Initiation Of QAHE Project Management

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 (approx. 750 words)

2.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 are free to deliver this as a Gantt chart (use GanttProject to develop this), but it is not required. 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;

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

4.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 present study of QAHE project management revolves around the concept of project management that has been identified to be an effective tool for the initiation, planning, management and the closure of the project. This requires the proper strategic planning for the different steps involve in the process of planning for the program. Initiation of QAHE project management has introduced changes to the older setup of classes and laboratories. The university is planning for organising an event, for the promotion of the changes made and for the attracting of the attention of more number of students. The current project holds the various planning and the strategies required for the QAHE project management, including the identification of the stakeholders and also contain a report of the importance of leadership and appropriate methodology for the commencement of the project.

Introduction
The current report is focused on exploring the study of QAHE project management. A project undertaken by any company is associated with proper initiation of the project, planning, formulation of ideas, monitoring, controlling the work process and the closing of the work, to attain the objective of the organisation in a given timeframe. The set of all the process mentioned above is referred to as Project management. The prime objective of the project management includes the completion of the task as per the objective of the company and within the limit of all the applied constraints.

The current report on QAHE project management is about the intensive refurbishment of the classes and laboratories carried out by QA Higher Education. The institute is launching an event for attracting more number of students and performing more competitively. The report comprises of the information related to the starting of the project, stakeholder analysis, risk register and the WBS of the project. The project also includes reports regarding the qualities possessed by the leaders and the identification of the sponsors for the investment in the given event.

1a. Project Initiation Development (PID)
PID is identified to be one of the most significant and relevant aspects associated with Project management, which facilitates the laying of the foundation of the project. The document holds all the information related to the initiation of the project and the initiatives that are required to be taken. The PID for the event organised by the QAHE project management is provided below (Axinte, Petric? and Barbu, 2017):

Project title	Event Launch
Estimated Budget	The Managing Director, the main sponsor of the project have made a budget allocation of approximately £50000.
Brief monetary breakdown	• Locale cost: £20,000 • Equipment for the events: £11000 • Decoration: £5000 • Food: £8000 • Entertainment and Amusement: £6000
Start Date	11th January 2020
Finish Date	15th January 2020
Project Sponsor	Managing Director of the University
Project Manager	Managing Director of the University
Main Objectives	• Create a high advertisement for creating awareness among the students about the university • Promotion of the refurbished rooms and computer lab among the students • Gain strategic and competitive advantage against universities • Increase the popularity of the university • Successful execution of the event
Overall suggested approach	• Design and the development of the best strategies • Execute the planned strategy for assisting the launch process • Provide news about the upcoming program in the website of the university • Create awareness among the students by launching the event
Highlighting of the Major risk	• Any climatic issues like severe rain can lead to the cancellation of the event • The event requires a high supply of power and needs proper care or backup supplies
Reference	Dovleac and Ionica, 2017

