LSBM204 Project Plan: Managing Operations and Projects

This project plan outlines the organization of a graduation ceremony for Bloomsbury Institute, scheduled for November 2021. The plan details the project scope, including goals, deliverables, assumptions, and constraints, alongside roles and responsibilities of key personnel such as the project manager, sponsor, and team members. It incorporates a work breakdown structure (WBS) and a detailed project time management section, using a task-oriented approach to schedule activities and dependencies. Furthermore, the plan addresses project cost management, providing a comprehensive breakdown of expenses, including suppliers, food, marketing, venue, and contingency funds. Project risk management is also covered, identifying potential technical, financial, strategic, and performance risks, along with proposed mitigation strategies. Finally, the plan emphasizes project communication management, specifying communication methods, frequency, and the information to be shared with various stakeholders, including the project manager, project sponsor, and project team.

PROJECT PLAN FOR
MANAGING OPERATIONS
AND PROJECT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
Project scope management..........................................................................................................3
Project time management............................................................................................................6
Project cost management.............................................................................................................9
Project risk management...........................................................................................................10
Project communication management........................................................................................12
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................14

INTRODUCTION
Project management is defined as application of various process, skills and knowledge in
order to complete a specific objective of the project. This provides a wider knowledge because
the five stages of project management are helpful in successful completion and attaining of the
aim and objective of the study. Present report is based on the project of Bloomsbury institute in
organizing the event of graduation ceremony for the students. This report will involve the use of
project scope, time involved, cost and different risk being associated with the current project. In
the end it will also highlight the communication management which will be undertaken in order
to transfer information relating to accomplishment of objective of event.
MAIN BODY
Project scope management
Project description
Current project involves the organizing of the graduation ceremony in Bloomsbury
institute. This is being organized for the students who are graduating from the college and will be
taking place in November 2021.
Project scope
The scope of project is being defined as the various planning which needs to be done in
order to make the project successful. This involves the specific goals and deliverables which
comes in successful completion of the project.
 To organize the event of graduation ceremony to be completed within the time frame of 3
months.
 To organize the graduation ceremony event within the cost of £7000.
Assumption
 There will be access of the resources to all the team members working on project of
graduation ceremony (Demirkesen and Ozorhon, 2017).
 All the equipment and tools will be working in proper and better condition.
 The objective of the project will be same throughout the successful completion of the
project.
Constraint

It is referred to as the limitation or problems which restrict the completion of project. The
project constraint in case of graduation ceremony are
 The time which is only 3 months.
 In addition to the time, cost also restrict the project as it is limited to only £7000.
 Along with this another constraint is limited and scarce resources and high competition.
This is pertaining to the fact that there are many project going on but resources available
are very less and limited.
Project roles and responsibilities
Project role Responsibilities
Project manager This is a person who is responsible for the
successful completion of the project (Ika and
et.al., 2020). Major responsibility of this are as
follows-
Developing project plan
Hiring of the team who will complete the
project
Assigning various activities to the team
members
Establishment of project schedule and timeline.
Project sponsor Sponsor is the person who actually brings in
finance for the effective completion of the
project.
Approval of the budget
Ensuring of the resources which are available
for the completion of project
Project team members These are the people who actually works
within the completion of the project
(Radujković and Sjekavica, 2017). Major duty
of project team members are as follows-
Working in direction of attaining the objective
of project

Providing their expertise in working
Documentation of complete process of project
completion
Resource manager This is the person who is responsible for the
allocation of resources to required areas
(Silvius, 2017).
Assessing need of resources
Analysing alternatives from which resource
will be allocated
Work breakdown structure

Project time management
Time is defined as the total time which is being undertaken in order to complete the
whole project in successful manner.
Task
Mode Task Name Duration Start Finish Predecessors
Auto
Scheduled Initiation 23 days? Mon
3/1/21
Wed
3/31/21
Auto
Scheduled Developing goal of project 6 days Mon
3/1/21
Mon
3/8/21
Auto
Scheduled
Identification of deliverable of
project 5 days Tue 3/9/21 Mon
3/15/21 2
Auto
Scheduled Determination of key resources 7 days Tue
3/16/21
Wed
3/24/21 3

