Detailed Project Report: Managing Bloomsbury Graduation Ceremony, 2021

This report outlines a comprehensive project plan for organizing a graduation ceremony at Bloomsbury Institute London, scheduled for November 2021 with a budget of £7000. The project encompasses scope, time, cost, communication, and risk management plans. The scope management section defines the project objectives, assumptions, and constraints. Time management includes activity scheduling, dependency tables, and Gantt charts. The cost management section details a cost breakdown structure and budget, while the communication plan identifies stakeholders and communication strategies. A risk management plan is also included to address potential challenges. The report provides a detailed breakdown of all the elements involved in the project, from planning to execution, offering insights into effective project management techniques for event organization.

Managing Operations and
Projects

Table of Contents
Section 1 Scope management plan .................................................................................................4
1.1 Project description.................................................................................................................4
1.1.1 Project objectives...........................................................................................................4
1.2 Project Scope ........................................................................................................................4
1.3 Assumptions..........................................................................................................................4
1.4 Constraints.............................................................................................................................5
1.5 Project roles and responsibilities:-........................................................................................6
1.6 Project work breakdown structure........................................................................................6
Section 2 Time management plan ...................................................................................................7
2.1 Project Activity/Time/Dependency base table .....................................................................7
2.2 Project Network Diagram.....................................................................................................8
2.3 Project Gantt Chart ...............................................................................................................8
Section 3. Cost Management Plan...................................................................................................9
3.1 Cost breakdown and budget..................................................................................................9
3.2 Project cost baseline ...........................................................................................................10
Section 4. Communication management plan ..............................................................................11
4.1 Project stakeholders ...........................................................................................................11
4.2 Stakeholder Communication Plan.......................................................................................11
Section 5. Risk Management Plan.................................................................................................11
5.1 Risk Identification, Analysis and Action Plan....................................................................11
CONCLUSION .............................................................................................................................12

Section 1 Scope management plan
1.1 Project description
This is a report or task of coordinating and organising graduation ceremony at Bloomsbury
institute London. The graduation ceremonial will going to start in November 2021 and limit or
budget of this project is limited to £7000. This context is going to conduct encompassing and
graphic project plan that engage each details or inside information which is connected to the
graduation ceremony of the organisation(Jenkins, 2017). Also this context is also going to
involve the plan, strategies and ambit which is connected to the same. This project of gradation
ceremony might be completed or accomplished within 3 months.
1.1.1 Project objectives
To conduct and coordinate a graduation ceremonial in the budget of £7000, in the next 3
months
1.2 Project Scope
This report of program will generally going to cater plan of action and programme for
managing and preparation of the Bloomsbury institute graduation ceremony. This programme
will also going to involve the details and inside information which is connected to preparation of
optical equipments and techniques which is required for preparing the graduation
ceremony(Bahemia, Squire and Cousins, 2017). This management plan will also going to obtain
several equipments and strategies for the appropriate management of the few things and factors
time management, risk management, cost management, resources management, communication
management and many more. Also the information is connected to several group which is
performing on various fields and sectors for graduation ceremony like resources management
sector, communication department technological department these factors and points are also
consider in this.
1.3 Assumptions
Planning: Planning is the term which advert to each activities and functions which are going to
perform during the period of graduation ceremony and on the day of graduation ceremony.
Assumptions are here that the resources which are selected for this project are budget friendly
and can easily accessible in the budget. The leaders and the team which are working on this

