Project Management Report: Kaffeine Coffee Shop Innovation Project

This project management report details a plan for Kaffeine Coffee Shop to innovate with flavored coffee, aiming to improve operational efficiency, productivity, and profitability. The report outlines the business case, objectives, and purpose, focusing on customer satisfaction and market share. It identifies key staff roles, including a project manager, coffee expert, resource manager, and financial manager. The approach involves the Prince2 methodology for project control and communication. Stakeholder analysis categorizes stakeholders based on influence and interest. Risk management identifies and mitigates financial, operational, legal, and resource risks. A detailed budget is provided, along with communication strategies, a Gantt chart outlining the project's timescale, and an analysis of potential project execution challenges. The report concludes with a discussion of benefit realization, emphasizing the importance of innovation and customer satisfaction.

PROJECT MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
Business case...............................................................................................................................1
Aim and objectives......................................................................................................................1
Purpose........................................................................................................................................1
MAIN BODY...................................................................................................................................2
Key staff......................................................................................................................................2
Approach.....................................................................................................................................2
Stakeholder analysis....................................................................................................................3
Risk.............................................................................................................................................4
Budget.........................................................................................................................................6
Communication...........................................................................................................................7
Timescale....................................................................................................................................7
Benefit realization.......................................................................................................................9
Project execution challenges.......................................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
The project management is the significant application procedure, skills and knowledge
which helps in relevantly attaining the key goals and objectives associated with the study. It
mainly comprise of the ultimate set of deliverables (Heagney, 2016). This study mainly focuses
on the engaging with range of flavored coffee innovation which helps in meeting the needs of the
customers of the Kaffeine Company. This study also significantly focus on the examining the
key relevant staff within the coffee shop in order to improve the performance and productivity.
Moreover, this study also significantly focuses on carrying out stakeholder analysis and risk
management analysis. This study develops an appropriate budget plan and communication.
Furthermore, a Gantt chart is prepared and complete evaluation of the challenges associated with
the project execution.
Business case
Every organization tends to mainly focus upon the meeting the need of the customers by
offering them new range of coffee flavors like orange flavored coffee, vanilla cream coffee,
hazelnut coffee, caramel coffee, chocolate coffee, etc. These coffee flavors in turn provide a
touch of aroma and flavor to the customers. Kaffeine coffee shop in the London is inspired by
the amazing culture with handcrafted beverages. The key focus of the Kaffeine coffee shop is to
improve their customer base and also increase the market share by offering new range of
flavored coffee to the customers.
Aim and objectives
Aim
“To develop a coffee shop with range of coffee flavors to improve the operational efficiency,
productivity and profitability.”
Objective
 To develop an exotic coffee shop with trained staff.
 To improve range of coffee options to improve the operational efficiency, productivity and
profitability.
Purpose
One of the key significant purpose of carrying out this study is to provide customers with
wide range of coffee flavors which helps in meeting their needs and expectations (Heldman,
2018). Another key significant reason for carrying out the project is to examine the key human
1

resource which in turn will be required to attain the key aims and objectives of the study.
Customers are looking for the new flavors of the coffee for the soothing and ravishing
experience. However, the Kaffeine coffee shop within UK offers multiple range of coffee flavors
which is highly significant in improving the customer services and attain market position within
UK.
MAIN BODY
Key staff
Project manager: The manager of the project mainly plays a key significant role to plan,
execute, control and monitor the specific project. The manager of the project is completely liable
for carrying out the specific project. The success and the failure of the project lie in the hand of
project manager and also tend to make necessary decision.
Coffee expert: This is the key person who focuses on assessing the quality and taste of raw
material products. This mainly focuses on judging the aroma, roast, taste and smell of the coffee
beans to offer the best quality coffee to the customers (Siau, and Wang, 2018).
Resource manager: This person is responsible for allocating the wide range of task and is useful
in improving and effectively managing the key resources. It is significant in assigning roles to
the people and reallocating the resources.
Financial manager: The person is highly responsible for the effectively maintaining the
financial health and carry out the project within the stipulated budget frame. It focuses on
evaluating the cost associated with each expense and is significant in improving the financial
health of organization.
Sponsor: This is a person who tends to pay and effectively contribute to the project which helps
in providing enough funds to the Kaffeine Company to complete the project on a timely manner.
The project manager will require £20000 to carry out this project.
Approach
The project management company must significantly focus on applying the Prince 2
methodology because this approach has complete control over the project and helps in taking
necessary decision associated with the project (Wisskirchen and et.al., 2017). This approach
mainly complies with the seven different types of principles which in turn is considered to be
highly relevant in effectively evaluating the key pitfalls. It is referred to as one of the key
significant method which helps in improving the level of communication in order to successfully
2

