Project Plan for Bloomsbury Institute Induction Event - LSBM204 Module

This project plan, created for the LSBM204 module, outlines the organization of a three-day induction and welcome event for the Bloomsbury Institute. The plan encompasses various key areas, including scope management, which defines the project's objectives, in-scope and out-scope elements, assumptions, and constraints. Time management is addressed through milestones, activity tables, network diagrams, and Gantt charts. Cost management provides a detailed breakdown and budget. Communication management identifies stakeholders and establishes a communication plan. Risk management includes risk identification, analysis, and a risk matrix. The project aims to successfully organize the event, ensuring it is completed on time and within budget, covering all necessary aspects of planning and execution, from identifying the audience and venue to managing risks and stakeholder communication.

Running head: PROJECT MANAGEMENT
Project management
Name of the Student
Name of the University
Author’s Note

1
PROJECT MANAGEMENT
Table of Contents
Section 1: Scope management plan.................................................................................................2
1.1 Project description.................................................................................................................2
1.1.1 Project description..........................................................................................................2
1.1.2 Project objectives............................................................................................................2
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.........................................................................................5
1.7 Project work breakdown structure.........................................................................................9
1.8 WBS dictionary...................................................................................................................10
Section 2: Time management plan................................................................................................11
2.1 Project milestones................................................................................................................11
2.2 Project activity/time/ dependency base table.......................................................................11
2.3 Project network diagram......................................................................................................14
2.4 Project Gantt chart...............................................................................................................15
Section 3: Cost management plan..................................................................................................16
3.1 Cost breakdown and budget.................................................................................................16
3.2 Project cost baseline............................................................................................................16
Section 4: Communication management plan...............................................................................17
4.1 Project stakeholders.............................................................................................................17
4.2 Stakeholder communication plan........................................................................................17
Section 5: Risk management plan..................................................................................................19
5.1 Risk identification, analysis and action plan.......................................................................19
5.2 Project risk matrix................................................................................................................22
Bibliography..................................................................................................................................23

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Section 1: Scope management plan
1.1 Project description
1.1.1 Project description
The paper mainly reflects on “Bloomsbury Institute” that wishes to properly organize a
three-day induction as well as welcome event for the coming year’s intake. The entire event will
take place in late September 2020. The main role of the project manager is to create a
comprehensive project plan for the event. The project plan which will be developed will
generally cover different key areas of the project including scope management, cost
management, communication management as well as risk management plan.
1.1.2 Project objectives
The project objectives are mainly set by using SMART philosophy and the objectives are
listed below:
Specific: The Bloomsbury Institute wants to undertake a welcoming as well as induction
event for the coming academic year.
Measurable: Project plan is developed in order to monitor the progress of the event such
that the entire event will be successfully organized.
Achievable: The project stakeholders who are hired for organizing the event are quite
trained and experienced and therefore they take proper steps to complete the project on time.
Relevant: The event which will be organized will be helpful in conducting the induction
event for the coming academic year.

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Time-oriented: The event will be organized successfully by the Bloomsbury Institute
and it must get completed on time so that the event can took place in September 2020.
1.2 Project scope
In-scope
 Identification of the audience
 Finding the right venue
 Identification of the speakers for free
 Identification of the vendors as well as speakers
 Organizing event
 Providing proper introduction about the subjects
 Preparation of checklist
 Undertaking effective induction program by employee training
Out-scope
 The training facility will not be provided to the project team
 The information that is associated with project suppliers are not included
1.3 Assumptions
The factors that are assumed while organizing the induction and welcome event of 3 days
by Bloomsbury Institute are listed below:
Project planning: The project plan is prepared in a proper way such that it helps in
providing guidance to the project stakeholders, teams as well as project sponsors.

