Automated System for Cafe Festivale: Project Definition and Business Case

This project involves the development of an automated system for Cafe Festivale to address issues faced due to manual handling of orders. The project definition includes objectives, outcomes, scope, and interfaces. The business case includes reasons, options, benefits, dis-benefits, timescale, costs, investment appraisal, and major risks.

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University of South Australia
School of ITMS
INFT 1021: IT Project Management (ITPM)
DECLARATION OF CONTRIBUTION
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<Report title>
<Date>
Prepared by
<Group number>
<Names of group members>

Table of Contents
1. Project Definition................................................................................................................4
1.1 Background................................................................................................................4
1.2 Project Objectives......................................................................................................4
1.3 Desired Outcomes.....................................................................................................4
1.4 Project Scope and Exclusions....................................................................................5
1.5 Constraints and Assumptions....................................................................................5
1.6 User(s) and any other known interested parties......................................................5
1.7 Interfaces...................................................................................................................5
2. Project Approach................................................................................................................6
3. Business Case......................................................................................................................7
3.1 Executive Summary...................................................................................................7
3.2 Reasons......................................................................................................................7
3.3 Business Options........................................................................................................7
3.4 Expected Benefits......................................................................................................8
3.5 Expected Dis-benefits................................................................................................8
3.6 Timescale...................................................................................................................8
3.7 Costs..........................................................................................................................8
3.8 Investment Appraisal.................................................................................................8
3.9 Major Risks................................................................................................................9
4. Project Management Team Structure................................................................................9
5. Role Descriptions................................................................................................................9
6. Stakeholder Analysis.........................................................................................................10
7. Project Plan.......................................................................................................................10
7.1 Tolerances................................................................................................................10
7.2 Product Descriptions...............................................................................................10
7.3 Schedule..................................................................................................................11
8. Minutes of Group Meetings..............................................................................................14
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8.1 Meeting 1.................................................................................................................14
8.2 Meeting 2.................................................................................................................16
8.3 Meeting 3 (repeat for each meeting held)..............................................................18
References................................................................................................................................20
Appendices...............................................................................................................................21
Appendix 1: Gantt Chart...................................................................................................21
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1. Project Definition
1.1 Background
The background of this project involves the development of an automated system that is
aimed to address the issues faced by Café Festivale. Café Festivale is a new and popular café
that has been operational in the Town of Gawler. However, due to quick increase in
popularity and rapid growth of customer count, the café is facing certain major problems
like delayed taking of orders, delayed and wrong serving of ordered food and many others.
Hence, the authority has decided to undertake a project for implementation of an
automated system that will address these particular issues as well as provide scope for
further improvement and development.
1.2 Project Objectives
The objectives of the project are as follows.
 To replace the current manually handled order taking and processing system with an
automated system
 To accelerate the speed of operations for boosting customer satisfaction
 To develop an error proof system and gain more efficiency from the waiters and
kitchen staff
1.3 Desired Outcomes
The desired outcomes from the project are listed as follows.
Orders taken by the staff will be automatically entered into the system
The system will instantly send the order to the kitchen electronically
Waiting staffs will be notified by the system when the ordered food is ready
Stock levels will be automatically monitored and the staffs will be notified when the
stock level falls below the suitable level
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1.4 Project Scope and Exclusions
The main scope of the project is to develop an automated system that will address the
issues faced due to the manual handling of orders in the café.
Preparation of business plan after implementation of the system and the selection of
waiting staff who will be able to handle the system are excluded from this project.
1.5 Constraints and Assumptions
The constraints are listed as follows.
 The proposed system is an expensive technology
 The system will be very complex in nature as there will be different users involved
with the system
The assumptions are listed as follows.
o It has been assumed that the project can be completed within the $100,000 budget
o It has been assumed that 6 months is sufficient for the project
o It has been assumed that some training sessions will be sufficient to enable the staffs
to work with the automated system
1.6 User(s) and any other known interested parties
The main users of the system are listed as follows.
