Project Management Plan For Renovating A Cafe Into A Pasticceria

Project Description

Project purpose

The purpose of the report is developing a charter so that it can convince the stakeholders that this project manager will be the optimum option for betterment of the restaurant. The report had developed an in depth project plan along with the project details. The project manager is proposing the different project plan along with the project schedule, budget and resource allocation. There are other competitors in queue so it is essential to provide justifications for choosing this project manager over other interviewees.

The major shareholders of the project are Salvo, Ingrid and Livia who have invested in leasing a greasy spoon cafe in Lower Marsh market. Three of them have graduated from national Bakery School which is one of the most famous universities in the world.  The cafe that they are leasing has certain issues which will have to sorted if the organization to sustain in the market.  The Cafe is relatively small consisting only fifteen tables, there are spaces of keeping extra tables on the courtyard and some on the streets.  The cafe had been a vegan cafe and it would be tough for them to convert the cafe into something suitable for their business idea. Therefore, they need help of a project manager that can effectively transform the cafe and give it a new look, decor and ambience.  The shareholders want to use PRINCE2 which deals with project measurement and control so the project manager will have to develop a project management plan using Prince2 method.

Project scope statement will define the objectives, deliverables and milestones that is necessary for successful execution of the project (Kerzner and Kerzner 2017). The project scope statement in this project will consist of refurbishing a vegan cafe into a condition that is operable and sustainable.

Stakeholders are the parties which either influence the success of the project or are influenced by the success of the project (Bentley 2015).  The key stakeholders in this project are as follows:

• Salvo:    Salvo is one of the shareholders of the cafe and expertises in kitchen activities. Salvo will look after the kitchen renovation and installation of equipments and overall project performance.
• Livia:  Livia is another partner of the cafe who will look after the operation of the cafe along with managing the quality of food in the cafe,
• Project Manager:The project manager is the key stakeholder for reaching the desired outcome. The project manager develops the plan according to the requirement of the stakeholders and distributes tasks to different members of the project team.
• Interior designer:The interior designer will design the cafe to modify the decor of the cafe and give it a modernized look. The interior designer will identify ways of using the available space in a better way.
• Labours:The labours will do the manual work which will include painting and designing. The labours are important stakeholders as they will do the majority of the work by following the instructions of the other team members.
• Technical engineers:The technical engineers will take care of the technical aspect of the cafe which will include electrical and electronic requirements of the cafe.

Project objective will consist of the goals and the expected outcomes which the shareholders wants to achieve from the project (Fleming and Koppelman 2016). The objectives of the current project are described below:

• Reinventing the interior of the cafe
• Proper utilization of the cafe space to increasing seating capacity
• Installation of necessary equipments
• Promoting the restaurant
• Monitoring and controlling the cafe’s processes in order to maximize the output and minimize  the cost of production

Project requirement will define the different tasks that must be completed in order to complete that phase and succeed (Harrison and Lock 2017). This will enable the project team to understand the tasks that have to be done and the way it can be achieved. This will also facilitate in aligning the resources used in the project along with the tasks. The project requirements are described below:

• Applying changes to the cafe to suit the needs of the stakeholders
• Technical requirements
• Analyzing customer needs and develop marketing plan
• Implement the marketing plan

Time and cost are the main constraints for this project where the project has to be completed using optimal techniques so that cost and time can be optimized (Shiohama et al. 2016). Moreover, the available space is a big constraint for the project and the project team will have to use the space effectively to reach economies of scale.

The main assumption of this project is as follows:

• The stakeholders have clear idea about the different phases of the project and they have fully authorized the execution of this project.
• The purpose and objective of the project has been clearly communicated to all the team members in order to maintain the objectivity

The project deliverables will define the different phases of the study consisting of the outcomes that will have to be achieved for successful implementation of the project (Chow, Woodford and Lambe 2014).  This will consist of both the inputs and outputs of the project. The project deliverables for the current study have been defined below:

Task Name	Duration	Start	Finish
Restaurant renovation plan	28 days	Wed 5/2/18	Fri 6/8/18
1.0 Interior design	6 days	Wed 5/2/18	Wed 5/9/18
2.0 Restaurant equipments and accessories	3 days	Mon 5/7/18	Wed 5/9/18
3.0 Process Implementation	10 days	Thu 5/10/18	Wed 5/23/18
4.0 kitchen and other equipments	4 days	Thu 5/10/18	Tue 5/15/18
5.0 Marketing and promotion	7 days	Wed 5/16/18	Thu 5/24/18
6.0 Monitor and Control	11 days	Fri 5/25/18	Fri 6/8/18

Stakeholders

The project progress is marked through the timeline and the event defining the progress will consist of tasks having nil duration (Frank, Koenig and Srivastava 2017). The project can be made successful by defining the key milestones effectively so that the project can be executed in a better way. In the current project, the key milestones are depicted below:

