Scope Management Plan for Graduation Ceremony at Bloomsbury Institute

This document provides a scope management plan for organizing a graduation ceremony at Bloomsbury Institute. It includes project description, objectives, scope, assumptions, constraints, project roles and responsibilities, and work-breakdown structure.

Professional Diploma in Innovation
Management
Table of Contents
Section 1. Scope Management Plan.................................................................................................4
1.1 Project Description.................................................................................................................4
1.2 Project Scope.........................................................................................................................4
1.3 Assumptions
.....................................................................................................................................................5
1.4 Constraints.............................................................................................................................5
1.5 Project Roles and Responsibilities
......................................................................................................................................................6
1.7 Project Work-breakdown Structure (WBS)...........................................................................7
Section 2. Time Management Plan..................................................................................................7
2.2 Project Activity/Time/Dependency base table ......................................................................7
2.3Project Network Diagram.......................................................................................................9
2.3 Gantt chart ...........................................................................................................................11
Section 3. Cost Management Plan.............................................................................................16
3.1 Cost Breakdown and Budget...............................................................................................16
3.2 Project Cost Baseline........................................................................................................16
Section 4. Communication Management Plan...............................................................................17
4.1 Project Stakeholders.......................................................................................................17
4.2 Stakeholder Communication Plan........................................................................................17

Section 5. Risk Management Plan.................................................................................................18
5.1 Risk Identification, Analysis and Action Plan ....................................................................18
REFERENCES..............................................................................................................................21

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

Section 1. Scope Management Plan
1.1 Project Description
Project management is the process, knowledge, method, skill and experience to
accomplish the project objective according to the project acceptance criteria within the specific
agreed parameters. Project manager is responsible to plan the project effectively, and it covers
planning, expectation, scope, resources , activities and schedule (Babar., Oracle International
Corp, 2019). all the roles and responsibility will be assigned and it role of project member's will
be clear so their will be no thought in their mind that what they have to do in the graduation
ceremony event.
This project is based on graduation ceremony and it is host by the Bloomsbury institute.
The ceremony will be placed on November 2021 where project manager will plan whole project
and implement. Project manager will take around 3 moths to complete this project and host have
provide budget around £7000 to complete and organize the ceremony effectively.
1.1.1 Project Objectives
 To organize graduation ceremony within the campus of Bloomsbury Institute
 To ensure proper marketing of the graduation ceremony
 To make sure high quality of services are provided to the student's within
graduation ceremony.
1.2 Project Scope
Project management scope refers to the set of feature within the project. The deliverable
are distributed from the requirements of the project. The main scope of the project is that the
work need to be accomplished within the given times, budget or result with the specified features
and functions.
This project has higher scope to attend the graduation ceremony by the student's, The
advertisement will be done thorough the Posters and project manager will ensure that marketing
of the graduation ceremony can be doe properly so more and more students can attend
graduation ceremony. Venue time sis decide from the morning 10 Pm and according to the
assumptions it will e over till the 5 O clock and last 6 O clock (de Melo and et.al., 2020). The
hall will be booked for the whole day so the time can be expanded easily without any problem.

1.3 Assumptions
 The project planning of the Graduation Ceremony will be start before the three
month and it will be finished before the Novembers end of 2021.
 all the roles and responsibility will be assigned and it role of project member's
will be clear so their will be no thought in their mind that what they have to do in
the graduation ceremony event.
 Facilities within the graduation ceremony will be implemented life all the
equipment, lunch, water battles etc.
 It is being assumed that around 120-150 students will be participating and rest of
people will include around 400-500 including parents, staff employees at various
other.
 Resource that will be needed on the graduation ceremony will arrive after 20 to
25 days and may be the project arrangement at the campus will start after 21 to 25
days.
1.4 Constraints
There are some things that are important within the project event of Graduation Ceremony-
 Bloomsbury institute has given limited time of 3 months which means project
manager have to ensure that they complete the project within the given time.
 Bloomsbury institute provided the budget of £7000 and project manager ha to
complete all the activities and arrangement.
 Special skill will be needed in the staff who will work on the ground because ordinary
people cannot do those things like, Stage work where employees who know how to
make the stage can also do it.
 who will organise the ceremony in fruitful manner (Nijhuis, Vrijhoef and Kessels.,
2018). This will include volunteers from current batch which will be participating in
the event. This will leads to ascertainment of various finances being available to meet
the needs of conducting the event. It will leads with various sponsors which will leads
to building with their own brand image. It will thus leads with getting finance to
organise the event huge level.

1.5 Project Roles and Responsibilities
Project manager It contributes by handling any changes made in
the project and to address the constraints and
the requirements identified by the leaders. It
must be abreast of decisions and review all the
activities.
Supervisor Supervisor will be responsible to report all the
activities about work process to project
manager.
Engineers Engineer will design the all the stages and
within the graduation ceremony.
Staff Staff and employees will work on the ground
and their work is make stage and arrange
chairs.

