Project Overview, Methodology, Feasibility, Management Structure, Monitoring and Control

This document provides a detailed overview of a Girls Café construction project, including information about the project overview, methodology, feasibility, management structure, and monitoring and control. It also includes details about the project team, project plan, quality management processes, and change management.

Table of Contents
1. Project Overview................................................................................................................2
2. Project methodology..........................................................................................................2
3. Project feasibility...............................................................................................................2
3.1. SWOT analysis..........................................................................................................................3
3.2. Financial feasibility....................................................................................................................3
4. Project management structure............................................................................................3
4.1. Project team..........................................................................................................................3
5. Project plan........................................................................................................................5
5.1. Life cycle.............................................................................................................................5
5.2. RACI chart...........................................................................................................................6
5.3. Project schedule...................................................................................................................7
6. Project monitoring and control..........................................................................................7
6.1. Quality management processes............................................................................................7
6.2. Change management..........................................................................................................10
7. Project evaluation and closure.........................................................................................10
7.1. Risks...................................................................................................................................10
7.2. Evaluation and closure tasks..............................................................................................14
8. References........................................................................................................................15
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1. Project Overview
In the past, females were given less importance in comparison to males. They have been
treated as second citizen till date. In order to balance religious boundaries and new
world’s freedom, a GIRLS CAFÉ has been decided to build. This will provide a place
where females are allowed to join café and even their parents will feel relieved and allow
them to go to café alone. If females get safe environment then they can progress like
males. As a result of which, the nation will develop as well.
The construction has been awarded to African Building Company and possess good
reputation and online reviews in construction industry. All resources including contractor
and suppliers shall report to project manager. The café shall have a parking space and
restrooms. The sitting capacity is 50 persons and budget shall be 50,00,000 South African
Rand.
2. Project methodology
The proposed project shall use waterfall methodology because it is a very easy method for
planning and developing a project. The stages are executed in connected linear sequence
i.e. until the tasks of previous step are finished, next stage does not start. The waterfall
methodology has following stages:
 Initiation – In this phase, scope of the proposed project shall be defined which
includes construction of girls café for females only and café is licensed and all
approval shall be done by the project sponsor.
 Planning – In this phase, activities will be defined and resources are assigned with
deadline and tasks.
 Execution – In this phase, actual construction will begin. It also includes cost, risk
and quality management issues and concerns.
 Control – The project is controlled and monitored by measuring the progress and
validating that deviations have been resolved.
 Evaluation – This includes deciding whether the project should be done or not.
 Closure – This includes release of all resources and documenting the lesson learnt
throughout the project (Zulch, 2014).
3. Project feasibility
In order to analyze whether the proposed construction of Girls Café project will face any
issue / obstacles, following techniques have been used:
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3.1. SWOT analysis
 The strength of the project is that it is first-ever kind of a café in the society i.e.
first mover to empower women in the society.
 Weakness – The weakness of the project is the security of the females during
night hours. Also, hiring of the resources will be difficult because males cannot be
hired for such a theme café.
 Opportunities – Being a first mover in the market, it will make its presence in the
industry instantly. Marketing budget will get reduced considerably.
 Threat – Being a female only café, it may face obstacles from conservative society
and religious people.
3.2. Financial feasibility
The project is sponsored by the state government who will bear cost of the entire project
i.e. 50,00,000 South African Rand and the duration of project is 6 months.
4. Project management structure
The state government is involved in the management of the project:
4.1. Project team
 Administrator - The administrator is responsible for handling and managing several
tasks in the office. Some of these tasks include searching for employees and staff for
the café. Accordingly posting ads on classified sites and job portals has to be done.
Once the staffs and employees have been listed, yet the administrator’s job is to line
them up for interview and then put them forward to the HR Manager for the given
job. Apart from this, the administrator is expected to handle administrative tasks such
as ordering of raw materials, keeping up with suppliers, managing of payments to
employees and suppliers and other back-office related tasks.
 Human resources - The job of the Human resource manager is to find out how many
staffs and employees are needed to run and manage the café effectively. According,
he or she is also responsible for creation of everyone’s profile and job description.
The same job description shall be used to post an ad on the classified sites and job
portals for hiring of employees. Once this is done, the HR Manager is expected to
train and manage the staffs and attend to their complaints and issues. He or she is also
expected to process their payroll and manage their attendance and leaves.
