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:

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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

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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.

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 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)

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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

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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

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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

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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

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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

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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

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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 **

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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

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Figure 3: Gantt chart
(Source: Created by author)
Section 3. Cost Management Plan
3.1 Cost Breakdown and Budget
Induction Event Cost Breakdown and Budget
Venue Estimated Actual
Venue Hire £5,000.00 £5,000.00
Volunteer cost £9,000.00 £12,000.00
Equipment £12,000.00 £15,000.00
Tables and chairs £3,900.00 £5,000.00
Total £29,900.00 £37,000.00
Publicity Estimated Actual
Promotion £1,000.00 £900.00
Printing £800.00 £500.00
Postage £500.00 £500.00
Total £2,300.00 £1,900.00
Miscellaneous Estimated Actual
Telephone £600.00 £500.00
Transportation £1,000.00 £800.00
Stationery supplies £900.00 £900.00
Fax services £700.00 £800.00
Total £3,200.00 £3,000.00
Refreshments Estimated Actual
Food £10,000.00 £10,000.00
Drinks £9,000.00 £10,000.00
Entertainment £10,000.00 £10,000.00
Total £29,000.00 £30,000.00
Program Estimated Actual
Performers £900.00 £1,000.00
Speakers £4,000.00 £5,000.00
Travel £1,000.00 £1,000.00
Total £5,900.00 £7,000.00
Total Budgeted Cost £70,300.00 £78,900.00
Table 4: Cost Breakdown and Budget
From the above table, it is seen that the breakdown of the cost is categorized into venue,
publicity, miscellaneous, refreshments and program elements. The estimation of the induction
event cost is divided in two: estimated cost and actual cost. Based on the entire cost
breakdown, the estimated cost for the project is £70,300.00 while the actual cost spend in the

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PROJECT MANAGEMENT
event plan is £78,900.00. Therefore, there is an increase in project cost by £8,600.00. There is
a contingency of 10% in the entire work, which is to be assumed based on the increase in
event budget (Hillson 2017).

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3.2 Project Cost Baseline
Activity Jul
y
Augu
st
Septem
ber
Octob
er
Novem
ber
Decem
ber
Januar
y
Februa
ry
March April May June Cost
Identify concept of
event
£80
0
£500 £1,300
Establish the event
objectives
£1,00
0
£1,000 £2,000
Recruitment of
induction coordinator
£5,000 £5,00
0
£10,00
0
Obtain the project
sponsorship
£11,0
00
£14,000 £25,00
0
Determine the event
budget
£45,000 £30,000 £75,00
0
Book the venue £5,000 £5,000
Invitation to the
speaker
£3,000 £4,000 £7,000
Recruitment of the
event team
£10,00
0
£12,00
0
£10,00
0
£32,00
0
Contract of the
suppliers
£8,000 £2,000 £1,000 £11,00
0
Creating a mail list £5,000 £5,000 £10,00
0
Agree to the budget
for advertising
£4,000 £4,000
Creating marketing
campaigns
£2,300 £2,300
Arrange for
transportation
£1,000 £1,000
Arrange for seating £3,900 £3,900
Run the induction
event
£6,000 £5,000 £11,00
0

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Train the volunteers £9,000 £9,000
Release of the
stakeholders
£1,000 £1,000
Sign off the event
documents
£1,000 £1,000
Follow-up £800 £800
Survey of the students £500 £500
Total £80
0
£1,50
0
£6,000 £16,0
00
£59,000 £38,000 £14,00
0
£12,00
0
£18,00
0
£2,000 £6,000 £16,20
0
£1,89,5
00
Cumulative total £80
0
£2,30
0
£8,300 £24,3
00
£83,300 £1,21,3
00
£1,35,3
00
£1,47,3
00
£1,65,3
00
£1,67,3
00
£1,73,3
00
£1,89,5
00
Table 5: Project Cost Baseline

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July August September October November December January February March April May June
£0
£20,000
£40,000
£60,000
£80,000
£100,000
£120,000
£140,000
£160,000
£180,000
£200,000
£800 £2,300 £8,300
£24,300
£83,300
£121,300
£135,300
£147,300
£165,300 £167,300 £173,300
£189,500
Figure 4: Cost Baseline
(Source: Created by author)
From the above chart, it is seen that there is an increase in project cost from month July to June. It is considered as the budget for estimated cost
for the project spread over time period of project planning. The project manager handles the total amount of money required for the project to be
predicted cost (Chapman 2019). It is the approved project budget over the time distribution used for monitoring as well as controlling entire cost
performance of project planning. The total cost for the project as predicted for future measurements is £1,89,500, which is more than the
estimated cost for the project.

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PROJECT MANAGEMENT
Section 4. Communication Management Plan
4.1 Project Stakeholders
Stakeholders Interest
Project Manager  Induction event
 Funds for the project
Induction Coordinator  Induction event
 Training program
Event Coordinator  Induction event
 Event opportunities
Marketing Manager  Event promotion
Project Sponsor  Value for the money
Volunteer coordinator  Community and guidance
Teachers  Timing of event works
IT Manager  Access to the IT equipment
Table 6: List of Project Stakeholders
4.2 Stakeholder Communication Plan
Audience (Who) Message (What) Medium (How) Frequency
(When)
Project team Status report, event issues,
budget and technical
requirements
Meetings and event
based reports
Monthly
Project induction
team
Progress report and
resolutions of induction
issues (Kerzner 2019).
Email and meetings Weekly
End users Overview of the event,
scope statement, deadlines
and training details
Training sessions
and email
As required
Management
team
Implementation of
induction program and
marketing strategies
(Andersen and Sax 2019).
Meetings and event
reports
Weekly
Table 7: Stakeholder Communication Plan

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PROJECT MANAGEMENT
Section 5. Risk Management Plan
5.1 Risk Identification, Analysis and Action Plan
Risk
Identifica
tion
Description Risk Analysis Action plan Risk
response
Severity Probabil
ity
Impact
Financial
plan
There will be
sudden
withdrawal of the
sponsorship for
the event causes
lack of financial
budget.
High Likely Major There should require
to do a proper
planning and
estimation of project
cost by including all
required project
expenses.
Mitigate
Marketing
risk
There is lack of
event promotion
and media
interest in the
event.
Medium Moderat
e
Modera
te
There is required to
perform marketing
campaigns and
promote the event
through social media
channels (Fewings
and Henjewele
2019).
Accept
Communi
cation risk
There is lack of
communication
among project
manager and
stakeholder team.
Medium Moderat
e
Major There should require
to conduct daily
meetings with the
stakeholders to
discuss the project
issues.
Mitigate
Service
delivery
risk
Number of
services required
for the event is
not meet with the
stakeholder’s
expectations
(Cayirci et al.
2016).
Medium Likely Modera
te
There should require
to identify the
demands and
expectations of
project stakeholders
before finalization of
project scope
(Kerzner 2017).
Mitigate
Lack of
engageme
nt with the
students
The students are
not so much
interested in the
induction event
and most of them
are not
participating in
the welcome and
induction event.
Low Unlikely Minor There should require
to provide rewards
and offers to the
students if attended
the induction event
so that they are
interested to come
and attend the event.
Accept

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PROJECT MANAGEMENT
Table 8: Risk Management Plan
5.2 Project Risk Matrix
Probability Impact
Trivial Minor Moderate Major Extreme
Rare
Unlikely Lack of
engagement
with the
students
Moderate Marketing
risk
Communication
risk
Likely Service
delivery risk
Financial plan
Very likely
Table 9: Risk Matrix

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PROJECT MANAGEMENT
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