Graduation Ceremony Project Plan | Desklib

This project plan provides a detailed guide for organizing a graduation ceremony, including scope management, time management, cost management, communication management, and risk management. It includes templates, timelines, and budget breakdowns to ensure a successful event.

Project Plan
Template
Project Manager
Name: ID Number:
Expected Project Start Date: Expected Project Close Date:

PROJECT PLAN
Graduation Ceremony
Contents
Section 1. Scope Management Plan........................................................................................3
1.1 Project Description.................................................................................................... 3
1.2 Project Scope........................................................................................................... 3
1.3 Assumptions............................................................................................................. 3
1.4 Constraints................................................................................................................ 3
1.5 Project Roles and Responsibilities.........................................................................3
1.6 Responsibility Matrix (RAM) – [ Optional ]............................................................4
1.7 Project Work-breakdown Structure (WBS)................................................................4
1.8 WBS Dictionary – [ Optional ]...........................................................................4
Section 2. Time Management Plan........................................................................................... 5
2.1 Project Milestones – [ Optional ] ..............................................................................5
2.2 Project Activity/Time/Dependency base table ..........................................................5
2.3 Project Network Diagram .........................................................................................5
2.4 Project Gantt Chart .........................................................................................5
Section 3. Cost Management Plan........................................................................................... 6
3.1 Cost Breakdown and Budget....................................................................................6
3.2 Project Cost Baseline............................................................................................. 6
Section 4. Communication Management Plan..........................................................................7
4.1 Project Stakeholders................................................................................................. 7
4.2 Stakeholder Communication Plan.............................................................................7
Section 5. Risk Management Plan............................................................................................ 8
5.1 Risk Identification, Analysis and Action Plan ...........................................................8
5.2 Project Risk Matrix – [ Optional ]..............................................................................8
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PROJECT PLAN
Graduation Ceremony
Section 1. Scope Management Plan
1.1 Project Description
Project management refers to management of project which will provide all essential guidelines
regarding performance of project (Radujković and Sjekavica, 2017). This project will discuss,
planning regarding organization of graduation ceremony. Since, it is planned to be organized
within 3 months so this project will discuss detailed plans and steps that will be going to perform
for successful execution of event. Various critical terms regarding project including its entire
procedure, costing structure, risk register and various other are also being highlighted here.
This project will discuss all about graduation ceremony that will going to be performed after 3
months with an average budget of £7000. All services regarding this project will be marked as per
expected budget and with high performance efficiency.
1.1.1 Project Objectives
The main objective behind the organization of this project is to encourage good practices of
students through allotting them appropriate award so that they can further take initiatives in the
field of studies. The main objective include:
 To become number one college with high standard of studies by the end of 2021.
 To accomplish the ceremony on due date with desired budget.
 To appreciate those students who had performed well in examination.
 To ensure that every service regarding this event will be performed with full
specialization.
 To provide degrees to those students who had completed their graduation.
1.2 Project Scope
 The main scope behind the organization of this project is to allot degrees and certificate
to those students who had completed their studies in the college.
 This project will deliver a lesson to students in the form of encouraging them to improve
their studies so that their performance will also be appreciated.
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PROJECT PLAN
Graduation Ceremony
 It will be initiated and finished within a period of allotted 3 months.
 This project will also work in encouraging those students who are not too much good in
studies so that by participating in this project or ceremony they will get motivated by
seeing the good work of students.
 This project will deliver its main objectives along with acquiring and utilization of
resources within an estimated budget of £7000.
1.3 Assumptions
 Due to this ceremony the perspective of students regarding studies may change.
 Those students who are yet not performing good, may start performing well after
participating in event.
 All the facilities in the event will be well-equipped including food, beverages and others.
 Due to appreciation of good moves, new comers will get a definite direction.
 Planed awards and cultural program-mes will be executed as it is desired along with
delivering of same message as it is assumed.
 The event will be started and accomplished within the estimated time period of 3 months.
