Project Plan for Graduation Ceremony

This project plan outlines the scope, time management, cost management, communication management, and risk management for organizing a graduation ceremony. It includes a breakdown of tasks, responsibilities, and budget allocation.

Project Plan
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Table of Contents
INTRODUCTION...........................................................................................................................3
SECTION 1. SCOPE MANAGEMENT PLAN..............................................................................3
SECTION 2. TIME MANAGEMENT PLAN.................................................................................6
SECTION 3. COST MANAGEMENT PLAN................................................................................9
SECTION 4. COMMUNICATION MANAGEMENT PLAN.....................................................11
SECTION 5. RISK MANAGEMENT PLAN...............................................................................14
CONCLUSION..............................................................................................................................17
REFERENCES..............................................................................................................................18
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INTRODUCTION
Project management pertains to systematic planning and structured practises adopted for
effectively managing a specific project or task (Bierwolf, 2017). Projects are managed here in the
study for effectively organising a graduation ceremony which will be held in the Nov. 2021. In
the study, specific project duration as well as budget has been established accordingly.
Moreover, stakeholder’s management, time and cost management, risks management as well as
scope management has been done for the given project.
SECTION 1. SCOPE MANAGEMENT PLAN
1.1 Project Description
The aim of the project is to plan graduation ceremony for X Institute. The date has been
set for November 2021. The planning period is expected to last about three months, with a
budget of £7000 set aside. Students and educators will work together to organize the gathering.
1.1.1 Project Objectives
SMART objective related to project is mentioned below:
“In three months, organize a graduation ceremony programme for the X Institute within a
planned expense of £7000.”
In addition, these are certain other objectives, as follows:
 Establish a specific project team then assign roles to each member.
 Obtain and distribute resources to individuals in accordance with their key
responsibilities.
 To establish project goals and performance metrics that project team can use as a guide.
1.2 Project Scope
Project scope corresponds to a project team's achievements. The following achievements
are targeted at in this scenario:
 Choosing a location for the event and putting together the appropriate decorations
 Finishing up activities such as food and hospitality, lighting and sounds, surveillance,
cleaning and other related tasks.
 Awards, certificates, and graduating caps are ordered.
 Choosing and welcoming the main guest as well as other visitors/guests.
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 Inviting guardians of graduated and present students and making arrangements
for accommodations.
Project team would be in charge of recruiting and overseeing professionals and specialists
in related fields such as security, surveillance, lighting, and audio. Although, the respective
project planning management doesn’t focus on responsibilities of team-members those
specialists/experts would be coming with them for executing contract work allocated to them
(Urbański, Haque and Oino, 2019).
1.3 Assumptions
Since this event is scheduled for November, it is believed that the disease outbreak scare
would be passed by then, as well as there will no limitations on public gatherings of up to 200
individuals.
1.4 Constraints
 Budget constraints - There are numerous activities that must be completed within very
restricted budget as well as time frame. As a result, project team is prone to face some
budget limitations while recruiting experts and making decisions about Chief Guests and
other guests.
 Resource constraints – Teachers and learners who are not experienced event planners
make up the project team. As a result, they are likely to face some skills and resource
constraints when designing, planning and handling overall project (de, Severo and Vieira,
2017).
1.5 Project Roles and Responsibilities
Project Team Designation handled by Roles and Responsibilities
Project Manager Head of Division Key role is to manage funding and to appoint
team leaders for different teams as well as govern
project executions tasks manner.
Treasurer Faculty member Responsibility is to allocate financial resources
and following-up entire project execution
according to budget.
Treasury group Students To assist treasurer in framing budget breakdowns
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and determining costs baseline.
Guests' head Faculty member Responsibility of selecting guests, sending formal
invitations for inviting them as well as welcoming
guests.
Guests' team Students Sending out invites to visitors and guardians, as
well as planning for their accommodations and
ensuring their convenience (Allahar, 2019).
Professionals'
hiring head
Faculty member In collaboration with the treasurer, supervise the
quotation procedure and select the ultimate
professional to also be employed.
