University Event Project Plan: A Comprehensive Guide

Desklib provides past papers and solved assignments for students. This project details a university event plan.

PROJECT MANAGEMENT

Contents
Table of Figures & Table...........................................................................................................2
Introduction:...............................................................................................................................2
Project Initiation Document (PID):............................................................................................2
Objectives:..............................................................................................................................2
Budgetary:..............................................................................................................................3
Time Scales:...........................................................................................................................3
Key staff:................................................................................................................................3
Stakeholder Analysis Table:..................................................................................................5
Work Breakdown Structure:......................................................................................................6
Risk Register:.............................................................................................................................7
Risk management strategy:........................................................................................................8
Short report to the Project Sponsor:...........................................................................................9
(a) Explanation of the need for quality leadership on the project..........................................9
(b) Analysis and critique of the methodologies that might be used to run the project..........9
Conclusion:..............................................................................................................................12
References:...............................................................................................................................14

Table of Figures & Table
Figure 1: Waterfall strategy.......................................................................................................9
Figure 2: Waterfall strategy (project based).............................................................................11
Table 1: Stakeholder Analysis Table.........................................................................................6
Table 2: WBS chart....................................................................................................................6
Table 3: Risk Register................................................................................................................8
Introduction:
The Quality Assurance Agency for Higher Education (QAHE) has performed renovation of
Class rooms and computer labs in London, Birmingham and in Manchester so that the quality
of the knowledge and the environment of the premises can be improved and latest technology
can be provided to the students. After the renovation, in order to celebrate the success of the
project, university want to organize an event at their native place. The main agenda to
organise this event is to promote or publicise the university so that students get attracted
towards university and make it more competitive.
The planning should be so done that the event is scheduled correctly within events calendar
and will take place in September during Fresher’s week. This event will include formal
ceremony and informal opportunity for staff and students to get to know about the university
more by having the celebratory elements.
Director of operations is the Managing director who is also the main project sponsor where
the budget for this event is approximately £50,000.
Project Initiation Document (PID):
Objectives:
University of London is organising this event as the QA Higher Education has completed
refurbishment of the classes and the computer labs so that the students can get better
environment for their studies and also installed latest technologies to support their learning.

Therefore, the main objective of this event is to do the publicity work for the university so
that more students at London can get to know about it and register themselves in the
university.
Budgetary:
This event is going to be a major event where the local and national dignitaries will also show
up. Therefore, the scheduling and management of the event should be proper and aesthetic.
Budget that is planned for this event is approximately equal to £50,000. So, all the
management, resources for the event, event staff etc. should be done under this range.
Time Scales:
Event is going to organise in the month of September during the Fresher’s week. In this week
new students will get to introduce about the college premises, class rooms and labs.
Therefore, the event should be completed before the fresher’s week, every planning should be
implemented. So, average time scale to successfully complete this process will be around 90-
120 days.
Key staff:
Key staff is the team of people which will be needing to complete the project. These people
are divided into categories according to their work. Key-Staff that would be needed for the
project accomplishment is as following:
 Team leaders
 Meeting planner
 Director of meetings
 Speakers
 Entertainment
 Publicity
 Event designer
 Event planner
 Technical Team
 Inspection team
 Hygiene team
 Project sponsor

 Management team
 Health and Safety team

Stakeholder Analysis Table:
Stakeholders Description
Event Owner
 Plans event
 Takes initiative for the event
 Publicise or promote university
Event Sponsor
 Sponsors event
 Does funding process
 Invests money for the event
 Get profit by investing money in project.
Faculty
 Engage the event
 Get to know about renovation in premises
 Promotions and salary increment
Students
 Participate at event programs
 Take tour of new premises of university
 Refer friends and relatives to join university
 Advanced technologies for better learning process
Team members
 Know project goals and objective
 Their specific role in project
 Know about the phases of project
 Successful project completion
Regulatory bodies
 Attend the function
 Encourage the refurbishment of university
 Political benefits
 To get community support
Community
 Engage the event
 Get to know about the university refurbishment
 Get to know the new technology implanted at university
 Advanced premises to get better education for their children
Media/Press
 Get to know about the objective of university
 Publicise the event
 Appreciate the changes made at university premises
 To get Community attention

