Alexandria’s Gourmet Food “Gourmet Online” Project Plan

This project plan details the implementation of the "Gourmet Online" project for Alexandria’s Gourmet Food. The plan encompasses various aspects including the project’s purpose, background, goals, and stakeholder identification. It outlines the project's MOV statement, constraints, scope, and a detailed task list. The document also covers the project budget, time estimates, quality management, risk management processes, and implementation strategy. The project aims to improve customer satisfaction, streamline order processes, and achieve cost savings through an online system. It involves developing an online platform for food ordering, payment processing, and delivery management, along with integrating the system with existing back-office functions and ensuring high-security measures. The plan also includes provisions for hardware procurement, software development, database design, and outsourcing of software development. The project's success will be evaluated based on customer login, increase in customer base, and transaction rates. The project is scheduled for completion by June 30th, 2018, with a budget of $A 6 million and a project team of nine members.

Alexandria’s Gourmet
Food
“Gourmet Online”
Project Plan
Prepared By: [Student Id & Full Name]
Project Managers
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Table of Contents
1. DOCUMENT PURPOSE___________________________________________3
2. PROJECT BACKGROUND_________________________________________3
3. PROJECT GOALS OR OBJECTIVES________________________________4
4. PROJECT STAKEHOLDERS_______________________________________4
5. THE PROJECT’S MOV STATEMENT_______________________________5
6. PROJECT CONSTRAINTS_________________________________________6
7. PROJECT SCOPE________________________________________________7
8. TASK LIST______________________________________________________9
9. PROJECT BUDGET_____________________________________________17
10. PROJECT TIME ESTIMATE_____________________________________17
11. QUALITY MANAGEMENT PROCESS___________________________21
12. RISK MANAGEMENT PROCESS_______________________________22
13. PROJECT MONITORING AND CONTROL_______________________22
14. IMPLEMENTATION STRATEGY________________________________23
15. RECOMMENDATIONS________________________________________24
16. APPROVALS_________________________________________________24
17. REFERENCES________________________________________________24
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1. Document Purpose
This project plan will present the detailed parameters of the “Gourmet-Online” project for
signoff by the Project Sponsor and Executive Team. Once these detailed project parameters
have been accepted and signed off accepted, the project can proceed to the execution
phase.
2. Project Background
Alexandria’s Gourmet Food was founded in 1992 with a retail food store in
Australia, since then it could expand the business throughout the Australia. In
merely two years started its own mail delivery of items at the doorstep and then
slowly and slowly it continued to progress, and currently, it has 100 franchise
business all over the country. Now the company with a view to expanding its
base further has conceptualized to move from traditional business concept to on-
line system. The company has visioned to expand business and customer base
by allowing customers to book the food from the long list of items available in
their shop and pay to confirm the order. In this manner, they will secure the
payment before delivery. Now once the payment is done, then the delivery boy
shall go and deliver the delicious food product at the doorstep. This can
definitely add more customer satisfaction level and the increase in revenue
generation. So with this point of view, all the board executives of Alexandria’s
Gourmet Food have agreed principally for the project and the Project Charter is
also approved.
The project ‘Gourmet Online’ is all about developing such an online system by
which the Alexandria’s Gourmet Food can deliver the food to more customers
with the ease of booking from their own place of comfort and get the doorstep
delivery. Moreover, the company has a back office support team, who works
mainly for the maintenance of the accounting system, shortlisting and selection
of the new franchisee, recruitment of staffs, help in setting up the new stores for
the new franchisees, managing the inventory for the supplied materials and
consumables, warehouse functions and all IT related operations which are
required to be interfaced with the newly developed system for an integrated
approach to operation. So the new project needs to support these functions
along with the log-in system for all new customers. The author shall act as the
Project Manager of the said project and the software for the project shall be
developed by ‘Sharp Software’ and the hardware required for the new project
shall be procured using the normal contract procedure of request for quotations
and according to the lowest bid, the hardware shall be selected. Providing the
hardware, proper infrastructure and the high-security system to prevent it from
any kind of cyber-attack is the full responsibility of the hardware supplier. All
these terms are required to be covered well in the ‘Request for Proposal’
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document from the beginning itself to avoid any kind of extra work or change
order during the project phase. Since the purpose of RFP document in contract
management is the first step which we are required to take to make our
requirement clear to the probable supplier, the clarity in the RFP document
needs to be maintained (Porter-Roth, 2002). And finally, for the testing of the
system around 150 randomly selected customers along with some of the
franchise centres shall also be used to assess the outcome of the project.