 Senior User (Café Manager)
 Chefs
 Waiters
 Accountant
 Customers
1.7 Interfaces
The interfaces in the system are shown in the following use case diagram.
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Figure 1: Interfaces in the Proposed System (Use Case Diagram)
(Source: Created by Author)
2. Project Approach
There are different approaches to projects based on their nature, scale, type and other
factors. Hence, for this project, a suitable approach needs to be chosen that will the most
beneficial for it.
This project mainly involves technical development and hence, a technical based project
team will be appointed to take care of all the requirements. The most suitable model of
development for this project is the Waterfall Model. This model has five major phases
namely, Define, Design, Develop, Deploy and Extend. For the new automated system, these
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five phases will ensure the system is appropriately developed with further scope of
upgradation in the near future.
3. Business Case
3.1 Executive Summary
This project aims at developing an automated system that will allow the waiting staffs and
other café staffs to quickly process the orders and also remove errors like claiming the food
is out of stock after the customer has placed order, serving wrong order to the customer
and others. It is expected that the proposed new automated system will significantly
enhance the overall business model of the café and will provide positive outcomes in
serving more new customers and maintaining a strong growth in the business.
3.2 Reasons
The main reasons behind the implementation of the project are as follows.
Current ordering system is completely manual and is often very erroneous.
There is no specific system to update the stock inventory every time a food dish is
cooked.
The entire ordering, cooking and serving cycle is very slow and is one of the major
reasons behind customer dissatisfaction.
3.3 Business Options
Although this project is not directly business oriented and is more operations oriented,
there are many business opportunities that will arise after the project implementation is
complete. The business will be enhanced with increasing customer satisfaction as well as
the company will have more efficiency in handling the growing numbers of customers in the
café.
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3.4 Expected Benefits
The expected benefits are as follows.
 Faster ordering system
 More efficient order handling process
 Less human errors
 Regular update in the stock inventory
 Rise in the customer satisfaction
3.5 Expected Dis-benefits
The expected dis-benefits of the project are as follows.
o High cost of implementation for the overall size of the organization
o Insufficient technical expertise of the café staff
o High maintenance costs and technical requirements of the system
3.6 Timescale
The total timescale available for the project is 6 months.
3.7 Costs
As per the determined budget, the total costs of the project should not exceed $100,000.
3.8 Investment Appraisal
An investment of $100,000 is expected to generate the following costs and cash flows as
well as boost the revenue from the café.
Year Investment
($)
Revenue
($)
Costs
($)
Profit
($)
Cumulativ
e Profit
($)
Cash
Flow
($)
Cumulative
Cash Flow
($)
0 -100,000 0 0 0 0 -100,000 -100,000
1 0 20000 10000 10000 10000 10000 -90000
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2 0 24650 7500 17150 27150 17150 -72850
3 0 30000 6500 23500 50650 23500 -49350
4 0 37000 5500 31500 82150 31500 -17850
5 0 45000 3500 41500 123,650 41500 23650
Total 100,000 156,650 33,00
0
123,65
0
23,650
3.9 Major Risks
Some major risks associated with the project include the following.
 High implementation cost
 High complexity of the system
 Low technical expertise of waiting staffs
 Lack of sufficient technical setup for implementing the system
4. Project Management Team Structure
The project management team structure is as follows.
 Executive – Café Owner, Jason Power
 Senior User – Café Manager, Amy Crow
 Senior Supplier – Contract IT firm specialising in automating cafes / restaurants
 Project Manager – External contractor
 Team Manager(s)
 Project Support
 Project Assurance
 Change Authority
5. Role Descriptions
The role descriptions are as follows.
Team Member Role
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Executive Plan and approve the project
Senior User Provide guidance regarding project
requirements
Senior Supplier Provide technical support for the project
Project Manager Manage and control the project
Team Manager(s) Manage the working teams in the project
Project Support Provide support to project when required
Project Assurance Provide project updates
Change Authority Management of changes in project
6. Stakeholder Analysis
The main stakeholders of the project are listed in the following table.
