Business Expansion of Cafe Portrait: Project Management Plan Report

This report details a project management plan for the business expansion of Cafe Portrait, focusing on understanding customer needs and increasing profitability. The plan covers various aspects including an executive summary, project background, scope, objectives, deliverables, assumptions, constraints, and limitations. It includes a work breakdown structure (WBS), project management office structure, stakeholder management and communication plan, human resource and cost management requirements, and a risk management plan. The report outlines the project's aim to expand the business, identify service quality, and recommend effective expansion strategies. It emphasizes the importance of employee training, financial planning, and adherence to regulations. The WBS outlines key tasks, timelines, and responsibilities, while the project management office structure defines governance, stakeholder roles, and reporting requirements. Risk management, quality control, and project closure are also addressed, providing a comprehensive framework for successful business expansion.

Project Management
Plan

EXECUTIVE SUMMARY
In order to carry out any of project, it is required to have proper analysis made so that
each of the work. Main focus of the companies is to understand the need and requirement of
customers so that they are able to raise their sales and profitability . When there are frequent
analyses made, then management is able to understand the type of plan that they have to make so
that they are able to overcome all the problems in effective manner. In this present report, Café
Portrait is taken into consideration. Cited firm aims at understanding the requirement of
customers and delivering those services accordingly. They are planning to expand their business
at new location so that they are able to reach out customers. In order to make their aim and
objectives to be attained, it requires to make proper determine the sources from which financial
support can be attained . There are many different type of activities that are planned and for each
of the activities it consists of cost. Proper planning is to be made in which all the employees are
able to determine the role that have to be played and this way that are able to attain their goals.

Contents
EXECUTIVE SUMMARY.............................................................................................................2
1. OVERVIEW................................................................................................................................1
PROJECT BACKGROUND...........................................................................................................1
2. SCOPE.........................................................................................................................................1
2.1 AIM........................................................................................................................................1
2.2 Object.....................................................................................................................................1
Outcome/benefits.........................................................................................................................2
Deliverables.................................................................................................................................2
Assumption and constraints.........................................................................................................3
Limitation-...................................................................................................................................3
3. Work breakdown structure..........................................................................................................4
4. Project management office structure...........................................................................................4
4.1 Governance structure.............................................................................................................5
4.2 Project sponsor.......................................................................................................................5
4.3 Project manager.....................................................................................................................5
4.4 Project Team..........................................................................................................................6
4.5 Working parities....................................................................................................................6
4.6 Reporting requirements.........................................................................................................6
5. Stakeholder management and communication plan-...................................................................6
6. Human resource and cost management requirement...................................................................7
7. Risk management plan.................................................................................................................8
7.1 Quality management..............................................................................................................9
8. Project closure-............................................................................................................................9
REFERENCES..............................................................................................................................11
APPENDIX 1.................................................................................................................................12
APPENDIX 2.................................................................................................................................15

1. OVERVIEW
Project title- Project management plan in relation to “Expansion of business” of the CAFE
PORTRAIT.
PROJECT BACKGROUND
The project management plan is the effective tool in relation to develop those strategies
which is helpful in order to make the whole procedure in effective and efficient manner. To
expand the business in the areas is very sensitive and time taking process. These activities are to
be conducted in the effectively so that organization can able to accomplish its desired objectives.
In this manner whole work is to be done in the expertise manner. The title of the project
management plan is in relation to “Expansion of business” of the CAFE PORTRAIT. . The
present report on the project plan will cover the following aspects like work down structure, b
Stakeholder and communication management plan, risk evaluation and its pan, human resource
and cost management requirement and various other requirements which is helpful in order to
achieve the desired objective of the organization.
2. SCOPE
2.1 AIM
With the help of this can easily have identification in the effect of the quality of services
and customer satisfaction which is helpful to expand the business enterprise As per the
Expansion of business” of the CAFE PORTRAIT.
2.2 Object
1. To understand the need of the consumer in order to expand the business in large and
effective manner.
