Three Days Event Organizing: Scope, Time, Cost, Communication, and Risk Management Plan

This document provides a comprehensive plan for organizing a three-day event, including scope, time, cost, communication, and risk management. It covers project description, project scope, assumptions, constraints, project roles and responsibilities, project work-breakdown structure, project milestones, project activity/time/dependency base table, project network diagram, project Gantt chart, cost breakdown and budget, and project cost baseline.

THREE DAYS
EVENT
ORGANIZING

Table of Content
SECTION 1. SCOPE MANAGEMENT PLAN..............................................................................1
1.1 Project Description.................................................................................................................1
1.2 Project Scope.........................................................................................................................1
1.3 Assumptions...........................................................................................................................2
1.4 Constraints.............................................................................................................................2
1.5 Project Roles and Responsibilities.........................................................................................2
1.6 Responsibility Project Matrix (RAM)...................................................................................2
1.7 Project Work-breakdown Structure (WBS)...........................................................................5
SECTION 2. TIME MANAGEMENT PLAN.................................................................................6
2.1 Project Milestones..................................................................................................................6
2.2 Project Activity/Time/Dependency base table ......................................................................7
2.3 Project Network Diagram .....................................................................................................8
2.4 Project Gantt Chart ...............................................................................................................9
SECTION 3. COST MANAGEMENT PLAN..............................................................................11
3.1 Cost Breakdown and Budget...............................................................................................11
3.2 Project Cost Baseline...........................................................................................................11
SECTION 4. COMMUNICATION MANAGEMENT PLAN.....................................................13
4.1 Project Stakeholders.............................................................................................................13
4.2 Stakeholder Communication Plan........................................................................................13
SECTION 5. RISK MANAGEMENT PLAN...............................................................................15
5.1 Risk Identification, Analysis and Action Plan ....................................................................15
5.2 Project Risk Matrix..............................................................................................................15
REFERENCES..............................................................................................................................19

SECTION 1. SCOPE MANAGEMENT PLAN
1.1 Project Description
Project initiation document helps to understand the project scope, factors which support in success of the project and increase
its efficiency. It is management process of a team to achieve objectives and increase the efficiency of the project effectively.
Project Description
This project is being formulated for Bloomsbury Institute to analyse all the factors which can impact the three-day event to
which is to be conducted in late September 2020. This report will provide project planning to reduce risk and increase communication
to increase efficiency of induction event for next academic year.
Project Objectives
 To generate effective project planning in order to improve induction and welcoming event at Bloomsbury Institute.
 To increase motivation of new students by increasing enrolment by 30% after induction event.
 To achieve all the skills and knowledge to increase the efficiency of the induction event of Bloomsbury Institute.
 To ensure the project objective to be achieved in realistic timeline effectively.
 To accomplish effective operation management and formulate proper structure of project team till end of September 2020.
1.2 Project Scope
Project scope is a part of planning which involves the activities which helps to accomplish the task and goals according to
deadlines. Bloomsbury Institute has the scope to increase the reputation and increase students education level about the institute.
Project provides better perception to parents about quality of education to students. This project has the scope to solve the issues
which students have about different courses and details of institute.
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1.3 Assumptions
These are the factors which are considered to be true without any evidence while planning project (Jiang, Klein and Fernandez, 2018).
The Project assumes that the skills and knowledge of the project team members are adequate according to objectives and increase
efficiency to achieve success. Project team is capable to understand all the factors in making decisions and improve event project
planning.
1.4 Constraints
There are issues in managing the activities due to limited time to organize event and understand all the factors to become more
potential effectively. Limited resources reduces the efficiency to plan project effectively and increase the potential of Bloomsbury
Institute.
1.5 Project Roles and Responsibilities
The project team consists of 30 members which are having different roles and responsibilities in induction event. Directors of
Institute, Heads of all department, 20 students who are capable to organize the event and some external professionals to make event
effective and successful. Volunteer are taken in the project team by making effective time schedule which help to maintain their
education and also contribute in three days event of Institute (Jiang, Klein and Fernandez, 2018).
1.6 Responsibility Project Matrix (RAM)
Project matrix help to identify all the core competencies of the project team in planning a project. This matrix enables to
identify all the roles and responsibilities of project team members of Bloomsbury Institute in order to increase their quality and
efficiency to perform task effectively.
2

