Project Management Plan for Bloomsbury Institute Induction Event

This project plan details the organization of a three-day welcome and induction event for Bloomsbury Institute's new academic year intake. The plan, designed to be implemented in late September 2020, encompasses various event activities aimed at providing a positive and informative start for students. Key components include scope management, outlining project description, objectives, scope, assumptions, constraints, roles, responsibilities, a responsibility assignment matrix (RAM), a work-breakdown structure (WBS), and a WBS dictionary. Time management is addressed through milestones, an activity/time/dependency table, a network diagram, and a Gantt chart. The cost management plan includes a detailed cost breakdown and budget, along with a project cost baseline. Communication management focuses on stakeholders and a communication plan. The risk management plan identifies potential risks, analyzes them, and proposes an action plan, supplemented by a project risk matrix. The plan covers event preparation, planning, execution, closure, and post-event evaluation phases, providing a comprehensive framework for the induction event. The project includes different roles and responsibilities of project team members. The project plan also includes the project network diagram and Gantt chart.

Running head: PROJECT MANAGEMENT
Induction Event for Bloomsbury Institute
Name of the Student:
Name of the University:

2
PROJECT MANAGEMENT
Table of Contents
Section 1. Scope Management Plan...........................................................................................3
1.1 Project Description......................................................................................................3
1.1.1 Project Description...............................................................................................3
1.1.2 Project Objectives.....................................................................................................3
1.2 Project Scope...............................................................................................................3
1.3 Assumptions................................................................................................................3
1.4 Constraints...................................................................................................................4
1.5 Project Roles and Responsibilities..............................................................................4
1.6 Responsibility Assignment Matrix (RAM).................................................................5
1.7 Project Work-breakdown Structure (WBS).................................................................6
1.8 WBS Dictionary..........................................................................................................7
Section 2. Time Management Plan............................................................................................8
2.1 Project Milestones............................................................................................................8
2.2 Project Activity/Time/Dependency base table.................................................................8
2.3 Project Network Diagram..............................................................................................10
2.4 Project Gantt chart..........................................................................................................12
Section 3. Cost Management Plan...........................................................................................13
3.1 Cost Breakdown and Budget..........................................................................................13
3.2 Project Cost Baseline.....................................................................................................15
Section 4. Communication Management Plan.........................................................................18
4.1 Project Stakeholders.......................................................................................................18
4.2 Stakeholder Communication Plan..................................................................................18
Section 5. Risk Management Plan...........................................................................................19
5.1 Risk Identification, Analysis and Action Plan...............................................................19
5.2 Project Risk Matrix........................................................................................................20
References................................................................................................................................21
Bibliography.............................................................................................................................23

3
PROJECT MANAGEMENT
Section 1. Scope Management Plan
1.1 Project Description
1.1.1 Project Description
The project plan is based on organizing a three-day welcome as well as induction event for
the next academic year’s intake by Bloomsbury Institute. The event is to be conducted in late
September 2020. The event is consisted of event activities designed to make sure that there is
a positive start to the degree and have information to be operative besides safe. As a project
manager, in order to complete the induction event, there is required to conduct meeting with
key project people in the institute and division. There is completion of induction checklist to
successfully finish the event plan.
1.1.2 Project Objectives
The objectives of welcome and induction event are:
 Monitor the implementation of Bloomsbury Institute induction framework
 Inspire as well as motivate new students to involve in university community, and
take advantage of the extra curriculum activities
 To foster with an environment of communication among international along with
domestic students
 Provide overview of the academic as well as social experiences in 2 weeks
 Provide academic support resources as well as leadership opportunities
1.2 Project Scope
The scope of this three-day welcome as well as induction event is designed to support change
to the institute for the new admitted students. The project is aimed to build stronger social as
well as academic connections with the community. It has scope to provide opportunities to
the students to introduce them with their ongoing programs and activities. The solution of this
event is to prepare the students for the institute level education throughout enhancing skills
development along with program alignment. The out of scope is to focus on needs of the
international students at the school level.
The list of project deliverables are:
 Preliminary project budget
 Marketing plan report
 Event and program report
 Event proposal
 Implementation plan of induction
1.3 Assumptions
 There will be hiring of induction coordinator by Bloomsbury Institute for recruitment,
planning and preparation stage of the induction week.
 The financial sponsorship for the three-day welcome and induction event is arranged.

