Comprehensive Project Report: Bloomsbury Institute Graduation Ceremony

This report presents a comprehensive project management plan for organizing a graduation ceremony at Bloomsbury Institute. It encompasses various aspects of project management, including scope management with project objectives, scope definition, assumptions, and constraints. The report details time management through milestones, activity tables, network diagrams, and Gantt charts. It also includes a cost management plan with a cost breakdown and budget, alongside a communication management plan identifying stakeholders and outlining a communication strategy. Furthermore, a risk management plan is provided, covering risk identification, analysis, and mitigation strategies. The report concludes with a discussion of the project's key elements and a reference list.

Managing Operations
and Projects
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Table of Contents
INTRODUCTION...........................................................................................................................3
Section 1: Scope management plan ................................................................................................3
1.1 Project Description ..............................................................................................................3
1.1.1Project Objectives ..........................................................................................................3
1.2 Project Scope ........................................................................................................................4
1.3 Assumptions ........................................................................................................................4
1.4 Constraints ............................................................................................................................4
1.5 Project Roles and responsibilities ........................................................................................5
1.6 Responsibility assessment matrix (RAM) ............................................................................5
1.7 Project Work-breakdown structure ......................................................................................6
1.8 WBS Dictionary ...................................................................................................................7
Section 2: Time management plan...................................................................................................8
2.1 Project Milestones ................................................................................................................8
2.2 Project activity/Time/Dependency base table.......................................................................9
2.3 Project Network Diagram...................................................................................................10
2.4 Project Gantt Chart .............................................................................................................11
Section 3: Cost management plan..................................................................................................12
3.1 Cost breakdown and budget ...............................................................................................12
3.2 Project cost baseline ...........................................................................................................14
Section 4: Communication management plan...............................................................................14
4.1 Project Stakeholders ...........................................................................................................14
4.3 Stakeholders communication plan .....................................................................................14
Section 5: Risk management plan .................................................................................................15
5.1 Risk identification, analysis and action plan ......................................................................15
5.2 Project risk matrix ..............................................................................................................16
Conclusion.....................................................................................................................................16
References......................................................................................................................................17
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INTRODUCTION
Organisation delivers different kind of operations along with projects that need relevant
management so that their goals and objectives can be attained within stipulated frame of time.
For this project manager must execute policies along with strategies for carrying out the project
as per the plan as per this attain the main target (Chofreh and et. al, 2019). Project management
comprises of looking into peculiar data for carrying out detailed preparation, coordination along
with monitoring of the activities for attainment of the project goals. Current project is based on
organising a graduation ceremony, Bloomsbury Institute is taken into consideration in order to
illustrate systematic project formulation promotion of the engaging system engineer for
arranging the induction program for the three days. In addition to this, goal of the administration
is to have consent for activities that they have to conduct. The report comprises of project
description, scope, strategies for risk management and communication plan for the same.
Section 1: Scope management plan
1.1 Project Description
This is accountable for insight into the requirements of clients through which precise
understanding can be developed. It is crucial to have complete overview of the project as this this
will enable within having clarity through which enhanced decisions can be made. With reference
to the representatives of Bloomsbury institute it is critical for them to attain views for the three-
day convocation program at wider scale.
1.1.1 Project Objectives
There are some SMART objectives of the project that will be shown as below:
 To organise graduation ceremony within the period of 6 months at cost of £7000.
 To decrease overall cost of ceremony by 10% while organising project in between the
period of 6 months.
 To reduce the overall risks of project by 10% during the 6 months of organising period.
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1.2 Project Scope
The scope for the designing of the project is execution of distinct activities in an
appropriate and efficient manner so that maximum people can be captivated for taking
admission. Here, enhanced emphasis will furnish details related with complete process that
involves identification of relevant venue designing of the conference hall, preparing speeches for
welcoming students along with their guardians. The proper management of the events will lead
to create impact on the manner in which students deliver their liabilities. The critical objective of
the event is to grab attention of people towards institute and the courses that are being delivered
by them so that there can be significant increase within the admissions (Dasović, Galić and
Klanšek, 2020).
