Project Management Report: Graduation Ceremony at Bloomsbury

This report provides a comprehensive analysis of project management principles applied to organizing a graduation ceremony at Bloomsbury Institute. It covers key aspects such as project scope management, defining objectives, assumptions, and constraints. The report details project time management, including activity tables, Gantt charts, and network diagrams. It further explores project cost management, budgeting, and cost allocation across different activities. Risk management strategies are also discussed, alongside a project communication plan and considerations for project structure and visual appeal. The report concludes with a summary of the key findings and recommendations for successful project execution, highlighting the importance of effective planning, resource allocation, and risk mitigation in delivering a successful graduation ceremony.

Managing
Operations and
Projects

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Project Scope management.........................................................................................................1
Project Time management ..........................................................................................................3
Project activity/Time/Dependency base table..............................................................................3
Gantt chart ...................................................................................................................................4
Project Network Diagram............................................................................................................5
Project risk management .............................................................................................................8
Project communication plan .......................................................................................................8
Project structure and visual appeal:.............................................................................................9
CONCLUSION................................................................................................................................9
REFERENCE.................................................................................................................................10

INTRODUCTION
Management and operation is defined as area of management which is concerned with
designing and controlling the process redesigning business operation in production of goods and
services. This is important for all individual to conduct the analysis and bring the changes in
their operation that can help to work properly and supports to increase the performance
(Narayanan and et.al., 2020). Project management defined as process of leading the work of team
to achieve goals and meet success. The current report is based on Bloomsbury institute that has
given a project of organising graduation ceremony. The management of such organization
managing all functions and project timely which increases productivity. The report covers
project scope management, time management, cost management, risk management,
communication management, structure and visual appeal.
MAIN BODY
Project Scope management
About project :
Project is the assignment which is given by others and needs to complete timely. For the
each task there is need to prepare budget that can help to understand that how much funds
required to do particular task. This is difficult for individual to complete the project timely as
many clarity is required that can help to make decision. In relation to Bloomsbury institute a
project of 3 month graduation ceremony assigned to project management that needs to handle
properly (Zwikael, Meredith and Smyrk, 2019).
Project objectives
The SMART objectives in context to defined project are shown below:
 To arrange and organise the graduation ceremony by involving all activities within 3
month.
 To complete the project within described budget cost of £7000.
 To reduce the overall cost of programme by 20% by managing all functions and
arrangements.
 To reduce project risk and any other issues by completing project timely.
Project Scope

The scope of designing the project is wider as graduation ceremony will focus on those
students who have completed their schooling and entered in to college life. This programme will
help to influence the candidates who wants to build their bright future by developing knowledge
and skills. For this, project management focuses on designing of conference hall, preparing
speeches, welcoming students and scholars that will help to provide proper guidance to youth
regarding courses and activities which provides by Bloomsbury institute (Gurkov, 2020).
Assumptions
The assumption for the completing the project plan is students, deciding venue, teachers
and strategies which are required to be arrange properly and become participants. The
assumptions comprises with imaginations and predictions which could be carried out by
collecting information and organising the event accurately.
Constraints
There exists different components which are connected with arrangement of all activities that are
described below:
Capital constraints: This explained as critical constraints for each organisation and
project as capital is require in various activities. This involves audience management, chief guest
welcoming, degree and other activities that make success an event (Turner and Miterev, 2019).
Financial constraints: To organise and start any project there is need to arrange the
funds or finance that can help to operate the functions accurately. Bloomsbury needs funds to
start and run the graduation ceremony which is difficult to arrange. This can be create the
problem for accomplishing the project timely.
Time constraints: To run and complete any project there is need to focus on assigned
time that can help to allocate the work between members, so that each work would be done
properly. In relation to current project such as Graduation ceremony will be carried on
November 2020 and needs to complete within 3 month that is specified time period.
Project roles and responsibilities
This is important for all individual to decide the goals allocate the roles and
responsibilities between members who involved in project that can help to complete the project.
In relation Graduation ceremony different members of project team understand their roles as
welcoming guest, providing proper seat arrangement, guiding students and others that would
help to manage the event properly and increase the performance (Fernandes and et. al., 2020).

