Managing Operations and Projects

This report provides insights on managing operations and projects, focusing on project scope management, project cost management, project risk management, and project communication management. It discusses the importance of detailed planning techniques, work breakdown structure, Gantt chart, network diagram, critical path analysis, project cost management, project risk management, and project communication management. The report also includes a communication plan for stakeholders. The case study is based on the project plan of Bloomsbury Institute for hosting a graduation ceremony.

Managing Operations
and Projects

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Project Scope Management..........................................................................................................1
Project Cost Management............................................................................................................2
Project Cost Management............................................................................................................4
Project Risk Management............................................................................................................5
Project Communication Management..........................................................................................6
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Managing Operations and Projects refers to ensuring that the different types of activities
are arranged in the right manner so that the overall level of operational efficiency and
effectiveness can be maximized and the management of the different types of projects can be
done properly (Aubry and Lavoie-Tremblay, 2018). This report is based on the Project Plan of
Bloomsbury Institute. The Institute wants to organise a Graduation Ceremony in November
2021. In this report, there will be specific focus will be made on different types of requirements
of the Project so that it can be completed successfully within the set time-frame.
MAIN BODY
Scenario- Bloomsbury Institute is planning to host a graduation ceremony in November
2021. For this project, the budget is 7,000 pounds and the overall project length must not exceed
3 months. Thus it can be said that for the success of this project it is required that the Institute is
able to ensure that it creates a detailed Project Plan.
Project Scope Management
Project Description- The Project of Bloomsbury Institute to host a graduation ceremony
in November 2021 will require that the use of detailed planning techniques is made which will
help in ensuring that the project can be made successful. This will help a lot in ensuring that the
overall goals and objectives can be attained highly effectively and efficiently.
Project Scope- The Project has a very wide scope because in this project there will be
detailed analysis on the different types of needs and requirements of hosting a graduation
ceremony and appropriate steps will be taken for hosting this ceremony in the right manner. Thus
the Project Managers are required to make sure that they are able to effectively and efficiently
achieve the goals and objectives of the Project by setting out the overall activities within the
scope of the project (Bajjou and Chafi, 2020).
Assumptions- The assumptions which are present with this particular project are as
follows-
 The graduation ceremony will be attended by a large number of students.
 Higher amount of costs will be incurred in conducting this particular project.
 The Project will include different types of activities which have to be arranged properly
for timely completion of the project.
1

 The Project will be required to be completed within a set time-limit so that it can be
successful.
Constraints- The following constraints can be faced in the completion of this particular
project-
 The workers of Bloomsbury Institute may not be fully competent with the different types
of needs and requirements which are present in relation to the project to make sure that it
is completed successfully without facing problems and issues.
 Bloomsbury Institute can face a wide range of problems and issues in dealing with the
needs and requirements of the project.
 The financial costs of completing this particular project are too high and thus this requires
Bloomsbury Institute to make sure that it is able to arrange the desired level of funds in a
highly effective manner without facing problems and issues.
 The controlling and monitoring of the project requires additional expenditures to be
incurred by the organisation. Thus Bloomsbury Institute can face financial difficulties
due to this reason.
Project Roles and Responsibilities-
 The financial needs and requirements of the project will be managed by providing the
charge of the same to the Finance Department by ensuring that the different types of
funding requirements can be met out in the right manner effectively and efficiently
(Butler, Vijayasarathy and Roberts, 2020).
 The project roles and responsibilities will be assigned to different people in Bloomsbury
Institute which will help in ensuring that the Project Management can be done in the right
manner which will help in ensuring that the different types of Project Goals and
Objectives can be attained highly effectively and efficiently (Ferdows, 2018).
Project Cost Management
Work Breakdown Structure-
A Work Breakdown Structure i.e. WBS is required so that the organisations are able to
ensure that the work can be divided into various types of small tasks and these tasks can be
assigned to the people according to their level of skills and competencies (Gupta and Singh,
2020). Therefore the following WBS will be prepared by Bloomsbury Institute for the purpose of
2

