PM665 CTU Company Sucess Quality Care Plan Discussion

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PM 665

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You will now complete the Project Closing section of your Project Charter/Project Management Plan. You will finalize the project and discuss the closing processes. Assume the project can be closed.

Update your existing project management plan to reflect the following:

  • Discuss how the deliverable will be accepted by the customer/client.
  • Discuss the process for closing the project management plan.
  • Explain how the procurement contracts will be closed.
  • Provide a Lessons Learned section to include any information related to the project that could help in future projects.

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Running header: PROJECT CHARTER/PROJECT MANAGEMENT PLAN PM665 Project Management Capstone Professor G, H, Jones, SR Project Charter/Project Management Plan Opening a Restaurant John Sanchez 27 January 2021 1 PROJECT CHARTER/PROJECT MANAGEMENT PLAN 2 Contents 1.0 Project Initiating ..................................................................................................................... 3 1.1 Project Charter .................................................................................................................... 3 1.1.1 Project Justification ....................................................................................................... 3 1.1.2 Aligning the Project to Organizational Strategy ................................................................. 4 1.1.3 Identification of Stakeholders.......................................................................................... 5 2.0 Project Planning ...................................................................................................................... 6 2.1 Defining the Scope............................................................................................................... 6 2.2 Work Breakdown Structure................................................................................................... 6 2.3 Project Schedule .................................................................................................................. 8 2.4 Project Budget....................................................................................................................11 2.5 Communications Matrix ......................................................................................................12 2.6 Risk Identification ..............................................................................................................13 3.0 Project Executing and Monitoring and Controlling .....................................................................14 3.1 Manage Quality & Perform Quality Assurance .......................................................................15 3.2 Develop & Manage the Project Team ....................................................................................16 3.3 Conduct & Control Procurements .........................................................................................17 3.4 Control Costs .....................................................................................................................18 3.5 Risk Control ......................................................................................................................19 References ..................................................................................................................................21 PROJECT CHARTER/PROJECT MANAGEMENT PLAN 3 1.0 Project Initiating 1.1 Project Charter 1.1.1 Project Justification In this project, there is a proposal to open and launch a new restaurant in the local community. In the current setting, opening new businesses is deemed to be beneficial not only to the owners but also to the immediate community members. With the current tough economic times, it is justifiable to open a new restaurant since it creates employment opportunities for the community members. The new restaurant will require employees including waiters or waitresses, the kitchen staff, managers, and security guards among others, and this is deemed to improve the overall living conditions of the community members. It is also important to open the restaurant because it boosts the tourism industry. The tourism industry is one of the major contributors to the economic growth of many countries in the world. Local and international tourists would be able to enjoy the services of your restaurant. Additionally, the restaurant would be able to encourage cultural diversity among the people (William, 2021). The various types of food and drinks from different cultures around the world that will be served at the restaurant will encourage cultural diversity and interactions among different cultures. These will help people to appreciate different cultures of people within the country or internationally. Additionally, opening the restaurant will be important because it will be able to contribute to the government’s revenue. Taxes collected by the government are important because they help to support the government’s projects which are eventually beneficial to citizens. PROJECT CHARTER/PROJECT MANAGEMENT PLAN 4 1.1.2 Aligning the Project to Organizational Strategy The anticipated restaurant project implementation is aligned with the strategic plan of the organization in many ways. First, the project would be key in implementing the organization’s long term strategic plan since it would ensure that the employees and other stakeholders of the organization are actively working hard towards achieving a common goal. This is because the project would involve a lot of collaborative work in planning, evaluation, executions, and review of its implementation. While opening