2. To have identification of the quality of service in relation to have idea about the costy
management and profit margin of the business Enterprise.
3. To recommend the various way which is helpful in manner to have expansion of bsuiness
in the effective manner.
4. To have identification of the revenue generation of business the objective of the firm can
be achieved.
5. To have the expansion of business in any other the specific and expert strategies is need
to be formulated.
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6. The employees need to provide effective training so that they will undertake all the
activities in expertise manner.
Outcome/benefits
The main motive of preparing the project management plan is to provide the effective
quality service to the customers so that they can able to perform all the activities in effective and
efficient manner. By evaluating all the activities in the proper manner the firm can generate
maximum amount of profitability and productivity. With the help of this the employees has can
have ideas about the quality of product and customer satisfaction in order to analysis the need of
the consumer perception about their commodities available in the market. This is the crucial
activities in this firm need to perform his function in the expertise manner so that firm can gain
ultimate profit. By formulating the effective strategies the firm can able to gain the desire
outcome of the business. The main object behind expansion of the business in the new area is to
enhancing the profit scale of the firm. By providing training facilities to the consumer the all
workers to the firm can able to perform the each function in the good manner. The feedback is
need to be taken from the consumer so that of there is any deviation in the performance of firm
than improvement procedure can be taken. This kind of activities are very essential in order to
gain the desire profitability. In the absence of quality service and customer satisfaction the firm
will lead to have bad impact on the growth of the organization in the large manner. The growth
of the organization should not be hampered.
Deliverables
In relation to expansion of business activities in the new are the various things are
required to have such are as raw material, arrangements, new place, employees, efficient funds in
order to meet the objective of the business enterprise. Apart from this the project is also included
the need of transportation facilities so that the good can be transfer from one place to another
without any issues. The decision is to be taken in order to have consultation with the all higher
authorities so that an expert decision can be concluded. The manager of the project is
accountable in order to full fill the needs of firm. He has to do all the activities with the person
who is able to perform the activities in good manner and they can meet the expectation of
consumer. In this way the objective and profitability can be achieve in the great manner. The
arrangement of all the updated machinery is the another derivable of the present assignment.
With the help of this kind of activities the bran image of the firm can be maintained. The
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manager need to have all the things so that firm can run its function in effective and efficient
manner. The impressive services are helpful in order to achieve the maximum satisfaction amont
the individual. This kind of function are very helpful in order to make the process or bsuiness
stylish so that profit scale of firm can be enhanced. With the help of this derivable the firm I able
to make the project successful the quality services are the key essential to perform the business
efficiently.
Assumption and constraints
Its is inclusive of the planning procedure so that all the thing in the project can be done in
the effective and efficient manner. The all the assumption of the assignment is inclusive of the
following key points such are as-
Deadlines- in this the deadline is to be made so that project management plan is to be formulated
in the given framework. The objects of the projects can be achieved in the timely manner. This
kind of activities are essential to set the framework of the entire assignment so that task can be
accomplishes with the effectiveness as well as efficiency.
Financial-in order to meet the objective of the projects it is essential to meet the requirement of
resources. In this manner the will accomplish the desire result and can have that all kind of
resources which will be helpful in relation to provide the services in the innovative manner. The
resources are the key element in manner to define the overall profitability and productivity.
Budgetary- The budget is to be set in order to accomplish the desire profitability to the firm.
Legislation- the objective of the business can be achieved with the proper following of the laws
and legislation of the business enterprise.
Resource availability- The firm always need to have enough resources so that they can run the
activities of the business in the efficient manner.
Environmental- this kind of factor is need to be cope up so that business enterprise can run their
activities in the effective and efficient manner.
Limitation-
1. The all work is to be done in the effective and timely manner.
2. The resources are to be used in the proper manner so that all things can be achieve in the
timely manner.
3. The specific financial resources should be have so that firm can perform activities in most
expertise manner.
