Detailed Project Plan for Bloomsbury Institute's Graduation Ceremony

This project plan outlines the key elements for organizing a graduation ceremony at Bloomsbury Institute, adhering to a budget of £7000 and a three-month timeline. The plan encompasses various aspects of project management, including scope management, defining the project description, objectives, assumptions, constraints, and roles and responsibilities. It details time management through activity tables, network diagrams, and Gantt charts. The cost management section provides a budget breakdown and cost baseline. Furthermore, the plan includes a communication management strategy, identifying stakeholders and outlining communication protocols. Finally, a risk management plan is presented, detailing potential risks, their impact, probability, and mitigation strategies. The plan covers all phases from initiation to closing, ensuring a well-organized and successful graduation ceremony.

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............................................................................................................................................. 3
1.5 Project Roles and Responsibilities...................................................................................................... 3
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
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Section 1. Scope Management Plan
1.1 Project Description
Project management is the process of leading the work of the project team to achieve the goals
and objectives of the project within given criteria and specific time line. Project manager are
responsible to mage and control whole plan from the initial to the close.
This report is based on Organizing the Graduation Ceremony by Bloomsbury institute. Project
managers will be responsible to organize whole Ceremony and for that institute leaders have
provided the budget of £7000 and their demand is not to exceed the event more than 3 months
so project managers will make whole event within the given time. There will be around 1000
students including their parent's will participate and other 30 teachers and collage management
staff will be available within the event.
1.1.1 Project Objectives
The main objective of whole Graduation Ceremony event within the campus of Bloomsbury
Institution will be to provide degree to the graduated students and celebrate their graduation party
along with their parents and teachers. Here are objectives of Graduation Ceremony event-
• To organize the Graduation Ceremony event within the given budget of £7000 within the
3 moth of time.
• To aware student's about and their parent's about Graduation Ceremony event thorough
the template and notice.
• To ensure high quality of services and facilities are provided to the students on their
Graduation Ceremony.
1.2 Project Scope
Project scope is the statement that outline the whole project including its deliverable, features and
specifications. It also includes the services and list of the stakeholder who will take participation
within the event.
The scope of Graduation Ceremony is to make the whole Graduation Ceremony event successful
by ensuring the quality of the services, sitting arrangement and food facilities and stag design.
The all arrangement will be done till November 2021 and it is enough times to complete whole
arrangements and organize the event successful. It shows that the scope of whole project is
higher and it will successful event and Graduation Ceremony.
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1.3 Assumptions
There re always some assumption within the project management that provide the outline the
project that this kind of activities will be done in specific times period and how much cost will be need
more, if any of the activity get delayed etc. here are some assumptions for the Graduation Ceremony
event -
• 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.
• The amount provided by the Bloomsbury institute for the event will be enough to cover each and
every activity.
• Main planing of the whole event will be start within 2 or 3 moths and it will be ens before
November.
1.4 Constraints
There are some things that are important within the project event of Graduation Ceremony-
 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.
 Food and other activities are important for the Graduation Ceremony and for this project manager have
to contract with the best possible catering service providers.
 Project manager will need to have proper backup plan if any of the event activity get fails for example
arrangement of extra equipment, if anyone of them get failed then other can be used.
1.5 Project Roles and Responsibilities
Stakeholders Role and responsibilities
Project manager Project manager will be responsible to
manage, plan, organize and control whole
Graduation Ceremony.
Supervisor There will be 4 supervisors and every
supervisor will lead of staff members under
them and report to the project manager about
the progress.
Finance manager Finance manager will be responsible to make a
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proper budget under the £7000 and all
spending will be explained by them in budget.
Staff Employees will be responsible t manage
different different activities like sitting
arrangement, stage making etc.
Engineers and designers Engineers and designers will helps to design
the stage and other activities.
catering staff Catering staff will arrange the food items and
services during the event.
1.7 Project Work-breakdown Structure (WBS)
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Section 2. Time Management Plan
2.2 Project Activity/Time/Dependency base table
Activities
Initiation
Implementing of objectives and goals
Team setup and arrangements
Distribution of roles and responsibilities within
event
Finding of the Stakeholder
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Conducting feasibility study
Planning
Budget
Timeline and Timescales
Promotional activities
Execution and implementation
Iitenary Preparation
Venue selection of Ceremony
Monitoring and control
Rehearsal of itinerary
Registration of the students and people
Closing
2.3 Project Network Diagram
2.4 Project Gantt Chart
Task Name Duration Start Finish
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Initiation Wed 2/24/21
Setting up of goals and
objectives 5 days Wed 2/24/21 Tue 3/2/21
Setting up of team 2 days Wed 3/3/21 Thu 3/4/21
Assignment of roles and
responsibilities 3 days Fri 3/5/21 Tue 3/9/21
Stakeholder
identification 2 days Wed 3/10/21 Thu 3/11/21
Conducting feasibility
study 10 days Fri 3/12/21 Thu 3/25/21
Planning of event Wed 2/24/21
Budget development 8 days Fri 3/26/21 Tue 4/6/21
Development of
timeline 1 day Wed 4/7/21 Wed 4/7/21
Promotional mechanism 7 days Thu 4/8/21 Fri 4/16/21
Execution and
implementation Wed 2/24/21
Preparation of itenary 15 days Mon 4/19/21 Fri 5/7/21
Selecting of venues 6 days Mon 5/10/21 Mon 5/17/21
Monitoring and control Wed 2/24/21
Rehearsal of itinerary 1 day Tue 5/18/21 Tue 5/18/21
Registration of
participants 3 days Wed 5/19/21 Fri 5/21/21
Closing Wed 2/24/21
Thanking ceremony 1 day Mon 5/24/21 Mon 5/24/21
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Section 3. Cost Management Plan
3.1 Cost Breakdown and Budget
There will be proper budget will be needed and total cost provided by the
Bloomsbury Institution was around £7000. Each and every activity will cost some
amount of money and it will be covered within the budget. Here is the budget plan of
the Graduation Ceremony-
Particular Budget
HR £500
Tools and equipment £1000
Raw materials £1000
Venue £2500
Promotion £1000
Food and drinks £1000
Total £7000
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3.2 Project Cost Baseline
` Within the Graduation Ceremony amount is converted into the dolor and finality it will be
spent on the Human resource management which will be around £7000 for the recruitment of the employees who
will work from the beginning till the closer. Their will be some equipment need for the stage making and other things
and it will cost £1000. Raw material will charge around £1000 like woods decoration things etc. For the venue
£2500 will be need and promotion activities like templates social media advertisement etc will cost £1000. The event
will start from the morning 10 o clock till 6 o'clock ad between this times people will need to eat some food and
some drinks will be needed so it will cost around £1000 and total they get £7000 which is under the budget.