1.3 Assumptions
The entities that are required for accomplishment of the plans requires deciding the venue
so that all the guests and students can have a proper arrangement as per their anticipations. This
comprises of making prediction so that accordingly arrangements can be carried out though the
information have been taken up by the participants but again this can vary. Here, different
activities need to be organised in proper manner so that event can be organised in adequate way.
1.4 Constraints
There exist different aspects that are associated with management of all the activities in an
appropriate and effective manner. They are specified beneath:
Capital constraints: This is identified as critical entity for each of the project schedule.
This will comprise of all the aspects that is welcoming chief guests, audiences, degrees and many
other activities for ensuring the success of the event. It is mainly associated with human
resources as well as funds that are required by the organisation.
Financial constraints: Bloomsbury needs significant quantity of finances in order to
coordinate different operations on the enhanced scale so that each entity can be used in an
enhanced manner. It is important to have approvals from the municipal corporation so that they
can conduct their events by ensuring all the permissions as this can be a concern for the
government.
Time constraints: This implies coordination of the preparations that can be accessed at
particular frame of time. It means that all the activities have to be coordinated and well managed
so that time frame can be addressed in effective way (Klein and Müller, 2020). As the project
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will be carried on May 2020, it is important to ensure that all the probable situations are in line
with anticipated timetable.
1.5 Project Roles and responsibilities
While working as a team it is essential to assign roles and responsibilities in order to
make sure that everyone in a team is well aware about their jobs. This helps in making sure that
there is no repetition of work and in addition to that, this approach also helps in reducing the
chances of repetition of work due to miscommunication. While conducting this research, the
leader made sure that everyone in the team is well aware of what they have to do. Furthermore,
the superior subordinate relationship was also established in order to make sure everyone in the
team know who they have to answer to. An accumulation of all of these practices helped in
development of a free flow of communication, thus the overall compatibility of the study was
enhanced.
1.6 Responsibility assessment matrix (RAM)
This approach helps in determining roles and responsibilities of everyone in a team with
respect to the associated project. This matrix is an accumulation of four characteristics in a team.
In accordance to this approach, in every team everyone belongs to one of the four following
categories:
 Responsible – People associated with this category are usually the ones who are given the
task to manage operations. In our team we had leaders, who made sure that operations are
in accordance to the goals set, they also monitored activities and made sure that they are
being completed within the pre-determined time frames.
 Accountable – This category consists of individuals who are accountable for the quality
of final deliverables and in addition to that it also comprises of individuals who sign off
the work of those responsible for the project. For our project the person accountable was
out teacher, because the approval of final project was coherently dependent on him.
 Consulted – For completion of any study, many people are consulted and the courses of
actions are determined on the basis of constructive advices given by them. In this project,
the people consulted were professors, who have a lot of experience associated with this
study. Almost all the activities were conducted on the basis of advices given by them and
it helped in subduing the obstacles in the course of this project.
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 Informed – This category is an accumulation of people who are informed after
completion of every activity. There is a one-way communication with those who are
informed, as they just need to be updated with the status of the project. The informant for
this project was project representative, and he updated with project status after
completion of every task.
Deliverab
le /
People
Title
Project
manager Task leader
Group
director Purchasing Staffer A
WBC
Code
2.2 Stage designing I R A
3.3
Promotion
responsibility A
4.4 Respondents R I
5.5 Catering A A
6.6
Budget
controlling C I
As per the above responsibility assignment matrix it is analysed that there are mentioning
various activities that conducted by various people according to their responsibilities. For stage
designing informed to project manager that conduct all the task in under instructions. Along with
task leader is responsible for the designing and Staffer A is accountable in proper manner. For
the different activities different persons are accountable, responsible and informed for task
complementation. Catering is accountable by project manager and staffer A because manager
provide guidance to staffer in regard of snacks, lunch and dinner.
1.7 Project Work-breakdown structure
Work breakdown structure refers to the process of carrying out different activities for
having enhanced performance through which objectives can be attained in appropriate manner.
