BUS 7380: HOT Creative Office Project Plan, Trimester 1, 2019

This report details a project plan for converting a warehouse into an office space for HOT Creative, an advertising company expanding into the Australasian market with a subsidiary in Auckland, New Zealand. The project aims to create an office capable of accommodating 50 employees while adhering to a low-cost strategy, with a target launch date of September 15, 2008. The report includes a Work Breakdown Structure (WBS), scheduling considerations, and a Gantt chart to visualize the project timeline. It addresses project scope, deliverables, constraints (location, time, budget), and prerequisites. The report also explores potential risks, cost estimation methods, and identifies project stakeholders. The deliverables are broken down into phases like planning, project preparation, implementation, renovation, and office setup, with responsibilities and quality measures outlined for each task. The project team structure, roles, and responsibilities are clearly defined, along with a detailed activities schedule. The report provides a comprehensive overview of the project management process, from initial planning to the final launch and closure of the office setup.

WHITIREIA COMMUNITY POLYTECHNIC
6.3 Information Management
Project Plan
1. Project ID: <enter ID as listed in Terms of Reference>
2. Project Title: Setting up Hot Creative in Auckland
3. Background:
The project is based on development of an office for HOT creative. Hot creative is an internationally operating
advertising company that is planning its expansion in the Australian market as well. The project has been undertaken
with an aim of setting up subsidiary of HOT creative in Auckland New Zealand. The report gives a critical description
of the work breakdown structure and the scheduling needs of the office development project. The opening date of the
office is planned to be on 15th September 2008 and the scheduling is done as per the criteria. Along with the
scheduling, the report provides an idea of the project proposal plan. In this report, the issues linked to the management
of the project is highlighted. The management problems is linked with the project scope, deliverables and the cost of the
project (Lock, 2017). The approaches used in estimation of the project cost is further identified in the plan.
4. Objective:
The purpose of this project is to develop a project plan for converting the warehouse bought by
HOT Creative in such a way that;
 The project is executed in a low cost
 The office is able to accommodate 50 employees
So that the new operations in the Auckland centre is started as soon as possible. The plan is
provided with the details regarding the scope, strategy and the constraints linked with the
project.
5. Scope
Project scope is a part of project planning that is linked with determination of the project goals and the significant
deliverables linked with the execution and completion of the project (Kerzner, 2018). The scope of converting the
warehouse into an office is indicated in the following table
The project INCLUDES: The project EXCLUDES:
 It is possible to launch the project 15th
September 2008, if the prepared project plan
is followed The space of the warehouse will be enough
to accommodate desk of 50 employees, two
toilets, kitchen and a meeting space.
 The maintenance of the computers installed is
not in scope of this project
 Installation of more than 50 computers is out
of scope of this project.
6. Strategy:
The main strategy behind execution of the converting warehouse into an office is to ascertain
that the project is executed in a low cost. This will be in support of the general managers’ view
of implementation of the project is a low cost. An effective project plan will be developed which
will ascertain that the project launch is possible in 15th of September 2008. An office layout is
further prepared so that the need of the project can be visualized in an effective manner and the
related tasks are implemented accordingly. This strategy will further help the project team to
execute the project in a proper manner.
Responsibility: Manager, Business Information Centre Review Date: 2014