3. Project Goals or Objectives
The goals of the “Gourmet-Online” project are to:
1. Improve customer satisfaction and hence customer retention,
2. Obtain cost savings from more efficient order entry, enquiry and account payment
processes
3. Obtain cost savings from improved inventory, warehouse and supplier
management processes
4. Achieve significant staff productivity improvements
4. Project Stakeholders
Internal Stakeholder (The Denver Foundation, 2017):
Name Role Contact Details
Joanne Davis
CEO of Alexandria’s Gourmet
Food
Project Sponsor
CIO of Alexandria’s Gourmet
Food
joanne.davis@alexandriasgour
metfood.com.au
Student’s
Name
Project Manager of Gourmet
Online Project
William
Johnnie
Committee member of
Franchise Owners
william.johnnie@alexandriasgo
urmetfood.com.au
Dino Martin Head of IT Operations dino.martin@alexandriasgour
metfood.com.au
Sheikh
Mohammad Head of Logistic Department sheikh.mohammad@alexandri
asgourmetfood.com.au
Shatakshi B. Finance Team Member shatakshi.b@alexandriasgourm
etfood.com.au
Grihit B. Sales and Marketing Member grihit.b@alexandriasgourmetfo
od.com.au
Sonu Nigam Customer service executive sonu.nigam@alexandriasgour
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metfood.com.au
External Stakeholder (Surbhi, 2015):
Name Role Contact Details
Anjan Dey Sharp Software Project
Coordinator
anjan.dey@alexandriasgourme
tfood.com.au
5. The Project’s MOV Statement
The areas of impact (Clarkson, 2012):
Rank 1 Financial By introducing the new project, the customer service will
definitely improve and so the customer base will
definitely increase, and it will have positive impact on
the Alexandria’s Gourmet Food’s financial results
Rank 2 Customer This new ‘Gourmet Online’ project will definitely help in
increasing the customer base and the business
Rank 3 Strategic This project will improve the strategic association with
more franchise owners and their base
Rank 4 Operational The operation of the financial accounting system,
recruitment of new franchise owners, expansion of shop
base will become easy than now
Rank 5 Social This will improve the social status of the organization
and help in enhancing the standard
Value of this Project (Value Based Management, 2016):
Do more This new project will definitely help the organization to expand and
do more business and earn more revenues
Better This project by integrating some of the back office features, this will
provide better service to the customers and easy to order and pay for
the selected food item
Faster New proposed system will provide access to multiple customers at
the same time and will help in booking food items more quickly and
avoid to be in queue, so the all over system will become faster
Metrics with time frame:
Replace the existing system of inventory
management & supplier management system
with the new and advanced automatic repeat
order system on the basis of stock availability
From 01/July/2018 onwards
Addition of 25 new franchisee stores after the By 31/December /2020 (18
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implementation of the project ‘Gourmet Online’ months from the project
implementation date)
Increase in volume of customers (at least 75%) By 31/December /2020 (18
months from the project
implementation date)
100% customer retention (existing), by
improving the operation of system and
providing the real-time price of all food
products
From 01/July/2018 onwards
Start providing service 24 X 7 throughout the
year
From 01/July/2018 onwards
Transaction rate will double from the current’s
rate
By 31/December /2020 (18
months from the project
implementation date)
MOV Statement (Clarkson, 2012):
The project ‘Gourmet Online’ shall be declared successful if the customers can
log-in in the new system from 01/July/2018 onwards and be able to avail all the
facilities as designed. Moreover, the increase in customer base can be declared
successful if it increases by 75% from the existing and doubles the daily rate of
transactions from the end of 2020 onwards. The success rate can be obtained if
the continuous round the clock service could be provided to the customers from
01/July/2018.
