LSBM204 - Bloomsbury Institute Graduation Ceremony Project Plan Report

This report details a project plan for organizing a graduation ceremony at Bloomsbury Institute, encompassing various aspects of project management. The plan includes a scope management plan defining the project's objectives, deliverables, assumptions, and constraints. It outlines time management strategies with a project activity table, network diagram, and Gantt chart. Cost management is addressed through a detailed budget breakdown and baseline. A communication management plan identifies stakeholders and communication protocols. The report also incorporates a risk management plan, including risk identification, analysis, and mitigation strategies. The conclusion summarizes the importance of proactive planning and effective communication for a successful event, supported by references to relevant literature. The project aims to enhance student experience and showcase effective application of project management techniques.

MANAGING
OPERATIONS AND
PROJECT

Table of Contents
Section 1. Scope Management Plan.................................................................................................2
1.1 Project Description................................................................................................................2
1.2 Project Scope.........................................................................................................................3
1.3 Assumptions..........................................................................................................................3
1.4 Constraints.............................................................................................................................4
1.6 Project Work-breakdown Structure (WBS)..........................................................................5
Section 2. Time Management Plan..................................................................................................5
2.1 Project Activity/Time/Dependency base table .....................................................................5
2.2 Project Network Diagram ....................................................................................................6
2.3 Project Gantt Chart ...............................................................................................................6
Section 3. Cost Management Plan...................................................................................................7
3.1 Cost Breakdown and Budget.................................................................................................7
3.2 Project Cost Baseline.........................................................................................................8
Section 4. Communication Management Plan.................................................................................8
4.1 Project Stakeholders..............................................................................................................8
4.2 Stakeholder Communication Plan.........................................................................................8
Section 5. Risk Management Plan...................................................................................................9
5.1 Risk Identification, Analysis and Action Plan .....................................................................9
CONCLUSION.............................................................................................................................10
REFERENCES..............................................................................................................................12
Section 1. Scope Management Plan
1.1 Project Description
The current project is based on Bloomsbury Institute planning to conduct a graduation
ceremony to be happened in November 2021 with a aim to develop students who all are
supposed to attend ceremony. The project report comprises of detailed information about
ceremony comprising its objective, scope, management of cost, time management,

communication and risk management. Further report also covers some possible risks that can
take birth during ceremony.
1.1.1 Project Objectives
Following are the objectives of undertaking the project.
 Analyzing operations management concepts and theories related to organizational
planning, resourcing and evaluating effectiveness of Bloomsbury Institute.
 Identifying and analyzing different planning techniques that are employed in
development and implementation of Bloomsbury Institute and solving their
issues.
 Understanding and comparing various organizational constraints that may create
an impact on its operations and project management.
 Applying appropriate project management techniques to organizational situations
and evaluating their effectiveness.
 Developing project management skills.
1.2 Project Scope
Scope is a tool used to demonstrate major deliverable comprising of requirements,
assumptions, milestones, constraints, etc. Project scope helps in taking effective decisions at the
time of making some kind of modifications or changes.
Scope for Bloomsbury Institute clarifies its working of project and its deliverable. It
includes some key components such as objective, estimated outcomes, project specifications, risk
identification, etc.
Bloomsbury Institute scope for total number if arriving students, rate of success for
institute also later outcomes occurs after happening of ceremony along iwht its utility in
analyzing its failure and success.
1.3 Assumptions
Some assumptions in respect of graduation ceremony project plan that is required to be
determined in order to confirm development and sustainability of ceremony assisting in
achieving objectives or goals. Assumptions are mentioned below:

