Name of the main subject:

[Student Name]

[Subject]

[Date]
 Project Management 2

Executive Summary

The aim of the following report is to evaluate the significance of project management

within an entity and reflect the different steps that could be planned and initiated by the

management of an organization to lead it towards operational efficiency and success. The

discussion will be focusing on an educational based organization, QAHE, where the purpose of

the management is to make its changes available for the general public and backed through a

fundamental event. The discussion will be supported by different plans that could be

incorporated and the pros and cons discussed in detail.

 Project Management 3

Table of Contents

Executive Summary.........................................................................................................................2
Introduction......................................................................................................................................4
1. Important Considerations before drafting a Plan.........................................................................4
Budgetary Information.................................................................................................................4
Timescale.....................................................................................................................................5
Objectives.....................................................................................................................................5
Approach......................................................................................................................................6
Key Staff Analysis.......................................................................................................................6
Stakeholder Analysis....................................................................................................................7
2. Work Breakdown Structure.........................................................................................................9
3. Risk Register..............................................................................................................................14
Evaluation Table........................................................................................................................16
4. Leading the Project Management Roles....................................................................................17
a. The requirement of Quality Leadership for the Project.........................................................17
Communication......................................................................................................................17
Leading...................................................................................................................................18
Organizing..............................................................................................................................18
Planning..................................................................................................................................19
b. Analysis of Methodology in Leadership Analysis.................................................................19
Conclusion.....................................................................................................................................20
References......................................................................................................................................22
 Project Management 4

Introduction

Project management holds a greater amount of significance within an organization where

its main objective is to enhance the overall efficiency of the organization’s planned processes

(Kerzner and Kerzner, 2017). It is believed that the project that is well managed enables the tasks

to be reached as earliest as possible. However, it is not easier as it sounds, where professional

skills are recommended at a greater level along with the requirement of critical analysis of each

contribution proposed, in order to remain attentive towards any possible discrepancy that could

arise. Project management on priority requires its focus to lie in certain important areas, those

are; time, budget, skills, milestone, and resources (Meredith and Mantel 2011). These important

factors if available completely, then project management could be fairly effective to be achieved.

1. Important Considerations before drafting a Plan

In the following discussion, where the project to be managed is of an educational

organization, QAHE, that is aiming towards giving a final launch to its work done with regards

to the improvements within the organization’s infrastructure as well as the introduction of

enhanced technology to its practical labs. The initiation of the project through a launch event

would begin through certain key areas to be reported, which are further analyzed and evaluated

as follows:

Budgetary Information

Before any other aspect could be discussed, it is important that the available budget for a

project must be analyzed and evaluated in terms of the possible expenses that could result

(Qureshi, Warraich and Hijazi, 2009). In the following case, being the project manager, I have a
 Project Management 5

strict budget of £50,000 within which I have to host an event that could gain the maximum

attraction and bring a beneficial number of the audience. The budget is very limited which would

have to be broken into several areas, such as; decoration, refreshment, multimedia, assistance,

etc. I would be inclined towards giving out my budget to numerous vendors and the one quoting

the best price in terms of services can be considered to be shortlisted.

Timescale

The budget set now requires a timespan to be calculated for both, the time the event to be

held as well as the total time that would be required for the event to continue (Lock, 2017). In the

case of QAHE, I have identified that aiming the changes done within the organization are

intended to be aimed towards the fresh admissions that will be joining from September. This

means that their joining could be assisted through the intended event. In order to remain

efficient, the opening farewell can be combined with the opening event which could further be

planned on a weekend. The program would now, however, get a bit late which can be resolved

by conducting it since morning making it easier and enjoyable for the visitors to have a free roam

around the organization’s infrastructure and feel the changes themselves.

Objectives

Objectives hold equal importance when it comes at project management. Without

objectives, it would feel as if riding a bike with no destination to reach. Similarly, I have the

objective of giving a boost to the learning morale of the new students. This would minimize the

burden on teachers as well as reduce the need for hiring an associate teacher which thus saves

costs. Furthermore, I would also aim towards achieving a favourable image within the industry
 Project Management 6

as well as conducting the task of project management would enable me to polish my skills and

gain a relevant experience which would help me in future tasks.

