Plan and Organise a Graduation Ceremony

This document provides a comprehensive guide on how to plan and organise a graduation ceremony. It covers project scope, time management, cost management, risk management, and communication management. The document also includes a project budget and a communication management plan.

Plan and organise a
graduation ceremony

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
PROJECT REPORT........................................................................................................................1
Project Time management...........................................................................................................3
Project Cost Management............................................................................................................5
Project risk management..............................................................................................................6
Communication management......................................................................................................8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Project manager has the responsibility to oversee, direct and control the business
operations. It ensures that business operations are running successfully, using minimum
resources and meeting customer requirements and expectations (Adeleke and et.al., 2019).
Project management on the other is temporary endeavour taken to produce unique product or
services. It defines start and the end point which works according to specific goals and objective.
The projects are generally temporary that helps the organisation in meeting goals of organisation
when they are aligned with strategy of organisation. It requires application of skills, knowledge,
tools and techniques to project the activities for meeting project requirements. Bloomsbury
Institute has proposed to organise graduation ceremony. The project needs to be completed
within £7000 and length of project should not exceed 3 months. Report will provide about scope,
time management, cost management, risk management and communication management in
project.
PROJECT REPORT
Project Scope Management
Project Description
Bloomsbury Institute is planning to organise a Graduation ceremony for students. It is
conducted for the ceremony is to take place in the November 2021. Institute requires that project
should not increase above 3 months. Project has to be completed within given time frame and
given budget limit of GBP £7000.
Objectives
 To organise a grand graduation ceremony within 2.5 months
 To meet all the cost of ceremony within £7000 without sacrificing the quality.
 To provide the students with unforgettable experience.
 To build effective customer relationship with students
Project Scope
The project is aimed at providing successful graduation ceremony to students of Institute.
The project will increase the brand awareness of institute and recognition among others. It will
encourage new students (Bierwolf 2017). Providing the complete project packet within the given
time will be challenging task.
Project Assumptions
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 All the resources required will be available on time when required.
 Prices of products and services will not change.
 Project manager and team will be available to carry out the operations.
 All the activities will be carried out on scheduled dates.
 Project team will work with full efficiency and productivity.
 There will be around 50- 100 students along with 80- 120 guests and parents of students
will be participating in event.
Constraints
 It is difficult to carry out within limited time frame.
 The conducting of project in the given budget is difficult as per standards.
 Mismanagement of the tasks may lead to delay and conflicts.
 Completing the project quickly may lead to quality problems.
Roles and Responsibilities
Project Manager – Main person who will control and monitor the whole project. The manager
has responsibility to look at the operations as well as functioning of project. All the major
decisions will be carried out by manager to make project success. The manager has responsibility
to frame strategies and to direct roles and responsibilities of other members that involved in
project (Bredillet, Tywoniak and Tootoonchy 2018). It would ensure that all the resources are
allocated properly as per requirement and operations are being conducted in structured manner.
Investing Director – It has significant role in project management as funds are provided
by the investing director. It holds overall accountability of project ensuring that project is
conducted in required manner. Director ensures that required funds are provided timely to project
for carrying out operations smoothly and timely.
Resource Manager – It has responsibility to provide resources needed for carrying out
operations of business. The resource manager has to forecast about resource requirement in
future to prepare budget and placing the purchase orders. It is essential for ensuring that all the
resources are available on time and also they are acquired within given budget.
Project team – It refers to workforce that will carry out the project work. They have to
perform the given work within required time frame. To meet the given objectives in the required
manner to complete project successfully.
Technician – It has the role of ensuring proper visual arrangements like telecast, lightings, sound
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and such other things. It has to ensure that all the required resources and equipment’s are
working properly. It has the responsibility of managing all the technical works in project
(Cerdeiral and Santos 2019).
