Project Plan: Bloomsbury Institute Graduation Ceremony 2021

This project plan outlines the organization of a graduation ceremony at Bloomsbury Institute London, scheduled for November 2021, with a budget of £7000. The plan encompasses scope, time, cost, communication, and risk management strategies. Section 1 details the scope management plan, including project objectives, scope definition, assumptions, constraints, roles, and a work breakdown structure. Section 2 focuses on time management, providing a project activity table, network diagram, and Gantt chart. Section 3 addresses cost management, presenting a cost breakdown and budget, along with a project cost baseline. Section 4 covers the communication management plan, identifying stakeholders and outlining a communication strategy. Finally, Section 5 presents the risk management plan, including risk identification, analysis, and an action plan. The plan aims to organize a successful graduation ceremony within the specified budget and timeframe, covering all aspects of event management.

Managing Operations and
Projects

Table of Contents
Section 1 Scope management plan .................................................................................................3
1.1 Project description.................................................................................................................3
1.1.1 Project objectives...........................................................................................................3
1.2 Project Scope ........................................................................................................................3
1.3 Assumptions..........................................................................................................................3
1.4 Constraints.............................................................................................................................4
1.5 Project roles and responsibilities:-........................................................................................5
1.6 Project work breakdown structure........................................................................................5
Section 2 Time management plan ...................................................................................................6
2.1 Project Activity/Time/Dependency base table .....................................................................6
2.2 Project Network Diagram.....................................................................................................7
2.3 Project Gantt Chart ...............................................................................................................7
Section 3. Cost Management Plan...................................................................................................8
3.1 Cost breakdown and budget..................................................................................................8
3.2 Project cost baseline .............................................................................................................9
Section 4. Communication management plan ..............................................................................10
4.1 Project stakeholders ...........................................................................................................10
4.2 Stakeholder Communication Plan.......................................................................................10
Section 5. Risk Management Plan.................................................................................................11
5.1 Risk Identification, Analysis and Action Plan....................................................................11
CONCLUSION .............................................................................................................................11
REFERENCES..............................................................................................................................12

Section 1 Scope management plan
1.1 Project description
This is a project of organising graduation ceremony at Bloomsbury institute London. The
graduation ceremony will take place in November 2021 and the project budget is limited to
£7000. This report will hover around comprehensive and realistic project plan which will include
all the details related to organising graduation ceremony. Also this report file will include plan,
strategies and scope related to organisation of graduation ceremony. The project of graduation
ceremony should be completed within 3 months.
1.1.1 Project objectives
 To organise a graduation ceremony in the budget of £7000, within next 3 months
1.2 Project Scope
This project will mainly provide strategies and plans for arrangement of graduation ceremony of
Bloomsbury institute. This project management plan will contain various tools and techniques
for the proper management of following things, cost management, time management, risk
management, resources management and communication management. This project management
plan will also include all the details related to arrangement of visual tools and technologies
required during arrangement of graduation ceremony. Also details related to various teams
working on different department for graduation ceremony such as communication department,
technological department, resources management department will also be covered in this
PMP(Pulido and Ríos, 2018).
1.3 Assumptions
Planning: Planning refers to all the activities or events that are going to happen during the period
of time as well as on the day of graduation ceremony. Assumptions here are that the resources
which we are trying to gather for the event will be easily available in the targeted budget. Also
the team leader and volunteers working on the event in different department will complete assign
task effectively and efficiently. The event should be organised in such a way that it matches the
glory of Bloomsbury institute and also there should be no disruption while whole event is going
on.

