Project Management Report: Student Trip to Japan - Project Analysis

This report provides a detailed project management analysis for a university student trip to Japan, focusing on ethical and environmental considerations. It begins with a Project Initiation Document (PID) outlining the project's background, objectives, scope, budget (£60,000 + £10,000 workforce charge), and key deliverables. The report then delves into stakeholder analysis, identifying key stakeholders such as the Director, Finance Director, Operations Director, and Health and Safety Officer, and analyzing their impact and influence through a stakeholder analysis matrix. A Work Breakdown Structure (WBS) is presented, along with a critical path analysis to manage timelines. The report also includes a Work Breakdown Tree Diagram and tabular structure for clarity. The report covers key aspects of the project including risks like visa delays and budget overruns, and success factors such as timely completion and stakeholder engagement. The report concludes with a summary of findings and recommendations for successful project execution.

Project Management

Table of Contents

Introduction......................................................................................................................................1
Project Initiation Document (PID)...................................................................................................2
Stakeholder Analysis.......................................................................................................................6
Stakeholder Analysis Matrix............................................................................................................6
Work Breakdown Structure (WBS)...............................................................................................15
Critical Path Analysis....................................................................................................................15
Work Breakdown Tree Diagram Structure....................................................................................16
Work Breakdown Tabular Structure..............................................................................................17
Conclusion.....................................................................................................................................17
References......................................................................................................................................19

Introduction
Project management is referred as the process of directing the team in command to attain
project goals and objectives. It is described in the form of documentation which is created at the
beginning of the process and it includes scope, time, budget and many more (Higuchi and
Yamanaka, 2019). The following discussion is based on the project initiation document and
stakeholder analysis along with the stakeholder analysis matrix and work breakdown structure.
Discussions are also made on the critical path analysis and work breakdown tree diagram
structure along with the work breakdown structure with proper findings and conclusion in
context of managing the project on the basis of the trip to Japan of the University students.
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Project Initiation Document (PID)
Project Background Project background focuses on the ethical and
environmental ethics issues in which the two
weeks’ field trip to Japan is discovered in order
to find out some interesting sustainable
projects. This project has a scope to create
awareness in relations of business
sustainability and its consequence on the
environment of business. Moreover this is a
trip which supports the university to improve
their public relations and international relations
also along with the other universities and
colleges (Chi, Chang, Takahashi and Chang,
2019).
Location Senate House, Malet St, London WC1E 7HU,
United Kingdom
Start date 01/03/2021
End date 20/05/2021
Budget £60,000 + £10.000 workforce charge. Budget
needs an assessment of future expenditure or
incomes. Budget is a mainly a plan
administration matter and an objective. The
budget requires an analysis and an assessment
of the future expenditure and incomes which is
a major plan administration matter and also an
objective. Moreover, the staff cost is
approximately 60000 euros. Other calls include
the medical insurance of 3000 Euros and plane
ticket of 12.5 euros. Visa fee includes 2000
Euros and transportation to and from the
airport along with around the city in Japan
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includes 3000 euros. Moreover,
accommodation is 11000 Euros and food and
drinks is 2000 euros. Health and travel
insurance is 6000 Euros and activities and
museums in Japan are 2000 euros. Guide to
travel is 1500 euros and other expenses are
2500 euros. Unexpected expenses calculated as
14500 euros. Therefore the total cost is 60000
euros.
Purpose of the document This report contains an explanation about the
entire plan and stakeholders along with the risk
assessment. Moreover the definition of scope
and aim of the project is also described.
Objectives Objectives of the project include in order to
improve the public relations along with the
university reputation. Moreover, it includes the
enhancement in awareness of the effect of the
environment in business along with the
students' awareness in the domain of ethics and
environmental issues. Objective is also to
render the students with a good experience of
investigating about the culture of Japan and
also to improve the global relationships with
former campuses.
Scope The choice of the plan is to investigate the
ethics & ecological matters impacting the
sustainability of a corporate and to create the
alertness of corporate social responsibility and
how it can affect the business.
Overall approach Overall approach of the project includes the
creation of the team of workforce members
3