Project Team Roles and Responsibilities
Director  Director is the head of the Institute which helps to provide supervision to all the
activities which are done to make the three-day academic induction event
successful (Turner, 2018).
 Director has the responsibility to ensure all the activities are integrated with
Institute's value and also reflect according to brand value.
 To Formulate effective policies and guidelines in order to set quality standards of
Institute.
HOD  They are responsible to provide effective information about their respective
departments and increase the project planning process (Cicmil and et.al., 2017).
 They have the duty to guide team members in doing tasks to achieve objectives of
project effectively.
 To provide information about all the educational courses provided in the institute
to the students.
Students  They are in the core project team due to their skills and knowledge which and
help them to increase the efficiency to complete task faster.
External Professionals  They help to use their experience in completion of event. For example event
planners, decorators, coordinators who have proper skills and knowledge to
manage all the activities in the event effectively (Bredillet, Tywoniak and
Tootoonchy, 2018).
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 They are responsible to understand Bloomsbury Institute's motives and vision in
performing different activities to reach the common goal.
 Their duty is to link all the activities professionally to increase efficiency of the
event and reduce cost effectively.
 They are paid to provide better ideas and innovation to reduce cost and improve
communication with audience effectively.
Volunteers  To fulfil tasks assigned to them.
 To be more efficient in coordinating with all the members effectively.
 To be willing to work and achieve the efficiency of the project.
Project Manager  They are responsible to analyse all the resource and plan them according tom
three day events.
 Time management is the duty of project manager in order to increase the
efficiency to plan effectively (Teo and Loosemore, 2017).
 To Integrate all team member's thoughts and information to achieve objectives
effectively.
 Project manager also have the duty to find effective caterers, decorators, and
managing all internal and external team members effectively.
4

1.7 Project Work-breakdown Structure (WBS)
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Welcome and
Induction Event for
Bloomsbury Institute
Project Initiation
Project Planning Project Execution
Project Closure
Project
Monitoring and
Evaluation
Resource
Requirement
Budget
Risk Factors
Stakeholder
Analysis
Idea
Approval
Project Team
Feasibility
Analysis
Project
Charter
Team
Management
Team
Directing
Procurement of
resources
Communicat
ion Channel
Conduct
Progress
Review
Stakeholder
Involvement
Corrective
Action Plan
Student Sign
off
Resource Release
Celebration

SECTION 2. TIME MANAGEMENT PLAN
2.1 Project Milestones
S. Nos. Task Name Duration Start Finish Predecessors Early Start Early Finish
1 Project Initiation 30 days Wed 04-03-20 Tue 14-04-20 Wed 04-03-20 Tue 14-04-20
2 Idea Approval 8 days Wed 04-03-20 Fri 13-03-20 Wed 04-03-20 Fri 13-03-20
3 Project Team 11 days Mon 16-03-20 Mon 30-03-20 2 Mon 16-03-20 Mon 30-03-20
4 Feasibility Analysis 5 days Tue 31-03-20 Mon 06-04-20 2,3 Tue 31-03-20 Mon 06-04-20
5 Project Charter 6 days Tue 07-04-20 Tue 14-04-20 4 Tue 07-04-20 Tue 14-04-20
6 Project Planning 30 days Wed 15-04-20 Tue 26-05-20 Wed 15-04-20 Tue 26-05-20
7 Resource Requirement 10 days Wed 15-04-20 Tue 28-04-20 4,5 Wed 15-04-20 Tue 28-04-20
8 Budget 8 days Wed 29-04-20 Fri 08-05-20 7 Wed 29-04-20 Fri 08-05-20
9 Risk Factors 7 days Mon 11-05-20 Tue 19-05-20 7,8 Mon 11-05-20 Tue 19-05-20
10 Stakeholder Analysis 5 days Wed 20-05-20 Tue 26-05-20 9 Wed 20-05-20 Tue 26-05-20
11 Project Execution 54 days Wed 27-05-20 Mon 10-08-20 Wed 27-05-20 Mon 10-08-20
12 Team Management 15 days Wed 27-05-20 Tue 16-06-20 9,10 Wed 27-05-20 Tue 16-06-20
13 Team Directing 10 days Wed 17-06-20 Tue 30-06-20 12 Wed 17-06-20 Tue 30-06-20
14 Procurement of resources 20 days Wed 01-07-20 Tue 28-07-20 12,13 Wed 01-07-20 Tue 28-07-20
15 Communication Channel 9 days Wed 29-07-20 Mon 10-08-20 14 Wed 29-07-20 Mon 10-08-20
16 Project Monitoring and
Evaluation 26 days Tue 11-08-20 Tue 15-09-20 Tue 11-08-20 Tue 15-09-20
17 Conduct Progress Review 11 days Tue 11-08-20 Tue 25-08-20 15 Tue 11-08-20 Tue 25-08-20
18 Stakeholder Involvement 8 days Wed 26-08-20 Fri 04-09-20 15,17 Wed 26-08-20 Fri 04-09-20
19 Corrective Action Plan 7 days Mon 07-09-20 Tue 15-09-20 17,18 Mon 07-09-20 Tue 15-09-20
20 Project Closure 4 days Wed 16-09-20 Mon 21-09-20 Wed 16-09-20 Mon 21-09-20
21 Student Sign off 1 day Wed 16-09-20 Wed 16-09-20 19 Wed 16-09-20 Wed 16-09-20
22 Resource Release 1 day Thu 17-09-20 Thu 17-09-20 21 Thu 17-09-20 Thu 17-09-20
23 Celebration 2 days Fri 18-09-20 Mon 21-09-20 21,22 Fri 18-09-20 Mon 21-09-20
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2.2 Project Activity/Time/Dependency base table
Activity 1st Month 2nd Month 3rd Month 4th Month 5th Month 6th Month 7th Month
Project
Initiation
Project
Planning
Project
Execution
Project
Monitoring
and
Evaluation
Project
Closure
7

