Bloomsbury Institute Graduation Ceremony Project Plan November 2021

This project plan outlines the comprehensive steps required to organize a graduation ceremony at Bloomsbury Institute in November 2021. It covers key aspects of project management, including scope, time, cost, risk, and communication. The plan details project scope management to define and map the event, ensuring timely delivery and effective resource consumption. Time management is addressed through the use of Gantt charts and network diagrams to create timelines and monitor progress. Cost management involves budgeting, with an allocation of £7000, and detailed cost breakdowns. Risk management identifies potential issues and proposes solutions for technical, time-related, and catering challenges. Finally, communication management strategies, including stakeholder analysis, are presented to ensure effective information flow. This project plan aims to facilitate a successful graduation ceremony by strategically planning all activities and mitigating potential risks.

PROJECT PLAN
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Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
Project scope management..........................................................................................................3
Project time management............................................................................................................4
Project cost management.............................................................................................................6
Project risk management.............................................................................................................8
Project communication management..........................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11
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INTRODUCTION
A project plan is a plan that states the goals and objectives that needs to be accomplished
for conducting an successful event. A project plan states all activities that will be performed with
their deadlines, resources that will be required and all necessary information that is necessary for
organising an event (Barrow, Barrow and Brown, 2018). Bloomsbury Institute was founded in
2002 in Central London. The former name of the institute was London School of Business ad
management in 2002 which later renamed as Bloomsbury Institute since 2018. They offer
graduation and post graduation courses in various fields such as management, law and
accountancy. The institute have been affiliated by University of Northampton. This project report
covers all necessary data regarding the project plan for conducting a graduation ceremony in
Bloomsbury Institute in November, 2021 for three months.
MAIN BODY
Project scope management
Project scope management is a process through which whole project can be accurately
defined and mapped. This approach help managers and organiser's to analyse the time that will
be required for performing the activities. This approach help organiser in planning, controlling
and managing the project deliverables on time. Project scope management help organiser in
clearly identifying tasks and activities to organise event successfully. With the help of effective
scope management, organiser would be able to conduct a successful graduation ceremony I
Bloomsbury Institute in November, 2021 for three months. The objective of this project plan can
be accomplished by communicating all the activities, their requirements and their deadlines
through which all the individuals can contribute in conducting event successfully and achieving
project goals. With the help of project scope management, Bloomsbury institute will strategically
plan all the activities, venue and other necessary arrangements through which they can conduct
the graduation ceremony efficiently with minimising all the risks and avoiding conflict (Ekanem,
2017).
The assumptions of project scope management are listed below:
 Timely delivery of all products and services
 Appropriate and effective consumption of resources
 Skilled and competent team members
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There are several constraints that can help organiser in conducting an successful event, which are
stated below:
 Capital constraints- These constraints are key elements of a project which help
organiser in adopting sustainable strategies and identify profitable opportunities. These
constraints help in enhancing performance.
 Time constraints- These constraints are also majorly important for conducting an
successful event as these highlights all schedules related to project which states the start
time and deadline of all activities of the event (Hanák and Grežo, 2020).
 Financial constraints- These constraints limits the investment amount and quantity.
Financial constraints can be internal and external and they restrict the limit of all
activities that will be performed.
Project time management
Project time management help organiser in creating a timeline through which activities of
project can be created through which all tasks are performed within deadlines. This is a dynamic
process which can help an organiser in achieving the project deliverables (Hopp and et.al, 2018).
The project time management is an approach through which the time of all activities are set and
progress of these activities are monitored. An effective project time management can be
performed through planning, scheduling, monitoring and controlling all the tasks and activities
that will be carried out in an event. By stating the deadlines, it will help Bloomsbury Institute in
utilising all resources effectively, enhance productivity and completing all activities within
deadlines.
Gantt Chart
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From the above used chart, it has been observed that with the help of gantt chart activities
of ceremony can be systematically planned. This can help organiser in forecasting all actions
which are required to perform graduation ceremony successfully (Inkon, 2019). By using Gantt
chart, organiser of graduation ceremony can manage all activities through monitoring and
controlling all tasks and activities of the graduation ceremony. Bloomsbury institute graphically
represented all activities that will be performed in graduation ceremony of the institute. By
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graphically representing all activities, Bloomsbury Institute can specify the deadlines and the
quoted span of time by which all activities and tasks can be performed efficiently (Jukova and
et.al, 2019).
Network diagram
By analysing the above network diagram, it can be assumed that all activities can be
represented visually which will help in organising event successfully. Network diagram is on of
the most common technique of managing project which help organiser in performing all
activities efficiently. With the help of network diagram, all activities can be scheduled, progress
of all tasks can be monitored and they can be performed within the specific span of time. With
the help of network diagram, Bloomsbury institute can organise a successful graduation
ceremony and accomplish all project goals.
