Project Management Case Study: QA Higher Education University Launch

This case study analyzes the project management aspects of launching QA Higher Education (QAHE) University. The assignment, prepared as a project manager, includes a detailed project initiation document with budgetary information, timescales, objectives, and the overall approach. A work breakdown structure (WBS) is developed to divide the project into manageable tasks, and a risk register identifies potential risks and mitigation strategies. The case study also includes a stakeholder analysis, identifying key stakeholders such as existing students, university staff, vendors, and parents, along with their roles and levels of influence. The document concludes with a short report summarizing the project's methodologies and findings, offering a comprehensive overview of the project's planning and execution for a successful university launch.

Case Study For Project
Management

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1 Project Initiation Document.....................................................................................................1
2 Work Break Down Structure....................................................................................................4
3 Risk Register............................................................................................................................5
4 Short Report.............................................................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11
.......................................................................................................................................................11

INTRODUCTION
Project management refers to a process of planing and organising of a specific task by
utilising available resources and capabilities of an organisation to its maximum (Kassem and et.
al., 2015). Main aim of conducting this activity is to enhance the productivity and efficiency of
company so that pre set goals and objectives would be attain. For this report, I am selected as a
project manager for organising QA Higher Education (QAHE) university launch so that more
individual would be attracted towards enrolment in the same. Project initiation document will be
made in which information like budgets, objectives, approach etc would be equipped. Besides
this, WBS of the event will also elaborated with the risk register related to project. At last report
to the project sponsor would be made and explained the favourable methodologies.
TASK 1
1 Project Initiation Document
Budgetary information refers to the collection of all the information related to profit,
commission, expenses etc incur in the planning of an event (Kliem and Ludin, 2019). All the
expenses university has spend according to the propriety of the sub task is given below with their
figures,
Category Expenses
LOCATION 200
EQUIPMENT RENTAL 500
TABLES AND CHAIRS 1500
TECH SUPPORT 1000
SECURITY 2500
LINENES 3300
LIGHTING AND DECORATION 7000
ADDITIONAL FURNITURE 5000
FOOD AND BEVERAGES 15000
BAR AND THEIR STAFF 12500
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MISCALLENOUS 2500
TOTAL 50000
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TIMESCALES
It refers to period of time in which any sub activity is happening so that overall project
would comes to an end by utilising resources. Timescales of the university event is mentioned
below,
 Planning of an event: 2 Weeks
 Team selection: 3 days
 Implementation: 5 days
 End of the project: 1 day
Planning of an event includes all the activities which needs to be done in the event so that
aims and objectives would be attain with maximum utilisation of resources. Team selection
refers to a process of identifying the individual which could work according to the mission of the
event.
Objectives of a project
 To enrol 40% of the audiences who has visited event physically in the next semester
 To enhance awareness of university in the market so that 20% profitability would be
increased in next year
 To make the event a tool of marketing the university
Approach
Main approach of the university is to enjoy the occasion of refurbishment with the help of
students and staff so that more new students would be recruited in the college (Grover and
Froese, 2016). Besides this, awards and recognition would be given to the staff and students who
have performed extraordinary which would help their future to become bright. For instance,
topper of the college would be given a trophy and certification with free and unique hampers.
Dance, singing, magic shows, street play etc would be done by the college students according to
their skills set and capabilities. Along with this, senior teachers would give their speech so that
more knowledge would be inculcate in the students and teachers present in the event.
In related to organising a event, every team has their specific responsibilities which they
have to perform with the aim of getting in less money. Sponsor team would be made so that
more money would be attracted in the event to become the success. DJ will be the student only
so that students would be aware about their colleagues performance so that more enthusiasm
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would be seen in the crowd. Helping staff would be students only who will earn hefty amount of
voluntary money from it.