 Through conducting a graduation ceremony Bloomsbury Institute plans to cater more
new students along with enhancement of knowledge scope and education between
graduates.
 The next assumption is that complete graduation ceremony motivates enhancement of
technology and gives best practices to Bloomsbury Institute as a key to motivate
graduate candidates along with their parents.
1.4 Constraints
Some limitations that arises before and during ceremony are mentioned below:
 Project team has a limited time of only 3 months to plan ceremony which is very short
for conducting a great event in institution.
 Another limitation is of financial crunch. Bloomsbury Institute project team has only
£7000 to plan its ceremony completely which is tough to manage in this short.
 Bloomsbury Institute is lacking behind in having efficient resources in order to
conduct graduation ceremony which will bring inefficiency in event.
1.5 Project Roles and Responsibilities:
Roles and responsibilities of key personal who will be taking in-charge and other
activities accountability is mentioned below:
Key Person Roles and Responsibility
Project In-charge Finalizing all activities and keep a continuous
update about its working.
Technician Will arrange technical equipment if required
and also looks for any technological disruption
during ceremony.
Project Co-ordinate Role is to coordinate ceremony things with in-
charge and other persons.
Volunteers Their role is to execute certain activities or
other tasks listed by Project in-charge or

coordinator
Anchors Are responsible for writing script, speeches,
etc. their role is to welcome guests, proceed
ceremony.
1.6 Project Work-breakdown Structure (WBS)
Work-breakdown structure is useful tool for modelling business procedures which
consists of various steps such as designing, developing, launching, and execution of project in
order to evaluate and realize its relevance (Bibarsov and et. al., 2017). The structure assists
project manager in classifying and breaking down whole project into various tasks or activities
that becomes useful in bringing efficiency and examines tasks easily.
Bloomsbury Institute is conducting a graduation ceremony that comprises of some related
tasks or details like faculties, classrooms, method of teaching, technical or computer laboratory,
etc. during ceremony institute management team promotes and ensures adequate healthy learning
environment for their students as well as faculty members to provide them quality education and
facilities.
Section 2. Time Management Plan
2.1 Project Activity/Time/Dependency base table
The work-breakdown structure for Bloomsbury Institute is mentioned below:
Task Time period Dependency
Investors 7 days 1
Budget 7 days 2
Venue 7 days 4
Food and Beverages outlining 7 days 5

Staff Co-ordination 7 days 3
Human resource allocation 14 days 6
Seating Arrangements 7 days 2
Preparation of guest list 14 days 4
Attendees Safety 14 days 6
Post launch activities 6 days 7
2.2 Project Network Diagram
Project network diagram is a graphical representation depicting all the necessary tasks
along with its duration for completing such activities (Brewer and Dittman, 2018).
2.3 Project Gantt Chart
Gantt chart is a representation of horizontal lines showing progress of activities
completed or needs to be done within a specific time period for certain planned event or
ceremony (Demirkesen and Ozorhon, 2017).

Section 3. Cost Management Plan
3.1 Cost Breakdown and Budget
Budget refers to a financial representation of several expenditures which are supposed to
be involved in process or execution of ceremony (Heldman, 2018). Budgeting is a very important
task relates to segregation and enhancement of monetary resources in certain tasks. Bloomsbury
Institute is having only £7000 in its estimation. Th budget based on estimated price for
graduation ceremony is done below:
ACTIVITIES SUB-ACTIVITIES
SUB-ACTIVITIES
AMOUNT AMOUNT (£)
Catering Drinks 300

Starters 300
Dessert 500
Main Course 900 2000
Human Resource
Event Planners 1500
Decorators 1000
Technicians 1000
Cleaners 500
Waiters 1000 5000
TOTAL 7000
3.2 Project Cost Baseline
Cost baseline refers to a component of management that is connected with a project along
with appropriate amount of money allocated for specific project that is estimated (Kerzner,
2017). It also shows the time of utilizing the money. There are three major baselines which are
always concerned with each project that is cost, scope and schedule baselines which are based by
accomplishment of set goals.
Bloomsbury Institute prior planning to the ceremony determines the cost to be incurred
for conducting so that there should not be any financial crunch at twelfth hour.
Section 4. Communication Management Plan
4.1 Project Stakeholders
The stakeholders for this graduation ceremony project are Institution top level
management, government, faculties, workers, students and their parents, technicians, investors or

