University Name - Project Management: Café Project Analysis and Report

This report provides a comprehensive analysis of the factors that contribute to the success and failure of a project to open a café. It begins with an executive summary outlining the importance of a detailed business plan, proper location selection, and effective marketing. The report then delves into a ...Read More

Running head: PM
Opening a café
Name of the Student
Name of University
Author Note

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Executive Summary
There are several factors, which contributes to the success and failure of any undertaken project.
Starting from developing the project plan and a project implementation plan to actually
executing a project, there can be a lot of factors behind execution of an undertaken project as per
plan. A project of opening the café is considered to examine the success and the failure factors in
a project. Opening a café generally requires a large investment both in form of time and money
and therefore, defining a correct vision prior to the execution of the undertaken project is one
main success criteria. The project’s failure can be a cause of lack of detailed business plan. A
detailed business plan include choosing proper location to set up the business, here it is setting
up of a café. This report provides a detailed project description including the project’s budgetary
considerations. The duration and the goal of the project is further discussed in this report. For
successful business development, it is crucial to know the aims of the undertaken project along
with the criteria of success and project’s failure. A lot of work goes into opening and setting up
of a café and a wrong move can cause failure of an entire project. The project would only be a
success if right people are hired for execution of a project. Marketing is one of the effective
methods for ascertaining success of the café. Therefore, one important criterion of success of the
undertaken project is to promote the business in an effective manner so that it reaches the
intended audiences.

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Table of Contents
1. Introduction......................................................................................................................3
2. Project Description..........................................................................................................3
3. Budgetary Considerations................................................................................................4
4. Project Duration...............................................................................................................7
5. Project Goals....................................................................................................................9
5.1. Long Term Goal.......................................................................................................9
5.2. Short Term Goals....................................................................................................10
6. Project Aims..................................................................................................................10
7. Scheduling, Resource and Budget Allocation...............................................................10
8. Success and Failure of Project.......................................................................................12
9. Conclusion.....................................................................................................................14
10. Recommendations........................................................................................................14
Bibliography......................................................................................................................16

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1. Introduction
The success and the failure of the project is largely dependent on the process or the
technique that is being followed while executing a project. Considering the Coffee shop opening
project, a lot of important factors goes into project’s execution as per the initial plan. The report
gives an idea of the description of the project’s budgetary considerations, goals and the schedule
of a project. The aim of this report is to address the various reasons that contributes to the
project’s success along with the factors that results in project’s failure. It is however necessary to
eliminate the factors that can act as a reason for the project failure (Kerzner 2017). In the
following paragraphs, the main project descriptions, the budgetary considerations, the duration
and the goals of the project are discussed.
2. Project Description
The project that is considered for evaluation is related to opening a café. The success of
any project is largely determined by its ability of fulfilling the main objectives of a project. For
example, the Queensland health payroll (QHP) project failed, as it could not implement the
project as per the standards of project management and there have been issues with the time
management and scope management in a project (Meredith, Mantel Jr and Shafer 2017).
Ineffective scope management is one common factor that indicates the failure of any undertaken
project and therefore, this factor is needed to be addressed in an effective manner. Therefore, in
the launch of this coffee shop project, various factors were considered in development of the plan
for project along with the project requirements. These factors include budgetary considerations,
duration and the goals of a project (Fleming and Koppelman 2016). The budgetary

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considerations and the scheduling needs of the project corresponds to the aims of identified for
the project.
3. Budgetary Considerations
A Coffee shop business requires a planned approach for ensuring the success of an
undertaken project. The financial needs of this project should be examined and managed by the
team members. In this particular project, a financial buffer of 10% is considered for successful
deployment of a project. The following table provide a detailed idea of the cost considerations in
a project.
Task Name Total Cost
Opening a Cafe $291,000.00
Initiation Phase $8,560.00
Meeting with the Team $640.00
Understanding the Requirements $4,800.00
Finding different locations for setting up the café $1,280.00
Setting up the Final Project Team $640.00
Documentation of the Findings of the Planning Phase $1,200.00
M1: End of the Initiation Phase $0.00
Planning Phase $27,480.00

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Finalizing the place where the café will be set up $11,360.00
Discussing the requirements of the Project $3,040.00
Estimation of the Budget $9,240.00
Estimation of the Schedule $3,200.00
Project Plan Development $640.00
M2: Project Plan Approval $0.00
Implementation Phase $210,440.00
Inspection of the place where the café is to be set up $640.00
Application for the Permit $640.00
Cleaning the Place $560.00
Development of a Business case $6,600.00
Painting the place $23,920.00
Estimation of the Equipment needed $4,800.00
ordering all the necessary Equipment $640.00
Receiving the Orders $150,640.00
Approval of the Permit $0.00

