Project Report: Graduation Ceremony Project at Bloomsbury Institute

This report details the project plan for the Bloomsbury Institute's graduation ceremony in November 2021, with a budget of £7000 and a three-month timeline. The report covers the scope of project management, defining project objectives using the SMART method, and outlining project assumptions and constraints. It identifies project roles and responsibilities, utilizes a work breakdown structure, and addresses time management through Gantt charts and network diagrams. Cost management includes resource analysis, budgeting, and establishing a cost baseline. The report also explores risk management via a risk matrix and outlines a communication management plan, including a stakeholder matrix and communication strategies. The conclusion emphasizes the importance of effective event administration for successful project execution. The report includes sections on project scope, time management, cost management, risk management, and communication management, providing a detailed overview of the project's planning and execution.

Project
Planning

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY .................................................................................................................................1
Scope of project management.....................................................................................................1
Administration of time ................................................................................................................3
Administration of project cost.....................................................................................................4
Management of project risk.........................................................................................................6
Project communication management...........................................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Project description
Project plan refers to formal documents that are formed to escort the control as well as to
carry out a project (Catalano, 2020). It is the key of as successful project and is the most essential
document that is require to create before the starting of the project. It assist in the management
and in calculation of risk.
In this report, scope with the cost management is discussed. Further this report, includes
the risk that are related to specific projects along with the management of project communication
is explained. In addition to this, report also cover the structure with the visual appeal.
MAIN BODY
Scope of project management
Scope about the project: - The project is primarily about an institute named as Bloomsbury,
who is organising a graduation ceremony in the month of November, 2021. This project has a
time limitation of three months and budget assigned for this is approx £7000.
Project objectives: - The main objective behind this graduation ceremony is to celebrate the
achievements of students in extracurricular as well as in academics. This function will trigger
them to work hard and they can celebrate their success with their families, friends along with
their respective faculties.
SMART method: -
This method consider five stages which are achievable, measurable, specific, time bound
and realistic. In relation with the Bloomsbury institute graduation ceremony these methods are
describe below- Specific: - The aim of any project should be decently determine. In relation to this
ceremony, every team member should have knowledge about what they have to do and
why they are doing it. Project manager is answerable for each and everything every thing
so he should witness the working structure seemly. Ceremony will be conducted on
November, 2021, in this regard every person should work before the point in time of the
event. Measurable: - It is very essential to check and measure the performance in order to
complete the task and accomplish desire goals and guarantee the efficiency of work. In
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relation to ceremony, this will assist all the players to see what they have done and what
is require to be done by them. Achievable:- Goals should be set priorly so that they can be achieved effortlessly.
Bloomsbury institute has a goal to successfully complete this ceremony and in this regard
mangers of the project ensures that each and everything is rightly placed. Realistic: - When any task or project is enforced. it must be practical in sense. So,
institute institute should form realistic plans in order to complete the given work on time. Time-bound: - Every project has a deadline within which it need to be completed. For
this project time period of three month is given.
Project scope: - The scope of this ceremony is to successfully conduct all the activities. In this
context, institute along with the project mangers should complete all the activates on time.
Project Assumptions: -
 The project managers have assume that they have arrange food as well as water in
adequate quantity.
 They have also assumed that all the invited guest will definitely attend the function.
Project Constraints: Constraints refers to those components which create a boundary or restrict
the project and this directly influence quality, delivery as well as the success of a project.
Constraints related to this ceremony are observe underneath-
 Any addition or drop off in the definite quantity of students will lead to mismanagement.
 If people gather in large quantity then there might be a shortage of food and water.
 Because of the uncertain weather, it is possible that it may rain on that day.
PROJECT ROLES AND RESPONSIBILITIES
Responsibilities and roles in relation to this project: In order to make this event a immense
hit, there is a huge list of members who are actively participating in this ceremony.
Responsibility and role in relation to such players are given below-
Members Roles and responsibilities
Business analyst He form plan for the happening.
Managers of the project In order to ensure success he work on various stages of
the project.
Sponsors of the project They render and make arrangements associated to finds
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for the event.
Team members of project He will discover all the challenges associated to this
event and provide effective solutions.
Project Work break down structure: Work break down structure aid in solving challenging
projects and deliver plan of action so that they can be completed (Clevenger, 2018). It aid in
discovering solutions for the huge projects by dividing them in simple and easy steps and it also
supply consequences that are related to the projects. It consider different components like
implementation, launch and design which assist in monitoring the respective projects. In relation
to Bloomsbury institute, this structure will assist all the members to interpret when and how
they should proceed further so that all the formalities relating to the ceremony can be
