Project Management: Coffeeville in Melbourne

This document provides a project management plan for opening a new Coffeeville café in Chadstone City Shopping complex, Melbourne. It includes project scope, roles and responsibilities, project parameters, business objectives, project resources, legislation and code of conduct, project planning phase, project milestones, project monitoring plan, and more.

Running head: COFFEEVILLE IN MELBOURNE
Project Management: Coffeeville in Melbourne
Name of the Student:
Name of the University:

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Phase 1: Project definition phase
1. Project scope
The scope of the project is to open a new CoffeeVille café in Chadstone City Shopping
complex, Melbourne. The owners Rauf Balcastone and Emma Balcastone of the CoffeeVille café
are willing to open the new café in a new location due to high competitive advantages and
commercial profit. The other scope of the project is to provide quality and delicious food
products to their clients. The entire project will be completed followed by project definition
phase, project planning phase, commissioning and monitoring phase and project sign off phase.
The project supervisor and team associates are needed to follow each of the phases to ensure that
the project is successful. The total time and budget estimated for completion of the construction
and opening of the CoffeeVille Cafe project is 10 weeks and $100,000.
2. Identification of roles and responsibility
Name Role Responsibilities
<Please fill> Cafe manager To construct the new Coffeeville café maintaining
requirement, demand and expectation of the project
associates
Mary Finance head To conduct a feasibility study to ensure project success
Jason Construction related
functions
To maintain all the contract project level activities

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Rauf
Balcastone
Director To direct the project towards expected objectives and
outcomes
Emma
Balcastone
Owner To design the project is such a way so that it can bring
effective commercial revenue and long term
sustainability.
3. Identification of delegated authorities for the project
The delegate authority members have the power to support and motivate their fellow
team associates. For this project the delegate authorities for this project are-
 Project sponsor
 Project manager/ Café manager
 Finance head (Mary)
 Owner (Emma Balcastone)
 Director (Rauf Balcastone)
 Construction related functions (Jason)
4. Project parameters considering policies and procedures
5. Project stakeholders
Internal stakeholders customer
project manager
café manager
finance manager

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steering committee
resource manager
operation head
Internal stakeholders consultants
contractors
sub contractors
project sponsor
Chadstone City Shopping complex, Melbourne
The stakeholders for the project are divided into two parts internal and external
stakeholders. The lists of the internal and external stakeholders are as follows:
6. Business objectives
The objectives for the business are as follows:
 To design and construct the CoffeeVille café in Chadstone City Shopping
complex, Melbourne to improve the company reputation and brand image
 To earn commercial revenue by 20% in the coming 2 years
 To focus on the food quality so that it can retain the existing customers and grab
new customers
7. Project resources
The resources for this project are as follows:

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8. Legislation and code of conduct
Honesty and professionalism are the two main code of conduct that is to be followed
throughout the project development life cycle period. Jason should ensure that no legal risks will
impact the project outcomes negatively. All construction level regulations should be approved
before the final execution of the project. No participants should be negatively forced or
manipulated during the project development period.
Part 2: Project planning phase
8. Development of project plan
a. Project charter
Project name Opening of a new Coffeeville store in
Chadstone City Shopping complex, Melbourne
Objectives  To build the CoffeeVille café in

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Chadstone City Shopping complex,
Melbourne to improve the company
reputation and brand image
 To earn commercial revenue by 20% in
the coming 2 years
 To focus on the food quality so that it can
retain the existing customers and grab new
customers
time 10 Weeks
budget $100,000
milestones  Project definition phase
 project planning phase
 project administering and monitoring
phase
 project review/closure phase
Acceptance criteria  The constriction project needs to be
completed followed by all legislation and
code of ethics
 the project should be accomplished in the
budget of $100,000 and time of 10 weeks
 all construction project development
protocols policy and regulations must be

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reached
b. Project management tools
In order to implement this project the tools and techniques those are to be used include
Gantt chart and WBS. The net budget estimated for the project is $100,000 but time is only 10
weeks therefore, the project schedule is much essential. The WBS will help the associates to
break the large project into smaller segments. It will reduce work pressure from the project team
members and also give a visual representation to the associates so that they can track the project
and govern that towards the primary objectives.
c. Risk management plan
Risk Id risk name impact likelihood score Mitigation
strategies
R1 lack of
experienced
project team
associates
high 4 possible 3 Medium 12 performance
or skills
analysis and
training and
development
program
arrangement
R2 overrunning
budget
high 4 rare 1 low 4 Feasibility
study
R3 over allocation
of resources
medium 3 most likely 5 extreme 15 Proper
resource

