Project Plan Template: Graduation Ceremony for Bloomsbury Institute

This project plan template outlines the management of a graduation ceremony for the Bloomsbury Institute, encompassing various aspects of project management. The plan includes a detailed scope management plan defining the project description, scope, assumptions, constraints, roles and responsibilities, and a work-breakdown structure (WBS). The time management plan features project milestones, an activity/time/dependency table, a network diagram, and a Gantt chart. The cost management plan provides a cost breakdown and budget, along with a project cost baseline. The communication management plan identifies stakeholders and details a stakeholder communication plan. Finally, a risk management plan covers risk identification, analysis, and an action plan. The document provides a comprehensive framework for organizing and executing the graduation ceremony, addressing all key areas of project management to ensure a successful event.

Project Plan
Template
Project Manager
Name: ID Number:
Expected Project Start Date: Expected Project Close Date:

Contents
Section 1. Scope Management Plan.................................................................................................3
1.1 Project Description................................................................................................................3
1.2 Project Scope:........................................................................................................................3
1.3 Assumptions..........................................................................................................................4
1.4 Constraints.............................................................................................................................4
1.5 Project Roles and Responsibilities:....................................................................................4
1.6 Project Work-breakdown Structure (WBS)..........................................................................5
Section 2. Time Management Plan..................................................................................................6
2.1 Project Milestones – [ Optional ] .........................................................................................6
2.2 Project Activity/Time/Dependency base table .....................................................................6
2.3 Project Network Diagram ....................................................................................................6
2.4 Project Gantt Chart ...............................................................................................................7
Section 3. Cost Management Plan...................................................................................................8
3.1 Cost Breakdown and Budget.................................................................................................8
3.2 Project Cost Baseline.........................................................................................................9
Section 4. Communication Management Plan...............................................................................10
4.1 Project Stakeholders............................................................................................................10
4.2 Stakeholder Communication Plan.......................................................................................11
Section 5. Risk Management Plan.................................................................................................13
5 Risk Identification, Analysis and Action Plan ......................................................................13
Risk Identification.....................................................................................................................13
Risk Analysis ...........................................................................................................................13
INTRODUCTION ........................................................................................................................16
MAIN BODY.................................................................................................................................16
CONCLUSION .............................................................................................................................16
REFERENCES .............................................................................................................................17
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Section 1. Scope Management Plan
1.1 Project Description
A project is linked with managing operation sector that operates through generating
information related with certain project. As management operation is classify within effective
planning. The organizing and directing about systematic production, manufacturing where
market plans, organizing, motivating and also faces controlling. In this following report there is
involves of project management to elaborates effective project such as WBS, Gantt chart and
other network structures (Buttrick., 2018). In this following report, the overall project is
demonstrate about organising graduation ceremony which is conducted in November 2021 for
certain weeks. As per budget, expenses, time plan is necessary to frame for evaluate
opportunities and challenges arises in particular topic.
1.2 Project Scope:
As per this process in which to help declining as well as to having compliance oriented
number of task regulates for project goals, task, budget forming and many more are involved.
This procedure is contain systematic planing to execute process of project. Thus, it is allows to
get many things like execution where project highlight deliverable, constraints and assumptions.
Overview of project:
The report is about to Bloomsbury institute which is decide to effective organize about to
effective handle graduation ceremony. The ceremony which will conducted within November,
2021. As per the team of institute creates a proper budget estimation approx £7000 budget.
Objectives of Project:
The main purpose of organise graduation ceremony to celebrate for those students who
have been successfully accomplish their education or academic courses which having
requirement in extra curricular activity in graduation. For Bloomsbury institute conducting the
ceremony for distributing diploma, PG certificates to students for making them official to
completing their graduation in proper manner.
Project Scope Management:
The project scope is a part of project planning is having procedure on which specific project
contain some specific goals, deliverables, features and budget allotment. For this project about
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graduation ceremony conduct to facilitates certificate and degree to students by Bloomsbury