2.3 Project Network Diagram
8

2.4 Project Gantt Chart
9

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SECTION 3. COST MANAGEMENT PLAN
3.1 Cost Breakdown and Budget
Budget breakdown is anticipated income and expenses of the project which helps to understand the specific incurred cost of
items while performing different activities in a particular timeline (Teo and Loosemore, 2017). Budget breakdown also helps to
understand the total cost which is incurred in the project by various activities to achieve objectives effectively.
Particulars Amount (£)
Technical equipments cost 1500
Marketing cost 350
Stationary cost 100
Promotion printing cost 50
Food and Beverage cost 5000
Entertainment cost 3000
Staff 5000
Total 15000
3.2 Project Cost Baseline
Particulars Amount (£) Baseline
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Technical equipments cost 1500 Project will need digital equipments like projector, camera, mic, speakers,
display screen which will help increase the efficiency of the induction event.
This cost will be incurred throughout the event.
Marketing cost 350 Marketing will include social media posting and end of induction marketing.
This cost will be incurred after the event is conducted.
Stationary cost 100 Stationary is provided to all the candidates which are attending the induction
event to gather all the information about the institute and additional information.
This cost in incurred by institute at the middle of the event (Cavanagh, 2017).
Promotion printing cost 50 Pamphlets and brochure will be distributed to students in the event which will
motivate them for enrolling in Bloomsbury institute. As this cost will be
obtained at beginning of the induction event.
Food and Beverage cost 5000 Refreshments and food will be provided to students for three days which will
increase the cost and it will be incurred on each day.
Entertainment cost 3000 Entertainment like dance performances from professionals to increase the
involvement of students in the event (Vanhoucke, Coelho and Batselier, 2016).
This cost will be incurred all the three-day in short intervals.
Staff 5000 Team members, professionals will be paid at the end of event.
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SECTION 4. COMMUNICATION MANAGEMENT PLAN
4.1 Project Stakeholders
Stakeholder Point of Interests
Students They are interested in the project as they are the end user who will join the institute for gaining education
and increasing their knowledge. They are both internal and external stakeholder for Bloomsbury Institute.
Project manager They are the leader of project and have to ensure the efficiency of all the team members to achieve project
objectives (Frijns, Van Leeuwen and Bierwolf, 2017). Project manager are also interested to guide and
increase knowledge of all the team members effectively.
Project Sponsor Project sponsor are the finance provider of the project, and they desire to make the project successful and
increase goodwill of the institute.
Trustees These are the owners of the institute who supervises all the activities of the project and also provide their
vision to increase goodwill of the institute effectively.
Project team members These are the people who are accumulated according to their skills and responsibilities to achieve project
objectives.
Parents They are the group of individual who have the potential to influence the decision of their child for
enrolment in institute.
4.2 Stakeholder Communication Plan
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Stakeholders Communication Medium Time Frequency of Communication
Students Weekly
Project manager Face to Face communication Daily
Project Sponsor Formal and written communication Quarterly
Trustees Email and formal Letters Monthly
Project team members Informal and Face to face. Daily
Parents Responsive communication Bimonthly
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SECTION 5. RISK MANAGEMENT PLAN
5.1 Risk Identification, Analysis and Action Plan
Risk management is the process to identify all the issues and problems while performing activities which decrease the
efficiency of the activities. Identification of risk will help Bloomsbury Institute to become more effective by formulating risk
management action plan to achieve objectives of this project effectively (Rasnacis and Berzisa, 2017).
5.2 Project Risk Matrix
Risk Management Register for Induction Event at Bloomsbury Institute
Risk Identification Assessment Response Monitoring and Evaluation
Serial
Number Risk Event Cause Effect Probability Mitigation
Strategy Action Responsible
person(s) Pre Action Post Action
1 Risk of
External
Environmen
t
Students do
not want to
study the
courses
which are
provided by
institute.
Project
failure
1 Accept By
adopting
effective
external
and internal
trend
analysis of
student
behaviour
and
educational
trends
institute
can
Students are
target
audience
which are
responsible
to change in
preference.
Adopting
External
and internal
environmen
t analysis.
5
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understand
the all the
factors
which can
impact
project.
2 Leader Risk There are
chances that
leader of
project team
become
inefficient
due to lack
of proper
knowledge
or health
issues.
Project
Delay
3 Transfer The next
authorized
person will
be taken all
the charges
in handling
the team
until new
and
effective
leader is
analysed in
the market.
HOD and
project
sponsor are
responsible
to evaluate
the skills
and potential
of new
leader in
order to
reduce the
risk and
increase
efficiency to
achieve
project
objectives
effectively.
Recruiting
more
effective
leader with
clear health
condition
background.
4
3 Unclear
Vision
The impact
of vision of
students and
parents
were not
considered
effectively.
Project
Inefficiency
2 Limit The Vision
will be
designed by
analysing
all the
resources
and
funding
which will
Recruit
effective
leader which
have the
potential to
communicat
e the vision
to its team
members
Identificatio
n of
strengths
and
weakness to
define
proper
vision of the
project.
3
16