WBS
Project Time management
The project manager is required to complete project in specified time. So, it require to
prepare schedule and find out activities which is needed to be initiated in project. Likewise, in
current project the time of event is 3 months. So, project activities are as below :
Project activity
Activities Time line (days)
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Initiation
Setting up of goals and objectives 5
Setting up of team 2
Assignment of roles and responsibilities 3
Stakeholder identification 2
Conducting feasibility study 10
Planning of event
Budget development 8
Development of timeline 1
Promotional mechanism 7
Execution and implementation
Preparation of itenary 15
Selecting of venues 6
Monitoring and control
Rehearsal of itinerary 1
Registration of participants 3
Closing
Thanking ceremony 1
Network diagram
Ghannt chart
Task Name Duration Start Finish
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Initiation Wed 2/24/21
Setting up of goals and
objectives 5 days Wed 2/24/21 Tue 3/2/21
Setting up of team 2 days Wed 3/3/21 Thu 3/4/21
Assignment of roles and
responsibilities 3 days Fri 3/5/21 Tue 3/9/21
Stakeholder
identification 2 days Wed 3/10/21 Thu 3/11/21
Conducting feasibility
study 10 days Fri 3/12/21 Thu 3/25/21
Planning of event Wed 2/24/21
Budget development 8 days Fri 3/26/21 Tue 4/6/21
Development of
timeline 1 day Wed 4/7/21 Wed 4/7/21
Promotional mechanism 7 days Thu 4/8/21 Fri 4/16/21
Execution and
implementation Wed 2/24/21
Preparation of itenary 15 days Mon 4/19/21 Fri 5/7/21
Selecting of venues 6 days Mon 5/10/21 Mon 5/17/21
Monitoring and control Wed 2/24/21
Rehearsal of itinerary 1 day Tue 5/18/21 Tue 5/18/21
Registration of
participants 3 days Wed 5/19/21 Fri 5/21/21
Closing Wed 2/24/21
Thanking ceremony 1 day Mon 5/24/21 Mon 5/24/21
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Project Cost Management
The cost management helps in breaking down of cost to be incurred in project. The below
budget provides the cost estimation for completing the project within given resources and good
quality.
Pre Project Cost Estimate
Particulars Units/Hrs Cost/unit/hr Subtotal Total
Project Management £2200
Project Manager 56 £10 £560
Project team members 110 £6 £660
Contractors (15% of project) £980
Hardware £1725
Handheld Devices 20 £20 £400
Computers 4 £200 £800
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Prizes 120 £3.75 £450
Medals 60 £1.25 £75
Venue development £821
Testing of ceremony facilities £300
Training & support £804
Trainee Cost 60 £7 £420
Travel Cost 12 £15 £180
Technicians 17 £12 £204
Reserves (15% of estimates) £650
Total Project Cost estimate £6500
The above cost budget shows the cost break down for carrying out different activities and
purchase of resources (Ferrer Romero 2018). The project is intended to be completed in given
cost estimates of £7000 where the budget is prepared taking £6500 as limit for covering any
increase in cost of resources or labour cost or other changes that might increase the project. The
above project needs to be completed within 3 months with appropriate quality. The above budget
is based on standard cost estimates and after analysing current prices. The cost and hours for
different activities has been calculated based on similar project conducted before. Project
manager will monitor the activities and also appropriate controls has to be established to ensure
that work is completed with required quality and accuracy. In this it is found that hardware total
required is £1725 and for venue £821 cost is needed. The travel cost needed is £180 and £204 for
technicians. Also, for computers £800 is needed and £450 for prizes.
Project Cost baseline - It refers to part of project that is concerned with amount of the money
which project has been predicted to cost. It aims at completing the project work within the
required budget. It is created estimating costs by particular period in which project will be
completed. Thus, here, project manager has set cost baseline of £6500.
Project risk management
Risk Register
Risk register refers to tool used by project managers to monitor and track the risks that
could impact the project (Garwood and Poole 2018). This is useful in taking relevant measures
to mitigate its impact on project. The different risks associated with the project are:
Type of Risk Impact
Person
Responsible Pre action Post action
Mitigation
strategy
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Program
management Change of scope
Project
manager
To explain all the
projects clearly
To monitor and
control the project
activities.
Keeping proper
governance that all
the project
activities are being
conducted in
defined manner
Schedule
Risk Delay in project
Project
manager and
team
Scheduling each
and every activity
Measuring progress
of each activity
This risk could be
avoided by
ensuring that all the
work is completed
within time by
proper supervision
Communicat
ion Risk
Delay and
mismanagement
Project
manager
By creating proper
communication
channel
Doing group
discussion to share
ideas and
information
Stated
communication
channel should be
followed to ensure
that all the
instructions are
properly
understood.
Resource
Risk
Increase in cost
and time
Project
manager
Making estimates
for required
resources
accurately.