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Resources: The resources of the project must be effectively procured as well as deployed
for successful project delivery (De Carvalho et al. 2015).
Scope: According to the project managers assumption, the project scope which is
prepared will be helpful in determining as well as documenting a list of project goals, tasks as
well as project deliverables.
1.4 Constraints
The factors which restricts planning of 3 days welcoming and induction program are
mainly listed below:
 The welcoming and induction program of 3 days must be successfully organized by the
Bloomsbury Institute otherwise the entire project can face delay.
 It is necessary to finish the project within $22,000 otherwise the project will generally
face a number of financial challenges and issues (Glukhov, Ilin and Levina, 2015)
 Due to the problem of scope creep, the project can face economic challenges which
further can create a number of obstructions during project progress.
 the project can face delay or economic issues which further can create obstruction during
the progress of the project.
1.5 Project roles and responsibilities
Stakeholders Roles and responsibilities
Project manager They have of the responsibility of leading the entire project by
making sure such that the entire work of the project gets
accomplished within the deadline which is specified in the
initial phase.

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Event manager The event manager generally helps in determining the various
project requirements for meeting the requirement. The work
that are undertaken by them including decoration,
transportation and managing equipment (Hu et al. 2015).
Financial manager They create proper financial reports by monitoring accounts
and by successfully preparing different types of activity
reports. In addition to this, they guide the stakeholders for
using resources effectively for avoiding financial crisis during
project.
HR manager They help in effectively planning, coordinating, organizing as
well as undertaking various types of administrative functions.
Organizer They will have the responsibility of organizing the induction
and welcoming program of 3 days for the coming year
students.
Electrician They read different blueprints, technical diagrams and helps in
installing different electrical components.
Decorator They take the responsibility of preparing and decorating the
event effectively for the induction and welcoming program
(Kerzner 2015).
Trainer They develop proper schedule for successfully assessing
needs and generally assists in conceptualizing the training
materials based on different research and data. In addition to
this, they provide guidance to the workers so that they can be

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PROJECT MANAGEMENT
able to organize the event effectively.
1.6 Responsibility Assignment matrix
The responsibility assignment matrix helps in properly describing the participation of
different people in completing the task of the project. A RAM is also known as responsible,
accountable, consulted and informed matrix.
Task Name
Project
manage
r
Event
manager
Financial
manager
Hr
manager
Electrician Decorator Organizer
Determining
the idea and
concept
R, A I C
Identifying
audience
I C R, A
Creating
proper agenda
I C R, A
Finding
the right venue
I C R, A
Finding
speakers
C R, A I
Inviting
speakers for
C I R, A

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PROJECT MANAGEMENT
free
Determining
money
required
I C R, A
Identifying
vendors
C I R, A
Confirming
speakers
C R, A I
Creating
risk
management
plan
C I R, A
Organizing
the event
C I R, A
Fitting
lighting and
sound
equipment’s
C R, A I
Decoration
C R, A I

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PROJECT MANAGEMENT
Providing
introduction
about the
subjects
R A I C
Preparing
a checklist for
induction
programme
C R, A I
Effective
induction
program
covering
employee
training
C I R, A
Asking
for feedback
for induction
program
C I R, A
Arranging
friendly and
supportive
C I R, A

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PROJECT MANAGEMENT
introduction
Post
project review
I R, A C
Documentation
I C R, A
Releasing
stakeholders
I C R, A
1.7 Project work breakdown structure
Figure 1: Work breakdown structure
(Source: Created by Author)

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1.8 WBS dictionary
Figure 2: WBS dictionary
(Source: Created by Author)

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Section 2: Time management plan
2.1 Project milestones
2.2 Project activity/time/ dependency base table
The table which is given assists in reflecting the project tasks, time as well as
dependencies for organizing induction and welcoming event.
WBS Task Name Duration Start Finish Predecessors
0
Organizing induction and
welcoming event
35 days
Mon 30-03-
20
Fri 15-05-20
1 Initiation phase 9 days
Mon 30-03-
20
Thu 09-04-
20
1.1
Determining the idea and
concept
2 days
Mon 30-03-
20
Tue 31-03-
20
1.2 Identifying audience 2 days
Wed 01-04-
20
Thu 02-04-
20
2
1.3 Creating proper agenda 3 days Fri 03-04-20
Tue 07-04-
20
3