help to
increase the
potential of
the Institute
effectively.
and increase
the
efficiency of
project.
4 Budgets The cost
operation in
the project
exceeds the
estimated
budget
which
reduced the
efficiency
of the
institute.
Project Cost
Higher due
to wrong
estimation
of cost in
project
planning
(Chen,
Chen and
Lin, 2016).
2 Limit Feasibility
study of all
the cost
will be
performed
from varied
sources to
ensure the
standard
cost to
formulate
effective
budget. The
cost of all
the
equipment
will be
cross-
checked
from
different
suppliers to
increase
bargaining
power and
reduce cost
of products.
Accountants
, finance
manger and
marketers
are
responsible
to formulate
effective
budget.
There
should be
effective
communicat
ion between
researcher
and finance
mangers of
institute.
2
5 Communica Lack of Project 5 Reduce/ When Project Proper use 3
17

tion Barriers coordinatio
n between
team
members
due
ineffective
communicat
ion n
medium.
Delay or
Project
Failure
Control people
come
together,
their views
are bound
to clash but
project
leader must
integrate
those ideas
together to
promote
healthy
performanc
e.
Manager,
Core Team
of digital
tools can
help to
increase the
efficiency in
communicat
ion skills.
18

REFERENCES
Books and Journals
Bredillet, C., Tywoniak, S. and Tootoonchy, M., 2018. Exploring the dynamics of project
management office and portfolio management co-evolution: A routine
lens. International journal of project management. 36(1). pp.27-42.
Cavanagh, M., 2017. Second order project management. Routledge.
Chen, H.L., Chen, W.T. and Lin, Y.L., 2016. Earned value project management: Improving the
predictive power of planned value. International Journal of Project Management. 34(1).
pp.22-29.
Cicmil, S and et.al., 2017, April. Exploring the complexity of projects: Implications of
complexity theory for project management practice. Project Management Institute.
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.
Fleming, Q.W., 2019, January. Project procurement management: contracting, subcontracting,
teaming. Project Management Institute.
Frijns, P., Van Leeuwen, F. and Bierwolf, R., 2017, June. Project management-A more balanced
approach. In 2017 IEEE Technology & Engineering Management Conference
(TEMSCON) (pp. 234-238). IEEE.
Jiang, J., Klein, G. and Fernandez, W., 2018. From project management to program
management: an invitation to investigate programs where IT plays a significant
role. Journal of the Association for Information Systems. 19(1). pp.40-57.
Rasnacis, A. and Berzisa, S., 2017. Method for adaptation and implementation of agile project
management methodology. Procedia Computer Science. 104. pp.43-50.
Teo, M.M. and Loosemore, M., 2017. Understanding community protest from a project
management perspective: A relationship-based approach. International journal of
project management. 35(8). pp.1444-1458.
Turner, J.R., 2018. The management of the project-based organization: A personal reflection.
Vanhoucke, M., Coelho, J. and Batselier, J., 2016. An overview of project data for integrated
project management and control. Journal of Modern Project Management. 3(3). pp.6-
21.
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