World Business University Promotional Event Report

Desklib provides solved assignments and past papers to help students succeed.

Event of world business university
1

Table of Contents
Introduction................................................................................................................................................3
Sample project initiation report.................................................................................................................4
Objectives...............................................................................................................................................4
Approach.................................................................................................................................................4
Budgetary information...........................................................................................................................4
Timescale................................................................................................................................................5
Stakeholder analysis...................................................................................................................................5
Summary of WBS........................................................................................................................................8
Risk register..............................................................................................................................................11
Project short summary.............................................................................................................................15
Comparison among three methodologies................................................................................................15
Conclusion.................................................................................................................................................17
References................................................................................................................................................18
2

Introduction
This assessment is the description of the completion of the refurbishment of the teaching rooms
and the labs like a computer at the University of the World business. This university wants to
organize a promotional event to promote their university. Promotional events also included the
touring scenario and several performances. This report is briefly describing the ceremonies and
the opportunities provided for the staff and the students and also the information on the roles of
the different managers and the stakeholders. This report describes the way of organizing the
event by using the WBS or Gantt chart by explaining the budget and the duration from the
initiation and completion of the project.
3

Sample project initiation report
Table 1 PID table
Project title name: Promotional event
Budgetary information Total amount = 49,720.00
Timescales Task completion duration is around 48 days
or the event is completing on 5/07/2019.
Methodologies Used three technologies
1. Agile
2. PRINCE2
3. Waterfall
Best technology: Waterfall
Risk factors Three major factors are:
 Cost
 Schedule
 Design
Key staff Project manager, event manager, or students
and staff.
Objectives
The University of World business focused on the learning environment of the students and
refurbish the teaching rooms and the labs. The university wants to promote itself by promotional
events for the students and guests like VIPs and staff members. University also organizing the
tour for motivating the students and staff and provide a friendly environment.
Approach
University promotes the event by approaching the perfect teams and the stakeholders by
assigning the task to a manager and making very clear thoughts about the ideas for event and
budget or the location according to the guests and the VIPs. The manager also assigning the task
to the perfect teams which are experienced and complete the target by the smooth way.
Budgetary information Table 2 Information on budget
Task Name Cost
Event promotion £49,720.00
Planning £13,504.00
Set up £6,656.00
Designing £12,840.00
Organizing events £11,272.00
Management £5,448.00
4

Timescale
Table 3 Duration table
Task Name Duration Start Finish
Event promotion 48 days Tue 7/2/19 Thu 9/5/19
Planning 12 days Tue 7/2/19 Wed 7/17/19
Data Collection 4 days Tue 7/2/19 Fri 7/5/19
Resources Collection 5 days Mon 7/8/19 Fri 7/12/19
Counting of Guests 2 days Mon 7/15/19 Tue 7/16/19
VIPs name list 1 day Wed 7/17/19 Wed 7/17/19
Milestone: planning 0 days Wed 7/17/19 Wed 7/17/19
Set up 9 days Thu 7/18/19 Tue 7/30/19
Venue 2 days Thu 7/18/19 Fri 7/19/19
Lightning 2 days Mon 7/22/19 Tue 7/23/19
Decoration 3 days Wed 7/24/19 Fri 7/26/19
Entertainment 2 days Mon 7/29/19 Tue 7/30/19
Milestone: set up 0 days Tue 7/30/19 Tue 7/30/19
Designing 11 days Wed 7/31/19 Wed 8/14/19
Event designing 3 days Wed 7/31/19 Fri 8/2/19
Color Combination 3 days Mon 8/5/19 Wed 8/7/19
Invitations 5 days Thu 8/8/19 Wed 8/14/19
Milestone: designing 0 days Wed 8/14/19 Wed 8/14/19
Organizing events 11 days Thu 8/15/19 Thu 8/29/19
Hosting 3 days Thu 8/15/19 Mon 8/19/19
Anchoring 4 days Tue 8/20/19 Fri 8/23/19
Programs 4 days Mon 8/26/19 Thu 8/29/19
Milestone: organizing events 0 days Thu 8/29/19 Thu 8/29/19
Management 48 days Tue 7/2/19 Thu 9/5/19
Monitoring 2 days Fri 8/30/19 Mon 9/2/19
Detecting 2 days Tue 9/3/19 Wed 9/4/19
Closing of event 1 day Thu 9/5/19 Thu 9/5/19
Milestone: management 0 days Tue 7/2/19 Tue 7/2/19
Stakeholder analysis
Table 4 Analysis of stakeholders
Stakehold
er
Interest The
potentia
l
Expectatio
ns of the
stakeholder
Risk Manageme
nt strategies
of the
Responsibilit
y
Contact
account
5

