Scope Management Plan for Graduation Ceremony in a University

Managing operations and
Projects

Table of Contents
SECTION 1: SCOPE MANAGEMENT PLAN.............................................................................2
1.1 Project description................................................................................................................2
1.2 Project scope.........................................................................................................................2
1.3 Assumptions.........................................................................................................................2
1.4 Constraints............................................................................................................................3
1.5 Project roles and responsibilities..........................................................................................3
1.6 Responsibilities.....................................................................................................................3
1.7 Work breakdown structure...................................................................................................5
SECTION 2: TIME MANAGEMENT PLAN................................................................................5
2.1 Project Milestone..................................................................................................................5
2.2 Project Activity.....................................................................................................................6
2.3 Project Network diagram......................................................................................................7
2.4 Project gantt chart.................................................................................................................7
SECTION 3: COST MANAGEMENT PLAN...............................................................................9
3.1 Cost breakdown and budget.................................................................................................9
3.2 Project cost baseline...........................................................................................................10
TASK 4 COMMUNICATION PLAN..........................................................................................10
Project stakeholders..................................................................................................................10
SECTION 5: RISK MANAGEMENT PLAN..............................................................................12
5.1 Risk identification, analysis and Action plan.....................................................................12
5.2 Project risk matrix..............................................................................................................14
REFERENCES..............................................................................................................................15
1

SECTION 1: SCOPE MANAGEMENT PLAN
1.1 Project description
The project is all about to organize a graduation ceremony for students in a University
which will take place in November 2021. The assigned budget for conducting project will be
£7000 and only 3 months were assigned to complete the same. Further, it is a convocation in
which University facilitate students in order to complete their degree.
Objectives:
 To organize a ceremony where almost 500 to 600 graduated students will receive their
graduation certificate in November, 2021 within 3 months.
 To increase the admission up to 20% by conducting convocation within next year.
 To enhance the brand image of University within 1 year.
1.2 Project scope
The main objective is to conduct a successful graduation ceremony of approx. 500 to 600
students within a limited budget. Project manager (PM) must deliver the required ceremony with
due date by managing time. Also, quality of an event should be high, so it is advised to choose
personnel for conducting whole task very carefully, as only those people should be given
priority who have strong experience with respective project (Novo, Landis and Haley, 2017).
Apart from this, all the technical requirement must be assessed first and priority should be given
to those task which are lengthy. Therefore, it is also advised to review all the components in
order to meet the defined budget.
1.3 Assumptions
Project assumptions are expected aspect of life cycle of a project and sometimes they
proven to be false, that leads to cause significant limitation of a project. In order to conduct
graduation ceremony, PM should ensure that all resources and vendors are available, contract
will be signed before project commencement, effective communication plan is developed with
stakeholders and start date of a project will be agreed upon (Zubizarreta and et.al., 2021).
1.4 Constraints
Project constraints is the limiting factors that affect the project's quality and delivery. In
the context of project, labor unrest and strikes, budget restriction are considered as a constraint
that directly cause opposite impact upon project success factors.
2

1.5 Project roles and responsibilities
Key Members Roles and Responsibilities
Sponsor Helps to promoting and advocating the project work. Also, oversee
the project, program management functions and provide funding
whenever need. Further, Sponsor (University) evaluate the project's
actual progress and provide feedback to PM as necessary.
Project Manager Plays a lead role in planning, executing and monitoring the project.
They are accountable for entire project scope, team, resources and
success/failure of a project (Frefer and et.al., 2018).
Students They attend the graduation ceremony and also benefited from the
programs by receiving rewards.
Media partners They act as a collaboration between two organizations in order to
spread certain content. Through strong network, they telecast entire
program and also bring a win-win quality relationship between
University and students.
Team member (3) They follow the instruction provided by PM and manage deliverable
according to plan by complete the entire project in a defined time.
Technical Manager They help to execute each phase of a project by communicate with
stakeholders (Azanha and et.al., 2017). Also, ensure that they
implement quality software in order to meet the entire project on
time.
1.6 Responsibilities
Each team member have their own responsibilities, but project managers is a role and it
is their primary responsibility is to monitor and oversee entire activity including budget, target
attain, starting date and ending date (Woźniak, 2021). With the help of RAM which assist to
describe key role and responsibilities of each members.
Responsibility Assignment Matrix
3