Suppliers
 Provide good quality product
 Represent their own product at event
 Advertise their manufacturing
Table 1: Stakeholder Analysis Table
Work Breakdown Structure:
Table 2: WBS chart
WBS chart is an essential element defining the concept that is going to use in the project
accomplishment. When creating a WBS, the project manager defines the key objectives first
and then identifies the tasks required to reach those goals. Elements in the second row explain
the main actions for the project that is going to be performed where the sub divisions of the
second row are the points that comes under it.
 WBS makes the budget calculation easy for each level of the structure. One can define
budget on each level for better arrangement. It can be helpful quickly developing the
budget and time needed for the project.
 In the execution process of the project, each section of the work breakdown structure can
be tracked to identify the work that has been completed or pending.
 It can be used to identify the potential risks that can rise in each level or phase.
Event
Dependencies
Stakeholders Keystaff
Milestones
Goal and
Objective
Organize
Team Publicity Plan
Summary Task
venue
Speaker/
representors
Publicity/
Promotion

 It is easy to formulate the plan of the project in between the staff and stakeholders for
easy understanding.
Risk Register:
Risk
Description
Risk
owner
Mitigation Contingency Pre-Action
Weighting
Post-Action
Weighting
Score
Venue not
available
due to any
natural
cause
Event
planner
Event venue
can be
indoor if not
so then
alternative
option
should be
there
Use alternative
option for the
venue if
booked venue
is not available
1-5
Public
announceme
nt system
fails
Technic
al
Team
Electronic
system
should be
checked
again before
one day of
the event
Alternative
system can be
used
Time
managemen
t
Inspecti
on team
Set short
term goals
or
milestones
keep track of
the work with
respect to time
Not
achieving
deadline
Team
leaders
Keep track
of team
member’s
performance
Set deadline
before the
actual deadline
to avoid this
problem.
Lack of
volunteers
Project
manage
r
Set extra
volunteers
so there
won’t be
shortage
Fill up
shortage by
helping and
asking for help
Inexperienc
ed staff
Project
manage
r
Should have
overview of
the
workload
and
schedule
Make them
understand
clearly about
the goals and
objective.
Provide clear
path.
Waste
managemen
t
Hygien
e team
Proper place
to put waste
Hygiene team
members
should be

active at the
time of event.
Unclear
Budget
Project
sponsor
Set a clear
budget limit
before
signing the
project
Track expenses
as process
goes.
Fire safety Manage
ment
team
Place fire
extinguisher
s and sand
buckets at
different
places in the
event.
Use fire
extinguishers
and sand
buckets also
tell people to
stay calm and
follow the
guidelines.
Injuries Health
and
Safety
team
Proper First
aid facilities
should be
there and
availability
of
ambulance
service.
First aid should
be provided to
the injured
patient on time
and help them
with the
ambulance
service is
injury is major.
Table 3: Risk Register
Risk management strategy:
When planning an event like this where the university is organising a grand event to celebrate
the success of refurbishment of the London University with London students and local
communities, risks are obvious. Working as a Project manager for this project, one should
declare and manage all the risks that might occur during the project or on the day of event.
There should be a document containing all the possible conditions for the risks to occur and
should be managed effectively because risks are the negative threat that can affect the event
and cause failure of the event objective.
A risk register is created during the early stages of the project where all the possible risks are
mentioned in the document. This risk register includes risk assessment as well as the
mitigation and contingency key element for the proper action that should be taken before and
after the risk occurs. This document is provided to the stakeholders so that they can also get
to know what should the do and what to not. It is the better means of responding to problems
as they arise. It is an essential process to identify risks and actions that can be taken against
them. Great deal of information just in a few pages.

