Project Plan for Bloomsbury Institute's November Graduation Ceremony

This project plan outlines the comprehensive strategy for organizing a graduation ceremony at Bloomsbury Institute, scheduled for November 2021. The plan encompasses various crucial aspects of project management, including scope management, time management, cost management, communication management, and risk management. The scope management section defines project objectives, deliverables, and assumptions, while the time management plan includes a detailed activity table, network diagram, and Gantt chart for effective scheduling. The cost management plan provides a budget breakdown and cost baseline. A thorough communication management plan identifies stakeholders and outlines communication strategies. Finally, the risk management plan identifies potential risks, analyzes their impact, and proposes mitigation strategies. The project aims to organize a successful graduation ceremony within a specified budget and timeframe, ensuring high-quality service for students and faculty. The plan addresses all critical elements needed to ensure a smooth and successful event.

Project Plan
Template
Project Manager
Name:
Expected Project Start Date:

Contents
Section 1. Scope Management Plan........................................................................................3
1.1 Project Description.................................................................................................... 3
1.2 Project Scope........................................................................................................... 3
1.3 Assumptions............................................................................................................. 3
1.4 Constraints................................................................................................................ 4
1.5 Project Roles and Responsibilities.........................................................................4
1.7 Project Work-breakdown Structure (WBS)................................................................4
Section 2. Time Management Plan
................................................................................................................................................. 5
2.2 Project Activity/Time/Dependency base table ..........................................................5
2.3 Project Network Diagram .........................................................................................5
2.4 Project Gantt Chart .........................................................................................5
Section 3. Cost Management Plan........................................................................................... 6
3.1 Cost Breakdown and Budget....................................................................................6
3.2 Project Cost Baseline............................................................................................. 6
Section 4. Communication Management Plan..........................................................................7
4.1 Project Stakeholders................................................................................................. 7
4.2 Stakeholder Communication Plan.............................................................................7
Section 5. Risk Management Plan............................................................................................ 8
5.1 Risk Identification, Analysis and Action Plan ............................................................8
Section 1. Scope Management Plan
1.1 Project Description
Bloomsbury Institute is looking to organize a Graduation ceremony which will take place in November. A
project manager who is appointed to manage a whole project and complete all the arrangement within the 3
month of time. Project manager will take blue print if while project and execute the strategies that will be
needed to organize the project event successfully. A budget for the project is provided by the Bloomsbury
Institute which is around £7000 and project manager have do conduct whole ceremony in given amount.
Student's and teachers will attend the ceremony so project manager gave to arrange the chairs and other
tings like whole stage where chief guests and other important members sit and graduation certificate will
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be given to the student's. Human resource management will recruit the whole team for the project manager
who can help in making the stage and other arrangement's will be done by the employees and leaders will
lead the employees effectively.
Project Objectives
To organize graduation ceremony within the campus of Bloomsbury Institute
To ensure proper marketing of the graduation ceremony
To make sure high quality of services are provided to the student's within graduation ceremony.
1.2 Project Scope
Project management scope refers to the set of features within the project. The main scope of the project is
that the work needs to be done withing the specific period of time, budget and result with the specified
functions and features. The deliverable and and supplies are being distributed from the requirements of the
project.
It has the higher scope to attend the ceremony of graduation of the students. The project scope is being
related where the advertisement will be done through various attractive posters and where the project
manager will ensure that marketing of the graduation ceremony should be done properly which will ensure
that more and more audience as target audience as students can attend with the graduation ceremony at
Bloomsbury institute (Collins, Parrish and Gibson Jr, 2017.).
1.3 Assumptions
 The project planning of the Graduation Ceremony will be start before the three month and it will
be finished before the Novembers end of 2021.
 all the roles and responsibility will be assigned and it role of project member's will be clear so
their will be no thought in their mind that what they have to do in the graduation ceremony event.
 Facilities within the graduation ceremony will be implemented life all the equipment, lunch, water
battles etc.
 Resource that will be needed on the graduation ceremony will arrive after 20 to 25 days and may
be the project arrangement at the campus will start after 21 to 25 days.
1.4 Constraints
There are various things which are important withing the hosting of graduation event.
 Bloomsbury institute has given limited time of 3 months which means project manager have to ensure
that they complete the project within the given time.
