Project Plan for Graduation Ceremony

This project plan outlines the scope, time management, cost management, communication management, and risk management for a graduation ceremony. It includes a breakdown of tasks, budget, stakeholder communication plan, and risk identification.

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

MANAGING OPERATIONS
AND PROJECTS.

PROJECT PLAN
[Project Name]
Table of Contents
INTRODUCTION......................................................................................................................................... 5
MAIN BODY................................................................................................................................................. 5
Section 1 Scope of Management Plan......................................................................................................... 5
1.1 Project Description........................................................................................................................... 5
1.1.1 Project Objectives.......................................................................................................................... 5
1.2 Project Scope.................................................................................................................................. 5
1.3 Assumption....................................................................................................................................... 5
1.4 Constraints....................................................................................................................................... 6
1.5 Project Role and responsibilities....................................................................................................... 6
1.6 Work Project Breakdown Structure.................................................................................................. 7
Section 2 Time management plan............................................................................................................... 8
2.1 Project activities................................................................................................................................ 8
2.2 Network Diagram.............................................................................................................................. 9
2.3 project Gantt chart.......................................................................................................................... 10
Section 3 Cost Management Plan.............................................................................................................. 10
3.1 Cost Breakdown and Budget.......................................................................................................... 10
3.2 Project Cost Baseline..................................................................................................................... 11
Section 4 Communication Management.................................................................................................... 11
4.1 Project stakeholders....................................................................................................................... 11
4.2 Stakeholder communication Plan................................................................................................... 12
Section 5 Risk Management Plan.............................................................................................................. 12
5.1 Risk identification, Analysis, Action Plan........................................................................................12
CONCLUSION........................................................................................................................................... 13
REFERENCES............................................................................................................................................ 1

INTRODUCTION
Project management is method, process, knowledge experience and skills to attain particular
project having SMART objective according to acceptance criteria and agreed parameter. This report
shows the project operation plan on a graduation ceremony. The project plan include project scope
management, project time management, project cost management, project risk management, and project
communication management.
MAIN BODY.
Section 1 Scope of Management Plan
1.1 Project Description.
The Bloomsbury want to organize a graduation ceremony. The Student of final year will be given
welcome in function organize for them which likely to held on November 2021. The project of ceremony
has fixed its budget of £7000 which include all the expenditure that need to be covered under project. To
organize a successful graduation ceremony, time period of within 3 months need to accomplish the plan
(Halou, Samin,and Ahmad, 2019)
1.1.1 Project Objectives
 To complete the successful ceremony of graduation plan within a provided budget of £7000.
 To accomplish the project operation work in a limited time period within 3 months.
1.2 Project Scope
The scope of this project is to give a ceremony to graduations students. The project is conducted
within the £7000 given budgeted for the plan. This project need to be complete it's all task within 3
months before November. The deliverable services that are provided to the graduate students is with an
award for top students and certificate of graduation to all students are being provided in the program.
1.3 Assumption
For the project, it is being assumed that it all students are attaining the program for the
experiencing their last meet up. The following are the assumption for resources that are considered for a
project (Du, and et.al., 2020)
 Access to all resources that help to accomplish the project and involve both human and materials.
 The cost of personnel is being constant at a time of execution of project.
 Other material and resources cost will remain constant.
 The equipment use for project is latest and in working condition
 The weather condition assume to be normal at a time of ceremony.
 The scope of project will not be change throughout the project.

1.4 Constraints
These are the barrier of project which occurs at a time of planing of budget, time limit, scope,
activities and scheduling and management of project. The following are the constraints that affect the
project (Muszyńska, and Swacha, 2017).
 Due to limited funds availability for the project.
 It can be affected through weather condition at winter times.
 Appropriate resources of availability for the projects.
 High cost of material used for better experience.
1.5 Project Role and responsibilities
In order to complete the successful Project plan roles and responsibilities are assign to various
post.
Stakeholders Roles and responsibilities
Project Manager The main head of the project who develop the
project plan. Manage and lead the whole project
according to plan. Project manager assign all tasks
to team member.
Team Members They are the individual who actively work on one or
more activities of project. They contribute in to
achieve the overall objective of project, completing
individual devilries and documenting the process.
Project Sponsors They are the members of senior management who
have the take from the project outcome. They work
closely with project manager. Project sponsor work
on high level project plan (amáková, and et.al.,
2017). They also make key business decision and
approves the budget of project.
Resources allocator This person allocates all required resources that is
needed for project. Resources like human asset,
financial resources, equipments used for projects
and any other resources which are used for project
to accomplish a successfully.

