Project Management Assignment: QAHE Uganda Trip - Detailed Analysis

This project management assignment focuses on planning an educational trip to Uganda for QAHE students. The assignment includes a Project Initiation Document (PID) or Project Charter, detailing budget allocation, a timeline, and objectives. It also involves a Work Breakdown Structure (WBS) outlining tasks and durations, and a stakeholder analysis identifying key parties. Furthermore, the assignment incorporates a risk register to assess potential project risks and mitigation strategies, alongside an analysis of the importance of communication and evaluation of methodologies. The budget includes costs for travel, food, accommodation, medical facilities, and recreational activities. The WBS breaks down the project into phases like trip initiation, planning, implementation, monitoring, and closure, with timelines for each. The risk register identifies various risks, such as external environmental factors, leadership issues, communication barriers, and natural calamities, providing assessments of their impact and suggested mitigation approaches. The project aims to enhance QAHE's image, promote student education, and achieve project goals within the given timeframe. The project is well-structured, and the different stages are clearly explained.

PROJECT MANAGEMENT

Table of Contents
MAIN BODY...............................................................................................................................................................................................3
PROJECT 1..................................................................................................................................................................................................3
PID/ Project Charter.................................................................................................................................................................................3
Work Breakdown Structure.....................................................................................................................................................................6
PROJECT 2..................................................................................................................................................................................................8
Risk Register............................................................................................................................................................................................8
Importance of Risk Register..................................................................................................................................................................11
PROJECT 3................................................................................................................................................................................................12
Importance of Communication..............................................................................................................................................................12
Evaluation of Methodologies.................................................................................................................................................................13
REFERENCES............................................................................................................................................................................................1

MAIN BODY
PROJECT 1
PID/ Project Charter
The Project Initiation Document can also be termed as a Project Charter and under this, the different activities that need to be
adopted in order to complete the project are detailed and the timeline along with the other details such as working people, budget etc.
will be developed under project charter (Pandi-Perumal And et.al., 2015). Some critical elements that can be detailed for the intended
project for QAHE are:
Budget: This tool helps in ascertaining the probable costs prior to the beginning of the project i.e. the cost that will be incurred in the
completion of the entire project is estimated using this tool (Ng, 2018). In order to plan the two week trip to Uganda for 30 students of
QAHE, following budget can be developed:
Particulars Amount (Per student) Amount (Total)
Travelling expenses £600 £18000
Food and drink refreshments £350 £10500
Stay expenses £450 £13500
Medical facilities/ supplements £100 £3000
Hiring tour operator £140 £4200
Stationary £10 £300
Recreational activities fund £350 £10500
Total £2000 £60000

Therefore, the budget developed above helps in concluding that the trip is possible within the allocated budget of £2000 per student
and collectively, £600000.
Timescale: The intended sports event is to be held in the month of March in the next academic year during their second year. The tried
will be for a period of 2 weeks and in order to plan for that trip, there is a time of one academic year ( Mousaei and Javdani, 2018).
Therefore, the project will be undertaken from July 2019 to February 2020 as the trip is expected to be held in March 2020.
Objectives: The major objective is to hold a successful trip for the students at QAHE, but there are certain other objectives that have
been developed:
 The management of QAHE will be able to develop a more robust image in front of the other students that might be interested
in the sustainability course that has been recently launched in the university.
 The improved publicity and goodwill of university in front of its trustees and parents regarding the importance of all around
student education. The achievement of all the activities that have been planned under project management within the designated time period.
Approach: Since the activity is a very critical aspect, it needs to be performed in an error free approach i.e., there cannot be any
inclusion of error in the approach being adopted towards the implementation of Project (Lyra and et.al., 2018). QAHE, in order to
develop the tour, will implement the following guideline:
 The entire itinerary of the trip should be planned intricately where all the activities that are to be performed right from the
starting to the end will be planned in detail.
 The core team that will be required for the undertaking of this project successfully will involve 8 teachers associated with the
programme, 14 students, hod's of the different departments, dean of the QAHE University and one external party in the form of
tour operator who will help in resolving the main issues related to trip.
 The team will work throughout the timeline that has been developed so that the target can be achieved in a timely manner.