Professionals'
handling team
Students Requesting and comparing quotes from various
professionals in required fields, such as dining,
lighting and sounds music, security, sweeping,
and so forth. In addition, monitoring their job
before the function is over.
Volunteers Students Volunteers’ role would be to assist other members
of project team with any assistance they need..
1.6 Responsibilities Project Matrix (RAM)
Here following is comprehensive responsibility matrix prepared for respective project:
R implies “Responsible”
A implies “Accountable”
C implies “Consulted”
I reflect “Informed”
Tasks/activities Project Manager Faculty Member Students Volunteer
Budget related decisions R/A C/A I I
Budget allocation C/I R C/A I
Selection of Guests C R A I
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Inviting Guests and arrangement of
accommodation
I C R/A I
Foods and dining C R A I
Lighting and sound C R A I
Security/surveillance C R A I
Cleanings C R A I
Mementos, certificates. medals and
caps
C R A I
Activities or tasks rehearsals I R A I
1.7 Project Work-breakdown Structure (WBS)
SECTION 2. TIME MANAGEMENT PLAN
2.1 Project Milestone
Milestones Timing-scale
Allocation of Budget By 02nd September 2021
Selecting teams By 20th September 2021
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Decisions regarding Guests By 24th September 2021
Invitations extended By 01st November 2021
Professionals hired By 25th October 2021
Medals, mementos, certificates and caps
ordered
By 15th October 2021
2.2 Project Activity/Time/Dependency base table
Number Activities Time-frame required
to accomplish tasks
Predecessors
1 Allocation of Budget 7 days
2 Selecting people and formation of teams 15 days 1
3 Finalising event Venue 15 days 1
4 Awarding catering contract 20 days 2
5 Awarding lighting and sound work contract for 15 days 2
6 Placing purchase order for certificates,
mementos, medals and graduation-caps, robs
etc.
30 days 3
7 Selecting guests as well as sending formal
invitation to guests.
45 days 3
8 Awarding event contract for surveillance,
security and related tasks.
45 days 3
9 Monitoring activities as well as rehearsing key
activities
29 days 5
10 Final Event: Graduation ceremony 1 day 9
2.3 Project Network Diagram
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2.4 Project Gantt Chart
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SECTION 3. COST MANAGEMENT PLAN
3.1 Cost Breakdown and budget
Assigned budget for overall event management project is GBP 7000 that has been
summarised below as cost break-down:
Costs Break-down
Particulars/details Amounts (in GBP)
Catering related services 1000
Lighting and sounds 650
Photography and videography work 600
Venue’s rent and event decorations 600
Medals, mementos, certificates, caps, robs etc. 650
Guests and guardians’ invitations and
accommodations
1400
Security and surveillance handling 600
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Cleaning work staff and tools 500
Other miscellaneous expenses 1000
Aggregate expected expenditures/budget
allocation
7000
3.2 Project Cost Baseline
Activities September month
Payments (in GBP)
October month
Payments (in
GBP)
November month
Payments (in
GBP)
Overall
budgetary
Allocation
Catering related
services
400 150 450 1000
Lighting and sounds 250 400 650
Photography and
videography work
350 250 600
Venue’s rent and event
decorations
250 350 600
Medals, mementos,
certificates, caps, robs
etc.
400 250 650
Guests and guardians’
invitations and
accommodations
500 300 600 1400
Security and
surveillance handling
100 200 300 600
Cleaning work staff
and tools
200 300 500
Other miscellaneous 350 200 450 1000
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expenses
SECTION 4. COMMUNICATION MANAGEMENT PLAN
4.1 Project Stakeholders
Stakeholder groups implies to those that are affected by project planning as well as
growth and, in addition, have an influence on project management tasks. They are categorized
as: internal process management teams and external groups as described below:
 Internal stakeholder – Within entire project management team, these are key participant
stakeholders. In respective project, Professors, teachers, volunteers, and university
officials are internal stakeholders.