Stakeholder Name Stakeholder Designation
Mr. A Café Owner
Mr. B Café Manager
Mr. C Finance Manager
Mr. D IT Support
Mr. E Human Resource Manager
7. Project Plan
7.1 Tolerances
As per the initial plan, the overall project has to be completed within $100,000 budget and 6
months time period. However, considering the complexity of the project, the café owner
has allowed a tolerance of 10% additional budget and 2 months additional time.
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7.2 Product Descriptions
The product of the project will be an automated system through which the orders will be
placed and processed and the stock inventory will be tracked. When the customer places
order, the waiter will enter the order into the system that will be checked for availability
and sent directly to the cooking staff through the system. When the food is ready, the
cooking staff will update in the system and the waiters will serve the food to the respective
customers.
7.3 Schedule
The overall schedule of the project is shown in the following table.
Task Name Duration Start Finish Predecessors
Development of
Automated Ordering
System
121 days Mon 12-11-18 Mon 29-04-19
Project Planning 20 days Mon 12-11-18 Fri 07-12-18
Identify the Issues of
the Current System 3 days Mon 12-11-18 Wed 14-11-18
Conduct Team
Meetings and Discuss the
Issues
6 days Thu 15-11-18 Thu 22-11-18 2
Reach a Suitable
Solution 1 day Fri 23-11-18 Fri 23-11-18 3
Propose a New
Automated Ordering
System
1 day Mon 26-11-18 Mon 26-11-18 4
Prepare Project
Proposal 5 days Tue 27-11-18 Mon 03-12-18 5
Submit Proposal 2 days Tue 04-12-18 Wed 05-12-18 6
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Get the Project
Approval 2 days Thu 06-12-18 Fri 07-12-18 7
Project Initiation 24 days Mon 10-12-18 Thu 10-01-19
Develop Project Scope 2 days Mon 10-12-18 Tue 11-12-18 8
Identify Project
Objectives 1 day Wed 12-12-18 Wed 12-12-18 10
Prepare Project
Schedule 1 day Thu 13-12-18 Thu 13-12-18 11
Prepare Project Budget 2 days Fri 14-12-18 Mon 17-12-18 12
Determine and Address
Risks 5 days Tue 18-12-18 Mon 24-12-18 13
Prepare Stakeholder
Management Plan 2 days Tue 25-12-18 Wed 26-12-18 14
Prepare Quality
Assurance Plan 2 days Thu 27-12-18 Fri 28-12-18 15
Hire Project Team 4 days Mon 31-12-18 Thu 03-01-19 16
Assign Roles and
Responsibilities 2 days Fri 04-01-19 Mon 07-01-19 17
Assign Budget to the
Team 3 days Tue 08-01-19 Thu 10-01-19 18
Project Execution and
Implementation 62 days Fri 11-01-19 Mon 08-04-19
Procure Technical
Resources 5 days Fri 11-01-19 Thu 17-01-19 19
Install the Technical
Resources 15 days Fri 18-01-19 Thu 07-02-19 21
Purchase Suitable
Software 5 days Fri 08-02-19 Thu 14-02-19 22
Design the Proposed
System 10 days Fri 15-02-19 Thu 28-02-19 23
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Develop the Proposed
System 15 days Fri 01-03-19 Thu 21-03-19 24
Test the Proposed
System 10 days Fri 22-03-19 Thu 04-04-19 25
Project Handover 2 days Fri 05-04-19 Mon 08-04-19 26
Project Closing 15 days Tue 09-04-19 Mon 29-04-19
Submit Documentation 5 days Tue 09-04-19 Mon 15-04-19 27
Review the Project 2 days Tue 16-04-19 Wed 17-04-19 29
Conduct Appraisal 4 days Thu 18-04-19 Tue 23-04-19 30
Finalize Payments 2 days Wed 24-04-19 Thu 25-04-19 31
Sign Off and Closing 2 days Fri 26-04-19 Mon 29-04-19 32
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8. Minutes of Group Meetings
8.1 Meeting 1
Date: <dd/mm/yy>
Time: <start time> - <end time>
Location: <where meeting took place>
Chair/Coordinator: <insert name of person that coordinated the meeting>
Attendees
<List name(s) of attendees>
Apologies
<List name(s) of non-attendees>
Agenda
 <Agenda Item 1>
o <Notes on discussion>
 <Agenda Item 2>
o <Notes on discussion>
 <Agenda Item 3>
o <Notes on discussion>
 <And so forth…>