 Around 200-250 students will participate in this event.
 Due to effective communication and clearance of understanding all assigned roles and
responsibilities will be performed in desired manner.
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PROJECT PLAN
Graduation Ceremony
1.4 Constraints
 Due to low budget allocated for the project it may not put that much impact as expected and
there are also chances that allotted budget may come short while actual execution of project.
 Students would not show interest towards this ceremony.
 As it is planned before three months so there are chances that the authority and chief guest
will not being able to present due to sudden any emergency.
 As lots of activities are going to be happened in this ceremony so there are chances that
accomplishment of activities would not be completed on desired time.
1.5 Project Roles and Responsibilities
For every successful project there are number of individuals plays an important role. Out of them
some are:
Key member Roles and responsibilities
Project manager  It is the main role of project
manager that the assigned project
will be performed and
accomplished in the desired and
planned manner.
 Performance of activities within the
allocated budget is also the
responsibility of project manager
(Picciotto, 2020).
Human resource  Ensures successful execution of
project.
 Ensure that desired number of
authority and members will take
active participation.
Supervisor  Guides and lead every associated
individual regarding project.
 Control and check that everything
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PROJECT PLAN
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will be going in right direction.
 Lead and provide direction to all
members of project.
Supplier  They play a very important role in
the supplying of all necessary
equipment.
 It is their responsibility that there
should be adequate availability of
equipment so that there will be no
shortage.
Invigilator  Ensures performance of activities in
desired mode.
 Take care that all functions and duties are
performed as per decided role.
Quality manager  Quality manager plays an important role in
maintaining and raising quality of event.
 It also the responsibility of quality manager
that every activity will be performed in
efficient manner.
1.6 Project Work-breakdown Structure (WBS)
Work break down structure refers to that structure which shows and guides about various
activities that will going to be executed in the entire project. Since, it is very complicated to
perform entire work in mismanaged manner so WBS structure provides a direction in which entire
work will be break into different parts (Burghate, 2018). The reason behind WBS adoption is
timely completion of project along with high focus on individual activity.
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PROJECT PLAN
Graduation Ceremony
Section 2. Time Management Plan
2.1 Project Activity/Time/Dependency base table
Activities Time-period (DAys)
Project initiation
Setting up of goals and objectives 4
Team development 3
Assigning roles and responsibilities 3
Feasibility study 9
Planning
Establishing reporting framework 4
Budgeting 6
Making timeline 5
Determining promotional activities 5
Execution and implementation
Itinerary preparation 5
Determining venue 4
Monitoring and controlling
Rehearsal of itinerary 5
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PROJECT PLAN
Graduation Ceremony
Registration of participants 4
Taking safety precaution 2
Closure
Allotting awards and conduction of
ceremony
1
2.2 Project Gantt Chart
It refers to a chart which shows a schedule of performance of activities. This chart will help in the
determination of path in which activities will going to be performed. In addition, of giving
information regarding activities this chart also shows synchronization of steps which means it
shows linking of activities from one other (Nurre and Weir, 2017).
