Project Plan for Bloomsbury Institute: Scope, Time, Cost, Communication, and Risk

This project plan outlines the scope, time, cost, communication, and risk management for a 3-day event at Bloomsbury Institute. It includes objectives, deliverables, assumptions, constraints, project roles, work breakdown structure, time management plan, cost breakdown and budget, communication plan, and risk identification and action plan.

PROJECT PLAN

Table of Contents
INTRODUCTION...........................................................................................................................1
SCOPE MANAGEMENT PLAN....................................................................................................1
Project Description......................................................................................................................1
Project Scope...............................................................................................................................1
Assumptions................................................................................................................................2
Constraints...................................................................................................................................2
Project Roles and Responsibilities..............................................................................................2
Project Work Breakdown Structure............................................................................................3
TIME MANAGEMENT PLAN......................................................................................................3
Project Activity / Time / Dependency Base................................................................................3
Project Network Diagram...........................................................................................................4
Project Gantt Chart......................................................................................................................4
COST MANAGEMENT PLAN......................................................................................................4
Cost Breakdown and Budget.......................................................................................................4
Project Cost Baseline..................................................................................................................4
COMMUNICATION MANAGEMENT PLAN.............................................................................4
Project Stakeholders....................................................................................................................4
Stakeholder Communication Plan...............................................................................................5
RISK MANAGEMENT PLAN.......................................................................................................6
Risk Identification, Analysis and Action Plan............................................................................6
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
A project plan refers to a detailed outlay referring to a set project, which is necessary in
order to provide a structure to the same, along with identification of several deliverables that are
associated with the same (Ahimbisibwe, Daellenbach and Cavana, 2017). Therefore, in this
context, the report below is based on Bloomsbury Institute, which is planning a 3-day event for
welcoming and providing induction to the new year intake within the organisation. Hence, the
project plan would include Scope Management Plan, along with plans for Time Management,
Cost, Communication, and Risk.
SCOPE MANAGEMENT PLAN
Project Description
Description
Bloomsbury Institute is one of the major institutions that provide its students with
appropriate and effective education in a number of streams such as commerce, law, management
and so forth. Currently, the firm is planning to organise an appropriate event for a duration of 3
days, which would be directed towards provision of introduction and induction to new intakes
for the next academic year. The event is planned for late September, 2020.
Objectives
There are several objectives from this event which the firm wishes to accomplish. Some
of these are mentioned below:
 With the new induction event, the institution is planning to reduce the initial absenteeism
of new students by at least 35% in the next 2 months.
 The induction event is directed at enhancement of student engagement by 20% by the end
of 4 months.
 The institution is aiming at enhancing the outsider-insider transition by 30% in the next 6
months of the event.
Project Scope
This project has a very wide scope, for which below is several listed deliverables that the
event would be addressing: Activities: The activities that would be taking place within the overall event would be
inclusive of an effective briefing for different streams, along with presentations for
1

familiarising students with different faculties. Along with this, the event would also be
focusing on introducing with different clubs on the next day of the event and would
encourage intakes in some interactive activities. On the third day, the roles and
responsibilities of students and expectations from them would be communicated. Sessions with Current Students: The sessions with the current students would be aimed
at acquiring their feedbacks so that the further curriculum could be improved.
 Choosing Team: The team would be comprising of students, teachers and additional
professionals that would be responsible for managing the event, design, sound and light,
as well as catering services.
Assumptions
There are certain assumptions which are necessary to be considered by the institution in
order to enhance the working towards their accomplishment. Some of these are mentioned
below:
 Around 95% of students would be turning up for the induction event out of all the fresh
year intakes.
 Almost 3 months would be required to appropriately and effective plan all the activities
related to the plan.
 The expectations from this event is quite high, which includes the transition of new
students into the structure and culture of the institutions as quickly as possible.
Constraints
There are several constraints apart from assumptions that are described below:
 One of the main constraints would be time, as 3 day event planning might cause several
roadblocks in this context.
 Another constraint could be budget, because limited financial resources would be allotted
for the project plan (Cos, Barengo and et. al., 2015).
Project Roles and Responsibilities
The certain roles and responsibilities of individuals involved in the project are discussed
below:
PROJECT ROLES RESPONSIBILITIES
Project Manager This individual would be responsible towards the overall
2

management of the project of Bloomsbury Institute
Budget Allocator
The responsibility of this person includes segregation and
allocating the set budget to several activities related to the
same.
Design and Sound Supervisor This individual would be leading the supervision of the
overall design, light and sound required for three days.
Catering Head All the food items, their preparation and distribution would be
responsibility of this distribution.
Project Work Breakdown Structure
This relates with the overall structure of the plan, along with deliverables associated with
the same (Lock, 2017). Hence, for this purpose, the Work Breakdown Structure of the project is
displayed below:
3