Project Work-breakdown structure
Work breakdown structure is defined as process of carrying out different activities by
dividing between capable and experienced individual which can help to complete the project
timely. If there is not break down among activities then it would be difficult to manage each
function properly. In relation to Bloomsbury, all function of graduation ceremony will be break
in small activities that can help to accomplish the event properly (Kerzner, 2019).
Project Time management
Project time management is defined as main activity of particular project that involves
event venue, stage formation, audience arrangement, and decorations that helps to complete the
project timely. The project management involves different activities that require to be complete
within decided budget.
Project activity/Time/Dependency base table
Project activity Time duration
Event venue 5
Stage Formation 8

Print flyer for publicity 10
Send email reminders 8
Decorations 5
Registration 13
Arrange speakers 3
Arrange caterings 10
Utility expenditure 4
Security 10
Miscellaneous expenditure 10
Gantt chart
This is a framework which uses by individual to complete the work according to
schedule. In other words, a horizontal bar used by project management to represent activities
along with time visually. This mainly use for breaking down the task.

According to this chart, project manager of Bloomsbury institute estimate and scheduled
the plan in different activities. The char represent beginning and ending period of graduation
ceremony that will help to manage the each activity and functions (Sutrisna and Goulding,
2019).
Project Network Diagram
A network diagram stating the network between different activities which is prepared by
management for the purpose of doing particular research.

This diagram explaining that all activities or functions of graduation ceremony are
interconnected that is required to be done effectively. The project management has directed to all
members who involved in project and prepared the schedule which can help to complete the
programme ethically and effectively. Different managers and leaders have taken the part in work
activities that supports to perform their roles and responsibilities clearly (Podgórska and Pichlak,
2019).
Critical path

The above shown digram is related to critical path that uses by project manager to
sequence the longest activities and arranging the all functions properly. With reference to
Bloomsbury institute, management ensures that project will be start and finish within certain
time. All activities is required to be managed closely and this digram shows the ending date in
project schedule.
Project cost management
Cost management is process of accounting which uses by accountant or individual who
have good knowledge and skills regarding accounting principles and cost management. For any
work or project there is need to arrange the fund and cost which might be arise while working.
The current project is related to organising a graduation ceremony for which a project
management is required a person who can handle the excessive cost smoothly and complete the
function efficiently. The role of accountant is to prepare a budget and allocate the funds in
different activities which can help to develop the institute productivity and brand image. For
reducing the cost of particular project, management is require to organise programme by
predicting total expenses that might be occurred in ceremony. Once budget has been prepared
then it is require to represent in front of top management and leader that can help to complete the
task properly. The accountant needs to take the approval from top management and develop the
performance effectively. This is important for management to conduct the analysis and check the
budget which can help to save the cost by setting all functions.
Budgeting is defined as financial activity and performance that mainly performs by
project management for the purpose of controlling project expenses. Budget is important as
various activities required to be done properly which can help to allocate the work between funds
so that each function could be managed properly. This involves broad schedule of project by
considering various task, needs to be done effectively. In context to Bloomsbury institute,
management assigned a project of organising graduation ceremony within £7000. The
administration and accountant is responsible to handle the cost and make efforts to reduce cost
by 20%. This can help to increase the productivity and profitability (Hoffmann, Ahlemann and
Reining, 2020).
Thus, cost of graduation ceremony is allocated between different activities that are explained
below:

Particulars Amount (In £ )
Event Venue 1500
Print flyer for publication 300
Stage decoration 400
Utility expenditure 500
Security 100
Lighting 800
Tickets 600
Sounding system 700
Refreshment 1000
Proper security arrangement 700
Miscellaneous expenses 400
Total 7000
From the above it can be understand that cost of different activities are allocated
according to different cost. As there is total available fund for particular project is £7000 which
is divided between different activities or function that is important to arrange the programme.
The management of Bloomsbury institute create a baseline for categorising the activities in
different functions and managing the funds properly according to 3 monthy that is explained
below:
Particulars I (November) II (December) III (January) Total
Event Venue 500 600 400 1500
Print flyer for
publication
100 50 150 300
Stage decoration 200 100 100 400