7. Constraints:
The redevelopment of a warehouse into an office has certain major constraints, which are indicated as follows-
1. The location is a major constraint as it is 10 minutes walking distance from downtown.
2. The project is linked with a major time constraint as the new office is to be launched on 15th September 2008
3. There are resource and budget constrained linked with the project.
The above three points indicates the possible constraints linked with the project as the project is needed to be executed
in a low budget. However, these constraints can be addressed with appropriate project scheduling.
8. Prerequisites:
The project is needed to be implemented in a very short time and therefore, there are certain prerequisites for execution
of the project in an effective manner. The main requirements, which may apply to this project is indicated as follows- By the start of the project, the warehouse should be already secured. It is part of the assumption
that permission for the needed construction works will be taken in due course The project team is needed to be set and the project feasibility test should be carried out prior to the
start of the construction project.
9. Assumptions:
There are certain assumptions that is related to the execution of the project in an effective manner. The outline of the
assumptions linked with this particular project is indicated as follows-
 It is assumed that the undertaken project is feasible and can be implemented in a cost effective manner
 It is a part of the assumptions that the resources considered for the project will be readily available during the
execution of the project
 Space for only 50 employees will be possible in the new office along with a kitchen, lunch room and meeting
room.
10. Deliverables
Deliverable
What do you want to achieve?
Responsibility
Who?
Quality measure
How do you measure
achievement?
Planning
Warehouse Inspection Project Manager The duration of the
completion
Requirements Gathering Assistant The specifications set for
the project
Estimating the Work needed to be done Project Manager By testing the actual work
load
Development of the Project Plan Project Manager
By checking of all the
project works are completed
in an effective manner
M1: Approval of the Project Plan
Project Preparation
Applying for permission to reconstruct the Warehouse Project Manager The permission is given as
Responsibility: Manager, Business Information Centre Review Date: 2014

soon as possible
Waiting for approval
Hiring staffs for supporting the works to be completed Assistant
Skilled staffs should be
hired for completion of
work on time
Order the necessary materials Project Manager The materials are needed to
be bought in a low cost
M2: Completion of Project Preparation
Implementation
Development of a Project Management Plan Project Manager
The project plan should
considered all the required
deliverables
Cleaning the Warehouse Cleaning Staffs
By checking if the
warehouse is ready of
construction
Book truck for transfer of Materials Assistant
By checking if the
warehouse is ready of
construction
Move out the unnecessary Materials ' Labourers ,Truck [1]
By checking if the
warehouse is ready of
construction
Removing the Garbage Labourers ,Truck [1]
By checking if the
warehouse is ready of
construction
Building
Construction of Walls
Construction Materials
[1],Construction Workers,
Contractors ,Engineer
By checking if the
developed plan is followed.
Construction of a new Toilet Construction Materials
[1],Construction Workers
By checking if the
developed plan is followed.
Kitchen Construction Construction Materials
[1],Construction Workers
By checking if the
developed plan is followed.
Construction of Meeting Space
Construction Materials
[1],Construction Workers,
Engineer
By checking if the prepared
plan is followed.
M3: Completion of Building Phase
Renovating/Refurbishing Facilities
Renovating the Existing Toilet
Construction Workers,
Interior Designer ,Plumbers,
Plumbing Utilities[1]
By checking if the
renovation is as per the new
office design
Renovation of the existing walls, Windows and Doors Construction Workers,
Interior Designer
By checking if the
renovation is as per the new
office design
Setting up the Office
Responsibility: Manager, Business Information Centre Review Date: 2014

Selection of the paint, carpets and Curtains Assistant
By checking if the designs
that are being prepared
aligns with the office
environment
Ordering the Computers Assistant, Computer
Technicians
Checking if the computers
are working as per the
business needs
Completion of Plumbing Works Plumbers, Plumbing
Utilities[1]
By checking if all the
plumbing issues are fixed
Completion of Electrical Works Electricians ,Electrical
Utilities[1]
By checking if the electrical
connection are fixed
Completion of Painting and interior designing works
Interior Designer ,Paint
[1],Painter ,Carpets[1],Curta
ins [1]
Checking if the office is
ready for further works
Cleaning the Warehouse Cleaning Staffs Checking if through
cleaning is done
Furnishing Carpenters ,Furniture [1]
The furnishing include
development of the office
desk as per the layout
design.
Setting up the kitchen with the necessary Equipment Interior Designer ,Kitchen
Utilities [1],Labourers
The kitchen needs to be
aligned as per the design
Checking the network connectivity All the computers should
work in an effective manner
Installation of the Computers
Cabling
Computers[1],Computers
[1],Computer Technicians
All the computers should
work in an effective manner
M5: Completion of Office Set Up
Launch and Closure
Office inauguration Project Manager This should be done in 8th
September
Payment Completion ' Project Manager This should follow the
launch
Resource Release Assistant, Project Manager This should follow the
launch
M6: Project Ends
11. Roles and Responsibilities
Description of project organisation structure and accountabilities
The project team structure will be organised as follows:
Person Role Responsibility
refer to Procedures for Project Management, section 5
Responsibility: Manager, Business Information Centre Review Date: 2014