1.7 Project Work-breakdown Structure (WBS)
Section 2. Time Management Plan
2.2 Project Activity/Time/Dependency base table
Activities Time line (days)
Initiation 27
Setting up of goals and objectives 5
Setting up of team 7
Assignment of roles and responsibilities 3
Stakeholder identification 10

Conducting feasibility study 2
Planning of event 9
Budget development 2
Development of timeline 5
Promotional mechanism 2
Execution and implementation 11
Preparation of itenary 6
Selecting of venues 5
Monitoring and control 13
Rehearsal of itinerary 8
Registration of participants 5
Closing 1
Thanking ceremony 1
2.3 Project Network Diagram
A Network Diagram is visualize schedule of the visual and sequential and logical
relationship between task of the project setting. A Network Diagram within this project will help
the project manager to understand when and how the activities will start, and they will able to
measure the progress including their time. This network diagram has inserted activities from the
start to end, including its times and covered within 3 months.
The event initiation was started on 16 /2/21 that is Monday and finish at 8/3/21 that is
Friday. Then, planning was started at 9/3/21 Monday and finished at 5/4/21 Thursday. The
execution started at 6/4/21 Friday and finished at 19/4/21 Thursday. The monitoring was
started at Friday 20/4/21 and finished at 28/4/21 Tuesday. At last closing started at Tuesday
29/4/21 and finished on 3/05/21.

2.3 Gantt chart
The activity wills start from the initiation that will cover Setting up of goals and
objectives, team, roles and responsibility, identification of stakeholders and feasibility study and
it will take 30 days . Another step will be Planning which will cover budget, timelines and
promotion within 29 days. Execution and implementation will be next step that will cover
preparation of irtenary, selection of venue within the 20 days and other Monitoring and control
and Closing of event will be done within 13 days.

Task Mode Task Name Duration Start Finish Predecessors
Auto
Scheduled Initiation 15 days Tue2/16/21 Mon 3/8/21
Auto
Scheduled
Setting up of goals and
objectives 0.2 wks Tue2/16/21 Tue2/16/21
Auto
Scheduled Setting up of team 0.4 wks Wed2/17/21 Thu2/18/21 2
Auto
Scheduled
Assignment of roles and
responsibilities 1 wk Fri 2/19/21 Thu2/25/21 3
Auto
Scheduled Stakeholder identification 0.4 wks Fri 2/26/21 Mon 3/1/21 4
Auto
Scheduled
Conducting feasibility
study 1 wk Tue 3/2/21 Mon 3/8/21 5
Auto
Scheduled Planning of event 20 days Tue 3/9/21 Mon 4/5/21
Auto
Scheduled Budget development 2 wks Tue 3/9/21 Mon3/22/21 6
Auto
Scheduled Development of timeline 1 wk Tue3/23/21 Mon3/29/21 8
Auto
Scheduled Promotional mechanism 1 wk Tue3/30/21 Mon 4/5/21 9
Auto
Scheduled
Execution and
implementation 10 days Tue 4/6/21 Mon4/19/21
Auto
Scheduled Preparation of itenary 1 wk Tue 4/6/21 Mon4/12/21 10
Auto
Scheduled Selecting of venues 1 wk Tue4/13/21 Mon4/19/21 12
Auto Monitoring and control 7 days Tue4/20/21 Wed4/28/21

Scheduled
Auto
Scheduled Rehearsal of itinerary 1 wk Tue4/20/21 Mon4/26/21 13
Auto
Scheduled
Registration of
participants 0.4 wks Tue4/27/21 Wed4/28/21 15
Auto
Scheduled Closing 2.5 days Thu4/29/21 Mon 5/3/21
Auto
Scheduled Thanking ceremony 0.5 wks Thu4/29/21 Mon 5/3/
Section 3. Cost Management Plan
3.1 Cost Breakdown and Budget
There will require a proper budget for undertaking of project. With that cost will be distributed to
buy resources. This will enable in allocating of resources. As budget for project is 60000 it is
divided as below :
Particular Budget
HR £500
Tools and equipment £2000
Raw materials £2000
Venue £500
Promotion £1000
Food and drinks £1000
Total £7000
3.2 Project Cost Baseline
The Project Budget is a tool used by project managers to estimate the total cost of a
project. A project budget template includes a detailed estimate of all costs that are likely
to be incurred before the project is completed. Large commercial projects can have
project budgets that are several pages long.
Bloomsbury institute provided the budget of £7000 to the project manager for the
event Graduation Ceremony. £500 will be spent on the Human resource department