the new restaurant there would be a programmed laid out to sustain the independent operations of the restaurant while still focusing on the organization’s overall improvement. The core goals set for the organization revolve around productivity, profitability, customer, and employee satisfaction. This should be achieved by improving customer service and attendance while also setting the restaurant’s priorities. It is worthwhile to note that the opening of the new restaurant is not only crucial to the owners and its stakeholders but also to the community at large, and hence the strategic plan for the restaurant should revolve around helping the community members, prioritizing quality customer service, and providing a conducive working environment for the employees (Razinkova, 2020). Additionally, the strategic plan would provide a clear direction on the kind of services to offer in the restaurant. These can range from eateries, and bars among others. For example, one of the strategies to employ could be the foods and drinks to serve the customers which could market the restaurant is by providing a unique and tailor-made menu with a wide range of foods and drinks to choose from (Van Gelderen et al., 2005). Essentially, whilst offering quality services, the restaurant is supposed to cater to the needs of the employees, customers, stakeholders, and still contribute to the organization’s objectives in the long run. PROJECT CHARTER/PROJECT MANAGEMENT PLAN 5 1.1.3 Identification of Stakeholders It is apt to indicate that opening a restaurant is a collaborative aspect, and hence the new restaurant would require stakeholders for it to start its operations. The stakeholders of this project would include the executive board members, mid-level management, servers, and any other interested partners, including the project sponsor. The role of the management would be to ensure the day-in-day-out restaurant operations are running smoothly. The executive board should include the restaurant CEO, the board of members and the official restaurant sponsors. All the stakeholders should work synchronously to ensure that the restaurant’s goals and objectives are met. In any successful restaurant, there are responsive and productive servers who serve the customers. Their work includes taking orders, answering questions asked by customers about the menu and food, selling the restaurant’s food and drinks, taking payments, communicates orders with the kitchen staff, seating customers, and helping with customer service. The project sponsor, who is responsible for signing the project charter, should be actively sought out to drive the restaurant towards the achievement of its long-term goals. The sponsor should provide start-up capital for the restaurant to start its operations. The sponsor is also expected to provide guidance and any additional expertise that is required to run the restaurant competitively. Moreover, they bear the role of championing the restaurant’s operations, mainly marketing it, promoting it, and seeking to expand its presence in the market. With all these project stakeholders working hand in hand, the project is deemed to have a strong foundation for success in the current competitive hotel industry. PROJECT CHARTER/PROJECT MANAGEMENT PLAN 6 2.0 Project Planning 2.1 Defining the Scope. The project aims to launch a new restaurant in the local community to create employment opportunities. Economic tension is found everywhere, and the world is passing through the age of competition. It is one of the dream projects to cook the food, feed the people, and be the source of employment. No doubt, the business setups are not easy to initiate, but the objectives are clear. The economic tension has compelled everyone to think about the new business, and it is one of the good times to open a restaurant. People love to eat, and they prefer good food to eat. As far as the scope of a food restaurant is concerned, food restaurants' idea is getting stronger. The competition is getting stronger, and people love how the restaurants present the food and bring innovation for the customers. one thing should always be remembered that the scope has to be developed by the stakeholders and organize themselves. If the company works hard, there will be massive room for success. If the company ignores the feature of loyalty and hard work, no scope will work. 2.2 Work Breakdown Structure The work breakthrough structure is essential for an organization. I have decided on the above WBS for my project because of its importance. Certain things are crucial, and they have a high position in WBS. The others are important, but they are secondary as they can be placed in lower classes. All the tasks and activities are essential but work or activities are decided based on their preference. The lower-level activities are to be performed once the higher level is PROJECT CHARTER/PROJECT MANAGEMENT PLAN 7 completed, or sometimes, the positions at the higher level are further sub divided at lower levels. I have decided to give extreme importance to food and operations. I know many other tasks require my attention, but I think the customers come to the restaurant to eat the delicious food, and it is their right to be served by the tempting food. The operations are necessary too because if the environment and ambiance are not right, customers will not be attracted. There will be no use of marketing and all other functions. So, it is essential to prefer these two functions (Torkanfar and Azar, 2020). PROJECT CHARTER/PROJECT MANAGEMENT PLAN 8 2.3 Project Schedule 1. Resourcing 21-01-2021 30-01-2021 The first step is to allocate the resources. It is to be decided what kind of resources are needed to start the restaurant. It is also required to know what resources will be beneficial in the future. 