Managing Operations: Graduation Ceremony Project Plan for Bloomsbury

This project plan outlines the comprehensive management of a graduation ceremony for Bloomsbury Institute, covering various aspects of project management. The plan begins with an introduction to project management principles, followed by a detailed project scope management section defining the project description, objectives, scope, assumptions, constraints, roles, responsibilities, and work breakdown structure. Subsequent sections address time management, including milestones, activities, network diagrams, and Gantt charts; cost management, with a budget breakdown and baseline; communication management, identifying stakeholders and communication plans; and risk management, including identification, analysis, and action plans. The project aims to organize the ceremony within a £7000 budget, identifying and mitigating risks, and ensuring effective communication among stakeholders. The plan provides a structured approach to successfully execute the graduation ceremony, ensuring it is completed efficiently and effectively.

Managing Operations
and Projects

Table of Contents
INTRODUCTION...........................................................................................................................4
Section 1: Project scope management..............................................................................................4
1.1 Project description:................................................................................................................4
1.1.1 Project Objectives..............................................................................................................4
1.2 Project scope.........................................................................................................................4
1.3 Assumptions..........................................................................................................................5
1.4 Constraints.............................................................................................................................5
1.5 Project roles & responsibilities.............................................................................................5
1.6 Responsibility assessment matrix.........................................................................................6
1.7 Work-breakdown structure....................................................................................................7
Section 2: Time management plan...................................................................................................9
2.1 Project milestones.................................................................................................................9
2.2 Project activity......................................................................................................................9
2.3Project network diagram........................................................................................................9
2.4 Gantt chart.............................................................................................................................9
Section 3: Cost management plan....................................................................................................9
3.1 Cost breakdown and budget..................................................................................................9
3.2 Project cost baseline............................................................................................................11
Section 4: Communication management plan...............................................................................11
4.1 Project stakeholder..............................................................................................................11
4.2 Stakeholders communication plan......................................................................................11
Section 5: Risk management plan..................................................................................................12
5.1 Risk identification, analysis & action plan.........................................................................12
5.2 Project risk matrix...............................................................................................................12
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13

INTRODUCTION
The application of methods, processes, knowledge, skills as well as experience to attain
particular project objectives as per the criteria and agreed parameters is termed as project
management. In addition to this, it include planning and organising of organisational resources to
move a particular task towards completion in time frame. Moreover, it consist of looking
peculiar information in order to carry out detailed preparation, controlling and monitoring of
activities for achieving project timely and effectively (Bartlett, 2017). The present report is based
on Bloomsbury institute, which is a higher education provider in central London, offering
undergraduate & postgraduate degree courses in law, business management and accountancy.
The institute will planning to organising a graduation ceremony in November 2021 and for this
project will be implemented. The report will cover the overall description of project along with
scope, time, cost, risk and communication management as well.
Section 1: Project scope management
1.1 Project description:
It is important to have a proper overview of the project as it facilitate clarity of activities
and help in taking effective decisions which in turn leads to completion of project timely and
systematically. Bloomsbury institute will be organising graduation ceremony for the students and
is take place in November 2021. The estimated cost for the project is around £7000.
1.1.1 Project Objectives
 To organise ceremony for graduates in November 2021 within the budget of £7000.
 To identify the risk associated to graduation ceremony prior to its implementation or
within 6 months.
 To decline the cost of graduation ceremony 10% by optimal utilization of resources
effectively.
1.2 Project scope
The scope for designing project is implementation of activities in an efficient and
appropriate manner due to which high number of people can be captivated or attracted for taking
admission. Herein, the complete process include finding of relevant venue, preparation of speech
for welcoming students, set timings for activities and so on (Buttrick, 2018). It is stated that the
appropriate management of events will develop influence on the way in which students of

institute deliver their liabilities. The objective of event is to gain attention of people towards
courses and institute which is offered by them and has high influence on increase in number of
admissions.
1.3 Assumptions
The things which are needed for the attainment of plans is deciding the venue as it garb
the attention of guests as well as students according to their anticipations. Along with this, it
comprises of predictions so that proper arrangements will be carried out through the data that
have been gather by participants. Moreover, various tasks required to be organised and managed
properly as it facilitate event successfully and adequately.
1.4 Constraints
There exist various factors which are related with management of activities in an
effective and appropriate manner, which are as follows:
Financial constraints: Bloomsbury require funds for implementation and coordination
of operations and activities in an effective manner. It is significant to get approval from the
municipal corporation as it facilitate event implementation without any delays and interruptions
by the side of government.
Capital constraints: It is undertaken as one of the crucial factor for the overall projects
schedule. In addition to this, it will consist of giving degrees, welcoming chief guest and so on
that ensure success of events (Danese, Molinaro and Romano, 2018). Moreover, it is mainly
related with funds and human resource that are needed by the respective institute.
Time constraints: It implies the preparation of activities which can be accesses within
particular time period, which means that activities have to be managed and coordinated within
time frame. The project will be implemented on August 2020.
1.5 Project roles & responsibilities
It is important for the project leader to ensure that every project members have awareness
and clarity about the activities they require to implement. In addition to this, the superior
subordinate relationship was also developed as it ensure that every person within team know who
they are assigned and answer to as well. It is determined that accumulation of all such practices
will help in free flow of communication that leads to increase increase in compatibility of study.