 External stakeholder – There are people who are not part of project team. Visitors,
guardians, employed staff, and suppliers are key external stakeholders in respective
project (Galli, 2018).
Stakeholders for this graduation ceremony programme in X-Institute are individuals or
group having interests in the event as well as having influence over project tasks. In this regard,
following are some key stakeholder group, as follows:
Stakeholder group Interest in the project Influence level
College
Management/Authorities
Collage’s reputation and management or
authorities’ performance is dependent on
success of such event. Organising the event
within budget is also key stake of
authorities.
High
Faculty members – head of
department
Responsible mainly for effective project
planning as well as event organising. Thus,
having higher interest in entire project.
High
Students – team members Responsible for completing the task
assigned by the staff and coordinating an
effective event As a result, show a strong
interest in event.
High
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Students – volunteers Management also hired to volunteers for
regular tasks that needed to be completed.
They are only required to follow orders and
thus have lower stake in project
planning management (Mardiani, 2018).
Low
Guests' They are invited to event and therefore
have no other stake related to it. But
number of guest and their behaviour can
affect the entire event. They are interested
in event’s successful management.
Low
Parents They've been invited in event where their
ward will be revealed as graduate, but they
have no direct interest in organizing the
event. As a result, project planning
management tasks are less appealing to
them.
Low
Professionals hired They are employed to offer their specialized
services, as well as a successful plan would
reflect favourably on professional
reputation. As a result, they are involved in
knowing about project plan to degree that it
affects them (Jugdev, Mathur and Cook,
2018).
Medium
Suppliers They have been hired to provide supplies
for which they are contacted and contracted
for. Therefore, it can be said that they have
business interest in event project.
Medium
4.2 Stakeholder Communication Plan
Stakeholders groups Way of Time-frame Frequency (occurrence)
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communications
College
Management/Authoriti
es
Written formal –
emails/messages
or orally –
calling
Update status
Fortnightly for project
actual progress
As and when needed
Faculty members –
head of department
Written formal –
emails/messages
or orally –
calling
Each project task
duration day
Every time for relevant
information
Students – team
members
Written formal –
emails/messages
or orally –
calling
Each project task
duration day
Every time for relevant
information
Students – volunteers Written formal –
emails/messages
Whenever relevant
services are needed.
As and when needed
Guests' Written formal –
emails/messages
or orally –
calling
In Oct. month – to
make invite
In Nov. month – to
make confirm
As and when needed
Parents Written formal –
mails or emails
In Oct. month – to
make invite
In Nov. month – to
make confirm
As and when needed
Professionals hired Written formal –
emails/messages
or orally –
calling
- When bids are invited
- When contract work
given
As and when needed
Suppliers Written formal –
emails/messages
- Order for supplies As and when needed
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or orally –
calling
- Receipt of supplies
- Payment and billing
SECTION 5. RISK MANAGEMENT PLAN
5.1 Risk Identification, Analysis and Action Plan
Every project entails a number of dangers. Risks can be detected in a variety of ways,
including brainstorming, previous interactions, and so on (Ismail, Srewil and Scherer, 2017). The
danger registry for the respective graduation ceremony project plan is as follows:
Risks Likelihoods Personnel
Responsible
Mitigating
Strategy
Plan for
Contingencies
Delay/Deferment
in project time-
frame
Moderate Project Manager Adequate project
planning and
execution of
project according
to plan.
Alternate project
plans should be
made for ensuring
that event will not
delayed.
Incensement in
project costs
Likely Project Manager Adequate project
planning and
execution of
project according
to plan.
Revised budget
plan and costs
break-downs to
be analysed, with
an object to attain
minimum gone
overboard as in
budget.
Thefts Unlikely Security head Proper safety
measures,
security/
surveillance plan
and monitoring
through CCTV.
Frisk inspection
should be
performed by
surveillance team
as if required,
moreover, police
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assistance should
be taken.
Stampedes Rare Security head Effective
evacuation plan
as well as
emergency exits.
Ambulance-
emergency
services to be
arranged outside
the venue for help
when required
(Obradović,
Todorović and
Bushuyev, 2018).