2. Budget 30-01-2021 01-02-2021 Preparation The budget is the most important thing to know for the company. If the resources exceed the store, the plan needs to be changed. It is to be remembered projects are that successful following the resourcing. 3. Marketing 01-02-2021 15-02-2021 Almost half of the success of a project depends on marketing. The social media forums will be used for the marketing. If good marketing will be done, it is PROJECT CHARTER/PROJECT MANAGEMENT PLAN 9 expected that more customers will be attracted. 4. Product Designing 01-02-2021 15-02-2021 Product designing, especially the broachers and digital stuff for marketing, is an important task, so it is a necessary process. 5. Menu Decision 01-02-2021 15-02-2021 The menu is the backbone of the project management. The people come to the restaurant to enjoy the delicious food. The management and organization must decide the menu carefully. 6. Meetings employees with 01-02-2021 15-02-2021 Communication is the key to success. If there is a lack of coordination between the employees and management, the organization cannot succeed. It is essential for the organization how many employees are to be hired and what their position will be? After this decision, it will be easy for the managers to PROJECT CHARTER/PROJECT MANAGEMENT PLAN 10 communicate and devise a better plan. So, meeting with employees is significant for the success of the organization. 7. Operations 01-02-2021 15-02-2021 The operations are an eternal debate, and these start from the first day and continues onwards. We cannot decide that when the operations have to end. The dates mentioned are for the initial operations necessary for the restaurant's opening. Once the restaurant is opened, the nature of operations will be changed. 8. Facilities decisions 01-02-2021 15-02-2021 The customers love to choose the restaurants that give them different incentives. The young generation loves to go to economic places, so it is essential. PROJECT CHARTER/PROJECT MANAGEMENT PLAN 9. Process of 01-02-2021 15-02-2021 logistics 11 The logistics method is also the same as that of operations and will continue onwards. 10. Restaurant 01-02-2021 15-02-2021 Registration The most important thing is to get registration. The formalities will be completed in fifteen days, and it will take 2-3 months to complete the registration. 2.4 Project Budget The following budget is needed for the design of the whole project. It is an excellent approach to define the budget in the beginning. It gives an idea of the resources required and the amount of budget needed. So, all the factors should be kept in mind while designing the store. The budget should be prepared by taking all the board members' decisions and suggestions. Collaboration is necessary to get better results. Activities Budget ($) Electricity 100 Labor 300 Rent 200 Food material 375 Gas 50 PROJECT CHARTER/PROJECT MANAGEMENT PLAN Employees’ salaries 500 Infrastructure 450 Marketing 300 Logistics 200 12 All these budget activities are designed by looking into a restaurant's work. Though it will be a new set up, it is essential to give a good impression on the clients. We must design a reasonable budget and provide the customers' right food products. Moreover, it is also required for us to know how the future budget can be enhanced and how the maximum profit can be gained (Rahimi and Kozak, 2017). 2.5 Communications Matrix There are four stakeholders identified yet in the project. The first stakeholder of the project is the CEO, who is the restaurant owner. He must give instructions and must make decisions about the projects. The high management also includes sponsors who must fund the restaurant (Ettinger et al., 2018). The content that is to be provided is about the upcoming projects and the plans needed for the further activities. They are contacted twice a month to update them about the hotel. The board of directors includes the managers, and they have to look at the whole system. The employees and managers must be communicated daily. They are required to update the higher management about the project. PROJECT CHARTER/PROJECT MANAGEMENT PLAN •High Management 13 •Mid level Management CEO Board of members Employees Sponsers •Low level management •High Management 2.6 Risk Identification There are always certain risks in the projects, and these risks are to be improved. The first risk is the lack of budget. The budget should still be following the plan. If the budget is less, the whole system will be disturbed (Brown et al., 2017). Moreover, the other risks are low quality of food, low-quality operations, and the last thing but the most important is coordination. All the risks can be managed by coordination among the management. It is better to have good coordination to build a better system. The excellent food and the delicious products should be a priority. The reason is the attitude and reaction of customers. Nothing matters much other than the likings and disliking of customers. If customers do not like the organization, it cannot succeed and vice versa (Nguyen et al., 2017). PROJECT CHARTER/PROJECT MANAGEMENT PLAN 14 3.0 Project Executing and Monitoring and Controlling Introduction The business needs to be looked after and monitored for success. Monitoring and evaluation are the key indicators for the success of a company. As the startup is new and I have already plan to start it on a large scale, I must execute a monitoring and evaluation plan. The monitoring and evaluation keep the investors and managers alert about the company's situation and informs them of any improvement if needed. If the monitoring is not done for the company's project, there will be no idea whether it leads in the right direction. My colleagues have suggested me some techniques for monitoring and evaluating operations in the company, I have come up with a detailed plan for the performance analysis (Alles, 