Managing Operations and Projects

This document provides a comprehensive guide on managing operations and projects. It covers topics such as project scope management, project time management, project cost management, project risk management, and project communication management. The document also includes a case study on the preparation of a graduation ceremony at Royal Hollay, University of London.

Managing Operations
and Projects

Table of Contents
INTRODUCTION ..........................................................................................................................3
MAIN BODY ..................................................................................................................................3
Project Scope Management.........................................................................................................3
Project Time Management..........................................................................................................4
Project Cost Management...........................................................................................................7
Project Risk Management...........................................................................................................9
Project Communication Management ......................................................................................10
CONCLUSION .............................................................................................................................11
REFRENCES.................................................................................................................................12
Books and Journal.....................................................................................................................12

INTRODUCTION
Project Plan can be called as a message that cites all relevant facts and figures that is
needed to work out a plan. The plan consists of aims, goals, range of learning and sources that
are required for completion. The detailed completed plan helps managerial team top evaluate and
manage respective project and develop the same (Bajjou and Chafi, 2020). The project plan is
considered as an official representation which circulates information. It makes completion of
project effective and efficient. The project plan is preceded on Royal Hollay, University of
London. Royal Hollay is affiliated to University in Egham and a constituent college of
University of London. It is a public research university offering a wide range of courses but
specialised in offering graduation and post graduation courses in filed of law and management
(Potnis and Gala, 2020). The report covers preparation of graduating ceremony. The project plan
includes varied contents like management of time, cost, risk, communication and scope of
materials and resources required.
MAIN BODY
Project Scope Management
Project scope management can be refereed as brief description of project. It considers the
needs of clients and helps retailer in meeting them accurately by appropriate decision making. It
is prepared by the organiser of event explaining how event will be executed (Hartley, 2020). The
plan is made on behalf of Royal Hollay that how they can initiate their quarterly activities and
project can be carried out with efficiency and effectiveness. The major aim is to prepare a
blueprint of activities that are to be carried out like what will be the venue, decorations,
welcoming the guests, students and parents. Several facilities like mike, music and sound are
also kept in view so that students do not face troubles while performing (Vuorinen 2019). The
scope of preparing the project plan is to cut down whole process in parts and make arrangements
respectively for the same in an easier manner. When a structure is prepared, it becomes feasible
in executing the graduation ceremony and making it a success.
When activities of process are divided in smaller parts work becomes easy. The work
divided can be distributed in parts to different individuals according to their competencies. This
will enable in enhancing the productive efficiency and profit level (Vincenzi and Shore, 2020).
Royal Hollay’s Managerial team can also work better when tasks are divided in smaller parts and

then delegated to subordinates as per their skills, which will make work fast. With context to
Royal Hollay, organisation can achieve tasks timely and result in higher profit making. It helps
the organisation to go with planned framework and achieve budgeted costs, which is an aim of
every business (Alioua and Simon 2017). The major components which can be connected are as:
Capital Hurdles: The problem of capital is primary in every organisation and makes desired
activities slow (Ismail, 2020). Such hurdles are accompanied by several work forces and funds
which organisation requires for their activities and can bring inefficiencies and delays.
Time Hurdles: Several activities takes more time as planned due to capital constraints or any
other cause. This necessitates criticality of time needed so that project is accomplished on
desired time.
Economic Hurdles: These hurdles arise due to deficiency in funds allotted for particular tasks.
Thus to reduce this issue more participants should be attracted so that finance is also increased
with that (Vaughen, 2020).
Project Time Management
The management of time in a respective project proposal should assure that all tasks are
accomplished on determined time. The dates of initiation and completion of projects should be
stated to organiser so that work is completed within given time frame. When time utilised for
completion of project is as determined it will bring effectiveness to time and in case of
businesses a good brand name is established (Radujkovic and Sjekavica Klepo, 2021). Gantt
Chart is used by organising team of Royal Hollay's Graduation Ceremony, which will make the
activities of project completed in a specified time duration that was allotted to it when tasks were
breakdown. This will aid in focusing on project plan and achieving them in time
frame(FORASTIERI and FERRARI 2019). This makes it worthy and precious plan of action
which reduces delays.