Short report to the Project Sponsor:
(a) Explanation of the need for quality leadership on the project
A successful project manager will always keep an eye on its team and also on the project.
Accomplishment of the project is totally dependent on the intelligence of the project manager
because he would be the one, responsible for any mistake or any fault in the project, the client
will ask the project manager for any queries or complains even if it isn’t the fault of him or
her. Project manager can handle the team with responsibility and provide the guidance to the
team which they are seeking. Project manager is the one to organise all the team members,
provide them the work of their capability, and plans the whole project.
Encourages the team for their good work and provide suggestion for any mistake or fault.
Efficiently uses all the resources that are available for the project and also arranges any
resource in need. Project manager has the ability to learn from his or her failure and finds a
path to overcome it instead of getting depressed with the failures. That is why a project
manager is much more than an administrator or co-ordinator.
Leadership is the ability of an individual to guide his team in right direction in a smooth and
efficient way, aiming the progress of the organization. A leader has skills to convert the
vision into reality by his social intelligence and knowledge and develop a clear vision for his
team so that they can also see the path to success which he is seeing. A leader must know
what he is doing, seeing and also what is the matter of time so that a clear path can be
provided to the team. To make Leadership even better the Leader should be very positive and
inspirational so that the whole team can feel the positive vibes around him and create a
positive environment and that could be considered as the best quality in Leadership.
For an example, in an organisation, if the team leader is not proper guiding its team, not
finding out the issue between the team members, not get to know about the concern that the
team members have, what is the current and major problem in the team, what can be done for
the rectification of the problem, not communicating with the team members than there won’t
be any chances for the team to grow. That team would face the same issue again and again
and the same problem will be the barrier every time, in the accomplishment of the work.
This is how leadership works.
(b) Analysis and critique of the methodologies that might be used to run the
project

Quality Agile Waterfall Prince2
Teams Separate Cross-functional Cross-functional
Client Doesn’t participate Participates Participates
Working software After every sprint At the end At the end
Development Flexible Rigid Flexible
Testing After every sprint At the end At the end
Initial plan Precise Approximate Precise
Communication Lacking Face-to-face Documents
Documentation Accurate Neglected Accurate
Process Iterative Process Sequential process Sequential
Attitude toward changes Changes can be
made
No room for change Changes can be
made
For the given scenario, where the university want to organise and event, so that they can
promote the university, publicise it and get more competitive. Project manager need a plan
which can be approved by the client for the initiation of the project and after the timescale
that has been taken for the plan, the successful completion of the project can be introduced to
the client. For this kind of event, according to the criteria given and the methodologies
specification, Waterfall project managing methodology will be best suitable for it.
It is a sequential process that goes step by step, like from the idea of the project or plan to the
final product delivery, every stage is first pre-defined then it is implanted. In this way phases
of a given project is created according to the timescale. Project team follows these phases in
the process of project completion, after the completion of one phase the other is started.
Figure 1: Waterfall strategy

Waterfall methodology could be used at some project management scheme when these
following points are there in the plan:
 There should be no ambiguous requirements of the project from the client.
 There should be no change requirement by the client once the project is begun.
 There should be a specific and clear idea of the project in the client’s mind.
These points are satisfied according to the given need of the client. The client has already
defined the project manager about event that it is going to be a major event where the
celebration of the refurbishment will take place and the main agenda is to publicise the
university.
Phases based on the given scenario that should be followed:
Idea:
Idea should be based on the requirements and clear. The client should know his or her needs,
what kind of project they want to have. This phase is foundation of any project which should
be strong.
Analyse:
In this phase, the team has to analyse the idea and the information that is given by the client
and find out if there is any irrelevant information of demand by the client.
Dependencies:
This phase describes the requirement for the project. Here, the resources are arranged
according to the need of the project. And also the manpower which will be needing for the
project like stakeholders, project staff etc.
Milestones:
In this phase the implementation of the project takes place. Here, all the resources and
information that is gathered is implemented accordingly and setup short term milestones.
These milestones has a predefined timescale in which the milestone should be achieved, in
this step by step manner, the implementation is done.
Summary task:
In this phase, the additional and needed requirements are followed like risk assessment, risk
mitigation and contingency, emergency services etc. also testing process take place in this