1b. Simplified Stakeholder Analysis of QAHE project management

Stakeholders	Reason for fascination about the project	Reason for not investing in the project	Reason for being associated with the project	Managing of Stakeholders
Alumni	The upcoming event provides the Alumni to revisit the college and university and refresh the old memories once again. They also gain an idea about the recent changes and innovations taken by the university for the improvement of the quality of the education (Eskerod and Jepsen, 2016).	The reason for the Alumni not investing in the project is primarily because the students are no longer a student of the university and are not present for gaining the full benefit of the changes incorporated.	The prime reason for the involvement of the Alumni includes the fascination for getting an idea about the quality of education and the improvements made by the university, to provide a quality education for the students.	The Alumni are provided with the invitation for the upcoming events and the arrangement for their visit, stay and refreshments are made.
Suppliers	Suppliers are the persons who will be responsible for the supplying of the products required by the management for the organization of the event. The supplies will help the university to conduct the event within the provided constraints (Eskerod and Larsen, 2018).	The investment of the suppliers is not financial. However, the resources provided by the suppliers play the prime role or providing success to the event undertaking QAHE project management.	The suppliers get paid for the services and the products provided by them to the university.	The suppliers are provided with the initial requirement of the materials and should be provided with the advance for ensuring that the services and the equipments are receive well in time.
Sponsors	Promoters take a huge interest in the event, as it provides them with the opportunity for the promotion of the product to a large number of people. The sponsor companies can promote the customer engagement of the company and can successfully gain larger shares in the market (PalettoHamunen, and De Meo, 2015).	The sponsors are the individuals promoting the event and doing massive investment for the project. The prime motive of the investors includes the promotion of their product while sponsoring the event of the university.	The promoters provide the university with the necessary financial resources for the conduction of the event. In return, the product before services provided by the sponsoring company is promoted during the event. This provides mutual benefit, both to the sponsors and the university.	Proper contact is to be established with the sponsors and the discussion of the sponsoring amount and the criteria of the promotion is to be discussed.
Students	Students form an important part of the University. They have not witnessed any significant change in the coming year's ad are keen on visualising the impact of the refurbishment on the level of education provided to them (Martin et al. 2016).	Students are the individuals to whom the University is providing services. The students are a form of customers to the services provided by the costumiers, so they don't invest in the event organised by the University.	The prime benefit of the refurbishment is received by the students as it will widely impact the learning process of the students and provide them with academic benefits.	Students should be provided with proper invitation, and the arrangement for the food and refreshment of the students needs to be maintained.
Faculty	The faculty of the university possesses a keen interest in the event, as it will help to boost the efficiency of the teaching process and can help to provide quality education and learning to the students.	The faculty is not the person invest in for the project as the faculty will not be receiving direct benefit from the event.	The faculty is associated with the learning process as they are the ones providing education to the students of the university (Frese et al. 2016).	The faculty should be provided with a separate sitting space and should be provided with the food sand the refreshments arranged.

(Source: Eskerod and Larsen, 2018)

2. Risk Register for QAHE project management
Risk register indicates to document comparison of all the barriers and the hurdles faced by the project manager, during the organising and the management of the event. The relevant risk register for an upcoming event under QAHE project management has been provided below:

Sl. No	Risk	Probability	Consequence	Owner	Mitigation	Contingency	Pre-action weight (10)	Post Action Weight age (10)
1	Improper financial management resulting in overcastting	High	High	Managing Director	Maintain a reserve for the emergency	Backup plan for avoiding failure	9	7
2	Any fault in the planning process can lead to mismanagement of the scheduling of the project	Nominal	Minimum	Project manager	Maintain the desired level of cooperation and coordination with the organisation	Aim for the management of the event in the provided time frame	8	6
3	Lack of sufficient knowledge for the use of new tools and technologies (Amon, 2019)	High	High	Operation director	Gain knowledge of the tools that are planned to be installed	The hiring of specialists capable of presenting the technique to the people	10	9
4	Lacking fund resulting in the lack of resources	High	High	Managing director	Incorporation of ore number of sponsors	Proper utilisation of the funds for the primary requirements and then spending the training for the secondary requirements (Rees, Ashley and Cameron, 2019).	7	4
5	Operational risks	Moderate	reduced	Technical staff	Initiating proper coordination d communication with every member and identify the importance of project management	Make consideration of all the aspects and make the optimum utilisation of the strategies	8	4
6	Change in the government policies before the launch of the event	low	marginal	Project manager	Government laws and policies are to be abided by, at al cost	All the rules and regulations need to be followed before the planning process (Mansfield et al. 2015)	7	5
7	Delay in supply	High	Medium	MD	Providing proper care of the inventory management before the start of the event	Maintain Proper terms and conditions with the suppliers	9	6
8	Safety risk	Average	Broad	Project manager	Consideration of all the past occurrences	Keep the security and the emergency lines intact	9	7
9	Poor management	Low	Minimal	Project manager	Lack of proper execution the multiple asks and the faulty handling of multiple processes can lead to a day on the outcome and can affect the conduction of the event very adversely	Multiple practices are required for ensuring the timely execution of the multiple tasks	8	4
10	Risk as per Murphy's law, which states that anything can go wrong	Moderate	Medium	Project managers and the individuals associated with the management of the project	Multiple types of brainstorming for the identification of any mishap, well in advance (Leidner et al. 2016)	Proper risk assessment before the conduction of the program	8	7

(Source: Frese et al. 2016)

3. Work Breakdown Structure for QAHE project management
The work breakdown structure helps in the breaking down of the complete working structure of the upcoming event undertaken by QAHE project management into multiple smaller steps and processes for the smooth following of the control of the [project manager and the team on the overall process. The work breakdown also helps in the facilitation of the following of the time constraints and the resource constraints of the program.