project, they are trying to accomplish this project very effectively and with efficiency. It is very
required for the team leaders to organise the event for Bloomsbury institute very effectively and
there are no obstacle and disruption will rise while the programmed is running.
Resources: Resources are the things which will be applied and using in whole procedure of
graduation ceremony. The resources which are used for graduation ceremony is speakers, chairs,
tables, podium, carpet and many more decoration material. The assumption or hypothesis which
are made for this factor is he resources which are selected for this programmed can easily be
acquired by the managers in their targeted budget for this project.
Scope: The thought or assumption which is connected to aim of this programmed is they are
trying to accomplish and achieve all the target with proper responsibility and roles within
targeted time period.
Expectations: Thoughts and the assumption which are set for this aim that they can easily
achieve their target of graduation ceremony. They also set their expectation that all the guest
which are invited for the ceremony will going to love the environment of the ceremony.
Activities or schedules: The assumptions which are set for this factor is the activities which are
choosing for the function like presentation awards, academic activity, welcome activity and many
more. They set their objective to completed these activity on a particular time without any
obstacles and with satisfaction of the guest and Bloomsbury institute(Barzelay, 2019).
1.4 Constraints
Planning: Due to confusion among the leaders and managers all the plans which are made for
this programme somehow are not able to formulated because of constraints.
Budget: There are constraint in the budget because of rising the price and cost of the resources.
Time: There are some kind of disruption occur in activities so because of these they are not able
to accomplish the task on a particular given time period.
Scope: Due to all interruption in each factor they are nit able to complete and achieve their
targets.
Activities: Due to problems and restraint in every factors the activities which are set for the days
are not going to completed.
Scheduling: Because of problems and uncertainty on each step or on each level the factor
scheduling get discontinued.

Management: these all steps and factors are affecting the management so because of lack of
coordination among the management team they are not able to accomplish their aims and
target(Heizer, 2017).
1.5 Project roles and responsibilities:-
Teachers Roles and responsibilities of the teachers is to assist the student effectively
so that they can manage the task properly with proper discipline
Students Roles and responsibilities of the students to handle and address the guest
which are present in the function or in the event.
Event manager Roles and responsibility of event manager is assist and manage the all
activity of the event and arranging them in a very appropriate manner.
Volunteers Roles of the volunteers is to manage the assign task and complete the task
in a very effective way.
1.6 Project work breakdown structure.
Work breakdown is a framework which advert to separating and dividing a big task and
activities in a small and various part. These activity helps the group and individuals to overcome
and reduce the burden of the task so that they can easily complete the task with proper efficiency
and effectiveness. There are several kind of activities which have lots of burden and can not be
tackle by one person(Kayhan, Ibarzelay, 2019). This structure helps the individuals to tackle and
compete the activities very effectively with positive outcome.

Section 2 Time management plan
2.1 Project Activity/Time/Dependency base table
Dependency base table is a table that involve information which is connected to various activities
and on the time that is required to operate a specific task and functions. There are several
activities and functions which are dependent on each other and also give base to each other in
order to complete the task. In the graduation ceremony there are several activities which are
dependent on each other and these dependency support the project and leaders to accomplish the
task effectively and overcome the obstacles and problems(Chernova, 2018). There are one table
below which explain the information which is connected to various functions and activities that is
necessitate for organising graduation ceremony and the time period.
S. No. Activities Start date End date
1 Selection of venue 12/07/21 14/07/21
2 Estimation of budget 12/08/21 16/08/21
3 Selection of event
manager
17/08/21 20/08/21
4 Reserving catering
services
18/08/21 23/08/21

5 Deciding cuisines for
menu
23/08/21 28/08/21
6 Selection of volunteers 25/08/21 01/09/21
7 Music arrangement 03/09/21 08/09/21
8 Choosing activities
which are conducted
on the event.
11/09/21 20/09/21
9 Forming different
departments
16/09/21 17/09/21
10 Arrangements of
sitting
28/09/21 28/09/21
11 Planning of guests list 02/10/21 07/10/21
12 Invitation 15/10/21 25/01/21
13 Selecting enjoyable
activities for ceremony
17/10/21 29/10/21
14 Event day 03/11/21 03/11/21
2.2 Project Network Diagram
Project network diagram is structure that support the individual to analyse and understand the
flow of functions and action and also make them understand about how activities and function
will going to operate and perform in the future. As every activities and functions have
independent time period so that is why this framework or diagram is amended way to represent
these activities and functions. From the below mentioned framework it can analyse and evaluate
that how a system or network is develop from various group activities in a very appropriate
manner.