 Accountant - The accountant will be in constant co-ordination with the Administrator
and would also be required to interact with the HR Manager and others in the café.
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Accountant’s is expected to perform calculations for accounts payable and managing
of unpaid bills. He or she is also responsible for processing of incoming payments as
well as preparation of invoices and ledger accounts. He or she is also responsible to
prepare financial reports and other accounting related reports.
 Contractor - The contractor is expected to get the café constructed. He will also be
responsible to hire the appropriate staffs and team to get the café constructed.
 Supplier - The supplier is responsible for providing the essential supplies in order to
run the café effectively. Accordingly, whatever supplies is needed right from the
flavoring agents, to vegetables, meats, poultry and dairy everything will be supplied
by the supplier. The supplier will be tracking the supplies through an inventory
management system and will also be responsible for delivering the supplies.
 IT manager - The IT manager is responsible for ensuring the internal information
system and the inventory management system works properly. Apart from that, the
HR Management system and payroll system should also be managed. Apart from that,
he or she will also be responsible in managing the PoS system, the internal
networking and the public Wi-Fi hotspots (Resch, 2011).
 Café attendant - Café Attendant are the baristas that are responsible for serving the
customers. Their role in Café is to attend to customers, prepare their orders and serve
it to them. Apart from that, they are also responsible for ensuring cash collections and
helping customers in the café.
 Café manager - The café manager’s responsibilities is to ensure that the Café remains
in order and organized. He or she is responsible for opening and closing the café and
switching of the internal lights, air-conditioning and other systems. Their
responsibility also includes conflict resolution, taking complaints and feedbacks from
customer and ensuring that the staff do their job properly.
 Designers - The designer of the café is responsible for sketching and designing the
internal architecture of the café. The café should be vibrant and contemporary
according to modern standards and it is the job of the designer to ensure that. The
designer will also be coordinating with contractor and the project team to ensure that
the materials, colors and the implementation are according to what the designer has
envisioned.
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5. Project plan
5.1. Life cycle
The project life cycle is as follows:
Task Name Finish
Date
Stakeholder Acceptance
Criteria
Survey and site selection 27/10/2018 Project manager Site satisfaction
Construction plan 27/12/2018 Team leader,
project team and
project manager
Assign resources
to defined tasks
Design interiors of cafe 15/01/2019 Project architect Prepare interior
designs.
Construction material selection and
collection
30/01/2019 Team member Selection of
good material
for construction
Café building foundation preparation
Foundation of cafe building
20/02/2019 Project manager
and team member
Clarify
requirements
Floor construction 28/04/2019 Team member NA
Lighting, painting and plumbing 17/05/2019 Construction
expert
NA
Decoration 07/06/2019 Project manager,
contractor and
team member
NA
Project closure 09/06/2019 Project manage
and supervisor
Customer
satisfaction
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5.2. RACI chart
Activity Name Project
sponsor
Construction
Manager
Team
leader
Contractor supplier project
Manager
PROJECT
MANAGEMENT
Project selection
Site selection A R C R I R
Project Initiation
Create project
Charter
I C R R A
Prepare
Communication
plan
I I C R I A
Project Planning
Design Cafe
layout
I R C C C A
Selection of
material
I R I A C
Café building
foundation
I R c A R
Walls, slab and
floor building
I R R A C
Ceiling, plumbing I R A R
Decoration I R C C I A
Project Closure C R I A I R
Customer check-
In
A C I R R
R – Responsible
A – Accountable
C – Consult
I – Inform (Sokovic, 2016)
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5.3. Project schedule
Project schedule of the Café: After WBS has been developed, next is to develop a project
schedule. With the help of project schedule, one can plan and execute other things such as
budget for the project, resource identification, risk assessment and a quality assurance plan.
The project schedule is nothing but a description of activities that are needed to be followed
in the project during a given timeframe.
Development of schedules: Critical path method would be used in this café project in order
to understand the flexibility of scheduling in the project and to also determine a minimum
time period for the project. Furthermore, CPM will also be helping the manager of the project
to understand which of the activities can be completed earlier for the project and at what
costs. This method is always advisable for construction relation projects as there are
economic and weather fluctuations. The critical path method not only helps in identification
of the activities but also helps them in placing them appropriately and calculating the time
required for each of the activity.