The WBS helps in the breaking of the complete program of an event into a number of smaller steps for the purpose of simplification of the associate processes. The complete work is now available into smaller parts and makes it easier for the execution of the processes and helps the reaching of the project to into desired objectives (Sunris, Ramanayaka and Goulding, 2018).

The critical path analysis of the given problem and the steps involved, helps in the identification of an easier way and the best suited alternative out of the ones available for the completion of the task and reaching of the desired objective.

The QAHE project management approach has undertaking for the event, and the complete setup of the event was divided into subtasks as follows (Pan, Yin and Chen, 2019):

Figure 1: Work Breakdown Structure
(Source: Self-created)

The WBS structure helps to achieve the milestone identified for the QAHE project management. The milestones include:

Selection of the ground
Arrangement of the ground
Security and management
Publicity, promotion and announcements
Entertainment

The working cycle for the targeted event is 5 days during the fresher week of January, where the company focuses on the below-mentioned activity.

Marketing: It is crucial for the QAHE project management approach for the execution of the strategies which can help the people and the students aware of the recent refurbishment by the university to the laboratory and the classroom. This will provide the people about the ideas relate to the recent changes and the benefits associated with the changes.

Research: a strategy for the marketing process will provide a focus for the involvement of the audience and the stakeholders to the event. This can include the students and the Alumni.

Quality: The quality assessment will play a crucial role in the identification of the success of the event and for the identification of the effectively of the overall function.

Financing: This plays a crucial role in the ascertaining of the success of the event planned by the university, keeping the financial and resource constraints into account (Nam et al. 2016).

The tasks that have been mentioned above are broken into the specified subtasks for the successful and the easy execution of the various functions. The breakdown of the events has been mentioned below.

Marketing: The University must gain the attention of a large number of people and make use of the latest tools, techniques and technology by which the students can gain knowledge about the event. QAHE must make use of optimum strategy for the facilitation of the large database of the students and the incorporation of as many students as possible. The students can be provided with multiple demonstrations of the classrooms and the laboratory.

Quality: It is crucial for the university for maintaining the quality of the event it can have a much higher potential. The engagement of the student is much higher in number and the impact of the program is to provide profitability to the organization. This makes the quality to be an important factor.

Financing: The allocated budget obtained from the initiation of QAHE project management is approximately £50000, but the inclusion of the extra sponsors can provide extra financial stability to the organisation.

Research: The university can conduct proper research for the ascertaining the behaviour of the audience. The identification of the behaviour of the audience helps the University to function effectively and get more engagement to the customers (Sutrisna et al. 2018).

Report to project sponsor
The Report has been presented to the operational director of the University about several issues concerning the upcoming events executed under QAHE project management apprpoach. The issues have been presented below.

Project Report
QAHE have undergone a severe refurbishment of the classrooms and the laboratory in the region of Birmingham, London and Manchester. The university is planning for an event during fresher week to create awareness of the students. The prime focus of the QAHE project management includes the identification of the values of the leadership and other methodologies which can promote the management and the execution of the project.

4a. What is the importance of leadership in QAHE project management?
There is a need for good and strong leadership for the successful execution of the project. The execution and the completion of the project require the input of strong action and the proper utilisation of the available resources for the completion of the event within the given timeframe. The main aim of the event includes the promotion of the changes implemented in the classroom and the laboratory. This can provide the university with a competitive advantage and the strategic gainer the competitors in the market. The role of the leader is to promote the facilitation of the effective utilisation of the resources (Overall, 2015).

4b. Methodologies
The QAHE project management can be successfully achieved by the proper implementation of the methodologies like Waterfall, Prince2 and Prisma or agile. However, the ascertaining of the lifecycle of the project is not possible under the agile methodology. The waterfall methodology can help the mapping of the different steps of the process at the individual stages and helps in the proper and the systematic flow of the execution. It helps in the proper ascertaining of the secondary solution and proper documentation. In case of any necessary changes, the complete system has to be deceived again making the overall process time-consuming. Prince 2 can be identified as a management technique that can be customised for the achieving of the desired result in getting the stipulated outcome (Joslin, 2019).