CE and/or Deputy CE
<enter name>
Executive <enter text>
Senior Management Team
(SMT)
Project Steering
Group
<enter text>
<enter name> Project Sponsor <enter text>
<enter name> Project Owner <enter text>
<enter name> Project Manager <enter text>
<enter name, role > Project Team <enter text>
<enter name> Project
Management
Office (PMO)
<enter text>
Responsibility: Manager, Business Information Centre Review Date: 2014

12. Activities/Approach/Schedule
Detailed plan of how a project will be carried out. This should include stages (if applicable), deliverables, milestones, activities, project team members and timelines.
Deliverable
What do you want to achieve?
Milestones
Significant events in work schedule
Activities
How are you going to do this?
Actioned
Who?
Timeline
When?
EXAMPLE:
Software product
Consultant appointed Sign agreement Project Manager,
Consultant
Jun 2010
Product developed Scope product Consultant Jul 2010
Provide product specifications Consultant Aug 2010
Signoff product specifications Project Manger Aug 2010
Design & build Consultant Oct 2010
UAT signoff Test Users, Project
Manager
Dec 2010
Product implemented Install product Consultant Jan 2011
Communications Project Manager Jun-Mar 2011
Training Staff Feb 2011
Implement product Project Manager Feb-Mar 2011
Product viability assessed Review and close off Project Manager May-Jun 2011
<enter text> <enter text> <enter text> <enter name, role> <enter date>
You may prefer to produce a Gantt chart using Microsoft Project for this.
For complex projects a series of task instruction forms may be completed (see Project Task Description form).
Responsibility: Manager, Business Information Centre Review Date: 2014

13. Risks
The risks linked with the execution of a project linked with converting a warehouse to an office is
indicated in the table below. The table provides an idea of the most prominent risks, there severity
and probability of occurrences and the contingency planning of the risks (Kendrick, 2015).
Responsibility: Manager, Business Information Centre Review Date: 2014

Risks Description Severity Probability of
Occurrence
Contingency
Planning /Risk
Response
R1: Financial
Risk
There is a budget constraint linked with the project and
since a lot of construction work is needed to be done,
financial risks in the project is expected
High High Avoid
The estimation of
the project should
be accurate
R2: Schedule
Risk
The office is needed to be launched in September 2008
and all the works are needed to be completed within
14th September, which gives rise to the schedule risk
High Medium Avoid
The tasks are to be
scheduled in such a
manner that the
launch of the
project is
completed within
September 2008.
R3: Operational
Issues
Since a limited number of staffs are linked a project, a
number of operational issues can be faced in the project
Medium Low Reduce
The operational
Responsibility: Manager, Business Information Centre Review Date: 2014

risks can be
mitigated by
appropriate project
supervision
R4: Resource
Issues
The project is being implemented with a limited
number of resources and therefore this is a critical risk
linked with the project
Medium Medium Avoid
The resource risk
can be mitigated by
appropriate
resource
estimation. An
overtime payment
to the staffs can be
given in times of
need.
Responsibility: Manager, Business Information Centre Review Date: 2014

