PROJECT MANAGEMENT

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 Executive Summary
QA Higher Education had planned for a complete refurbishment of project management in order
to promote quality learning amongst the students. Since it is a large scale project, the risks that
are associated with it would be huge, hence the leaders the esteemed project would have to
coordinate the team members and accomplish the complete refurbishment process. The main aim
of the management was to ensure that each and every student would excel in academics. Hence
the main aim of this study is to highlight a means for carrying out complete project management.
The resources that are to be used in the study would also highlight some of the major risks that
were present while the process of refurbishment was being carried out.

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 Table Of contents
Introduction......................................................................................................................................3

Project Initiation Document.............................................................................................................3

Objective..........................................................................................................................................3

Budget information..........................................................................................................................3

Timescales.......................................................................................................................................4

Approach..........................................................................................................................................4

Key staff...........................................................................................................................................5

Stakeholder analysis Table..............................................................................................................5

Risk Register....................................................................................................................................8

Work Breakdown Structure...........................................................................................................10

Gantt chart.....................................................................................................................................11

The Managing Director,.................................................................................................................12

Subject: Report to project sponsor.................................................................................................12

Conclusion.....................................................................................................................................14

Closure of the project.....................................................................................................................14

Reference List................................................................................................................................15

Appendix-1....................................................................................................................................16

Appendix- 4a.................................................................................................................................21

Appendix- 4b.................................................................................................................................22

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Introduction

One of the most straightforward ways to create a healthy school environment is to make
improvements in the structure. However, the most cost-effective ways to implement
improvements would be to implement proper refurbishments. Hence the management of QA
Higher Education had planned for a complete refurbishment of its classrooms and computing
labs in its London Birmingham and Manchester campus in order to ensure proper healthy
learning environment. The main aim of the management was to ensure that each and every
student would excel in academics. Hence the main aim of this study is to highlight a means for
carrying out complete project management. The resources that are to be used in the study would
also highlight some of the major risks that were present while the process of refurbishment was
being carried out.

Project Initiation Document

Objective

The major aim of this project was to promote the process of quality learning, hence, the
management of QA Higher Education had planned for a complete refurbishment of project
management. However, the major objectives of the project could be highlighted;
● In order to enhance the quality of learning amongst the students of Birmingham,
Manchester and London campus.
● To promote the process of innovating learning through the aid of Visual learning
protocols

Budget information

Since the management team had planned for a complete refurbishment process, therefore the
implementation might require fewer costs comparatively. Despite of this fact, significant would
be required to be spent in order to accomplish the project. As per the views of Mousaei and
Gandomani (2018), a proper budget, financial funding and resource allocation might play a

3
significant role in making the project management success. However, a budget has to be fixed
with some rooms left for further extensions. This extension would be required for managing the
risks that would arise due to risks in the project. However, the management team of the project
had decided to incorporate financial funding of 50000 pounds in order to accomplish the process.
However, the major project requirements are discussed in the preceding topics.

Timescales

As per the planning of the project management, the process took about 6 months to be
completed. The refurbishment process started from August 2018 and had ended by January 2019.
The initial timescale prepared for the project was 4 months; however, some rooms were initially
left for a significant amount of Risks that were expected to arise while the project was being
implemented. In addition to this, major parts of the project were expected to be accomplished
during the fall and the winter breaks. However, minor parts would be completed while the
normal sessions would go on. However, the project management process was smooth as there
was no hindrance forms the students.

Approach

The management team of QA Higher Education had planned for a complete refurbishment
process; therefore the implementation might require fewer costs comparatively. However, the
entire process took place in 4 months in total. The initial process had begun with drafting the
final plan and getting it authorised to form the concerned management team. Next, the budget
was fixed and a tender was being floated online. The response was collected from various
agencies across the UK. However, the lowest bidder was being handed over the contract.
Without any further delay, the final stages of the project had started by September of 2018. A
major part of the project was accomplished in during this period. However, the main agenda of
the management was not to disturb the students while the refurbishment process was being
carried out. Finally, the final project was ready for display to the students.

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Key staff

The key staffs of the project were the managing director and were represented by the directors of
the operations. In order to accomplish the aims and objectives of the project, a tender was being
floated online, however after, the response was being collected, the tender was being handed to
over to the lowest bidder. Hence, it might be inferred that the managing team of the project was
also one of the key stakeholders of the project. Without any further delay, the final stages of the
project had started by September of 2018. In addition to it, the project manager had played an
essential role in order to accomplish the aims and objectives of the project. However, the
renovated classrooms were inaugurated by the chairman of the QA educational trust.