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3. Work breakdown structure
In order to complete the project in effective manner, it is important that there are proper
planning made so that all the activities can be completed in effective manner. In this context,
Café Portrait need to set up different activities that will be covered by the business so that they
are able to make sure that the aim and objectives that are set can be attained in effective manner.
In order to develop the WBS, MS project was used so that proper analysis is possible and the
total that is taken can be determined (Kerzner, 2013 ). As per the analysis made, it can be stated
that one year time will be taken. However, by identifying critical path, it will be favourable
enough to identify the project in such a way the total time that was taken can be reduced. In total
there are 6 main tasks that are identified which are strategy plan, preparation phrase, design
phase, testing phase and launch phase. All these are highly effective to make sure that the
business is able to attain their desired goals and objectives in effective manner. Further, it
includes analysis made for the business in such a way that the firm is able to understand the areas
in which they have to take up appropriate steps so that the barriers that are raised can be
eliminated. Further, for each activities that are speculated time period those are determined. It is
important that all the activities to be completed within speculated time period so that other
activities may not get affected in negative manner (Burke, 2013 ). All the people who are
involved in the plan need to have proper understanding of the roles and responsibilities that has
to be played by them. The WBS is provided in appendix that will enable to provide adequate
plan that will be followed by the project manager so that all the goals and objectives that are set
can be attained.
4. Project management office structure
For carrying out the research in effective manner , there are many stakeholders who are
involved and it required to make sure that all the information with relation with these people
should be conveyed. Below given are the project management office structures :
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4.1 Governance structure
It includes all the people who will be involved in contributing towards the completing the
objective and goals in effective manner. In this context, it includes the individuals who will be
providing financial support so that all the activities that are set by the business can be completed
in effective manner. Below given are the stakeholders who will be involved in formation of this
project:
4.2 Project sponsor
There are different type of activities that are included in the project, it is important to that
there are proper support from the side of people. There are certain set of budget that has to be
maintained so that they are able to attain the goals (Larson and Gray, 2013). It is important for
the business to understand the requirements in effective manner. It is not possible to gain
financial support from one sources. There are many people who need to be considered so that
they are able to support the business to grow in positive manner.
4.3 Project manager
There are many employees who need to be properly conveyed about their roles and
responsibilities. When they are not able to perform with their full efficiency, then there are
negative impacts over the business. Managers are the one who are responsible to have proper
interaction with employees and provide them information about the roles that has to be played by
them. Employees need to be hired so that they are able to support the firm in achieving the goals
and objectives (Walker, 2015). There are many conditions in which each of the worker need to
be monitored and this is done by project manager. They are responsible to make sure that all the
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employee workering within the project are able to understand the steps that has to be considered
by them so that Cage portrait is able to make their business expand at new location.
4.4 Project Team
All the activities have to be completed with the support of people who are involved in the
activities. All the employees who are hired for the same are divided into teams. When a role is
performed by a single person, then the total time that will be consumed is high when compared
with the same role when is performed by a team.
4.5 Working parities
Some of the people involved need for performing the activities and there are some of
them who will be involved in making the work to monitor so that they are able to determine
whether the plan that is formed is going on appropriate direction or not (Verzuh, 2015).
4.6 Reporting requirements
All the employees may not be aware of the activities that have to be performed by them.
It is important to make sure that all the employees have proper understanding that who will be
the one to whom information to be conveyed regarding any type of risk or the plan that was
assigned is completed.
5. Stakeholder management and communication plan-
Stakehold
er
Communication
Need
Communication
Method
What and
when
Who is
responsible?
customer To understand
the impact of
implementing the
innovative
services so that
they can be
satisfied.
With the help of
the feedback he
can define this
lacking services.
At the time
of visiting
the
departments.
Manage of the
firm.
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employees To understand
their roles and
responsibilities
so they perform
their role in
efficient manner.
E-mail,
notebook, in
meeting with
higher authorities
etc.
In the
meeting or
by e- mail.
Managers.
Governme
nt
To framing up of
the legal policies
so that firm is
able to perform
the function in
effective manner.
With the help of
mail, letter head
etc.