Auto
Scheduled
Estimation of budget for the
project 5 days Thu
3/25/21
Wed
3/31/21 4,3
Auto
Scheduled Documentation for final approval 1 day? Mon
3/1/21
Mon
3/1/21
Auto
Scheduled Planning 31 days? Tue
3/16/21
Tue
4/27/21
Auto
Scheduled Developing WBS 5 days Tue
3/16/21
Mon
3/22/21 3
Auto
Scheduled Designing of invitation cards 8 days Thu 4/1/21 Mon
4/12/21 5,8
Auto
Scheduled Preparation of list of guest 2 days Tue
4/13/21
Wed
4/14/21 9
Auto
Scheduled Selection of food menu 4 days Thu
4/15/21
Tue
4/20/21 10
Auto
Scheduled Refining of the estimation of cost 1 day? Wed
4/21/21
Wed
4/21/21 11
Auto
Scheduled
Development of formal project
plan 1 day? Thu
4/22/21
Thu
4/22/21 12
Auto
Scheduled arranging of infrastructure 1 day? Fri 4/23/21 Fri 4/23/21 13
Auto
Scheduled
arranging for different types of
medal and certificates 1 day? Mon
4/26/21
Mon
4/26/21 14
Auto
Scheduled Identification of risk in project 1 day? Tue
4/27/21
Tue
4/27/21 15
Auto
Scheduled Execution 10 days Wed
4/28/21
Tue
5/11/21
Auto
Scheduled Implementation of the project plan 3 days Wed
4/28/21 Fri 4/30/21 16
Auto
Scheduled management of progress 2 days Mon
5/3/21 Tue 5/4/21 18
Auto
Scheduled
Ensuring compliance with quality
control 5 days Wed
5/5/21
Tue
5/11/21 19
Auto
Scheduled Monitoring 12 days Wed
5/12/21
Thu
5/27/21
Auto
Scheduled Measurement of performance 5 days Wed
5/12/21
Tue
5/18/21 20
Auto
Scheduled Development of risk register 2 days Wed
5/19/21
Thu
5/20/21 22
Auto
Scheduled Monitoring every phase of project 5 days Fri 5/21/21 Thu
5/27/21 23
Auto
Scheduled Project closure 5 days? Fri
5/28/21
Thu
6/3/21
Auto Obtaining final acceptance 1 day Fri 5/28/21 Fri 5/28/21 24

Scheduled
Auto
Scheduled
Ensuring financial and
administrative closure 3 days Mon
5/31/21
Wed
6/2/21 26
Auto
Scheduled Releasing closure of project 1 day? Thu 6/3/21 Thu 6/3/21 27

Project cost management
Cost is defined as the amount or monetary value which is being given in order to
undertake any service or good. For any of the project or activities od project it is essential for the
project manager to assess the cost associated with every activity (What is cost in project
management? 2021). For undertaking the project of organizing event of graduation ceremony the
total cost which is assigned is £7000. Hence, for the success of the project the most essential
thing for the university is to make sure that project need to be completed in provided cost only.
Thus, it is very important for the project manager to estimate cost in such a manner that project is
being completed within the provided budget only. The main application of cost will be in
gathering resources relating to project completion. This is an important cost as without proper
resources, project will not be completed and for this cost is the most essential aspect. The crucial
resources assistive in completion of the project of graduation ceremony are as follows-
Particulars Amount (Total)
Suppliers and Vendors £1000
Food and Catering £2000
Marketing and Promotion £750
Internet and related cost £850
Awards £350
Printing of invitation card £450
Venue £850
Infrastructure £650

Contingency fund £100
Total £7000
From the above cost breakdown structure it is clear that total cost of £7000 is being
distributed in different activities like food, venue, cost of awards, printing of invitation card and
many other different types of resources required for successful completion of the project. In
order to organize the graduation ceremony there are different activities to be undertaken which
involves some or the other cost (Papke-Shields and Boyer-Wright, 2017). Without cost, no
project can be completed in effective and successful manner. For the graduation ceremony the
most essential aspect is the selection of the venue. The reason pertaining to the fact is that if
venue will not be decided then there will not be proper organization of event. In addition to this
some amount of money is being saved as a contingency fund which will be used in case of any
emergency.
Project risk management
Risk is defined as any uncertainty which affects the working of the project to a great
extent. This risk is not fixed and can occur at any time depending on the future working.
Risk Likelihood Impact Mitigating action
Technical risk- this is the risk
which might occur because of
some of the change in any sort of
technology. In graduation
ceremony it might be possible that
there is issue of some microphone,
or any other technical default
Medium High The mitigating action in this
type of risk is that before
starting of the ceremony all
the speakers and microphones
must be checked and
analysed. This is necessary as
this will assist project
manager to know that all the
instrument and equipment are
working in proper and correct
manner.
Financial risk- under this risk it is
necessary that there is lack of
High High Management of finance is
very important in successful