launch the specific project and involve all the stakeholders in order to make necessary decision.
This approach is useful because it helps in justifying and also defining the key structure which
has been linked with the Kaffeine company. It is significant in appropriately improving the
communication process between all the key staff and members associated with the project.
Stakeholder analysis
This is one of the key significant procedure which helps in identifying the key people who in
turn are associated with the project. It is significant in grouping the individual stakeholders with
the key degree of level of participation, influence and interest of the stakeholders within the
project.
Power
Keep satisfied Manage Closely
 Customers
 Employees
 Sponsors
 Shareholders
Monitor Keep Informed
 Competitors
 Suppliers
 Government
 Local
communities
Interest
By effectively complying with the key stakeholder matrix which helps in meeting the key aims
and objectives of the study.
Primary stakeholder: The primary stakeholder are considered to be within the
organization who are referred to as the internal stakeholders (Ashrafian, 2015). They mainly
include shareholders, customers, employees, suppliers, etc. It is highly crucial for the Kaffeine
Company to keep all the primary stakeholders satisfied because it somehow influence the entire
project. However, without proper coordination, this eventually leads project towards wrong path.
Secondary stakeholder: They are external stakeholders who in turn are not directly
associated with the Kaffeine Company. Moreover, secondary stakeholder tends to have an
indirect relationship but are still highly influential for the key decision making process.
Moreover, secondary stakeholder to require lot of attention when compared with the primary
3

stakeholders. It mainly includes competitor, media, government, suppliers and the local
community (Kerzner, 2019). For example, in order to introduce new range of coffee flavors like
orange flavored coffee, vanilla cream coffee, hazelnut coffee, caramel coffee, chocolate coffee,
etc. It is highly crucial for the coffee shop to examine whether Kaffeine competitor also uses the
same strategy or not. This way it helps in making informed decision accordingly and also tends
to add innovation within it.
Risk
Type of
risk
Likelihood Probabilit
y
(1-High,
2-
Medium,
3-low)
Impact Mitigation
strategy
Responsibility
Financial
risk
High 1 The effect of
the financial
risk upon the
project tends to
have negative
impact on the
project. This
eventually leads
to poor cost
estimation and
over budget of
the project.
In order to
mitigate this
risk it is
important to
develop the
proper
budget and
the cash
flow
statement to
evaluate the
income and
expenditure
related with
the project.
Financial
manager of the
project is
completely
responsible to
mange such
risk (Rowe,
2020).
Operational
risk
Medium 2 The effect of
the Operational
risk upon the
In order to
mitigate this
risk the
Project
manager of the
project is
4

project tends to
have negative
impact on the
project. It leads
to poor
implementation
of the project
and affect the
operations of
the Kaffeine
coffee shop.
project
manager of
the
company
must
effectively
assign the
roles and
responsibilit
ies to
complete
the project
on a timely
and
systematic
manner.
completely
responsible to
mange such
risk.
Legal risk High 1 The effect of
the Legal risk
upon the project
tends to have
negative impact
on the project
(Shirley, 2020).
It results in the
intervention of
the legal
authorities and
also results in
delay in the
completion of
the project.
In order to
mitigate this
risk the
legal
manager
ensures that
the project
is carried
out by
complying
with all the
legal laws
and
regulations.
Legal manager
of the project
is completely
responsible to
mange such
risk.
5