Any time. The legal;
authorities.
6. Human resource and cost management requirement
There are many people who required to be involved so that they are able to complete the
project in effective manner. It is important for the business to make sure that they are able to
understand the requirements in which the total cost that will be incurred. For each and every
activity that is included consist of understanding for the requirement of the total cost (Mir and
Pinnington, 2014). Each of the activities will consist of man power and cost, it requires to make
proper planning so that within the speculated time period each of the activities can be completed.
There are many materials that has to be considered and department is to be formed like human
resource, finance, marketing, etc. there will be about 30 people who will be involved and they
will be divided into different groups as per the activities that are set by the project manager. All
the employees should be provided with proper information in relation with the type of roles and
responsibilities that are has to be played. There are many type of issues that are faced by each of
the employees and when these are identified, then they should be provided with proper training
and development. With the help of training workers are able to understand the requirement of
employees and the type of skills that are required by them (Flyvbjerg, 2013). When all the doubts
that they have in relation with the project is identified, then they get to analyse strategies and the
rate of performance made from the side of each of worker will be high.
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7. Risk management plan
This kind of thing is to be drawn so that risk can be evaluated and mitigation measure can
be taken so that firm can run its activities in smooth functioning manner are as-
Risk impact Probability risk level Consequences What to do to
mitigate?
Poor services
due to shortage
of resources
5 4 Medium It will affect
the growth of
the firm. The
customer
retention rate
tends to
reduced.
Start to use
upgraded
technology
products.
Understand
operation of
business in
relation to run
new business
4 3 High It will affect
the operation
activities of
business and
function can
be operated in
coordinated
manner.
Provide
effective
training so that
all employees
can perform
the activities
as whole.
Big list of
punch list
4 3 Medium The timing of
project can be
delayed
The small
thing can be
improvised
after the
handover of
the projects.
Impact probability
5- High, can affect the operation of firm in 4- Medium reduction in customer retention
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large manner. rate.
4- The employee's relation can be devastated. -3- Medium, can affect the growth of the
enterprise.
4- Medium, the project has to formulate again 4- Medium, could occur at any rime.
7.1 Quality management
It is important for all the people involved in the project to make sure that they are able to
complete their project within speculated time period. In order to complete the work, they are
required to maintain the quality. When the rate of quality that is delivered is not appropriate, then
it affects the business. In this context, the project managers need to make use of project life cycle
management (Nicholas and Steyn, 2017). There are four different type of phrase that is included
in this. It is important to make sure that all the activities have to be considered in effective
manner so that they are able to maintain the quality. Apart from this, it includes proper
monitoring of the activities of the performance that are made by each of the employees. When
performance are effectively analysed, then it required to understand the areas in which
improvement need to be made so that they are able to take up appropriate steps with the help of
which the rate of performance can be improved and quality is maintained. There are many type
of issues or problems that are faced by each of the employees. When there are proper interactions
with each of them, then it enables to develop trust and confidence within the mind of workers
(Kerzner, 2013). Further, it is important that proper consideration to be made in relation with
reviewing and acceptance procedures and record keeping so that all the operations that are
performance can be considered and the areas in which improvement is required can be identified.
When records are properly maintained, then the project managers get to understand the
requirement in effective manner.
8. Project closure-
With the help of this the business can be expanded in effective manner. The target result
can be achieve by providing effective training to all the employees. The effective strategies is to
be formulated so that project can be done effectively. The communication and risk management
plan is to be considered so that if there is any problem than this can be mitigated. The outcome of
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the project is need to be followed so that expansion of business can be done in the effective and
efficient manner. At the time of wind up of project all the thing is to be performed so that all task
can be achieved. To have the expansion of business in any other the specific and expert strategies
is need to be formulated.
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REFERENCES
Books and Journals
Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.
Flyvbjerg, B., 2013. From Nobel prize to project management: getting risks right. arXiv preprint
arXiv:1302.3642.
Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Larson, E. W. and Gray, C., 2013. Project Management: The Managerial Process with MS
Project. McGraw-Hill.