finance or there is not proper
utilisation of finance. In both the
cases there will be issue or
problem in managing the whole
ceremony.
completion of the project. For
this mitigating strategy is to
evaluate different sources of
finance and then select the
cheaper source of finance.
This will assist in availing the
finance for project in effective
and easy manner (Picciotto,
2020).
Strategic risk- this is the risk which
occurs when the intended strategy
is not being implemented in the
manner as thought.
Low High The mitigating strategy for
strategic risk is that project
manager must ensure that the
strategy is formulated after
analysis of all the internal and
external factors affecting the
completion of the event in
successful manner.
Performance risk- this is a type of
risk which involves the fact that
the intended performance level of
the project is not being attained.
Medium Medium In order to mitigate the
performance risk, the most
essential aspect is that high
standard must be set in order
to ensure that standard of
work has been accomplished
(Kivilä, Martinsuo and
Vuorinen, 2017). In addition
to this setting high standard is
very necessary as this will
provide a benchmark to the
project team members to work
in effective manner.

Project communication management
Communication is the most essential aspect of the success of the project of graduation
ceremony. The reason underlying this fact is that if communication will not be proper than
people will not understand what activities need to be undertaken in order to accomplish objective
of study. Stakeholder includes all the people and entities which are interested in success of the
project (Müller, Drouin and Sankaran, 2019). The major stakeholder for the Bloomsbury institute
for graduation ceremony are as follows-
 Keep satisfied- this include stakeholder which have low interest but high power within
the success of the project. For example, regulator, sponsor and other.
 Manage closely- these include stakeholders which are high in both that is power and
interest. For instance, project manager, student.
 Monitor- these are the people which have both low interest and low power. Project team
member is the example of monitor stakeholder.
 Keep informed- this is a group of stakeholder low power but has high interest within the
success of project. This involves the resource allocator, supplier and others.
The communication with stakeholder involves the following process-
Receiver Required
information
Communication
method
Frequency Information
provider
Project manager All information
relating to venue,
food and other
resources
Verbal and non-
verbal
communication
Every two hours
of
communication
All stakeholder
of project
Project sponsor Requirement of
finance,
resources and
related things.
Formal meeting Once in a week Manager of
project
Project team
members
Objective of
project and when
it need to be
completed
Email and verbal
communication
Whenever
necessary
Project manager
Resource Requirement Written When there is Project team

manager relating to any
type of resource
for project
completion
communication requirement of
the resource
CONCLUSION
The above report summarised that for managing the project the most essential thing is the
application of the different stages which are assistive in successful completion of the project. The
present study highlighted that fact that defining the project scope is essential as this provide
overview of the whole project. Further the project also provided the information that time in
which the project need to be accomplished is around 3 months. Along with this, by conducting
project cost management it was evaluated that approximate total cost of conducting graduation
ceremony was £7000. Moreover, it outlined various risk of project like financial, technical and
other risk affecting the project. In the end the communication matrix in order to communicate
with the key stakeholder like project manager, team members, resource allocator and others was
discussed.

REFERENCES
Books and Journals
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.
Ika, L.A., and et.al., 2020. Cross-learning between project management and international
development: Analysis and research agenda. International Journal of Project Management,
38(8), pp.548-558.
Kivilä, J., Martinsuo, M. and Vuorinen, L., 2017. Sustainable project management through
project control in infrastructure projects. International Journal of Project Management,
35(6), pp.1167-1183.
Müller, R., Drouin, N. and Sankaran, S., 2019. Modeling organizational project management.
Project Management Journal, 50(4), pp.499-513.
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.
Radujković, M. and Sjekavica, M., 2017. Project management success factors. Procedia
engineering, 196, pp.607-615.
Silvius, G., 2017. Sustainability as a new school of thought in project management. Journal of
Cleaner Production, 166, pp.1479-1493.
Online
What is cost in project management? 2021. [Online]. Available through:
<https://www.wrike.com/project-management-guide/faq/what-is-cost-in-project-
management/>