Gantt Chart
In the aforementioned chart, it is seen that designing activities and approximating time
for a particular action in a detailed organised mode is prepared. Following the bifurcated tasks in
graphical manner can help Royal Hollay to execute activities (Kemmer and Koskela, 2020). The
graph shows completion time of activities along with time as planned by the management of
event. These time allocation of particular project task can help in achieving tasks on time and
results to be more bearing and impelling.
Network Representation

The above mentioned representation helps the research worker to represent the tasks and
activities in a visual mode. To manage a project, there are many methods which are required and
project plan has them all. The network representation is taken as an assistance, which enables the
scheduling and working of project (Heinzel and Liese, 2021). It covers overall steps which are
required in progress of task allotted. To ensure completion of tasks in a given time frame, it has
to be planned with a set of framework and that can be achieved from the above representation.
This will ensure graduation ceremony and its tasks to be a success. It can be because it is carried
out with full efficiency as tasks can be controlled and managed as per the desire. Royal Hollay
adopts network representation for achieving the graduation ceremony event in an effective and
impelling manner so that guests and other entities are satisfied. This can be achieved when tasks
are completed as planned.
Critical Path Analysis
In the aforementioned diagram representing critical path analysis, it can be stated that to plan a
fruitful strategy that can bring success, requires a software which is effective and and can easily

develop a strategy(Heizer 2016). When strategy itself is not accurate it will bring chances of
failure and there will be wastage of resources. Royal Hollay uses several methods which carries
out several tasks at a time.
Project Cost Management
To complete a project in a desired framework of finance, it is required to manage finance
which are required in execution of the same. For this management functions are required to be
performed such as planning, calculating sums required and preparing a plan which can
accomplish the activities of project in an impelling manner. Organiser is required to prepare a
systematic budgeted plan with reference to administrative and finance department. Plan of event
is aimed on preparing budget and taking measures so that capital control measures can be
adopted (Anderson, 2020). The managerial team of Royal Hollay persuades management of tasks
in such a manner that cost planning and measuring calculations of finances can be achieved. A
plan of budget and allocation of finances for respective event can attain organisation in carrying
out tasks in a planned manner(Liong and Ali 2016). Making budget is a required task and can
help in making systematic plan for various causes and activities which can control unannounced
expenditure. Royal Hollay has planned to spend £50000 for graduation ceremony. As per the
budget, a plan is determined discussing events as to what cost is required for meeting those
activities.

Tasks Sum (In £ )
Venue 18000
Stage placement 5000
Flyer for Publicity 3000
Reminders by Email 3000
Decoration Expense 7000
Enrolment for event 3000
Speakers Expense 1500
Catering Expense 3000
Essential Commodities 2000
Safety and Security 2000
Sundry expending 2500
Total 50000
Estimation of Cost is very genuine way that evaluates the sum needed to execute the
transactions in a proper way. To control non required expenses and maintain efficiency, event
planning organisation has to prepare a detailed plan. Suggestions and feedbacks are also taken by
organiser from managerial team so that any discrepancy can be resolved initially only and
expectations are met as desired. The major goal is to fill gap among the actual activities and
expected scenario. This can make successful completion of graduation ceremony. Assigning
expenses in planned which can effectively carry out the operations of desired event.
Tasks I II III Total
Venue 6000 4000 8000 18000
Stage
placement
1000 2000 2000 5000

Flyer for
Publicity
1000 1000 1000 3000
Reminders by
Email
1000 1000 1000 3000
Decoration
Expense
1000 4000 2000 7000
Enrolment for
event
1000 500 1500 3000
Speakers
Expense
500 500 500 1500
Catering
Expense
1000 1000 1000 3000
Essential
Commodities
500 500 1000 2000
Safety and
Security
700 300 1000 2000
Sundry
expending
1000 500 1000 2500
Total 14700 15300 20000 50000
Project Risk Management
To prevent project from any risk it is essential to make a proper analysis of threats and
risks which can come mid way. A proper plan should be prepared so that these can be eliminated
and reduced with impelling schemes. The risk management is done in a systematic manner
following all steps which consists of investigating, finding, examining and preventing risks
which have ability to affect the growth of project. The risk factors can be seen as technology,
time management. It can be minimised so that negative influence is reduced and process can be
simpler. Organiser is required to notice such factors in starting only and should anticipate

