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Project Management Assignment: Project Planning For Seven Seeds Coffee Roasters

Question

Task:
Individually, in this project management assignment, you are required to prepare an eight-page project management plan for a company. In analysing the organisational factors that promote effective project management, students will also consider factors that may give rise to ethical compromises.

Answer

Executive Summary
The project explored in this project management assignment has been based on the new office opening of the Seven Seeds Coffee Roasters in Canberra, Australia. This project has developed a business profile at the initial stage with the main operations and products of the company. After that project scope and main purpose of developing this project has been identified. This study has identified the budget and important cost factors and monitoring activities that the company need to perform for effective project success. This study has also identified the team building and payment structure for the employees in the new office with the working schedule. After that, project resources and procurement activities for the suppliers of Coffee beans have been described in detail. This study has also included work breakdown with the main operations, time plan and specific works for the new office in the selected location and other diagrams have also been attached in this study. This study has divided major risks into internal and external risks for the project and company with their likelihood and severity levels have been projected in this study. Results of this study has been indicated to the fact that Seven Seeds Coffee Roasters is quite equipped and ready for the new office expansion project for their Coffee and other services.

Overview of the company
Situated in Melbourne, Australia, the Seven Seeds Coffee Roasters is a micro roaster, retailer, and café-based company. This organization has been doing business in sourcing, importing, reasting and sell best possible coffees all over Australia and overseas (sevenseeds.com.au, 2021). This company target to manage close communication with the coffee beans suppliers and producers as well as regularly travel to different origin to work on acquiring best coffee. The café serves the brewed and roasted coffee to the consumers. The essentials for the business operation include funding needs for the new office. The opening cost will be $131,500 and the capital is calculated $101,500. The resources or supply of raw materials would be locally managed.

Operations of the company
The main products or offerings of this company include Roast-to-order Coffee, Seven Seeds Merch, Brew Kit and Café. The famous products in this company are Beef Brisket Hash, Waffle, Mocha, Soy Latte, French Toast, Hot Chocolate, and others. Around $50 is charged for two consumers per servings (sevenseeds.com.au, 2021). This company is also very active in online deliveries and partnerships with popular online selling platforms such as Amazon. This company also directly sell their products to the consumers through online ordering facilities and order over $100 will get delivered to homes.

Project purpose
This project has been prepared for the decisions of Seven Seeds Coffee Roasters to open a new office in Canberra. The company has been targeting to attract regular consumers in the Canberra area for the take-out and deliveries in the initial year of their opening (Bell & Ross, 2018). This project will also focus on providing the consumers with best roasted coffee at an affordable cost, and offer effective customer services, measured by minimum five percent annual sales increase and consumer complaints low than one percent.

Project scope
The new office opening project scopes are listed below;

  • Effective product line and services, which would develop and maintain consumer loyalty
  • Seven Seeds Coffee Roasters new office location would assure higher business visibility and higher flow of consumers
  • Effective management capability to efficiently running a common café atmosphere
  • The commitment to continuous development and total quality services

Opening new office budget
After discussing many months searching for a good location, the Seven Seeds Coffee Roasters has decided to lease a suitable commercial space in Canberra. The new office opening capital would be utilized for regulatory costs, kitchen inventories, tools, packings and ither materials with insurance, rent level, marketing on hand at the new office opening, as detailed in the organization detail segment of this planning (Ho, 2018). The company has calculated total new office opening expenses around $131,500. The numbers in this current project and the investment are meant for reflecting these calculations. Seven Seeds Coffee Roasters capital would be $101,500.

New Office opening

Needs

New office opening costs

Regulatory

$1200

Kitchen inventories

$6000

Packing items

$1500

Café equipment

$20000

Insurance

$1500

Marketing

$1800

Rent

$2000

Other costly tools

$5000

Company signs

$3000

Permits

$1500

Office supplies

$1000

Other

$3000

Total                                                          $47500

New office assets

Cash needed

$10000

New office inventory

$15000

Other recent assets

$9000

Longer term investors

$50000

Total

$84000

Total needs

$131500

Table 1: Cost table
(Source: Created by the learner)

Monitoring Activities
Project monitoring suggests to the procedure of keeping track of all project associated metrics involving team performance, operation duration, underlying important problem as well as taking steps important for making sure that the project is as per scope, on budget and the timeline (Galante, La Fata & Passannanti, 2019).

This new office opening project for Seven Seeds Coffee Roasters will follow the internal monitoring process. Core activities and particular operations are listed below;

Core activities

Main Operations

Product or service making

Coffee beans purchasing

Coffee brewing

Deliveries

Selling

Marketing

Identifying consumers

Advertisement

Training of employees

Support

Observing new office running procedure

(Directly associated to coffee making and selling both online and offline)

Table 2: New office internal monitoring process
(Source: Created by the learner)

Project management methodology
This project will follow the waterfall methodology for finishing all tasks. The stages are listed below;

waterfall methodology in project 1

Figure 1: The waterfall methodology for the project
(Source: Andrei et al., 2019)

As per the above framework, this project will follow the same sequence in finishing all the project (new office opening) related tasks. It could be said that the business owner will develop the project case or the specific needs of the new office in Canberra. After that, the target market in the area will be identified and it has been identified that the business or café concept will follow the same concept in Melbourne (Suhud et al., 2020). There will be no change in the new office concept. This has been done for the convenience of the customers and for the online consumers who are used to the old service and product concept of the company. After that, new office opening works will be done. In this regard, the resource management works will be done. After finishing all these works, opening of the new office would be done in the selected area. Maintenance process will be a continuous process and the maintenance surveillance will go on for one year of opening the new office.