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Completion of all the electrical works $9,200.00
Completion of the Plumbing works $12,240.00
Final Cleaning $560.00
M3: Completion of Setting up the Café $0.00
Project launch Phase $30,000.00
Selection and Finalization of the Menu $1,280.00
Advertising the Café $22,000.00
Making the guest Lists $4,800.00
Sending out the invites for the Café $1,920.00
M4: Launch of the Café $0.00
Project Closure Phase $14,520.00
Documentation $1,400.00
Evaluation of Project Implementation $1,280.00
Collection of Feedback of the Client $4,480.00
Feedback Analysis $4,800.00
Payment Completion $1,920.00

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Resource Release $640.00
M5: Project Ends $0.00
Table 1: The cost Considerations of the Café Project
One main reason that might result in project’s failure is incorrect budget estimation. For
example, the Queensland Health payroll project has gone over-budget by three times. Therefore,
in this particular project, a cost buffer is kept for addressing the issue of the project going over-
budget. Table 1 indicates the budget considered for opening of the coffee shop. The cost
consideration involves the equipment needed for successful project execution along with the rent
of the place that is selected for opening the coffee shop (Meredith, Mantel Jr and Shafer 2017).
There are less chances of the project going over-budget because a cost buffer is considered. One
significant need for successful project execution is effective cost management (Heagney 2016).
The undertaken project have considered effective management of the project’s cost to ascertain
successful project execution. The chances of project going over-budget is quite less in this
project since a bottom-up cost estimation method is followed for successful project execution
(Leach 2014). In this estimation method the total cost of a project is mainly calculated on basis
of the tasks that are to be completed. The table above indicates the cost considerations for each
of the tasks in the undertaken project.
4. Project Duration
The project involves renovating an existing place to turn it into a coffee shop and
therefore, it is possible to complete the project is a short duration. Unexpected delays in a project
can result in increase in the duration of the undertaken project. The duration of the undertaken
project is shown in the table below-

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WBS Task Name Duration
0 Opening a Cafe 64 days
1 Initiation Phase 4 days
1.1 Meeting with the Team 1 day
1.2 Understanding the Requirements 2 days
1.3 Finding different locations for setting up the café 2 days
1.4 Setting up the Final Project Team 1 day
1.5 Documentation of the Findings of the Planning
Phase 1 day
1.6 M1: End of the Initiation Phase 0 days
2 Planning Phase 10 days
2.1 Finalizing the place where the café will be set up 2 days
2.2 Discussing the requirements of the Project 1 day
2.3 Estimation of the Budget 7 days
2.4 Estimation of the Schedule 5 days
2.5 Project Plan Development 1 day
2.6 M2: Project Plan Approval 0 days
3 Implementation Phase 29 days
3.1 Inspection of the place where the café is to be set
up 1 day
3.2 Application for the Permit 1 day
3.3 Cleaning the Place 2 days
3.4 Development of a Business case 5 days
3.5 Painting the place 7 days
3.6 Estimation of the Equipment needed 2 days
3.7 ordering all the necessary Equipment 1 day
3.8 Receiving the Orders 1 day
3.9 Approval of the Permit 1 day
3.10 Completion of all the electrial works 10 days
3.11 Completion of the Plumbing works 7 days
3.12 Final Cleaning 2 days
3.13 M3: Completion of Setting up the Café 0 days
4 Project launch Phase 29 days
4.1 Selection and Finalization of the Menu 2 days
4.2 Advertising the Café 10 days
4.3 Making the guest Lists 2 days
4.4 Sending out the invites for the Café 3 days
4.5 M4: Launch of the Café 0 days
5 Project Closure Phase 17 days
5.1 Documentation 2 days
5.2 Evaluation of Project Implementation 2 days

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5.3 Collection of Feedback of the Client 7 days
5.4 Feedback Analysis 2 days
5.5 Payment Completion 3 days
5.6 Resource Release 1 day
5.7 M5: Project Ends 0 days
Figure 2: Illustrating the Project Duration
The table above illustrates the minimum duration needed to complete the undertaken
project. The duration is calculated considering the five working days and 8 hours of working per
day. There can be a change in the schedule of this project if there is a significant change in the
time required for receiving the items that are needed for executing this project.
5. Project Goals
One significant success criterion of a project is that the plan prepared for the project
should be aligned with the project goals (Meredith, Mantel Jr and Shafer 2017). Proper
identification of the long term along with the short term goals of the project ascertains success
even in projects which are large in size such as the Sydney Metro Rail Project. The following sub
sections identifies the long term goal and the short term goals of the project.
5.1. Long Term Goal
The Long terms goals of the undertaken project are shown as follows-
 The Café should be able to gather a good customer base
 The café should be able to deliver quality products
 The profit margin of the café would be high
 The customer satisfaction level should be high