Post Meeting Action Items
Action Assigned To Deadline
Identify the main faults with the current
system <Assignee> <mm/dd/yy>
Prepare a detailed report on the existing
system
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Decisions Made
 The entire operational process will be studied
 The issues will be identified
 A solution will be developed in the next meeting
Next Meeting
Next Meeting: <Date><Time><Location>
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8.2 Meeting 2
Date: <dd/mm/yy>
Time: <start time> - <end time>
Location: <where meeting took place>
Chair/Coordinator: <insert name of person that coordinated the meeting>
Attendees
<List name(s) of attendees>
Apologies
<List name(s) of non-attendees>
Agenda
 <Agenda Item 1>
o <Notes on discussion>
 <Agenda Item 2>
o <Notes on discussion>
 <Agenda Item 3>
o <Notes on discussion>
 <And so forth…>
Post Meeting Action Items
Action Assigned To Deadline
Report on the Existing Issues <Assignee> <mm/dd/yy>
Feedbacks of the Waiting and Cooking
Staffs Regarding the Problems
16

Decisions Made
 The new changes must be technical in nature
 The target of the change will be to increase system efficiency
Next Meeting
Next Meeting: <Date><Time><Location>
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8.3 Meeting 3 (repeat for each meeting held)
Date: <dd/mm/yy>
Time: <start time> - <end time>
Location: <where meeting took place>
Chair/Coordinator: <insert name of person that coordinated the meeting>
Attendees
<List name(s) of attendees>
Apologies
<List name(s) of non-attendees>
Agenda
 <Agenda Item 1>
o <Notes on discussion>
 <Agenda Item 2>
o <Notes on discussion>
 <Agenda Item 3>
o <Notes on discussion>
 <And so forth…>
Post Meeting Action Items
Action Assigned To Deadline
Contact IT Consultant <Assignee> <mm/dd/yy>
Estimate a budget for the project
Decide on the personnel required for
project
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Decisions Made
 A project will be initiated for the implementation of the new system
 The project team will be allowed 6 months to complete the project
 Technical training will be provided to the existing staffs
Next Meeting
Next Meeting: <Date><Time><Location>
<Insert number of words here> words
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References
Binder, J., 2016. Global project management: communication, collaboration and
management across borders. Routledge.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Larson, E.W., Gray, C.F., Danlin, U., Honig, B. and Bacarini, D., 2014. Project management:
The managerial process (Vol. 6). Grandview Heights, OH: McGraw-Hill Education.
Leach, L.P., 2014. Critical chain project management. Artech House.
Lock, D., 2017. The essentials of project management. Routledge.
Marchewka, J.T., 2014. Information technology project management. John Wiley & Sons.
Martinelli, R.J. and Milosevic, D.Z., 2016. Project management toolbox: tools and techniques
for the practicing project manager. John Wiley & Sons.
Mir, F.A. and Pinnington, A.H., 2014. Exploring the value of project management: linking
project management performance and project success. International journal of project
management, 32(2), pp.202-217.
Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business and
technology. Routledge.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Svejvig, P. and Andersen, P., 2015. Rethinking project management: A structured literature
review with a critical look at the brave new world. International Journal of Project
Management, 33(2), pp.278-290.
Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
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Appendices
Appendix 1: Gantt Chart
Figure 2: Gantt Chart of the Project
(Source: Created by Author)
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