Comprehensive Project Plan: University Graduation Ceremony (LSBM204)

This project plan outlines the comprehensive strategy for organizing a university graduation ceremony. The plan begins with an introduction that sets the stage for the project, followed by detailed sections on scope management, time management, cost management, communication management, and risk management. The scope management plan defines the project description, scope, assumptions, constraints, roles and responsibilities, and a work-breakdown structure. The time management plan includes project activities, a network diagram, and a Gantt chart to visualize the project timeline. The cost management plan provides a cost breakdown and budget allocation. A communication management plan identifies stakeholders and details the communication strategy. Finally, the risk management plan addresses potential risks, their analysis, and mitigation strategies. The project aims to provide a high-quality experience for students, staff, and stakeholders, enhancing the university's reputation and brand image. The project's success hinges on effective resource management, stakeholder collaboration, and proactive risk mitigation. The project plan provides a complete overview of the processes and information necessary for a graduation ceremony, making it a valuable resource for project management students.

Project Plan

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
SECTION 1: SCOPE MANAGEMENT PLAN..............................................................................1
1.1 Project description............................................................................................................1
1.2 Project scope.....................................................................................................................1
1.3 Assumptions.....................................................................................................................1
1.4 Constraints........................................................................................................................2
1.5 Project roles and responsibilities......................................................................................2
1.7 Project work-breakdown structure...................................................................................3
SECTION 2: TIME MANAGEMENT PLAN................................................................................4
2.2 Project activity..................................................................................................................4
2.3 Project network diagram...................................................................................................6
2.4 Project gantt chart.............................................................................................................7
SECTION 3: COST MANAGEMENT PLAN................................................................................7
3.1 Cost breakdown and budget.............................................................................................7
3.2 Project cost baseline.........................................................................................................8
SECTION 4: COMMUNICATION MANAGEMENT PLAN.......................................................9
4.1 Project stakeholders..........................................................................................................9
4.2 Stakeholder communication plan...................................................................................10
SECTION 5: RISK MANAGEMENT PLAN...............................................................................10
5.1 Risk Identification, Analysis and Action Plan...............................................................10
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13