impact
on the
project
stakeholder
s
CEO Increase
the number
of students
in the
university
and
provide the
best
learning
environme
nt. So, that
university
also gains
the
reputation
and
increase
the growth
of the
university
in
comparison
with the
other
colleges.
Mediu
m
The
sponsor
wants that
the all task
team
should be
perfect and
hire the
experts for
taking part
in the
sessions of
the events
and have a
grateful
promotion
of the
university.
The event
should be
organized
with the
best
approaches
and ideas.
Issue of the
budget
comes
while the
project is
going on.
By taking
interest in
each and
every task
and by meet
with
different
managers or
the
departments
to knowing
the
strategies of
an on-going
project
(Wiley. et.al.,
1998).
Project
sponsor
Phone
no:
Email ID:
----------
Dean of
the
college
Manages
money and
earn the
reputation
and chance
to show the
qualitative
and the
quantitative
skills in
front of the
department
and the
several
staff.
High Expectatio
ns are that
the given
responsibili
ties can be
fulfilled by
a positive
attitude
towards the
guest and
everyone
will enjoy
the event
with fun.
The clarity
in ideas
and the
approach is
not proper.
Approach
full of the
complicatio
ns.
Doing
meetings
and taking
interest in
each and
every one
task for
noticing
that the task
will be in
progress or
not.
Project
manager
Phone
no:
Email ID:
----------
Director
of the
college
By
organizing
all the
High Except that
the outlook
of the
Interest in
the project
is full of
Keep in
contact with
the other
Event
manager
Phone
no:
6

things
perfectly
gets the
chance to
show the
skills and
also the
chance of
proofing
and get a
chance for
taking the
upcoming
opportuniti
es.
location
and the
welcome of
the guest
and all the
duties can
be fulfilled
very
smoothly
by
managing
all the task
according
to the
schedule.
lack of
confidence
and not
able to
show the
schedule
for the
event.
members
and mainly
conduct
meeting
with the
organizing
and the
managemen
t manager
(Langley.
et.al., 2013).
Email ID:
----------
College
representa
tive
Chance to
select the
killed
candidates
from the
number of
the
students
and
provide the
opportunity
for taking
the
responsibili
ties.
Mediu
m
Wants that
all the
work will
organize in
a proper
manner and
event will
be
complete
without
any
obstacles.
Budget
issue and
the less
clarity in
making the
schedule
for the
events.
Keep
asking the
workers
about the
performanc
e and guide
them about
the project
that which
task should
be on first
priority
(Isabella,
L.A., 1990).
Organizing
manager
Phone
no:
Email ID:
----------
Staff Maintain
the things
perfectly
and grab a
chance to
show their
talent of
managing
for the
upcoming
events.
High Manages
all the
things and
want that
the
manageme
nt is perfect
for all the
task. It
means that
the guest
will not
face any
type of
issues in
Issue of
obstacles
come
during the
time of the
project on-
going.
Manageme
nt should
be
according
to the
scenario of
the
sponsor.
Maintain all
the things
according
to the
scenario by
taking
guidance
from the
project
manager
and share
all the
issues and
the
obstacles
Management
manager
Phone
no:
Email ID:
----------
7

the event. with the
manager
and the
sponsor.
Students Take a
chance to
learn
something
special that
how things
should be
managed.
So, it
provides
the
opportunity
to stand up
in front of
VIPs and
gain the
confidence
to share
anything
without
hesitation.
Mediu
m
Hosting
should be
perfect. So,
each guest
will
perfectly
able to
know about
the events
that what's
going on
and enjoy
each event
joyfully.
Tasks
schedule
should not
be changed
and the
communica
tion level
should be
audible and
understand
able to all
the guest
and VIPs.
Maintain
the register
of the
events
through
which
anchor will
be able to
explain all
the things
very
smoothly.
Share all
the task and
upcoming
events with
the
manager.
Anchor Phone
no:
Email ID:
----------
Students Show the
talent and
learn the
several
methodolo
gies of the
specific
task and
the events
like skit,
etc.
Performanc
e should be
best and
provide the
image in
front of the
guest or the
university
department
. So, that
they get the
chance
afterward
in the other
events.
Steps of the
performanc
e should be
kept in
mind. So,
that
coordinatio
n with
other
candidates
should be
maintained
and the
events
should be
joyful for
the guests
and the
staff.
Show their
performanc
e to the
organizing
manager
and keep
calm for the
performanc
e and
complete all
the task
according
to maintain
the task.
Participants Phone
no:
Email ID:
----------
8

Summary of WBS
Work break down structure is the way to solve out the complex issue by dividing the project in
the multitask and then solve each task step-by-step (Tausworthe, R.C., 1979). WBS solve the
issues very frequently and effectively. It is a collection of the area of the knowledge that solves
the issues of the project by managing all the task perfectly (Devi, T.R. and Reddy, V.S., 2012).
Analysis of the critical path plays an important role as it shows the manager that how much time
will be taken to complete the task and which task is completed or which is a delay
(Winch, G.M. and North, S., 2006). The analysis involves the identification of the task and then
determine which task should be controlled during the completion of the project.
Figure 1 Example of critical path analysis
9