 Bloomsbury institute provided the budget of £7000 and project manager ha to complete all the activities
and arrangement.
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 Special skill will be needed in the staff who will work on the ground because ordinary people cannot do
those things like, Stage work where employees who know how to make the stage can also do it.
1.5 Project Roles and Responsibilities
There are various role and responsibilities of different individuals such as :
Project managers- The role and responsibilities leads with contributing by handling any changes in the
project and addressing to various hurdles and constraints. It lies with coordinating activity of various
departments and to meet the requirements which are being identified by the leaders. It leads with effective
decision making which determines with success of the project. It leads with guiding various activities to
individuals for successful completion of event.
Supervisors and Volunteers- There role leads with reporting to project manager about the activities and
task and with their status . It also leads with ensuring everything is on place which will not hinder with any
misunderstanding at time of implementing the event and making it successful one. It leads with ensuring
various registration of individuals who will be participating in activity and establishing relationship with
various suppliers of raw material of event.
Designers- There role leads with building of stage for conducting of graduation ceremony. It leads with
various floral decoration and making an atmosphere an attractive one to students as well as individuals
present in ceremony .
Employees- Their role and responsibilities also leads with managing ground work and making of
arrangements such as table and chair and proper arrangement of same to ensure that everything goes with
right pace and not affect the event operations. It leads with handling of various queries of students
regarding guidance with whom and how to register themselves with graduation ceremony.
1.7 Project Work-breakdown Structure (WBS)
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Section 2. Time Management Plan
2.2 Project Activity/Time/Dependency base table
There are various activity which will be included in successful hosting of the event such as
ACTIVITIES TIME FRAME
INITIATION
Setting up of objectives and targets 2
Formation of a team 5
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Assignment of responsibilities and role to
team members
2
Identification of stakeholder 7
Having feasibility study 10
Planning of event
Budget development 7
Development of timeline 3
Marketing and promotional activity 10
Implementation and execution
Preparation of itenary 5
Selection of venue 5
Monitoring and control
Rehearsal of itenary 10
Registration of participants 10
Closing ceremony
Distribution of trophies 1
Thanking ceremony 1
2.3 Project Network Diagram
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2.4 Project Gantt Chart
Gantt, chart refers to the type of bar chart which illustrates with the schedule of the project. It will show
down with relationship which is being dependent on activities and current scheduled status. This is a
project management tool that helps with planning and scheduling of all projects with different sizes. These
tool is being used to make the better understanding of project through breakdown of activities and making
of difficult and complex project a simpler one (Trojanowska and Dostatni, 2017).
Task Name Duration Start Finish
INITIATION 26 days Wed 1/27/21 Wed 3/3/21
Setting up of
objectives and targets 2 days Wed 1/27/21 Thu 1/28/21
Formation of a team 5 days Fri 1/29/21 Thu 2/4/21
Assignment of
responsibilities and role
to team members
2 days Fri 2/5/21 Mon 2/8/21
Identification of
stakeholder 7 days Tue 2/9/21 Wed 2/17/21
Having feasibility
study 10 days Thu 2/18/21 Wed 3/3/21
Planning of event 20 days Thu 3/4/21 Wed 3/31/21
Budget development 7 days Thu 3/4/21 Fri 3/12/21
Development of
timeline 3 days Mon 3/15/21 Wed 3/17/21
Marketing and
promotional activity 10 days Thu 3/18/21 Wed 3/31/21
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Implementation and
execution 10 days Thu 4/1/21 Wed 4/14/21
Preparation of itenary 5 days Thu 4/1/21 Wed 4/7/21
Selection of venue 5 days Thu 4/8/21 Wed 4/14/21
Monitoring and
control 20 days Thu 4/15/21 Wed 5/12/21
Rehearsal of itenary 10 days Thu 4/15/21 Wed 4/28/21
Registration of
participants 10 days Thu 4/29/21 Wed 5/12/21
Closing ceremony 2 days Thu 5/13/21 Fri 5/14/21
Distribution of
trophies 1 day Thu 5/13/21 Thu 5/13/21
Thanking ceremony 1 day Fri 5/14/21 Fri 5/14/21
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Section 3. Cost Management Plan
3.1 Cost Breakdown and Budget
This will require a proper budget for undertaking a project. The cost will be distributed in manner to buy
various resource and enabling them in effective and efficient allocation (He, 2017). As the budget of the
event is Euro 7000 it is being divided as shown below:
PARTICULARS AMOUNT (in Euros )
Technical arrangement 400
Equipment and tools 600
Raw materials 1000
Venue 2600
Marketing and promotion 1500
Beverages and foods 900
Total 7000
3.2 Project Cost Baseline
It is a tool used by managers of project to estimate the total cost of the event. It incurs all cost
before the project is being completed. Bloomsbury has provided with the budget of 7000 Euros to
complete the project. It has ensured 400 euros for technical arrangement whereby this amount
will be utilized for various LED arrangements to telecast of event, various mike facility and other.
