Project Plan: Management of Bloomsbury Institute Graduation Ceremony

This project plan details the comprehensive preparation for a graduation ceremony at Bloomsbury Institute, covering key aspects of project management. It begins with an introduction outlining the purpose and scope of the plan, followed by an in-depth exploration of project scope management, including work breakdown structure and constraint analysis. The plan then addresses project time management, utilizing Gantt charts and network diagrams to schedule activities effectively. Furthermore, the plan considers project cost management, presenting a detailed budget allocation across various event components. Risk management strategies are also outlined, identifying potential risks and proposing mitigation techniques. Finally, project communication management is discussed, including stakeholder analysis and methods for effective information dissemination. The plan aims to ensure a successful and well-organized graduation ceremony through meticulous planning and execution.

Project plan
1

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
Project scope management..........................................................................................................3
Project time management............................................................................................................4
Project Risk management............................................................................................................7
Project communication management..........................................................................................8
CONCLUSION ...............................................................................................................................9
REFERENCES..............................................................................................................................10
2

INTRODUCTION
A project plan is an proposal which quotes all the key information which is required to
execute a plan. A project plan include objectives, targets, scope of study and the resources which
are or will be used. Such plans helps project managers to analyse and control the development of
the project. It is a formal document which helps to deliver the information regarding the project,
so that the project can be executed effectively and efficiently. This project plan is based on
Bloomsbury Institute. Bloomsbury Institute of London, is affiliated by University of
Northampton. They provides graduation and post graduation courses related to management and
law. The project plan is based on the graduation ceremony preparation. This plan covers various
topics, such as scope management, time management, cost management, risk management and
communication management.
MAIN BODY
Project scope management
Project scope management is a briefly outlined layout of the project. It helps in
understanding the demands of the clients with clarity and thus helps in effective decision making
(Gallego, Ortiz-Marcos and Ruiz, 2021). Project scope management is a briefly explained layout
of the project which is created by the organizers which shows how the activities are going to be
conducted throughout the event. With the help of scope management, Bloomsbury Institute can
conduct their initiative for three months. The plan is designed with the scope of conducting all
the activities efficiently and effectively. The scope of designing the project is to conduct the
activities of the project in the effective and efficient manner. The main focus is to prefer the
blueprint of the activities which need to be performed that is venue, decorations of the event and
further arrangements to welcome students and their parents. The sound quality and the
equipments need to be arranged so that no problem take place and students will able to perform
activities properly. Furthermore in order to make the proper arrangements the planner are
following the work breakdown structure. With the use of this structure activities are performed in
effective manner and help in achieving the main objective of the project. The scope is to plan
graduation ceremony so that event become successful and florist.
Work breakdown structure is the process in which whole process and work is being
broken down in smaller parts. This is done to ease the process in which the work is completed.
3

Each smaller part will be assigned to the individual who is capable and competent to perform
that task (Pellerin and Perrier, 2019). This will also help to improve the efficiency in productivity
and profitability level. Managers will also be able to perform better in their task as work of
assigning task to employees will become easy due to their breakage in smaller tasks. In relation
with chosen company this structure helps for making activities better which gives higher
profitability. This helps company for making its activities better which gives it higher
profitability for its business.
There are several factors and which are interlinked and are discussed below:
Capital constraints: Capital constraints is one of the major constraint of each project which is
scheduled. Such constraints are related to restricted workers and funds that an organization needs
for different ventures.
Time constraints: By correlating the composition which can be easily assessed at the time of
each occurrence is crucial for the organization.
Financial Constraints: Financial constraints are barriers for the organization in financial terms.
Such constraints limits the values and options of investments. These financial constraints can be
avoided, by attracting numerous participants (Papke-Shields and et.al., 2017).
Project time management
The project time management ensures that all the activities are performed within the
assigned time to accomplish all the activities on time. The organizer must ensure to state the
ending date of the ceremony, so that the time is utilized effectively, productivity can be achieved
and mainly for completion of all the events on the specific time.. The organizer of graduation
ceremony of Bloomsbury institute is using Gantt chart to plan the activities of the ceremony and
for effective execution of all the programs of the event within the specific time period which is
allotted.. This course of action helps to focus on various activities. Moreover, it is one of the
most valuable course of action that throw a light on many tasks and activities (Radujković and
Sjekavica, 2017).
4

