Comprehensive Project Plan: Graduation Ceremony, LSBM204 Module

This project plan outlines the organization of a graduation ceremony, covering various crucial aspects of project management. The plan begins with a detailed scope management plan, which defines the project description, objectives, scope, assumptions, constraints, roles, responsibilities, and work breakdown structure. The time management plan includes an activity table, network diagram, and Gantt chart to ensure efficient scheduling and task completion. A cost management plan provides a cost breakdown, budget, and cost baseline to maintain financial control. The communication management plan identifies stakeholders and outlines a communication strategy. Finally, a risk management plan details potential risks, their analysis, and mitigation strategies. The project aims to create a memorable graduation event, making students feel valued and prepared for their future careers.

Managing Operations and
Projects

1613564767Table of Contents
INTRODUCTION...........................................................................................................................3
SECTION 1: SCOPE MANAGEMENT PLAN..............................................................................3
Project description.......................................................................................................................3
Project scope................................................................................................................................3
Assumptions.................................................................................................................................4
Constraints...................................................................................................................................4
Project roles and responsibilities.................................................................................................4
Project work breakdown structure...............................................................................................5
SECTION 2: TIME MANAGEMENT PLAN................................................................................6
Project activity table....................................................................................................................6
Project network diagram..............................................................................................................6
Project Gantt chart.......................................................................................................................7
SECTION 3: COST MANAGEMENT PLAN................................................................................9
Cost breakdown and budget.........................................................................................................9
Project cost baseline ..................................................................................................................10
SECTION 4: COMMUNICATION MANAGEMENT PLAN.....................................................11
Project stakeholders...................................................................................................................11
Stakeholder communication plan...............................................................................................12
SECTION 5: RISK MANAGEMENT PLAN...............................................................................12
Risk identification, analysis and action plan..............................................................................12
CONCLUSION..............................................................................................................................13
REFERENCES................................................................................................................................1

INTRODUCTION
Project management is all about a process of leading work of team for achieving goals.
This study is based on graduation ceremony project (Radujković and Sjekavica, 2017). This
study is based on graduation ceremony project that requires performing several functions. It will
also discuss importance of work breakdown, Gantt chart and project network tool in managing
projects by breaking down complex tasks in simpler form.
SECTION 1: SCOPE MANAGEMENT PLAN
Project description
This project is all about organization of graduation ceremony in which all graduated
students will be awarded. It will be proud moment for all students and teachers (Pastore Klein,
2017). For making this memorable there will be dance party, games for entertainment,
refreshment and others. For making feel students valued, they will be provided royal treatment in
which juniors will prepare dance for them and will try to entertain them by which they can
remember it for lifetime. It will be organized in November 2021. Graduation cap and gown will
be decorated by juniors for graduated students.
Project objectives
 To makes students feel valued and wishing for their better career development.
 To provide diplomas to graduated students and increase entertainment rate.
 To help students out in starting their real lives journey for taking better employment
opportunities.
Project scope
This graduation ceremony will have several features and attractiveness because the main
aim is to make graduated and their parents feel valued. Making this day memorable is important
for them because they have completed graduation and will start a new journey.
 Preparation of invitation cards
 Sending cards to honourable guests
 Arranging furnitures
 Decoration
 Preparing medals

 There will be some entertaining events like dance, singing, acts. All these will be
organized for keeping audience engaged (Borkum and et.al., 2019).
 There will be an attractive photo booth as nowadays, students and people like to click
pictures so, there will be some props for photos.
Assumptions
There are some assumptions related to this project that might occur and happen such as:
 There will not requirement of any specific degree for decorating and planning this event.
 Parent may not come in this event because of winter season.
 Some climate changes problems may occur.
 Resource related to managing or organizing graduation ceremony will be available in a
timely manner.
Some other exclusion of project will be: 3D projector, transport system and lighting.
Constraints
Constraints refer factors that may limit on time, schedule, resources that have been set or
for which assumption have been made. Some factors may occur that can mainly affect cost, time
and scope of project. Some constraints include:
 Appropriate funding
 Appropriate instrument
 Changes in labour rate due to political changes, changes in environmental factor
that may affect cost and also may delay in organization of event.
 The best example of climate change is: Covid-19 so, such situations can affect
scope, cost and time of project to the great extent.
Project roles and responsibilities
For making project successful there is requirement of skilled project members. It is not
possible for project manager to perform all functions alone. Together, all member of project can
accomplish goals and deliver value to students. Some members of this project will be:
Project sponsor (University)
Co-sponsor (Radio partner radio today, Media partner)
Project manager Main role and duty of project manager will be overlooking
functions of all other departments. Ensuring better
performance by keeping track of their performance or proper