Resources: Resources will be all those things which will used while preparing for the graduation
ceremony. Things used for decoration, chairs for sitting, stage preparation, mic and loud
speakers, visual tools, podium etc. are some items which will be counted in resources required
for graduation ceremony. The assumption made here is that all the resources required during the
process will be easily available without any trouble and also within the assigned budget for
resources(Bru and Hella, 2020).
Scope: Assumptions related to scope of this project is that all the deliverables, functions and
responsibilities and roles will be effectively achieved during these 3 months period.
Expectations: Assumptions are that all the objective expected to be achieved by the graduation
ceremony will easily be achieved. All the guests who are presented in the ceremony will love the
event and the event matches the level of institute.
Activities or schedules: Activities like getting seated, academic possession, welcome address,
presentation of awards and certificate and other activities scheduled on the day should be
completed as per time and all the interruption and uncertainties can easily be avoided(Potter,
2018).
1.4 Constraints
Planning: Due to chaos between volunteers all the plans related to activities are not able to
execute is termed as constraints in planning.
Budget: Due to increase in price of resources the budget limit will exceed thus causing
constraints in budget.
Time: Due to some interruption in activities due to any uncertainty the work is not able to
complete within assigned time period which is 3 months.
Scope: Due to failure in execution all the scopes targeted for accomplishment are not able to be
achieved.
Activities: Due to time constraints all the activities scheduled on the day is not able to be
completed.
Scheduling: Due to some uncertainty the schedule get interrupted thus causing constraints on
scheduling
Management: Due to any conflict and lack of coordination management is not able to perform
all the task assigned .

1.5 Project roles and responsibilities:-
Event manager Roles and responsibilities of event manager is to manage all the tasks and
activities related to decoration, stage setup, visual tools setup and
arrangement of other things at their specific place.
Teachers Roles and responsibilities of teachers are to manage students and look after
that every one is acting within institute decorum
Volunteers Roles of volunteers are to manage all the activities scheduled to take place
in the ceremony and execute all the plan related to these activities.
Students Roles of students is to address parents, guardian and other new bees in the
institute and look that everyone should follow institute code of conduct.
1.6 Project work breakdown structure.
Work breakdown structure refers to breaking big and tough tasks in small pieces such that work
become easier to handle thus reducing burden from volunteers and students working on the task.
Activities like visual tools setup, stage setup, communication network setup are big and time
consuming activities thus breaking these activities in small parts will reduce burden and
increasing chance of completion effectively and efficiently(Zidane, 2018).

Section 2 Time management plan
2.1 Project Activity/Time/Dependency base table
Project activity base table is mainly a table which include details related to different activities
and time needed to perform a particular activity. As activities can be inter-related or dependent
on each other that is why it will work as a pathway that will help in understand what activity is to
perform at what time. In graduation ceremony there are many events that have to be performed
on that particular day and thus a project activity help to clarify these activities so that chances of
error can be eliminated. Given below is a table that will provide details related to different
activities required for planning of graduation ceremony and time of start and end of these
activities(Magutu, 2018).
S. No. Activities Start date End date
1 Selection of venue 08/08/21 10/08/21
2 Estimation of budget 09/08/21 13/08/21
3 Selection of event
manager
14/08/21 18/08/21
4 Reserving catering
services
17/08/21 23/08/21
5 Deciding cuisines for
menu
23/08/21 28/08/21
6 Selection of volunteers 25/08/21 01/09/21
7 Arrangement of music 03/09/21 08/09/21
8 Deciding activities to
be conducted during
the event
11/09/21 20/09/21
9 Forming different
departments
15/09/21 18/09/21
10 Sitting arrangements 25/09/21 27/09/21

11 Preparation of guests
list
01/10/21 06/10/21
12 Invitation 15/10/21 25/01/21
13 Deciding fun activities
for ceremony
16/10/21 30/10/21
14 Event day 03/11/21 03/11/21
2.2 Project Network Diagram
Project network diagram is a diagram which will help to understand the flow of activities and
thus able to understand the path way in which activities related to event are going to happen. As
activities and their schedule time is independent therefore network diagram is best way to show
these activities. From the diagram given below it can be understood that how a network is form
from different set of activities in a tentative manner(Frank Angiolelli and GSLC, 2018).

2.3 Project Gantt Chart
Gantt chart is a chart which includes various activities and time span required for those activities.
All the activities scheduled in graduation ceremony as well as their start and end time will be
represented in this chart thus volunteers will have a pathway which will help them to reduce
chances of error and overlap and thus completing task on time(Cano and Hernández, 2017).