 The schedule of study will not be compromised with so that students can carry out their educational studies along with the
project where they will be given a special time slot.
Key personnel: This aspect details the key personnel i.e. staff that is required for the completion of the project successfully. As it was
illustrated above, the major staff for the current project of organizing an educational trip consists of one specialist and several inside
people who are involved with the decision-making (Lensges, Kloppenborg and Forte, 2018).
Stakeholder Analysis: Stakeholder analysis helps in ascertaining the interested parties in the project that is being undertaken and the
decisions of these stakeholders could influence the decisions that are being taken in the project as well. The stakeholder analysis for
QAHE consists of:
Stakeholders Significance
Parents This is the major stakeholder group where the parents
can be influenced by the kind of trip tat is being
organized and their approval is necessary to carry the
project further.
Students These students are the ones who are actually going
and when they will be satisfied, other potential
students will be recommended thus proving to be
beneficial (Kliem and Ludin, 2019).
Sponsors The investor of the project is the funder and the
trustees of the University are major resource
originators. They need to be regularly reported about
the progress of the project.

Project Manager Manager i.e. leader of the project must be updated
regarding the activities being adopted and every
crucial aspect must be examined regularly.
Team Members They are the implementers of the project and when
they are clear regarding the different roles and duties
that they have to adopt in project, it becomes easier to
implement them.
Work Breakdown Structure
S. Mo. Task Name Duration Start Finish Predecessors
1 Trip Initiation 262 days Mon 7/1/19 Tue 6/30/20
2 Setting up a team 1 mon Mon 7/1/19 Fri 7/26/19
3 Assigning roles and
responsibilities 0.5 mons Mon 7/29/19 Fri 8/9/19 2
4 Coducting Feasibility study 0.5 mons Mon 8/12/19 Fri 8/23/19 2,3
5 Stakeholder identification 1 mon Mon 8/26/19 Fri 9/20/19 4
6 Trip Planning 35 days Mon 9/23/19 Fri 11/8/19
7 Budget development 0.5 mons Mon 9/23/19 Fri 10/4/19 5
8 Developing Timeline 0.25 mons Mon 10/7/19 Fri 10/11/19 5,7
9 Selecting tour operator 0.75 mons Mon 10/7/19 Fri 10/25/19 7
10 Developing Publicity
mechanisms 1 mon Mon
10/14/19 Fri 11/8/19 7,8
11 Trip Implementation 69 days Mon 10/7/19 Thu 1/9/20
12 Readying the Itinerary 2 mons Mon
11/11/19 Fri 1/3/20 7,10

13 Selecting Venue 0.25 mons Mon 10/7/19 Fri 10/11/19 7
14 Marketing the venue 1 mon Mon
11/11/19 Fri 12/6/19 7,10
15 Branding trip 1 mon Fri 12/13/19 Thu 1/9/20
16 Trip Monitoring 69 days Mon
10/14/19 Thu 1/16/20
17 Rehearsing the itinireaery 0.25 mons Mon
10/14/19 Fri 10/18/19 8
18 Registrations 0.25 mons Fri 1/10/20 Thu 1/16/20 15
19 Risk management 0.25 mons Mon
10/28/19 Fri 11/1/19 9
20 Selecting volunteers and
other staff 0.25 mons Mon 12/9/19 Fri 12/13/19 14,17
21 Closure 10 days Fri 1/17/20 Thu 1/30/20
22 Review the activities 0.25 mons Fri 1/24/20 Thu 1/30/20 17,19,22
23 Suggestion for improvement 0.25 mons Fri 1/31/20 Thu 2/6/20 23
24 Success of event 0.25 mons Fri 2/7/20 Thu 2/13/20 23,24
PROJECT 2
Risk Register
The risk register helps in ascertaining what are the different risks that the project can face during the entire period it is being
planned. The risks that are illustrated vary from the extreme level to the level of highly likely to occur kind of risk ( Kerzner, 2019). In
the following risk register, all the risks that are likely to occur for the project of trip to Uganda by QAHE have been included. The
probability 1 shows that the risk is least likely to occur and the probability 5 depicts that there are high chances that the risk might
occur during the project.

