Project Plan for Academic Year

This project plan outlines the scope, time, cost, communication, and risk management for the upcoming academic year. It includes a detailed breakdown of tasks, milestones, and budget. Download now from Desklib.

Project Plan for the academic year it will take place in late September 2020-
INDUCTION-event day

Contents
Section 1. Scope Management Plan.....................................................................3
1.1 Project Description.................................................................................................... 3
1.2 Project Scope........................................................................................................... 4
1.3 Assumptions............................................................................................................. 4
1.4 Constraints................................................................................................................ 5
1.5 Project Roles and Responsibilities.........................................................................5
1.6 Responsibility Assignment Matrix (RAM) – [ Optional ]..........................................6
1.7 Project Work-breakdown Structure (WBS)................................................................7
1.8 WBS Dictionary – [ Optional ]...........................................................................8
Section 2. Time Management Plan.......................................................................9
2.1 Project Milestones – [ Optional ] ..............................................................................9
2.2 Project Activity/Time/Dependency base table ..........................................................9
2.3 Project Network Diagram .........................................................................................9
2.4 Project Gantt Chart .........................................................................................9
Section 3. Cost Management Plan......................................................................10
3.1 Cost Breakdown and Budget..................................................................................10
3.2 Project Cost Baseline........................................................................................... 10
Section 4. Communication Management Plan....................................................11
4.1 Project Stakeholders...............................................................................................11
4.2 Stakeholder Communication Plan...........................................................................11
Section 5. Risk Management Plan......................................................................12
6.1 Risk Identification, Analysis and Action Plan .........................................................12
6.2 Project Risk Matrix – [ Optional ]............................................................................12

Section 1. Scope Management Plan
1.1 Project Description
This project is a welcoming and induction event for the next academic year students. This
will be a tree day event that is planed to welcome new students in the next academic year and
make them aware of institution in which they will complete their education. This report will be
providing a complete a outline to make event effective and successful. The planning of the project
will be consists of time scheduled for event, financial planning for welcoming and induction
program, communication management plan and risk management plan to complete event without
any failure.
1.1.1 Project Description
In the new academic year different new students will be joining the university and will become part
of it. This event is all about greet them effectively with people of institution, infrastructure and
facilities that will be provided to them with in the promises. The Welcoming program will be all
about interaction between institution and new comers. The induction program will be about
making new students aware of the organization and make them familiar with different processes
and activities of university throughout the complete year.
1.1.2 Project Objectives
The main objective of this project are-
1. To develop effective Management plan for welcome and induction program for next
academic year with in 2 months.
2. Develop sense of belonging in students towards institution
3. To provide required information to the student to develop their knowledge.
4. To develop a complete outline of welcome and induction event for effective completion.
5. To develop a risk management plan to reduce the chances of major and minor failures.
1.2 Project Scope
The main purpose of the welcome and induction event is to provide crucial and
information that students will need to perform efficiently with in the university. They will be
introduced to the faculty and education process. This is how students will feel comfortable with in
the institution. This is how they will be able to select college for their further education.
1.3 Assumptions
There are assumption need to be made about the project plan to make it much easier to
follow and make whole event systematic. The assumptions that are made for project plan.

1. The resources that will be used in the event will be renewable and sustainable.
2. Complete process will be designed to be effective and influential for students.
3. The welcome and induction event will be more interactive not one way communication.
1.4 Constraints
Constraints for this project are related to the factors that are not in control of project team. Some
of the main constraints for the projects are-
1. the budget of the three event is fixed and it is not possible to extent this budget due to extra
expenses,
2. the time of the event is predefined so any kind of timing related issue can not be entertained in
the project planning.
3. The changes in the plan can not be implemented on high level at implement stage.
4. The delays in the project implementation should be avoided.
1.5 Project Roles and Responsibilities
In the project planning different members will required to complete project with high effectiveness.
Different roles and responsibility of these members will be-
Member Role Responsibility
Project Manager The responsibility of the project
manager is to manage all the
operations with in the project.
This is responsibility reduce the
chances of failure with in the
project with cost and time
efficiency.
Resource Manager The role of the resource manager
is to ensure the availability of
various resources that are
required for the successful
implementation of project.
The responsibility of resource
manager is to make the
resources available that are
suitable for the project.
Team Member Develop better coordination to
successful implementation or
project.
Make effective communication
with team members to avoid any
kind of failure with in the project.
Functional Manager The main role of the functional
manager is to manage the
This is responsibility of the
functional manager to effectively