hosting the Graduation Ceremony in November 2021. This will help in ensuring that the work is
done in a proper manner.
Gantt Chart-
A Gantt Chart is a tool which is used in Project Management which can help a lot in
ensuring that a detailed timeline of different types of activities can be framed which will help a
lot in attainment of the goals and objectives in the future (Keers and van Fenema, 2018). For
Bloomsbury Institute, it is quite essential that it is able to prepare it which will help it to be able
to ensure that a higher-level of efficiency and effectiveness can be attained without facing
problems and issues. In the context of Bloomsbury Institute, the Gantt Chart for the purpose of
attaining a higher-level of efficiency and effectiveness is as follows-
Network Diagram-
A Network Diagram refers to a series of different types of events which helps in ensuring
that a proper chart can be prepared showing a range of activities from the start till the end. For
Bloomsbury Institute, it is quite crucial that it is prepared which will help a lot in ensuring that
the tasks are carried out systematically and thus the different types of goals and objectives can be
attained. This will help it in ensuring that the Graduation Ceremony is carried out in the right
manner effectively and efficiently. The Network Diagram of Bloomsbury Institute is as follows-
3

Critical Path Analysis-
Critical Path Analysis refers to a project management technique in which necessary
mapping is carried out so that the project can be made successful in the future. For Bloomsbury
Institute, it is quite essential that it is used so that the overall analysis of the tasks which are
essential in making the Graduation Ceremony successfully is done which will help in making the
project successful in the future. The Critical Path Analysis of Bloomsbury Institute's Graduation
Ceremony is as follows-
Project Cost Management
Project Cost Management refers to a process of ensuring that the overall estimation of the
different types of costs can be made in a right manner effectively and efficiently (Kuznetsov and
Sabel, 2017). Thus it is quite important for Bloomsbury Institute that it is able to make use of the
following method for ensuring the detailed cost breakdown of the project-
Particulars Amount (In Pounds)
Event Venue 2000
4

Stage Formation 1000
Print Flyer for Publicity 200
Send email reminder 300
Decorations 500
Registration 1000
Arrange speaker 400
Utility expenditure 600
Security 200
Miscellaneous Expenditure 800
Total 7000
Project Cost Management is a very important concept to be considered while ensuring the
completion of a particular project within the set time-frame. Thus it is very important for the
different types of organisations that they are able to make use of its different types of techniques
which will help a lot in ensuring that an overall estimation of the different types of costs can be
done and thus the attainment of the goals and objectives can be done in the right manner.
Therefore, for the institute it is essential that the graduation ceremony is held within the set
budget limit of 7,000 pounds so that the actual expenditures do not exceed the set standards and
thus an optimum level of profitability is maintained in the right manner.
Similarly, the preparation of a Project Cost Baseline has to be carried out by the
organisations. This can help a lot in ensuring that the segregation of items of costs in the Budget
can be done which will help in ensuring that the attainment of the different types of goals and
objectives can be done in the right manner. The Project Cost Baseline for Bloomsbury Institute
will be as follows-
5

Particulars I II III Total
Event Venue 1000 500 500 2000
Stage Formation 500 200 300 1000
Print Flyer for Publicity 50 100 50 200
Send email reminder 50 100 150 300
Decorations 350 150 50 500
Registration 500 200 300 1000
Arrange speaker 200 150 50 400
Utility expenditure 300 200 100 600
Security 100 50 50 200
Miscellaneous
Expenditure 500 200 100 800
Total 3550 1850 1650 7000
Project Risk Management
Project Risk Management refers to a practice which is used in detail in Project
Management which helps in ensuring that the different types of risks which are associated with
the project can be assessed and identified (Matinheikki and et.al., 2016). Bloomsbury Institute
faces the following types of risks in the project of hosting a Graduation Ceremony-
 Quality risk- This risk is present because the quality of the project execution can be bad
which can create different types of problems as well as issues. Bloomsbury Institute's
programme of hosting a Graduation Ceremony faces this risk as the quality of project
execution can go in any direction.
 Environmental risk- This risk is present with the programme not meeting the
environmental rules and guidelines which have been framed by the government. Thus, In
the context of Bloomsbury Institute it is quite essential that the assessment of this type of
risk is done in the right manner which will help in ensuring that the environmental rules
and guidelines are followed properly.
 Scheduling risk- This risk is present in the programme and the schedule which has been
set for it. Therefore, it can be said that Bloomsbury Institute has to make sure that it is
6