1.6 Responsibility assessment matrix
This approach assist in analysing roles as well as responsibilities for every member of
team associated to project. As per this approach, every team member belongs to one of the four
following dimensions:
 Responsible: It is stated that members from this category are the ones who are given
activities to manage operations. In this project, leaders ensure that overall operations will
be implemented as per the set goals. In addition to this, they check and monitored
activities that facilitate attainment of objectives timely.
 Accountable: It involve members who are accountable for final delivery and quality as
well (Garza-Reyes and et. al., 2017). For the project of graduation ceremony, the person
who are accountable is teacher as the approval of final project is depend on them.
 Consulted: In order to complete any form of project, many people are consulted and set
of actions are analysed and on this basis constructive advices is provided to them. In the
present project, people consulted were professors as they have experience about the
study.
 Informed: This category is basically an accumulation of team members that are informed
after completion of activity. The informant for the present project is project
representatives who have update about the project status.
Deliverab
le /
People Title
Project
manager Task leader
Group
director Purchasing Staffer A
WBC
Code
2.2
Designing of
stage I R A
3.3
Promotion
responsibility A
4.4 Participants R I
5.5 Catering A A

6.6
Budget
controlling C I
1.7 Work-breakdown structure
It is referred as the procedure of categorising the overall activities into the easy and
simple tasks so that it can be attained timely and appropriately. The WBS for this project is given
below:
Cost base line
Budget
Particulars Amount (In £)
Stage Formation 500
Stage decoration 200

Chairs & tables 300
Print flyer for publicity 500
Holdings advertisements 100
Posters 150
Leaflets 250
Send email reminders 600
Decorations 1350
Light decoration 500
Props 350
Flower decoration 300
Decoration of clothes 200
Catering 1000
Snacks 250
Meal 450
Dinner 300
Utility expenditure 500
Telephone bills 500
Security 750

Guards 400
Bouncers 350
Miscellaneous expenditure 300
Registrations expenses 300
Event venue 1500
Total £ 7000
Section 2: Time management plan
2.1 Project milestones
There are various milestones of the project that is venue of events, formation of stage,
decorations and so on (Gomes, Small and Yasin, 2019). It is important to ensure that all the
aspects covered is implemented on time period so that effectual utilisation of time will take place
and the productivity is enhanced. The program manager of Bloomsbury institute must adopt
Gantt chart as it will enable them to categorise activities with specified time period. Thus, it is
undertaken as critical factor of the actions and focus on distinct activities as well.
2.2 Project activity
Project activity Time duration
Venue of event 6
Stage Formation 2
Print pamphlets for publicity 5
Send email reminders 9
Venue Decorations 4
Registration 3

Arranging of speakers 2
catering 6
Utility expenditure 3
Safety and Security 6
Miscellaneous expenses 9
2.3Project network diagram
Critical path analysis:

` After illustrate the critical path it can be analysed that for effective planning and
successfully accomplishment of a project in a efficient manner management require a software
development strategies. Here rendered refers to a time predictor technique on the basis of which
internal operation are conducted in a restricted time period. Bloomsbury institute apply this
technique which helps them in preparing practical targets. Its act like an agenda for the
framework with the help of which any project is conducted in an efficient manner. It assist
management of an organisation in taking effective decision by coordinating with reasonable
framework. It play an important role for effectively performing different operations of an
organisation.
2.4 Gantt chart

Section 3: Cost management plan
3.1 Cost breakdown and budget
Management accounting consist of the procedure for effect planning, estimating and
managing of spending related with activities of project. The respective institute require to
analyse all the expenses as it help in carrying out activities as per the plans. For this, budget
planning is significant as it will help in scheduling and managing the expenditure associated with
ceremony (Jin, 2019). In addition to this, the budget strategy will allow institute to decline
excessive spending and implementation of activities as well. The overall budget for the present
project is £ 7000.
Particulars Amount (In £)
Stage Formation 500
Stage decoration 200
Chairs & tables 300
Print flyer for publicity 500
Holdings advertisements 100
Posters 150
Leaflets 250
Send email reminders 600
Decorations 1350
Light decoration 500
Props 350
Flower decoration 300
Decoration of clothes 200

Catering 1000
Snacks 250
Meal 450
Dinner 300
Utility expenditure 500
Telephone bills 500
Security 750
Guards 400
Bouncers 350
Miscellaneous expenditure 300
Registrations expenses 300
Event venue 1500
Total £ 7000
Cost estimation is significant which is being used in order to assess funds for the
implementation procedure. The higher authorities of Bloomsbury institute use such cost in
various expenses that is management, computing, surveillance and so on. It will also help in
reviewing the market results periodically by which improvisation can take place.