Mir, F. A. and Pinnington, A. H., 2014. Exploring the value of project management: linking
project management performance and project success. International journal of project
management, 32(2), pp.202-217.
Nicholas, J. M. and Steyn, H., 2017. Project management for engineering, business and
technology. Taylor & Francis.
Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
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APPENDIX 1
Activity Name of activity Predecess
ors
Responsible
person
Duration of activity
completion (in days)
Expanding the business in Kennington 215 days
1 Strategy Phase Project
manager
15 days
1.1 Identify market for
expansion
- 7
1.2 Build specific goal A 5
1.3 Frame strategies to
achieve goals
B 3
2 Preparation Phase Project team 44 days
2.1 Assess market
situations
B, C 9
2.2 Analyse secondary
data
D 11
2.3 Market research E 16
2.4 Analyse demand of the
product in market
where business is
expanding
F 8
3 Design Phase Working
party
40 days
3.1 Choose particular
product for expansion
F, G 10
3.2 Design layout H 14
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3.3 Designing of the
goods and services
I 16
4 Testing Phase Working
party
21 days
4.1 Provide sample
product in proposed
market
J 9
4.2 Take review from
sample users
I, J, K 4
4.3 Make modifications in
product if needed
L 8
5 Launch Phase Consultant 52 days
5.1 Enter in Kennington
market
M 13
5.2 Use social media or
digital marketing
N 17
5.3 Attract people of
Kennington market
O 19
5.4 Start selling of the
products and services
O, P 3
6 Closure Phase Project
manager
43 days
6.1 Take feedback and
suggestions from users
of Kennington market
Q 22
6.2 Apply advises in the
business
R 9
13

6.3 Prepare corrections R, S 12
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APPENDIX 2
Resource Itemised Funds sought from
Department of health
In-kind Donation
2017 - 2018 2018-2019 2017-2018 2018-2019
Staffing
1600 1600 1000 1000
Salary Project Manager 570 570 - -
Admin support 300 300 100 100
Other Employee related expenses 400 460 - -
Total for salaries and other related
expenditure
450 470 - -
etc - - - -
(1) Total – Salary 3320 3400 1100 1100
Staff training & skill Development 2000 2000 400 400
Half day CPR training 800 800
etc - - - -
(2) Total training & Skill
Development Costs
2800 2800 400 400
Administrative Costs
1700 1700 600 600
Consultancies
700 700 200 200
etc
- - - -
(3) Total Admin Costs
2400 2400 800 800
Operating Costs
1200 1200 300 300
15

Resource Itemised Funds sought from
Department of health
In-kind Donation
2017 - 2018 2018-2019 2017-2018 2018-2019
Rent and Accommodation related
expenses
800 800 50 40
Communications
200 200 80 120
Travel (including motor vehicle
expenses)
100 120 80 80
Advertising and promotion
200 200 50 50
Catering
40 40 20 20
Information Technology
60 60 10 10
etc
- - - -
(4) Total – Operating Costs
2600 2620 590 620
Capital Costs
1900 1900 100 100
Laptop computer and software
100 120 80 80
Office furnishing
200 200 50 50
telephones
40 40 20 20
Data Projector rental
60 60 10 10
etc
- - - -
(5) Total – Capital Costs
2320 2340 160 160
Promotional costs
600 600 80 80
Poster & brochure design
50 100 50 50
Printing Poster
80 80 20 20
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Resource Itemised Funds sought from
Department of health
In-kind Donation
2017 - 2018 2018-2019 2017-2018 2018-2019
Printing of training materials
50 50 10 10
etc
- - - -
(6) Total Promotional Costs
780 780 160 160
Evaluation costs
700 700 60 60
Internal or external evaluation costs
100 100 40 40
etc
- - - -
(7) Total Evaluation costs
800 800 100 100
Total cost
Total funds being sought from DoH
15000 15140
Total donations in-kind
3310 3340
Total Budget 15000 15140 3310 3340
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