Stakeholder analysis Table

Key Stakeholder and Concerned Areas How to manage

stakeholder Responsibilities stakeholders during
s the project

Director As per the views of Ng Since, the director A major way to satisfy
general (2018), project manager general is the topmost this particular
might be considered as the authority that can be stakeholder would be
person that leads a group of accessed in a project, to provide them with
project managers in order to therefore, it might be proper process details
accomplish the aims and inferred that they might of the project, so that
objectives of the project. be associated with he could manage
Hence it might be inferred handling some of the further associations
that that a project director critical areas in the with the project
might handle multiple project. They might be accordingly.
projects at a time. However, associated with the However, this
in simple terms, they might budget and the financial particular process is
be considered as a group of allowances. Their expected to be
persons that can strategically signatures are a must in followed in a proper
oversee and monitor the every step of the project hierarchy. Hence, it

5
 progress of the entire project.
to proceed further. could be inferred that
all information would
be present in front of
this manager while he
is coordinating the
project team.

Director of According to Bayonaet al. Since, the director of In order to satisfy this
operations (2018), the director of operations is the topmost particular stakeholder,
operations might require authority that can be the project managers
handling all process that accessed in the project would have to provide
would be required in order to floor, therefore, it might regular updates
control all floor operations of be inferred that they regarding the project,
a project. Hence, it might be might be associated with so that they could plan
inferred that their presence in handling some of the further to control the
the project team is essential. critical areas in the floor operations.
project (Stettinet al.
2019). In addition to it,
the directors of
operations would have to
be extremely organized
in order to supervise the
project. Hence, it might
be inferred that, the
operations of the
concerned individual
would be restricted only
to the floor.

Project As opined by Mahmood and In addition to the The project manager

manager Iftikhar (2018), the project director of operations, could only be satisfied

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 manager might be considered the project manager only when, the team
responsible for making key would have to play a members assist them
changes in the client projects. major role in helping the in accomplishing the
The responsibilities of the team to complete the aims and objectives of
manager require the project on time the ongoing project.
completion of the project in (Hermano and Martín-
time in accordance with the Cruz, 2019). In addition
limited budget funding that to it, they would also
might be made available to have to take care that the
them. project budget does not
exceed the limits

Inventory They would have to go They would have to They would be

suppliers provide all required materials supply the management satisfied only with
for refurbishments. They team with some of the proper requirement
would also have to ensure best quality raw lists. In addition to it,
that the project does not get materials at a reasonable they would also have
delayed due to lack of price to monitor and look
inventory stocks. Hence, in after the supply
simple terms, it might be tenders.
inferred that all inventory
stocks would have to be
present in order to maintain
proper inventory stocks.

Risk Register

Risk Concerned Risk Pre and post Actions

Authority Impact
score

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Cost risks Director of operations 5 Appoint for a good accountant
and implement proper balance
sheets in order to keep a track
of proper cash flows

Schedule Risk Project manager 6 Implement proper project

management planning and
implementations

Performance risk Project managers in 8 Implement proper management

association with the skills in order to motivate the
teammates concerned team members of the
project team

Government risks Chairman of the ward 3 All planning and construction

council works would have to be
authorised from the concerned
regulatory authorities.

Strategic Risks Director of operations 1 Implement proper project

management planning and
implementations

Operational risk Director of operations 2 Implement proper project

management planning and
implementations

Market Risk Director of operations 4 Implement proper project

management planning and
implementations

Legal Risk The supreme court of 9 All planning and construction

Justice works would have to be
authorised from the concerned
regulatory authorities.

Risks that might be Project manager 10 The lead architect would have

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 associated with to implement proper
natural calamities earthquake-resistant buildings
in order to accomplish the
process.

Presence of students Project manager 7 The construction and major

refurbishment activities s would
have to be carried out during the
fall and the winter breaks.

Inventory supply Inventory supply 8 Proper supply tenders would

risks manager have to be provided to them
accordingly

For the above risk management analysis ratings have been provided out of 10 in increasing order
of intensity. However, the project management team of QAHE was efficient enough in order to
manage the risks successfully.