1.6 Work Project Breakdown Structure
Section 2 Time management plan
2.1 Project activities

Task
Mode Task Name Duration Start Finish Predecessors
Auto
Schedule
d
Initiation stage 15 days Mon 3/8/21 Fri 3/26/21
Auto
Schedule
d
Finding project goal 5 days Mon 3/8/21 Fri 3/12/21
Auto
Schedule
d
Evaluating deliveries 3 days Mon
3/15/21
Wed
3/17/21 2
Auto
Schedule
d
Finding Key resources 3 days Thu
3/18/21
Mon
3/22/21 3
Auto
Schedule
d
Deciding required budget 2 days Tue
3/23/21
Wed
3/24/21 4
Auto
Schedule
d
Final approval 2 days Thu
3/25/21 Fri 3/26/21 5
Auto
Schedule
d
Project Planning 35 days Mon
3/29/21 Fri 5/14/21
Auto
Schedule
d
Set up WBS 2 days Mon
3/29/21
Tue
3/30/21 6
Auto
Schedule
d
Designing invitation cards 5 days Wed
3/31/21 Tue 4/6/21 8
Auto
Schedule
d
Preparation of guest list 4 days Wed 4/7/21 Mon
4/12/21 8,9
Auto
Schedule
d
Selecting Buffet 4 days Tue
4/13/21 Fri 4/16/21 9,10
Auto
Schedule
d
Improving cost approximation 5 days Mon
4/19/21 Fri 4/23/21 11
Auto
Schedule
d
Creating formal project plan 5 days Mon
4/26/21 Fri 4/30/21 12
Auto
Schedule
d
Furniture arrangement 3 days Mon 5/3/21 Wed 5/5/21 13
Auto
Schedule
d
Arranging certificates and medals 4 days Thu 5/6/21 Tue
5/11/21 14
Auto
Schedule
d
Analysing risk 3 days Wed
5/12/21 Fri 5/14/21 15
Auto Execution of project 12 days Mon Tue 6/1/21

Schedule
d 5/17/21
Auto
Schedule
d
Executing project plan 7 days Mon
5/17/21
Tue
5/25/21 16
Auto
Schedule
d
Supervise progress 2 days Wed
5/26/21
Thu
5/27/21 18
Auto
Schedule
d
Compliance with procedure relating to
quality assurance 3 days Fri 5/28/21 Tue 6/1/21 19
Auto
Schedule
d
Project monitoring 14 days Wed
6/2/21
Mon
6/21/21
Auto
Schedule
d
Measuring execution 3 days Wed 6/2/21 Fri 6/4/21 20
Auto
Schedule
d
Creating risk register 4 days Mon 6/7/21 Thu
6/10/21 22
Auto
Schedule
d
Checking of compliance related to change
management 2 days Fri 6/11/21 Mon
6/14/21 23
Auto
Schedule
d
Monitoring all stages 5 days Tue
6/15/21
Mon
6/21/21 23,24
Auto
Schedule
d
Project closure 13 days Tue
6/22/21 Thu 7/8/21
Auto
Schedule
d
Approving final acceptance 2 days Tue
6/22/21
Wed
6/23/21 25
Auto
Schedule
d
Undertaking of administrative and financial
closure 6 days Thu
6/24/21 Thu 7/1/21 27
Auto
Schedule
d
Accomplishment of project 5 days Fri 7/2/21 Thu 7/8/21 28
2.2 Network Diagram

2.3 Project Gantt chart
Section 3 Cost Management Plan
3.1 Cost Breakdown and Budget
For execution of plan, the cost is estimated and budget is made at £7000. The major resources
which are required for ceremony is venue which cost £1100. Another major expense is occurred in food
and beverages at £3500. To invite students expense on invitation cared is fix at £300 and decorations
include £400. Rent of furniture is shows cost of £300 whereas incentive to members that work to execute
the plan successful is provided with £1100 in total (Lee, LIU, and Lai, 2018). Lastly Miscellaneous
expenses are shown at £300 which include all petty expenses.

3.2 Project Cost Baseline
Expenses Cost
Venue Rent £1100
Food and Beverages £3500
Invitation cards £300
Incentives £1100
Rent of Furniture £300
Decoration £400
Miscellaneous £300
Total £7000
Section 4 Communication Management
4.1 Project stakeholders
The Project stakeholder who have their interest level and power in the project and include the
following:.
Keep Satisfied: This category of stakeholder include the those stakeholders who have high
power and authority in project but their interest in low towards the project. For the project of ceremony of
student graduation, Project Manager come under the category of keep satisfied (Abdilahi, Fashina, and
Fakunle,2020). They have all the power of project but have put minimum efforts and interest to monitor
the project plan. They just wan to accomplish the project on time and good responds is expecting.
Monitor (minimum efforts): This show those people who have the least interest and power in
project. They function just to complete the project and monitor project as their duty and to earn some of
the money through this type of functions. In current project Team Members are present in a category of
Monitor who have the least interest in project. The just manage their lower people to monitor the work.
They monitor the work perform by superiors and report to upper authority (Kermanshachi, and et,al.,
2018)
Manage closely: This person work closely in project and have high interest and powers towards
the project execution. They want to execute project in perfect manner and no wastage of resources or any
uncertainty wants. The current project are known as Project Sponsors. They have a high interest in
project due to money invested by him for the ceremony. Further they are directly connected to senior
authority which include the power towards the project.

