Detailed Project Plan: Bloomsbury Institute Graduation Ceremony 2021

This report details a project plan for a graduation ceremony at Bloomsbury Institute, focusing on various aspects of project management. It begins with an introduction to project management concepts and proceeds to cover project scope management, including project description, objectives, and the application of the SMART method. The report then delves into time management techniques such as Gantt charts and network diagrams, followed by a discussion of project cost management, including resource analysis and budgeting. Risk management is addressed through the use of a risk matrix, and project communication management is explored through a stakeholder matrix and communication plan. The project aims to successfully organize a graduation ceremony, and the report provides a comprehensive overview of the planning and execution strategies employed.

PROJECT PLAN

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Project scope management ..........................................................................................................1
Management of time ...................................................................................................................4
Management of project cost.........................................................................................................6
Project risk management..............................................................................................................7
Project communication management...........................................................................................8
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
The concept of project management defines procedures, systems, knowledge which are
applied in project to achieve project requirements (Tent, 2017). It involves planning and
designing of firm resources to transfer a particular project.
This report covers scope of project management to completion of this project in proper
manner. It includes cost management related to risk involve in this project are also indicate and
project communication as well as its structure are also discussed in this report.
MAIN BODY
Project scope management
Description about the project: This project is conducted a graduation ceremony celebrate in
Bloomsbury institute for arranging those students who have success or placed in career on
November, 2021. Time limit of this project is 3 months and they allotted their budget for this
ceremony around £7000.
Objectives of the project: The aim of this graduation ceremony is to celebrate for student who
have fruitfully finished their graduation. In this ceremony, they will motivate their students for
upcoming years. Students create some beautiful memories in their organisation and it help
students to appraise and celebrate memories with family, friends, teachers, staff members which
whatever they have done in their organisations.
SMART METHOD: In this, five methods are include such as specific, measurable, achievable,
realistic and time bound (Catalano, 2020). With reference to Bloomsbury institute these methods
are as under:
 Specific: Goals of this project should be specific and easily clear. With context to
graduation ceremony, each and every team member must have knowledge about what
they are doing in this project. Project manager is responsible for every task and they see
the arrangement properly. Event will be organised on November 2021 and every
arrangement regarding this should be completed before graduation ceremony.
 Measurable: It is essential to measure their goals effectively and to identify progress
easily. In case of graduation ceremony, this will help to estimate all students progress and
their work effectively and calculate how they can fix their difference in their performance
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structure. Everything can be measure in a proper manner effectively and efficiently
whether it is related to any functions, award ceremony and many more.
 Achievable: Goals must be attainable that they can identify a certain period of time. For
this Bloomsbury institute, their main aim to complete this event in a proper time.
Everything is under control and manager confirm that everything is set a right place at a
right time.
 Realistic: When any activity can be applied in any project is should be realistic in nature.
For this institute, manager can be ensure that everything is to be done in realistically
whether it is related to motivate their employees and cheer up moods.
 Time Bound: Every goals must be completed in a proper time it has start time and finish
time. It also helps to motivate to team members if they complete a project in proper time
period. In this project there is also a deadline in project for 3 months and they have to
completed a project within this time frame.
Scope of Project: - The scope of this graduation ceremony event is to create a impressive and
successful function (Butler, Vijayasarathy and Roberts, 2020). In this context, they are working
hard to finish everything before the timeline which is provided to them.
Assumptions: -
 The assumptions of association which is organising graduation ceremony is, relating to
the sufficient amount of food items that matches the number of people invited for the
event.
 They have also assumed that all guests and students will ensure there presence for the
ceremony.
Constraints: Constraints implies to all those factors which limit or restrict the working
of project and they also impact elements like transfer, quality and overall success related to the
project (Rosati and Conti, 2016). Constraints which are in relation to this event are discussed
underneath-
 Mismanagement of event will happen if there is any type of addition or reduction in
number of people or students.
 Arrangement of water and food will be effected if there is an increase in the gathering of
people as they will be require in more quantity.
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 There are chances of climate change as it may rain on that day and event will be
completely destroyed as it is a outdoor event.