operations at implementation
stage.
distribute the resources to avoid
delays in project.
Team Leader Role of the leader is to guide
team to complete the particular
task.
The role of the team leader is to
effectively guide all team
members to avoid failure and
miscommunication with in the
project.
1.6 Responsibility Assignment Matrix (RAM) –
Project
manager
Resource
manager
Team member Functional
Manager
Team leader
Managing
activities
A,P P S P,A
Manage
procedure
S,P P,A
Implementation
process
A A S P,A
Budget
Planning
S,A A,P P P
Risk
Management
A,P S P,A
P = Primary Responsibility
S = Secondary Responsibility
A = Approval
1.7 Project Work-breakdown Structure (WBS)

1.8 WBS Dictionary – [ Optional ]
WBS Level WBS Level Discription
Scope Management 1 Evaluation of Scope of the project
Time management 2 Outline the complete procedure
Cost Management 3 Budget planning
Communication
Management
4 Coordination planning
Risk Management 5 Reduction of the rik

Section 2. Time Management Plan
2.1 Project Milestones
Project milestone termed out as the management tool that used as delineate a point within
project schedule. However, milestones aids to keep projects on track with help of undertaking
the effective tracking on major events, dates, decision and deliverable.
◦ Start and end dates for project phases-
◦ Key deliverable
◦ Client and stakeholders approval
◦ Important meetings and presentation-
◦ Key dates and outages
2.2 Project Activity/Time/Dependency base table
Task Name Dura
tion Start Finish Predecess
ors
W
BS
Project
planning
2
days
Fri
9/18/2
0
Mon
9/21/2
0
1
Defining
induction
purpose
2
days
Fri
9/18/2
0
Mon
9/21/2
0
1.1
Define project
parameters
3
days
Tue
9/22/2
0
Thu
9/24/2
0
2 1.2
Developing
preliminary
integrated
schedules
1
day
Fri
9/25/2
0
Fri
9/25/2
0
2,3 1.3
Schedule
designing
2
days
Mon
9/28/2
0
Tue
9/29/2
0
4,2 1.4
Discussion on
budget
1
day
Wed
9/30/2
0
Wed
9/30/2
0
4,5 1.5
Approval from
authority
1
day
Thu
10/1/2
0
Thu
10/1/2
0
6 1.6

Draft event
program
2
days
Fri
10/2/2
0
Mon
10/5/2
0
7,2 1.7
Implementation 2
days
Thu
9/24/2
0
Fri
9/25/2
0
2
Guest list
preparation
1
day
Tue
10/6/2
0
Tue
10/6/2
0
8 2.1
Prepare
communication
message for the
academic year
students
3
days
Wed
10/7/2
0
Fri
10/9/2
0
10 2.2
Produce
attendance list
2
days
Mon
10/12/
20
Tue
10/13/
20
11 2.3
Fund allocation 2
days
Mon
10/12/
20
Tue
10/13/
20
11,2,8 2.4
Setting
technical team
for arrange
sound and
speakers for
induction
program
1
day
Wed
10/14/
20
Wed
10/14/
20
12,13 2.5
Program 3
days
Thu
10/1/2
0
Mon
10/5/2
0
3
Drafting of
induction
program
1
day
Thu
10/15/
20
Thu
10/15/
20
14 3.1
Host
confirmation
2
days
Fri
10/16/
20
Mon
10/19/
20
16,2,8,14 3.2
Organization
accommodation
facilities
2
days
Tue
10/20/
20
Wed
10/21/
20
17 3.3
Communication
1
day
Thu
10/22/
20
Thu
10/22/
20
18 3.4
Print invitation 3
days
Fri
10/23/
20
Tue
10/27/
20
19,2,16 3.5