which are involved in handling the students on
the trip. Investigating about the flights and
hotels along with discovering the best options
of travelling as well. Researching about the
dates of booking which are available for
vaccination along with the booking of visa
permissions for Japan. Researching about the
activities conducted by the students so that
they can learn about the business and its
environment. Another approach is to keep in
touch with the management of business staff so
that weekly meetings can be discussed in order
to brainstorm every step of the project.
Approach of teaching the students in the
domain of national culture customs of Japan is
also used. The project manager has the
responsibility of controlling and managing
each and every step of the project and
moreover they are accountable for
accomplishing the project and its goals and
objectives.
Any major risks that should be highlighted
to the sponsor at this early point in the
project
There are some risks which are required to be
highlighted at the early stage of the project
such as the delay in visa permission and the
delay in vaccination appointment along with
the cancellation of flights and cancellation of
hotel bookings along with the possibility of
over budgeting (Chan, Nozu and Cheung,
2020).
Key assumptions Assumptions that can be taken are that
everything must be done on time from the start
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to the end of the project.
Key constraints There are some key constants which are
required to keep in mind such as the time of
finishing the project and to have the knowledge
of no delays that can affect the project.
Another key constant is the cost which is
required to keep under budget and the
formulation of costing track in order to avoid
extra expenses. Quality is another key
constraint where it is important to find
comfortable accommodation and flights for the
students because this can have a positive and
negative impact on them and also on the
project.
Key deliverables Some of the key deliverables are the getting the
information of how the business environment
is impacting the sustainability and public
relations along with the international relations
in order to increase the faculty image to attract
the new students.
Key success factors There are some key success factors such as a
completion of the project on time and Visa
permissions along with the maintenance of
good relationships with internal as well as
external stakeholders by having the interaction
with them and explaining them about each and
every step of the project. It is important to have
the cost low which must be under the budget
and getting awareness on how the other
countries look at the environment and learning
about the Japanese national culture (Nagai,
5

Ritchie, Sano and Yoshino, 2018).
Stakeholder Analysis
As per the scenario, the most essential and significant stakeholders are the sponsors and
Chief financial officer along with the chief Operation officer and health and safety manager
along with the chief marketing officer and human resource manager. They are playing an
important role in the project without failing. All these stakeholders are to be managed by
identifying them and answering some questions such as what is important to the stakeholder and
how could the stakeholder contribute to the project along with how could the stakeholder block
the project and strategy for engaging the stakeholders. Moreover, also answering the impact and
influence of the individual stakeholder can have on the project on the rate of high, medium and
low. This is because the stakeholders are responsible and accountable for the constructive and
destructive nature of the project which totally depends upon that attitude to manage it (Heung
and Qu, 2020).
Stakeholder Analysis Matrix
Stakeholder
Name/Autho
rity
(Category of
stakeholder)
Contact
Person
Phone,
Email,
Website,
Address
Impact
How
much
does
the
project
impact
them?
(Low,
Mediu
m,
High)
Influen
ce
How
much
influen
ce do
they
have
over
the
project
?
(Low,
Mediu
m,
What is important
to the
stakeholder?
How could the
stakeholder
contribute to the
project?
How could the
stakeholder
block the
project?
Strategy
for
engaging
the
stakehold
er
6

High)
AAA,
Managing
Director
Champion/
Sponsor
xxxxxxxxx
x
AAA@qa.c
om
Senate
House,
Malet St,
London
WC1E
7HU,
United
Kingdom
High High It is important to
get knowledge and
information along
with enhancement
in public and
international
relationships.
The stakeholder
can contribute on
the agreed upon
each and every
step of the
project.
This
stakeholder can
modify and
even stop the
project at any
time.
Strategy
can be
adopted
to engage
the
stakehold
er can be
the
monthly
meetings
along
with the
weekly
reports of
each and
every step
of the
project
and also
the face
to face
meetings
(Doering,
2018).
BBB,
Director of
Finance
Advocate
xxxxxxxx
BBB@qa.c
om
Senate
House,
Malet St,
High High It is important to
agree with the
budget in order to
experience a
successful trip.
This stakeholder
can contribute by
informing the
other investors
about the
importance of the
This
stakeholder can
suspend the
finance.
strategy
can be
adopted
to engage
the
stakehold
7