Focus towards
maximum safety
evacuations with
minimal injury.
Emergency
medical team
should be present
in ambulance for
helping injured.
Traffic problems Moderate Security head Volunteers team
should be formed
to ensure
smoother traffic
management.
Volunteers for
handling traffic
congestion issues.
Bad weather
conditions
Moderate Project Manager Organise Indoor
event. Electricity
generators should
be arranged for
handling
contingencies.
Maximum
assistance to be
given as required.
Injuries Moderate Volunteers' Sensitive areas to
be mentioned for
avoiding injuries.
Ambulance and
Medical team
with ambulance
in emergency will
assist injured as
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medical
emergency
services to be
arranged outside
venue for assist if
required
(Robbins, 2019).
required, even
when require
transported to
nearby hospital.
Stale foods Unlikely Catering In-charge Catering services
provider to ensure
adequate quality
of foods.
For people who
will get-sick
because of some
stale foods, first-
aid should be
provided.
Higher amount of
wastes
Certain Cleaning head Adequate no. of
dumps bins
should be
arranged and
appropriate
garbage waste
disposal services
to be arranged.
Biodegradable
items should be
encouraged.
Contract made
with cleaning
service provider
for garbage/waste
disposal. Key
preference will be
to service
provider which
effectively
undertakes
disposal and
recycling
products.
5.2 Project Risk Matrix
Level Consequences
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No effects
(simply mitigated
risk)
Minor
(project tasks
delay or costs
increase by 10
percent)
Moderate
(project tasks
delay or cost
increase by 30
percent)
High
(project tasks
delay or cost
increase by 50
percent)
Certain/Definite Higher Higher Extreme-level Extreme-level
Probable Moderate Higher Higher Extreme-level
Modest Lower Moderate-level Higher Extreme-level
Not likely Lower Lower Moderate-level Higher
Rare Lower Lower Moderate-level Higher
CONCLUSION
The above study covers preparation for the organization of an X Institute's graduation
ceremony function over the course of three months with budget of pound 7000. It could be
assumed that all related tasks have been listed, and operations have been carried out with due
consideration for all potential assumptions including risks.
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REFERENCES
Books and Journal
Bierwolf, R., 2017. Towards project management 2030: why is change needed?. IEEE
Engineering Management Review. 45(1). pp.21-26.
Urbański, M., Haque, A.U. and Oino, I., 2019. The moderating role of risk management in
project planning and project success: evidence from construction businesses of Pakistan
and the UK. Engineering Management in Production and Services, 11(1), pp.23-35.
de Guimarães, J.C.F., Severo, E.A. and Vieira, P.S., 2017. Cleaner production, project
management and strategic drivers: an empirical study. Journal of cleaner
production. 141. pp.881-890.
Allahar, H., 2019. A management innovation approach to project planning. Technology
Innovation Management Review, 9(6).
Galli, B.J., 2018. Risks related to lean six sigma deployment and sustainment risks: How project
management can help. International Journal of Service Science, Management,
Engineering, and Technology (IJSSMET). 9(3). pp.82-105.
Mardiani, G.T., 2018, August. Construction industry project planning information system.
In IOP Conference Series: Materials Science and Engineering (Vol. 407, No. 1, p.
012093). IOP Publishing.
Jugdev, K., Mathur, G. and Cook, C., 2018. Linking workplace burnout theories to the project
management discipline. International Journal of Managing Projects in Business.
Ismail, A., Srewil, Y. and Scherer, R.J., 2017. Integrated and collaborative process-based
simulation framework for construction project planning. International Journal of
Simulation and Process Modelling, 12(1), pp.42-53.
Obradović, V., Todorović, M. and Bushuyev, S., 2018, September. Sustainability and agility in
project management: contradictory or complementary?. In Conference on Computer
Science and Information Technologies (pp. 522-532). Springer, Cham.
Robbins, T.R., 2019. A multipart project planning and tracking exercise. Decision Sciences
Journal of Innovative Education, 17(2), pp.104-125.
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