AON: Furthermore, we will be using AON method to display various activities in the
diagram. AON refers to Activity on Node and is a technique wherein it shows activities that
has been scheduled and are represented by several notes. Each of the nod shows connection
between each of the activities (Happy, 2010).
AON FORMAT SCHEDULE
6. Project monitoring and control
6.1. Quality management processes
Quality shall be measured by the Six Sigma themed approach by using the DMAIC
methodology. The quality assurance (QA) shall be performed for auditing the effectiveness of
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Slecting .Initiatio
n planning closed

the quality measured in assessing the project quality and monitoring the process of
improvement using DMAIC model.
DMAIC Phase Description Project Quality Tool
Define
The initial agreement for the
project turns out to be highly
critical and expectations as
well as identification of each
of the resources will be set
for project initiation.
Charter
Identification as well as
prioritization of stakeholders
that are connected to the
project.
Stakeholder Analysis
Creation of communication
framework of the project.
Informing each stakeholder
for project’s progress.
Plan of Communication
Implementation and
listening to client’s demand
in the project.
Client Voice
Understanding of framework
as per customer’s needs and
assisting in the scope of the
given project.
Supplier-Input-Process-
Output-Customer (SIPOC)
Measure
Identification of essential
qualities that are needed by
the client and ensuring they
are included in the project.
Critical to Quality
Understanding data
collection method and its
performance measurements.
Metrics (Operational
Definition)
A sequence of activities
within the project that
Process Map (Flow Chart)
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includes timings, bottlenecks
and pain-points for the
activity.
Definition of what is to be
measured and recorded.
Data Collection Plan (Define
Measures)
Analyse
A bar diagram that shows
multiple process, their
variance, spread, mean and
shape.
Histogram
Improve Brainstorming Discussion over
improvement strategies.
Control Dashboards
It compares the present
performance of project with
the past performance before
making any change.
Control Chart
It helps in understanding the
variations which will happen
during a particular period.
Lessons Learnt
This tool includes
knowledge sharing among
the team members.
Improvement strategies are
documented for referring in
future projects.
All Phases Change Management
It includes framing strategic
approach to resolve
resistance towards changes.
Project Review (Rasheed,
2016)
Project process analysis and
making sure that project is
completed within the
assigned deadline and cost.
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6.2. Change management
If a change request arises during any phase of the project, then it should be sent to project
management team. The change request should be directed through change request form. It
can be created or presented by any project stakeholder / team member. And it should
include a detailed description of proposed change. Only those change requests shall be
considered which are related to the project i.e. pertaining to budget, schedule, scope and
human resources.
Following are steps involved in change control process:
 Identification of change need
o Create request and send it for review to project management team.
o Then this request is logged in the change control register by project
management team. It measures the importance of request for change and
then assesses identified risks and their impact on the project’s budget.
 Schedule and scope
o Project management team works on new request change.
o Review by control board
o Discussion over proposed change by the change control board.
o Take decision over the change request whether it should be approved or
not.
 Accepted change requests are approved implemented by the project manager.
a. The Change Control Board will discuss the proposed change and make a decision on
the fact that whether the change is to approve or disapprove.
b. The change requests, which have been approved, are to be implemented by the Project
Manager (Heldman, 2007).
7. Project evaluation and closure
7.1. Risks
Risk analysis defined as a process of identifying the likelihood of occurrence undesired
thing and its impact on the project development. Qualitative and quantitative analysis
have been performed to identify and assess the risks. In qualitative analysis, similar case
studies and past data shall be studied to figure out the involving risks in the project. After
identification, project manager will use the same gathered data and then brainstorm with
the team to filter out the risks., identify their probability of occurrence and then find out
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the measures to resolve them. In quantitative analysis, risk assessed on the basis of risk
matrix table, risks are assessed using the techniques like statistics-based analysis,
simulations, sensitive analysis and so on.
Risk category Responsibility Trigger Response Severity
Management
meeting
Cost overrun
(Chief Financial
Officer)
- Increase in
construction
material prices
- Changes in
scope creep
- Issues in
planning leading
to considerable
lacking.
- Using planned
contingency to
minimize impact
of increased
costs.
- Meetings with
the project
manager to
review the
budget and its
impact on the
project once in a
week.
- Compromise in
plan of the
project
- Increase
overtime hours to
keep project on
track.
