Detailed Project Plan: Managing Operations for Charity Event

This report outlines a project management plan for a charity event hosted by Bloomsbury Institute, aiming to raise £3,000 with a budget of £5,000. The plan includes scope management, defining project description, scope, assumptions, constraints, roles, and a work breakdown structure. Time management involves activity scheduling and network diagrams. Cost management details budgeting and expenditure planning, while communication management identifies stakeholders and strategies. The risk management section analyzes potential risks and mitigation strategies, ensuring a structured approach to the event's planning and execution. Desklib offers similar solved assignments and past papers for students.

Managing Operations and
Projects

Contents
Contents......................................................................................................................................................2
INTRODUCTION...........................................................................................................................................3
MAIN BODY..................................................................................................................................................4
SECTION 1. Scope management plan..........................................................................................................4
1.1 Project Description............................................................................................................................4
1.2 Project scope.....................................................................................................................................4
1.3 Project Assumption............................................................................................................................4
1.4. Project Constraints...........................................................................................................................4
1.5 Project roles and responsibilities.......................................................................................................5
1.6 Project Work break down structure..................................................................................................5
Section 2. Time management plan..............................................................................................................6
2.1 Project time/activity/dependency base table....................................................................................7
2.2 Network diagram...............................................................................................................................8
Section 3. Cost management plan...............................................................................................................9
Section 4. Communication management plan...........................................................................................11
4.1 Project stakeholders........................................................................................................................11
4.2 Stakeholder communication plan....................................................................................................13
Section 5. Risk management plan..............................................................................................................13
5.1 Risk analysis.....................................................................................................................................14
CONCLUSION.............................................................................................................................................16
REFERENCES..............................................................................................................................................17

INTRODUCTION
Project management may be characterized as a sequence of procedures and principles for
initiating, planning, executing, and managing the process of implementing improvements inside
a services business. Project management is a term used by administration to describe a standard
procedure that entails the creation of new project tasks in order to achieve agreed-upon primary
objectives. It's also known as the application of knowledge, methods, and tools to various work
tasks in order to fulfill project objectives (Lessing, and Willis, 2019). This project uses the
Bloomsbury Institute's charity event in order to collect funds for charity purpose. This report
contains a structured project planning initiative, including scope management, time management,
cost management, risk management, and communication management.

MAIN BODY
SECTION 1. Scope management plan
1.1 Project Description
Bloomsbury Institute is hosting a one-day charitable fundraiser to mark the conclusion of the
educational semester. The meeting is called for April 2022, with a goal of raising at least £3,000.
(Profit). They've been named project owner for this crowd funding effort, and they've been
required to present a detailed and complex Project Schedule. Their development's estimated
budget (cost) is $5,000. The period of the study, on the other hand, should not exceed three
months. The project's major goal is to carry out various operations in a systematic way. It gives
wide information for the method, which includes finding a suitable venue, designing a
conference centre, and preparing welcome letters and presentations for visitors and pupils.
Making an effort for pupils and successfully presenting each activity is required for proper
planning. The major goal of the event was to offer a flawless fundraising ceremony that would
encourage additional students to join this university.
1.2 Project scope
This project necessitates meticulous preparation and selection of a place capable of handling
pupils and their parents. Organizing refreshments and designing a menu based on the crowd is
required. The event planning process necessitates a focus on many tasks. Develop a work break
down structure wherein different jobs are categorised into small tasks and employees are
assigned based on their talents and responsibilities. Working break down is described as a
technique for creating works for various portions that assists an organization in presenting
themselves in a more professional manner and achieving their goals (Rolland, Mathiassen and Rai,
2018). It's an editable component for controlling stuff for the occasion and assisting management
in making decisions. Bloomsbury, for example, uses this framework to improve its demand and
improve revenue.
1.3 Project Assumption
1.4. Project Constraints
Various components of this project have been described, including:

• Capital: This is a crucial phase of the design that is determined by the project timetable. Almost
all of the project's actions are required, and you must demonstrate responsibility to finish them
on time. It has to do with the shortage of employees and the amount of money needed for the
graduation ceremony. There seem to be elements such as the principal guest's welcome,
diplomas, and other elements that ensure the event's accomplishment.
• Financial constraints: In order to undertake multiple tasks working in collaboration with other
departments, the help management needs a large quantity of money. It is necessary to get permits
from the Municipal Council in order to carry out their function operations and to ensure that the
authorization is predicated on government regulations.
• Time Restrictions: This is one of the most significant constraints that most event organisers
confront, since it limits the amount of time in which preparedness can be evaluated. It means that
the majority of the operations must be linked and controlled in order to be addressed
successfully. According to the project's requirements, a ceremony must be held in April 2022,
and all work must be accomplished within the specified time frame.
1.5 Project roles and responsibilities
There are mentioned different roles and responsibilities such as:
 Project Sponsor: The project sponsor is the project's driving force and internal champion.
They are generally aware of senior management and have a vested interest in the project's
success. The project manager and project sponsor collaborate together.
 Executive sponsor: A strong member of management is perfect for the executive sponsor.
For the executive committee, he or she is the project's recognisable leader and the main
decision-maker, through final agreement for all stages, milestones, and scope
adjustments.
1.6 Project Work break down structure
The Work Breakdown Structure is described as a "achievable defines the work breakdown
structure to be carried out by the project team." In software development, a work breakdown
structure (WBS) is a tool for finishing a multi-step, dynamic project. Cutting it down into
manageable chunks allows multiple staff members to focus on it independently, resulting in
increased work performance and simpler product development.