Risk Management Register for Sports Event at QAHE
Risk Identification Assessment Response Monitoring and Control
Serial
Numb
er
Risk Event Cause Effect Probability
Mitigatio
n
Strategy
Action Responsible
person(s) Pre Action
Pre
Action
Weigh
ted
Score
Post
Action
Post
action
Weighted
Score
1 Risk related to
external
environment
factors
The intended
purpose with
which the
project was
developed no
longer
justifies and
acts as
redundant.
Project
failure
1 Accept Ensure that the
aim of the
project is in
accordance with
the trends
prevalent in the
market. Regular
environmental
scanning can be
done.
The
changing
market
forces or
preference
of
stakeholders
.
Regular
evaluation
of the
market
trends.
5 Develop
strategies
that can
minimize
losses
incurred.
3
2 Leadership
related risk
Relevant
project
manager can
either
become ill or
he might not
be
adequately
talented to
handle
project in
future.
Project
Delay
3 Reduce
or
Control
Evaluate that
whether a person
possess the skills
required to
become a leader
of the project.
Core team
members
Develop
certain
knowledge
based tests
that can be
used to
select a
competent
person.
4 Either
select
new one
as
quickly
as
possible
or train
the new
person.
2
3 Poorly
developed
Scope
The
activities that
are required
Project
Delay
1 Avoid The scenarios
that can occur
and different
Project
Manager/
key
Conduct a
exhaustive
research
3 Develop
a new
scope
4

to be
performed or
the broader
perspective
of the project
is not
considered.
aspects of the
project must be
developed
carefully.
personnel. before
finalising
the scope.
taking a
better
perspecti
ve.
4 Faulty Budgets Actual costs
exceed the
budget
earlier
developed.
Rising
project
complet
ion
costs
5 Mitigate Developing
strategies that
help in matching
the estimated
costs with the
actuals ones that
were incurred.
Project
Manager/
Finance
manager or
team
Inflation
rate and
the
expected
price rise
must be
analysed
critically
before
getting the
budget
approved.
2 Get a
new
budget
sanctione
d by
relevant
authority.
3
5 Communicatio
n Barriers
Team
members
lack
integration
and fail to
cooperate.
Project
Delay/
Project
Failure
4 Reduce/
Control
The leader is
responsible to
cohesively
gather the
different ideas
that the
members
present.
Project
Manager
The roles
should be
clearly
defined
and duties
need to be
understood
.
3 Getting
team to
communi
cate
better.
5
6 Shortfall in
Resources
The
requirement
of resources
need to be
clearly
understood
Increase
d costs
5 Transfer When resource
estimation and
allocation is not
synchronised
with the
requirement,
Project
Manager,
external
parties,
Core Team
Estimate
the
requireme
nt
correctly
1 Prepare
detailed
backup
plans and
use them
now.
4