Resource
risk
Medium 2 The effect of
the Resource
risk upon the
project tends to
have negative
impact on the
project. It leads
to delay in the
completion of
the project.
In order to
mitigate this
risk the
project
manager
will
effectively
evaluate
what all
resources
will be
required to
carry out
each task
and also
find the
substitute of
the specific
resources.
Project
manager of the
project is
completely
responsible to
mange such
risk.
Budget
A budget is referred to as an appropriate evaluation and estimation associated with the key
income and expenses for completing the specific project of the Kaffeine Company. It is
considered to be as one of the appropriate frame which is useful in improving the key functions
and it is significant in evaluating the key expenses of the company to carry out the project within
the stipulated budget plan (Lock, 2020).
PARTICULARS BUDGET (in £)
Development of the aim and objectives £700
Research and development £5000
Payment to employees £3000
Technology development £7000
6

Marketing £2000
Other Expenses £1000
TOTAL £18700
Communication
In order to carry out the project with utmost degree of accuracy it is highly crucial to
complete the project by effectively transmitting key and relevant set of information to all the key
stakeholders and team members of the Kaffeine Company. The project management team mainly
focuses on using mobile calls and messages as one of the key significant method which helps in
transmitting the new set of information related with the development of a coffee shop with range
of coffee flavors to improve the operational efficiency, productivity and profitability (Pollard,
2019). Use of walkie talkieis also one of the prominent measure to effectively communicate with
the key team members which helps in significantly communicating relevant set of information
with the team members of the company. Email is one of the most formal way to communicate
with the team members by effectively attaching the key relevant set of documents associated
with the project management.
Timescale
Task Mode Task Name Duration Start Finish Predecessors
Auto
Scheduled Project Initiation 12 days Tue 7/28/20 Wed 8/12/20
Auto
Scheduled
Identification of the key
purpose of carrying out
the project
3 days Tue 7/28/20 Thu 7/30/20
Auto
Scheduled
Examining the purpose,
aim and objectives of the
business
2 days Fri 7/31/20 Mon 8/3/20 2
Auto
Scheduled Development of team 2 days Tue 8/4/20 Wed 8/5/20 3
Auto
Scheduled
Identifying key roles
and responsibilities 3 days Thu 8/6/20 Mon 8/10/20 4
Auto
Scheduled
Assigning key roles and
responsibilities 2 days Tue 8/11/20 Wed 8/12/20 5
Auto
Scheduled Project planning 18 days Thu 8/13/20 Mon 9/7/20
7

Auto
Scheduled
Evaluating project
requirements 3 days Thu 8/13/20 Mon 8/17/20 6
Auto
Scheduled Selection of the venue 2 days Tue 8/18/20 Wed 8/19/20 8
Auto
Scheduled
Examining target
audience 2 days Thu 8/20/20 Fri 8/21/20 9
Auto
Scheduled Stakeholder analysis 5 days Mon 8/24/20 Fri 8/28/20 10
Auto
Scheduled
charter project
preparation 3 days Mon 8/31/20 Wed 9/2/20 11
Auto
Scheduled
Examine the key
resources for project 3 days Thu 9/3/20 Mon 9/7/20 12
Auto
Scheduled Project Execution 9 days Tue 9/8/20 Fri 9/18/20
Auto
Scheduled
Giving training to the
employees 2 days Tue 9/8/20 Wed 9/9/20 13
Auto
Scheduled
Allotment of the key
resources 3 days Thu 9/10/20 Mon 9/14/20 15
Auto
Scheduled Preparation of a budget 2 days Tue 9/15/20 Wed 9/16/20 16
Auto
Scheduled
performance quality
management 2 days Thu 9/17/20 Fri 9/18/20 17
Auto
Scheduled Project monitoring 5 days Mon 9/21/20 Fri 9/25/20
Auto
Scheduled Managing of the risk 2 days Mon 9/21/20 Tue 9/22/20 18
Auto
Scheduled
selection of tool for
monitoring of the project 3 days Wed 9/23/20 Fri 9/25/20 20
Auto
Scheduled Project Closure 4 days Mon 9/28/20 Thu 10/1/20
Auto
Scheduled project review 2 days Mon 9/28/20 Tue 9/29/20 21
Auto
Scheduled
suggestion for
improvement 2 days Wed 9/30/20 Thu 10/1/20 23
8