From the above stated critical path analysis, it can be assumed that completion of all tasks
and activities can be performed through using constructive software development strategies.
Through critical path analysis, Bloomsbury institute would be able to set project goals and all
activities of graduation ceremony can be carried out in most productive manner.
Project cost management
Project cost management is an approach through which budget which is required can be
estimated, budget and controlled in life-cycle of project. Project cost management aims to
perform all activities within the assigned and approved budget. This approach acts as a key
pillar for organising a successful project (Katz, 2018). With the help of several technologies, cost
and productivity of overall project can be measured. Bloomsbury institute is using capital
control measure and financial capacity by which organiser of graduation ceremony can plan
budget which will be required for performing all activities of the event. By strategically planning
cost and budget of graduation ceremony, Bloomsbury Institute can plan the spending potential
which will help in carrying out all tasks and activities based on the budget productively.
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Evaluating budget for performing activities of the project will help organiser in
conducting all the activities and tasks with assigned budget and avoids unnecessary expenses
which can occur (Lubawa, 2021). Bloomsbury institute have assigned £7000 through which
organiser can strategically plan all activities of graduation ceremony meet the project target
within the specific span of time.
Particulars Amount (In £ )
Event Venue 1000
Stage formation 1000
Print flyer for publicity 550
Send email reminder 100
Decorations 1000
Registration 500
Arrange speaker 500
Arrange catering 500
Utility expenditure 500
Security 750
Miscellaneous expenditure 600
Total 7000
Estimating cost is a major component for organising an event in which cost which is
required to carry out all activities of project are forecasted which will help in performing
assigned tasks and activities by using most constructive approaches. Bloomsbury Institute have
provided £7000 to event organiser for organising an graduation ceremony. They must
strategically plan all activities which will be performed and help in avoiding unusual expenses
and meeting project targets. All resources which are required must be allocated and utilised
effectively and graduation ceremony can be organised successfully (Mariani, Bartoloni and
Morelli, 2019).
Particulars I II III Total
Event venue 300 300 400 1000
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Stage formation 500 250 250 1000
Print flyer for publicity 150 200 200 550
Send email reminder 10 50 40 100
Decorations 250 250 500 1000
Registration 200 100 200 500
Arrange speaker 100 200 200 500
Arrange catering 150 200 150 500
Utility expenditure 150 100 250 500
Security 350 150 250 750
Miscellaneous expenditure 200 200 200 600
Total 2360 2085 2040 7000
Project risk management
Project risk management is one key component of a project through which all risks that
can arise are identified, evaluated and can be prevented. Such uncertain events which can
influence project positively and negatively can be analysed through which corrective measures
can be taken (Costa, 2017). An effective risk management strategy help an organiser in analysing
strengths, weakness, opportunities that can be grasped and threats which can affect functioning
of business. The supervisor must have accurate knowledge and understanding about functioning
of project through which they can avoid barriers that can affect functioning of project negatively.
The project supervisor must adopt various strategies through which they can minimize all risks
and threats which can influence progress of project negatively. The organiser of graduation
ceremony of Bloomsbury Institute must closely monitor the project and evaluate all risk factors
that can arise in the time span of three months and affect activities of ceremony negatively.
Organiser of Bloomsbury Institute must be prepared to analyse all risk factors and must be
prepared to resolve all issues related quickly in most constructive manner.
While organising graduation ceremony there are various risk factors that can negatively
influence progress of project that can arise due to technical problems, inability to manage time,
inefficient sound management, inability to deliver food and catering services and other factors
and thus create an barrier in achieving project goals successfully. The organiser can prevent risks
through managing operations and planning all activities systematically and strategically.
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To prevent risks related to technical issues, a person with specific skill set who have
accurate knowledge about resolving technical conflicts that can affect proper functioning of all
activities of ceremony. By effectively managing all technical and lightning facilities, all
functions of graduation ceremony can be performed effectively (Freeman, 2020).
To prevent risks related to time management a specific person must manage and delegate
all tasks and activities through which organiser can perform tasks within deadlines. By
strategically planning all activities and through maintaining a planner, an organiser can
effectively perform all tasks within deadlines with project goals can be accomplished.
To prevent risks related to delivering food and catering services, a single person must be
in-charge of all catering services and they must delegate role to their team members by which
distribution of all deliverables can be done effectively (Hutchinson, 2017).