Extreme (20)
Deadline
Overrun (Project
Manager)
- Schedules are
managed poorly
- Work packages
are not defined
appropriately
- Proper planning
of project phases.
- Identify project
team members
who will identify
risks in current
situation and in
Extreme (16)
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future scenarios
- Compromise in
other areas of the
project
Customer
satisfaction
Customer needs
are not met
(Project
manager)
- Deadlines are
not adhered
(Ducros and
Fernet, 2010)
- Increase
overtime hours to
keep project on
track.
- Weekly
meetings with
the stakeholders
to identify likely
risks, responses,
mitigation
techniques and
responsible team
member.
High (12)
Customer
expectations are
not met (Project
manager)
- Lack of clear
vision
- Faulty designs
- Consult
industry expert
on many changes
and
interpretations.
- Client should
be involved
throughout the
project and cater
the feedback at
every step.
- Sharing daily
updates and
output of review
meetings with
High (9)
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the client.
Health and
Safety
Risks to the
involved
employees with
respect to their
health and safety
(Project Director)
- Improper
application of
safety standards
for the
employees
working in
extreme
conditions at
workplace
(Happy, 2010)
- Consult
industry expert
- Testing of
safety of site
every week
- Open
communication
line among the
key stakeholders.
- Discussion on
the site safety
with contractors
once in a month.
Moderate (6)
Managing
stakeholder
Delayed or
unavailability of
required
materials which
cause issues in
the threat.
(Contractor)
- Poor
communication
existing between
the stakeholders
and suppliers.
- Create proper
communication
line existing with
the main
suppliers.
- Suppliers
ensure that they
fulfil their
responsibilities
on time and
without any
delay
- Keep a
stakeholder in
reserve.
- Penalties
should be laid in
delay time and
must be
accommodated
Extreme (20)
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through extra
overtime hours.
7.2. Evaluation and closure tasks
The project manager should create a report about the progress of each step and at each
stage. It should provide the impact details and recommended options to mitigate the
impact. All progress details are supplied by the team leader to the project manager. The
purpose of evaluation is to see the negative signs in progress before an inaccurate report
arrives. In order to evaluate a project, following tools are used:
 Units completed – This method includes measurement of the progress made by
those tasks which are repeating in nature and weigh down the resources and
efforts i.e. which takes huge considerable amount of time.
 Step method – In this method, subtasks are finished properly. The measurement of
completion is done percentages and each completed step is represented as a
percentage of total process. This is named as incremental milestone method. It is
usually used in construction projects where tasks should be done in sequence.
 Start / Finish – This method is used for short time task on the basis of starting and
finishing point of task without having any interval among them.
 Cost ratio – This method is used for long duration tasks and it is calculated on the
allocated budge versus total number of labour hours.
The proposed Girls Café uses all the above mentioned methods to evaluate the performance
of the project. Along with these methods, project manager can use the past experiences to
evaluate the performance of the project however this approach is not recommended because it
can create conflicts among the team members.
The project closure activities will include:
 Release of hired resources
 Release of contractor
 Lesson learnt documentation
 Audit reports
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8. References
Ducros, M. and Fernet, G. (2010). Project management guide. 1st ed. Paris, France: Editions
Technip, pp.12-14.
Happy, R. (2010). Project 2010 Project Management. 1st ed. Hoboken: John Wiley & Sons,
pp.15-18.
Heldman, K. (2007). PMP. 1st ed. Hoboken, N.J.: Wiley, pp.20-24.
Rasheed, J. (2016). Most Effective Communication Management Techniques for
Geographically DistributedProject Team Members. [online] Available at:
http://www.omicsonline.org/open-access/most-effective-communication-management-
technique-for-geographically-distributed-for-project-team-members-0976-4860-2-530-
541.pdf [Accessed 17 April 2019].
Resch, M. (2011). Strategic project management transformation. 1st ed. Ft. Lauderdale, Fla.:
J. Ross Pub., pp.18-23.
Sokovic, M. (2016). Basic Quality Tools in Continuous Improvement Process. [online]
Available at: http://lab.fs.uni-lj.si/labod/documents/2014/ZK/ZK14%20Dodatno
%20gradivo.pdf [Accessed 17 April 2019].
Zulch, B. (2014). Leadership Communication in Project Management. Procedia - Social and
Behavioral Sciences, 119, pp.172-181.
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