Responsibilities and roles relating to project: There are huge list of members who are actively
involved in this event to make it a big hit. Responsibility and role in relation to such participants
are given below-
Members Roles and responsibilities
Business analyst Germinate the plan of action for occasion.
Project manager Work on several stages of event in order to ensure its
successfulness.
Project sponsor They Cater and make arrangements relating to fund for
the ceremony.
Project team member He will find out all the challenging that are connected
with the ceremony and also deliver solutions accordingly.
Work break down structure: This method assist in solving multi-step or hard projects and
provide strategies so that they can be done easily (Marie and et.al., 2016). It helps in finding
solution of projects that are huge in order by dividing them in various and easy steps as well as
it also deliver consequences that are associated to them. It involves different elements such as
launch, implementation and design in order to monitor the performance of the activities. In
relation to Bloomsbury institute, work break down structure will assist all the participants to
realize when and how they should work so that all the activities relating to the event will end
before the deadline. This structure is in relation to the ceremony is well explained below-
Investors- 1 week
Venue- 1 week
Budget- 1 week
Staff coordination- 1 week
Food and beverage- 1 week
Human resources- 2 weeks
Seating arrangements- 1 week
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Safety of attendees- 2 weeks
Activities after lunch- 1 week
Management of time
Time management is the management of time that is spent along with the progress made
on activities or tasks of the projects (Aicheler and et.al., 2019). Planning, monitoring, scheduling
and controlling are the brilliant time management techniques. It includes network diagram, Gantt
chart and and activity based table that are explained below in context to institute-
 Gantt chart: It is a instrument of project management which assist in scheduling and
planning of all projects and it does not consider size of the project (Ahimbisibwe,
Daellenbach and Cavana, 2017). This chart is especially utilized for projects which are
complex and uses bar charts for schedules. Gantt chart of this ceremony is shown below.
 Network diagram: In this projects are displayed through graphs. It is consist of
connected boxes and arrows which define the interrelationship between the activities of
project (Galin, 2018). In relation graduation ceremony of institute, the network
diagrams shown below- .
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Management of project cost
Resource analysis: - Investigation and informations about all the available resources that
makes it easy to assign the task which are connected with the non human and human resources
in order to improve efficiency (Tent, 2017). It helps project managers to track and apply all of
them depending on their utility. In connection with ceremony managers have utilise each and
every resource to the full capacity.
Budgeting: - It is an effective measure which assist the manager of project to estimate all
the cost related to a particular project. Its template display, a elaborate structure of cost which
are going to obtain by the managers at very beginning of the project. For this ceremony institute
has approved a fund of £7000 and its composition in explained as under:
On the basis of catering: -
Sub-activities Amount Amount(£)
Dessert 500
Drinks 1000
Main course 1000
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Starters 1000 3500
On the basis of human resource: -
Sub activities Sub activities amount Amount(£)
Cleaners 1000
Decorators 500
Event planners 1200
Technicians 300
Waiters 500 3500
Total 7000
Cost baseline: It is a plan of time phased which is already sanctioned. After the approval
and improvement of budget the manager of project publishes this cost baseline. Further, he fixed
this baseline of cost as a point which is used for comparison so that measurement relating to
progress can be determine. It can be said that this baseline is base on which system of reporting
of value that has been earned. In reference to institute, they should measure all the factors that
are connected with the cost in order to conduct the ceremony within the budget of £7000.
Project risk management
Risk matrix: It is a matrix which is utilised during the sorting process of risk in order to
specify level of risk by considering the classes of probability against the severity of
misshapenning (Galin, 2018). This matrix assist in determining the risk and allot them depending
on damage of livelihood. This distribution is done in order to find out the scenario of worst case.
In context to Bloomsbury institute, risk matrix shown as below: -
Identification
of risk
Probability Impact Overall Analysis of risk Response
Immediate 4 5 9 This endangerment The outcome of
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cancellations is connected with
attendees
registration of
attendees and it is
directly associated
to few or less
promotions.
this hazard is that
managers should
do more publicity
for their event in
order to get more
people.
Loss of
equipments
3 4 7 There are many of
equipments that are
utilized for this
event and there are
high chances that
they might not
work during the
event. Issues like
video and sound
may originate.