Project communication management
Project communication management is a process through which accurate message can be
delivered to accurate people on specific time. It is one of the key component for organising a
successful event. By effective communication, all activities of an event can be planned
strategically and roles and responsibilities can be to all team members can be communicated on
specific time which will give clarity to all members about their job roles. Through effective
communication approach, Bloomsbury Institute can communicate progress of project with all
stakeholders and members through which they can target numerous audience. For conducting an
successful graduation ceremony, an organiser of Bloomsbury Institute must interact with all
members with the help of different communication mediums such as e-mails, notice boards,
meetings and conferences.
High level of interest Low level of interest
High level of power Management Government
Low level of power Staff members Students
From the above mentioned table, power and interest of all stakeholders can be analysed through
using stakeholder analysis. The analysis of stakeholders interest and power is explained below:
High power and high interest- Under this classification, Board of directors are analysed
through which it has been concluded that they hold high power, authority in decision making of
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functioning and operations of program and they have high interest in all activities of the
ceremony. These stakeholders play a major role in conducting an successful event through
participating in all activities and communicating with other members using formal mails,
business meetings and through telephone. The internal and external stakeholders must
communicate with with each other on regular basis from the start of project till the completion of
the project (McCardell, 2018).
High power and low interest- In this section, administration department has been
analysed through which power and interest of such department can be monitored. The
administration personnel hold high power but have less interest in functioning of all activities of
event (Wańkowicz, 2019). These stakeholders can communicate with other members via e-mails,
digital media platforms, meetings and other social media platforms. The stakeholders interact
with each other through project through which a successful graduation ceremony can be
organised.
Low power and high interest- With the help of stakeholder analysis team members are
analysed under this section. It has been analysed that Such stakeholders hold less power but they
have high interest in operations and activities of the event. Such stakeholders communicate with
each other internally and externally through e-mails, having face to face conversations and
through giving valuable feedbacks to each other. These stakeholders connect with supervisors
and subordinates regularly throughout the graduation ceremony to contribute in accomplishment
of project goals.
Low power and low interest- The students and customers are monitored under this
section, through which it have been concluded that these stakeholders have less interest and have
less authority in operations of the ceremony (Mazza-Chaparro, 2018). Such stakeholders
communicate with each other by using emails, social media platforms and other modes of
communication. In terms of frequency, all students and customers interact with each other and
share valuable information which is required to organise an successful graduation ceremony.
CONCLUSION
From the above business plan of graduation ceremony, it can be assumed that an
organiser must prepare a blueprint of all activities that will be performed in the ceremony
through which they can effectively perform all tasks and activities on specific time and with
specific objective. Through strategically planning all activities and tasks that need to be perform
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in the graduation ceremony, an organiser can utilize all resources effectively with minimizing the
wastage. By creating budget and allocating all valuable resources it helps organiser in meeting
project target in desired time span successfully. Through identifying all risk factors and taking
corrective measure on time is an strategic approach which helps organiser in organising all
activities and these strategies help them in resolving conflicts on time.
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REFERENCES
Books and journals
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Guide to Creating and Developing a Successful Business. Kogan Page Publishers.
Ekanem, I., 2017. Writing a business plan: a practical guide. Taylor & Francis.
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plan: a replication study. Management Review Quarterly. 68(4). pp.361-398.
Inkon, K., 2019. A cross-sectional study on the relationship between business plan, entrepreneur
type, development stage and profitability of US SMEs. Academy of Entrepreneurship
Journal. 25(1). pp.1-21.
Jukova, E. E and et.al., 2019. Planning a new business: typical mistakes of a business plan in the
service sector. Journal of Environmental Management & Tourism. 10(3 (34)). pp.441-
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Annals of Entrepreneurship Education and Pedagogy–2018. Edward Elgar Publishing.
Lubawa, G. G., 2021. Business Plan and Industrial Development: The Case of Family-Owned
Food Processing SMEs in Tanzania. In Handbook of Research on Institution
Development for Sustainable and Inclusive Economic Growth in Africa (pp. 231-253).
IGI Global.
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environment: is a business plan an incentive or a limitation?. Managing uncertainty in
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Costa, G.R.D.A., 2017. Business plan: Wikinight (Doctoral dissertation).
Freeman, P., 2020. Your Business Plan For Member Engagement—Does It Emphasize Health
Span?. ACSM's Health & Fitness Journal. 24(5). pp.63-64.
Hutchinson, C.E., 2017. Engineering Entrepreneurship, from Idea to Business Plan. Technology
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McCardell, S., 2018. Energy Business Plan. In Energy Effectiveness (pp. 175-184). Springer,
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Wańkowicz, A., 2019. Developing a business plan for an accounting and financial services
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Mazza-Chaparro, N., 2018. Microbrewery business plan (Doctoral dissertation, California State
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