Section 3. Cost Management Plan
3.1 Cost breakdown and budget
Cost breakdown and budget refers to breaking set of activities into parts and estimating cost of
expenditure on them. There are different set of activities like marketing of event, hardware
equipment purchase, selection of venue, booking catering services inviting guests, music and
dance activities and booking event manager. All these activities need some cost to bear either in
booking services or purchasing items. Thus cost breakdown and budget estimation play very
important role in deciding budgets for specific activities and thus increases chance of reduction
in waste expenses. Given below is a chart of cost breakdown and budget estimation which will

help to understand how much expenditure is need to made on different activities(Mohagheghi
and Aparicio, 2017).
S.
No.
Particulars Unit purchased Cost per unit (In £ ) Total
Expenditure
1 Selection of venue 1 2000 1500
2 Stage formation 1 800 800
3 Marketing expenditure 500 500
4 Arrange speaker 2 100 200
5 Decorations 400 400
6 Arrange catering 900 900
7 Utility expenditure 600 600
8 Security 30 30 900
9 Chairs and tables 300 2 600
10 Miscellaneous
expenditure
600 1 600
Total 7000
3.2 Project cost baseline
Project cost baseline is a time based plan which is implemented once a budget is estimated by
project manager. It is kind of base with which comparison of actual cost expenditure is done and
thus project manager can understand that how much extra money they are investing in project in
comparison to actual budget. Project cost baseline also helps in reducing chances of error in term
of expenses and hence can save extra money which can be used as reserve(Westin, 2016)
(Mellender, 2017).
Particulars I II III Total
Selection of 500 500 500 1500

venue
Stage formation 400 200 200 800
Marketing
expenditure
200 200 100 500
Arrange speaker 100 50 50 200
Decorations 200 100 100 400
Arrange catering 300 300 300 900
Utility
expenditure
200 200 200 600
Security 300 300 300 900
Chairs and tables 200 200 200 600
Miscellaneous
expenditure
200 200 200 600
Total 2600 2250 2150 7000
Section 4. Communication management plan
4.1 Project stakeholders
Project stakeholders are those person which are directly or indirectly affected by organising the
activities. They can individuals, group of individuals or any organisation that may get affected
from the event. In this case of graduation ceremony there are many stakeholders with varied
interest that are involved in the graduation ceremony. Listed below are some of stake holders
with their interest:-
 Institute:- Bloomsbury institute is one of the stakeholder of graduation ceremony as they
are directly connected and affected by the event. Grand graduation ceremony will also
help in glorifying institute in terms of goodwill(GHATTAS, 2016).

 Teachers:- As teachers are directly involved in graduation ceremony event and they have
worked hard for arrangement of event thus they also are one of the stakeholder for the
event.
 Volunteers:- Volunteers are those students who are working on organising this
graduation ceremony event and thus they also are stakeholders of event.
 Students:- Students involved in the graduation ceremony are another stakeholders for the
event as they are directly involved in the event and taking part in different activities.
 Parents:- Parents are connected to students and thus they are indirect stake holders for
the event as they have send their students for the graduation and thus they have varied
interest related to event.
4.2 Stakeholder Communication Plan
Stakeholder communication plan simply means that how you going to communicate with
external and internal stakeholders. Following are the communication plan for different
stakeholders mentioned above:
 Institute:- Institute are direct stake holders and all the budget expenses are bear by
institute only thus they need to directly communicated during event management.
 Volunteers:- There are different communication channel formed for various volunteers
so that they can work fluently.
 Teachers:- Teachers are also working and guiding volunteers for working on event thus
they are also directly communicated by volunteers in case of need.
 Students:- Students are noticed by institute in the form of mail or using notice board to
communicate about activities related to event.
 Parents:- Parents are invited by institute through mail or any other source of invitation
and thus communicated by institute.
Section 5. Risk Management Plan
5.1 Risk Identification, Analysis and Action Plan
 Financial loss:- Loss of finance is a huge risk for institute as limited budget is assigned
for project. Proper budget estimation and cost baseline is highly recommended for
reducing financial loss.

 Bad weather:- climate uncertainties can also be huge risk for outdoor events and thus
proper tent facility should be provided for such events.
 Communication barrier :- Communication conflict between volunteers can also be huge
risk and thus communication barriers should be eliminated using various strategies.
 Taking more then assigned time:- 3 months is the given time for organising this event
and taking more time than this can be a huge risk thus for avoiding this risk proper
planning should be facilitated for event.
CONCLUSION
The above project management report focuses on different aspects of graduation ceremony event
going to conducted in Bloomsbury institute. The above PMP covers scope and objective of
project and also covers cost estimation and budget estimation. The above report also cover cost
baseline and information related to stakeholders of event. The report also focuses on various
methods of time management which are Gantt chart, network diagram and WBS.

REFERENCES
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