Project Management Assignment: Planning An Event “QAHE”

Question

Task: This assignment is based on a fictitious case study (details to be provided separately) that presents students with a business project scenario. You must take the role of Project Manager and are required to analyse the case study, research the best approach to managing it and develop the following 4 items of project planning documentation, to be submitted as a single, individual report:

1. Sample Project Initiation Document (PID) including:

budgetary information
timescales
objectives
approach
key staff, and
stakeholder analysis

Work Breakdown Structure (WBS) with at least 20 items. The WBS should be presented in the form of a table that includes dependencies, milestones, and summary tasks. You need to deliver this as a Gantt chart (use GanttProject to develop this) online software to facilitate that process – www.ganttproject.biz/download#free
Include with this table a referenced paragraph explaining how a WBS can be used to help manage the tasks on a project and give a further paragraph briefly explaining the importance of critical path analysis;

2. Risk register containing at least 10 fully documented risks, including owner, mitigation and contingency actions, pre-and post- action weighting and scores;

3. Short report to the Project Sponsor, the Director of Operations. Your report should contain both of the following:

. An explanation of the need for quality leadership on the project, and the role that a successful project manager can play – the project manager has to be much more than an administrator or coordinator. Discuss the value of strong leadership on a project and, using examples, explain what happens when this leadership is missing;
An analysis and critique of methodologies that might be used to run the case study project, comparing Agile, Waterfall and PRINCE2 methodologies. Explain their strengths and weaknesses and give your recommendation to the sponsor as to which methodology you believe would be best to use. There is no right or wrong answer for this, hence marks will be given on the basis of how well you have explained and justified your decision. As with the other assignment elements, reference to examples and theory is very important.

Answer

Executive summary
The delivery of a successful launch event for the efficiency of a project manager is the purpose of this report. The present paper on project management assignment is classified into two divisions namely project initiation document specifically project charter along with a report that highlights the major requirements for successful completion of the project. The report on project management assignment will include numerous executive steps that are essential for positive distribution of the event that is to be pre-arranged within a campus. The major concern for an event is delivering the project within specified constraints, time as well as budget along with aligning with the expectation considered by the users. The project explored in the project management assignment will be planned in a way that will include all the different phases that is helpful in managing a project along with ensuring that all phases are accomplished in effective manner along with assuring that the outcomes meet the expectation.

Introduction
The present project management assignment revolves around analysing the project by aligning the activities and combining them together to develop a respective formation for an operation along with specifying an effective listing of the operations. The completing of a project aims to achieve desired outcomes.

The management aims at looking after the operation along with ensuring that project is completed and the outcome is of superior quality. The generation of the activities should ensure that the listing of the possible development aligns with the effectiveness of the operation.

The project manager deals with the project solely and ensures that particle principles as well as methodology are used for aligning the project with the expectation of the client. The tools for managing a project supports the creation of the outline of the activities along with describing the work that will ensure smart processing.

The aim for preparing this project management assignment is to describe the aspects of project management that can be linked with each step of project management that are necessary for organizing a launch event for a Fresher’s Week that is supposed to be organized in September. The managerial attributes along with the leadership quality are essential for organizing a project or event, as the characteristics ensure that the event is being organized in a manner that will be successful as well as sufficient to deliver the entire project along with managing it. The prior objective outlined in this project management assignment of the project management should be considering the schedules along with managing them for delivering the complete project on time. QA Higher education has renovated the existing computer laboratories along with the teaching classrooms recently.

1. Project Initiation Document (PID)
The event examined in the project management assignment had been designed for supporting the successful launch of the building for the University. The event had considered the completion of the launch of building for the individuals. The major concern for project is delivering the event within specified constraints, time as well as budget along with aligning with the expectation considered by the users. The event will be planned in a way that will include all the different phases that is helpful in managing an event along with ensuring that all phases are accomplished in effective manner along with assuring that the outcomes meet the expectation.

1.1 Project Budgetary Information
A budget of 50,000 pounds is mentioned in the context of this project management assignment for completing the project. The entire planning for the project was developed considering all the deliverable and managing the project is planned within 50,000 +- 10%. The budget prepared in this project management assignment will include the salaries of the volunteers, which are general requirements along with materials required, entertainment, beverages, food and decoration. The targeted audience for the event is the staffs along with students within the campus.

1.2 Timescales for this Project
The final deadline of the project is before the last week of Feb, the estimated time frame for the complete delivery of the project is 30 +- 10% days including the initial phases. According to the time schedule, the project will be initiated by the first week of August month. As per the plan, the project needs to be completed by Feb, 2020, because the building should be open for the individuals by first week of May.