Work Breakdown Structure

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 Figure 2: Work Breakdown Structure
(Source Created by Author)

Gantt chart

Figure 2: Gantt chart

(Source Created by Author)

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To,
The Managing Director,
QA Higher Education

Date:
Subject: Report to project sponsor

Respected sir,
The main role of the project managers is to accomplish the aims and objectives of the project in
association with their project teammates. Hence, as opined by Martins et al. (2018), successful
project managers would have to practice both management and leadership skills. With the
implementations of proper leadership styles, the success rate of the project team had increased
considerably. QA Higher Education had planned for a complete refurbishment of project
management in order to promote quality learning amongst the students. Since it is a large scale
project, the risks that are associated with it would be huge, hence the leaders the esteemed
project would have to coordinate the team members and accomplish the complete refurbishment
process. As summarized from the project management book of knowledge by buttrick (2018),
leadership at project management might be defined as the proper applications of skills and
knowledge in completing a project successfully. Hence, the project managers would have to
ensure that the project is delivered in time and within the limited budget that might be allocated
with it. Consistency in project management might be considered as one of the major
requirements to complete the project.
As opined by Huberet al. (2018), the majority of the project might fail as they do not follow the
principal’s o agile process management. PRINCE 2 project methodologies have been extensively
in use by the government of UK and major industries across the world. Hence, it might be
inferred that the prevalence of this strategy is significant. The refurbishment process might
reflect upon as a replica of PRINCE 2 methodology. However, the main aim to implement this
process was due to the decision to implement measures to enhance the quality of learning
amongst the students of Birmingham, Manchester and London campus. The process of project
management was based completely out of focusing on the needs of the client and the approaches
were based on project planning.

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Thanking You.

Regards,
Project Manager in charge,

12
Conclusion

Since the management team had planned for a complete refurbishment process, therefore the
implementation might require fewer costs comparatively. Despite this fact, significant would be
required to be spent in order to accomplish the project; hence, the management had decided to
allow a budget of 50000 pounds in order to accomplish the aims and objectives of the project.
The key staffs of the project were the managing director and were represented by the directors of
the operations. In addition to it, the project manager had played an essential role in order to
accomplish the aims and objectives of the project. However, the renovated classrooms were
inaugurated by the chairman of the QA educational trust.

Closure of the project

The project was initiated to enhance the quality of learning amongst the students of Birmingham,
Manchester and London Campus. This project was planned for promoting the process of
innovative learning through the aid of visual learning protocol. The project was believed to be
not much difficult to accomplish and to be completed on given timeline and budget. However,
the reality did not come to be as it was wished. In the process of the project certain difficulties
were faced by the administration. The delay in the project began from the very beginning as it
took time to get the permission of the authority. However, once the permission was granted the
project took better phase only until it face the issue of difficulties in refurbishment of certain
rooms, as it was risky. Thus, the project that was determined to be completed within the time
span of four months actually took six months to be completed.

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Reference List

Bayona, S., Saboya, N. and Bustamante, J., (2018), June.Application of PMBOK in the
development of research.In 2018 13th Iberian Conference on Information Systems and
Technologies (CISTI) (pp. 1-5).IEEE.
Buttrick, R., (2018). The project workout: The ultimate guide to directing and managing
business-led projects. Abingdon: Routledge.
Hermano, V. and Martín-Cruz, N., (2019).Expanding the Knowledge on Project Management
Standards: A Look into the PMBOK® with Dynamic Lenses. In Project Management and
Engineering Research (pp. 19-34).New York: Springer, Cham.
Hübner, F., Volk, R. and Schultmann, F.,(2018). Project management standards: strategic
success factor for projects. International Journal of Management Practice, 11(4), pp.372-399.
Mahmood, Z. and Iftikhar, W., (2018).Proposing the Tailoring of Traditional PMBOK Activities
for a Software Development Project.
Martins, F., Ribeiro, P. and Duarte, F., (2018), March. Improving Project Management Practice
Through the Development of a Business Case: A Local Administration Case Study. In World
Conference on Information Systems and Technologies (pp. 433-448).Springer, Cham.
Mousaei, M. and Gandomani, T.J., (2018). A New Project Risk Management Model based on
Scrum Framework and Prince2 Methodology. development, 9(4).
Ng, J.J., (2018). Tailoring a Project Management Methodology That Suits One's Needs. IEEE
Engineering Management Review, 46(2), pp.49-54.
Stettina, C.J., Offerman, T., De Mooij, B. and Sidhu, I., (2018), June. Gaming for agility: using
serious games to enable agile project & portfolio management capabilities in practice. In 2018
IEEE International Conference on Engineering, Technology and Innovation (ICE/ITMC) (pp. 1-
9).IEEE.