Stakeholder refers to those individual or group of people who has direct connection with
the project happening in the university or organisation (Kerzner and Kerzner, 2017). Their role is
to perform the task assigned to them so that better result would be obtain by the project manager
from the event. Stakeholder analysis main aim is to identify different stakeholders and how much
they are important to it according to the power and interest to the event. Various stakeholders for
QA Higher Education (QAHE) university would be explained below with functional details of it,
 Existing Student: They are those individual who are working as a helper for me during
the whole project in the university. Students who have already been studying in this
college will perform various activities like dance, singing, volunteers for different
department etc. Proper monetary benefits would be given to the them so that their
motivation remains high for it thus getting higher rate of success from it. They have low
power in the event as whole program will be run according to the project manager and
staff of the university but still students have higher interest as they are the one who are
performing their task according to their skill set.
 University staff: It must be essential for a project manager to consult with the staff
regularly as they have better knowledge regarding the way they are going to perform the
event For instance, most of the lectures are given by them only so it would be important
to share the timings and the slot they got in the event. Moreover, all the trophies will be
present by the college staff only. So it can be said that high power in the event but still
less in the event as whole event is directed by the project manager only.
 Vendors: They are the one will supply basic necessities of the event like chairs and
tables of the guest to sit, decoration materials so that stage would be illuminated, security
purpose of equipments, food and beverages etc (Martens and Carvalho, 2016). Vendor
have low high interest in the project as it is the only way they can enhance their
profitability to a certain level but have lower power. As their work is to provide the
materials asked by the purchaser or project manager.
 Parents and their children: They are the last but the most important part of the event as
whole program is organised with the aim of getting new enrolment in the next year.
Children and parents have high interest in the event as they are visited to analyse the
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climate and culture of the event and find out that suitability according to children skills
set. On the other side they have no power as they came as the guest for the university.
2 Work Break Down Structure
Work breakdown structure refers to a process of dividing the whole projects in to smaller
parts according to their priority level so that every task would be completed with higher potential
(Dasgupta, 2015). Main purpose of WBS is to shorter the time period incur in the project so that
cost would be saved from it. WBS of the university event is explained below,
 Launching an event: Main aim of the event is to attract the students from the market so
that more profitability would be generated in the university. All the below points will be
the sub parts of the overall project.
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 Planning of event: Two smaller parts will be work simultaneously which includes
setting the motto of the event so that goals of the project manager would be achieved. At
the same time guest list of the event would be made by project manager as it must be
important to convey those people who has high interest in the event.
 Team selection: It is divided in to smaller parts of two aspects in the one, Division of the
department will be done as it must be important for me to identify various departments
which must be there to organised a successful event. On the other side, regular contact
with the guest is important as if they forget about it then it would be a waste for the
management as well as for project manager.
 Implementation: There are many parallel work which needs to be work to make the
implementation process of the plan for the event. For instance, regular communication
will be done with the vendors with the aim of identifying individual who provides highest
quality of product with low price as compare to other competitions. Food menu decision
will be made in consult with the staff of the university as their opinions is also essential
for the project manager. Different work which will be done within the implementation is
security check-up of the university, final check of the technicalities of the event etc.
 End of the project: After the event, payment will be done to vendors so that accounts
would be clear of the event. All the materials of the university will be placed according to
their position and final report will be submit to the university.
3 Risk Register
S.
No.
Risk
Description
Likeli
hood
Impact Owner Mitigation Contingenc
y
Pre
action
weight
ing
score
Post
action
weighti
ng
Score
1 The risk of
bad health of
project
manager
High High Managi
ng
director
This risk can
be mitigated
by keeping a
medical kit
Keeping an
assistant
project
manager
8/10 6/10
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exists which
can impact the
event
execution.
and doctors at
the event who
can provide
their services
to project
managers if
something
wrong is going
on (Sánchez,
2015).
who will
look out the
event
activities in
such cases.
2 There is a risk
that rain can
come which
can restrict the
event from
happening.
High Minimal Project
manage
r
This can be
mitigated by
determining
the current
weather
conditions
The project
manager
needs to
arrange an
internal
location for
the event
where rain
could not
impact the
execution of
event.