able to ensure that the schedule of the project is set in the right manner which will help
the project managers in properly executing the project.
Thus, a set procedure needs to be adopted for the purpose of ensuring that the analysis of
the different types of risks which are present can be done in the right manner. Also, an Action
plan will help a lot in ensuring that these type of risks are avoided.
Project Communication Management
Project Communication Management refers to the use of wide range of techniques which
can help a lot in ensuring that the communication for the purpose of properly executing the
project is done in a proper way so that the stakeholders can be reached (Owda and et.al., 2019).
The stakeholders of Bloomsbury Institute are as follows-
 Owners- The owners of Bloomsbury Institute have an interest in ensuring that the Project
Execution is done in a proper manner because this will help in making the project of
hosting the Graduation Ceremony successful (Pinto and Winch, 2016).
 Students- The students of Bloomsbury Institute have an interest in the project of hosting
a Graduation Ceremony because the ceremony will be held for them. Thus the detailed
plan related with hosting of this event has to be shared with them which will help a lot in
ensuring that they can bring out the changes properly.
 Event Organisers- The Event Organisers of Graduation Ceremony who will help in
hosting the programme for Bloomsbury Institute will be important as they are
stakeholders in the project because they will be able to ensure that the event is hosted
properly within the set budget and time-limit.
 Management- The management of Bloomsbury Institute have an interest in hosting the
Project of hosting of Graduation Ceremony because in this way they will be able to
ensure that the project is successful in the future effectively and efficiently in the right
manner.
The Communication Plan of Bloomsbury Institute will be as follows-
Stakeholders Communication to be done with
stakeholders
Owners Details regarding the budget of event, time-
frame of the event has to be communicated
7

with them so that approval can be obtained.
Students Details regarding the nature of the event, the
activities of the event have to be shared with
them.
Event Organisers Details regarding the estimated costs of the
event, budget of the event have to be shared
with them.
Management Details regarding the management of the event,
the hosting of event and the procedure to be
followed has to be shared with them.
CONCLUSION
From the above report, it can be concluded that Managing Operations and Projects refers
to ensuring that the wide range of techniques can be used which can be highly helpful in
ensuring that the overall costs of the project can be managed. For this purpose, the consideration
has to be given to Project scope management, Project time management, Project cost
management, Project risk management and Project communication management. This will be
quite helpful in ensuring that the projects are executed in the right manner without facing
problems and issues and thus the overall level of efficiency and effectiveness can be enhanced
properly.
8

REFERENCES
Books and Journals:
Aubry, M. and Lavoie-Tremblay, M., 2018. Rethinking organizational design for managing
multiple projects. International Journal of Project Management. 36(1). pp.12-26.
Bajjou, M. S. and Chafi, A., 2020. Identifying and managing critical waste factors for lean
construction projects. Engineering Management Journal. 32(1). pp.2-13.
Butler, C. W., Vijayasarathy, L. R. and Roberts, N., 2020. Managing software development
projects for success: Aligning plan-and agility-based approaches to project complexity
and project dynamism. Project Management Journal. 51(3). pp.262-277.
Ferdows, K., 2018. Keeping up with growing complexity of managing global operations.
International Journal of Operations & Production Management.
Gupta, A. and Singh, R. K., 2020. Managing operations by a logistics company for sustainable
service quality: Indian perspective. Management of Environmental Quality: An
International Journal.
Keers, B. B. and van Fenema, P. C., 2018. Managing risks in public-private partnership
formation projects. International Journal of Project Management. 36(6). pp.861-875.
Kuznetsov, Y. and Sabel, C., 2017. Managing self-discovery: Diagnostic monitoring of a
portfolio of projects and programs. In Advances in the Theory and Practice of Smart
Specialization (pp. 51-72). Academic Press.
Matinheikki, J. and et.al., 2016. Managing inter-organizational networks for value creation in the
front-end of projects. International journal of project management. 34(7). pp.1226-
1241.
Owda, R. O. and et.al., 2019. Managing the Design of Operations in Local NGOs in Gaza Strip.
Pinto, J. K. and Winch, G., 2016. The unsettling of “settled science:” The past and future of the
management of projects. International Journal of Project Management. 34(2). pp.237-
245.
9