Undertake Project Work: Case Study and Project Plan

This article covers the case study and project plan for the unit BSBPMG522 Undertake project work. It includes definitions of project scope, stakeholders, deliverables, outcomes, exclusions, constraints, parameters, resources, and risk management. It also includes an action plan for a barbecue event and a project plan for designing a restaurant.

Student Name:
Unit: BSBPMG522 Undertake project work
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Date Comment
Questions
Part B Case
Study
Part C
Project
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Course Code Course Name: Advanced Diploma of Hospitality Management
Unit Code: Unit Name: Undertake project work
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Project Part A, B & C
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Part A Questions
Question 1
Research the following TERMS and PHRASES these are linked with your assessment. Attach your
definition or explanation to each point. Please remember to Reference.
In your own words explain the following:
a) Project Scope
Project scope is defined as the part of project planning which involves project goals, tasks, cost,
deliverables, deadlines, etc. It is the detailed outline of aspects of a project. The project scope is
also outlining key stakeholders, assumptions, constraints, processes, etc.
b) Project Stakeholders
Project stakeholders are defined as the person who are taking an active part in the project. It is
found that these are the person who are responsible for the success and growth of any project. It
includes project manager, team members, senior management, executives, resource managers,
company owners, investors, etc.
c) Project Deliverables
It is defined as the products or services which is designed by an organisation in order to serve or
offer to the customers, clients, and project sponsors. This can be tangible or intangible. It is
identified that often the projects are defined because of their deliverables. It becomes important
for project managers that they should provide effective and quality deliverables to the customers
so that they are able to achieve the goals and objectives.
d) Project Outcomes
It is defined as the changes which occurs due to the results of actions. It is important for the
project managers that they should know their project outcomes so that they are able to decide

the activities in such a way. If project manager is know the project outcome then they can easily
measure the success of project.
e) Project Exclusions
It is defined as the activities which are outside of project boundaries. That means it is concerned
with the description of those items, tasks, and actions whicvh are specifically outside from the project.
f) Project Constraints
It is identified that project constraints are the limiting factors of the project which provided a
great impact on the quality, success and delivery of project. It can be include resources, time,
scope, cost, etc.
g) Project Parameters
This is necessary to understand by project manager that they should know about the scope,
quality, schedule and budget of the project. It is identified that project parameters include time, cost
and scope.
h) Project Resources
Project resources are concerned with the people, material goods, for the successful completion
and execution of project. It is necessary to understand that project manager is not able to
accomplish their goals and objectives if they have not enough project resources.
i) Project Risk management
It is defined as the process in which a project manager is identifying, preventing or mitigating,
and evaluating risks in a project.
j) Chairperson
Chairperson of the projects is ensuring that all the meeting should be planned effectively. It is
very important for chairperson to analyse all the meetings so that they can take right decisions.

k) Agenda
Agenda is defined as the document in which all things are listed which will be discussed in the
meetings.
l) Meeting Papers
These are the documents which are required for the purpose of conducting meeting. It includes
agendas, minutes, etc. in the meeting papers.
m) Minutes of the meeting
It is necessary for project manager that they should officially record the proceedings of meetings.
It includes all the details of meeting which discussed in the meeting.
Question 2
Explain how the following Acts are relevant to organising and managing a meeting in the workplace.
 Anti-discrimination Act 1977
It is the act which is focusing on rendering unlawful sex, racial, and all other types of
discrimination. This Act is very helpful for promoting equality of opportunity between all individuals.
 Privacy Act 1988
It is the Act which are protecting and promoting the privacy of all individuals. It regulates
Australian Government agencies and other organisations that how they can protect the privacy of all
individuals.
Question 3
Explain the following two Acts
 Work Health and Safety Act 2011 relating to health and safety in the workplace.
It is the Act which is designed for the purpose of protecting safety, health and welfare of all
workers of an organisation as it is the basic right in which they should get healthy and safety workplaces.
 Competition and Consumer Act 2010 relating to contracts might be relevant to managing a
project in the workplace.
It is the Act of Parliament of Australia which is focusing on promotion of fair trading, competition
as well as providing protection for consumers. A project manager should include this Act so that they
can manage a project in more effective manner.