2018). The monitoring and evaluation requirements to analyze employees' performance, profit sales, income, output, operations management, and the overall result of strategies implemented in the company. If the evaluation's result is satisfactory, the current techniques can be continued in the long run. If these are not up to the mark and the company is not satisfied, these should be changed. I have planned the following procedures and processes for the hotel management project (Nguyen, 2018). PROJECT CHARTER/PROJECT MANAGEMENT PLAN 15 3.1 Manage Quality & Perform Quality Assurance The quality of operation and procedures are managed with the help of different tools and technologies. I have decided to implement the internal quality audit and check sheet management tool. The audit is the process by which the quality of operations is checked. The audit ensures if any of the problems exist in operation. It enables to see employees' performance between the duration from the previous audit to the next audit. The internal and external audits help the managers know the problem in the operations (Filippiadis, 2017). Once the problem is identified, the improvements are made. The quality audit has four steps: • Planning is done to execute the activities and implement the policies in future with the help of the CEO, stakeholders, and employees • The teamwork prepares to implement the policies • The activities are executed and become functional • The follow up is taken to check whether the activities are executed following the policies or need any improvement. A checklist sheet is the management tool that lists all the procedures and activities. The auditor must report to the managers about the execution of employees' activities and performance (Femmer, 2017). PROJECT CHARTER/PROJECT MANAGEMENT PLAN 16 3.2 Develop & Manage the Project Team I have decided to implement the Hertzberg theory to motivate the employees. I cannot expect the success of the hotel without the collaboration of the team. If the team is performing well and it is coordinating, the results can be useful. There are two factors in Hertzberg's theory, i.e. motivation factors and hygiene factors. I will try my best to implement the motivation factors so the employees may work harder and contribute to the hotel's success. The motivation factors say that the employees should be appreciated and should be respected. I have learned a rule from my father that we cannot ask anyone to do a good duty or expect good work from him if we do not appreciate him. I will implement this rule in my project. All the employees will be appreciated and respected. The hygiene factors like discomfortable environment, lack of satisfaction and lack of guidance will be avoided. The team will be guided and taught all the necessary steps to be like a team. I will implement the reward theory in the project to ensure that the employees who perform up to the mark will have the opportunity to get a promotion and bonus (Hsiao, 2017). PROJECT CHARTER/PROJECT MANAGEMENT PLAN 17 3.3 Conduct & Control Procurements The following is the list of items needed for the hotel management project and the types of vendors and contractors. Infrastructure I intend to buy the whole infrastructure at the start, and I will hire a permanent contractor for the purpose. There will be a deal with him that he will provide anything we need. Bathroom A permanent contractor will be hired to get the accessories like soaps, accessories napkins and towels. Kitchen The kitchen accessories are needed because most of the work is done in the accessories kitchen, so a regular and permanent contractor will be hired. Menu cards and I already have mentioned the media manager's duties, and if he needs software anything regarding his work, I will recommend buying online. accessories Food items The food items are needed daily because the hotel cannot run without fresh ingredients. So, the permanent contractor will be in contact, and he will bring the food items daily. Meat The permanent contractor will deliver all types of meat because it will be needed daily. Delivery boys The vendors and delivery boys are needed to drop the orders and in case of any urgency. PROJECT CHARTER/PROJECT MANAGEMENT PLAN 18 3.4 Control Costs The cost analysis must be determined after every month to know whether the operations and activities occur within the budget. An expected profit is kept in mind, and sales are generated. If the sales become less and a massive input in the form of investment and other expenses, it means that cost analysis is not effective. Practical and useful methods should be used to perform the cost analysis. Cost analysis ensures the company is going in the right direction, or if there is any need for improvement, a cost analysis can better guide. I have decided to implement the technique of forecasting for the cost analysis. Straightline forecasting and moving average forecasting will be used. The straight-line forecasting will determine the future costs and revenue according to the historical data of the company's profile. The moving average will predict the future costs from 3 months and five months of past performance. The moving average forecasting seems better to me, and I will assign my audit team the duty to perform the cost analysis. The other methods are also available, but I feel comfortable with them (Kim, 2016). PROJECT CHARTER/PROJECT MANAGEMENT PLAN 19 3.5 Risk Control The hotel management project's possible risks are the short circuit, physical injury, mechanical injury, electricity shortage, lack of gas, insufficient food items, employee turnover, conflict among employees, and many others. The risks are common to a business project, and as it is a hotel, so I am ready to face different risks ahead. The important thing is to manage the risks effectively (Research, 2016). There are various techniques