6. Project Constraints
The constraints of the “Gourmet-Online” project are:
1. The completion date of June, 30th 2018
2. The budget of $A 6 million
3. The project team makeup has been determined and is 7 full-time members and 2
part-time members as follows:
a. Project Manager (1) - Full-time
b. Business Analysts (2) - Full-time
c. Hardware Engineer (2) - Full-time
d. Security Engineer (1) - Full-time
e. Network Engineer (1) - Full-time
f. Accountant (1) – Part-time
g. Vendor Relationship Manager (1) – Part-time
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7. Project Scope
The scope (Piscopo, 2017) of the project can be defined as the developing of the
software system which is required for delivering the above-stated deliverables.
The product-oriented scopes which shall be delivered are as below:
User registration: it shall be required to be done by the first time user or
customer to register and document their address and phone number for
the delivery of the food item, so that future promotional messages can be
forwarded
Guest feature: this feature shall also provide the customer to book their
order and pay online without doing registration and place order as a guest.
User-friendly: the system needs to be delivered user-friendly and the
customers shall find the system very easy to book their choice online and
get delivery at the doorstep.
Updated Status available: the status of the staff, food available on the
basis of staff availability in each franchisee stores, real-time rates of the
food items, approximate time of delivery at doorstep can be seen using the
app or the system websites.
Large Database: it is required to be maintained for storing the data of all
the customers and stores and their details for easy access and payment
for the ordered food item.
High-security system: the newly developed system needs to be highly
secured to prevent from any cyber-attack and malfunctioning to avoid
customer’s dissatisfaction. Using the new system, the customer shall be
able to make online payments for easy and
IT Architectural Plan: in the new system the user shall use the platform to
place the order by selecting the food from the online available options,
then the payment window will open up where the customer may choose to
save the payment option or without saving the option they can go to
checkout and pay the amount. Once the payment is received, the
confirmation email with the expected time of delivery shall reach to the
customer and the nearest available franchisee store will receive the order
details and need to deliver the food item at doorstep before the provided
time of delivery.
RFP process: the supply and integration of hardware required for the
system, the infrastructure for the system and the security features of the
system shall be selected on the basis of the traditional contractual type of
floating the request for proposal document. Accordingly, the interested
vendors shall provide the proposals with technical and commercial bids.
After the bids are received, the Project Manager shall evaluate, negotiate
and place the order to the selected vendor. The vendor needs to supply
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and integrate the hardware, infrastructure and security system of the
software with the present back office facilities.
Requirements from the software: the software shall be developed by
‘Sharp Software’ and all the required features to provide customer
satisfaction like the real-time rates, updates product list, balance time to
deliver, payment received notification all such features are required to be
designed by the Sharp Software for the Gourmet Online system.
Design and purchase of database as per the requirements: the database
needs to be large enough with a huge data storage capacity to enable the
storing of information related to all the individual log-in IDs, customers,
bank details, franchisee’s details, payment details and other business
details for the smooth performance of online transactions. So while
designing the database, all the above considerations are required to be
taken as the scope of developing the database. The database should be
designed in a manner which can work with the existing system cohesively.
Outsourcing of the software development: the software required to
develop the system and provide the desired facilities to the customers and
Alexandria’s Gourmet Food franchisee owners and the store staffs to
enable doing the business with ease and never face any black-out issues.
The development work for such software is required to be outsourced due
to non-availability of in-house staff that can fulfil such a high skill
requirement. So the decision of outsourcing is advisable, but all the
contractual terms and conditions are required to be finalized well with the
Sharp Software to deliver the desired software on time, within the
budgeted cost and the desired quality parameters and the maintenance of
the developed system for the future use. So the Sharp Software shall be
made responsible for the designing and developing the software along with
the maintenance of the whole system after the implementation stage.