Part B Case Study
You have decided to organise a barbecue at a nearby park that has both gas and wood-fired barbecues.
There is usually a supply of dry wood there. There are several fixed tables with seats, in the open. There
is a small covered gazebo in the park. You will need to set the date, decide on the number of guests,
menu and catering arrangements (BYO or other). You have enlisted several of your friends to assist in
the planning and organising of your barbecue.
1. Design an action plan (to do list) with regards to the above Case Study remember to clearly
document each step of the action plan to include date, times and include who will be completing the
task, when the task has to be completed by. Present the action plan in a table format with actions,
responsibilities, dates/times and resources.
Actions Responsibilities Date Time Resources
Deciding the main
objectives of barbecue
Brainstorming
Number of guests,
location and time and
date
Pen, paper, Internet, mobile phone and
PC.
Decide the food which is
providing in the
barbecue, garbage bags
and other important
tools such as coolers and
speakers
Internet, pen and paper
Settling a budget PC and internet with expert of budget
Plan of entertainments Paper, pen, expert's advice and
suggestions
Forming a committee
who is responsible for
Decoration materials, manpower, etc.

the decorations
2. As part of any project, you have to make allowances for any events that may threaten the project.
Contingency plans should identify core issues of threat, the impact and cost involved and a solution
to achieve a similar outcome to the initial project. You have to decide on two issues that can affect
your project
For example: on the day of the barbecue it is raining.
Issue Impact Cost Contingency/Solution
Raining It is identified that rain may
be destroy the whole party
as barbecue will be organise
in open area
$100-120 Make a second plan in which it is
necessary to consider gazebo in
order to organise party.
Transportation Traffic can be impact on the
number of customers
$20-25 Watch satellite's map and try to
reach before time

Part C Project
MKA Education has decided to venture into the restaurant industry. As an international education
provider the restaurant is targeted at international students from all countries. You are the Hospitality
Faculty Co-ordinator and have been given the role of Project Manager for this task. Once complete the
restaurant will be staffed by the hospitality students and provide an avenue for them to complete the
practical components of their course. Your task is to design a restaurant for this purpose. They have
found a suitable location in Southport on Scarborough Street at ground level. The space is 20m x 20m in
size and is empty.
You will need to fit out this space including:
 Kitchen area with industrial fridge, freezer, oven and stove
 Bar area with coffee machine and drinks fridge
 Dishwasher area with industrial dishwashing machine
 Front counter with storage and cash register
 Tables and chairs
 Plates, cups, cutlery, glassware and table linen
The Project Plan

Instructions:
 The first page of The Project Plan must be a title page including the title of your project, your
name and student number.
 The second page of The Project Plan must be a contents page outlining each section (as per the
below inclusions) and the respective page numbers.
 Use the below section headings as headings in The Project Plan.
 Begin each section on a new page.
 Include a header on each page with your name and student number.
 Ensure that each page is numbered.
1. Project scope
i. Project parameters
 An overall description of the project, the purpose of the project and how it relates
to the organisation’s objectives.
It is the project of designing a restaurant which covers all the important areas.
There is a plan of project in which it will be covered planning of all the areas which
I found to be important to mention them such as kitchen area, dining area, and
bar areas. It is necessary for the hospitality students to improve some necessary
skills so that they can take right decisions in order to achieve the projects
objectives. This project will cover all the cost which is necessary to design a
restaurant.
 Expected outcomes of the project in terms of deliverables – what the project will
achieve. (include at least 3 deliverables)
 to become the most functional restaurants so that all hospitality students
are able to operate in a restaurateur and earn revenues or profits.
 To be become a restaurant that generating employment for new freshers
so that students are able to apply in that restaurants.
 Project should be timely complete and within budget
ii. Stakeholders
 Identify all internal and external stakeholders who will play a part in implementing
the project including project team members, administration staff, management,
customers, external contractors and suppliers, Government (local and state), the
community and the environment.
Plumber
Electrician

MKA Education manager
Project manager
School’s Hospitality Teacher
MKA Education Chef
Liquor license
Carpenter
Local council
Business Permit√
2. Roles and responsibilities
i. The role of the project manager in terms of:
 Planning and researching, legislative requirements, consulting with stakeholders,
developing the project plan, implementing and administering the project, and
finalising and reviewing the project’s success.
Project manager is very important for the accomplishment of project goals and
objectives. It is identified that project manager is playing an important role in the
planning, organising, and directing of specific projects which ensures that project
should be on time, budget and scope. Some important roles of project manager
are creation of floor plan, budgeting and sourcing furniture's requirement,
labourers, sourcing the construction quotes, and attaining all the licenses and
permits which required to run a restaurant.
ii. The project team member roles
 Allocating tasks to each team member.
MKA Education manager: It is the person who is responsible for supervision of the
project. They ensures that every activity should be execute according to the plan.
Project manager: they direct every team members that what they need to do in
which manner so that team members are able to achieve the project goals and
objectives.
Electrician: All the fittings of electricity in the restaurant should be effectively
fitted so that chefs and other important employees of restaurateur will not be
face any difficulty in the restaurant.
Plumber: He is the person who is responsible for all fittings related to the water
and sanitation connection. It is necessary in restaurants that there is a tight
fittings of water facilities so that customers are not facing any problem.