Project resources
Under project resources, human resource planning and facilities analysis will be done.

Facilities for the new office
The Seven Seeds Coffee Roasters’ chosen location is very effective, offering higher visibility, higher traffic, as well as a higher flowing of consumers wishing to stop at the café. As per, the rent, which was considered for in this planning is high than in other places of this city. Other benefits of the selected location involve:

  • Good place for parking, extra storage and garages exists
  • Effective central location with easily accessibility to main destinations, transport, and freeways (Melton & Meier, 2017)
  • Shortage commute to main staff in Canberra
  • Higher flow of walkers
  • A current commercial area after the pandemic situation where many consumers could be attached by the café at the centre

Human resources
The staff planning suggests the requirement for bolstering the skills to reach the positioning plan of the new office. Seven Seeds Coffee Roasters would include the below employee:

  • Manage in the new office
  • Coffee makers
  • Two main kitchen staff
  • Part-timers

As the previous locations, the team of seven capable staff will work in this new office. Working as a team is important for the success of this new office. The company identified that HR are Seven Seeds Coffee Roasters’ most significant asset (sevenseedsroasters.com, 2021). The staffing policy will also focus on identifying. training, inspiring and rewarding staff to create staff loyalty as well as develop performance.

waterfall methodology in project 2

Figure 2: Staff plan
(Source: Created by the learner)

Project team building
As the café would be open from Monday to Saturday from 10 AM to 8 PM, the team of 7 could operate efficiently only through applying alternative working time, which will take account busiest time during day, the time required for preparing and serving coffee prior opening, as 40 hours a week (sevenseedsroasters.com, 2021). Additional to payment, significant bonuses and incentives will be involved in the employment contract, which would be utilized for rewarding staff performance, on the pay-for-performance based. The effectiveness of this planning is to develop productivities and lower staff burden in the new office’s operating costs; while managing effective staff involvement in the service success.

waterfall methodology in project 3

Figure 3: Staff working time plan
(Source: Created by the learner)

Procurement management
Under the five stages of procurement management, Seven Seeds Coffee Roasters will follow specific matters that are listed below;

Specification

Quality and quantity of the coffee beans with price per each 1 kg packet will be done

Selection

Previous vendors will be the same in this case

Contracting

Terms and conditions will be stated, payment process accepted will be provided (de Araújo, Alencar & de Miranda Mota, 2017)

Control

The suppliers will be provided with contract negotiation

Measurement

Performance level and feedback from the consumers will be evaluated here

Table 3: Procurement planning process
(Source: Created by the learner)

Work Breakdown Structure

waterfall methodology in project 4

Figure 4: Work Breakdown structure for new office opening project
(Source: Created by the Learner)

The milestone scope statement is listed below;

Milestone

The project planning has been identified at the project stakeholder meeting and approved by the company owner.

Scope statement

The working planning for the new office opening needs the budget planning to be done beforehand and their existence during project application stage.

Identified works

Selection of manager in new office

Holding office opening workshop

Calculating office resource and hr

Schedule resource needs

Planning on resource availabilities

Measurement of completion

The entire project planning need approval of the stakeholders of the company

The HR manager should sign agreement on resource availability.

Table 4: Milestone scope for the project
(Source: Created by the learner)

Time and action planning for the project

Activities

Start date

End date

Duration

1. starting new office business plan

02-02-2021

15-02-2021

13

1.1 Budget

02-02-2021

07-02-2021

5

1.2 Raw material for Coffee procurement

08-02-2021

15-02-2021

7

2. Needs identification

16-02-2021

28-02-2021

12

2.1 location

16-02-2021

20-02-2021

4

2.2 Sanitation service

21-02-2021

24-02-2021

3

2.3 Staffing

25-02-2021

28-02-2021

3

3. Location choosing

01-03-2021

15-03-2021

14

3.1 Planning and lease

01-03-2021

15-03-2021

14

4. New office design work

16-03-2021

31-03-2021

15

4.1 Interior design

16-03-2021

22-03-2021

6

4.2 Security system development

23-03-2021

31-03-2021

8

5. Communication set-up

01-04-2021

15-04-2021

14

5.1 Internet and phone connection set-up

01-04-2021

10-04-2021

9

5.2 Cabling

11-04-2021

15-04-2021

4

6. Quality reviewing

16-04-2021

30-04-2021

14

6.1 Code of compliance development

16-04-2021

23-04-2021

7

6.2 Menu design

24-04-2021

30-04-2021

6

7. Marketing services

01-05-2021

20-05-2021

19

7.1 Online marketing and promotions

01-05-2021

20-05-2021

19

8. Opening of the new office

21-05-2021

31-05-2021

10

8.1 Consumer invitation

21-05-2021

31-05-2021

10

Table 5: Timeline planning for the project
(Source: Created by the learner)

