Project Plan: Managing Operations and Projects for Graduation Ceremony

This project plan outlines the comprehensive management of a graduation ceremony, including scope, time, cost, communication, and risk management. The project aims to organize a successful convocation within a budget of £7000 and a timeframe of three months, with objectives including increasing admissions, motivating students, and building a positive brand image. The plan details the project description, scope, assumptions, constraints, roles and responsibilities, work breakdown structure, activity tables, network diagrams, Gantt charts, cost breakdowns, stakeholder communication, and a risk management plan. The project addresses potential risks such as financial constraints, time limitations, human resource issues, the impact of the corona epidemic, and technological risks, with corresponding mitigation strategies. The project also emphasizes effective communication among stakeholders. The project is designed to ensure successful execution within the given constraints.

Project Plan
Template
Project Manager
Name: ID Number:
Expected Project Start Date: Expected Project Close Date:
1
Project Name
Managing Operations and Projects
LSBM204

Contents
Section 1. Scope Management Plan...................................................................2
1.1 Project Description.............................................................................2
1.2 Project Scope.....................................................................................2
1.3 Assumptions.......................................................................................2
1.4 Constraints.........................................................................................2
1.5 Project Roles and Responsibilities.....................................................2
1.6 Responsibility Project Matrix (RAM) – [ Optional ].............................3
1.7 Project Work-breakdown Structure (WBS).........................................3
1.8 WBS Dictionary – [ Optional ].............................................................3
Section 2. Time Management Plan.....................................................................4
2.1 Project Milestones – [ Optional ].........................................................4
2.2 Project Activity/Time/Dependency base table.....................................4
2.3 Project Network Diagram....................................................................4
2.4 Project Gantt Chart.............................................................................4
Section 3. Cost Management Plan......................................................................5
3.1 Cost Breakdown and Budget..............................................................5
3.2 Project Cost Baseline.........................................................................5
Section 4. Communication Management Plan....................................................6
4.1 Project Stakeholders..........................................................................6
4.2 Stakeholder Communication Plan......................................................6
Section 5. Risk Management Plan......................................................................7
5.1 Risk Identification, Analysis and Action Plan......................................7
5.2 Project Risk Matrix – [ Optional ]........................................................7
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INTRODUCTION
Graduation ceremonies are conducted in order to felicitate and provide the students with
the degrees after the completion of their course (Alioua and Simon 2017). The project shall be
highlighting the management of the scope in terms of area covered, objectives, roles and
responsibilities of the team etc. Apart from that it shall manage the successful completion of the
project within the provided time of three months. The project shall be undertaken within the
limited availability of the budget which is £7000. It shall be reflecting the management of the
various types of risks that can be faced by the business in the incorporation of the plan. The
project report shall discuss regarding the need to conduct effective communication amongst the
various staff to maintain the coordination in the activities during the time span.
Section 1. Scope Management Plan
1.1 Project Description
The project undertaken is related to conducting a graduation ceremony in the University
on November 2021. The budget allocated for the convocation and felicitation ceremony of the
students is approximately £7000 and the time frame to be used is 3 months, within which the
project is to be successfully executed.
1.1.1 Objectives:
 To organize a successful convocation ceremony in the institute within the provided
budget.
 In order to increase the admissions by 20% in the coming year.
 To motivate the students in generating better results and building a positive brand image
of the University.
1.2 Project scope
The scope of the project is limited within the provided time frame of three months and
the allotted budget constraints of £7000 (Artto, Ahola and Vartiainen 2016). The scope of the
project is wide and shall be benefiting the different parties like the students, parents, University
etc. The program shall be conducted with the use of high technology for which the project
manager has to employ highly qualified and experienced personnel’s. This shall help in the
fulfilment of the project within the given time, cost and risk constraints.
