Hotel AAPoly Tea Section Project: Management, Risk & Communication

This project outlines the establishment of a tea section within Hotel AAPoly, encompassing various project management aspects. It includes a performance management review with key result areas (KRAs), KPIs, and strategies for sales, cost reduction, and employee engagement. A risk management contingency plan identifies potential issues like poor customer feedback and service, proposing solutions such as enhanced training and infrastructure improvements. Resource acquisition and management strategies detail the necessary equipment and supplies, while an operational plan variance advice form ensures flexibility. The project approval form summarizes the project's background, benefits, and implementation plan. Finally, a communication plan outlines stakeholder engagement and progress updates. This comprehensive project plan aims to enhance the hotel's offerings and customer satisfaction.

APPENDIX 1: PERFORMANCE MANAGEMENT REVIEW (CSS AND KPIS)
PROJECT TITLE:
PROJECT DESCRIPTION:
Key Result Areas
(KRAs) and Targets
KPIs
(SMART)
Strategies Timeline Critical
Success
Factors
Consultative
Stakeholders
Document
Resources
Required
Budget
Estimate
Cost of Goods
Sold
Price Keep track of your inventory levels at
the beginning and end of a specific
time duration, and all additional
inventory purchases.
One
month
Increase in
sales
Vendors Balance sheet $5000
Food Cost
Percentage
Price keep updated information on money
spent on every item on your menu.
One
month
Increase in
sales
Finance
department
Cash
inflow/outflow
$4000
Labor cost Prime
Cost
reduce your food cost, thus lowering
your overall expenses, but it is
probable that the reason behind your
losing money on food is because of
your inefficient staff.
One
month
Decrease
in cash
outflow
Finance
department
Cash
inflow/outflow
$2000
Profit Gross
Profit
Deduct the total cost of goods sold
during a specific time duration from
your total revenue to arrive at gross
profit.
One
month
Decrease
in
manufactur
ing cost
Production
department
Balance sheet $3000
Employee
engagement
Employe
e
Turnover
Rate
percentage of employees that leave
that need to be replaced in a given
time frame.
Six
months
hire the
wrong
people and
have a
HR department Employee
Database
$1000

high
turnover
rate

APPENDIX 2: RISK MANAGEMENT CONTINGENCY PLAN
PROJECT TITLE:
Issues/ Risks
identified
Likelihood
(H/M/L)
Project Impact
(H/M/L)
Priority
(lowest 1 to highest 5)
Solution / Strategies to manage risk Action by Timeframe/
Due date
Poor customer
feedbacks
M H 4 Enhancing the services provided
by the tea section in the hotel.
CRM
department
One month
Poor service M H 5 Enhancing employee engagement
and training for improving their
management skills.
CRM
department
One month
Poor
infrastructure
H M 2 Enhancing the project planning for
better infrastructure.
Project
manager
Three
months
Less capacious L M 3 Include more sitting arrangement
for customers for enjoying their
meal.
Project
manager
Three
months
Poor quality of
product
H H 4 Enhancing raw materials of tea. Product
Manager
One month
Unavailability of
tea
L M 4 Increasing the production of tea Product
Manager
One month
Overcrowding at
tea corner
H M 5 Enhance seating arrangement and
infrastructure
Architect Three
months
Less customer
availability
M H 5 Increase marketing and quality of
product
CRM
manager
One month
Poor planning of H H 4 Using suitable project Project One month

project management planning techniques manager
Poor project
design
H H 4 Using suitable project
management designing techniques
Project
manager
Four
months

APPENDIX 3: RESOURCE ACQUISITION AND MANAGEMENT
PROJECT TITLE:
Required resources Sources and Strategies Related Organization Policy and
Procedures
Intellectual Property rights and
protection where applicable