Gantt Chart

waterfall methodology in project 5

Figure 5: Gantt Chart
(Source: Created by the Learner)

A scheduling flowchart
Critical path

Activities

Total time

Activity A

13

Activity B

12

Activity C

14

Activity D

15

Activity E

14

Activity F

14

Activity G

19

Activity H

10

Table 6: Activities and sequence chart
(Source: Created by the learner)

waterfall methodology in project 6

Figure 6: Critical path for the project
(Source: Created by the Learner)

Network diagram

waterfall methodology in project 7

Figure 7: Network diagram for the project
(Source: Created by the Learner)

Risk assessment matrix

Project risks

External risks

Description and risk mitigation actions

Market competition and consumer purchasing habits

The café business competition in the new location is high and current customers’ purchasing habits are changing continuously. This will impact on the business performance. Regular analysis of the consumer needs and new entry in the market.

Local suppliers

Finding best local suppliers for the coffee beans will be difficult in the pandemic situation (Kristina & Wijaya, 2017). Developing relationships with the previous and local producers of coffee beans.

Technology

Coffee preparation equipment is available and the risks for facing supply challenges is low. Developing the online delivery and take-off service transparency with consumers.

Location

New location lease would be valid for 5 years with the probability of renewing the lease. Understanding the local lease and other regulations by the tertiary government

Internal risks

Description and risk mitigation actions

Cash flow deficiencies

Sufficient cash on hand is required for meeting payment obligations in near future. Calculating the cash in hand and cash need for business growth quarterly 

Staff management

Staff selection and retention for longer time with effective working environment is important. Providing staff the chances for career growth and incentives.

Project resource deficiency

Before starring to construction works and other operations in the new office, resource capability need to be assessed (Gregory, 2020).

Ineffective time management

Total project management time should be calculated with the projected crunches and extension possibilities to reduce risks.

Table 7: Risks in this project
(Source: Created by the Learner)

Risks

Likelihood

Impact

Risk probability level

Consequences

Market competition and consumer purchasing habits

High

Very high

Frequent (5)

Severe

Local suppliers

High

Very high

Frequent (5)

Severe

Technology

Medium

Medium severity

Remote (3)

Moderate

Location

Low

Low severity

Remote (3)

Moderate

Cash flow deficiencies

Medium

Medium severity

Occasional (4)

Major

Staff management

Low

Low severity

Remote (3)

Minor

Project resource deficiency

High

Medium severity

Frequent (5)

Major

Ineffective time management

High

High severity

Frequent (5)

Major

Table 8: Risks and impacts on the project
(Source: Created by the Learner)

PM activities are listed below;

  • Assigning tasks to the project management team members as per their skills
  • Calculating and developing the needed human and material resources for new office opening
  • Reporting progress to the company CEO on a weekly basis
  • The project manager should control overall project execution inputs and outputs

References
Andrei, B. A., Casu-Pop, A. C., Gheorghe, S. C., & Boiangiu, C. A. (2019). A study on using waterfall and agile methods in software project management. Journal Of Information Systems & Operations Management, 125-135.

Bell, E. K., & Ross, T. (2018). Canberra centre. Artichoke, (64), 52.

de Araújo, M. C. B., Alencar, L. H., & de Miranda Mota, C. M. (2017). Project procurement management: A structured literature review. International Journal of Project Management, 35(3), 353-377.

Galante, G. M., La Fata, C. M., & Passannanti, G. (2019). Project monitoring by dynamic statistical control charts. The Journal of Modern Project Management, 7(3).

Gregory, J. (2020). Newbies in the Cafe: Lessons from behind the counter. Judy Gregory.

Ho, A. T. K. (2018). From performance budgeting to performance budget management: theory and practice. Public Administration Review, 78(5), 748-758.

Kristina, S., & Wijaya, B. M. (2017, December). Risk management for food and beverage industry using Australia/New Zealand 4360 Standard. In IOP Conference Series: Materials Science and Engineering (Vol. 277, No. 1, p. 012025). IOP Publishing.

Melton, E. K., & Meier, K. J. (2017). For the want of a nail: The interaction of managerial capacity and human resource management on organizational performance. Public Administration Review, 77(1), 118-130.

Seven Seeds Coffee Roasters, Melbourne. Seven Seeds. (2021). Retrieved 2 February 2021, from https://sevenseeds.com.au/.

Seven Seeds Coffee Roasters. Seven Seeds Coffee Roasters. (2021). Retrieved 2 February 2021, from https://sevenseedsroasters.com/.

Suhud, U., Allan, M., Wibowo, S. F., Sabrina, E., & Willson, G. (2020). Measuring customer satisfaction of a café and coffee shop colony at a traditional market. Journal of Foodservice Business Research, 23(1), 78-94.

Appendix
Customer profile suggestion for Seven Seeds Coffee Roasters

waterfall methodology in project 8

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