where they will use it to recruit new employees for the work. £2000 will be needed to buy
the tools and equipment that will be used to make the stage and other decoration things.
Employees will order the raw material and it will require money around £2000, £500 is
for the venue and place where the Ceremony will be organized. Project manager will
book the whole where they whole event will take place and student's will take
participation (Zaman, Nawaz and Nadeem ., 2020). Promotion is one of the most
important thing within the event and posters and articles will be need to inform the
student's another classes about the program, so they can take participation in the event
and it will be need £1000 amount so the marketing team can make poster and distribute to
the people whip will take participation. In a graduation Ceremony food will be needed
because the program will run fr the longer items of period so project manager also have
added money for the food and other beverage and it will be cost around £1000 and total it
will be £7000.
Section 4. Communication Management Plan
4.1 Project Stakeholders
There are various project stakeholder being affiliated with organising of graduation ceremony at
Bloomsbury institute such as Management team who will organise the ceremony in fruitful
manner. This will include volunteers from current batch which will be participating in the event.
This will leads to ascertainment of various finances being available to meet the needs of
conducting the event. It will leads with various sponsors which will leads to building with their
own brand image. It will thus leads with getting finance to organise the event huge level. It
includes students of batch for whom the ceremony is being organised. It will include top
authority such as Dean, Head of various departments who will leads to decision making for
organising of event. It will include parents of the students passing out for whom the ceremony is
being organised, as they will encounter with the achievements of their children. It will include
corporate professionals who will be part of ceremony as their interest will lies with attracting
top of talented individuals who will be recruited in the company for achievement of better
results. It will include media individuals who will be telecasting the ceremony on various
platforms which will leads to increase in favourable brand image ( (Eskerod and Larsen, 2018).

4.2 Stakeholder Communication Plan
Stakeholder Engagement
action
Owner Channel of
communication
Frequency
Mitchell Manage closely Project manager E mail
notification from
software
Daily basis
Bill bailey Keep informed Project manager Memos+ agenda
summaries
Weekly basis
Dave chapel Monitoring Project manager Through top of
line emails about
the overall
timeline/ budget
progress
Monthly basis
Lisa Shlesinger Keep satisfied Project manager By newsletter Monthly basis
Section 5. Risk Management Plan
5.1 Risk Identification, Analysis and Action Plan
Risk management plan:
It refers to that plan which gives information about various risk that may occur while executing
the plan. Since, risks have great impact over the project so it is very essential to incorporate this
plan into project. This plan in addition of giving information about future possible risk, it also
helps to analyse the intensity of risk which means how badly it may affect the entire project. This
plan also helps to make strategies regarding mitigation of such risks.
Risk
description
Impact
description
Impact level
(Between 1-
5)
Probability
level
(Between 1-
Mitigation
and action
notes
Owner Plan

1 being low,
5 being high
5)1 being
low, 5 being
high
Risk can be
related with
delay in
hosting the
event.
The impact
can be it
increase in
the cost of
hosting ,
loss of
reputation
3 4 The action
plan for this
could be
effective
time
managemen
t. Task
needs to be
aligned with
time.
Project
manager
Mitigate
It can leads
with
hazardous
situation
such as fire
in the event
The impact
will be huge
as it may
even leads
to loss of
life and
injuries to
individuals(
(Papke-
Shields,
Boyer-
Wright,
2017)
4 1 To mitigate
this various
safety
measures to
be taken to
overcome
the
situation. It
includes
placing of
fire
extinguisher
and proper
exit places
Project
manager
Avoid
Risk can be
associated
with non
Impact of
this will
leads to not
3 3 It will be
overcome
by proper
Volunteers Avoid

availability
of suppliers
of
equipments
proper
managemen
t of event in
fruitful
manner,
hence will
create a
situation of
confusion to
host the
event
planning
process and
making
prior to time
of hosting
event that
all things
are being
available. It
will be by
means of
continuous
contact with
suppliers to
know there
status
Risk can be
related with
conflicts
among the
team
members as
not
matching up
with view
points and
ideas
The impact
can be huge
as activities
and task can
be
misaligned
and there
will be lack
of resources
for
conducting
the activities
with
positive
means
4 2 These can
be
overcome
by building
effective
and fruitful
relationship
s between
volunteers
and team
members to
ensure that
they know
mindset of
individuals
Project
manager
Mitigate

they will be
working
with
working
with
Risk can be
associated
with
earthquake
and floods
at time of
hosting
event
The impact
will be
severe as it
result is
discontinuat
ion of event
5 1 It relates
with
building
awareness
among
audience
and taking
safety
measures
Project
managers
Accept

REFERENCES
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project management. International Journal of Project Management. 35(2). pp.169-179.
Eskerod, P. and Larsen, T., 2018. Advancing project stakeholder analysis by the concept
‘shadows of the context’. International Journal of Project Management.36(1). pp.161-
169.
Sharon, A. and Dori, D., 2017. Model‐Based Project‐Product Lifecycle Management and Gantt
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