MKA Education Chef: It is necessary to make sure that by MKA education chef
that all the ingredients are used in the food and drinks in an effective way.
Carpenter: They are responsible for the purpose of designing and manufacturing
all the interior and exterior so that it becomes easy for restaurant to attract
customers towards their organisation.
School’s Hospitality Teacher: They are responsible for ensuring that every person
should learn all the important employability skills so that they are able to achieve
all objectives especially earning of profits.
3. Project resources and availability
i. An overview of the key resource requirements including physical, human and technical.
◦ It is very important to include gas grill burners,
◦ Spatula
◦ Tongs
◦ Gas, Propane, or Charcoal
◦ Grill Gloves
◦ Water
◦ Glass Cups
◦ Cooler
◦ Beer, Wine or Cocktails
◦ Napkins
◦ Plates and Bowls
◦ First aid kit
◦ Fire extinguisher
◦ Lanterns
◦ buildings and facilities
◦ Online Ordering and payment
◦ Chefs, Sweeper, waiter, etc.
ii. Whether the resources are available, need to be purchased, hired, leased or allocated
from another department of the organisation.
In this resources I found that some of them are available in the homes and some them
needs to be ought which are discussed below:
Furnitures can be bought from IKEA
Labourer will be employed on a hourly basis
Bar equipment’s can be arranged from bars
Plates, glasses and other equipments can be arranged from whole sale market

4. Timeframe for completion
i. A commencement and completion date for the project.
The commencement of project will be started on the day when the proposal will be
approved. It can be possible from 1st April as construction needs 3-4 months. So it will be finish by
August or September.
5. Project SMARTT goals
i. Develop three (3) SMART goals to enable the success of your project.
 To open the restaurant in 3 months
 To reach at break even point in 1 year
 Set a menu in the restaurant according to the tastes and preferences of customers
6. Project management tools
i. Action plan in table format listing the major tasks (work breakdown structure) in order,
the name of the person responsible for completing the task, an estimate of the number
of days the task will be completed and the resources required to complete the task.
Action Responsibility Timeline Resources
Bring In A Designer Andrea 2 Weeks Internet
Plans In To Council Andrea 6 Weeks Application Documents/ Plans
ACTION RESPONSIBILITY TIMELINE RESOURCES
Installation of all
lighting and kitchen
fittings
Electrician Cash register, lights,
coffee machine,
dishwashers, Oven,
fridge, freezer, etc.
Approval for liquor Project manager Application form and
fees
Installing furnitures Carpenter Wood, cutter, fitting
equipments, etc.
Installing sanitation in
kitchen and all other
areas
Plumber Kitchen sink, bar sink,
dishwasher, etc.
Stock including
glasswares
Project manager Make a list of inventory
Posters, menus Chef and project List of menu, printing

manager machine, etc.
Cleaning of restaurant Students Cleaning equipments
ii. Gantt chart identifying the major tasks including those tasks that cannot be commenced
until a previous task has been completed and those tasks that can be done
simultaneously. Also include the milestones of the project that highlight major events for
reporting progress.
Activity Timeline
Wk 1 Wk 3 Wk 4 Wk 5 Wk 6 Wk 8 Wk 10 Wk 11 Wk 12 Wk 13
Draw Floor plan
Plans In To Council
Liquor license
Quotes from
labourer’s
Final quote for
the furniture and
resources
Construction of
restaurant
Purchasing of
furniture
Construction of
the kitchen and
bar
Plumbing of the
kitchen and bar
Installing
equipment’s
Installing light
Installing all
furniture
Stocking up on
kitchen and
dining amenities
like plates, fry
pans and
cutleries
Buying all
ingredients and
liquors
General clean-up
of the restaurant √
7. Risk management plan (risk assessment matrix in table format)
i. Outline one (1) hazard and risk to the:
 Safety and,
 The success of the project