Benefit realization
This is one of the crucial importance to effectively complete the project is that innovating new
range of coffee flavors like orange flavored coffee, vanilla cream coffee, hazelnut coffee,
caramel coffee, chocolate coffee, etc. is very significant in attracting the large number of
customers from United Kingdom. It is also significant in increasing the customer base of the
Kaffeine Company. It helps in providing the customers with a touch of aroma and flavor to the
customers. The Kaffeine coffee shop is to improve their customer base and also increase the
market share by offering new range of flavored coffee to the customers. This way it helps in
improving the customer base and also tends to significantly attain higher operational goals and
sustainability. This helps the Kaffeine Company to work better with the competitors and attain
higher operational goals and sustainability. This project will helps the company to improve the
goodwill and creating good image in the eyes of the prospective and new customers by offering
them with the range of products and services. It helps in opening up the new chains in the
multiple areas of the UK which eventually leads to higher profitability and increased operational
efficiency.
Project execution challenges
 One of the key significant challenges associated with this specific project is that it is
highly difficult for the project manager of the coffee shop to keep all the key staff on the
same page (Wisskirchen and et.al., 2017). This makes it highly difficult in the attainment
of the common goals and objectives.
 Miscommunication among the team members is also another key challenge at the time of
execution of the project. However, poor communication can hamper the project in order
attainment of the common goals and objectives associated with the development of a
coffee shop with range of coffee flavors to improve the operational efficiency,
productivity and profitability.
 Completing the project within the prescribed deadline is also one of the key significant
challenges which have been faced by the project manager. This becomes challenging.
However, in order to mitigate such risk it is important for the manager of the company to
develop a specific Gantt chart and allot start and end of the each task associated with the
project in order to complete the project on a timely manner without any set of delay.
9

 Ineffective staff who lacks knowledge and skills is one of the key challenging task. It is
important to give proper training to the staff in order to attain goals and objectives
associated with the development of a Kaffeine coffee shop with range of coffee flavors to
improve the operational efficiency, productivity and profitability.
CONCLUSION
From the conducted study it has been summarized that, the manager of the project mainly
plays a key significant role to plan, execute, control and monitor the specific project. The project
management company must significantly focus on applying the Prince 2 methodology. The
primary stakeholder mainly includes shareholders, customers, employees, suppliers, etc. The
effect of the financial risk upon the project tends to have negative impact on the project. Proper
budget and the cash flow statement to evaluate the income and expenditure related with the
project. The total budget of the project is £20000. This way it helps in improving the customer
base and also tends to significantly attain higher operational goals and sustainability.
10

REFERENCES
Books and Journals
Ashrafian, H., 2015. AIonAI: A humanitarian law of artificial intelligence and robotics. Science
and engineering ethics, 21(1), pp.29-40.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Heldman, K., 2018. PMP: project management professional exam study guide. John Wiley &
Sons.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. John Wiley & Sons.
Lock, D., 2020. Project management.
Pollard, C.E., 2019. Lessons learned from client projects in an undergraduate project
management course. Journal of Information Systems Education, 23(3), p.3.
Rowe, S.F., 2020. Project management for small projects. Berrett-Koehler Publishers.
Shirley, D., 2020. Project management for healthcare. CRC Press.
Siau, K. and Wang, W., 2018. Building trust in artificial intelligence, machine learning, and
robotics. Cutter Business Technology Journal, 31(2), pp.47-53.
Wisskirchen, G and et.al., 2017. Artificial intelligence and robotics and their impact on the
workplace. IBA Global Employment Institute, 11(5), pp.49-67.
11