Section 2. Time management plan
Time management entails effectively utilizing the time provided for the business in order
to accomplish planned redistribution and complete all everyday work by sometime before the
project's completion date. The appropriate administration of a project necessitates the completion
of all activities within a specific time frame in order to meet the stated goals. It is also necessary
to transmit distinction in accordance with an organization's performance analysis. The event
manager in Bloomsbury uses a variety of approaches, including a Gantt chart, to help predict the
completion of certain activities within a given time frame. As a result, it is concentrated on the
most important plan of attack that places an emphasis on diverse tasks (Feldmann and et.al, 2019).

2.1 Project time/activity/dependency base table
According to the chart, effective documentation is essential for the estimating and
execution of various plans. Give forth distinct task representations in a graphically for ending
time and shows as per the diverse development in the context of Bloomsbury organization. For
excellent outcomes, such programmers and undertakings can change the duty and responsibility
of all employees.

2.2 Network diagram
This graph shows studies on the development of visual representations of plans or
activities. For this diagram, distinct tasks must be arranged in a periodical time way while
regulating job activities. Various management types will participate in this event to handle work
programs and operations. These many actions are divided into categories based on the
requirements and execute a process approach. It has an influence on the numerous assignments
and duties that are used to organize work and achieve set objectives. In the event that project
activities are completed, the organization might analyse the project. At the time of project
completion, a network diagram may assist in managing different processes including such
assignment task obligation allocation and analytical performance recording on the premise of
preset indicators.
Critical Path

Section 3. Cost management plan
This technique entails budgeting, analyzing, and spending the money in accordance with
the needs of project. Cost management is an anticipation of cost incurred in a project for
systematically managing different aspects of project. It is the responsibility of management and
the event coordinators of Bloomsbury institute to forecast overall expenditures in the event in
order to avoid any of the consequences. Bloomsbury institute plan for their operations and spend
money on different needs of the project. Prior to the preparation, a budget must be created and
presented to the management for approval. The budget and its preparation should be performed
by financial management of Bloomsbury institute in order to achieve optimum results . Cost
management plan of the event should be analyzed in a precise manner for the development of
systematic and precise financial operations (Nikoobakht and et.al, 2019).
The budget which is proposed for the charity event in Bloomsbury institute is 5000 GBP.
In order to utilize the budget in an effective manner, it is essential for the project to develop cost
management plan. The cost management plan should be developed with the support of a major
strategy and planning framework in order to accomplish all the major financial goals and
objectives. Budgeting is a financial service that assists organizers in taking the appropriate
measures and controlling project expenditures. This technique aids the organization in
coordinating events, ensuring that they are well-funded, and completing all tasks in a timely and
efficient manner. In the recent times, it is also one of the major responsibility of a project leader
to manage and develop cost management plan in order to implement best practices.
As a result, budget planning is characterized in terms of a one-day charity event of Bloomsbury
which is mentioned below:
Particulars Amount (In £ )
Event Venue 1500
Stage Decoration 500
Print flyer for publicity 200
Lighting 400
Tickets 500

Registration 200
Sound System 1000
Refreshment 2000
Utility expenditure 350
Security 250
Miscellaneous expenditure 100
Total 5000
Cost management planning
 Cost planning is considered as an important part of project which includes anticipation of
different financial factors associated with a project.
 The cost management plan is prepared by professionals who are involved in management
practices to allocate money in different activities.
 In the case of Bloomsbury institute charity event, cost management plan will focus on
developing key strategies related to expenditure. The event will also try to perform its
operations according to its cost management plan for achievement of desired results.
COST PLAN
Particulars I II III Total
Event venue 700 500 300 1500
Stage
formation
200 150 150 500
Print flyer for
publicity
50 50 100 200

Send email
reminder
150 100 150 400
Decorations 100 100 300 500
Registration 100 150 0 200
Arrange
speaker
500 400 100 1000
Arrange
catering
200 200 600 2000
Utility
expenditure
100 100 150 350
Security 50 150 50 250
Miscellaneous
expenditure
0 50 50 100
Total 29700 25300 27500 5000
Section 4. Communication management plan.
4.1 Project stakeholders
Project communication
stakeholders
Techniques used to
communicate with the
stakeholders of project
Benefits of communicating
with each stakeholders in
project
Management The management
communication will be
performed by using
information and technology.
The social media and internet
will be major tools used by
Main benefit of using social
media and internet will be, it
will help in establishment of
the communication in a rapid
and fast manner. This will also
increase the level of

project leader to communicate
with management.
coordination between
management team members.
Staff members
The staff members related to
project will be communicated
by management using verbal
communication.
This will increase efficiency
and productivity of staff
members in a set period of
time.
Government The government is an
important stakeholder of the
Bloomsbury charity event. The
project leader will use E-mail
as a communication tool in
order to communicate with
government.
Major benefit of
communicating with
government will lead to
establish effective approach in
the project. It will bring
support of government officials
in the project with the help of
subsidy and funding.
Customers/Auduence Audience related to the
Bloomsbury charity event will
be communicated through
Television, Radio, Podcasts
and social media.
This will help in bringing more
audience in the event which
will automatically increase
funding amount.