Detailed Project Plan Report: Bloomsbury Institute Graduation Ceremony

This report details a project plan for organizing a graduation ceremony at the Bloomsbury Institute. It covers key aspects of project management, including scope, time, cost, risk, and communication. The report outlines the project's scope, which involves venue selection, event design, and guest management, emphasizing the importance of a well-structured approach for a successful ceremony. It provides a breakdown of project costs, including venue, decoration, and refreshment expenses, and presents a detailed budget. Time management strategies, such as Gantt charts and network diagrams, are discussed to ensure timely completion of tasks. Furthermore, the report addresses risk management, identifying potential challenges and proposing mitigation strategies. Effective communication strategies are also highlighted, emphasizing the importance of stakeholder engagement. Overall, the report offers a comprehensive guide to planning and executing a graduation ceremony, demonstrating effective project management principles.

Project Plan

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Overview of project.....................................................................................................................1
Project Cost management............................................................................................................2
Project Time management...........................................................................................................4
Project Risk management............................................................................................................7
Project Communication management.........................................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Project Management can be defined as procedure and principle that use for for initiative,
plan, execution and manage the way for the application of changes within business entity. Project
management is used by the management for business usual activity that consider as continuous
procedure and consist of creating new work packages to accomplish agreed ends or goals
(Nikoobakht and et.al, 2019). It is also defined as application of skills, techniques and tools for
different activities of project in order to meet project activities. This report based on the
Bloomsbury Institute to present systematic project application promotion of particular project. In
this report consist of a systematic project of project such as, scope management, time
management, cost, risk and communication management.
MAIN BODY
Project Scope Management
Project Description: Bloomsbury Institute has assigned a project of organising graduation
ceremony. It is happening in November 2021. The project overview is defined as summary of
project that enable to plan out all the information of project. It is defined as blueprint that
presents every activity require considering in the project. It is advantageous for representative for
the Bloomsbury to accomplish views that increase organisation activities in three day induction
at broad level. The main Scope of the project is execution of different activities in systematic
manner. At broad manner it provides broad information for the procedure that consists of a
suitable location, design conference hall, set notes and speeches for welcome guests and
students. For proper arrangement requires make efforts for students and present every activity
effectively. The main aim of the event to present a perfectly graduation ceremony that influence
to more students to become part of this institution.
Project Scope: For this project requires to making perfect planning and deciding the
venue that has capable capacity for meeting the students & their guardians. According to
audience requires arranging refreshment and preparing menu. For the event organisation require
to focus on different activities. Thus, for this prepare work break down structure in which
classified different tasks in short task and provide people as per the skills and positions. Work
break down is defined as procedure for making works for different parts that supports to
institution to present in better manner and accomplish their set objectives (Lenferna, 2018).
1

It is administrable section require to managing things for the event that supports
managers in decision making. Such as, Bloomsbury is follow this structure to making activities
for better and provides higher profitability.
Project constraints: There are mentioned different aspects that occur in this project such as:
 Capital: It is defined as important aspect of the project that based on the project schedule.
Most of the activities necessary for the project and take initiative to complete on time. It
is primarily related with staff members and funding require for the graduation ceremony.
There are consisting of welcoming of chief guest, degrees and others for assuring about
the success of event.
 Financial constraints: For the event organisation require sufficient amount of money in
order to conduct different activities that based coordination with various sections. It is
essential for approvals from Municipal Corporation so that they can conduct their event
activities and assuring about the permission that based on government (Feldmann and
et.al, 2019).
 Time Constraints: It is main constraints that face by the mostly event organiser in which
preparation can be analysed at certified period of time. It implies that most of the
activities have to be related and managed to address effectively. As per the project
require to conduct ceremony in November 2021 and assure that all the tasks completed in
given period of time.
Project roles and responsibilities: There are mentioned different roles and responsibilities
such as:
 Project Sponsor: The project sponsor is the project's driving force and internal champion.
They are generally aware of senior management and have a vested interest in the project's
success. The project manager and project sponsor collaborate together.
 Executive sponsor: A strong member of management is perfect for the executive sponsor.
For the executive committee, he or she is the project's recognisable leader and the main
decision-maker, through final agreement for all stages, milestones, and scope
adjustments.
Work break down structure: The Work Breakdown Structure is described as a "achievable
defines the work breakdown structure to be carried out by the project team." In software
development, a work breakdown structure (WBS) is a tool for finishing a multi-step, dynamic
2