TIME MANAGEMENT PLAN
Project Activity / Time / Dependency Base
PROJECT ACTIVITY TIME DEPENDENCIES
Briefing 1st Day, 10:00 a.m.
Its dependencies would lie
upon the strength of students
attending the event
Presentation of Faculties 1st Day, 11:00 a.m. It would be dependent upon
4

the preparation of each faculty
Performances by Different
Clubs 2nd Day, 11:00 a.m.
This activity would be
dependant upon the resources
and arrangements by each club
to present themselves.
Interactive Activities 2nd Day, 3:00 a.m. Dependant upon the interests
of intakes.
Speeches by director and
faculty heads communicating
the expectations to students
3rd Day, 10:00 a.m.
Its dependency would be upon
the arrangements related to the
seating and effectiveness of
setting up of sound and light
systems.
Distribution of College
Manuals and institutional
tour
3rd Day, 12:00 a.m.
The availability of students
and strength of intakes would
be the dependencies.
COST MANAGEMENT PLAN
Cost Breakdown and Budget
COST AMOUNT
Equipments and Furniture 7000
Salaries of Professionals 3000
Light and Sound arrangements 6000
Catering 4000
Marketing (Pamphlets, posters, manuals) 2000
TOTAL 22000
5

Project Cost Baseline
The project baseline related to the 3 day induction event is reflected below:
COMMUNICATION MANAGEMENT PLAN
Project Stakeholders
There are several stakeholders that are related to the overall project, that are elaborated
below: Students: One of the key stakeholders in this regard is the students for whom the event is
being conducted (Kumar and et. al., 2016). Employees: These are the personnels working within the institution who would be setting
up the event and working with students to ensure its effective engagement.
 Parents: These are the stakeholders who would be engaged in order to ensure that the
organisation delivers the induction as per their expectations.
Stakeholder Communication Plan
The communication plan related to each of the stakeholder above is presented below:
STAKEHOLDERS COMMUNICATION
MEDIUM FREQUENCY
Students Face-to-Face Communication High. This is because the
individuals would be
communicated at each step
6

associated with the event,
which would require providing
a prior information about the
date and venue, along with
delivering the contents of the
event (Mejlænder-Larsen,
2015).
Employees Meetings and Seminars
Medium. They would be
engaged to determine the
deliverables and would be
communicated during an issue
or accomplishment of
activities.
Parents Circulars and Formal Letters
Low. The reason for this is
because they would only be
communicated whilst the
enrolment process and after the
completion of induction.
RISK MANAGEMENT PLAN
Risk Identification, Analysis and Action Plan
Risk refers to an unwanted happening which is inevitable and could arise in each and
every project. Hence, for this purpose, the organisation is required to identify several risks,
analyse the same, as well as develop prominent action plan to mitigate the risks related to the
project. Hence, in this context, a risk register is formulated that is discussed below:
RISK
IDENTIFICATION
IDENTIFICATION
METHOD
SEVERITY CONSEQUENCES ACTION PLAN
Equipment
Failure
Checklists HIGH There are severe
consequences
To mitigate the
same, several
7

which are related
to this risk, such
as severe injuries
or performance
failure, which
might implicate
towards bad
reputation and
lawsuits (Mundy
and et. al., 2015).
techniques such
as performance
testing metrics
must be used by
the organisation
in order to
determine that
each and every
equipment within
the event
performs without
any flaws.
Inappropriate
Budgeting Brainstorming MEDIUM
This would result
in massive
mismanagement
in acquisition and
direction
provided to
resources, along
with
inappropriate
project execution.
To deal with this
risk type,
effective forecasts
using digitalised
methods and
hiring
professionals on
contractual basis
is very necessary
to ensure that the
budget allotted to
activities is ample
enough to execute
the project.
Last Minute
Cancellations
Risk Factor
Tables
MEDIUM This risk would
be reducing
effectiveness of
the event, which
Prior notice of
confirmation
from parents
along with their
8

would result in
wastage of money
spent and
planning the
event at a large
scale.
Non
Objectionable
Certificate must
be acquired by
each intake to
ensure their
inclusion within
this project.
Ineffective
Human
Resources
Past Experiences LOW
It might affect the
productivity and
completion of
project on time,
which would be
bad for the
reputation of the
institution, as
well as its market
credibility (Clede,
2017).
In order to deal
with this risk, the
institution must
appropriately and
effectively use
intensive training
methods in order
to enhance the
competence level
of individuals
within the project.
CONCLUSION
Thus, it is concluded from the report above that project plan for an organisation is very
crucial in a way that helps them to plan their projects in a structured and effective manner.
Furthermore, deliverables in context of scope, time, cost, communication and risk, enables a
company towards analysing the whole project by offering a 360 degree view. Lastly, tools like
Gantt Chart and Work Breakdown Structure contributes in delivering the time and activities that
are related to the whole process effectively.
9

REFERENCES
Books and Journals
Ahimbisibwe, A., Daellenbach, U. and Cavana, R.Y., 2017. Empirical comparison of traditional
plan-based and agile methodologies. Journal of Enterprise Information Management.
Cleden, D., 2017. Managing project uncertainty. Routledge.
Cos, F.X., Barengo, N.C., and et. al., 2015. Screening for people with abnormal glucose
metabolism in the European DE-PLAN project. Diabetes research and clinical
practice. 109(1). pp.149-156.
Kumar, M., and et. al., 2016. System and method providing automatic completion of task
structures in a project plan. U.S. Patent Application 14/721,114.
Lock, D., 2017. The essentials of project management. Routledge.
Mejlænder-Larsen, Ø., 2015. Using BIM to follow up milestones in a project plan during the
design phase. Building Information Modelling (BIM) in Design, Construction and
Operations. 149. p.97.
Mundy, K., and et. al., 2015. Enabling collaboration on a project plan. U.S. Patent 9,129,256.
10