Gantt Chart
From the above mentioned chart, it is stated that the chart is used for planning and
estimating the course of action in an systematic manner. The activities of Bloomsbury Institute
are represented through graphical representation. Bloomsbury institute use graphical
representation which displays the end time of the activities according to the time planned by the
organizer. Such actions helps to improve the output to be more effective and productive.
Network Diagram
5

From the above mentioned diagram, it can be stated that it helps the researchers to
visually represent the activities. A project can be managed through various methods and in this
project network diagram is used. With the help of network diagram, tasks can be scheduled and
the progress of the event can be analysed which needs to be performed within the duration of the
decided time period. The activities of the graduation programme are performed effectively by
controlling and managing the assigned activities. Bloomsbury institution used network diagram,
for effective completion of the ceremony and for the achievement of the objectives efficiently.
Critical path analysis
From the above critical path analysis, it can be quoted that an effective software
development strategy is essential to plan activities critically that helps in the completion of the
project. The operations are carried out internally for a limited amount of time. Bloomsbury
6

institute use this technique of analysis to make practical targets which focus on the framework of
carrying multiple projects (Kerzner, 2017).
Project cost management
In relation to the effective project management, management planning play important
role as it helps in planning, calculating and managing activities and tasks in effective and
efficient manner. The planner need to take steps to manage its over budgeted scenario where
administration and the finance department of the event organisers. The event planning
organisation is focusing on planning the budget by taking control capital measures, services and
financial capacity. An effective management of cost involves planning and calculating the
spending potential of all the activities that will be carried out in the graduation ceremony of the
Bloomsbury Institute (Kerzner, 2019). The strategy of budget allocation of Bloomsbury institute,
helps the institute to run their activities according to their spending potential and it will help
them top carry out their tasks and activities effectively and efficiently in the desired and planned
cost.
Preparing budget play significant role in carrying the operations in effective and efficient
manner where by preparing schedules for the different campaigns and controlling the unexpected
expenses. The Bloomsbury institutes has decided to pay the event planning company amount of
£7000 for organising the event. According to the budget, the plan has been outlined by the event
planning organisation in order to meet all the needs and requirements of the institute.
Particulars Amount (In £ )
Event Venue 18500
Stage formation 8200
Print flyer for publicity 7000
Send email reminder 3000
Decorations 8000
Registration 3500
Arrange speaker 2000
Arrange catering 6000
7

Utility expenditure 3000
Security 2500
Miscellaneous expenditure 8300
Total 70000
Cost estimate is one of the most effective method which help in assess the funds which
are required to carry the operations in effective manner. The event planning company has made
the budget to carry these activities in proper manner and to control the unwanted expenses.
Moreover the suggestion are been taken by the planner so that necessary changes can be done in
order to meet the expectation of the institute. The main objective is to meet the differences which
are effecting the performance and to successfully organised the graduation ceremony program
successfully. The institute allocate the expenditure or budget that has been planned by the
institute,that needed to be carried out by the organizers for the graduation ceremony.
Particulars I II III Total
Event venue 6000 4500 8000 18500
Stage
formation
1200 4000 3000 8000
Print flyer for
publicity
3000 2500 2000 7500
Send email
reminder
1000 1000 1500 3500
Decorations 3000 4000 3000 10000
Registration 2000 1000 1000 4000
Arrange
speaker
2000 1000 1000 10000
8