Task Name	Duration	Start	Finish
1.7 Milestone 1: Interior design specification prepared	0 days	Wed 5/9/18	Wed 5/9/18
2.8 Milestone 2: Restaurant equipments and accessories identified	0 days	Wed 5/9/18	Wed 5/9/18
3.5 Milestone 3:Internal renovation completed	0 days	Wed 5/23/18	Wed 5/23/18
4.5 Milestone 4: Kitchen equipments added	0 days	Tue 5/15/18	Tue 5/15/18
5.6 Milestone 5: Marketing and promotion completed	0 days	Thu 5/24/18	Thu 5/24/18
6.5. Milestone 6: Control phase completed	0 days	Fri 6/8/18	Fri 6/8/18

The summary schedule will provide a broad view of the different tasks that has to be performed at each stage of the project along with the timeframe of each of the task.  Therefore, the project schedule will ensure that each of the tasks is being performed within the given timeframe. The overall duration for renovating the restaurant is 79 and the project commences on 2^nd may, 2018 and will finish in 8^th May, 2018.

Task Name	Duration	Start	Finish
Restaurant renovation plan	28 days	Wed 5/2/18	Fri 6/8/18
1.0 Interior design	6 days	Wed 5/2/18	Wed 5/9/18
1.1 Identify the changes required for modernization	1 day	Wed 5/2/18	Wed 5/2/18
1.2 Develop requirements for internal renovation	1 day	Thu 5/3/18	Thu 5/3/18
1.3 Discuss with the stakeholders	1 day	Fri 5/4/18	Fri 5/4/18
1.4 Modify the requirements if needed	1 day	Mon 5/7/18	Mon 5/7/18
1.5 Document specifications	1 day	Tue 5/8/18	Tue 5/8/18
1.6 Deploy the specifications	1 day	Wed 5/9/18	Wed 5/9/18
1.7 Milestone 1: Interior design specification prepared	0 days	Wed 5/9/18	Wed 5/9/18
2.0 Restaurant equipments and accessories	3 days	Mon 5/7/18	Wed 5/9/18
2.1 Identify the furniture required	1 day	Mon 5/7/18	Mon 5/7/18
2.2 Lighting requirements	0.5 days	Mon 5/7/18	Mon 5/7/18
2.3 Décor items	1 day	Mon 5/7/18	Mon 5/7/18
2.4 POS installation	1 day	Mon 5/7/18	Mon 5/7/18
2.5 Security requirements	1 day	Mon 5/7/18	Mon 5/7/18
2.6 Document specifications	1 day	Tue 5/8/18	Tue 5/8/18
2.7 Send for approval	1 day	Wed 5/9/18	Wed 5/9/18
2.8 Milestone 2: Restaurant equipments and accessories identified	0 days	Wed 5/9/18	Wed 5/9/18
3.0 Process Implementation	10 days	Thu 5/10/18	Wed 5/23/18
3.1 Renovation of the café	5 days	Thu 5/10/18	Wed 5/16/18
3.2 Identify any deviation	2 days	Thu 5/17/18	Fri 5/18/18
3.3 Make changes	3 days	Mon 5/21/18	Wed 5/23/18
3.4 implement the changes	3 days	Mon 5/21/18	Wed 5/23/18
3.5 Milestone 3:Internal renovation completed	0 days	Wed 5/23/18	Wed 5/23/18
4.0 kitchen and other equipments	4 days	Thu 5/10/18	Tue 5/15/18
4.1 kitchen supplies	2 days	Thu 5/10/18	Fri 5/11/18
4.2 Kitchen equipments installation	2 days	Thu 5/10/18	Fri 5/11/18
4.3 office equipments	1 day	Mon 5/14/18	Mon 5/14/18
4.4 uniforms	1 day	Tue 5/15/18	Tue 5/15/18
4.5 Milestone 4: Kitchen equipments added	0 days	Tue 5/15/18	Tue 5/15/18
5.0 Marketing and promotion	7 days	Wed 5/16/18	Thu 5/24/18
5.1 Developing content and logo	3 days	Wed 5/16/18	Fri 5/18/18
5.2 Menu layout and printing	1 day	Wed 5/16/18	Wed 5/16/18
5.3 promotion	7 days	Wed 5/16/18	Thu 5/24/18
5.4 P.R. selection	7 days	Wed 5/16/18	Thu 5/24/18
5.5 Advertising	7 days	Wed 5/16/18	Thu 5/24/18
5.6 Milestone 5: Marketing and promotion completed	0 days	Thu 5/24/18	Thu 5/24/18
6.0 Monitor and Control	11 days	Fri 5/25/18	Fri 6/8/18
6.1 Defining the performance indicators	1 day	Fri 5/25/18	Fri 5/25/18
6.2 Monitor and Measure performance	3 days	Mon 5/28/18	Wed 5/30/18
6.3Identify scope creep	3 days	Thu 5/31/18	Mon 6/4/18
6.4 Control deviation	4 days	Tue 6/5/18	Fri 6/8/18
6.5. Milestone 6: Control phase completed	0 days	Fri 6/8/18	Fri 6/8/18