4
PROJECT MANAGEMENT
 Bloomsbury Institute will provide the new students with access to the computer and
own email address.
 The volunteer team can take positions in induction planning committee.
1.4 Constraints
 The funds of the event plan shall be partially limited by the raised funds for the
induction event.
 The induction coordinator can get access to the institute office when it is opened.
 There is limited storage place in the Bloomsbury Institute, therefore it will be difficult
to host the event.
 The event manager will not take permission for the event from the outside
organizations (Meredith, Mantel Jr and Shafer 2017).
 There is change in project scope due to delay in one of the project tasks.
1.5 Project Roles and Responsibilities
Role of the
project
resources
Responsibilities
Project Manager  Manage project resources, schedule and financial items
 Adhere to the quality guidelines to implement the induction
program
 Motivating the project team with goals
Induction
Coordinator
 Introduction of training plan
 Planning and reviewing the induction program (Kerzner 2017).
Event
Coordinator
 Determining the event cost and arranging for the event services
 Monitoring approval from the client
 Organizing of facilities like transportation, special guest, list of
invitee
Marketing
Manager
 Development of marketing strategies for the induction event
 Coordination of campaigns
 Reviewing the marketing budget
Project Sponsor  Taking business level decisions
 Collecting funds for the welcome and induction event
 Monitoring and controlling event budget (Novo et al. 2017)
Volunteer
coordinator
 Leaning and participating in the induction and training
program
 Accepting event guidelines in addition to decisions
Teachers  Educating the students at all institute levels
 Documenting the progress (Fleming and Koppelman 2016)
 Preparing for the lessons learnt from the event program
IT Manager  Planning for the IT related devices and equipment
 Implementing the computer system for the induction event
 Fulfilling IT requirements of the organization
Table 1: Roles and responsibilities of project team
1.6 Responsibility Assignment Matrix (RAM)

5
PROJECT MANAGEMENT
Proj
ect
Man
ager
Induct
ion
Coord
inator
Event
Coord
inator
Marketi
ng
Manage
r
Projec
t
Spons
or
Volunte
er
coordin
ator
Teach
ers
IT
Mana
ger
Appoint project manager R
Monitor event workloads A R
Identify team needs R
Clarify scope with client R I C
Allocate resources R A I
Prepare project plan R I C
Identify risks R A C
Update project plan R I A C
Analyze project changes C I R A
Promote the event R
Marketing campaigns I R
Guide the event guests A I R
Manage technical issues C I R
Lessons learnt document I C A R
R- Responsible, A- Accountable, C- Consults and I- Informed
Table 2: Responsibility Assignment Matrix

6
PROJECT MANAGEMENT
1.7 Project Work-breakdown Structure (WBS)
Figure 1: Work Breakdown Structure
(Source: Created by author)
Welcome and induction event planning
for Bloomsbury Institute
Event
preparation plan
Identify concept
of event
Establish the
event objectives
Stakeholder
mapping
Recruitment of
induction
coordinator
Feasibility study
Obtain the
project
sponsorship
Determine the
event budget
Event planning
Phase
Selection of the
event location
Book the veneue
Program
planning
Invitation to the
speaker
Recruitment of
the event team
Contract of the
suppliers
Promotional
planning
Creating a mail
list
Agree to the
budget for
advertising
Creating
marketing
campaigns
Event execution
phase
Confirm the
event plan with
key parties
Arrange for
transportation
Arrange for
setting
Run the
induction event
Event closure
phase
Train the
volunteers
Release of the
stakeholders
Sign off the
event documents
Post event phase
Evaluation of
the event
Follow up
Survey of the
students