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management
at the
initiation
phase
e. Project budget
WBS Task Name Resource Names Cost
0 Schedule for CoffeeVille construction $99,952.00
1 Project definition $5,552.00
1.1 developing project charter Café manager $320.00
1.2 consult with consultancy $0.00
1.3 feasibility analysis finance head(mary) $576.00
1.4 Team allocation contractor $2,160.00
1.5 Distributing roles and
responsibilities Jason (contract manager) $2,496.00
2 project planning $5,280.00
2.1 Risk management plan Café manager $1,920.00
2.2 stakeholder engagement plan Emma Balcastone $2,400.00
2.3 Business strategies development Director- Rauf
Balcastone $960.00
3 project design and construction $88,160.00
3.1 engaging contractors contractor $2,160.00
3.2 location washing and painting $0.00
3.3 purchasing kitchen equipments Cost for kitcehn
appliance [1] $35,000.00
3.4 fixing the kitchen appliances appliance fixing cost[1] $6,000.00
3.5 furnishing café dining area decoration[1] $35,000.00
3.6 Flooring and tile setting $0.00
3.7 carpet $0.00
3.8 decorating and fixing lighting lighting[1] $10,000.00
3.9 pit up sign boards with café menu $0.00
4 project monitoring $960.00
4.1 change management Emma Balcastone $960.00
4.2 project status report presentation $0.00
5 project review $0.00
5.1 stakeholders signoff $0.00
5.2 final draft submission $0.00

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5.3 further improvement program $0.00
f. Consultation requirements
Before constructing the CoffeeVille café in Chadstone City Shopping complex,
Melbourne, the owners are needed to consult to the shopping complex authority to make sure
that the project will bring commercial profit in the coming 3 years along with long term
sustainability.
g. Project milestones
Milestone 1: Completion of project definition phase
Milestone 1: Completion of project planning phase
Milestone 1: Completion of monitoring phase
Milestone 1: Completion of project closure phase
h. Project monitoring plan
 Gap analysis
 Review plan
 Handover plan
i. Project review plan
Below mentioned steps are needed to be followed while reviewing the project:
 Conducting a gap analysis
 Determining whether goals are achieved or not
 Determining stakeholder’s satisfaction

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 Determining cost and benefits
 Identifying areas that need further improvement
 Identify detail lesson learnt
9. Required approvals for the project progress
The project will lead towards the progress line as it will be approved by the project
supervisor, team associates and the project sponsors. For this particular project, agile project
development life cycle methodology is the best suited one.
Phase 3: Project administering and monitoring phase
11. Assign roles and responsibilities to team members
Being the project manager after analyzing the project details it has been identified that, if
all the mentioned four phases are successfully followed then the project will be completed in the
assigned time and budget. Besides me after end of the administering and monitoring phase it is
recognized that, the project is distributed among Mary and Jason. Mary is assigned to handle the
financial matters and on the other hand, Jason is assigned to oversee as well as supervise the
contract. Though, it is the duty of the café manager to check and monitor the progress of the
project and make sure that it is governing towards the expected direction only. The other people
who are assigned to the project include- owners or partners Rauf Balcastone and Emma
Balcastone. These are the team members who need to complete the project in the assigned time
and budget. I have assigned the roles and responsibilities of the project team associates:
Name Role Responsibilities

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<Please
fill>
Cafe manager I think the responsibility of the café manager is to check the
project progress through professional control and mo itoring
and make sure that the project is completed in assigned time
and budget with expected quality and delivery specifications
Mary Finance head I feel The finance head of the project Mary is responsible to
conduct a feasibility study and structure the cost breakdown in
such a way so that it get completed in the budget of $100,000
Jason Construction
related
functions
Before initiating the project Jason will sign contract with the
suppliers and contractors. I think the final contract will be
signed after bidding and possible negotiations.
Rauf
Balcastone
Owner Responsibility is to identify the expectation of the customer and
quality that the clients are expecting from the food products
Emma
Balcastone
Owner I know that responsibility is to guide the project team associates
and supervisor to give focus on market status, business
strategies that will help the café to bring commercial profit and
competitive advantages throughout Melbourne location etc.
12. Assigning duties and support project team members
The duties assigned to the project team associates are as follows:
Name Duties
Cafe manager I think that the duty of a café manager is to recruit new people after checking
their previous performance records, skills and knowledge in sales and servicing.
The other duty of the café manager is to arrange needful training and

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development program for the employee to make the client handling process
easier to them.
Mary II have identified that as Mary is assigned to check the financial functions and
operations of the ongoing new café opening project therefore, Mary’s duty is to
review the financial record generated by the company periodically. Based on
that Mary must monitor the accounts as well as prepare activity reports. It will
help her to forecast financial status of the project. Apart from that, the other duty
of Mary is to oversee the cash flow and other related financial instruments.
Jason I can say that half of the project success is dependent on the roles that would be
played by Jason. The duty of Jason is to identify the most suitable contractors
(panting, concrete, flooring, equipment suppliers etc) for the project. However,
the contacts must be signed based on expectation of owners and supervisor.
Even Jason should also monitor the project even in the development phase to
prevent issues of contract failure, overrunning budget and over allocation of
resources.
Owner-
Emma
Balcastone
The duty of Emma Balcastone is to develop accurate business strategies based
on surrounding competitors and other similar café service providers. His duty is
to supervise the employees and promote restaurants implementation strategies.
Director-
Rauf
Balcastone
The duty of the project owner is to manage project finance and oversee
inventory management system that has to be followed throughout the project
development life cycle period.