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This acts like a manageable section in order to organise the activities that will aid managers
within carrying out them within appropriate way (Kerzner, 2019). With reference to
Bloomsbury, this structure will further aid them within making activities amplified through
which they can attain higher levels of the profitability. This will assist organisation within
carrying out their activities in better way.
1.8 WBS Dictionary
Cost base line
Budget
Particulars Amount (In £)
Stage Formation 500
Stage background 300
Chairs and tables 200
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Print flyer for publicity 500
Holdings advertisements 100
Posters 150
Pump-lets 250
Send email reminders 600
Decorations 1350
Light decoration 500
Props 350
Flowers 300
Cloth decoration 200
Catering 1000
Snacks 250
Lunch 450
Dinner 300
Utility expenditure 500
Telephone bills 500
Security 750
Guards 400
Bouncers 350
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Miscellaneous expenditure 300
Registrations expenses 300
Event venue 1500
Total £ 7000
Section 2: Time management plan
2.1 Project Milestones
There are different millstones of the given project which are event venue, stage
formation, decorations etc. The entity is accountable for ascertaining that adequate frame of time
is maintained for different activities associated with the program in an effective manner. The end
the program has to be ensured this makes it essential that all the aspects are covered within
formulated time frame so that effectual utilisation of time can be ensured as well as gross
productivity can be figured out (Rahardja and Lutfiani, 2020). This will assist within conveying
differentiation via identification of performance of the organisation. Program manager of the
organisation i.e. Bloomsbury institute must opt for tools such as Gantt Chart that will enable
them within estimation of different activities for specific frame of time that has been allocated.
Therefore, this is regarded as critical aspect for planning of the actions and emphasising on
distinct activities.
2.2 Project activity/Time/Dependency base table
Project activity Time duration
Event venue 5
Stage Formation 3
Print flyer for publicity 6
Send email reminders 8
Decorations 5
Registration 2
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Arrange speakers 3
Arrange caterings 5
Utility expenditure 4
Security 7
Miscellaneous expenditure 10
2.3 Project Network Diagram
The above diagram illustrates that event anger can opt for designing such kind of
diagrams as this will aid them within having visual illustration of the activities or the plan. This
is seen that project activities are carried out in effective manner by managing and controlling the
work in adequate way. With reference to the event that will be carried out by Bloomsbury
institute, it is at wide levels that implies that there are different managers and leaders that will
conduct distinct activities associated with the same. There are distinct ways for management of
the project and network diagram is one of them. This specifies that distinct projects and tasks are
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utilised for management of the work as well as ensure that goals of the project can be attained.
Network diagram will aid within management of distinct processes such as scheduling the tasks,
sequencing the responsibilities and tracking progress of the events with reference to the
predetermined indicators from initiation till completion of the project.
Critical path analysis:
The critical path is illustrated above and this has been found that management needs
software development strategies for efficaciously planning the critical activities for
accomplishment of the project in efficacious manner (Tereso and et. al, 2019). Here, meaning is
rendered to the time predicator on the basis of operations that have to be conducted internally for
restricted frame of time. This is utilised via Bloomsbury institute as this will aid them within
preparing practical targets that will further acts like agenda for the framework through which
project can be conducted in gradual manner. This is valuable for the management to coordinate
the decisions within reasonable frame of time as well as formulate the cohesion be rendering
significant contribution within the implementation of the operations appropriately.
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2.4 Project Gantt Chart
The chart illustrated above is utilised for estimating as well as scheduling plan of actions
by taking the time frame that particular instance will take. Bloomsbury institute needs conduct
their tasks in graphical manner and the time frame that has been illustrated. This will enable to
ensure the success of the event.
Section 3: Cost management plan
3.1 Cost breakdown and budget
Management accounting comprises of the process for planning, calculations along with
management of spending that is associated with distinct activities. With reference to
minimisation of over-budget scenario, it is liability of organisers and administrators to anticipate
total expenditure. Bloomsbury institute needs to identify all the expenses so that accordingly
tasks can be planned and carried out. This needs budget planning so that required performance
can be attained.
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