Approach

Approaching the right methodology enables the management to undergo the project

management task efficiently and effectively (Walker, 2015). The approach which I would be

intended to follow is the ‘Agile’ approach where all the tasks within the event management

process would be divided into steps or cycles (Cervone, 2011). I will initially focus on the

decoration of the event place as well as the alignment of the infrastructure which will be visited

by the upcoming staff and the students.

Key Staff Analysis

Conducting a project management task alone through defining the objectives and laying

out a strategic procedure is not enough. Project management definitely requires an accurate

workforce that could change the layouts into results (Clarke, 2010). In my project of QAHE, I

will be developing a team which has specialists from each of the departments that have been

covered within the refurbishing process. Specialists such as; technical engineer, architecture and

the lab assistants would be accompanying me in order to demonstrate and illustrate every

criticality that has been implemented within the said project.

 Project Management 7

Stakeholder Analysis

Last but not least, initiating the project management task for QAHE requires an in-depth

understanding of the stakeholders of the organization (Littau, Jujagiri and Adlbrecht, 2010).

Being an educational organization, the stakeholders of QAHE are; Customers (Students),

Community and Government. A further explanation governing every stakeholder separately in

detail is provided as follows;

Customers (Students) Community Government

 The students being the  I believe that the  With regards to my

customers for QAHE community is looking perceptions, if there is

can be reported for forward towards seeing any support to the

demanding a place positive changes educational field then

where their educational within the educational it is from the

needs could be met field that could enable government.

effectively. collective efforts to Portraying of the

 Students looking reduce the economic following changes at

forward to all problems that arise QAHE would

education under one regularly. encourage the

roof. I am more  I will be stressing on government to provide

inclined towards the the fact that the further subsidies in

steps which would amount spent at the order to achieve

restrict the students refurbished QAHE success in objectives.

from taking any structure would surely  However, I would also

 Project Management 8

private tuition which bring in positive have to keep in view

would be my main aim changes within the that my event

while presenting the students. demonstrations must

event. not be biased and

should not reflect in a

way that could exploit

the audience or by any

means cause offence to

the competitors.
 Project Management 9

2. Work Breakdown Structure

No. Tasks Dependencies Milestones

 Having a meeting

Scheduling a Date for the The farewell committee with the committee
1.
Event to extend the event  Being assigned a time

slot

 Maximum members

from the relevant

Establishing a team for
Motivation and fields.
2. the event (project)
leadership abilities  Taking upon
management
responsibilities by

own.

 Accurate planning of
Analyzing the tasks and The objectives and the
3. tasks
responsibilities assigned priorities
 Team contribution

 Encouragement
Taking Consent of Communication and
4.  Contributions and
Higher Authorities effective coordination
recommendations

Assigning roles to the The skillset and the  Willingness towards

5.
team members capabilities of the team acceptance
 Project Management 10

 Setting up a formal
The ability to
Coordinating with the meeting
6. communicate with the
invited Celebrities  Developing an
team members
interest in them

 Involvement of the
Developing a speech for The mission, aims, and
7. co-founder
the co-founder objectives of the project
 A well-written draft

 Getting a fair budget

allotment.

Planning for the  Sending the tender

8. The budgetary analysis
decoration for decoration to

well-known

decorators.

 Setting up the

technological
Getting the infrastructure The plan, objectives, and
9. components
aligned for visitors abilities of the team.
 Attractiveness at a

glance

 Breaking down the

expense schedule
Expense schedule,
10. Allocating the budget towards different
forecasting.
managers for efficient

calculation.
 Project Management 11

 Obtaining a list of the

well-known

decorators of the
Getting quotation on Coordination and
market.
11. decoration and communication in the
 Obtaining
refreshments market
comparable

quotations from

them.

 Obtaining previous

organization records
Objectives and the
Preparing of handouts for  Establishing the team
12. required feedback
the audience to make responsive
context
and attractive

questions

 Setting a formal

meeting with the

sponsor or his
Getting the sponsorship Ability to explain the
13. representative
signed project and its outcomes
 Presenting the idea

and generating

interest

14. Taking any consent of The interest of the  Grouping the budget

the sponsor (any sponsor effectively to material

 Project Management 12

expenses

additions)  Presenting a budgeted

success sheet

Time management of the Coordination and  Developing a draft of

event teamwork the different activities

of the event.
15.
 Allocating sufficient

time for every

activity.

 Willingness to join.

Providing a tour around  A sufficient number

16. Interest of audience
the premises of audiences to

accompany the tour.