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13. Establish and main required record keeping system
The project is comprises of different parts and in order to prepare the final project plan
data are being gathered from different sources. Each data collected from the sources are needed
to be stored in a specific storage. The project manager should develop a database to store details
information. The database needs to be secured and authorized which implies that only
authenticates users will be able to access data from the data storage while required and no
unauthorized users will be able to access information from the server. The record keeping system
must create, capture, maintain as well as dispose data from the server. The system will help the
associates to update, delete and insert new information and it will also improve the data access
procedures. I feel that computerized and digital record keeping system is the best suited for this
project to capture and store needful information.
14. Implement and monitor project finance and project qualities
In order to build and construct Coffeeville Café in Chadstone City Shopping complex,
Melbourne, I think project finance and project qualities are the two major components those are
needed to be considered by the supervisors for project success. Mary is responsible to update
handle all the financial information of the project. The types of project monitoring should be
used by the associates to track the project and guide them to lead the project towards the
objectives. For maintaining qualities the different project monitoring approaches that the project
supervisor needs to maintain include are as follows:
Periodic staff meeting: In order to keep all the project team members up to date with the
project financial status Mary should arrange periodic meeting. The financial status needs to be
forecast during the meeting.

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Partners meeting: The project partners must participate in the project meetings those
will be arranged by the project associates.
Review meeting: In this meeting al, the project associates and the owners will take part
and share their opinion regarding specific changes they are required to incorporate.
Implementation of new business strategies: In order to improve the project quality and
deliver as expected by the client and supervisor, advanced business strategies are needed to be
implemented by the supervisor. It will help the supervisor and other associates to complete the
project in the assigned time of 10 weeks and budget of $100,000.
15. Discussing requirement of project reporting
Being the project manager I can say that project status reporting is essential for project
success because it will give updated information regarding the project to all associates. I think
the status report will give details this project in terms of the major activities those are to be
performed include project plan development, getting approval, contract for interior and exterior
decoration (concrete, coloring etc), kitchen appliances installation, café dining area furnishing,
designing and putting sign boards, light fixing and setting flooring and menu board.
16. Transition of staffs involved in the project
I think that, open informal communication is the most suitable communication approach must be
used by associates to keep every associate informed about the project requirements, mission, and
vision and business strategies to be used.

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17. Review the team outcomes
Being the project sponsors I have realized that the assigned project team members have
played their roles successfully throughout the project development life cycle period.
18. Lesson learned
After details learning of the project it is determined that in order to implement any project
successfully in the assigned time, resources and budget it is essential for the project supervisor to
focus on different project development knowledge areas such as communication plan, risk
management, resource management, schedule and time management plan, If each of the delivery
aspects are professionally followed by the supervisor and associates then the project will
successfully meet the expected outcomes and objectives. Before initiating any project the other
aspects on which the developers need to keep their focus are project delivery method and project
development tools and techniques. In addition to this, I have also learnt that, there are different
project selection methods available among those the most suitable method is needed to be
selected by the project supervisor. For this project the finance data operator Mary needs to
consider payback period selection method because this particular method will help to measure
the time within which the project would be able to return the overall investment of expense.
Apart from this, I have also realized that in order to implement any real life project the
supervisor needs to adopt and apply some basic project development tools and techniques. For
this project the suitable tools and techniques those are needed to be adopted are Gantt chart and
WBS. Utilization of these tools is essential because it help to track the project progress. It will
also improve the process of communication as well as team cohesion. In addition to this, it will
also help the supervisor to avoid resource overload issues. The team associates would be able to
track the project activities, over lapping activities and task dependencies as well. I feel that if

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theses individual aspects are properly followed by the associates then it will give a much clarity
and the team will get to know the objectives much clearly.
Phase 4: Project review phase
19. Project signoff
Project name CoffeeVille café in Chadstone City Shopping
complex, Melbourne
project sponsor CoffeeVille café, Melbourne
Project manager <Please fill>
Project duration 10 weeks
Project goal The goal of the project is to open a new
CoffeeVille store in the shopping store
complex to gain effective commercial revenue
and competitive advantages from Melbourne
market. Not only this but also, professional
specifications and quality assumptions needed
to be considered before the final
implementation of the project. The other goal
is to undertaken proper building and
construction regulations to finalize the project.
Project start date 9/8/2019
Project completion date 11/15/2019
Project deliverable The deliverable of the project is to consult to
the Monash Council café shopping complex

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and build the Coffeeville café in the complex
area to provide highly delicious and quality
food to the regular and new customer.

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