7
PROJECT MANAGEMENT
1.8 WBS Dictionary
WBS
ID Definition of WBS activities Scope
1 Event Preparation Phase Start to prepare for the event
1.1 Identify concept of event Determine the purpose of event
1.2 Establish the event objectives Determine the goals of the events
1.3 Stakeholder mapping Identifying the people involved
1.3.1 Recruitment of induction coordinator Recruitment and selection process
1.4 Feasibility study Measuring accuracy of the plan
1.4.1 Obtain the project sponsorship Collecting funds
1.4.2 Determine the event budget Estimation of total cost
2 Event Planning Phase Defining project deliverables and
requirements
2.1 Selection of the event location Selecting place for the event
2.1.1 Book the venue Booking the location
2.2 Program planning Developing evaluation plan
2.2.1 Invitation to the speaker Invite the persons for communication
purpose
2.2.2 Recruitment of the event team Recruitment and selection process
2.2.3 Contract of the suppliers Agreement between business and
supplier
2.3 Promotional planning Planning for the marketing activities
2.3.1 Creating a mail list Listing the customers
2.3.2 Agree to the budget for advertising Planning for the marketing activities
2.3.3 Creating marketing campaigns Planning for the marketing activities
3 Event Execution Phase Developing product and services
3.1 Confirm the event plan with key parties Planning for the event
3.1.1 Arrange for transportation Going from one place to other
3.1.2 Arrange for seating Seating place
3.2 Run the induction event Conducting the event
4 Event Closure Phase Final phase
4.1 Train the volunteers Training program

8
PROJECT MANAGEMENT
4.2 Release of the stakeholders Opportunity to check back with
stakeholders
4.3 Sign off the event documents Determining if deliverables are met
5 Post Event Phase Critical assessment of event plan
5.1 Evaluation of the event Compare event with competitors
5.1.1 Follow-up Review of the event plan
5.1.2 Survey of the students Taking feedback
Section 2. Time Management Plan
2.1 Project Milestones
Milestone Activities Expected Completion Time
Preparation completed 29/07/20
Planning completed 6/8/20
Execution completed 11/8/20
Closure completed 19/8/20
Post evaluation completed 24/8/20
2.2 Project Activity/Time/Dependency base table
WBS Task Name Duration WBS
Predecessors
1 Event Preparation Phase 10 days
A Identify concept of event 2 days
B Establish the event objectives 3 days A
1.3 Stakeholder mapping 2 days
C Recruitment of induction coordinator 2 days B
1.4 Feasibility study 5 days
D Obtain the project sponsorship 3 days B
E Determine the event budget 2 days D
2 Event Planning Phase 10 days
2.1 Selection of the event location 1 day
F Book the venue 1 day D
2.2 Program planning 5 days
G Invitation to the speaker 2 days D,E

9
PROJECT MANAGEMENT
H Recruitment of the event team 2 days F,G,C
I Contract of the suppliers 1 day H
2.3 Promotional planning 4 days
J Creating a mail list 2 days H
K Agree to the budget for advertising 1 day I
L Creating marketing campaigns 2 days J
3 Event Execution Phase 5 days
3.1 Confirm the event plan with key parties 3 days
M Arrange for transportation 2 days L,K
N Arrange for seating 1 day M
O Run the induction event 3 days M
4 Event Closure Phase 10 days
P Train the volunteers 7 days N
Q Release of the stakeholders 2 days P,O
R Sign off the event documents 1 day Q
5 Post Event Phase 5 days
5.1 Evaluation of the event 5 days
S Follow-up 3 days R
T Survey of the students 2 days S
Table 3: Project Activity/Time/Dependency base table

10
PROJECT MANAGEMENT
2.3 Project Network Diagram
A
2 20
20
B
3 52
52
C
2 1210
75
E
2 108
108
D
3 85
85
G
1 1210
1210
F
2 1211
98
I
1 1716
1514
H
2 1412
1412
J
2 1614
1614
K
1 1817
1615
L
2 1816
1816
M
2 2018
2018
N
1 2120
2120
O
3 2825
2320
P
7 2821
2821 Q
2 3028
3028
R
1 3130
3130
S
3 3431
3431
T
2 3634
3634