London
WC1E
7HU,
United
Kingdom
trip and making
sure that the
people who are
involved will be
paid on time.
er can be
the
monthly
meetings
and
technical
communi
cation
such as
emailing
and
progressi
on reports
along
with the
face-to-
face
meetings
(Shapoval
, Wang,
Hara and
Shioya,
2018).
CCC,
Director of
Operation
Advocate
xxxxxxxxx
x
CCC@qa.c
om
Senate
House,
Malet St,
London
Mediu
m
Mediu
m
It is important to
implement and plan
about the interest of
the trip which gives
the assurance of no
incidents under the
time slot which is
allocated.
The stakeholder
can contribute by
supporting the
project manager
in order to plan
and execute the
trip along with the
flights and hotels
The
stakeholder has
the power of
not approving
the time scale
of whenever
the students
can fly to
Strategy
can be
adopted
to engage
the
stakehold
ers in the
monthly
8

WC1E
7HU,
United
Kingdom
and activities. Japan. meetings
and
prepare
the
reports in
the
domain of
time scale
of the
project
along
with the
face-to-
face
meetings
(Chan,
Nozu and
Zhou,
2020).
DDD, Officer
of Japan’s
Embassy
Consulate in
United
Kingdom
Advocate
DDD@japa
nhighcomm
ision.uk
xxxxxxxx
Japan
House,
Trafalgar
Square, 58-
59
Spring
Gardens,
London,
Low High It is important to
receive a brief
description about
the right visa.
The stakeholder
can contribute by
helping in issuing
the visa on time.
This
stakeholder can
reject the visa.
Strategy
can be
adopted
to engage
the
stakehold
ers can be
the
interactiv
e
communi
cation by
9

WC2N
5DX
using the
phone
call and
emailing
along
with the
face-to-
face
meetings
(Duignan,
2021).
EEE,
Advocate
Project
Manager
xxxxxxxxx
x /
EEE@roeh
ampton.ac.u
k
/ London
High High It is important to
accomplish the
objective of the
project under the
stated time and
budget.
The stakeholder
can contribute bi
planning and
controlling the
project along with
the monitoring of
the same.
This
stakeholder has
the power to
either not
present for
leaving the
project.
strategy
can be
adopted
to engage
the
stakehold
er can be
the using
of agenda
and
momentu
m along
with the
phone
and
laptop
notificatio
ns.
NHS, Health
and Safety,
xxxxxxxxx
x
Low Mediu
m
It is important to
vaccinate the
The stakeholder
can contribute by
The
stakeholder can
Strategy
can be
10

Followers www.nhs.u
k
Welbeck
Road,
South
Harrow,
Harrow,
HA2 0RQ
students of
whatever the
vaccination is
needed for Japan.
ensuring all the
bookings on time.
create the
problems with
issuing the
vaccination
certificate on
time.
adopted
to engage
the
stakehold
er can be
the phone
call and
one time
meeting
(Doering,
2018).
FFF / Head of
Health &
Safety /
Indifferent
xxxxxxxxx
x /
frances.cole
man@
roehampton
.ac.uk
/ Mount
Clare: 101,
Mount
Clare
Low Low It is important to
create safe and
healthy courses of
teaching.
The stakeholder
can contribute to
make sure that the
students are
informed about
the safety
procedures in any
of the
circumstances.
The
stakeholder has
the power to
influence the
project.
Strategy
can be
adopted
to engage
the
stakehold
er in the
online
courses
(Duignan,
2021).
GGG,
Marketing
and
Recruitment
Director
Advocate
Xxxxxxxxx
x
GGG@qa.
com
Senate
House,
Malet St,
London
WC1E
Low Mediu
m
It is important to
improve the public
relationship.
The stakeholder
can contribute by
creating
awareness by
posting pictures
from the trip.
The
stakeholder can
block the
project.
Strategy
can be
adopted
to
increase a
stakehold
er can be
the
presentati
11