Having emergency
stocks and
alternative suppliers
The resource
manager is required
to accurately assess
the requirements of
project to make
arrangement of
resources.
Performance
Risk
Will not deliver
satisfactory
ceremony
Project
manager
Analysing the
requirement of
tools and
equipments to
perform the
activities
Meeting
specification of the
ceremony
Project manager
has to provide with
effective tools for
performing all the
activities properly.
Cost Risk Increase in budget
Project
manager
Making proper
budget estimates
and allocation of
resources to
different activities
Making flexible
budgets by keeping
scope for increase in
costs
It is to be ensured
that optimum
utilisation of the
resources is being
made and expenses
are within control.
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Communication management
Project Stakeholders – They play crucial role in project as any change in their needs highly
impact on overall project. Besides, on basis of stakeholder needs project plan is developed. There
are different stakeholders associated with the project that are as follows:
Stakeholder Significance
Project Manager – Project manager has high interest in the work. The success of project leads to
creation of good image and includes on success scale. The future projects are highly influenced
by success of this project (Heldman 2018).
Institute – The interest of institute is high in project as it will represent the image to
outside parties. Success of project will attract new students to take admission while the failure
will present negative image.
Students – They have moderate interest in the project. The ceremony is organised for
them for completion of their graduation. Successful ceremony will provide them good
experience and satisfaction.
Project Director – The director has high interest in project. Significant investment is
made in the project by director. Success of project will produce return through promotion of
institute and if project funds will be lost with negative feedback (Widianti, Harihayati and
Sufaatin 2018).
Resource Manager – The interest is very low as it is only required to provide the
resources for the project. Success or failure of project will not affect resource manager.
Sponsor- They are those who will provide funds for organising of event. They may
belong to college or outside from it. Sponsor needs should be identified so funds are acquired
easily from them.
Communication Management Plan
The plan enable in communicating data and info to stakeholder to make them aware
about project progress (Turner and Ledwith 2018). This plan contain that what info is to be
communicated to them, its frequency, etc. So, plan is discussed as below :
Description Frequency Method Audience Owner
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Name of
communication
How often will it
happen
Communication
method
Receiver of
information
Who is
responsible
Team Meeting Weekly Meeting Project Team Project manager
Stakeholder
update
Monthly Email / Letter All Stakeholders Project manager
Board Meeting Every two weeks Meeting Project board Project Director
Department
Newsletter
Quarterly Section of the
newsletter
Wider
development
Project manager
to administration
department.
CONCLUSION
It can be summarised that a project of graduation ceremony is being organised by
Bloomsburg institute. The time frame is 3 months and budget is £7000. Also, stakeholder of
project are project manager, institute, students, project director etc.
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REFERENCES
Books and Journals
Adeleke, A.Q. and et.al., 2019. Project management performance and its influence on Malaysian
building projects. KnE Social Sciences, pp.313-329.
Bierwolf, R., 2017. Towards project management 2030: why is change needed?. IEEE
Engineering Management Review, 45(1), pp.21-26.
Bredillet, C., Tywoniak, S. and Tootoonchy, M., 2018. Exploring the dynamics of project
management office and portfolio management co-evolution: A routine lens. International
journal of project management, 36(1), pp.27-42.
Cerdeiral, C.T. and Santos, G., 2019. Software project management in high maturity: A
systematic literature mapping. Journal of Systems and Software, 148, pp.56-87.
Ferrer Romero, E.F., 2018. Strategic project management: a methodology for sustainable
competitive advantage. Revista EAN, (spe), pp.15-31.
Garwood, D.A. and Poole, A.H., 2018. Project management as information management in
interdisciplinary research:“Lots of different pieces working together”. International
Journal of Information Management, 41, pp.14-22.
Heldman, K., 2018. Project management jumpstart. John Wiley & Sons.
Turner, R. and Ledwith, A., 2018. Project management in small to medium‐sized enterprises:
Fitting the practices to the needs of the firm to deliver benefit. Journal of Small Business
Management, 56(3), pp.475-493.
Widianti, U.D., Harihayati, T. and Sufaatin, S., 2018, August. Risk project management analysis.
In IOP Conference Series: Materials Science and Engineering (Vol. 407, No. 1, p.
012087). IOP Publishing.
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