2.3 Project Gantt Chart
Gantt chart is a concept that involve and engage several functions and operations or time
duration which is needed for completing the activities and task. The activities which are set for
the graduation ceremony and their ending and starting time of activities are going to delineated in
this chart. This Gantt chart will going to help the students and helpers to overcome the chances of
uncertainties and accomplish the task effectively.

Section 3. Cost Management Plan
3.1 Cost breakdown and budget
Cost breakdown structure or framework is crack-up and representation of different several cost in
a task or in the report. This process is a planning framework of financial activity which is used to
and applied for creating the budget. This framework also help the workers to calculate several
different financial metrics like cost to complete, earned value and many more. There are various
group of activities in this event like selection of venue, booking catering services, marketing,
inviting guest, music, activities and many more. All each functions and activities require some
cost to purchase and perform all the activities. So in that time cost management plan helps a lot
and plays a very important role. This plan help them to overcome the possibilities of wastage and
bad debts in any case. There is chart of cost breakdown which will going to support the helpers
how much cost and expenses is required to completing the task and which are mentioned below:
S.
No.
Particulars Unit purchased Cost per unit (In £ ) Total
Expenditure
1 Selection of venue 1 2000 1500
2 Stage formation 1 800 800
3 Marketing expenditure 600 600
4 Arrange speaker 2 200 300
5 Decorations 500 500
6 Arrange catering 800 800
7 Utility expenditure 600 600
8 Security 30 30 900
9 Chairs and tables 300 2 600
10 Miscellaneous
expenditure
600 1 400
Total 7000

3.2 Project cost baseline
This a time period based plan that is enforced at very one time and for this budget is assume by
the project manager only for once. This is the plan or base which help them to compare actual
and current cost outgo or expenditure. So from this project manager can easily analyse how
much fund they are spending and how much they want for the completing the task. The project
baseline activity also support them to overcome the uncertainty which is connected to
expenditure and they can utilise the money in a appropriate way.
Particulars I II III Total
Selection of
venue
500 500 500 1500
Stage formation 400 200 200 800
Marketing
expenditure
200 200 100 500
Arrange speaker 100 50 50 200
Decorations 200 100 100 400
Arrange catering 300 300 300 900
Utility
expenditure
200 200 200 600
Security 300 300 300 900
Chairs and tables 200 200 200 600
Miscellaneous
expenditure
200 200 200 600
Total 2600 2250 2150 7000

Section 4. Communication management plan
4.1 Project stakeholders
Project stakeholder are those individuals which support them to accomplish their task
and event in a very appropriate and effective way. In Bloomsbury institution case there are
several stakeholder who give their contribution towards the event and whi9ch are mentioned
below -
 Teachers:- As they are the most important part of the institute. They give their assistance
and proper guidance to the student in order to complete the event.
 Volunteers:- They are the helpers who are giving their contribution towards completing
the task in a very effective way.
 Students:- They are the ones who giving their all the efforts, also they are much
important part of institute.
 Parents:- Parents are the guest and most precious for the functions because they will
going to give their precious time towards the function and institute .
4.2 Stakeholder Communication Plan
This plan refers to how they are communicate with each other in order to complete the
task. There are some communication plan for various stakeholders like for among the student
and teacher there is formal communication as the teacher give guidance and order to complete the
task(Feldbauer, 2019). For helpers there are several kinds of way to communicate them and that
can be formal or informal.
Section 5. Risk Management Plan
5.1 Risk Identification, Analysis and Action Plan
Risk management support them to identify the risk factors and uncertainty of the things
which will or which can be create impacts on the future towards completing the task(Grant,
2016). The risk factors and uncertainty factors which will going to affect that is financial
loss,weather changes, conflicts among the groups, taking so much time, no effectiveness in the
team. There are so many factors more which will be create risk factor for completing the task.