project management. Routledge.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
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