Project Management Plan for Oxford University Graduation Ceremony

This report presents a detailed project plan for organizing a graduation ceremony, likely at the University of Oxford, encompassing various stages of project management. It begins with an introduction outlining the objectives and scope of the project, emphasizing the application of project management methodologies to achieve specific goals. The report then delves into key areas such as project scope management, defining the project's objectives, activities, and team responsibilities. It further explores project time management through the use of Gantt charts and network diagrams, crucial for scheduling and monitoring tasks. Project cost management is also addressed, including budgeting and cost evaluation to ensure the project remains within financial constraints. The report also covers communication management, identifying stakeholders and outlining communication plans to ensure effective information flow. Finally, a risk management plan is presented, including risk identification, analysis, and mitigation strategies. The report concludes by summarizing the importance of these stages in ensuring the successful and efficient completion of the graduation ceremony project.

PROJECT PLAN
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Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1: Project scope management...............................................................................................3
Budget constraints.......................................................................................................................4
Time constraints..........................................................................................................................4
TASK 2 Project time management..................................................................................................4
Gantt Chart..................................................................................................................................4
Network Diagram........................................................................................................................5
TASK 3 Project cost management...................................................................................................6
TASK 4 : Communication management plan .................................................................................7
Project Stakeholder.....................................................................................................................7
Stakeholder Communication Plan...............................................................................................9
TASK 5 : Risk Management Plan..................................................................................................10
Risk identification, analysis and Action plan............................................................................10
Project Risk Matrix...................................................................................................................11
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12
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INTRODUCTION
This report focuses on planning of project and focuses on understanding different stages
in project management and different structures which are included in these stages. Project
management which is explained as process of getting work done and focuses on application of
methods, skills, knowledge to achieve specific objectives in order to complete the project. This
report includes project about organising a graduation ceremony and implementing necessary
steps in order to organise it effectively and efficiently (Narayanaswami, 2017). This report also
help in understanding different points such as time, cost, resources etc. This report focuses on
implementing necessary steps to complete this project within given timeline.
TASK 1: Project scope management
Project scope management determines the objectives to which the project is designed at.
The scope id detailed by the activities and the task which is to be conducted through the projects.
The scope of a project defines the main purpose revolved around carrying the project. It cover
the deadline and the required time of completi0on of the projects. It defines the roles and
responsibilities of team members. Managing project scope is crucial as it defines the set of
procedures to be followed to compete a project (Bahadorestani, Naderpajouh and Sadiq, 2020).
It frames out guideline and requirements for completion of the projects. Project scope
management will give a basis to structure ceremony conducted by the University of Oxford from
November 2021 for three months. The project plan of University of Oxford revolves around
covering its objectives and achieving success of its university ceremony. With the helps of
project scope management which helps to communicate and interact with each team member
involved in the project to effectively achieve set of objectives framed in the project plan.
Work breakdown structure revolves around establishing goals and objectives which is to
be delivered by the project. It involves description of the work to be done through the project
plan. It involves planning and coordination of different activities of the project to attain the
objectives. The objective and are precisely mentioned in work breakdown structure which
determines and lays down step by step framework of how the task is be accomplished.
The assumption of project scope management are:
 Timely accomplishment of the project plans
 Cost effective approaches
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 Resource optimisation
The constraints of project scope management are stated below:
Budget constraints
Budget constraints arises due the non availability of the funds for accomplish the objectives of
the project plan (Candelario-Garrido and et. al., 2017).
Time constraints
time constraints arises due the limited time for conducting business activities, every project is
been revolved around within limited time frame.
TASK 2 Project time management
Project time management determines the time frame of the project plans. It involves
planning and coordinating the different activities in the project plan with specific deadline of the
project (Larsen and et. al., 2018). The organiser has the formulate proper monitoring of different
activities in the project plan to determine that different task is been accomplished effectively. It
defines the duration of each specific task of the project plan. With the helps of project time
management, University of Oxford can accomplish objectives of the project plan with the pre
determined time frame.
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Gantt Chart
The above chart, Gantt chart determines the set of task to be accomplished in the
ceremony. It determine the systematic list of activities for functioning of the project plan. The
organiser can formulate different activities to be performed in project (Levine, Merlin and
Grengs, 2017). The organiser delegates and assigns the roles to its team member and ensures the
functioning of project plan in accordance to the pre determined planning. University of Oxford
formulates graphical present task of the project plan to manage functioning of business activities.
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Network Diagram
Network diagram is the systematic framework of different activities to be performed in
the project plan. Network diagram forms a basis for analysing and monitoring the procedures
involved in accomplishment of the project. It determines the activities to be performed with the
limited time frame. University of Oxford uses the network diagram to ensure the systematic
functioning of the activities in the project plan (Flyvbjerg, 2018).
Through Critical path analysis, revolves around developing software for performing
functioning of the project plans. University of Oxford follows critical path analysis to
accomplish project objectives and carry ceremony in accordance of pre determined objectives to
effective manner.
TASK 3 Project cost management
Project cost management revolves around determining the cost involved in conducting
the project plan. The organiser formulates project budget to conduct different activities in the
project. It involves evaluation of cost involved in conducting different activities. Project cost
management is framed to ensure the objectives of the project is been accomplish within the
budget set (Vogler, Macey and Sigouin, 2017). University of Oxford uses project cost
management to ensure that activities performed are economical and within the budgetary limits
set to accomplish objectives and conduct smooth functioning of the ceremony.