7HU,
United
Kingdom
on of the
project
plan and
the
reports
along
with the
face-to-
face
meetings
monthly
(Heung
and Qu,
2020).
Student
Representativ
e, Indifferent
Ssldn@qa.c
om
xxxxxxxxx
x
Senate
House,
Malet St,
London
WC1E
7HU,
United
Kingdom
Mediu
m
Low It is important to
make the students
understand about
the aims and
objectives of the
project.
The stakeholder
can contribute by
influencing the
people about the
attendance in the
trip.
The
stakeholder
can block the
project.
Strategy
can be
adapted
to engage
the
stakehold
er can be
the open
communi
cation
along
with the
face-to-
face
meetings
(Chan,
Nozu and
12

Zhou,
2020).
HHH,
Executive
Dean,
Follower
HHH@qa.c
om
xxxxxxxxx
x
Senate
House,
Malet St,
London
WC1E
7HU,
United
Kingdom
Mediu
m
Low It is important to
teach the students
about sustainable
business practices.
This stakeholder
can contribute by
supporting them
with more data
and information
about the trip.
The
stakeholder can
block the
project.
strategy
can be
adopted
to engage
the
stakehold
er can be
the face-
to-face
meetings
and
emailing
along
with the
phone
call
(Nagai,
Ritchie,
Sano and
Yoshino,
2018).
Work Breakdown Structure (WBS)
The work breakdown structure signifies the life cycle of the plan from start to end. initially
the project is constructed into small domains and the different series of actions but after
formulating the work breakdown structure of the project, it has facilitated the understanding and
makes it much easier to investigate the risk on time. It has also supported the whole team to
understand the roles and responsibilities of the stakeholders and avoid misunderstandings in a
comfortable manner. It is represented in the form of a diagram which shows the decomposition
13

of tasks which demonstrates the highest standard task is broken into low standard task (Shapoval,
Wang, Hara and Shioya, 2018).
Critical Path Analysis
Critical path analysis can be defined as the longest series of dependent stars which are
required to complete the project in a successful manner. There are dependent activities where
one cannot start if the first one is not finished and this logic is called dependency. As per the
given scenario, the critical path analysis is essential in the situation of any delays among the task.
Hence the delays in the critical path cannot impact only the activity but also impacts the entire
project (Delgado, 2019). This is a plan of a trip to Japan which was founded on a critical path
that unresolved can lead to the failure of the project. This is because of the meaning of the visa
from the embassy of Japan as well as obtaining the vaccination at the most necessary critical
elements in the case scenario. Presentation of work breakdown structure has supported the
stakeholders to understand each and every task and stages of the project. Moreover, there is a
detailed breakdown structure, tabular structure also represented in terms of tasks and milestones
of the project and many more in order to better understand the project and support the potential
risk assessed (Delgado, 2019).
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Work Breakdown Tree Diagram Structure
15
1. Trip to Japan

Work Breakdown Tabular Structure
Conclusion
It is settled that project management is a significant idea to learn and study in command to
put on such applications in actual world societies. Therefore, it is important to analyse the project
initial document, it is necessary to examine the stakeholder analysis, it is indispensable to
determine the stakeholder analysis matrix, it is significant to gain the knowledge about work
breakdown structure, it is crucial to study about the critical path analysis, it is imperative to
assess the work breakdown tree diagram structure and it is required to formulate the work
16

breakdown structure. Hereafter this report shelters all such parts in command to improved
understanding of the conception of project management.
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