Taking feedbacks  Acceptance of

questionnaire forms
The honesty of the
17. by the audience.
responses
 Any queries being

asked.

 Noting the body

language and

18. Winding up the event Success or failure behaviour of the

audience as they

leave the event.

 Project Management 13

 Comparison of the

Ability to interpret favourable and

19. Evaluating feedbacks
answers unfavourable

answers.

 The flexibility of the

activities to be
Thorough and critical
organized
20. Implementing changes evaluation of the
accordingly.
feedback results
 Idea generation

ability of the team.

 Project Management 14

3. Risk Register

ID Date Risk Severit

Likelihood Impact Owner Mitigation
. Raised Description y

An overview
The required
analysis of the
abilities from
team to be made
1. 3-9-2017 the team might F Scott
before the
not be up to
responsibilities
the marks
are assigned

The host of the Look for

parent event alternative days.

might be Beneficial if
2. 5-9-2017 T James
unwilling to done prior to the

merge it with a fresher

second event ceremony.

The risk of Taking consent

allocating the of the finance

B
3. 7-9-2017 budget of manager and
Harold
£50,000 could budget expert

be challenging together

4. 8-9-2017 The quotation G Provide them

obtained from Johnson with the

well-known incentive of
 Project Management 15

prompt/advance
decorators can
payment to
be expensive
obtain discounts

A risk that the Have an extra

listed guest

celebrities fail appearance

5. 8-9-2017 T Grey
to show up ready for any

due to their mishap

busy schedules resulting.

The time taken Continuous

11-9- for speeches is K practices to be

6.
2017 at a risk to Monty held under a

exceed stopwatch count

Risk of event Every activity of

time being the event must

12-9- exceeded be assigned

7. Y Blue
2017 resulting in a equal time

bored regardless of

audience their length.

8. 14-9- Any last D Recheck the task

2017 moment Timothy schedule/planner

preparation again and

that is critical review the

 Project Management 16

being ignored arbitrary draft of

before the event

event begins

The audience Train the

might ask representative

challenging staff with

15-9- questions accurate

9. H Tim
2017 which are at a knowledge

doubt to be regarding all

answered possible aspects

efficiently

The feedbacks Previous records

16-9- of audiences of similar

10. Z Chen
2017 might not be organizations

realistic can be viewed

Evaluation Table

High

Medium

Low
 Project Management 17

4. Leading the Project Management Roles

Within context to carrying out a project management task successfully, the key role

played is of the leader. The leader is responsible for several roles which depend on the nature of

the project (Nixon, Harrington and Parker, 2012). The following project, focusing on displaying

the changes within QAHE through an organized event is ought to be sponsored. The sponsor of

the event is the Managing Director of the organization who is further represented by one of his

Manager of Operations. However, it is important that all of the strategies laid out for conducting

the project must be presented to the sponsor in the form of a report, further developed as follows;

a. The requirement of Quality Leadership for the Project

In order to carry out a project effectively and efficiently, it is important that the strategies are

supported by a fair and motivating leader. The success of a project is in the hands of a project

leader who makes it possible to assign the responsibilities accordingly, manage the tasks and

motivates the staff accordingly. A successful project manager is required to be equipped with

certain significant characteristics that define the traits towards success (Lloyd-Walker and

Walker, 2011). These characteristics are further evaluated in light of the project, as follows:

Communication

A project that is well communicated at all the levels has greater chances of being

successful. The project leader’s effective communication skills allow the understandability of the

tasks for the team to be higher, thus enabling the targets to be met efficiently (Richardson, 2014).

At QAHE, communicating the different responsibilities, such as; managing refreshments,

remaining into touch with the celebrities arriving and communicating the responsibilities of those
 Project Management 18

giving out presentations would increase the attraction factors for the audience, thus increasing

the success.

Leading

The characteristic of leading must not be confused about being necessarily associated

with a leader. A leader by name is nothing in comparison with one who actually proves it

through their actions. A leader is required to act in a way that stimulates other’s to give quality

results by assessing their responsibilities (Rosenau and Githens, 2011). At QAHE, the leader will

have to assign separate roles to different personnel who are skilled at their levels. This would

portray the fact of Synergy that the total strength becomes greater, as well as provide motivation

for the individuals on the sense of belonging and being trusted with significant responsibilities.