Keep informed: This type of person shows the high interest in project but having low power
towards the project. Resource allocator is shown in the project which have high interest towards the
project as they work to provide all resources that are required in the project. They monitor the resources
that are used properly and no wastage of resources are done buy members. They are very helpful
towards the member and provide all facilities that is needed by members to complete the assign tasks
(Fashina, Abdilahi and Ibrahim, 2020)
4.2 Stakeholder communication Plan
Stakeholder Frequency Time period Method
Project manager Daily Every few hours Through message or
email
Project Sponsor weekly Every day Phone calls
Team Members weekly Whenever required In meeting
Section 5 Risk Management Plan
5.1 Risk identification, Analysis, Action Plan
Risk Description Likelihood Impact Mitigating action
Technical risk Failure of
equipments like
stage mic, DJ
sound
technological
cliché.
Likely Major Appointing a technical person to
avoid the uncertain risk arises
from technical issues. The music
system fails in party that impact
the flow of program (Valenko and
Klanšek, 2017).
External risk Suppliers,
market
condition like
inflation and
deflation in
economy.
Unlikely Moderate Analysing the market condition by
project manager that can affect
the cost of project. If, the market
goes under inflation, it increases
the prices and cost of products
that are used for the projects. It
directly impacts on budget of
project.
Organizational
risk
Budget,
resources
availability,
project
Almost certain Major To avoid the situation, project
manager and resources allocator
need to maintain backup plan in
case organizational risk arises

dependencies (Lachhab, and et.al., 2017).
Project
management
Planing,
monitoring,
controlling and
communication.
Possible Major To prevent project management
risk, project manager and team
members need to be coordinated
and flow of communication need
to be clear and monitor timely to
avoid the risk.
Natural
Calamity
Flood,
earthquake,
Extreme Catastrophic This risk is most powerful impact
on the program but have the least
possible chances to occurred
during the program.
CONCLUSION
The above project management conclude that, To complete the project successfully shows total
cost £7000. This project has a time limit within three months (approx 89 days). This project includes the
various stages of project which shows efforts and time to completion of project. First stage project scope
management shows the scope of project and objective for the project. Secondly project time
management shows the time taken by each step which can be known through WBS. Third stage shows
the cost management which include the budget and each factor of cost occurred. It shows through
breakdown of each cost. Further forth stage shows communication management plan which involve the
stakeholder and their interest in the project and how to communicate with stakeholder. Lastly, fifth stage
shows the risk associated with project that can impact the overall cost and project. Various risk are
identified, analysis and clear action is taken to prevent the risk.

REFERENCES
Books and journals
Abdilahi, S.M., Fashina, A.A. and Fakunle, F.F., 2020. An overview of the applications of project scope
management in Somaliland telecommunication industry: Approaches, impacts, constraints and
practices. PM World Journal, IX, pp.1-17.
Du, J., and et.al., 2020. BIM for improved project communication networks: Empirical evidence from email
logs. Journal of Computing in Civil Engineering. 34(5). p.04020027.
Fashina, A.A., Abdilahi, S.M. and Ibrahim, A., 2020. The significant factors that influence the choice of
project scope management practices in telecommunication companies in Somaliland1.
Halou, M., Samin, R. and Ahmad, M., 2019. Impacts of change management on risk and cost
management of a construction projects. Journal of Project Management. 4(2). pp.157-164.
Kermanshachi, and et,al., 2018, July. Effectiveness assessment of transportation cost estimation and
cost management workforce educational training for complex projects. In International
Conference on Transportation and Development 2018: Planning, Sustainability, and
Infrastructure Systems (pp. 82-93). Reston, VA: American Society of Civil Engineers.
Lachhab, M., and et.al., 2017. Towards an integration of systems engineering and project management
processes for a decision aiding purpose. IFAC-PapersOnLine. 50(1). pp.7266-7271.
Lee, K.F., LIU, H.X. and Lai, J.Q., 2018. The Application of BIM Technology in Construction Project Cost
Management. DEStech Transactions on Social Science, Education and Human Science,
(amse).
Muszyńska, K. and Swacha, J., 2017. Selecting Project Communication Management Software Using the
Weighted Regularized Hasse Method. In Information Technology for Management. Ongoing
Research and Development (pp. 212-228). Springer, Cham.
Samáková, J., and et.al., 2017. Using the communication methods, tools and support during
management of project communication in industrial manufacturing enterprises. Research
Papers Faculty of Materials Science and Technology Slovak University of Technology. 25(41).
pp.51-62.
Valenko, T. and Klanšek, U., 2017. An integration of spreadsheet and project management software for
cost optimal time scheduling in construction. Organization, Technology and Management in
Construction: an International Journal. 9(1). pp.1627-1637.
Online
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