14. Control (optional)
Progress (frequency of meetings and reports [Project Owner, Project Sponsor, PMO])
Meetings:
 <enter text>
Reporting:
 <enter text>
Quality (assurance of deliverable matching specification and requirements, accountability)
 <enter text>
Change (during the course of a project some variation from the agreed plan may be required - who can
raise, who can approve, how is this documented and tracked)
 <enter text>
Records (document management, version control, document storage, naming convention, record meeting
notes, Ātea tools/resources)
 <enter text>
Communication
The team will communicate in form of formal meetings. Informal communications will be carried out when
needed. The communication will be done daily or as per the requirement.
15. Resources and Budget
Task Name Resource Names Cost
Setting up Hot Creative in Auckland $250,160.00
Planning $2,520.00
Warehouse Inspection Project Manager $720.00
Requirements Gathering Assistant $360.00
Estimating the Work needed to be done Project Manager $720.00
Development of the Project Plan Project Manager $720.00
M1: Approval of the Project Plan $0.00
Project Preparation $2,160.00
Applying for permission to reconstruct the
Warehouse Project Manager $720.00
Waiting for approval $0.00
Hiring staffs for supporting the works to be
completed Assistant $720.00
Order the necessary materials Project Manager $720.00
Responsibility: Manager, Business Information Centre Review Date: 2014

M2: Completion of Project Preparation $0.00
Implementation $78,760.00
Development of a Project Management Plan Project Manager $720.00
Cleaning the Warehouse Cleaning Staffs $200.00
Book truck for transfer of Materials Assistant $360.00
Move out the unnecessary Materials ' Labourers ,Truck [1] $740.00
Removing the Garbage Labourers ,Truck [1] $740.00
Building $76,000.00
Construction of Walls
Construction Materials
[1],Construction
Workers,
Contractors ,Engineer
$24,400.00
Construction of a new Toilet
Construction Materials
[1],Construction
Workers
$13,600.00
Kitchen Construction
Construction Materials
[1],Construction
Workers
$14,800.00
Construction of Meeting Space
Construction Materials
[1],Construction
Workers, Engineer
$23,200.00
M3: Completion of Building Phase $0.00
Renovating/Refurbishing Facilities $27,040.00
Renovating the Existing Toilet
Construction Workers,
Interior
Designer ,Plumbers,
Plumbing Utilities[1]
$22,560.00
Renovation of the existing walls, Windows and
Doors
Construction Workers,
Interior Designer $4,480.00
Setting up the Office $136,440.00
Selection of the paint, carpets and Curtains Assistant $360.00
Ordering the Computers Assistant, Computer
Technicians $680.00
Completion of Plumbing Works Plumbers, Plumbing
Utilities[1] $14,400.00
Completion of Electrical Works Electricians ,Electrical
Utilities[1] $13,200.00
Completion of Painting and interior designing
works
Interior Designer ,Paint
[1],Painter ,Carpets[1],C
urtains [1]
$9,760.00
Cleaning the Warehouse Cleaning Staffs $400.00
Furnishing Carpenters ,Furniture [1] $30,600.00
Responsibility: Manager, Business Information Centre Review Date: 2014

Setting up the kitchen with the necessary
Equipment
Interior
Designer ,Kitchen
Utilities [1],Labourers
$21,400.00
Checking the network connectivity $0.00
Installation of the Computers
Cabling
Computers[1],Computers
[1],Computer
Technicians
$45,640.00
M5: Completion of Office Set Up $0.00
Launch and Closure $3,240.00
Office inauguration Project Manager $720.00
Payment Completion ' Project Manager $1,440.00
Resource Release Assistant, Project
Manager $1,080.00
M6: Project Ends $0.00
The payment considered for the resources are indicated in the figure below-
Note: This budget is subject to Executive approval
16. Appendices
Additional detail required by the Project Team for efficient project management
Attached are the following documents:
Gantt Chart V Task Description 
Acceptance Testing Criteria  Documentation Specifications 
Responsibility: Manager, Business Information Centre Review Date: 2014