1.3 Constraints
As opined by (Haugan, 2016), three constraints that are responsible for making a project successful are time, cost and scope. Every constraint is affected by the other.

Triple constraints triangle

project management assignment

Figure: Triple constraints
Source:(Haugan, 2016)

Cost- it is evident that the project has a fixed budget of 50,000 pounds.
Time- it must take place during Freshers Week (28th Feb, 2020).

1.4 What are the objectives of the project outlined in this project management assignment?
The delivering of the launch event that is being organised at London campus of QAHE would include a set of objectives as follows:

To consider the calendar mentioning the events during planning the project schedule and control the several activities as per the calendar.
To finish the project by the time of fresher’s party schedule in September
To study the impact along with duties of identified stakeholders in the entire process of the project
To monitor the risk along with its impact and keep it minimum
To ensure that every accommodation along with facilities are being included in the project that provided best facilities to the stakeholders who are actively involved in the project
To maintain the time frame for completing and delivering the project successfully
To complete the entire project along with delivering it within the estimated budget of 50,000 pound
To ensure that the final project outcome satisfies the expected outcome of the project

1.5 Relevant Project Approach
The project approach used in this project management assignment comprise of mixed (hybrid of waterfall and agile) for ensuring that the participating project members can be supported. The several buildings would be introduced for the event with the access to the newly constructed buildings of the organisation (Adelakun et al., 2017). The project stakeholder will enjoy the availability of comfortable accommodation. The managerial attribute specified that the approach will utilize the participants on a manner that will be helpful in successful delivery of the project within mentioned project constraints.

The present scenario explored in this project management assignment initiates Prince 2 methodology that is one of the effective methodologies for managing the project and executing it. The Prince 2 methodology enables the completion of the project more efficiently (Fortes et al., 2018). The Prince is abbreviated from of project in controlled environment. The methodology is an optimized process that aligns the project as per the requirement. The specified methodology helps in successful alignment of the project that ensures completion of project on time.

1.6 Key staff required for this Project
Some human resources discussed in this project management assignment would be required for the successful completion of the works for the project including project manager, sponsor, and resource manager as explained below,

Project manager: he/she is accountable for allocating roles along with tasks to the concerned stakeholder after studying their abilities as well as strength related to the project. Along with role allocation, the project managers will be concerned about meeting the expectation from the project along with ensuring that the final deliverables of the work align with the expectation of the varied stakeholders along with the end customers.

Project Director: the Directors are the individuals who are responsible for approving the required budget for completion of the project along with making decision that are essential for varied stages of the project.

Resource manager: The readings used to develop this project management assignment illustrates that the event will need several resources for finishing the project satisfy the expectation. The resource manager is responsible to manage all the required resources including the music, food, stage, beverages, materials for decoration and many more. The resource manager must ensure that requires are adequate and no activities is compromised for unavailability on resources.

1.7 Stakeholder Analysis table
V H - Very High: 5

H – High: 4

M – Medium: 3

L – Low: 2

V L - Very Low: 1

Stakeholder Name	Contact person Phone, Email, Website, Address	Impact How much does the project impact them? (Low, Medium, High)	Influence How much influence do they have over the project? (Low, Medium, High)	What is important to the stakeholder	How could the stakeholder contribute to the project	How could the stakeholder block the project	Strategy for managing the stakeholder
Project Manager	Roxanan Ursaru rjun99g@imail5.net 888206471	V H	V H	Controls the deliverables of the project along with the roles and responsibilities of individuals who are involved in the project	Responsible for ensuring that the deliverables of the project meet the predictable results and distribution of the project	by not providing project approval	by arranging discussion
Resource Manager	Viki bansh hk9wzx2@seomail.net 888036352	H	H	It is essential to complete the project on time.	Ensure that the project that is delivered meets the estimated expectation of project.	by not managing the essential resources	optimize resource planning
Host	Chris Wilson a1smbzh@topmail.ws 888023671	M	V H	Host would consider the management of the event and entertain the guests	Host should be energetic, smart, and fluent is speaking for easily managing the flow of event while keeping the audience entertained	by not cooperating	verbal communication
Event Planar	Katherine Elsa wdp8ijn@email5.net 888919101	V H	L	Would take care of the event planning and management of resources. The listed activities would be considered for implying effective information	Required for being smart as well as decent looking for ensuring the smooth management of works	by not planning the project effectively	time management
Audiences	Student and Staff of QA high education dx0g917@mailart.ws 888354302	L	V H	Audience would be required for taking care of the particular evaluation of activities for marking the complete management of work	Responsible to cooperate in the event environment and utilize the services	by not coming for attending the event	listen to the host
Sponsor	QA high education a423yxf@seomail.net 888454285	H	M	Responsible for providing the required funding for this particular project	Ensure that the event does not get delayed due to lack of funds	by not sponsoring the essential equipment	investment returns