sponsors, also all those who are directly or indirectly related with ceremony.
The interest level of stakeholders is shown in table below:
INTEREST LEVEL
POWER LEVEL
LOW HIGH
Low Suppliers Students
High Government College Management
4.2 Stakeholder Communication Plan
Bloomsbury Institute will conduct regular meetings to communicate with project team
members so that every information regarding ceremony will be passed to related persons. To
pass information to external stakeholders such as sponsors, government, parents institute will use
E-mail or invitation cards and telephonic mode of communication.
Section 5. Risk Management Plan
5.1 Risk Identification, Analysis and Action Plan
Risk is an element present in all activities. Risk matrix is applied to identify and
document all the possible risks along with their ways to manage them effectively (Meredith and
et. al., 2020). Managing risk is very important in each event because this creates flaws in smooth
functioning of ceremony. For Bloomsbury Institution risk is assessed as below:
Risk identification Probability Impact Overall Risk analysis Risk response
Loss of Brand 5 5 10 It is related with
fear of loosing
brand image of
event
organization.
Event organizer
takes care of all
the required
facilities for
attendees by
abiding ethical
code of conduct

to safeguard their
brand image.
Chances of
cancellation on
last hour
4 5 9 This comprises of
audience
registration which
may be cancel led
by some at last
moment.
This is a sole
responsibility of
event organizer to
ensure pre
registration of all
attendees.
Equipment
misplacement
3 4 7 This covers risk of
getting necessary
equipment placed
at wrong place
that may not be
found on correct
time.
To prevent this
risk management
team can ensure
proper allocation
and placement of
required
resources.
Financial crunch 3 3 6 This involves
short of finance
during ceremony
that can create
mismanagement
of resources.
Preparation of
proper budget
helps management
to reduce risk of
financial crunch.
Managing
audience
1 2 3 This comprises of
safety and security
of all ceremony
attendees that
cannot become
inconvenient to
rest audience.
In this regard,
project manager
need to look and
take some safety
measures related
to crowd
management

along with
ensuring their
entry exit.
CONCLUSION
From the present report it can be concluded that conducting a graduation ceremony is a
very big task and is very crucial for institution to conduct. It is very necessary to plan in advance
by keeping certain things in mind such as its budget, risks associated in it, audience, time, etc.
management of which prior to the ceremony helps team to have effective and successful event.
Communication is required at continuous time period in order to avoid any miscommunication or
to pass every related information to concern people. Gantt chart and work-breakdown structure
acts as a path to follow for effective execution of each task in ceremony.

REFERENCES
Books and Journals
Bibarsov and et. al., 2017. Conceptual basics and mechanism of innovation project management.
Brewer, J.L. and Dittman, K.C., 2018. Methods of IT project management. Purdue University
Press.
Demirkesen, S. and Ozorhon, B., 2017. Impact of integration management on construction
project management performance. International Journal of Project Management. 35(8).
pp.1639-1654.
Heldman, K., 2018. PMP: project management professional exam study guide. John Wiley &
Sons.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Meredith and et. al., 2020. Project management in practice. John Wiley & Sons.
Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business and
technology. Taylor & Francis.
Papke-Shields, K.E. and Boyer-Wright, K.M., 2017. Strategic planning characteristics applied to
project management. International Journal of Project Management. 35(2) pp.169-179.
Picciotto, R., 2020. Towards a ‘New Project Management’movement? An international
development perspective. International Journal of Project Management. 38(8). pp.474-
485.
Rodríguez-Rivero, and et. al., 2020. Applying the strategic prospective approach to project
management in a development project in Colombia. International Journal of Project
Management. 38(8). pp.534-547.
San Cristóbal, and et. al., 2018. Complexity and project management: A general
overview. Complexity, 2018.