Post event
promotions
2
days
Wed
10/28/
20
Thu
10/29/
20
20 3.6
Closure 1
day
Sat
10/10/
20
Sat
10/10/
20
4
End of project 1
day
Fri
10/30/
20
Fri
10/30/
20
21 4.1
2.3 Project Network Diagram
2.4 Project Gantt Chart

Section 3. Cost Management Plan
3.1 Cost Breakdown and Budget
Activities Cost
Personal 120
Marketing 200
Food 200
Drinks 220
Promotions printing 200
Total 940£
Henceforth, the estimated cost breakdown for the project is 940$.
3.2 Project Cost Baseline
Task Name
D
ur
at
io
n
Star
t
Fini
sh
Prede
cesso
rs
Reso
urce
Name
s
Cost
Project
planning
2
d
a
ys
Fri
9/1
8/2
0
Mo
n
9/2
1/2
0
$410.0
0
Defining
induction
purpose
2
d
a
ys
Fri
9/1
8/2
0
Mo
n
9/2
1/2
0
huma
n
resou
rce
$50.00

Define
project
parameters
3
d
a
ys
Tue
9/2
2/2
0
Thu
9/2
4/2
0
2
huma
n
resou
rce
$50.00
Developing
preliminary
integrated
schedules
1
d
a
y
Fri
9/2
5/2
0
Fri
9/2
5/2
0
2,3
finan
cial
resou
rce
$100.0
0
Schedule
designing
2
d
a
ys
Mo
n
9/2
8/2
0
Tue
9/2
9/2
0
4,2
techn
ical
resou
rce
$50.00
Discussion
on budget
1
d
a
y
We
d
9/3
0/2
0
We
d
9/3
0/2
0
4,5
huma
n
resou
rce
$50.00
Approval
from
authority
1
d
a
y
Thu
10/
1/2
0
Thu
10/
1/2
0
6
huma
n
resou
rce
$50.00
Draft event
program
2
d
a
ys
Fri
10/
2/2
0
Mo
n
10/
5/2
0
7,2
huma
n
resou
rce
$60.00
Implementa
tion
2
d
a
ys
Th
u
9/2
4/2
0
Fri
9/2
5/2
0
$290.0
0
Guest list
preparation
1
d
a
y
Tue
10/
6/2
0
Tue
10/
6/2
0
8
finan
cial
resou
rce,
huma
n
resou
rce,
techn
ical
resou
rce
$50.00

Prepare
communicati
on message
for the
academic
year students
3
d
a
ys
We
d
10/
7/2
0
Fri
10/
9/2
0
10
huma
n
resou
rce
$60.00
Produce
attendance
list
2
d
a
ys
Mo
n
10/
12/
20
Tue
10/
13/
20
11
techn
ical
resou
rce
$50.00
Fund
allocation
2
d
a
ys
Mo
n
10/
12/
20
Tue
10/
13/
20
11,2,
8
finan
cial
resou
rce
$60.00
Setting
technical
team for
arrange
sound and
speakers for
induction
program
1
d
a
y
We
d
10/
14/
20
We
d
10/
14/
20
12,13
techn
ical
resou
rce
$70.00
Program
3
d
a
ys
Th
u
10/
1/2
0
Mo
n
10/
5/2
0
$230.0
0
Drafting of
induction
program
1
d
a
y
Thu
10/
15/
20
Thu
10/
15/
20
14
huma
n
resou
rce
$50.00
Host
confirmation
2
d
a
ys
Fri
10/
16/
20
Mo
n
10/
19/
20
16,2,
8,14
huma
n
resou
rce
$50.00
Organization
accommodat
ion facilities
2
d
a
ys
Tue
10/
20/
20
We
d
10/
21/
20
17
huma
n
resou
rce
$20.00
Communicat
1
d
Thu
10/
Thu
10/
18 techn
ical
$30.00

ion a
y
22/
20
22/
20
resou
rce
Print
invitation
3
d
a
ys
Fri
10/
23/
20
Tue
10/
27/
20
19,2,
16
finan
cial
resou
rce
$30.00
Post event
promotions
2
d
a
ys
We
d
10/
28/
20
Thu
10/
29/
20
20
finan
cial
resou
rce
$50.00
Closure
1
d
a
y
Sat
10/
10/
20
Sat
10/
10/
20
$10.00
End of
project
1
d
a
y
Fri
10/
30/
20
Fri
10/
30/
20
21
finan
cial
resou
rce,
huma
n
resou
rce,
techn
ical
resou
rce
$10.00