Work Breakdown Structure for the project discussed in the project management assignment
Task Activities

WBS	Task Name	Duration	Start	Finish	Dependencies
1	QAHE Launch Event	82 days	Tue 05-11-19	Wed 26-02-20
1.1	Project Initiation	15 days	Tue 05-11-19	Mon 25-11-19
1.1.1	Analysing the number of participants	2 days	Tue 05-11-19	Wed 06-11-19
1.1.2	Gatherings volunteers	3 days	Thu 07-11-19	Mon 11-11-19	3
1.1.3	Analysing the goals and scope	4 days	Tue 12-11-19	Fri 15-11-19	4
1.1.4	Preparing draft	2 days	Mon 18-11-19	Tue 19-11-19	5
1.1.5	Draft approval	0 days	Tue 19-11-19	Tue 19-11-19	6
1.1.6	Kick-off meeting	4 days	Wed 20-11-19	Mon 25-11-19	7
M1	Project initiation completed	0 days	Mon 25-11-19	Mon 25-11-19	8
1.2	Project Planning	25 days	Tue 26-11-19	Mon 30-12-19	2
1.2.1	Timeline estimation	3 days	Tue 26-11-19	Thu 28-11-19
1.2.2	Budget estimation	8 days	Fri 29-11-19	Tue 10-12-19	11
1.2.2.1	Resource identification	3 days	Fri 29-11-19	Tue 03-12-19
1.2.2.2	Allocation of human resource with activities	2 days	Wed 04-12-19	Thu 05-12-19	13
1.2.2.3	Assigning different roles and balancing loads of stakeholders	3 days	Fri 06-12-19	Tue 10-12-19	14
M2	Budget estimation completed	0 days	Tue 10-12-19	Tue 10-12-19	15
1.2.3	development of the project plan	2 days	Wed 11-12-19	Thu 12-12-19	12
1.2.4	Risk management	12 days	Fri 13-12-19	Mon 30-12-19	17
1.2.4.1	Risk identification	4 days	Fri 13-12-19	Wed 18-12-19
1.2.4.2	Risk prioritization	5 days	Thu 19-12-19	Wed 25-12-19	19
1.2.4.3	Risk countermeasures identification	3 days	Thu 26-12-19	Mon 30-12-19	20
M3	Risk management completed	0 days	Mon 30-12-19	Mon 30-12-19	21
M4	Approval on project plan	0 days	Mon 30-12-19	Mon 30-12-19	18
1.3	Project execution	27 days	Tue 31-12-19	Wed 05-02-20	10
1.3.1	Developing stage	3 days	Tue 31-12-19	Thu 02-01-20
1.3.2	Speech from representatives of campus	4 days	Fri 03-01-20	Wed 08-01-20	25
1.3.3	Entertainment	11 days	Thu 09-01-20	Thu 23-01-20	26
1.3.3.1	Music	2 days	Thu 09-01-20	Fri 10-01-20
1.3.3.2	Dance stage	3 days	Mon 13-01-20	Wed 15-01-20	28
1.3.3.3	Beverages	2 days	Thu 16-01-20	Fri 17-01-20	29
1.3.3.4	Games	4 days	Mon 20-01-20	Thu 23-01-20	30
M5	Entertainment arrangement completed	0 days	Thu 23-01-20	Thu 23-01-20	31
1.3.4	Tour	9 days	Fri 24-01-20	Wed 05-02-20	27
1.3.4.1	Categorizing into groups	3 days	Fri 24-01-20	Tue 28-01-20
1.3.4.2	Setting time	4 days	Wed 29-01-20	Mon 03-02-20	34
1.3.4.3	allowing tour	2 days	Tue 04-02-20	Wed 05-02-20	35
M6	Project execution completed	0 days	Wed 05-02-20	Wed 05-02-20	33
1.4	Project closure	15 days	Thu 06-02-20	Wed 26-02-20	24
1.4.1	Project documentation	6 days	Thu 06-02-20	Thu 13-02-20
1.4.2	learning gathered	5 days	Fri 14-02-20	Thu 20-02-20	39
1.4.3	resource releasing	4 days	Fri 21-02-20	Wed 26-02-20	40
M7	Project ends	0 days	Wed 26-02-20	Wed 26-02-20	41