 

Project budget will define the overall budget of the project along with the cost of each task along with the resources that has been allocated to them (Klingebiel and Rammer 2014).  The budget for this budget is the forecasted which has been developed by taking into account the optimal conditions. The budget for the current project is described in the table below and also highlights the slack in each of the tasks. The business plan developed for the project will be sent to potential investors and banks. The business plan will consist of the cash flow statement, budget and break even analysis. This will facilitate in gaining potential investors from the market.

Task Name	Resource Names	Cost	Total Slack
Restaurant renovation plan		$14,620.00	0 days
1.0 Interior design		$1,728.00	0 days
1.1 Identify the changes required for modernization	Livia, Project Manager, Salvo	$320.00	0 days
1.2 Develop requirements for internal renovation	Project Manager, interior designer, Livia, Salvo ,technical engineers	$504.00	0 days
1.3 Discuss with the stakeholders	Livia, Project Manager, interior designer, Ingrid, Salvo	$560.00	0 days
1.4 Modify the requirements if needed	Project Manager	$160.00	22 days
1.5 Document specifications	interior designer, technical engineers	$184.00	22 days
1.6 Deploy the specifications		$0.00	22 days
1.7 Milestone 1: Interior design specification prepared		$0.00	22 days
2.0 Restaurant equipment’s and accessories		$668.00	0 days
2.1 Identify the furniture required	interior designer, Salvo	$200.00	0 days
2.2 Lighting requirements	interior designer	$60.00	0.5 days
2.3 Décor items	interior designer	$120.00	0 days
2.4 POS installation	technical engineers	$64.00	0 days
2.5 Security requirements	technical engineers	$64.00	0 days
2.6 Document specifications	Team Manager	$80.00	0 days
2.7 Send for approval	Team Manager	$80.00	0 days
2.8 Milestone 2: Restaurant equipments and accessories identified		$0.00	0 days
3.0 Process Implementation		$3,920.00	12 days
3.1 Renovation of the café	equipment[1],interior designer, labours, technical engineers	$3,120.00	12 days
3.2 Identify any deviation	Project Manager	$320.00	12 days
3.3 Make changes	interior designer	$360.00	12 days
3.4 implement the changes	labours	$120.00	12 days
3.5 Milestone 3:Internal renovation completed		$0.00	12 days
4.0 kitchen and other equipment		$2,504.00	0 days
4.1 kitchen supplies	Livia, Salvo	$320.00	0 days
4.2 Kitchen equipment installation	labours	$80.00	20 days
4.3 office equipment	labours, technical engineers	$104.00	0 days
4.4 uniforms	equipment[1]	$2,000.00	0 days
4.5 Milestone 4: Kitchen equipment added		$0.00	0 days
5.0 Marketing and promotion		$3,880.00	0 days
5.1 Developing content and logo	Ingrid	$360.00	4 days
5.2 Menu layout and printing	Marketing equipment[1]	$1,000.00	6 days
5.3 promotion	Ingrid	$840.00	0 days
5.4 P.R. selection	Ingrid	$840.00	0 days
5.5 Advertising	Ingrid	$840.00	0 days
5.6 Milestone 5: Marketing and promotion completed		$0.00	0 days
6.0 Monitor and Control		$1,920.00	0 days
6.1 Defining the performance indicators	Project Manager, Livia, Salvo	$320.00	0 days
6.2 Monitor and Measure performance	Project Manager	$480.00	0 days
6.3Identify scope creep	Project Manager	$480.00	0 days
6.4 Control deviation	Project Manager	$640.00	0 days
6.5. Milestone 6: Control phase completed		$0.00	0 days

The resource plan will define the different resources that are needed along with the individual cost of each of the resources, the total time span of each of the resources along with the overall cost of each resource. The resource plan for the current has been described below:

Name	Start	Finish	Cost	Remaining Work
Salvo	Wed 02-05-18	Fri 25-05-18	$560.00	56 hrs
Livia	Wed 02-05-18	Fri 25-05-18	$480.00	48 hrs
Project Manager	Wed 02-05-18	Fri 08-06-18	$2,720.00	136 hrs
interior designer	Thu 03-05-18	Wed 23-05-18	$1,620.00	108 hrs
labours	Thu 10-05-18	Wed 23-05-18	$440.00	88 hrs
Ingrid	Fri 04-05-18	Thu 24-05-18	$3,000.00	200 hrs
technical engineers	Thu 03-05-18	Wed 16-05-18	$640.00	80 hrs
Team Manager	Tue 08-05-18	Wed 09-05-18	$160.00	16 hrs