Organizing

Organized steps are proved to bring about favourable results in comparison with those

unorganized. Setting task according to their priority and urgency would enable the milestones to

be achieved effectively (Andersen, Grude and Haug, 2009). Moreover, at QAHE, the leader is

recommended to organize the event from start, where a speech by the project head could start

with a recognition speech given by the main founder of QAHE. The refreshments could be

served while an individual returns from a quick round of the infrastructure. This organizing

would save time for the audience and keep them interested in the event.
 Project Management 19

Planning

Planning beforehand for an upcoming project is amongst the main qualities of a leader. It

allows them to have every aspect drafted which would keep them away from confusions at the

time of action (Zwikael and Ahn, 2011). Similarly, having the responsibility of the project at

QAHE, the event from its start till the end must be planned accordingly with ensuring that every

part of the plan would go accordingly matching the times as it is highly significant for the project

to become successful and retain students in the long term.

b. Analysis of Methodology in Leadership Analysis

In the above scenario of QAHE organization, the intended project of publicizing the

changes made within the organization through an event. The event has been backed with a

project management approach which is known as the agile approach. The agile approach enables

the management associated with a respective project to carry out the responsibilities of the

project in steps or cycles (Serrador and Pinto, 2015). The agile approach was chosen from

amongst eight different project management approaches out of which three could be applied to a

case such as QAHE. The agile approach was in direct competition with two other approaches

being Prince2 and Waterfall methodologies (Špundak, 2014).

In comparison with the waterfall approach, the agile has been succeeded over it because

of it being a traditional approach and not being efficient enough to continue without the previous

step being completed. Indeed the waterfall approach is similar to the agile yet its inefficiency

makes agile more reliable to be adopted (Wysocki, 2011). However, in construction and

manufacturing businesses, it would be beneficial to use the waterfall approach over agile as

finishing work is noted appropriately on a part finished project. In the case of QAHE, an agile
 Project Management 20

would work well as organizing an event takes up various different steps to be carried out and the

time span is shorter. Several tasks have to be done at the same time that is not in correspondence

with others.

The least matching approach for the above scenario was identified as the Prince2

methodology which focuses over the significance of explaining the major results of the project

and emphasizes the fact that every element of the project has a business justification with it

(Fortune, et al, 2011). This would not have been appropriate in the case of QAHE as the

organization is focusing on the event that has multi-roles, both formal and informal, where the

main aim is to provide the knowledge to those who might seek to admit themselves in near

future.

Conclusion

Concluding the above discussion, it can be justified that project management carries

greater importance itself as it allows the respective organization to focus on important areas,

often being ignored, however holding greater significance towards success. Summarizing the

above discussion, it is important that all of the risk factors must be identified and critically

analyzed to look for ways, not just improving them, but mitigating them for occurrence in the

future. Drafting a work breakdown structure would enable the management to plan their tasks

accordingly and implement it as a monitoring feature, ensuring that all the requirements are met

in light of leading towards achievements. However, the right approach is recommended which

must be selected by the leader at the initial planning phase. This would also confirm the abilities

of the leader to lead the organization towards promised success regarding the specific project,

along with motivating the rest of the personnel at the organization to be able to achieve the
 Project Management 21

position of becoming a leader of any project/task. Thus, the adoption of project management for

a specific task can be beneficial and an effective remedy to increase operational efficiency.
 Project Management 22

References

Andersen, E.S., Grude, K.V. and Haug, T., 2009. Goal-directed project management: effective

techniques and strategies. Kogan Page Publishers.

Cervone, H.F., 2011. Understanding agile project management methods using Scrum. OCLC

Systems & Services: International digital library perspectives, 27(1), pp.18-22.

Clarke, N., 2010. Emotional intelligence and its relationship to transformational leadership and

key project manager competences. Project Management Journal, 41(2), pp.5-20.

Fortune, J., White, D., Jugdev, K., and Walker, D., 2011. Looking again at current practice in

project management. International Journal of Managing Projects in Business, 4(4),

pp.553-572.

Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,

scheduling, and controlling. John Wiley & Sons.

Littau, P., Jujagiri, N.J. and Adlbrecht, G., 2010. 25 years of stakeholder theory in project

management literature (1984-2009). Project Management Journal, 41(4), pp.17-29.

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delivery. International Journal of Project Management, 29(4), pp.383-395.

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performance management, 61(2), pp.204-216.

 Project Management 23

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