Including:
 The hazard
 The risk/s associated with the hazard (the consequences)
 The risk/s assessment (the likelihood and severity of the consequences)
 The risk control measure/s to be implemented
Project name and description
Risk Identification Risk/likelihood Severity of impact Contingency action
Critical High Med Low Critical High Med Low
Restaurant does not open
on time
x x Monitor the action plan
and follow up with
meeting and
communication with all
members of the Team
Budget exceeding x x Regular monitoring of
budget which helps in
reducing the risk of
exceeding budget.
Discuss necessary
changes if it is
important to implement
in the restaurant
Cases of accidents x x Make sure that all the
necessary course of
actions are taken. It is
necessary to
precautions and
preventions from any
activities in designing of
restaurants.
8. Project resources and budget
i. A breakdown of the resources required for the project including:
 Equipment, materials, consumables, employee hours for the project, external
services/contractors etc. (Note that actual quotations are not required; you may
make a realistic estimate.)
Kitchen Area
Item Price per piece Amount needed Total price
Compact pass through
dishwasher
$2,000.00 (gumtree) 1 $2,000.00
Counter fridge 417 ltr $1,900.00 (gumtree) 1 $1,900.00
6 burner gas stove $1,966.00 1 $1,966.00

with oven
Cool room 1500 (w)
1500 (d) x 2400 (h)mm
$6,888.00 1 $6,888.00
Bar Materials
ITEM PRICE per Piece Amount needed Total Amount
Cocktail shaker $7.95 3 $23.85
Sunbeam barista max
espresso coffee
machine
$387.00 1 $387.00
Bar Ice caddy
condiment dispenser
$29.90 1 $29.90
Coffee grinder $195 1 $195.00
2 Door Bar fridge $599.99 1 $599.99
The Project Team Meeting
Instructions:
To ensure the success of the project you will need to hold project team meetings at various stages
throughout the project. As the Project Manager your role would include being the chairperson of these
meetings. In order for the meetings to be effective they will need to be organised and managed. Part of
this process involves creating specific documentation. Your task is to create the documentation for a
hypothetical meeting that could be held at any stage of the project, including planning, administering,
monitoring and reviewing, or finalising the project. Templates for the agenda and minutes of the
meeting are available on the student drive.
1. Notice of meeting EMAIL – Date on Email must be date of submission
2. Agenda What Will Be Talked About (TEMPLATE AGENDA BELOW)
AGENDA OF MEETING
TOPIC: Menu of restaurant DATE:
VENUE: MKA conference room
CHAIRPERSON: XYZ MINUTE TAKER:
MEETING START: 10.00a.m MEETING FINISH
ATTENDANCE: Project manager, staff, chef and other
hospitality instructor
APOLOGIES: none
By Agenda Item Timing
Project manager Topic of the meeting introduced in front of al members 10 MINS

Instruction related
to the Hospitality
Discussion of latest food trends with all chefs and research
department
10 mins
Project manager Budget review with inclusion of all activities. Each activity is
designed with the consideration of budget.
30 mins
Chef All the suggestions related to the menu bar should be decide which
creates interest in customers
20 mins
Project manager All the selected items should be discussed 10 mins
Project manager
and chef
Menu should be finalised after evaluation of each pros and cons of
menu list
20 mins
Project manager Closing and conclusion 10 mins
3. Meeting paper/s Information you need to bring to the Meeting when you are discussing your
point. Please include the following information
 Financial reports-for example budget figures (what you believe the whole project will cost)
collection of receipts related to the purchases in restaurant
Budget list which includes each and every short activity
 Chairpersons report-for example budget allocations for furniture etc
In the chairperson report, it will covers all the rates of menu which is decided on the basis of
meetings
It includes all the budget related to the dinning
 Research report-for example brochures on products and designs
Online website item list
IKEA Brochure
Quotas for all the equipments
 Draft documents-for example pricings and breakdowns of fitting
Price of all electrical appliances
Price for sanitation fittings
Price for kitchen and dining equipments