The work breakdown structure was developed in the project management assignment to align the work and manage it along with integrating the division of the work within the available resources. The WBS is mainly a structural representation of the activities that constitute the project. The WBS will ensure that the effective works are identified within the project. The alignment of the project would be finished ensuring that the completion is successful and meet the expectation. The classified symbol of the activities is designed by continuing the alignment with the organization and constant expansion of the project discussed in this project management assignment.

project management assignment

Gantt Chart

project management assignment

2. Risk Register
V H - Very High: 5

H – High: 4

M – Medium: 3

L – Low: 2

V L - Very Low: 1

Sl no.	Risks	Impact	Owner	Mitigation or Contingency Actions	Pre-action weighting	Post-acting weighting	Scores
1.	Deficits in meeting the goals as well as objectives of the event	The risk might lead the launch event to failure and not meet the expectations	Project Manager	The planning and the management must be planned in an efficient way of considering project expectations as well as presentation of project milestone.	H	L	8
2.	Addition of the stages or manipulations in the middle of the project execution	The changes could not be handled in the middle of the project as those could possibly impact the activities those have been already delivered or the activities about to be delivered	Project Manager	The methodology selected must be capable of allowing the changes in the middle of the project execution or in other words it should be change acceptable.	M	L	6
3.	The staff or volunteer’s health and medical conditions	It could impact the pace and delivery of the activities in the project and project delivery	Resource Manager	There should be option for plan B or in other words, the individual substitute should be there for delivering the operational activities.	H	L	8
4.	Natural calamity	Rain, earthquake, and others are the possible causes those could impact the event delivered.	Project Manager	There should be consideration of these depending on the current environment of the society.	L	L	4
5.	Inferior Quality of materials	Lower quality of the materials would harm the project outcomes	Quality Head	Quality Management Plan should be made	H	L	8
6.	Audio and lighting system is not working correctly	As this is a event based project, audio and lighting issue can be a major challenge for this.	Technician	Testing of the equipment should be done beforehand	M	L	6
7.	Specific work completion delay	Some works would require more time and it would result in overall delay of the works	Planner	Time Management plan should be made for the project	H	L	8
8.	Overhead cost	Increased cost expenses would result in the major issues alignment and work delay	Budgeter	Explicit cost management plan would be required	L	L	4
9.	Explicit work compilation	The compilation of the works by the contractor might be delayed	Contractor	Effective Planning should be made	M	L	6
10.	Issues in integration	The integration issues in another major problem for the project owner	Project Manager	Integration of the works would be required for completion	L	L	4

The risk cannot be eliminated completely within the project planning as there exist no possibility of receiving zero value. The study examined in this project management assignment mentions that the strategies must be planned considering that there will be risk and ensure that mitigation plan is include for successful delivery of the project. For example the successful risk management would be based on the integration of effective risk identification and developing mitigation strategies for the issues identified. The consideration would also take care of effective information for effectively participating in the risk development. The ensuring of the operations would involve the improved working development.

3. Report to project sponsor
3. a) Need of Quality Leadership
The quality leadership is needed for both small and big project as the leadership helps in ensuring that the deliverables are planned of optimum quality along with ensuring the fact that the planned deliverables meet the objective of the project without any compromises. As per the research on project management assignment, it is stated that the importance of quality leadership can be analysed by studying the example of Rio’s Olympic. The relay went completely out of control because of the insufficient leadership along with management. The quality leader ensures that each individual is equally involved in the work and the leader contributes in leading the best result of the project. The project manager must possess the qualities of interpersonal skills, flexibility, and time management, passionate, energetic; have keen eyes and all the leadership skills. The attributes of the leader are directly related with the overall success along with development of the project. The approach should be well-focused along with being strategic for meeting the goals of the project. The flexible approach would be bounded by the effective implication of the effective quality management plan. The quality consideration would help in making sure that the activities would be helpful for ensuring the complete management of activities. The influenced management of works would ensure that the time management by ensuring the quality consideration for the project. The leadership can be helpful for defining the influence of activity listing for quality considerations. The effective alignment would also help in taking care of quality considerations for maximising the outputs and developing an understanding of works for quality management plan.

