Project Plan for Graduation Ceremony

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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