Task Name Duration Start Finish
Gradution ceremony 60 days Thu 2/25/21 Wed 5/19/21
Project initiation 19 days Thu 2/25/21 Tue 3/23/21
Setting up of goals and
objectives 4 days Thu 2/25/21 Tue 3/2/21
Team development 3 days Wed 3/3/21 Fri 3/5/21
Assigning roles and
responsibilities 3 days Mon 3/8/21 Wed 3/10/21
Feasibility study 9 days Thu 3/11/21 Tue 3/23/21
Planning 20 days Wed 3/24/21 Tue 4/20/21
Establishing reporting
framework 4 days Wed 3/24/21 Mon 3/29/21
Budgeting 6 days Tue 3/30/21 Tue 4/6/21
Making timeline 5 days Wed 4/7/21 Tue 4/13/21
Determining promotional
activities 5 days Wed 4/14/21 Tue 4/20/21
Execution and
implementation 9 days Wed 4/21/21 Mon 5/3/21
Itinerary preparation 5 days Wed 4/21/21 Tue 4/27/21
Determining venue 4 days Wed 4/28/21 Mon 5/3/21
Monitoring and 11 days Tue 5/4/21 Tue 5/18/21
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Graduation Ceremony
controlling
Rehearsal of itinerary 5 days Tue 5/4/21 Mon 5/10/21
Registration of
participants 4 days Tue 5/11/21 Fri 5/14/21
Taking safety precaution 2 days Mon 5/17/21 Tue 5/18/21
Closure 1 day Wed 5/19/21 Wed 5/19/21
Allotting awards and
conduction of ceremony 1 day Wed 5/19/21 Wed 5/19/21
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PROJECT PLAN
Graduation Ceremony
Section 3. Cost Management Plan
3.1 Cost Breakdown and Budget
It is an important element of this project. Performance of this step is very essential for successful
execution of project. As per this step estimated cost will be allocated for the performance of specified
activity of this project. Since it is very essential for the success of any project that its associated
resources will be utilized in efficient manner and for efficient utilization of resources, allocation of
sufficient costing and budgeting is important (Tonchia, 2018). Under this step budget will be formed
wherein adequate cost will be allocated to different particulars including activities, equipment and
concerned departments. Breaking of cost is very important so that there will be no shortage of money
and adequate amount of money will be spent over adequate activity and every step will be performed
in the best possible manner.
Resources Budget
Human resources £400
Equipment £1100
Venue £2600
Promotion strategies £1500
Food and drinks £1100
Precautionary equipment £300
Total £7000
3.2 Project Cost Baseline
As it is clear from the above table that the total cost that will be estimated for the completion of
this project will be around £7000. So, it is very essential that it should be distributed in adequate
manner among various activities or equipment's so that successful execution of project will take
place. Human resource being of the important element for the performance of every project so it
is essential that appropriate budget will be allocated to them. So, they can perform their activities
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PROJECT PLAN
Graduation Ceremony
in the form of availing sufficient number of employees during the ceremony. For that £400 is
assigned to HR department. In addition, of human resource venue is also an important element
for the execution of project. Since, due to high demand of venue it is approximate that £2600 will
be spent over venue. Likewise, food and drinks are also important in every ceremony so an
estimated amount of £1100 is kept for meeting this requirement. Being a precautionary measure
£300 is kept aside for precautionary equipment. For making an event successful it is very
essential that promotional strategies will be adopted so that in addition of creating awareness
regarding ceremony, promotion of college will also take place. For meeting promotional activities
an estimated budget of £1500 is decided. £1100 out of £7000 is kept for equipment so that event
will be conducted in well-designed manner.
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PROJECT PLAN
Graduation Ceremony
Section 4. Communication Management Plan
4.1 Project Stakeholders
Stakeholder plays a very important role in the successful execution of any ceremony. Without the
interest of stakeholders no activity or event will be successful. Stakeholder plays a very important
role for the performance of event. There are many stakeholders that are being associated with
this graduation ceremony. The very first and important stakeholder are sponsors. Without the
present of sponsors no event would be possible to execute. Sponsors are very essential for every
ceremony and event because they provide funds for the performance of event. Another
stakeholder includes Dean or principle of college. Since, they are the top senior authority of
college so it is very essential that prior permission will be taken from them before planning any
event for the college (Derakhshan, Turner and Mancini, 2019). Students are also considered
as one of the important stakeholder. This is because without their presence in the event, no
ceremony would being able to perform. As this ceremony will be organized for the students so
without their presence no event will be possible. In addition, of above stakeholders' invigilator is
also plays an important role for the competition of event. Since their main work is to look every
activity that it is performed in a well desired manner or not. So, without their interest and activity
this event would not be possible to perform.
