SQA IN BUSINESS MANAGEMENT

PROJECT MANAGEMENT: MANAGING THE IMPLEMENTATION OF A PROJECT

PROJECT DOCUMENTATION

PROJECT NAME : English day of saegis campus

CANDIDATE NAME : W.A. nimesh anjula

REGISTRATION NUMBER: …………

18s30101………………
BATCH: …………20………………

Saegis Campus
Kohuwala – Sri Lanka
September 2017 - January 2018
 SSSSSSSSSS

MODULE: PROJECT MANAGEMENT: MANAGING THE IMPLEMENTATION OF A PROJECT

PROJECT DOCUMENTATION

Document Name Status Assessor Comments

Outcome 1 and 2 (Integrated)

1 Project Initiation Document(PID)

2 Stakeholder List
3 Stakeholder Grid
4 Stakeholder Management Plan
5 Project Communication Plan
6 Scope Statement
7 Work Breakdown Structure (WBS)
8 Project Cost Identification
9 Project Cost Estimation
10 Project Budget
11 Variance Report

Outcome 3 and 5(Integrated)

12 Project phases , deliverables and milestones

13 Project Gantt Chart

14 Project Lessons Learned

Ou tcome 4
15 Project Risk Register
16 Project Risk Mitigation Strategies

Overall Comments:
Satisfactory /Unsatisfactory

Assessor’s Signature: Date:

(if candidate selected for internal verification) IV’s Date:
signature:
 English day of saegis campus
Project name English day of saegis campus
Project charter author W.A nimesh anjula
Plan to start 2017
Project requestor Student council

Project Exclusion

The annual English day of Sieges Campus will be held on 30th October at the campus
auditorium. Main chief guest is Bandara disanayaka. Over 300 students will received certificates for
successfully completing Diploma and Dual English and IT courses offered by saegis campus.

Project purpose
Is to give certificates those who completed this courses properly

Project objectives
 The main goal is to give certificate those who completed this Diploma and Dual English
and IT courses.
 Improve the student’s presentation skills, communication skills and others.

Scope
 List of event participants
  Staff and participant

Assumptions
 This project assumes that, gifts or rewards are given away to students who completed this
courses and higher marks students. We also assume that by sponsoring our event our
main sponsors can increase the customer base.

Constraints
 There are have limited space because this occasion held at the campus 8 floor and student
participated this with their parents, and cost concern because this organized by campus students
and have some sponsors to fund this celebration

Stakeholders of the project

 Main Sponsor
 Co-sponsors
 Media sponsors : Hiru TV
 Students
 Chief guest: Mr. Bandara Dissanayake
 Coordinators
 Internal lecturers
 External lecturers
 Organizing committee
 Saegis student council
 Photographers : Flexus ,VVH
 Food suppliers : Mount lavinia
 Water bottle suppliers : mihidu water
 Cleaners : Abans
 Security : hiring
 Parents
Stakeholders Stake in the Potential What does Perceived Stakeholders Responsibility
project impact on the project attitudes or management
the project expect the risks Strategy
stakeholder
to provide?

Main and co- Providing High Getting If they fail Do all things Project Manager
sponsors funds to the their full to maintain to achieve
project Support to the their targets
occasion’s
the
expectation
Finish as it will be
more bad impact.
Successful
English day.

Photographers Taking High Cover the Concerned Providing the Project manager
photos, cover event with about all photos
the every high quality payment. quality and
special photos and Limited receive the
situation promote the photos photos on
event time quickly
Media sponsors Promote the High Promote Concerned Involvement Marketing
campus and the campus about how in various Manager
show the much special
qualitative students did packages
about this curses
campus
Organizing Manage and High Manage and Concerne Involvement Project Manager
committee supervise the support to d about in supervisor
all task of success the support
project project the
project

Cleaners Clean the Moderate Maintain Concerned Provide the Project manager
campus the canteen about high quality
before start properly, payment, services
the occasion clean tables employmen
and while and chairs. t satisfaction
Music Playing songs Low Provide Payment on Discuss the Project manager
to students music those time should how things
dances who need pay, how are going and
to dance many hours then they will
arrange their
 works

Equipment Provide High To get high They Provide high Project Manager
Suppliers required quality concerned quality
equipment equipment’s about equipment’s
on time to do event payments on time
successfully

Project Scope Statement

The English day of saegis campus will be held on 30th October 2017 at campus premises. Its
main objective is to give certificate those who completed these courses properly. This will
conduct by the students of the English committee and student council. As an extra purpose this
can show as an entertainment event. By sub purpose of the event, improve the student’s skills
such as talents, presenting skills, organizing skills, communicating skills, planning skills and
other personality, preferential ability and unity.