4. Minutes of the meeting (final draft – typed) Record Of What Was Discussed
MINUTES OF MEETING
TOPIC: Theme of Restaurant DATE:
VENUE: MKA conference meeting hall
CHAIRPERSON: MINUTE TAKER: May
MEETING OPENED: MEETING CLOSED:
ATTENDANCE: Chef, Chairperson, staff, finance department, project manager and all other important person
APOLOGIES:
INITIALS OF
PERSON RAISED BY NOTES OF DISCUSSION ACTION
Project managers Budget related to the furniture List of theme request
List of prices of furniture
Approved budget for furniture
Staff Changes in the bar menu which helps to
accommodate changes
Analysis of previous drink menu
take suggestions from the members which are
invite in the meeting
Chef Changes in menu's items in order to match with
the new theme of restaurant
Analysis of previous menu
Compare with the new menu
Implement changes in menu according to the
requirements
The Project Report
Instructions:
Type a report answering each of the following areas in a minimum of one paragraph of 3-4 sentences for
each. Your report must relate to The Project Plan you created.
1. Consulting and finalising project plan
 Why it is important for a manager to consult team members and at what stages in the
development of the project plan you would consult with team members for their input
and with the CEO to gain the necessary approvals.
It is very important to note that a project managers should consult with their team
members on the topic related to the restaurant as it is the right of team members as well
as it become benefaction for restaurant. This is very important for the project manager

that they should take approvals from CEO so that they are able to make changes. In
addition to this, they also need to consult with team members that they are required any
resources in order to accomplish their task.
2. Clarifying project team responsibilities
 What you need to do to ensure that project team members are clear about their
responsibilities and the project requirements and the importance of doing this.
It is necessary for project manager to ensure that their team members should know their
duties so that they are able to perform accordingly. They need to clarify so that any confusions are not
create in future and effectively achieve the set objectives. Every person should know that hat they need
to be perform in their jobs.
3. Supporting the project team
 What you need to do to provide support for project team members to ensure that project
outcomes and time lines are met.
A project can be completed when the project manager has potentials to support their
team members. There are many complications are coming in the future in which team
members need supports in the fiorm of effective leadership, motivation, etc.

4. Project record keeping systems
 The type of systems you would establish and use to maintain required record keeping
systems throughout the project including correspondence, quotations, purchases, time
logs and samples.
It is very important for the project manager that they need to maintained records so that
they are able to measure the performances.
5. Managing project finances and resources
 The type of financial records will you analyse, how you would analyse them and how
often you would analyse them.
 How you will keep track of human resource usage to ensure the project is kept within
budget.
It is necessary to track the human resource usage which can be done with the assistance
of making books of accounts that helps in measuring the financial performances.
6. Reporting on project deliverables
 Who you will report to, how often you will report to them on the progress on achieving
project deliverables and what information you will tell them when you do report to them.
As I am the project manager so that's why I need to report to higher authorities of
project.
7. Managing the project meeting
 How you would ensure the style and structure of the meeting were appropriate to its
purpose.
It can by ensure with the help of identifying that all requirements of forms and notes
should be met.
 How would you ensure your meeting meets all of the legal and ethical requirements in
accordance with the organisation
All the required topic should be sited in agenda.
 How you would conduct the meeting to ensure it was focused, time efficient and
achieved its outcomes.
Post on the email or bulletin board
 What timelines you would despatch meeting papers to meeting participants.
Provide meeting notice to each and every memebr
 How you would ensure that each member of the meeting participated in discussion,
problem-solving and resolving issues.
Collection of feedbacks from meetings and forms

 How you would brief the minute taker on the method for recording the minutes of the
meeting.
All information should be provide which collect or not take
 When you typed up the minutes of the meeting and where you would store them.
Write in excel document and store in a detailed file
 Why it is important to check the transcribed meeting notes to ensure they reflect a true
and accurate record of the meeting and are formatted in accordance with organisational
procedures and meeting conventions.
Write all the information in the meeting ends so that no one single information can be
forget
8. Project finalisation
 How you will finalise the financial records of the project including checking them for
accuracy and filing them.
 How you would assign staff involved in the project to new roles or reassign them to
previous roles.
All the important invoices and receipts should be filed in a folder and in electrical manner
so that it becomes easy to track.
9. Project review - The project is now complete,
 Now list three (3) things that were difficult,
Managing expenses
Finding labourers
Checking up that all labourers should be work properly
 Three (3) things that were easy, and
Sourcing kitchen and dining equipments
Sourcing furniture
Sourcing affordable equipment
 Three (3) things you would do differently next time.
Proper and schedules meeting
Backup plans
Proper target for expenses
 Design a questionnaire for your Project Team to gain their feedback (minimum 5
questions)
What you was most like in the restaurant?
What you think to improve?

According to you, is it satisfactory services?

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