The Pilot test is required to be done: conducting the pilot tests after the
designing and development of the system shall be covered under the
scope of this project. During the test around 150 customers shall be
selected on random basis along with few franchisee stores and the head
office of the Alexandria’s Gourmet Food at NSW. The test is to be
conducted to note the performance of the integrated system with the
customer’s satisfaction level, ease of accepting the orders and delivering
the food and back office activities shall be measured. In case of any
finding, the system shall be reconfigured to fir the system requirement as
per feedback.
Training needs identification and providing the training to the staffs: the
training shall also be provided to the users and the franchisee staffs to use
the system for providing the effective result.
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Implementation of the system: after the designing and development of the
system and the software is successfully pilot tested among the randomly
selected customers and franchisee store it shall be now implemented
throughout the Alexandria’s Gourmet Food stores. The designed web page
shall be published online for the registration of the customers.
Back office system integration with the new system: the back office
database system which conducts the finalisation of the new franchisee
store, do all the marketing campaigning, then setting up a new store, all
the required accounting systems, inventory management system, supplier
management system, warehouse management system and other IT
related system shall be synchronised with the project ‘Gourmet Online’.
Migration of data between both the systems: the scope of the project
‘Gourmet Online’ also includes the data migration from the traditional
system to this new system.
Software development contract with Sharp Software: the software
development contract shall be provided to Sharp Software on the basis of
Design, Develop and Maintenance of the system. Even though the Sharp
Software is well known and pre-booked vendor, but still the contract shall
be finalized with all above terms and conditions.
8. Task List
Scope Item: Developing the IT Architectural Plan
Task Name Deliverable
Prepare the Hardware architectural plan IT Architectural Plan
Prepare the Software architectural plan
Prepare the Security architectural plan
Prepare the Network architectural plan
Prepare the Database architectural plan
Scope Item: Develop the Scope Management Plan
Task Name Deliverable
Prepare the Scope Management Plan Scope Management Plan
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Organize meetings to identify the requirements
Finalize the requirement of the Project
Define the Scope of the Project
Prepare the WBS to further divide the overall scope of
the project
Scope Item: Develop the Time Management Plan
Task Name Deliverable
Prepare the Schedule Management Plan Level III Schedule of the project &
Time Management Plan
Define the activities of the Project
Sequence the activities of the project
Estimate the resources required for completing the
activities
Estimate the duration of the activities
Scope Item: Develop the Cost Management Plan
Task Name Deliverable
Prepare the Cost Management plan Project Budget Estimate
Estimate the cost of the project
Prepare the Budget
Scope Item: Develop the Risk Management Plan
Task Name Deliverable
Prepare the Risk Management Plan Updated Risk Register
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Prepare the Risk Register with all threats & opportunities
Develop the Qualitative Analysis of the risks
Develop the Quantitative Analysis of the risks
Develop the Risk Response Plan of the identified risks
Scope Item: Develop the other required PM documents
Task Name Deliverable
Prepare the Communication Plan for managing the
Stakeholders
Communication Management Plan
Prepare the Contract Management Plan for placing
orders to Sharp Software & hardware
Contract Management Plan
Prepare the Human Resource Management Plan HR Management Plan
Scope Item: Human Resource Recruitment
Task Name Deliverable
Publish advertisement Provide the appointment letter to
the selected team members
Receive the resumes
Analyse and shortlist the resumes according to their
experience in similar project
Conduct interview
Negotiate & Select the candidates
Scope Item: Place Contract for Hardware, infrastructure and Security
system
Task Name Deliverable
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Prepare the Request for Proposal (RFP) document Issue Purchase Order to selected
vendor for the design, develop and
implement the system
Float the RFP document through Newspaper and Social
media
Receive the proposals (Bids)
Evaluate the bids received
Shortlist the bidders & Negotiate with them
Finalize the bidder
Scope Item: Place contract for Software development & maintenance
of the system to Sharp Software
Task Name Deliverable
Negotiate terms with Sharp Software Issuance of Contract to Sharp
Software
Issue the Service Order request letter
Scope Item: Design the Software
Task Name Deliverable
Define the output of the software requirement Designing of the Software
Define the data flow
Develop the logic to get the desired output
Document the Program
Scope Item: Design the Database
Task Name Deliverable
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