9/10 7/10
3 There is a risk
of technical
breakdown
due to the use
of outdated
technology.
High Medium Technic
al team
Repair all
equipment on
time and
check before
event.
Purchase
extra
equipment,
Bringing
new
technological
equipments
for event
10/10 7/10
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4 There is also
cost risk due
to improper
fund
allotments to
various
activities.
High High Managi
ng
director
Arrange extra
resources,
contact with
supplier who
supplies
material at low
prices, keep
safe fund
Prepare
strategy for
arrange and
allocate the
resources
according to
the
requirements
9/10 5/10
5 Risk of
spoiled food
also exists
which can
negatively
impact the
health of
guests.
Medi
um
Low Caterin
g
services
Keep extra
cooking staff
which can
prepare the
food quickly if
such thing
happens.
Check for
the safety
measures
while
preparing the
food so that
this risk can
be avoided.
8/10 4/10
6 The risk of
timely
execution of
event
activities also
exists which
an impact the
event from
happening.
Low Minimal Project
manage
r
Keep extra
people who
can work with
full efforts for
executing their
activities in
less time.
Apply all
effective
strategies
and prepare
plan
according to
the time
specified for
each
activities.
6/10 4/10
7 There is
Supplier risk
due to late
supply
High medium Managi
ng
director
Stay in touch
with the
suppliers for
determining
Contact to
several
supplier who
provides all
9/10 5/10
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resources and
does not fulfil
of demands
according to
requirements.
their location
so that
material can
reach on right
time in the
event.
resources on
time and
arrange
things
according to
budget
policy
8 The risk of
convenience
of guests also
exists which
can impact the
guests from
coming to
event or from
going to
event.
Medi
um
high Project
manage
r
Keeping track
of the going or
coming time
of guests so if
they will not
reach at the
right time then
manager can
contact them.
Project
manager can
arrange extra
cars so that
these can be
provided to
guests when
they are not
capable of
going or
coming to
event.
9/10 6/10
9 Safety issues
also exists
which can
negatively
influence the
guests.
High High Project
manage
r
Checking the
invitation of
people who
were invited
so that only
invited guests
can enter in
event.
Record
should be
maintained
regarding
people
coming to
event such as
the guests,
students and
employees.
8/10 3/10
10 Risk of Low Medium Project Installing Arrange 7/10 1/10
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Security
issues is there
during the
event which
can negatively
impact the
event
execution and
safety of the
guests
manage
r
CCTV
cameras so
that the
security can be
maintained by
keeping eye
on the people
and their
activities.
security
guards and
call to police
for
emergency
and for any
other things
4 Short Report
Main role of the leader or project manager in this case is to take the advantage of the
resources available to them as it improves their potential and productivity to a certain level
(Gładysz and et. al., 2015). For the project like this autocratic style is needed sometime as it is
hard for a leader to satisfy every one needs around them. For instance, at the time of distribution
of department to students, all the decision taken by the leader or project manager only as they
know how success would be attain with the help of other team members. On the other time,
democratic style is also important as it makes the motivation of the team members. For instance,
at the time of decision of food and beverages, proper opinions is considered by the project
manager as more opinions would assist them to satisfy their needs of coming to the event.
There are different methodologies which could be use by the project manager to complete
their task like waterfall model in which every actions done in the future is decided in the
beginning only. It has a benefit also as their will be no role ambiguity due to which they would
be able to perform better but on the other side, it is rigid in nature due to which it can not tackle
any unseen obstacles in the future. So it can be said that waterfall model is not suitable for this
type of event. Other approach is agile model in which it works on the simple process i.e.,
develop, design, review, deploy, test. It is a perpetual process which ends at the time of ending of
event and can be modify according to the unexpected demands in the future (Eskerod, Huemann
and Savage, 2015). So this approach should be used by project manager to accomplish their task
of organising the event.
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