11
PROJECT MANAGEMENT
Figure 4: Network diagram
(Source: Created by author)
The critical path is termed as the longest path of the project plan and based on this
concept, the critical path for the project plan is= A-B-D-E-G-H-J-L-M-N-P-Q-R-S-T. The
project slack is calculated as subtracting earliest start from late start time. Based on this
formula, the slack time for each activity is shown as:
Activit
y
Time EST EFT LST LFT Slac
k
Criticality
(days)
A 2 0 2 0 2 0 **
B 3 2 5 2 5 0 **
C 2 5 7 10 12 5
D 3 5 8 5 8 0 **
E 2 8 10 8 10 0 **
F 1 8 9 11 12 3
G 2 10 12 10 12 0 **
H 2 12 14 12 14 0 **
I 1 14 15 16 17 2
J 2 14 16 14 16 0 **
K 1 15 16 17 18 2
L 2 16 18 16 18 0 **
M 2 18 20 18 20 0 **
N 1 20 21 20 21 0 **
O 3 20 23 25 28 5
P 7 21 28 21 28 0 **
Q 2 28 30 28 30 0 **
R 1 30 31 30 31 0 **
S 3 31 34 31 34 0 **
T 2 34 36 34 36 0 **

12
PROJECT MANAGEMENT
2.4 Project Gantt chart
W BS ID
TASK DURATIO N
(in days) START END PREDECESSO RS RESO URCE NAMES M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
Event Preparation Phase
A Identify concept of event 2 M on 7-20-20 Tue 7-21-20 Event Coordinator
,Project Manager
B Establish the event objectives 3 Wed 7-22-20 Fri 7-24-20 A Event Coordinator
Stakeholder mapping 2 Sat 7-25-20 Sun 7-26-20
C Recruitment of induction coordinator 2 Sat 7-25-20 Sun 7-26-20 B Project Manager
Feasibility study 5 Sat 7-25-20 Wed 7-29-20
D Obtain the project sponsorship 3 Sat 7-25-20 M on 7-27-20 B Project Sponsor
E Determine the event budget 2 Tue 7-28-20 Wed 7-29-20 D Project Sponsor
Event Planning Phase -
Selection of the event location 1 Tue 7-28-20 Tue 7-28-20
F Book the venue 1 Tue 7-28-20 Tue 7-28-20 D Event Coordinator
Program planning 5 M on 8-03-20 Fri 8-07-20
G Invitation to the speaker 2 M on 8-03-20 Tue 8-04-20 D,E Project Manager
H Recruitment of the event team 2 Sat 8-01-20 Sun 8-02-20 F,G,C Event Coordinator
I Contract of the suppliers 1 M on 8-03-20 M on 8-03-20 H Event Coordinator
,IT Manager
Promotional planning 4 M on 8-03-20 Thu 8-06-20
J Creating a mail list 2 M on 8-03-20 Tue 8-04-20 H
Event Coordinator
,Induction
Coordinator
K Agree to the budget for
advertising 1 Tue 8-04-20 Tue 8-04-20 I Marketing Manager
L Creating marketing campaigns 2 Wed 8-05-20 Thu 8-06-20 J Marketing Manager
Event Execution Phase -
Confirm the event plan with
key parties 3 Fri 8-07-20 Sun 8-09-20
M Arrange for transportation 2 Fri 8-07-20 Sat 8-08-20 L,K Volunteer
coordinator
N Arrange for seating 1 Sun 8-09-20 Sun 8-09-20 M Volunteer
coordinator
O Run the induction event 3 Sun 8-09-20 Tue 8-11-20 M
Induction
Coordinator
,Teachers
Event Closure Phase -
P Train the volunteers 7 M on 8-10-20 Sun 8-16-20 N Induction
Coordinator
Q Release of the stakeholders 2 M on 8-17-20 Tue 8-18-20 P,O Project Manager
R Sign off the event documents 1 Wed 8-19-20 Wed 8-19-20 Q Project Manager
,Project Sponsor
Post Event Phase -
Evaluation of the event 5 Thu 8-20-20 M on 8-24-20
S Follow-up 3 Thu 8-20-20 Sat 8-22-20 R Project Manager
T Survey of the students 2 Sun 8-23-20 M on 8-24-20 S Event Coordinator