and shortage
in future
must be
avoided.
such risk is
likely to arise.
7 Natural
Calamities
Landslide,
earthquake,
draughts,
heavy rains
etc.
Project
cancella
tion
1 Accept This risk is least
likely to occur
and adopting
precautionary
steps right from
the beginning is
the best strategy.
No one Evaluate
and study
Weather
forecasts.
3 Try to
bridge up
the losses
by
exercisin
g
precautio
ns.
2
8 Sponsors
might lose
interest
Project can
be rejected
and the
funding can
be
withdrawn if
the idea is no
longer
feasible.
Project
failure
or
delay.
2 Mitigate Every decision
must be
informed to the
sponsors and
further work
should be done
only after their
consent.
Marketing
team/
Project
Manager
Report
regularly
about the
progress of
project.
5 Try to
engage
the
sponsors
back or
influence
new
sponsors.
4
9 Legal Trouble Law of the
area in which
project is to
be applied
must be
studied
carefully and
complied
with.
Unnece
ssary
expendi
ture or
Project
delay or
in worst
cases
even
project
failure.
3 Avoid The compliance
must be ensured
at all times and
if necessary hire
an expert to
guide.
The project
Manager
Conduct a
detailed
legal
study.
1 Identify
loop
holes, try
third
party
settlemen
t or hire
legal
represent
ative.
5
10 Commercial The audience Project 3 Accept Opinion of the Project Hold 3 Strong 4

Risks i.e. the
students in
this case may
no longer
find the
project
interested
and project
can come to
a stop.
failure relevant parties
i.e. stakeholders
must be taken
into
consideration
regularly.
manager/
Idea
approving
committee
regular
meetings
back up
plan with
alternate
strategy
Importance of Risk Register
The risk register or a risk management plan helps in ascertaining what are the probable risks that the project might incur and
the probability of such risks are also detailed along with the actions that can be adopted in order to bridge or reduce the risks of such
risks. When a risk register is comprehensive, it takes into account all the possible risk scenarios that can occur and if the project
manager and the team actually faces the risk hence ascertained, it becomes easier and quicker to implement an appropriate action plan
that helps in minimizing the potential losses and hence the consequences of the occurrence of such risks can be minimized effectively.
Further, the project is based on a sustainability based project and the destinations that they will visit might not be well-connected.
For instance, the risk register developed for the QAHE students educational trip to Uganda involved the risk of natural forces
such as earthquakes, land slides etc. (Kerzner, 2018). Although this is a very improbable risk that might never occur but the risk
register helps in accounting for even such risks where the action that can be adopted is detailed. This will help the manager in
providing a safeguard to the students as quickly as possible. Similarly, another risk is the risk of itinerary proving to be inadequate i.e.
the scope of the project is not well-defined or the risk of the project leader becoming sick. These risk s have a high degree of
plausibility, i.e. there chances of occurrence are very high, and the risk register, provided the follow-up action plan in such scenarios
also i.e. working on improving the itinerary for a long time, selecting a robust and capable manager etc.

Therefore, risk register is a crucial part in the project management and contributes significantly towards the risk management
plan.
PROJECT 3
Importance of Communication
In order to succeed, every project and its team members must have clear communication channels developed where the team
members know whom to communicate and the procedure is clear. The communication tool also assists in developing better
understanding within the groups where all are familiar with and understand the duties or tasks that they are assigned with. In the
current project as well, the trip to Uganda is a very crucial takes and since it is two weeks long trip, it is necessary to plan the trip in
detail (Heldman, 2018). Therefore, communication is a critical aspect here and the hierarchy that has been developed is:
Different teams ---- respective team leader ------- project manager/ leader ----- relevant authority (tour operator, Hod's, Sponsors,
Dean)
However, since the group for this project is significantly limited, the team member will mostly work together and therefore,
there is flexibility of not following the hierarchy described and communicating the problems direct to the project manager (Sanghera,
2019). The open communication channels will help in resolving the issues as and when they arise and the complacencies will be much
lesser. Therefore, in order to complete the current project of QAHE, the communication will help in addressing multiple problems of
the group and also effectively quicken the process of planning and decision-making.
Evaluation of Methodologies
In order to manage the project effective;y, there are a number of strategies that can be adopted by the project manager so that
the entire project can be detailed and followed up in a pre- designated format.
Prince2 Methodology: Prince2 Methodology is a very advanced project management technology which is used at a larger scale and
under this, the entire project is segregated into some critical points or stages at which the performance of the entire project is evaluated