Section 4. Communication Management Plan
4.1 Project Stakeholders
Each and every project include stakeholders and every stakeholders plays different different role
within the event. Project management and human resource department and finance manager
who are the top stakeholders of this event. On the middle level it will include stakeholder like
supervisors and engineers who will have various roles and responsibilities and in the last
stakeholders list will include staff and employees, catering staff who will work on the group and
most the responsibilities and role-play by them.
4.2 Stakeholder Communication Plan
Communication is the most important part to make whole Graduation Ceremony event
successful. Communication between each and every department will ensure the
process and progress of the event. During the ensuring of the role and
responsibilities communication will be useful tool that will help each and every
stakeholder to understand what they have to do within whole event and to who them
are going to report. Their will be proper hierarchy that should be followed by the each
and very level within the Graduation Ceremony. If top authority like project manager
need to know the group report of the event or if they want to provide some
information to the lower level then they will inform to the leaders, then leaders will
provide that information to the supervisor and supervisor to the employees on the
lowest level. Similar, if the lowest level employees are facing any problems on the
groups or if they want to send any kind of information then they will informal to the
supervisor, then supervisor will communicate information to leaders and leaders
directly to the project manager. This hierarchy will make sure that communication
flow smoothly from the top-level to the lower level of the project. There will be some
entrapment also used for the stage purpose because student's will give their speech
and it will also include the anchor and teachers which is also a part of the
communication plan of the Graduation Ceremony and this all will helps to make
whole event successful.
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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
Action
notes
Responsible
person
Equipment
failed during
the event
Equipment failure can
be huge impact on the
whole event like
problem in the mic , it
will make the event
failure because encore
will not able to
communicate and
many more other
problems.
4 4 To
overcome
from impact
of this
project
manager can
bring extra
equipment
so they can
replace with
the other if
any one of
them get
failed.
Supervisor
Natural
calamities
like
earthquake,
Flood
Natural calamities can
huge impact on the
whole Graduation
Ceremony and it
5 1 Project
managers
can use
some
strategies to
No one
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can also be risky
for the students
and teachers.
reduce
impact like
they can
provide
safety
guidelines
for the
people and
use some
equipment
that can
inform them
before
something
happened
like this.
Over-budget Project can be fielded
from the over budget
because after the event
start their will e no
option for the project
manager to fix the
budget.
4 4 Finance
manager of
the
Graduatio
n
Ceremony
event can
make
budget
before the
event
start and
they can
add some
Finance
Manager
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extra
amount if
they will
need in
future.
Operational
Risk
Operational risk does
not have huge impact
on the vent because it
can be fixed easily by
the leaders and staff.
2 3 Leaders and
mangers can
use their
experience
to fix the
operational
mistakes
within the
event.
Leaders and
staff
Lack of
resources
within event
Lack of resource can
have huge impact on
the Graduation
Ceremony
because event
outcome will not
as aspect-ed
2 3 Project
managers
and other
authorized
people can
ensure the
availability
pf the
resources
before the
event start,
and they can
also borrow
some extra
resources to
fulfill the
Leader and
project
manager
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needs of
resources.
Conflicts
between
employees
Conflict between the
employees will also
demotivate the other
employees whoa re
working and if it
occurs during the
Graduation
Ceremony then it
will affect each
and every person
within the event
and event can
failed.
4 3 To
overcome
from the
problems
like conflicts
, project
manager can
introduce
each and
every person
who will
work within
the team so
likelihood of
the conflicts
can be
reduced.
Project
manager,
Time
scheduling
risk
The organizer of the
Graduation
Ceremony event
has provided 3
months of times
and if project
manager will not
able to launch
project within 3
month then
project can be
4 4 It is
necessary
for the
project
manager to
work and
run the
activities
according to
the plan so
they can
Project
manager
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failed. complete
event till the
Novembers,
and they can
organize
Graduatio
n
Ceremony
event
successful
ly.
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