Project Cost
 Salary
 Project Managers salary
 Technical crew salary
 Others
 Entertaining cost and decorations
 Music (DJ)
 Dancing group costs
 Costumes
 Lightning cost
 Decoration Cost
 Other equipment cost
 Photographers cost

 Gift cost
 Certificates and invitations Printing cost
 Foods and Beverage suppliers
 Foods Suppliers
  Beverage suppliers
 Maintaining cost
 Cleaners labor force

 Project cost estimate and budget

Cost Description Estimate Budget

Photographers  Numbers of photos 12000

Entertainment  Quality and editing 10000
and decoration  How long that take
cost to upload

 Number of dancers 20000 18000

Costumes  Which type of
dancing acts
 Number of dancing
acts

•
8000 10000
Music DJ  Hours that should
play

Decoration 8000 10000

 Used deco times
and Creativity
quality of the
decorations

5000 5000
Equipment  Hire a sound
cost controlling systems
  How many students
Food suppliers participating 20000 15000
 How many parents
participating
 High quality goods

Gift  How many prize 5000 6000

winners are there

Cleaner’s labor force  How many hours 4000 4000

this will conduct

Project variances

Cost Estimation Budget Actual Variance Reasons

10000 12000 12000 +2000 Increase the

Photographers photo limit.
Costumes 18000 -2000 More parents
20000 18000 came than
estimated.
Food suppliers 15000 -5000 Gave 5000
20000 15000 advance
Music DJ 10000 -2000 Music Band
8000 10000 gave a discount
Decoration 10000 2000 The equipment
8,000 10000 were expensive
than expected.
Equipment cost 5000 - Expected and
5000 5000 budgeted
amount same.
Gift 60000 1000 More gifts
5000 6000 needed to
present.
Value of the
gifts increased.
Cleaners cost 4000 - Expected and
4000 4000 budgeted
amount same.
 Work Breakdown Structure

The Annual English

Day
Flower

All guest
arrangements

Media and
sponsers Catering
Give some meals as
photography Security
Contact and negotiate Capture all the Consider about
with main sponsor. a breakfast to the special things students and
Update about students and to the property
information. parents
protection.

Grant Chart
Task Duration Week 1 Week 2 Week 3 Week 4 Week 5

Prepare a list of sponsors 1

Discuss with sponsors 2

Sign agreement with sponsors 1

Crating budget 2

Choose photographers 2

Confirm the food suppliers 3

Choosing a advertisement 1
suppliers
Finiaze a certificate printing 3
company
Print a posters, banners 3

Give invitation to chef guest 1

Invite other lectures 2

Project Phases, Milestones, and Deliverables

 Phases Milestones Deliverables
Selecting the photographers Most effective and quality Selected the photographers.
photographer choose and pay
the advance and finalize it.
Selected
Selecting a venue Firstly consider the amounts Finalizing the venue
of students and their parents.
Then selected 8th floor
Check and select different
suitable venue
Finding sponsors Prepare a list of sponsors , Funding the project
have meeting with them and
discuss all the needs
Preparing the dancing act. Hire a photographer Entertaining the guest
Select and negotiate the
celebrities to perform the
relevant dancing act.
Selecting the relevant Take a list of participants Inviting the guest
participants Design and print the
invitations
Post the invitations

category Issue name Problem/success impact recommendations

HR management Parents are not Parents are not Highly affect to Held a meeting to
satisfied with the satisfied with the the campus the parents to
hospitality hospitality service reputation. introduce the
service they they provided campus rules and
provided. regulations.

Scope Not enough car Not enough place It’s occur traffic Get agreement with
management park for all cars on road other car parks
owner who near to
the event place

Scope Getting Lot of guests and The guests were Order the foods
management complaints students are getting sick and beverage
about complained after after the from well reputed
refreshments. consuming. consumptions hotel.
and this will be
affect to the
 campus
reputation.
Scope Payments of We had to pay all Due to this case In the initial stage
management dancers our payment unable to settle agreed with dancing
before event start the other chargers group to do the
on time credit payment

Project Lessons learned

 Project risk register

Risk Probability Impact P* I Action responsible

Sponsors 5 10 50 Sign an Project

leave from agreement and manager
this project. keep an extra
sponsor.
Food may
not enough
for the 3 8 24 Keep the extra Project
participants. some food manager
packs.

Refreshment Keep touch with Project

s won’t come 4 4 16 them manager
on time

some Replace the Project

equipment equipment in manager
are not in the 4 5 20 short time period
expected
level

A power cut 2 3 6 Get ready with Project

may occur extra power manager
supply

Problems of 3 5 15 At the event Project team

sitting workers will
handle it.

Sound 7 8 56 Day before the Project team

problems event we should
check the sounds
properly.
Some 5 4 20 Keep securities Organizing
students inside of the committee
might fight campus
during the
event.

Car park 5 5 25 Take permission Project

might not from other car manager
enough for park owners
all the near to the
vehicles campus.

Foods might 3 7 21 Check Organizing

get poisoned the committee
quality of
foods
before
providin
g for the
peoples