It has ensured with 600 euros for equipment and raw materials which are being required for
making up of attracting stage with floral decorations. Employees will order raw materials for
conducting various activities and task and for which it will require 1000 Euro. For booking up of
Venue which will be five star it will require institute to pay around 2600 Euro for making an event
successful one. For reaching it to many other individuals it will require marketing and promotional
effort which is being by preparing of poster and through various media channels it will require
around 1500 euros. For arrangement of beverages and food it will require around 900 euros for
making an event a successful one . The budget is being anticipated in manner which leads with
meeting up of need and wants of various parties who are being responsible for hosting the event
in fruitful manner.
Section 4. Communication Management Plan
4.1 Project Stakeholders
There are various stakeholder which are being identified as project stakeholder, for hosting the graduation
ceremony at Bloomsbury institute. It includes the management teams who be responsible for organizing the
ceremony in positive and favorable manner and to overlook that everything is according to the
requirements of event. The stakeholders include volunteer from current batch who will be participating in
the event. This will include to ascertainment of finance teams who will arrange various facilities to meet
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the needs of conducting the event in fruitful manner. It will leads to having stakeholder in form of sponsors
who will be contributing to event in monetary terms to build with their own brand image. It will include
parents of students who are being passing out and who will encounter with the achievements of their
children at the university in various areas. It will leads with various head of departments, deans who will
be responsible for taking decisions ,will approve with various budget and will asks for various reports and
progress of various activities. This will mainly include corporate professionals who will be part of event
where their interest lies with attracting highly qualified individuals from the batch which will helps in
getting better result for company in terms of increasing sales and revenues.. it will include with various
media persons and telecaster who will telecast ceremony on various platforms which will leads with
building of brand image (Eskerod and Larsen,2018). It will include students who will the part of
ceremony.
4.2 Stakeholder Communication Plan
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Stakeholder Engagement Action Owner Channel of
communication
Frequency
David Closely manage Project manager Notification by emails
from software
On daily basis
Roger Keeping informed Volunteer Agenda summaries+
Memos
On Weekly basis
Steve Monitoring Project manger By the top of line emails
which is about the
overall timeline and
budget(Serravalle,
2019)
On Monthly basis
Edward Keep satisfied Volunteer Through newsletter On monthly basis
Section 5. Risk Management Plan
5.1 Risk Identification, Analysis and Action Plan
Risk
description
Impact
description
Impact level
(Between 1-5)
1 being low, 5
being high
Probability
level (Between
1-5)1 being
low, 5 being
high
Mitigation and
action notes
Owner
The first risk
can be related
with delay in
hosting the
event
The impact is
huge as it leads
with loss of
reputation and
increased cost
of hosting the
event (Hiscock
and Jones,
2017)
3 4 The action and
mitigation plan
leads with
effective time
management
where the task
where the task
and activities
needs to be
Project
managers
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aligned with
time to avoid
confusion
The risk can be
related with
hazardous
situation such
as fire at the
venue of event
The impact can
be sever as it
may lead with
loss of lives
and injuries to
individuals
5 1 This can be
overcome by
taking various
measures of
safety. It leads
with proper
placement of
various fire
extinguisher
and proper exit
places.
Project
manager
The risk can be
associated with
non availability
of suppliers of
equipment
This will
impact in
manner of not
proper
management of
event, hence
will leads with
confusion and
misunderstandi
ng while
hosting an
event
4 3 This will be
minimized by
proper process
of planning and
making
arrangements
before an event
that things are
being available
on time. It
leads with
maintaining
continuous
relationship
with suppliers
to ensure with
their status
Project
volunteers
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