Utility
expenditure
200 100 200 500
Security 50 25 25 100
Lighting 300 200 300 800
Tickets 200 200 200 600
Sounding system 300 200 200 700
Refreshment 200 400 400 1000
Proper security
arrangement
300 200 200 700
Miscellaneous
expenses
100 200 100 400
Project risk management
Risk management is defined as identification, evaluation, and prioritising risk which are
involved in particular task or project. This is important for individual to analyse the risk which
are pertaining in to a project and find the different ways to eliminate this. In relation to project of
graduation ceremony, management analysis the risk that might be occurred in project and
affected the functions (Elia, Margherita and Secundo, 2020).
The risk management of such event use risk framework to determining the risk that helps
to define that in what activity problem is arising. The Risk analysis defined below:
Risk analysis: This can be explained as model which use by management to prepare the plan for
the purpose of knowing future risk in relation to particular project. The different risk can be arise
while handling the graduation ceremony such as:
 Qualitative analysis: This analysis is mainly use to focus on theoretical information or
quality of project which is required to be done systematically. The management of
Bloomsbury can face this risk in handling the cost or event.

 Quantitative analysis: This analysis is used to collect numerical data, graphs, and charts
that shows the scheduling of activities and arrangement of funds properly. By using this,
management can analysis the risk which might be arise in programme.
Project communication plan
Communication is needed in all activities which can help to transfer the knowledge and
information properly. In relation to current project of ceremony stakeholders such as principal,
director, teachers, members, participants and sponsors are considered as main stake holders who
maintain clear communication by using text, video call, audio, conference meeting and others
that can help to perform the all activities effectively and increase number of candidate in
institute.
Project structure and visual appeal:
This project will be organise by project management by maintaining effective structure
and video conference that would help to develop the understanding of students and encourage
them to get registered. The teachers and lecturer will give explanation regarding different sources
that helps to build their future and make good livings. All these functions and activities will be
recorded and handle by management or seniors that provide higher success.
CONCLUSION
From the report it can be concluded that project management is the main function of any
industry that states all activities and functions should be properly organise and arranged.
Financial capital and other constraints involved in project that is require focus effectively. Cost
management is useful for industry as it helps to attain the decided goals. Project time
management shows that each activities needs to be done timely. Risk management is uses to
analyse risk and management are responsible for reducing it by preparing planning and
strategies.

REFERENCE
Books and Journal
Narayanan, S., and et.al., 2020. Managing uncertain tasks in technology‐intensive project
environments: A multi‐method study of task closure and capacity management
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Zwikael, O., Meredith, J. R. and Smyrk, J., 2019. The responsibilities of the project owner in
benefits realization. International Journal of Operations & Production Management.
Gurkov, I., 2020. Making a Mundane Ceremony Into a Meaningful Organizational Ritual–Some
Suggestions for Re-Design of Ribbon-Cutting Ceremonies of Overseas Manufacturing
Projects. Available at SSRN 3676716.
Turner, R. and Miterev, M., 2019. The organizational design of the project-based
organization. Project Management Journal. 50(4). pp.487-498.
Fernandes, G., and et. al., 2020. The roles of a Programme and Project Management Office to
support collaborative university–industry R&D. Total Quality Management & Business
Excellence. 31(5-6). pp.583-608.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. John Wiley & Sons.
Sutrisna, M. and Goulding, J., 2019. Managing information flow and design processes to reduce
design risks in offsite construction projects. Engineering, construction and architectural
management.
Podgórska, M. and Pichlak, M., 2019. Analysis of project managers’ leadership
competencies. International Journal of Managing Projects in Business.
Hoffmann, D., Ahlemann, F. and Reining, S., 2020. Reconciling alignment, efficiency, and
agility in IT project portfolio management: Recommendations based on a revelatory
case study. International journal of project management. 38(2). pp.124-136.
Elia, G., Margherita, A. and Secundo, G., 2020. Project management canvas: a systems thinking
framework to address project complexity. International Journal of Managing Projects
in Business.