Section 4. Communication Management Plan
4.1 Project Stakeholders
Project stakeholder are defined as entities that have an crucial interest in the given project. These
stakeholders can be defined as insider and outside of an organization. They are defined as
person who are invested in the project and can be affected by project at any point along the way
and this input gas direct impact on outcome. These as are-:
Sponsor- He is defined as an individual who provides suppliers and support for the project and
this is also liable for assisting success. It may be external and internal to enterprise.
Customers- They are defined as people or organization who will approve and manage the
product, service and result.
Sellers- They are also known as vendors and the external firm that enter into the contractual
agreement to offer service or resources for project.
Business partners-They are defined as external organizations that have effective relationship with
enterprise.
Organizational groups- They are termed out as internal stakeholders and influenced by the
actions of project team. For example- human resource, marketing, sales and legal etc.
Functional managers- It is defined as key individuals who plays the effective role of management
within the administrative and functional areas of business.
Other stakeholder- they are additional stakeholders that inclusive of financial institution,
government regulators and consultants etc.
4.2 Stakeholder Communication Plan
Co
mm
uni
cati
on
typ
e
Objecti
ve of
commu
nicatio
n
Mediu
m
Fr
e
q
u
e
nc
y
Audi
enc
e
Owner Deliv
erabl
e
Pro
ject
tea
me
Review
status
of the
project
Face
to
face
and
W
e
ek
Proj
ect
spo
Project
manager
Agen
da
Meeti

etin
g
with
team.
confer
ence
call
ly nsor ng
Tec
hni
cal
des
ign
me
etin
g
Discus
s and
develo
p
technic
al
solutio
n for
project
Face
to
face
M
o
nt
hl
y
Proj
ect
tea
m
Project
manag
er
Meeti
ng
minut
er
agen
da
Mo
nthl
y
proj
ect
stat
us
me
etin
g
Report
ion
status
of
project
manag
ement
Face
to
face
Confe
rence
call
w
e
ek
ly
Proj
ect
tech
nical
staff
Techni
cal lead
Slide
updat
es
proje
ct
sche
dule
Pro
ject
stat
us
rep
ort
Report
on
status
of
project
that is
inclusiv
e of the
activitie
s
progres
s and
issues.
E-mail M
o
nt
hl
y
Project
manag
er
Proje
ct
statu
s

Section 5. Risk Management Plan
6.1 Risk Identification, Analysis and Action Plan
RISK DESC
RIPTIO
N
PROB
ABILIT
Y
Ratin
g
IMPA
CT
Strate
gy to
mitiga
te
Finan
cial
risk
Financ
e
related
issues
can be
identifi
ed.
High 3 High By
having
better
financi
al
adequ
acy
Huma
n
resour
ce
Risk
Thew
activitie
s
needs
to be
undert
ake
system
atically.
Mediu
m
4 Low With
help of
setting
up
effecti
ve
rules
and
regula
tions.
Risk
of
scope
To
identifi
cation
of risk
Low 2 Mediu
m
With
help of
risk
identifi
cation.
Techn
ical
To
measur
e out
technic
al
deficie
ncy.
Moder
ate
3 Moder
ate
By
hiring
techni
cal
assist
ant
perso

nal.
6.2 Project Risk Matrix –
Project risk matrix
(1-5= yellow
5=10= green
10-20= red)
High =red
Low= yellow
Medium= Green
Likelihood
(1=low,
5=high)
Consequenc
es
(1=low,
5=high)
Level of
risk
risk
Financial
risk
2 2 4
Technical
risk
3 3 9
Schedule
risk
1 2 2
Human
resource
risk
4 5 20