1. Automatic Drip
Coffee Makers
2. A High-Quality
Espresso Machine
3. An Industrial
Coffee Grinder
4. Milk and Water
5. Refrigeration
System
6. Containers,
Pumps and
Assorted
Miscellaneous
7. Ovens, Toasters,
and Devices Used
for Cooking
8. Security System
9. Shelving
10. Freezers and
Cold Product
Storage
11. A Few Industrial
Blenders
12. POS System
and Related
Hardware
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Vendor
Procurement policies
NO INTELLECTUAL PROPERTY
RIGHTS ARE APPLICABLE

APPENDIX 4: OPERATIONAL PLAN VARIANCE ADVICE AND
APPROVAL FORM
PROJECT TITLE:
Insert Project Title
REQUEST DETAILS:
Date of Request Request No. Name of Requestor Project Position
VARIANCE DETAILS:
Category Proposed Change Reason for Variance
Scope
Time
Cost
Quality
Risk Management
Communications
Other
VARIANCE JUSTIFCATION:
Priority
Immediate Essential Urgent High Medium Low
☐ ☐ ☐ ☐ ☐ ☐
Intended outcome(s)
Expected benefit(s)
IMPACT OF VARIANCE:
List any important impact of the change(s) on the Project or Operational Plan deliverables
DISTRIBUTION AND COMMUNCITION:
Name Position/Department Distribution method Date distributed
SUPPORTING DOCUMENTATION:
List any supporting documentation
APPROVAL:
VARIANCE APPROVAL RESPONSE DETAILS
(To be completed by relevant stakeholder)
Approved (Yes/No) Decision date Decision made by Signed

APPENDIX 5: PROJECT APPROVAL FORM
Project Name
Description
Project Champion
Project Director
Approval Sought
PROPOSAL SUMMARY:
Background: The project has been initiated by Hotel AAPoly for opening a tea section in the hotel. Therefore, all project management scenarios have been
analysed in the project. SWOT and PESTLE analysis have been done in the report. Brief about the organization has been provided in the report. The mission,
vision and goals have been provided in the report.
What is proposed? : The hotel AAPoly management has proposed for utilizing am sunny indoor section of the lobby as a service point for afternoon and
morning teas.
Why should the proposal be implemented? : The implementation of project has been approved as this might provide an extra benefit to the hotel and also cost
Beneficial for the hotel.
THE VALUE OF THE PROJECT:
Benefits expected from the project: The hotel might get a good customer base for future market. The project might help in increase the reputation of the hotel
in the market. The competitive advantage of the hotel might get increased in the market.
HOW THE PROJECT WILL BE IMPLEMENTED:
Suggestions for consultation groups (if any): The project will help in satisfying customers in the market.
Results of consultation
Plan for development phase
Plan for delivery phase

RISKS AND UNCERTAINTIES:
Provide a list of any risks or uncertainties
SOURCES OF FUNDING
Source Name Authorising Signature Amount of Approval Required
Department
Maintenance
Finance
Other
TOTAL
APPROVALS:
Name Signed Date
Operations Committee
Management Team
Finance Committee
Council

APPENDIX 6: COMMUNCIATION PLAN
Stakeholder
Name or Group Communications Item Purpose Frequency Start/ end Dates Format /Medium Person
Responsible
Project manager Project related
To update about
progress about the
project
Daily 3/16/2019 Face to face or
Email Sr. team member
Client Project related To query about
project Daily 3/14/2019 Email or Phone Project manager
Snr Management Project Management To query about
project Weekly 3/15/2019-3/22/2019 Email Project manager
Sponsor Profit and Publicity To query about
Profit and Publicity Weekly 3/23/2019-3/30/2019 Email Project lead
Team Members Progress update
To update about
daily progress of
project
Daily 3/31/2019 Face to face Team Leader
Employees Progress update
To update about
daily progress of
project
Daily 4/01/2019 Face to face Team Leader
Subcontractors Project raw materials To update about raw
materials Weekly 4/02/2019-4/09/2019 Phone call Project manager
Suppliers Project raw materials To update about raw
materials Weekly 4/10/2019-4/17/2019 Phone call Project manager