Risk management

Type of risk	Risk Description	Probability	Impact	Risk reduction Strategy	Contingency Plan
		High	Medium	Low	Performance	Cost	Time
External	Delay in receiving materials from the suppliers		yes				yes	This can be avoided by developing an effective inventory management plan so that there is no shortage of supplies for executing the project.	The project team will have to add buffer time to each of the task so that even if there is shortage of inventory, it would not affect the time span of the project.
External	Unanticipated  issue		Yes		yes	yes	yes	There are issues which cannot be anticipate which could consist of changes in rules and regulation in the industry. This can be minimized by keeping clear knowledge about the external environment of the organization.	The project team will have to develop a risk register which will consist of identifying the external factors that will affect the project.
Internal	Scope creep	Yes			yes	yes	yes	The changes in the deliverables should be accepted at the initial phase of the project so that there is no change in the later stage. Therefore, the product specifications will have to be confirmed before commencing with the other phases.	The project team may use agile methodology instead of using the waterfall methodology.  This will ensure that the project team to incorporate changes to all stages.
Internal	Delay in installation of the equipments	Yes				yes	yes	The delay in installation of the equipment can be reduced by developing an effective communication which will enable them to understand the different phases and aware of the timeframe of each of the tasks.	The project tae could include a buffer time to each of this phases so that the slack in each of the stages can be effectively used to manage the timeframe.

The project control and monitoring will consist of developing an effective quality management plan which will be providing reference systems for monitoring the plan.  This will consist of different initiatives such as quality control, developing communication plan, benchmarking and setting up different standards and cost benefit analysis (Binder 2016). This will also consist of developing an effective risk management plan along with defining the quality metrics of the project. The project manager will also have to monitor the over allocation of resources and identify the critical and non critical task to reduce the cost.  The allocation of extra resources to the non-critical tasks means that the cost will increase in case of the activity such as 1.4 to 1.6. The increase in resources will not reduce the timeframe of the overall project so this an unnecessary cost for a project of small magnitude. Therefore, the allocation of resources in non-critical tasks will have to be reduced so the budget can be reduced to increase the feasibility of the project.

Policy/Directive/Standard/etc	Reference	Comment
Communication plan	Meetings	The communication plan will define the schedule of the meetings that will have to be conducted for developing the management plan effectively. Communicating status of the project and the tasks will be essential for identifying the success of the project. This will also facilitate in team bonding and developing awareness among the stakeholders about their project role.
Cost of quality	Quality metrics	The project manager will have to define metrics for measuring each of the tasks and deliverables which will enable them to benchmark each of the activity. This will consist of defining the required output and constant comparison of the output that is received to develop an effective management of the project.
Cost benefit analysis	Project management plan	The project manager will measure the overall cost of the project and the benefits that can be obtained from the successful completion of the project to define the required output to achieve success.
Benchmarking	Scope Creep	The scope creep is one of the most common phenomenons in a project where there is deviation of output from the original output. The project manager will have to set a baseline for each of the tasks and this can be considered as benchmarking of the tasks in the project.  This will ensure that the project team can monitor and control the project requirement without any complexity.

Conclusion

The project management plan that has been developed cannot be effectively executed without the guidance of the project manager. The project manager will be able to make changes to the tasks and identify whether the tasks are critical and non critical. The understanding of the tasks will enable to manage the schedule effectively and make necessary changes based on the risk factors. Therefore, the importance of the project manager in revamping the cafe is extremely high and the stakeholders should consider this project charter before making their decision.

References

Bentley, C., 2015. The PRINCE2 Practitioner: From Practitioner to Professional. Routledge.

Binder, J., 2016. Global project management: communication, collaboration and management across borders. Routledge.

Chow, A.F., Woodford, K.C. and Lambe, N., 2014. Using project deliverables and project management for timely completion of student projects. Journal of Emerging Trends in Economics and Management Sciences, 5(3), p.323.

Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management. Project Management Institute.

Frank, L.H., Koenig, P.R. and Srivastava, S., 2017. Connecting milestones to observable clinical performance through standardized pediatric cardiology rotation evaluations: Report and reflections on a novel pilot project. Progress in Pediatric Cardiology, 44, pp.11-15.

Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach. Routledge.

Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Klingebiel, R. and Rammer, C., 2014. Resource allocation strategy for innovation portfolio management. Strategic Management Journal, 35(2), pp.246-268.

Shiohama, R., Washizaki, H., Kuboaki, S., Sakamoto, K. and Fukazawa, Y., 2016. Investigating the relationship between project constraints and appropriate iteration length in agile development through simulations. International Journal of Computer Applications in Technology, 54(4), pp.311-322.