Event manager in
this difficulty
should check that
each and every
equipment is
working in good
order and he should
arrange more
backups if
something went
wrong.
Reputation
risk
5 5 10 If anything went
against the
activities of the
ceremony it
automatically harm
reputation of the
institute along with
that reputation
event manger will
be injured.
To handle this risk
event manager
should ensure that
all facilities which
are deliver to
attendees are up to
the plan and this
should be done in
ethical manner.
Management
of crowd
1 2 3 This risk is
accompanying to
For this peril
manager keep a
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security and safety
of the whole event.
specific portion of
their allotted
finance in advance
so that they can
arrange extra
security guards.
Project communication management
Matrix of Stakeholder: Many stakeholders are needed for the execution and also for
defining different types of interest relating to every individual (Ahimbisibwe, Daellenbach and
Cavana, 2017). In context to this ceremony, their powers and interest discussed underneath-
Level of Power Level of interest
High Low
High College management Government
Low Students Suppliers
From the above information displayed in the table above, it can be easily seen that there are two
variable which can appraise all stakeholders how are involved in this event. The first variable is
attached with power, which describes level of authority. The second one in related to level of
interest which indicates how much interested ( low or high) participates are. This matrix
ascertain, how stakeholders get influenced by all the strategics and judgements that are made for
the event of graduation ceremony. In this regard further words are explained as below: -
 College management: - It has high power level with high interest as they are making
arrangement this event.; They are also trying there best to gather more and more students,
parents as well as important guests so that this ceremony can be successfully conducted.
 Students: - They have low level of authority because they are not participating in the
activities of the event and high level of interest because each and every effort is made
only for them by the management of institute.
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 Government: - In this integral group of stakeholders is specified, who are the part of
management but have little interest as they deal with accurate decisions only.
Communication plan: - It discover all those aspects through which informations is
communicated to stakeholders (Marie and et.al., 2016). It assist in determining how stakeholders
will acquire information,when and how they are expected to receive that information. It helps in
serving co-ordinated and effective communication among the team members of the project. It is
necessary because with the help of communication plan informations are well defined and they
are deliver to all parties of the event. Communication plan of this ceremony is discussed as
under-
Communication kind Assembling of all the team members and it
also include group discussions.
Communication objective To supply all primary contents that is
associated to different acts of the events.
Medium It could be done by email, video conferencing
and face to face group communications.
Frequency It totally depend on the necessities.
Audience  Managers
 Project sponsor
 Stakeholders
 Team members
CONCLUSION
From the above discussion of this report it can concluded, that management of an event is
an important factor which assist entities in order to carry off all the activities relating to any
event in systematic and proper way. To measure each and everything cost of project and scope
should be properly define to all the team members. In order to carry out work breakdown
structure is properly formed to maintain organized working. Further network diagram and Gantt
chart are also included in this project in order to manage the prescribed time frame. In order to
deal with risk or uncertainness that might arise at any stage, every member of the event will be
assign different responsibilities.
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REFERENCES
Books and Journals
Tent, C., 2017. Project Plan.
Catalano, T., 2020. Financial Project Plan. In Application of Project Management Principles to
the Management of Pharmaceutical R&D Projects (pp. 53-54). Springer, Cham.
Butler, C. W., Vijayasarathy, L. R. and Roberts, N., 2020. Managing software development
projects for success: Aligning plan-and agility-based approaches to project complexity
and project dynamism. Project Management Journal. 51(3). pp.262-277.
Rosati, U. and Conti, S., 2016. What is a smart city project? An urban model or a corporate
business plan?. Procedia-Social and Behavioral Sciences. 223. pp.968-973.
Marie, C. and et.al., 2016, December. Fast and Extensive Model Based Project Plan Building in
Nuclear Industry. In International Conference on Complex Systems Design &
Management (pp. 245-245). Springer, Cham.
Aicheler, M. and et.al., 2019. The compact linear collider (CLIC)-project implementation plan.
arXiv e-prints, pp.arXiv-1903.
Ahimbisibwe, A., Daellenbach, U. and Cavana, R. Y., 2017. Empirical comparison of traditional
plan-based and agile methodologies. Journal of Enterprise Information Management.
Galin, D., 2018. SQA Plan and Project Plan.
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