Particulars Amount (In £ )
Event Venue 1000
Stage formation 1000
Print flyer for publicity 550
Send email reminder 100
Decorations 1000
Registration 600
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Arrange speaker 400
Arrange catering 400
Utility expenditure 600
Security 750
Miscellaneous expenditure 600
Total 7000
Organiser of the project ceremony evaluates the cost involved in functioning of the
activities to determine the cost involved the project plans. The organiser takes different ensures
the cut down activities which are not required. University of Oxford has total project cost layover
of 7000 to conduct activities of ceremony (Tabrizi, 2018).
Evaluating the cost of the project plan involves determination of the total expense and
revenue generated from the project plan. Organiser ensures the accomplishment of the project
plan objectives with the limited time frame.
Particulars I II III Total
Event venue 500 250 250 1000
Stage formation 500 250 250 1000
Print flyer for publicity 150 200 200 550
Send email reminder 10 50 40 100
Decorations 250 250 500 1000
Registration 300 100 200 600
Arrange speaker 100 100 200 400
Arrange catering 100 200 100 400
Utility expenditure 250 100 250 600
Security 350 150 250 750
Miscellaneous expenditure 200 200 200 600
Total 2710 1850 2440 7000
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TASK 4 : Communication management plan
Project Stakeholder
Stakeholders groups are explained group which are affected by planning of project and its
development (Prabatha and et. al., 2021). This also in return affects project management of
ceremony. It is divided into two further parts which are internal parties and external parties
which are mentioned below:
 Internal stakeholder – It is explained as the people in the project management team which
belongs to college such as faculty members, students, volunteers and authorities of
college.
 External Stakeholder – These people are considered as participant which belongs from
outside project team which includes hired professionals, guests and parents.
Stakeholder group for the graduation ceremony have different roles and responsibilities by which
it can influence the outcomes of the project. Their effect on event is mentioned below:
Stakeholder group Interest in the project Influence level
College Authorities College authorities focus on organising this
event effectively as failure of event can
affect their image in front of parents and
guests.
High
Faculty members – head of
department
Faculty members of institute have
responsibility to organise this event by
effective utilisation of resources provided
by authorities.
High
Students – team members Students are the one which follows
instructions from faculty members and in
order to be effective and efficient students
have to focus on communicating effectively
with college authorities and faculty
members.
High
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Students – volunteers Volunteers also have to follow the
instructions from team members which
includes small task and objectives.
Low
Guests' Guests are only invited to attend the
ceremony and they doesn't have much
impact on the event.
Low
Parents Parents are also invited to the ceremony as
they also don't have much role in planning
of project and management of project.
Low
Professionals hired Professionals are hired to manager the
systems effectively and efficiently.
Professionals are hired to overcome any
deficit in planning of project and implement
necessary steps in order to complete project
within desired timeline.
Medium
Suppliers Supplier are hired to supply resources
which are needed to complete the event and
manage project effectively and efficiently.
Supplier do have moderate role in planning
of project as task can be completed with the
help of appropriate resources.
Medium
Stakeholder Communication Plan
Stakeholder group Manner of
communication
Time
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College Authorities Can be contacted by
using written emails,
text messages or by
call.
Should communicate with team on timely
basis to measure progress of project.
Faculty members –
head of department
Can be contacted by
using written emails,
text messages or by
call.
Should communicate with team to understand
planning of project.
Students – team
members
Can be contacted by
using written emails,
text messages or by
call.
Should communicate on daily basis with
faculty members
Students – volunteers Can be contacted by
using written emails,
text messages or by
call.
Communicated by teams when their services
are required
Guests' Can be contacted by
using written emails,
text messages or by
call.
To invite for ceremony and to confirm their
presence in ceremony.
Parents Can be contacted by
using written emails,
text messages or by
call.
To invite for ceremony and to confirm their
presence in ceremony.
Professionals hired Can be contacted by
using written emails,
text messages or by
call.
Needed according to project and bidding for
contract of event
Suppliers Can be contacted by Order and delivery of resources as well as
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using written emails,
text messages or by
call.
payment of resources which are provided by
them.
TASK 5 : Risk Management Plan
Risk identification, analysis and Action plan
Risk Likelihood Person Responsible Mitigation Strategy
Delay in project
time
Moderate Project Manager Proper project planning and
executing project as per planning
Increase in
project cost
Likely Project Manager Proper project planning and
executing project as per planning
Theft Unlikely Security head Monitoring by CCTV and taking
appropriate security measures.
Stampede Rare Security head Evacuating people in case of any
emergency situation and providing
medical staff in case of emergency
stuation.
Project Risk Matrix
Likelihood Consequences
No effect
(easily mitigated
risk)
Minor
(project delay or
cost up by 10%)
Moderate
(project delay or
cost up by 30%)
High
(project delay or
cost up by 50%)
Certain High High Extreme Extreme
Likely Moderate High High Extreme
Moderate Low Moderate High Extreme
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Unlikely Low Low Moderate High
Rare Low Low Moderate High
CONCLUSION
This report focuses on implementation of necessary steps and plans in order to complete
the project. This report concludes about different stages which are included in completing project
and how these stages plays vital role in completion of task effectively and efficiently. This report
help in understanding importance of planning event and how it can be achieved by analysing
important aspects which can affect management of project.
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