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5.2. Short Term Goals
The short-term goals of the project are shown as follows-
 To find a place that would be suitable as per the business requirements of the
undertaken project
 To advertise the project in a way such that it reaches a large number of audiences
 To deliver a good quality product and the services to the clients
The fulfillment of the long terms goals of the undertaken project is subjected to
fulfillment of the short term project goals (Meredith, Mantel Jr and Shafer 2017). The project can
therefore see a successful closure, if at least the above identified short term goals are fulfilled.
6. Project Aims
The project plan that is generally made for a project is mostly linked to the undertaken
project’s aim. The aim of the undertaken project are indicated as follows-
Aim: The project aims in opening of the café which will help in realizing the business profits.
7. Scheduling, Resource and Budget Allocation
The scheduling requirements, the resources and the cost considered for the undertaken
project are indicated in the following Gantt chart-

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Figure 1: Illustrating the Project Gantt chart
The Gantt chart above indicates the duration for completion of the project that deals with
opening of a café. The resource sheet in the table below indicates the main resources considered
for the project and the cost consideration for each resources-
Resource Name Std. Rate Ovt. Rate Cost/Use
Project Manager $80.00/hr $0.00/hr $0.00
Resource Manager $80.00/hr $0.00/hr $0.00
Project Management Team $300.00/hr $0.00/hr $0.00
Business Analyst $85.00/hr $0.00/hr $0.00
Labourers $35.00/hr $0.00/hr $0.00
Painter $35.00/hr $0.00/hr $0.00
Plumber $40.00/hr $0.00/hr $0.00
Electrician $40.00/hr $0.00/hr $0.00
Equipment $150,000.00 $0.00
Document Writer $25.00/hr $0.00/hr $0.00
Documentation Cost $0.00 $1,000.00
Electrical Equipment $0.00 $6,000.00
Plumbing Needs $0.00 $10,000.00
Paint $0.00 $20,000.00
Rent of Place $0.00 $10,000.00
Marketing Team $200.00/hr $0.00/hr $0.00
Advertising Cost $0.00 $6,000.00
Table 3: Representing the Project Resources
The above table indicates the main resources that are taken for completion of the coffee
shop project in a successful way. The standard rate and the cost per use of each of the resources
are indicated in the above table.
8. Success and Failure of Project

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The project management body of knowledge (PMBOK) identifies various criteria for
success and the project’s failure (Mir and Pinnington 2014). The main factors contributing to the
project’s failure are shown as follows-
1. Failure of Planning any undertaken project and development of an effective plan can
result in project’s failure (Harrison and Lock 2017).
2. Disregarding the process of risk management is another factor that has an impact on
normal project completion.
3. Inadequate scope identification or documentation of the scope is another factor that can
hamper the normal execution of the project (Cserháti and Szabó 2014).
4. Communication is a key to project success and therefore, ineffective communication
can result in failure of the project
5. Poor management of expectations can result in failure of a project (Serra and Kunc
2015).
The above discussed point indicate the main factors contributing to the project’s failure.
Example of a failed project is Queensland Health payroll project that went over budget and was
delayed considerably. Poor examination of the project’s scope and lack of communication
among the members contributed to the failure of this large scale project. Apart from that poor
planning further contributed to the project failure.
There are certain criteria, fulfillment of which helps in successful completion of any
project. These factors are shown as follows-

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1. The success of a project is often determined by its ability of finishing within a set time.
If a particular project is completed within its original schedule, the project can be termed as a
success (Mir and Pinnington 2014).
2. Providing a project of high quality is another factor that determines the success of a
project
3. The satisfaction of the stakeholders adds to the criteria of successful finishing of the
project (Davis 2014).
4. The performance linked with the project’s business case contributes to project’s
success.
The above discussed points indicate the factors that affects the project’s success.
Example of a successful project is Sydney Metro rail project that could meet the expectations of
the stakeholders.
9. Conclusion
The report discusses the various factors that contributes to success of any undertaken
project and evaluates a project chosen, which is development of a café. The report discusses the
aims, objectives and the goals of the project chosen. The report further provides the success and
the failure criteria of any project and provides examples of one successful and one failed project.
10. Recommendations
The recommendations for successful project management is related to the main findings
of this report. The recommendations are indicated as follows-

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1. It is necessary to prepare an accurate and feasible project plan to ascertain the success
of a project
2. Proper scope identification play a crucial role in successful execution of any
undertaken project
3. Communication among the team members is necessary to ascertain effective
information flow and project success
4. It is necessary to keep a financial buffer to eliminate the risk of project going over
budget.

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