accomplished on or before time. This structure is explained as under : -
Investors- 1 week
Venue- 1 week
Budget- 1 week
Staff coordination- 1 week
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Food and beverage- 1 week
Human resources- 2 weeks
Seating arrangements- 1 week
Safety of attendees- 2 weeks
Administration of time
Time management of project implies to all those components in which timeline is analyse
and develop in order to finish the delivery of a project. A team need to be organised while
working on project in order to meet the deadline and streamline to have a speedy collaborations.
It consider activity based table, Gantt chart as well as network diagram which are mention below
in context to the institute-
 Gantt chart: Gantt chart refers to horizontal bars which are utilise for the management
of project and these bars visually display a task plan during the time frame (Orr, 2019). It
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is specifically used to deliver solutions of complex projects. It assist in planing and
scheduling of the operations. The Gantt chart of the ceremony is shown below.
 Network diagram: The network diagram demonstrate the duration of activities and
range them in logical and chronological order with the help of tabular or graphical form
(Clevenger, 2018). It display critical path, time durations, opportunities along with the
representation of data in a particular sequence. Network diagram of this function is
displayed below.
Administration of project cost
Resource analysis: - Resources are needed to carry out the complete task of projects
(Rahman, Chakrabortty and Ryan, 2019). These are the assets which are require to execute a
given project, as resources have broad category and involve tools, materials, supplies,
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equipments, people and time. It will map out the accurate quantity of the essential storable as
well as non storable resources. Resources are divided in assorted ways and methods in order to
determine the category of each and every resources which are available.
Budgeting: - Budgeting refers to that whole amount of monetary resources which are
assigned in relation to specific objectives and goals of a project for a particular time frame
(Huemann, Keegan and Turner, 2018). It calculate and control, the cost of project which is
within the sanction budget. For this ceremony institute has assigned a budget of £7000 and
structure of this amount is shown underneath:
On the ground of catering: -
Sub-activities Amount Amount(£)
Dessert 1000
Drinks 1000
Main course 1000
Starters 500 3500
On the ground of human resource: -
Sub activities Sub activities amount Amount(£)
Waiters 1000
Technicians 1200
Event planners 300
Decorators 500
Cleaners 500 3500
Total 7000
Cost baseline: Cost baseline refers to budget which is approved for a project. This
implies, to a portion of project baseline and estimate, control as well as monitor the entire
performance relating to the cost of a project (Spurrier and Topi, 2020). It can be easily said in
term of cost baseline is that, it is system of reporting of nay value which has been attained. In
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relation with the institute, they should measure all the elements that are connected with the price,
so that the event can be completed within the allotted baseline.
Management of project risk
Risk matrix: It deliver visual depiction of all the risk which affect a project and enable
enterprises to develop mitigation strategies (Hofrichter, 2020). It distribute all the risk according
to the damage livelihood an it render senior of worst case.
In relation to institute, risk matrix with the strategies is mention below: -
Determination
of risk
Chances Consequences Overall Investigation of
risk
Response
Immediate
cancellations
4 5 9 This risk is
connected to the
low registration of
attendees may be
due to less
promotion.
Mangers should
encourage
promotions
activities to gather
huge crowd.
Failure of
equipments
3 4 7 Involvement of
many equipment
give rise to
technical issues
like issue of sound
or related to video.
For this managers
should arrange
back up devices.
Risk of
reputation
5 5 10 If anything went
inaccurate then the
reputation of the
institute along with
the event manager
will be injured.
For this the
facilities which are
provided should be
checked properly
and operations
should be
performed
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ethically.
Administration
of crowd
1 2 3 It indicates the
security risk which
associated to entire
crowd.
In context to this
risk, mangers
should keep some
spare finance aside
so that they can
arrange extra
security guards if
needed.
Project communication management
Matrix of Stakeholder: Numerous of stakeholders are require who execute and define
various types of interest (Gebrmicheal, 2019). In relation to this event their powers and interest
explained underneath-
Level of Power Level of interest
High Low
High College management Government
Low Students Suppliers
From the above table, it can be easily visualised that there are two variable which can evaluate
all stakeholders. The first variable is connected with power, which defines authority level.. The
next one refers to interest levels. This matrix find out, how the strategies of stakeholders get
affected with different interest as well as power level. In this regard, further explantation is
describe underneath-
 College management: - Management team of college has high level of authority along
with the high interest level because they are organising the ceremony and making further
efforts to successfully conduct the event.
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 Students: - Students have low power as they are not participating in the operation's of the
ceremony, so they no right cannot control.
 Government: - It specify the whole group of stakeholders, who are the component of
management, but have few powers as they deal only in right decisions. .
Communication plan: - It discover ways through informations flows to the respective
stakeholders. It delivers paths like how information will flow and at what time it will be acquire
by them by the stakeholders. It should be communicated to stakeholders through out the project.
It helps in determining how they will receive information,when and how they expect to acquire
that information. It helps in serving impressive coordination and communication between the
audience of the project so that there is no lack of information as it provide bridge between them.
Plan of communication of the ceremony is shown as under-
Communication kind Assembling of whole team which involve
group discussion also.
Communication objective To deliver all essential contents that is related
to various acts.
Medium Through email, video conferencing and face to
face group discussion.
Frequency Depend on needs.
Audience  Managers
 Project sponsor
 Stakeholders
 Team members
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