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PROJECT MANAGEMENT
1.4 Finding the right venue 2 days
Wed 08-04-
20
Thu 09-04-
20
4
1.5
Milestone 1: Completion
of initiation phase
0 days
Thu 09-04-
20
Thu 09-04-
20
5
2 Planning phase 11 days Fri 10-04-20 Fri 24-04-20
2.1 Finding speakers 2 days Fri 10-04-20
Mon 13-04-
20
5
2.2 Inviting speakers for free 2 days
Tue 14-04-
20
Wed 15-04-
20
8
2.3
Determining money
required
3 days
Thu 16-04-
20
Mon 20-04-
20
9
2.4 Identifying vendors 2 days
Tue 21-04-
20
Wed 22-04-
20
10
2.5 Confirming speakers 1 day
Thu 23-04-
20
Thu 23-04-
20
11
2.6
Creating risk management
plan
1 day Fri 24-04-20 Fri 24-04-20 12
2.7
Milestone 2: Completion of
planning phase
0 days Fri 24-04-20 Fri 24-04-20 13
3 Execution phase 8 days
Mon 27-04-
20
Wed 06-05-
20
3.1 Organizing the event 1 day Mon 27-04- Mon 27-04- 13

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PROJECT MANAGEMENT
20 20
3.2
Fitting lighting and sound
equipment’s
2 days
Tue 28-04-
20
Wed 29-04-
20
16
3.3 Decoration 2 days
Thu 30-04-
20
Fri 01-05-20 17
3.4 Organizing the event 3 days
Mon 04-05-
20
Wed 06-05-
20
3.4.1
Providing introduction
about the subjects
1 day
Mon 04-05-
20
Mon 04-05-
20
18
3.4.2
Preparing a checklist for
induction programme
1 day
Mon 04-05-
20
Mon 04-05-
20
18
3.4.3
Effective induction
program covering employee
training
1 day
Tue 05-05-
20
Tue 05-05-
20
21
3.4.4
Discussing goals and
mission
1 day
Wed 06-05-
20
Wed 06-05-
20
22
3.4.5
Asking for feedback for
induction program
1 day
Wed 06-05-
20
Wed 06-05-
20
22
3.4.6
Arranging friendly and
supportive introduction
1 day
Wed 06-05-
20
Wed 06-05-
20
22
3.5
Milestone 3: Completion of
execution phase
0 days
Wed 06-05-
20
Wed 06-05-
20
25

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PROJECT MANAGEMENT
4 Project closure phase 7 days
Thu 07-05-
20
Fri 15-05-20
4.1 Post project review 3 days
Thu 07-05-
20
Mon 11-05-
20
24
4.2 Stakeholder sign off 1 day
Tue 12-05-
20
Tue 12-05-
20
28
4.3 Documentation 2 days
Wed 13-05-
20
Thu 14-05-
20
29
4.4 Releasing stakeholders 1 day Fri 15-05-20 Fri 15-05-20 30
4.5
Milestone 4: Completion of
closure phase
0 days Fri 15-05-20 Fri 15-05-20 31

1.4
2 97
97
1.3
3 74
74
1.2
2 42
42
2.1
2 118
118 2.2
2 1
3
1
1
1311
2.
3
3 1
6
1
3
1613 2.4
2 1
8
1
6
1816 2.5
1 191
8
1918
3.
4.
3
1 2626
2726
3.3
2 2523
2523
2.
6
1 201
9
2019
3.
1
1 2
1
2
0
2120
3.
2
2 2
3
2
1
2321 3.4
.1
2 3534
2625
3.4.
4
1 3534
2827
3.
4.
2
1 2
6
2
5
2625
3.4.6
1 2827
2827
3.4.
5
1 2827
2827
4.2
1 3231
3231
4.
1
2 3128
3128
1.1
2 20
20
4.3
2 3432
3432 4.4
1 3534
3534
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PROJECT MANAGEMENT
2.3 Project network diagram

16
PROJECT MANAGEMENT
Figure 3: Network diagram
(Source: Created by Author)
2.4 Project Gantt chart
Figure 4: Gantt chart
(Source: Created by Author)