The breaking of the complete process into steps is not possible for the Agile methodology and the Waterfall methodology helps to breakdown the complete process in steps, but once there is a minute change, the complete process needs to be planed again and altered

4c. Recommendation
The promotion event organised by the company by executing QAHE project management is large and requires the proper facilitation for all the resources and finances. This requires the proper implementation of the Prince2 methodology, for the successfully attaining of the objective of the program.

Conclusion
Project management plays a crucial role in the planning, execution, management and the closing of the project. The company has provided proper QAHE project management for the conduction of the event for the promotion of the refurbishment of the classrooms and laboratories. The required task has been divided into several subtasks for the breaking of the work and the timely reaching of the objective. Further, the study on QAHE project management also identified the qualities associated with a leader, which can facilitate the smooth conduction of the project and can enable the university to gain a competitive and strategic advantage.

References
Amon, E., (2019). QAHE project management Risk Management Plan and Risk Register for Design Low-Power Wave Energy Converter for Non-Grid Applications (No. 312). Marine and Hydrokinetic Data Repository (MHKDR); Columbia Power Technologies, Inc.

Axinte, S.D., Petric?, G. and Barbu, I.D., (2017), June. Managing a software development project complying with prince2 standard. In 2017 9th International Conference on Electronics, Computers and Artificial Intelligence (ECAI) (pp. 1-6). IEEE.

Dovleac, R. and Ionic?, A., (2017). Quality Management techniques embedded in Agile Project Development. QAHE project management In MATEC Web of Conferences (Vol. 121, p. 05003). EDP Sciences.

Eskerod, P. and Jepsen, A.L., (2016). Project stakeholder management. Routledge.

Eskerod, P. and Larsen, T., 2018. Advancing project stakeholder analysis by the concept ‘shadows of the context’. International Journal of Project Management, 36(1), pp.161-169.

Frese, L., Palmé, A., Neuhaus, G., Bülow, L., Maxted, N., Poulsen, G. and Kik, C., (2016). On the conservation and sustainable use of plant genetic resources in Europe: a stakeholder analysis. Enhancing crop genepool use, capturing wild relative and landrace diversity for crop improvement. CABI Publishing, Wallingford, UK, pp.388-400.

Joslin, R., (2019). Project Management Methodologies, Governance and Success: Insight from Traditional and Transformative Research. CRC Press.

Mansfield, J.G., Caplan, R.A., Campos, J.S., Dreis, D.F. and Furman, C., (2015). Using a quantitative risk register to promote learning from a patient safety reporting system. QAHE project management The Joint Commission Journal on Quality and Patient Safety, 41(2), pp.76-AP1.

Martin, N., Evans, M., Rice, J., Lodhia, S. and Gibbons, P., (2016). Using offsets to mitigate the environmental impacts of major projects: A stakeholder analysis. QAHE project management Journal of environmental management, 179, pp.58-65.

Nam, S., Lee, D.K., Jeong, Y.K., Lee, P. and Shin, J.G., (2016). Environmental impact assessment of composite small craft manufacturing using the generic work breakdown structure. International Journal of Precision Engineering and Manufacturing-Green Technology, 3(3), pp.261-272.

Overall, J., (2015). A conceptual framework of innovation and performance: The importance of leadership, relationship quality, and knowledge management. Academy of Entrepreneurship Journal, 21(2), p.41

Paletto, A., Hamunen, K. and De Meo, I., (2015). QAHE project management Social network analysis to support stakeholder analysis in participatory forest planning. Society & natural resources, 28(10), pp.1108-1125.

Pan, W., Yin, L. and Chen, H., 2019, July. Applying Work Breakdown Structure Technology in Standardization Organizations Evaluation. In Proceedings of the 2019 10th International Conference on E-business, Management and Economics (pp. 217-220). ACM.

Rees, S., Ashley, M. and Cameron, A., (2019). North Devon Marine Pioneer 2: A Natural Capital Asset and Risk Register. A Natural Capital Asset and Risk Register

Sunrise, M., Ramanayaka, C.D. and Goulding, J.S., (2018). Developing a work breakdown structure matrix for managing offsite construction projects. Architectural Engineering and Design Management, QAHE project management 14(5), pp.381-397.

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