Arrange
catering
5000 3000 4000 12000
Utility
expenditure
500 500 500 1500
Security 700 300 500 1500
Miscellaneous
expenditure
1500 500 2000 4000
Total 29700 25300 27500 70000
Project Risk management
This is the process which is very essential to done before starting and during the project
assignment as it include the analysis of threats and risk related to the project processing and
completion. Along with the removal and management of those risk with effective strategies. This
process of risk management done in step by step method such it star with the analysis,
identification, evaluation and prevention of risk which posses the potential to impact the result of
project. Risk factor is can be any thing such as technical difficulties, issues in time management,
unwanted visitors and so on. The purpose of project risk management is to operate various
activities with minimal risk, as that can negatively influence the design of the process. Barriers
such as technological failure, ineffective time management and unexpected incline in the visitors
list can be arised. Organizer must be able to notice any issue or concern which can arise in the
duration of three months. The organizer must have alternative techniques to solve the issues
immediately and effectively (Ul Musawir, and et.al., 2017).
In context to the event organisation project there will be huge type of complication and
risk, can arise such as technical issues in lightnings, projector, sound along with the delay in
catering services, it can be related to the food menu and student reward's presentation.
So for preventing these risk we can use the systematic planing and management
strategies. such as for the lightnings management one individual with specific skills have to be
focused at all time, who has to manage the whole lighting and electrical connections of the it
safely throughout the program.
9

For preventing the sound problem issues there should be a specialized person with skills
of sound technique management. Which has to be there at programme till the end.
In order to make the effective food and catering service and to prevent the risk of delay in
that process. There should be one catering in-charge from the side of management who can
provide all the resources at time and give them instruction to make it fast. And there should be a
calculative division of financial found for all task in order to accomplish that with in the time
Project communication management
This process involve the collection and use of the communication method for effective
communication and right flow of the information at right person (Muriana and Vizzini, 2017). So
in context to the Bloomsbury institute graduate event programme communication management
involve the planing of programme along with this student have to be inform about each
programme and activities timing so it can be coordinate effectively in event management. So for
communication management conference, notice board and email system is can be use. This will
help in effective sharing of project knowledge along with the project progress. Stakeholder
matrix analysis is given below which can be use full for the communication management
according to the individual importance and interest on programme.
Level of Interest
(high)
Level of low interest
Level of power High Management Government
Low level of power Staff members Student
High control and High interest – In this category institutes board of directors are
consider because they are important to be there in order to approve the success of programme
and its activities.
High power low interest- Administration of the organisation is important to be consider
as they are the individuals who specify the legislative responsibilities.
Low power high interest- Team members and staff have low power and higher interest
on programme.
Low power low interest – Student or customers are consider in this category.
10

CONCLUSION
From the above report it has been concluded that for organising an event in effective
manner one need to prepare the blueprint of the activities and tasks which need to be performed.
Moreover it helps in doing the task in the set budget where changes of extra expenses are less.
The planning team need to coordinate with each other so that they would able to carry the
operations related to organising event in proper manner. Better results can be accomplished by
performing activities in group and also the tasks are completed on time. Managing operations
helps in effective utilization of resources with the motive to complete the activities on time and
to help in the accomplishment of the goals and objectives.
11

REFERENCES
Books & Journals
Gallego, J.S., Ortiz-Marcos, I. and Ruiz, J.R., 2021. Main challenges during project planning
when working with virtual teams. Technological Forecasting and Social Change. 162.
p.120353.
Pellerin, R. and Perrier, N., 2019. A review of methods, techniques and tools for project planning
and control. International Journal of Production Research. 57(7). pp.2160-2178.
Papke-Shields and et.al., 2017. Strategic planning characteristics applied to project
management. International Journal of Project Management. 35(2). pp.169-179.
Radujković, M. and Sjekavica, M., 2017. Project management success factors. Procedia
engineering. 196. pp.607-615.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. John Wiley & Sons.
Ul Musawir, A., and et.al., 2017. Project governance, benefit management, and project success:
Towards a framework for supporting organizational strategy
implementation. International Journal of Project Management. 35(8). pp.1658-1672.
Muriana, C. and Vizzini, G., 2017. Project risk management: A deterministic quantitative
technique for assessment and mitigation. International Journal of Project
Management. 35(3). pp.320-340.
12