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Appendix-1

Project Initiation Documentation

Document Information

Refurbishmentof QA Higher Education

Project name:

Date: 12th March 2018

Author: Jeffry Tremor

Board Members of QA Higher Education
Owner

Document code: Configuration item record number for this document

Version: QAHE_PID_V3.1

Approval

Date Name and Signature

21/01/2019 John Johnson managing director

22/01/2019 Carl Marks director of operations

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Notes

Since it is a large scale project, the risks that are associated with it would be huge, hence the
leaders the esteemed project would have to coordinate the team members and accomplish the
complete refurbishment process.

Definition

Background: One of the most straightforward ways to create a healthy

school environment is to make improvements in the structure.
However, the most cost-effective ways to implement
improvements would be to implement proper refurbishments.
Hence the management of QA Higher Education had planned
for a complete refurbishment of its classrooms and computing
labs in its London Birmingham and Manchester campus

Main Goal: help attract students and make the university more
competitive

Desired Outcomes: The university wishes to have a major launch event to

publicize its latest technology and learning environments

attract students and make the university more competitive

Constraints and TCS INCLUDING

Assumptions: Constraints: stakeholder’s expectations(Bayonaet. al. 2018)

Assumptions: the cost will be within the 50k budget

Interfaces: To achieve business goals of increasing student numbers

Project approach: Using the 4d pm model: defining, designing, delivering and

developing what to be done ( researching information,
planning, implementation and evaluation) (Hermano and
Martín-cruz, 2019)

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References

Project Product Description: event, scheduled to take place during Fresher’s Week
in September

Business Case: Increasing student recruitment figures

Increasing institutions profitability

Growth of the institution and thereby creating

competitive advantage

Stakeholder List: List of stakeholders: students, teachers, potential

students, management, competitors and government
agencies: how to communicate with them all

Reference to the Communication Plan, which is part of

the Communication Management Approach

Quality Management Approach Quality management in the project work had been
accomplished with the help of Total Quality
Management (TQM)

Change Control Approach Educating the stakeholders by communicating,

consultations, coordination’s and
cooperation’s(Mahmood and Iftikhar, 2018)

Risk Management Approach Health and safety regulations, legislation and leagl
requirements considered: the project charter (Martins
et al., 2018)

Communication Management stakeholder analysis= how to deal with all stakeholders

Approach individually and as a group (Mousaei and Gandomani,
2018)

Project Plan budgetary information= 50k

Timescales= how to spend the time and what activities

within the timescale of January to April submission

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 date(Hermano and Martín-Cruz, 2019)

Project Management Team

Role Reports to Appointee

Project Manager Project Sponsor Mike Tyson

Floor co coordinator Project Manager William Russets

Team Lead Floor co coordinator James Long

Project Controls

Researching, planning, implementation and evaluation of activities and resources

Tailoring

As opined by Huberet al. (2018), the majority of the project might fail as they do not follow the
principal’s o agile process management. PRINCE 2 project methodologies have been extensively
in use by the government of UK and major industries across the world. Hence, it might be
inferred that the prevalence of this strategy is significant. The refurbishment process might

18
reflect upon as a replica of PRINCE 2 methodology. However, the main aim to implement this
process was due to the decision to implement measures to enhance the quality of learning
amongst the students of Birmingham, Manchester and London campus. The process of project
management was based completely out of focusing on the needs of the client and the approaches
were based on project planning.

19
Appendix- 4a

Q Define Methodology?
In this, the concept of methodology would be explained in context to project management. As
commented by Hübner et al. (2018), the process of initiating, planning, creating as well as
delivering the project in time can be entailed as project management. However, Hermano and
Martín-Cruz (2019) had commented that, the process used in order to manage the project events
can be entailed as project methodology. In this context, it can be mentioned that there are three
types of methods that can be used in order to manage these projects and they can be listed
accordingly;
 Prince 2
 Agile
 Waterfall

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Appendix- 4b

In this part of the study, the main features, strengths weakness would be enlisted in a tabular
format.
Methodology Features Strength Weakness Comments

Prince 2 The main feature Aimed at and The main It can be

of prince 2 is implemented in drawback of considered as a
that, it is focused compliance to the prince 2 is that, common and
on the aims and concepts of it lacks detail consistent
objectives of the customer while approach of
project satisfaction implemented in project
practice management.
Waterfall In "The The advantages of The Development
Waterfall" waterfall disadvantage of moves from
approach, the development are waterfall concept, through
whole process of that it allows for development is design,
software departmentalization that it does not implementation,
development is and control. allow much testing,
divided into reflection or installation,
separate phases revision.  troubleshooting,
and ends up at
operation and
maintenance.
Agile It helps n  Both development Agile method Applicable for
maintaining and testing process proposes software
consistency takes place incremental and development
within the entire simultaneously iterative process only
project processes for
project designs

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