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1.3 Assumptions
In order to conduct a project successfully the assumptions have to be made regarding the
availability of all the resources on time. It has to be assumed that the personnels that are hired are
skilled and best at their business. It is expected that all the activities within the project are
interdependent on each other and every activity depends on the prior to be completed. Also it is
assumed that the coordination and communication within the staff of the project are effectively
undertaken.
1.4 Constraints
The major constraints in the project that poses threat to its execution are the limitations as
to the availability of the time, cost and efficiency. The lack of required skilled personnels is one
such constraint that spoils the quality of the delivery of the project. The corona epidemic is a
constraint due to which the guests presence shall be limited and following the social distancing
norms will imply additional costs to the company.
1.5 Project roles and responsibilities
The various staff at the different levels in the organization plays crucial role contributing
to the execution of the project (Brewer and Dittman 2018). These are some major participants
behind the successful implementation of the project:-
Members Roles and responsibilities
Project Manager The project manager plays the key role in initiating, planning, directing
the activities towards the completion of the goal. And then post
completion they monitor and control the various activities and find out
the deviation.
Resource Manager The major role of a resource manager is to manage and control the
availability of the resources. It conducts the optimum utilization and
distribution of the funds, manpower based on their skills which shall
increase the operational efficiency of the business.
Project team The project team are the members who are responsible for the final
execution of the activities, documenting the process and achieving the
objectives of the project. The sequencing of the events systematically
and following each and every instruction that is provided by the leader.
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Sponsor The sponsorship is required for funding a huge program. They shall
finance, measure the productivity and also shall market the event
effectively (Conforto and Amaral 2016).
Media In order to widen the reach of an event, media coverage is an essential
part. By telecasting the event it will generate brand awareness and
accordingly shall boost up admissions of the University in the coming
year.
Students Students are the main part of the event, without their cooperation and
coordination the event will not be a success. They can also market the
events through positive word of mouth.
Technical staff The technical staff shall manage the technological requirements of the
event. The efficient functioning of the mic, speakers, music system etc.
1.7 Work breakdown structure
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Section 2. Time Management Plan
2.2 Activity base table
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2.3 Network diagram
2.4 Gantt chart
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Section 3. Cost Management Plan
3.1 Cost breakdown structure
There is need to break down cost so that it becomes easy to allocate resources as per
requirement. In addition, the cost can be controlled and no excess cost is required and project is
finished within specified time period (Kerzner 2017). However, for current project total cost
allocated is £7000. Therefore, the break down is mentioned as :
Pre Project Cost Estimate
Particulars Units/Hrs Cost/unit/hr Subtotal Total
Project Management £2485
Project Manager 40 £10 £400
Project team members 110 £6 £660
Hardware 10 £20 £200
Handheld Devices 20 £15 £300
Computers 4 £100 £400
Prizes 120 £3.75 £450
Medals 60 £1.25 £75
Venue booking £2000
Testing of ceremony facilities £500
Training & support £450
Trainee Cost 30 £7 £210
Travel Cost 12 £15 £180
Technicians 5 £12 £60
Food and drinks £750
Health and safety £500
Total Project Cost estimate £6685
3.2 Project cost baseline
Basically, cost base line refers to set of point through which project actual performance of
progress with set budget. With that it becomes easy to complete project in given budget. In this
cost is estimated for specific time period.
It can be analysed from cost break down that for each activity there is different cost
incurred. In that £2485 is incurred in project management that is hardware, project manager,
computers, prize, medals, etc. Moreover, for venue £2000 is required cost. The cost for training
and support is £450 and for food and drinks is £750. Besides that, in health and safety cost
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incurred is £500. Thus, overall cost of event is £6685 which is less than budget given that is
£7000.
Section 4. Communication Management Plan
4.1 Project stakeholders
The various stakeholders of the project are the parties who are directly or indirectly
participating and shall be impacted by the result of the event. Some important stakeholders of the
graduation ceremony in the University are:- University:- The University which is conducting the program is keenly interested in its
success as this shall generate more admissions for it in the coming years. Apart from this
it also wants to build positive brand image of the company.