monitoring.
Finance department Finance department also plays a vital role in making
graduation ceremony successful and as per the estimated cost
budget. Primary role of this functional department is:
allocating finances to respective authorities. Making this
event as per the estimated cost budget by allocating resources
in an effective manner.
Organizing committee It also plays a vital role in making event attractive and
enjoyable. This committee looks after of infrastructure and is
mainly responsible for event such as: decoration, training for
main speakers of event, rehearsals for students and for all
other activities: dance, singing, acts, games others (Chelsea
and Hoffman, Booz Allen Hamilton Inc, 2020).
Technical department Nowadays, technology is the main base or think on which
many operations and functions dependent. Making sure all
equipments and tools are working properly. Having backup in
case of power cut and other constraints. Technical department
plays an effective role, they check all digital items such as:
mic, speaker, sound systems and others.
Human resource department Human resource will employ skilled workforces for
performing other functions and responsible for managing
resources of university.

Project work breakdown structure
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SECTION 2: TIME MANAGEMENT PLAN
Project activity table
It consists of all activities that are being completed and required to be performed for
making graduation ceremony successful. Managing or organizing graduation ceremony is not an
easy task as there are several activities that need to be performed. Some major activities that will
be played for organizing graduation ceremony include:
Selecting venue Around 3 days
Preparation of guest list 2 days
Selecting food menu 1 day
Arranging furniture or infrastructure 2 days
Selecting staff members 2 days

Supervising people 5 days
Preparing and sending invitation
cards
2 days
Calling for guests 1 day
Sending out function 1 day
Project network diagram
It is an effective project management tool that represent workflow of a project. All
activities and workflow of project can be shown on a chart that is populated with boxes, consists
of tasks and responsibilities. With arrows to this map, sequence of the work is being completed.
It can help viewers in knowing all activities that are associated and have been performed for
organizing event and project management. There is no requirement of reading out the whole or
complete project as with the help of network diagram, viewers can identify about activities that
project manager has performed for managing project (Nurre and Weir, 2017). The tail of arrow
in this diagram refers or show starting of activities and the head represents the finish. Length of
this diagram shows time duration that will be taken in completing project. It also helps in
knowing about time taken by each activity of project management. Network diagram that
represents starting and finishing of activities of graduation ceremony project is:

Path 1: 2+2+2+1+3+1+3= 14 days
Path 2: 2+2+2+1+3+1+3+2+1= 17 days
Path 3: 2+2+2+1+3+1+1+3+2+1= 18 Days
Path 3
Project Gantt chart
In regard to Gantt chart it can be said that it is an effective and importation project
management tool helps project manager in planning as well as scheduling projects in an effective
manner. It is mainly being used for making complex projects into simpler form. It is a visual
presentation of project schedule in which all project activities are being shown in the stacked bar
chart. Other main role and effectiveness of this effective project management tool is it helps in
accessing time as how long a period should take. In the context of this graduation ceremony
project, it can be said that it will help out in determining resources that are needed for
completion. It also shows dependencies of tasks so, on the basis of dependencies, milestones can
be set down. By making use of Gantt chart for this project, important tasks will be done in a
timely and cost effective manner (Eyibio and Daniel, 2020).

SECTION 3: COST MANAGEMENT PLAN
Cost breakdown and budget
Before estimating cost for managing project or successful organization of graduation
ceremony, it is important to identify resources. Requirement of resources for this project will be:

Furniture
 Chair: 2000
 Tables: 70
Attire
 Gown: 1500
 Cap: 1500
Food
 Packets of biryani: 2100
 Soft drinks: 2100-2200
 Mineral water: 2100
 Desserts: 200-300 packets
 others
Medal
 Gold: 60
 Silver: 150
 Bronze: 400
 Crest:1500
 Leather bag: 1500
Venue charge £1,500.00
Food and drinks £1,000.00
Medals £2,500.00
Attire £500.00
Furniture or infrastructure £1,000.00
Others £500.00
On the basis of cost estimation it can clearly be said that this is a cost effective project.
All resources and equipments are being managed in a manner that can help in making graduation
ceremony as per the estimated cost. Estimation and provided fund for this project is £7000. As
per the allotted finance or fund, all activities are being managed. There are some other factors