project. Cutting it down into manageable chunks allows multiple staff members to focus on it
independently, resulting in increased work performance and simpler product development.
Project Cost management
In this procedure consist of planning, calculating and spending money as per the
requirements. For the project execution require to fund and for this prepare a budget in which
mention all expenditure and funds manage by the institute. In order to reduce over budget
scenario, it is liability of management and event organiser to predict total expenses in ceremony.
According to budget institution prepare their functions and invest on refreshment and other
things. Before the preparation require to make budget that present in front of manager and take
approval after that start activities of ceremony. Sometimes it is not acceptable by the manager
and reject the budget that time again prepare budget in low cost. For the budget planning requires
deriving desired performance and supports control capital, services and financial capacity.
Budgeting is financial activity that supports organiser to take steps in proper manner and
also control project expenses. It is consisting of preparation of a broad schedule that utilised to
observing preparation of activity and ensure about the total success efficiently. This strategy
supports institution in coordination and make event in sufficient budget and handling total duties
effectively within desired way. The institute has agreed to pay 7000 for overall activities in order
3

to carry out the induction scheme (Madi and Srour, 2019). It is responsibility of administration
to identify the existing value and take steps effectively for the recognition of current criteria.
Therefore, planning of budget is defined as per the 3 days ceremony such as:
Particulars Amount (In £ )
Event Venue 1500
Stage Decoration 500
Print flyer for publicity 200
Lighting 400
Tickets 500
Registration 200
Sound System 1000
Refreshment 2000
Utility expenditure 350
Security 250
Miscellaneous expenditure 100
Total 7000
The cost predication depend on the assessment of fraud activities that were predicted
costs and utilized ions. For the preparation of ceremony requires to categorise expenditure as per
the requirement. The Bloomsbury institution allot such expenditure in different activities like
utility expenses, computing and cost management for specified period of time. For more
modifications in budget requires to conduct marker research and presents all facts after that
manager approve for the changes in budget. Therefore, such baselines objective to reduce
likelihood of difference and meet acceptable skilfulness in the project of investing in due
dedicated time (Rolland, Mathiassen and Rai, 2018).
Particulars I II III Total
4

Event venue 700 500 300 1500
Stage
formation
200 150 150 500
Print flyer for
publicity
50 50 100 200
Send email
reminder
150 100 150 400
Decorations 100 100 300 500
Registration 100 150 0 200
Arrange
speaker
500 400 100 1000
Arrange
catering
200 200 600 2000
Utility
expenditure
100 100 150 350
Security 50 150 50 250
Miscellaneous
expenditure
0 50 50 100
Total 29700 25300 27500 7000
Project Time management
Time management is all about using the amount of time allotted as per the project
conducting sharply in order to meet scheduled transferral and conclude all working activities by
or before project complementation date. For proper organisation of project requires to conduct all
the tasks in specified period of time as target to accomplish set objectives. Along with it is
required to convey differentiation as per the analysis of efficiency in an organisation. The event
manager in Bloomsbury is applying different types of techniques such as Gantt chart that
supports in predication of different tasks in specified period of time. Therefore, it is focused on
5

essential plan of action that supports to concentrate on different task (Besker, Martini and Bosch,
2018).
Gantt Chart
As per the chart it is determined that for the estimation and scheduling of different plan is
required proper recording. In the context of Bloomsbury institution bring out different task
representation in graphical way for end time and presents as per the different activities. These
programs and plan of action can changing the task and liability of all staff members for effective
results.
Network diagram
6

This chart presenting about research about the developing visual representation of plan or
activity. For this diagram require to set different task in periodic time manner accordingly
controlling work activities. In this event take part different managers and leaders to manage work
activities in which involved projects. These different activities categorised as per the requirement
and follow step by step procedure. It impacts on the various tasks as well as projects that utilised
for arranging work and accomplish their goals of project. The institution can analysis project in
case of finishing project activities. Network diagram can supports to manage various process
such as, scheduling task work responsibility and analysis progress record on the basis of
predetermined indicator at the time of complementation of project duration.
Critical Path
7