 Students:- The students are the ones for whom the ceremony is being organized and
indirectly they are the stakeholders of the event (Polonsky and Waller 2018). The
students shall be benefited from the felicitation and convocation ceremony. Team members:- The team members are the ones who are executing the project as per
the instructions and guidance provided by the project manager. They are employed to
achieve the objectives of the project and if that is successfully executed it shall be
counted in their experiences. Project manager:- The project manager is the main lead who is behind the success and
failure of any project. If the project is successful the credit shall be received by the
manager and will add to the experiences. If the event fails in that case also the
responsibility of the project shall be on the manager. They are highly affected by the
outcomes of the graduation ceremony. Sponsors:- The sponsors have invested financially in the program of University to derive
the desired result from such investment. They shall also be interested in the commercial
success of the event and for that they shall be marketing the event aggressively to
generate its awareness. Media partners:- The media partners who are covering the event and telecasting it
expects huge crowd to gather over the channel. This shall be profitable for them as well
as the University.
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◦ Government:- The government intervenes in the execution of the project if they do
not comply with the established laws and regulations. They charge fines, fees and
penalties if the compliance is not undertaken (Pramanik, Mondal and Haldar 2020).
4.2 Stakeholder communication plan
There is need to develop a communication plan so that it becomes easy to communicate
and report progress of project to stakeholder. This helps in making stakeholder aware that what
overall progress of project is. Besides that, if there require any change in project then it can be
made accordingly. Moreover, it helps in proper monitoring of project as well. Likewise, in
ceremony project also a communication plan is developed which is described as below :
Stakeholder Engagement
action
Owner Channel of
communication
Frequency
Jack Jones Manage closely Project manager E mail
notification from
software
Daily basis
George Baines Keep informed Stakeholder Memos and team
meeting
Weekly basis
Ashley Mathew Monitoring Project team
member
Through meetings Monthly basis
Robert Anderson Keep satisfied Project manager By newsletter Monthly basis
Section 5. Risk Management Plan
5.1 Risk Identification, Analysis and Action Plan
Risk Identification Impact
level
Probability
of
occurrence
Priority Action plan Responsibility
Financial risk- It can
be that the budget
5 5 4 To attain economies
of scale and reduce
Project
manager and
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constraints are not
met. The funds
earlier were
underestimated and
now are causing short
supply of funds.
the cost per unit.
To manage the
finances effectively
and conduct the
activities according to
the budget (Luo and
etal., 2017).
sponsor
Time frame:- The
project has to be
executed within three
months which is
limited time to
prepare for the
project.
4 4 4 To manage time a
schedule is prepare
and activities that are
priority is completed
first. Also, Gantt
chart is prepared for
that.
Project
manager
Human resource:-
The human resource
employed in the
project may conduct
strikes, lockouts or
are less skilled.
3 2 3 The project manager
will assign roles to
staff on basis of their
skills and abilities.
The forecasting will
be done as well of
HR. There will be a
back up kept of
additional HR
(Matinheikki and
etal., 2016).
Project team
members
Corona epidemic:-
Due to the outbreak
of corona pandemic
the guests may not
4 4 3 In this there will be
all health and safety
measures taken and
protocols followed in
Project
manager
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turn up for the event. it. There will be
medical screening
done of guest and
students.
Technological risk:-
The technology can
become outdated and
the processes can
become automated.
2 1 2 Here, all tools and
equipment’s will be
tested and checked.
In case of technical
error there will be
back up system ready
which can be used.
Technician
CONCLUSION
It can be summarized from the above project that for the successful organization of an
event it is necessary for the business to manage and allocate the resources with optimum care so
that wastages can be avoided and the objectives of the project are fulfilled within the given time
frame and budget constraints. The risk register is also to be prepared in advance where all the
possible occurring risks are ascertained and the plan to mitigate them is also prepared. This
decreases the chances of failures of the organized events. The effective communication hierarchy
also plays key role in the event and maintains coordination among the various interdependent
activities.
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