INTRODUCTION
Project plan is a statement of a work which contain essential documents such as resource
list, work-breakdown structure, project schedule and risk plan. In the same way, current study is
also based upon a project in which University is planning for organizing a graduation ceremony
for their students. Also, the study provide a detailed plan for its scope management in which
scope, assumption and constraints will be defined. Further, gantt chart and network diagram will
also be designed in order to identify the time of completion of a project. Lastly, it identifies the
key stakeholders and develop a risk register for defined project.
SECTION 1: SCOPE MANAGEMENT PLAN
1.1 Project description
The project is all about to organize a graduation ceremony for the students in November
2021. For that a fixed budget is also assigned to the project manager (PM) i.e. 7000 along with 3
month duration in which all the necessary items needs to be finalized. Further, manager should
also ensure that they hire team members who help them to meet the defined aim within specific
tenure.
Project objectives
 To organize graduation ceremony for students in November 2021 in order to facilitate
the students for their high performance.
 To provide mesmerizing experience to their students and staff within limited time frame.
 To increase the brand image of a University in front of competitors up to 20% within
next 6 months.
 To improve the productivity of team by 50% within next years by offering rewards.
1.2 Project scope
The scope of the project is to provide high quality experience to students and teacher by
conducting graduation ceremony. Through this, University seek an attention of new students and
this in turn helps them to increase the new registrations (Dwyer, Liang and Thiessen, 2020).
Also, this is attended by parents and ex-students then it is more beneficial for the institution to
improve the reputation in market and leaves positive impression as well.
1.3 Assumptions
There are three main key assumptions of the project which are as mentioned below:
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 Resources: In order to complete the project, PM must have effective resources in terms
of human, financial, technological who support to complete the project. Stakeholders: Availability of key stakeholders is another assumption of the project such
that it involves, government, students, parents, media, staff, project manager, suppliers
etc.
 Performance: there is a need to evaluate the performance of a team members so that it
assists to track of each phase (Dobie, 2020). Also, it helps to identify whether the project
is delivered on time or not.
1.4 Constraints
Time and cost: If project is not delivered on time, then it is considered as a constraint.
Whereas, over-costing and under-costing are also affected the project in negative manner.
Quality: The chosen resources are not quality approved then it delays the project.
Risk: There are different risk associated with the current project such that fail in
technology, bad weather, low quality of human resource etc.
1.5 Project roles and responsibilities
In order to meet the defined aim of a project, it is necessary to involve all the essential
stakeholders. These are as mentioned below along with their roles and responsibilities:
Key stakeholder Roles and responsibilities
Project manager A lead role-played by the project manager in which he is responsible
for planning, executing, monitoring and controlling the projects. They
are also accountable for project scope, team and success/failure of a
project (Noteboom and et.al., 2021). They are also liable to monitor
each phase of the project so that project is delivered on time.
Sponsor He is responsible in promoting, advocating and shaping project work.
They also oversee the project program and accountable for ensuring
project deadline. Project manager keeps informed sponsor and discuss
before making any decision (Ekung, Adu and Lashinde, 2020).
Technical manager They are liable to support engineering team and mainly focused on
delivering a successful project by providing effective tools and
techniques. Further, with effective collaboration with team member,
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technical manager ensured about progress.
Resource manager They assist PM while selecting the best human resource for a project
and staff allocation. They also identify the company's capacity to
meet the staffing requirement of projects and further assign personnel
to projects (Sanchez and et.al., 2020). Apart from this, they also
manage payroll and train staff to meet the defined aim.
Project team members They are responsible to develop a project plan and support project
manager to complete the defined aim within specific tenure. Also,
with proper support and guidance from project manager, they tries to
accomplish the defined aim i.e. to organize the graduation ceremony
within university.
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1.7 Project work-breakdown structure
SECTION 2: TIME MANAGEMENT PLAN
2.2 Project activity
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Task
Mode Task Name Duratio
n Start Finish Predecessor
s
1 Project initiation 8 days Fri 3/5/21 Tue
3/16/21
1.1 Identifying goals 2 days Fri 3/5/21 Mon
3/8/21
1.2 Determine deliverable 2 days Tue 3/9/21 Wed
3/10/21 2
1.3 Listing key resources 1 day Thu
3/11/21
Thu
3/11/21 2,3
1.4 Estimate defined budget 1 day Tue 3/9/21 Tue 3/9/21 2
1.5 Seeking for final approval 2 days Fri
3/12/21
Mon
3/15/21 5,4
2 Planning 19 days Tue
3/16/21 Fri 4/9/21
2.1 Create WBS 2 days Tue
3/16/21
Wed
3/17/21 6
2.2 Designing invitation cards for project 3 days Tue
3/16/21
Thu
3/18/21 2,6
2.3 Prepare guest list 3 days Thu
3/18/21
Mon
3/22/21 8
2.4 Selection of food menu 3 days Tue
3/23/21
Thu
3/25/21 2,5,10
2.5 Refining cost regarding budget 2 days Fri
3/26/21
Mon
3/29/21 5,11
2.6 Developing formal project plan 3 days Tue
3/30/21
Thu
4/1/21 2,12
2.7 Arrangement of furniture, medals and
certificates 1 day Fri 4/2/21 Fri 4/2/21 2,13
2.8 Identify risk related to project 5 days Mon
4/5/21 Fri 4/9/21 14
3 Executing the project 11 days Mon
4/12/21
Mon
4/26/21
3.1 Implement defined project plan 4 days Mon
4/12/21
Thu
4/15/21 15
3.2 Tracking the performance 3 days Fri
4/16/21
Tue
4/20/21 17
3.3 Implement quality assurance process 4 days Wed
4/21/21
Mon
4/26/21 18
4 Controlling the project 12 days Tue
4/27/21
Wed
5/12/21
4.1 Measure performance of each task 4 days Tue
4/27/21
Fri
4/30/21 19
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4.2 Develop risk register 2 days Mon
5/3/21 Tue 5/4/21 21
4.3 Compliance with changes 3 days Wed
5/5/21 Fri 5/7/21 21,22
4.4 Monitor each phase 3 days Mon
5/10/21
Wed
5/12/21 23
5 Project Closure 8 days Thu
5/13/21
Mon
5/24/21
5.1 Obtain final acceptance 3 days Thu
5/13/21
Mon
5/17/21 24
5.2 Facilitate administrative and financial
closure 3 days Tue
5/18/21
Thu
5/20/21 26
5.3 Release project closure 2 days Fri
5/21/21
Mon
5/24/21 27
2.3 Project network diagram
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2.4 Project gantt chart
SECTION 3: COST MANAGEMENT PLAN
3.1 Cost breakdown and budget
In order to organize the project in effective manner, it is necessary to have specific
budget with proper allocation which is as mentioned below:
Particulars Amount (£)
Personnel 1800
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Venue 600
Traveling expenses 550
Invitation and certificates 450
Contractors (food) 1250
Technicians 350
Computers 250
DJ and music system 650
Promotional expenses 780
Sundry expenses 320
Total 7000
3.2 Project cost baseline
Particulars 1st month 2nd month 3rd month Total
Project
management
3400
Project manager 350 350 350 1050
Project team
members
250 250 250 750
Contractors 1250 1250
Technician 150 250 350
Hardware 900
Computer 250 250
DJ and music
system
650 650
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Traveling
expenses
150 150 250 550
Venue 600 600
Invitation 450 450
Marketing 780 780
Sundry expenses 120 120 80 320
Total 870 1020 5160 7000
SECTION 4: COMMUNICATION MANAGEMENT PLAN
4.1 Project stakeholders
In order to complete the project, it is necessary to have support from project
stakeholders, and they also have interest upon the project (Ershadi and et.al., 2020). Therefore,
through stakeholder matrix, list of the stakeholders are as mentioned below:
Keep satisfied Manage closely
 Investors
 Shareholders
 Resource manager
 Project manager
 Students
 Project team members
 Project sponsor
Monitor Keep informed
 Government  Media
 Suppliers
Manage (High power, highly interested): One of the important key stakeholder of the
project who are highly interested and also make the greatest efforts in order to satisfy the need.
Thus, project manager, students and team members are highly interested and have strong power
to make the changes within project.
Keep satisfied (High power, less interested): They work enough in order to manage the
project but are least interested towards a project (Gutheil, 2021). For example, investors,
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shareholders and resource manager who do not have interested but have power to alter any
decision.
Keep informed (Low power, highly interested): In order to organize a graduation
ceremony, it is necessary to inform other stakeholders. This includes media and supplier where
media telecast the entire program that helps to build a strong reputation.
Monitor (Low power, less interested people): They are least interested and do not have
strong power to make changes in decision such that government (Ismayilova and Silvius, 2021).
In this, project manager should comply with rules specified by government to make better
decision.
4.2 Stakeholder communication plan
Type of Stakeholder Engagement action Frequency Communication
Channel
Project team members Manage closely Daily Personal check-in
meetings, email,
notification from the
software
Sponsors Manage closely Daily Memos, meeting
Technicians Manage closely Weekly Through meeting and
application
Students Manage closely Monthly Through notice board
and emails
Media Keep informed End of the project Through email
Investors and
shareholders
Keep satisfied Monthly By board meeting
Government Monitor End of the project Through notice
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