3.b) Methodologies best suited for the project examined in the segments of project management assignment
The waterfall management will be the best suited methodology for planning the phases along with managing the operation that are crucial for successful completion of the event. It will ensure that the internal stakeholders complete the activities essential for the project sequentially after completing the initial phase based on the priority. The followed activity must wait for completion of the previous step in a manner that will ensure that every activity of the project is completed in efficient manner. However, it has also been discussed in the context of this project management assignment that the acceptance of the change is a matter of concern as waterfall methodology fails to introduce change in between the project. The waterfall methodology would help in keeping the work sequentially for improved workings. The agile is mainly a structural representation of the activities that constitute the project. The agile will ensure that the effective works are identified within the project. The alignment of the project would be finished ensuring that the completion is successful and meet the expectation. The hierarchical representation of the activities is formed by continuing the alignment with the management and continuous development of the project. The strategies must be planned considering that there will be risk and ensure that mitigation plan is include for successful delivery of the project. Hence, from the analysis provided in this project management assignment it is evident that the project can be implied with the usage of waterfall methodology.

Conclusion
It can be observed that the project management assignment focuses on the attributes of project management that are essential for managing and completing a project. The above discussion on project management assignment is categorised into two parts, documentation for project initiation, project charter and report highlighting requirements for the project. The report included several managerial steps that are considered for successful completion of the project within mentioned project constraints. The report presents a Gantt chart along with work breakdown structure that ensures strict following of steps for successful completion of the event. The project manager must have qualities to manage and complete project within time as well as budget. The event had been designed for supporting the successful launch of the building for the University. The major concern for project examined in the segments of project management assignment was delivering the event within specified constraints, time as well as budget along with aligning with the expectation considered by the users. The event was planned in a way that will include all the different phases for assuring that the outcomes meet the expectation

References
Adelakun, O., Garcia, R., Tabaka, T. and Ismail, R., 2017. Project management assignment Hybrid Project Management: Agile with Discipline. In CONF-IRM (p. 14).

Fortes, S., Palacios, D., Serrano, I. and Barco, R., 2018. Applying Social Event Data for the Management of Cellular Networks. IEEE Communications Magazine, 56(11), pp.36-43.

Haimes, Y.Y., 2015. Risk modeling, assessment, and management. John Wiley & Sons.

Harper, N.J.N., Cook, T.M., Garcez, T., Lucas, D.N., Thomas, M., Kemp, H., Kong, K.L., Marinho, S., Karanam, S., Ferguson, K. and Hitchman, J., 2018. Anaesthesia, surgery, and life-threatening allergic reactions: management and outcomes in the 6th National Audit Project (NAP6). British journal of anaesthesia, 121(1), pp.172-188.

Heagney, J., 2016. Fundamentals of project management. Amacom.

Heldman, K., 2018. PMP: project management professional exam study guide. Project management assignment John Wiley & Sons.

Hopkin, P., 2018. Fundamentals of risk management: understanding, evaluating and implementing effective risk management. Kogan Page Publishers.

Lock, D., 2019. Project management. Routledge.

Müller, M., 2015. What makes an event a mega-event? Definitions and sizes. Leisure Studies, 34(6), pp.627-642.

Sadgrove, K., 2016. The complete guide to business risk management. Routledge.

Spalek, S., 2016, May. Traditional vs. Modern Project Management Methods. Theory and Practice. In Smart and Efficient Economy: Preparation for the Future Innovative Economy, 21st International Scientific Conference.
Pace, M., 2019. A Correlational Study on Project Management Methodology and Project Success. Journal of Engineering, Project, and Production Management.

Steinke, G.H., Al-Deen, M.S. and LaBrie, R.C., 2018, September. Innovating Information System Development Methodologies with Design Thinking. Project management assignment In Titel: Proceedings of the 5th Conference in Innovations in IT, Volume Nr. 5. Bibliothek, Hochschule Anhalt.

Stoica, M., Ghilic-Micu, B., Mircea, M. and Uscatu, C., 2016. Analyzing Agile Development-from Waterfall Style to Scrumban. Project management assignment Informatica Economica, 20(4).

Van der Wagen, L. and White, L., 2018. Event management: For tourism, cultural, business and sporting events. Cengage AU.

Haugan, G.T., 2016. The New Triple Constraints for Sustainable Projects, Programs, and Portfolios. Auerbach Publications.

Appendices
Appendix 1

Project name	Location	Starting date	closing date	project length	project manager	sponsor	Budget
Roehampton September Launch Event	London O2 arena	November, 2019	Feb 2020	120 days	Roxana Ursaru	QA high education	50,000 pounds