4.2 Stakeholder Communication Plan
For the performance of internal communication which includes communication between
invigilators, dean, project manager and various other, electronic mail will be used. As it is an
electronic mode of communication along with used for formal communication so this method will
be adopted. The frequency would be 1. This means that almost every day this will be done. Apart
from internal stakeholder communication with external stakeholder including sponsors, marketing
manager or promoter will be performed on a frequency of 2-5 days. Instead of daily
communication, it will be performed between 2-5 days. This can either be performed through e-
mails and telephone.
Apart from that appropriate communication link will be established between different personnel so
that communication will flow in a definite direction. This can be implemented as invigilator will
report to supervisor and not to project manager (Sarhadi, Yousefi and Zamani, 2018).
Similarly, supervisor will communicate with project manager. This will helps in equal and smooth
flow of information so that effective communication will establish.
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PROJECT PLAN
Graduation Ceremony
Section 5. Risk Management Plan
5.1 Risk Identification, Analysis and Action Plan
Risk register
Risk event Cause Effect Responsibl
e person
Action
Budgetary
risk
Over-
utilization
of budget.
Mis-
manageme
nt of
budget
because of
arisen of
emergency
or adding
additional
activity.
Affect
actual
execution
of project.
Non-
completion
of certain
associated
events.
Finance
manager.
Preparation
of advance
budget will
be initiated.
Proper
budgetary
measures
will be
taken so
that it will
efficiently
used.
Natural
calamity.
Climatic
change.
Cancellatio
n of event.
Postponem
ent of
event.
Act of God. Booking of
such
venues
where
adequate
facility in
the form of
halls will be
available
so that this
calamity
can be
mitigated.
Along with
advance
booking,
precautiona
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PROJECT PLAN
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ry
measures
in the form
of
adequate
equipment
will
purchase.
Time
manageme
nt risk.
Non
completion
of assigned
activity on
desired
time.
Few
activities
may take
more than
assumed
time.
Delaying of
event.
Cancellatio
n of few
activities in
event.
Project
manager.
Adequate
planning or
allocating
some time
margin for
every
activity.
Adoption of
time
manageme
nt
techniques
including
like,
prioritizing,
tracking
and various
other will
be
adopted.
Technical
risk.
Damage to
some
equipment.
Distortion
of
equipment.
High effect
on event in
the form of
non-
performanc
e of related
activity.
Purchase
department
.
Establishm
ent of
controlling
measures
so that it
will be
checked
before the
time of
occurrence
of such
event or
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PROJECT PLAN
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activity.
Purchase
of
additional
equipment.
Conflicts. Communic
ation error.
Mis-
understand
ing or mis-
intrepretati
on of
message.
Performanc
e of such
activities
which is
not
required to
be
performed.
Wrong
performanc
e of event.
Demotivati
on among
employees.
Manager. Adequate
planning or
adoption of
adequate
communica
tion modes
and
mediums.
Launching
of informal
get
together so
that every
individual
will be well
aware with
each other
and no
wrong
interpretati
on will be
done.
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REFERENCES
Books and journals
Burghate, M., 2018. Work breakdown structure: Simplifying project management. International
Journal of Commerce and Management.3(2).
Derakhshan, R., Turner, R. and Mancini, M., 2019. Project governance and stakeholders: a
literature review. International Journal of Project Management.37(1). pp.98-116.
Nurre, S.G. and Weir, J.D., 2017. Interactive Excel-based Gantt chart schedule
builder. INFORMS Transactions on Education.17(2). pp.49-57.
Picciotto, R., 2020. Towards a ‘New Project Management’movement? An international
development perspective. International Journal of Project Management.38(8). pp.474-
485.
Radujković, M. and Sjekavica, M., 2017. Project management success factors. Procedia
engineering.196. pp.607-615.
Sarhadi, M., Yousefi, S. and Zamani, A., 2018. Participative project management as a
comprehensive response to postmodernism criticisms: The role of
communication. International Journal of Managing Projects in Business.
Tonchia, S., 2018. Project Cost Management and Finance. In Industrial Project
Management (pp. 153-170). Springer, Berlin, Heidelberg.
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