to manage the risk, and I have chosen risk assessment for the follow up of risks. Identification The risk is identified to know the severity and type of risk. The types of risks have already been mentioned. People involved The next step is to know the people involved likely to be harmed or the procedures that have created the problem. Evaluation The risk is evaluated, and precautionary measures are decided. For example, if a short circuit occurs, the precautionary measure will be effective wiring to avoid it in future. Record The risk findings should be recorded, and these should be reported to managers to get the best suggestions. Assessment The risk assessment is updated, and stakeholders' opinions are taken to avoid such incidents in the future. PROJECT CHARTER/PROJECT MANAGEMENT PLAN 20 3.6 Manage Stakeholder Engagement It was identified that there are four key stakeholders for the hotel project and all of these four are essential. They have their roles, and once all of them fulfill their roles, the project will go beyond expectations. As I will launch this project, I will act as CEO and direct the managers to report me regularly. The sponsors and the managers are the basic people who are to be involved. The sponsors will be invited to meetings, and they will be sent updates about our upcoming events. They will be encouraged to sponsor the events or the innovation of our hotel. They will be engaged in the time needed and their feasibility. The managers have to be in contact with the hotel daily. Without them, the system cannot run effectively. The last stakeholders are the employees who have to manage everything and work. They have to perform their duty daily and have to update the performance of the managers. I believe that teamwork is the most important element of success in a project, and if the team does not work in a unit, the chances of success will be fewer. The stakeholders will be engaged at all levels. Conclusion: Summing up, the monitoring and evaluation is a difficult job. Being the owner, I have designed the plan, and I hope it will go well for the hotel, but the consequences may vary. I have thought of the alternative of all the procedures because of the various circumstances. The monitoring and evaluation require analyzing employees' performance, profit sales, income, output, operations management, and the overall result of the company's strategies. If the evaluation's result is satisfactory, the current techniques can be continued in the long run. If these are not up to the mark and the company is not satisfied, these should be changed. The successful PROJECT CHARTER/PROJECT MANAGEMENT PLAN 21 team leader is the one who knows how to take the team in coordination. The teamwork will be implemented in the organization, and it will be a huge success. The organizers should be ready for the best and worse circumstances and should act accordingly. References Louie, William. (2021). Restaurant planning and design /. https://www.researchgate.net/publication/35612064_Restaurant_planning_and_design Van Gelderen, M., Thurik, R., & Bosma, N. (2005). Success and Risk Factors in the Pre-Startup Phase. Small Business Economics, 24(4), 365-380. Retrieved January 14, 2021, from http://www.jstor.org/stable/40229430 Razinkova, M.. (2020). Stages Of Marketing Planning In Restaurant Business. Ekonomika ta derzhava. 62.10.32702/2306-6806.2020.2.62. https://www.researchgate.net/publication/339745579_STAGES_OF_MARKETING _PLANNING_IN_RESTAURANT_BUSINESS Brown, N. A., Rovins, J. E., Feldmann-Jensen, S., Orchiston, C., & Johnston, D. (2017). Exploring disaster resilience within the hotel sector: A systematic review of the literature. International Journal of Disaster Risk Reduction, 22, 362-370. PROJECT CHARTER/PROJECT MANAGEMENT PLAN 22 Ettinger, A., Grabner-Kräuter, S., & Terlutter, R. (2018). Online CSR communication in the hotel industry: Evidence from small hotels. International Journal of Hospitality Management, 68, 94-104. Nguyen, D. N., Imamura, F., & Iuchi, K. (2017). Public-private collaboration for disaster risk management: A case study of hotels in Matsushima, Japan. Tourism Management, 61, 129-140. Rahimi, R., & Kozak, M. (2017). Impact of customer relationship management on customer satisfaction: The case of a budget hotel chain. Journal of Travel & Tourism Marketing, 34(1), 4051. Torkanfar, N., & Azar, E. R. (2020). Quantitative similarity assessment of construction projects using WBS-based metrics. Advanced Engineering Informatics, 46, 101179. Alles, M. B. (2018). Continuous Monitoring of Business Process Controls: A Pilot Implementation of a Continuous Auditing System at Siemens1. In Continuous Auditing. Emerald Publishing Limited. Femmer, H. F. (2017). Rapid quality assurance with requirements smells. Journal of Systems and Software, 190-213. Filippiadis, D. K. (2017). Cirse quality assurance document and standards for the classification of complications: the course classification system. Cardiovascular and interventional radiology, 1141-1146. Hsiao, A. M. (2017). Organizational ethnic diversity and employees’ satisfaction with hygiene and motivation factors—a comparative IPA approach. . Journal of Hospitality Marketing & Management, 144-163. PROJECT CHARTER/PROJECT MANAGEMENT PLAN 23 Kim, B. K. (2016). Analysis of satisfiers and dissatisfiers in online hotel reviews on social media. International journal of contemporary hospitality management. Nguyen, N. M. (2018). Effectuation in projects: The influence of business case-control, portfolio monitoring intensity and project innovativeness. International Journal of Project Management, 1054-1067. Research, J. o. (2016). Hernández-Perlines, F. Entrepreneurial orientation in hotel industry: Multi-group analysis of quality certification. . Journal of Business Research, 4714-4724.
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