17
PROJECT MANAGEMENT
Section 3: Cost management plan
3.1 Cost breakdown and budget
The resources which are needed for organizing the induction and welcoming event in
Bloomsbury Institute are mainly listed in the below table.
Resources Cost
Human resources $10,008
Material cost $6,000
Decoration/ transport (Additional cost) $5,000
Total cost of the project $21,008
3.2 Project cost baseline
March 2020 April 2020 May 2020
$ 0.00
$ 5,000.00
$ 10,000.00
$ 15,000.00
$ 20,000.00
$ 25,000.00
Cost-baseline
Cumulative Cost
Figure 5: Cost baseline
(Source: Created by Author)

18
PROJECT MANAGEMENT
Section 4: Communication management plan
4.1 Project stakeholders
The impact and influence which is created by each of the project stakeholder in the project is
mainly showcased in the below table.
Stakeholders Impact Influence
Project manager High High
Event manager High High
Financial manager Low Low
HR manager Low Low
Organizer High Low
Electrician High Low
Decorator High Low
4.2 Stakeholder communication plan
Communication
type
Description Method Frequency Owner Audience
Financial report The
financial
report assists
in properly
reflecting the
financial
challenges
which the
Email Monthly Financial
manager
Project team

19
PROJECT MANAGEMENT
project
mainly faces
(Kerzner
2017).
Monthly report The project
progress is
mainly
discussed by
the project
planner to
showcase the
status of the
project and
the
percentage of
work which
is completed.
Email Monthly Project
manager
Project
planner
Project review Reviewing
meeting is
arranged by
the project
manager for
reflecting
Face to
face,
Email
At the
closure phase
Project
manager
Team leader

20
PROJECT MANAGEMENT
that all work
activities are
properly
executed
(Padalkar
and Gopinath
2016).
Kick off
meeting
The
meeting that
is organized
in the initial
phase by the
manager for
providing
details about
the scope and
objectives so
that the team
members can
work
effectively
for
organizing
Face to face Once Project
manager
Team
member

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PROJECT MANAGEMENT
the welcome
and induction
event.
Section 5: Risk management plan
5.1 Risk identification, analysis and action plan
Risk Description Impact Probability Mitigation
strategy
Schedule
slippage
The problem of
schedule
slippage occurs
in the project
due to improper
planning, lack of
resources as well
as due to
presence of
unplanned
requirements
which further
causes delay in
the project
(Hopkin 2018).
Significant Likely It is quite
important to
create proper
schedule for
organizing the
welcoming and
induction
program and
additionally it is
quite important
to track the
project status
regularly.
Budget shortfall The problem of Severe Likely The budget

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PROJECT MANAGEMENT
budget shortfall
generally arises
if the event
managers are
unable to use the
resources of the
project
effectively.
utilization must
be checked on a
weekly basis for
avoiding extra
utilization of
project money.
Lack of
management
If appropriate
management
strategies are not
utilized in the
project then the
event manager
faces
obstruction.
Moderate Possible Proper
management
strategies must
be used while
organizing the
event so that no
issue occur
within the
project.
Inexperienced
event managers
If the event
managers are not
experienced then
they are unable
to handle the
conflicts that
Moderate Likely It is quite
necessary to hire
knowledgeable
and experienced
project managers
who can be able

23
PROJECT MANAGEMENT
occur during the
arrangement of
the event
effectively
(Zheng et al.
2016).
to resolve
conflicts
effectively from
the project.
Improper supply
of materials
If the suppliers
are unable to
supply the
required
materials on
time then the
project workers
will face delay
in completing
the work and
this may create
problem during
the time of
project delivery.
Significant Possible The suppliers
must deliver the
needed products
as well as
materials on
time so that the
project managers
do not face delay
during project
progress.
5.2 Project risk matrix
The risk matrix that is provided below is helpful in assessing the risks for properly
defining the level of risk by successfully considering the category of impact and likelihood.

24
PROJECT MANAGEMENT
Likelihood Impact
Negligible Minor Moderate Significant Severe
Very likely
Likely Inexperienced
event
managers
Schedule
slippage
Budget
shortfall
Possible Lack of
management
Improper
supply of
materials
Unlikely
Very
unlikely

25
PROJECT MANAGEMENT
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