Detailed Project Plan for Bloomsbury Institute Graduation Ceremony

This project plan outlines the organization of a graduation ceremony for Bloomsbury Institute, focusing on effective project management strategies. It includes detailed sections on scope management, defining the project's objectives, assumptions, and constraints. The time management plan involves activity breakdowns, dependencies, and the creation of Gantt charts and network diagrams. The cost management section provides a budget breakdown and identifies potential cost variations. The communication plan details stakeholder roles and communication strategies. Furthermore, the risk management plan covers risk identification, analysis, and action plans, including contingency planning. The report emphasizes the importance of proactive stakeholder engagement and the need for adaptable strategies to manage risks and ensure the successful execution of the graduation ceremony. The project plan is comprehensive, offering insights into various aspects of project management, including planning, organizing, and controlling resources to achieve the event's goals within the defined scope, time, and budget.

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.....................................................................................................................3
1.4 Constraints........................................................................................................................3
1.5 Project Roles and Responsibilities................................................................................3
1.6 Responsibility Assignment Matrix (RAM) – [ Optional ].............................................4
1.7 Project Work-breakdown Structure (WBS)......................................................................4
1.8 WBS Dictionary – [ Optional ].........................................................................................4
Section 2. Time Management Plan..................................................................................................5
2.1 Project Milestones – [ Optional ] .....................................................................................5
2.2 Project Activity/Time/Dependency base table ................................................................5
2.3 Project Network Diagram ................................................................................................5
2.4 Project Gantt Chart ..........................................................................................................5
Section 3. Cost Management Plan...................................................................................................6
3.1 Cost Breakdown and Budget............................................................................................6
3.2 Project Cost Baseline.....................................................................................................6
Section 4. Communication Management Plan.................................................................................7
4.1 Project Stakeholders.........................................................................................................7
4.2 Stakeholder Communication Plan....................................................................................7
Section 5. Risk Management Plan...................................................................................................8
5.1 Risk Identification, Analysis and Action Plan ................................................................8
5.2 Project Risk Matrix – [ Optional ]...................................................................................8
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Section 1. Scope Management Plan
1.1 Project Description
The project is related to 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. The report also involves costs risks and communication manages in
effective structure and appeal. There is institute of Bloomsbury institutes where it is high
education provider in which situated in London. It offers about undergraduate and postgraduate
degree to accordance with business management systematic accountancy level.
1.2 Project Scope:
As per this process in which to help declining as well as to having compliance oriented lists in
terms of project goals, task, budget forming and many more which is 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 in December 2020.
As per the team of institute creates a proper budget estimation approx £7000 and duration of
project length with more than 3 months duration.
Objectives of Project:
The graduation ceremony is been graduated towards organize on certain reason basis.
There is motive about to behind towards conduct celebration about all student who is
accomplished as aspect in knowledge towards academic as well as circular involved. The factor
of motivation is improves skills and knowledge to enough efficient work in memories. Each
student of Bloomsbury Institutes is involves hard work where they expect in which they will be
effectively better graduation ceremony to them.
Project Scope:
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In graduation ceremony where the scope that allows create an effective ceremony where
overall student participation where it expected towards effective manner. To conducts for
controls in order to presumes through successful.
1.3 Assumptions
The following assumption is elaborates within context of graduation ceremony that is explained
as below:
 As per management team of Bloomsbury Institutes is 100-200 student where the
enough for them, but the target must not less than 100.
 It was also assumed from estimate about effective participation student where
food allotment creates them to enough requirement.
 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
At the time of 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 :
 Institutes decides to invites 100 student but the restriction that occurs in mid half
about to attended about to reaching meetings.
 There is can be another constraints where student may get expects in which get to
create application in effective way but they feel unhappy or unsatisfactory
attending about ceremony.
 It may also happen that having taste of food which will food proper taste was
expected.
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 They are responsible towards work with users so that they
can accomplish for major business needs.
Manager of Project It improves where overall project plan accordingly on
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contribution which enhance by team member.
Sponsor of project To making effective decision making in related with
business.
Business Analyst The role of is majorly define in project in effectively.
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. As per context Bloomsbury Institutes on which they
organized graduation ceremony. They ensured about where about staffs members students on
systematic effective gaining environment. 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
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2.3 Project Network Diagram
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. 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. 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.
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
marketing
It has been
determined that
these
stakeholders are
having high
influence as they
are subjected
with research
They effectively
contribute in
management of
project
marketing
resources as well
as activities. In
addition to this,
External
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resources as well
as activities.
and marketing
opportunities,
development of
marketing plans,
implement sales
plan as well as
management of
all the staff
during the
process of
project.
it has been
determined that
they contribute
in practical
application of
marketing
techniques,
orientation and
methods in
project.
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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4.2 Stakeholder Communication Plan
In order to engage stakeholders it is essential to undertake advantage of structured approach of
communication along with effective communication model in order to provide adequate
information to stakeholders. Stakeholders play crucial role for a project and are required to be
provide information related to the project whether they are internal or external. Thus, with the
help of effective communication or communication method required information must be
provided to stakeholders. In terms the present project with the help of communication technology
assistance of telephone, email, fax or virtual or in-person meetings with the help of intranet or
internet based forums each and every stakeholders will be addressed. It is essential to manage
stakeholder expectations for which proactive actions are required to be undertaken by project
managers. It is essential to manage stakeholder expectations through communication channel as
it helps in building trust, preventing problems, resolving conflicts and increasing belongingness
of stakeholders. In context with present project it is essential for project manager to review
multiple project documents such as stakeholder management strategy, stakeholder register,
communication management plan in order to manage stakeholder expectations. In this with the
help of stakeholder engagement assessment matrix project manager of present report can
undertake the process of monitoring communication, planning stakeholder engagement in an
effective manner. With the help of this project manager can accomplish with desired degree of
involvement of each and every stakeholder associated to the project.
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