Institute.
1.3 Assumptions
The following assumption is highlight within context of graduation ceremony that is explained as
below:
 The assumption can be predict to conducting graduation ceremony to make aware
about graduate student about career opportunities.
 Students might crack better placements and meeting with Aluminas or senior
batch mates who can share their experience professional or career growth.
 Some of other resources which allows chairs, tables plays an important role to
systematically presentation to provide comfort guests as well as students too.
1.4 Constraints
During organizing any form of event there is restriction or challenges arises in terms of
graduation ceremony that attempts as per according in effective manner in followings :
 At the time of conducting graduation ceremony, there is uncertainty of weather
condition such as rains and natural circumstance might be occur to create barrier
in event.
 There might be mismanagement and wastage of food or beverages.
 Absence of Chief guest and panel member of graduation ceremony might be no
reason of organising the ceremony.
 Shortage of valuable resources, mechanism and other aspect can create barrier
towards event execution.
1.5 Project Roles and Responsibilities:
On the organizing where as an event which helps to leads about specific project. There the
highlighted about differences roles and responsibilities for graduation explained as below:
Members responsible for project Roles and responsibilities
Team members The member could be volunteer of Bloomsbury institute to
accomplish and structured able to reaching objectives of
events.
Manager of Project Dean or Vice president who have roles to organise proper
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graduation events and also to supervise to control overall
event in terms of cost, budget and monitor all arrangements
Sponsor of project The funding process undertaken by Bloomsbury institutes
heads, trusties, business partner who are having link with
institution.
1.6 Project Work-breakdown Structure (WBS)
It refers about the specific structure which is helps to demonstrate about business to
follows process where the modelling and includes on various components such as organizing
lunch, design and also implementation effectively (de Albuquerque Marques and Matthé., 2017).
In context of Bloomsbury Institutes on which they organized graduation ceremony. They
ensured about their staffs members and students who are main part of event. As per following
some of main aspect is designed which will play an important role in Graduation ceremony.
In following there is work breakdown structure explained below:
Investors- 1 week
Venue of ceremony- 1 week
Budget set- 1 week
Staff coordination- 1 week
Food and beverage- 1 week
Human resources- 2 weeks
Seating arrangements- 1 week
Safety for all attendees- 2 weeks
Post launch activities- 1 week .
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Section 2. Time Management Plan
2.1 Project Milestones – [ Optional ]
2.2 Project Activity/Time/Dependency base table
Activity Tasks
Immediate
predecessor
Duratio
n
(week)
A Investors - 1
B Venue of ceremony A 1
C Budget set B 1
D Staff coordination C 1
E Food and beverage D 1
F Human resources E 2
G Seating arrangements F 1
H Safety for all attendees G 2
I Post launch activities H 1
2.3 Project Network Diagram
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2.4 Project Gantt Chart
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Section 3. Cost Management Plan
3.1 Cost Breakdown and Budget
Cost breakdown structure effectively represents cost of the components that are basically
prevails in WBS structure (East and Fernandez., 2020). With the help of this, financial managers
for the present project can effectively able to calculate various financial metrics and can conduct
project in predetermined funds. Mentioned below cost breakdown and budget of present project
of Bloomsbury institutes is being defined:
Costs
Amount
(£)
Invitations 237
Thank you notes and postage 80
Ceremony Buffet 1,900
Valet Parking 120
Decorations 440
Entertainment, Band 430
Tent rental 320
Cake or Cupcakes 140
Beverages 280
Bar Tab 123
Tips 480
Gifts for graduate's friends 2,000
Ben & Jerry's Ice Cream 450
7,000
The budget has high risk to have variation with cost activities: Invitations, cake or cupcakes,
beverages, and gifts for graduate’s friends (Focacci., 2017). Any changes in number of people
attending the ceremony have direct impact on the cost structure.
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3.2 Project Cost Baseline
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Section 4. Communication Management Plan
4.1 Project Stakeholders
Stakeholders Involvement Influence Contributions Internal/External
Financial
Manager
Stakeholders in
this segment are
having
responsibility to
provide effective
as well as
efficient support
and financial
advices to
colleagues and
clients in order
to make good
relations.
It has been
determined that
these
stakeholders are
having high
influence upon
project as they
are subjected to
offer root of
overall major
project decisions
(Korshunov,
2019). In
addition to this,
it has been
determined that
financial analysis
has direct impact
upon
accomplishment
of project goals.
They offer
project as well as
financial
analysis. In
addition to this
they also bring
capital allocation
strategy.
Internal
Marketing
Manager
These groups of
stakeholders are
responsible to
manage sales
plan and
management of
project
It has been
determined that
these
stakeholders are
having high
influence as they
are subjected
They effectively
contribute in
management of
project
marketing
resources as well
as activities. In
External
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marketing
resources as well
as activities.
with research
and marketing
opportunities,
development of
marketing plans,
implement sales
plan as well as
management of
all the staff
during the
process of
project.
addition to this,
it has been
determined that
they contribute
in practical
application of
marketing
techniques,
orientation and
methods in
project
(Pramanik,
Mondal and
Haldar., 2020).
Technology
Department
These
stakeholders
hold
responsibilities
in terms of
offering
professional as
well as technical
knowledge and
service during
the project.
According to the
analysis it has
been underlined
that these
stakeholders are
having high
influence as they
undertake
utilization of the
service as well as
knowledge to
effective
promote project
performance.
They have
significant
contribution in
organising,
coordinating and
promoting
technique
updating. Along
with this, they
also have
contribution in
providing
efficient form of
technical support
throughout the
whole project
process.
Internal
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