coming risks in quarter and required alternatives should be followed. In a large event several
complexities are prevalent such as lights, sound, food and management which can affect whole
activity and the main event as well which is student's performance(Muller 2016). To prevent this
systematic plan is required pre hand which is possible as organiser is experienced and have
mastered these by his skills. A proper observation should be made for safety and security issues.
All these can be prevented when policies are delegated in an effective manner and
duplicate allotment of activities are reduced. Budget should also be made in a way that every
task is looked upon properly and appropriate finance and time is allotted to it. No task should be
neglected in an event.
Project Communication Management
The communication management covers aggregation and use of proper method that
circulates the appropriate information that too to a right person. When this is not followed
effectively, tasks and activities face a lot of harm as wastages are increased and much time is
used. With relation to Royal Hollay's graduation ceremony event, it involves both organisers and
students. They have to be connected as students are required to perform and for this they are
needed to know a plan of management which is prepared by organiser so that they can proceed
their performance in that manner and vice versa(Salem 2019). A proper coordination and
cooperation should be there between the two. An analysis of stakeholder mix is stated under that
is required by management which tells about worth of program to respective individual.
Stakeholder mix will help catering the best interest of individuals.
Level of Interest
(high)
Level of low interest
Level of power High Management Government
Low level of power Staff members Student
High control and High interest – This includes the top level of management like board
of directors who hold the major aim in attaining success in desired tasks in context to several
programmes and activities.

High power low interest- Management team of an enterprise is necessary to be
undertaken as they possess the major responsibility which specify civil laws and
responsibilities(Schwartz and Nucor Corp 2018).
Low power high interest- Group and its members attain a low authority and high
interest on the task as assigned.
Low power low interest – This category consists of students who perform at the event
or the consumers who are interested in the product.
CONCLUSION
It can be concluded from above that to organise an event and prepare a detailed plan of
how activities will be carried out. It helps in reducing work pressure and making tasks easy. Also
a focus is made on reducing wastages by allocating expenses which results in low expenditure.
Proper gains are achieved when team has coordination and plan is flexible. A project plan when
accomplished in a team is more effective. Managing the affairs will make efficient usage of
resources which will lead to achievement of aims and targets.

REFRENCES
Books and Journal
Alioua, H. and Simon, F., 2017. Managing time pacing in organizations transitioning to a
project-based mode–3 cases studies of two multinational companies. International
Journal of Project Management, 35(8), pp.1427-1443.
FORASTIERI, F. and FERRARI, M., 2019. Managing innovation in the public sector: an
empirical analysis of innovation procurement projects in Italy.
Heizer, J., 2016. Operations management, 11/e. Pearson Education India.
Liong, C.K. and Ali, A.S., 2016. MANAGING WASTE IN REFURBISHMENT PROJECTS IN
KLANG VALLEY. Journal of Building Performance, 7(1).
Muller, R. ed., 2016. Governance and governmentality for projects: Enablers, practices, and
consequences. Taylor & Francis.
Salem, A.S.M., 2019. Managing risk of construction projects to enhance project performance
delivery (Doctoral dissertation, Cape Peninsula University of Technology).
Schwartz, T.M., Nucor Corp, 2018. System for on-site tracking, managing, planning and staging
construction projects. U.S. Patent Application 15/969,125.
Vuorinen, L., 2019. Managing Value Creation in Temporary Organizations.
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.
Potnis, D.D. and Gala, B., 2020. Managing the “backend” of LIS research projects: A project
management perspective. Library & Information Science Research, 42(1), p.100996.
Hartley, S., 2020. Project Management: A practical guide to planning and managing projects.
Routledge.
Vincenzi, M. and Shore, B., 2020. An application of the theory of collective action to large-scale
international science projects: managing the enlargement of the fusion community from
11 to 35 countries. International Journal of Technology Management, 83(4), pp.228-
245.
Ismail, Z.A.B., 2020. Hybrid intelligent vehicle system for managing construction supply chain
in precast concrete building construction projects. World Journal of Engineering.
Vaughen, B.K., 2020. Understanding and managing the risk during transient operations. Process
Safety Progress, 39(4), p.e12146.
Radujkovic, M. and Sjekavica Klepo, M., 2021. A study of project managers’ choice on key
methods, tools and techniques in managing engineering projects. Organization,
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Kemmer, S. and Koskela, L., 2020. 12 Lean as an appropriate approach for managing production
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Heinzel, M. and Liese, A., 2021. Managing performance and winning trust: how World Bank
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Anderson, J., 2020. Managing Big Data Projects. In Data Teams (pp. 135-149). Apress,
Berkeley, CA.