Project Risk management
At the time project duration event organiser can face various risk that impact on the
project in negative manner. For this require to aware about the project uncertainties and prepare
different strategies to face such problems effectively. At the time of planning require to prepare
because some risks are arise mid of project like technological problem, time uncertainty,
unexpected visitor arriving. Due to uninterrupted supply of financial and manpower must also be
available. The leadership is necessary for forecasting any issues that affect on the duration in
three days event. For proper risk identification use Brainstorming, Delphi technique that presents
in forecast and affect the training procedure. Mainly, it is essential for organizer to have access
many optional approach that based on the different steps would be considered to fix situation
perfectively (Lessing, and Willis, 2019).
A risk framework is using to determining the level of risk and is determined by
administration and sets out different group. The manager of Bloomsbury institution using
different concept for the determination of favourable and unfavourable project report that can
advantageous to fix different types of problems. Such as, Many time project organiser face
problem to cope with elevated customers and fix those situations that not easily solve by the any
person after that taking completely advantages.
Risk analysis: It is a good procedure in which planning about the those risk that arise in
future and impact on project. For this require to analysis of casual relationship that can be
categorised into two manner such as:
 Qualitative analysis: In this analysis focus on the quality of project and manage all task in
systematic procedure. The job is splitting that concentrate on interesting elements to
identify capability to apply good results of the business entity.
 Quantitative analysis: Through such analysis identify different charts, graphs, primary
function to predict actions and events.
Project Communication management
It is most important part of project management that without communication strategy do
not implement any strategy and plan effectively. It supports to accomplish success to assure
about the productive work. For project communication consist of planning, information
collection, creation of knowledge, processing and management of project documentation. The
event manager keeps all timely discussion on periodic basis in which include different
8

participants like internal team members and project partners. It is required that participation of
Bloomsbury Institute use possible total member's participation as per approachable contact
medium like face to face, emails and many more to communicate with all participants in
effective way (Pinkse and Gasbarro, 2019). There is presenting shareholder analysis such as:
Level of interest
(High )
Level of interest
(Low)
Level of power (High) Management Government
Level of power
(Low)
Staff members Customers
 High control high interest: There are consisting of board of directors who have
responsibility to approve successful decisions.
 High power low interest: Different types of managers include in this section that have
jurisdiction that relate with different outcomes and legislative responsibility.
CONCLUSION
As per the above report it has been concluded that project management is most important
part in regard of efficiently ideas that take right actions as per the procedure of business entity.
To accomplish all set objectives of event require to follow all the steps and focus on time, cost,
scope and many other activities. There is creating Gantt chart to categorise event activities in
certified period of time accordingly provide responsibility to each person to complete task on
time. At the end of the project analysis risk by different techniques like Delphi, Brainstorming.
After that select way of communication and contact with stakeholders effectively.
9

REFERENCES
Books and Journals
Nikoobakht, A. and et.al, 2019. Stochastic flexible transmission operation for coordinated
integration of plug-in electric vehicles and renewable energy sources. Applied energy.
238. pp.225-238.
Lenferna, G. A., 2018. Can we equitably manage the end of the fossil fuel era?. Energy Research
& Social Science. 35. pp.217-223.
Feldmann, S. and et.al, 2019. Managing inter-model inconsistencies in model-based systems
engineering: Application in automated production systems engineering. Journal of
Systems and Software. 153. pp.105-134.
Madi, N. and Srour, I., 2019. Managing emergency construction and demolition waste in Syria
using GIS. Resources, conservation and recycling. 141. pp.163-175.
Rolland, K. H., Mathiassen, L. and Rai, A., 2018. Managing digital platforms in user
organizations: The interactions between digital options and digital debt. Information
Systems Research. 29(2). pp.419-443.
Besker, T., Martini, A. and Bosch, J., 2018. Managing architectural technical debt: A unified
model and systematic literature review. Journal of Systems and Software. 135. pp.1-16.
Lessing, B. and Willis, G. D., 2019. Legitimacy in criminal governance: Managing a drug
empire from behind bars. American Political Science Review. 113(2). pp.584-606.
Pinkse, J. and Gasbarro, F., 2019. Managing physical impacts of climate change: An attentional
perspective on corporate adaptation. Business & Society. 58(2). pp.333-368.
10