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