Figure 2 WBS structure
10
Event
promotion
Planning
Data Collection
Resources
Collection
Counting of
Guests
VIPs name list
Milestone:
planning
Set up
Venue
Lightning
Decoration
Entertainment
Milestone: set
up
Designing
Event designing
Colour
Combination
Invitations
Milestone:
designing
Organizing
events
Hosting
Anchoring
Programs
Milestone:
organizing
events
Management
Monitoring
Detecting
Closing of event
Milestone:
management

ID Task
Mode
Task Name Duration Start Finish PredecessorsResource
Names
Cost
0 Event promotion 48 days Tue 7/2/19Thu 9/5/19 £49,720.00
1 1 Planning 12 days Tue 7/2/19 Wed 7/17/19 £13,504.00
2 1.1 Data Collection4 days Tue 7/2/19 Fri 7/5/19 Event manager,Organizing maanger ,Project manager£6,176.00
3 1.2 Resources
Collection
5 days Mon 7/8/19 Fri 7/12/19 2 Organizing
maanger
,Resource
£4,720.00
4 1.3 Counting of Guests2 days Mon 7/15/19Tue 7/16/193 Event manager,Project manager£2,080.00
5 1.4 VIPs name list1 day Wed 7/17/19Wed 7/17/194 Project manager,Project sponsor£528.00
6 1.5 Milestone: planning0 days Wed 7/17/19Wed 7/17/195 £0.00
7 2 Set up 9 days Thu 7/18/19Tue 7/30/19 £6,656.00
8 2.1 Venue 2 days Thu 7/18/19Fri 7/19/19 6 Event manager,Project manager,Project sponsor£2,080.00
9 2.2 Lightning 2 days Mon 7/22/19Tue 7/23/198 Organizing maanger£1,008.00
10 2.3 Decoration3 days Wed 7/24/19Fri 7/26/19 9 Event manager£1,536.00
11 2.4 Entertainment2 days Mon 7/29/19Tue 7/30/1910 Event manager,Organizing maanger£2,032.00
12 2.5 Milestone: set up0 days Tue 7/30/19Tue 7/30/1911 £0.00
13 3 Designing 11 days Wed 7/31/19Wed 8/14/19 £12,840.00
14 3.1 Event designing3 days Wed 7/31/19Fri 8/2/19 12 Event manager,Organizing maanger ,Project manager£4,632.00
15 3.2 Colour Combination3 days Mon 8/5/19 Wed 8/7/1914 Event manager,Organizing maanger£3,048.00
16 3.3 Invitations 5 days Thu 8/8/19 Wed 8/14/1915 Organizing maanger ,Project manager£5,160.00
17 3.4
Milestone:
designing
0 days Wed
8/14/19
Wed
8/14/19
16 £0.00
18 4 Organizing events11 days Thu 8/15/19Thu 8/29/19 £11,272.00
19 4.1 Hosting 3 days Thu 8/15/19Mon 8/19/1917 Event manager,Organizing maanger£3,048.00
20 4.2 Anchoring 4 days Tue 8/20/19Fri 8/23/19 19 Event manager,Project manager£4,160.00
21 4.3 Programs 4 days Mon 8/26/19Thu 8/29/1920 Event manager,Organizing maanger£4,064.00
22 4.4
Milestone:
organizing
0 days Thu
8/29/19
Thu
8/29/19
21 £0.00
23 5 Management 48 days Tue 7/2/19 Thu 9/5/19 £5,448.00
24 5.1 Monitoring2 days Fri 8/30/19 Mon 9/2/19 22 Management manager,Project manager£1,952.00
25 5.2 Detecting 2 days Tue 9/3/19 Wed 9/4/1924 Management manager,Project manager£1,952.00
26 5.3 Closing of event1 day Thu 9/5/19 Thu 9/5/19 25 Event manager,Organizing maanger ,Project manager,Project sponsor£1,544.00
27 5.4
Milestone:
management
0 days Tue 7/2/19 Tue 7/2/19 £0.00
Event manager,Organizing maanger ,Project manager
Organizing maanger ,Resource manager
Event manager,Project manager
Project manager,Project sponsor
7/17
Event manager,Project manager,Project sponsor
Organizing maanger
Event manager
Event manager,Organizing maanger
7/30
Event manager,Organizing maanger ,Proje
Event manager,Organizing maanger
Organizing maanger ,Project manag
8/14
Event manager,Organizing maang
Event manager,Project manage
Event manager,Organizing m
8/29
Management manager,Pro
Management manager,Pr
Event manager,Organizin
7/2
30 7 14 21 28 4 11 18 25 1 8 15
Jun '19 Jul '19 Aug '19 Sep '19
Figure 3 Gantt chart
11

Risk register
Table 5 Risk matrix
Very High (4) 4 8 12 16
High (3) 3 6 9 12
Medium (2) 2 4 6 8
Low (1) 1 2 3 4
Low (1) Medium (2) High (3) Very High (4)
12