Case Study For Project Management: How Budget Will Be Spent?

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Case Study for Project Management
1 Introduction
It is quite a daunting task to launch an event successfully due to its complexities and challenges. It can bring in a situation where the emotions may get better of a project manager because of the difficulties he has to face. Therefore, strong and prior expertise are recommended for handling the project management which involves launching an event. In this regard, QA Higher Education (QAHE) has successfully completed the process of refurbishment of teaching rooms and labs in order to provide quality environment for education and learning purposes. The plan is to publicize the work through a major launch event in the start of next semester. For this, a project management plan needs to be in place for successful occurring of the event. The following document presents the project management activities, requirements and methodologies of the launch event in detail.
2 Project Initiating Plan
Project initiating plan is a part of project management document which provides the detail information of project planning, objectives and needs of stake holders. In this stage, the projects get into the form by designing goals and other steps which would be significant for the success of a project (Lister, 2018). Take a look at the initiating plan of the QAHE launch event below.
1 Title of The Project

QAHE Event Launch

2 Estimated Budget

The budget for this launch is approximately £50,000.

3 How Budget will be spent?

The budget planning of the vent involves the proper analysis of the situations cost has to be invested upon. In the QAHE event management, budget has to be placed in two major areas on-site expenses and off-site expenses. On-site expenses include, food and catering, event rentals, décor vendors and production expenses. For offsite expenses which include unplanned expenses, cost overages and emergency funds.
The spending of costs will be:
1 Enabling activities (5000 £)
2 Food and Catering (10000 £)
3 Security (5000 £)
4 Workforce (5000 £)
5 Invitations (1000 £)
6 Fuel Cost (10000 £)
7 Event Day Operations (10000 £)

4 Objectives

It is essential for the success of any project to set the goals and objectives of it in the outset. Aims and objectives should be highlighting the overall direction of the project. In the QAHE launch event, the organizers are looking to acknowledge the work efforts of the team involved in the refurbishment of the labs and class rooms to provide better environment for education and learning to the students. This project plan has been developed to provide overview of the activities which are going to part of the process and how they would be executed

5 Starting Date

The project work will commence from July 8, 2019

6 End Date

The project work will end on September 8, 2019

7 Project Sponsor

The budgeting of the project has a key role in the event launch. Therefore, sponsors of the project in QAHE launch event are Managing Director and Finance department of the institute. After the main division of milestones and scheduling, the sponsors would deliver the funds to execute the implementation plan.

8 Project Manager

Miglena Nedeva

9 Main Objectives

It is essential for the success of any project to set the goals and objectives of it in the outset. Aims and objectives should be highlighting the overall direction of the project. In the QAHE launch event, the organizers are looking to acknowledge the work efforts of the team involved in the refurbishment of the labs and class rooms to provide better environment for education and learning to the students. This project plan has been developed to provide overview of the activities which are going to part of the process and how they would be executed

10 Approaches

The QAHE launch event requires the traditional approach of performing project management. The reason behind the selection traditional approach is that the projects teams expect no changes in its goals and targets until the successful completion. Therefore, considering this assumption in mind, different phases of the project management in QAHE launch event are; Project Initiation, Planning, Risk Analysis, Methodologies and Team management with execution.

2.1. Key Staff and Stakeholder Analysis
Stakeholder refers to individuals or organization that contribute and impact over the progress of the project. Without the proper analysis of stakeholders, it is impossible to execute the project plan. The key Staff and stakeholder analysis for QAHE is provided in detail below:
Stakeholder

Interest and Management

1 Top Management

It includes the Head of the Institute, head of departments, managing directors and the director of operations. With the support of executives of the institute, it is easier to hire and purchase quality resources and products to successfully launch the event. The project visibility is clear and the top management is ready to invest costs. However, the project management team needs to provide proper reporting of the project including monitoring, controlling and milestones to the top management.

2 The Project Team

The list of stakeholders cannot be completed until the addition of project team in it. This is a group of individuals responsible for all the work required for the project. In QAHE launch event of publicizing refurbishment work of labs and classrooms, planners, designers and workforce are included. The conflict management in the team is the responsibility of the Project managers and team leads during the process. However, as a project manager issue may arise as the workforce is borrowed for various tasks which will result in reporting the tasks due to their commitment with other managers.

3 Interest Groups and Associations

The institute has a membership of the local and national associations which have a high interest in its progress. The interest groups play a vital role in the success of any project. All the heads of these association are invited by the team.

4 Original Founders

The top management has advised sending invitations to the original founders or the dignitaries which laid down the opening of the building. This is because without them it will not become an event to be remembered because of their precious work for the building and the institute.

5 Local/National dignitaries

The scheduling of the event has a number of complexities with the availability of the national/local dignitaries. The event launching date is ought to be at the start of next semesters keeping fresher’s in mind. However, the availability can be the cause of concern. Due to this issue, the most appropriate date recommended by the project management team is the 1st weekend of September month.

6 Teachers and students

The main target for the launching the event is to make students and teachers familiar with the project which will provide them access to the latest technology and better learning environment. They are a key stakeholder of the project as they get most impacted by it. The project team and peer group must ensure the formal tour of the building along with the introduction event to get students and teachers acknowledged the work done. For this, a proper plan and scheduling need to be done in advance to complete the tour in a harmonious manner.

7 Contractors and suppliers

The project comprises of the refreshment items such as foods and drinks with furniture along with crockery. The plan is to give the contract to a local company named “AAA’ to provide the required items to the institute. Moreover, the supplier is also key stakeholders of the project for delivery and disposing of the items. The contract of the project is awarded after the careful analysis of the bids received by the contractors in the market.

8 Project Sponsors

The budgeting of the project has a key role in the event launch. Therefore, sponsors of the project in QAHE launch event are Managing Director and Finance department of the institute. After the main division of milestones and scheduling, the sponsors would deliver the funds to execute the implementation plan.

2.2. Stakeholder Analysis Matrix
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

Top Management

[email protected]

High

High

Providing resources to the project management team

By giving a final verdict on any suggestion

By ordering the termination of the project

Weekly progress update

Project team

[email protected]

High

Medium

Launching the event as per plan decided

By working and planning of the project

By going on strike

Communication with the team and concerned managers

Interest groups and associations

The email address of all the associations

Low

Low

Getting due appreciation from the Institution

By providing financial support to the project

Creating legal issues for the Institute

Monthly meetings

Original Founders

[email protected]

Low

Medium

Progress of the Institute

Moral Support and advice

Complains regarding the quality of work

Detail discussion on the progress

Local/national Dignitaries

Department and Secretaries contact

High

Low

Management of the security and completion of activities

Honouring the event with their presence

Boycotting the event or changing availability status

Taking appointment through the official process

Teachers and Students

Related department contact lists

High

High

Information about the new building

Attending the event and monitoring

Not attending or coordinating with management

Properly conveying the information

Contractor and Supplier

[email protected]

High

Medium

The clarity in a financial matter

Providing quality supplies and management

Running out of the project

Official agreement

Project Sponsors

[email protected]

High

High

Completion of ac...