Project Management: Self-Checkout System Implementation at GT Smith

This project management assignment presents a comprehensive plan for implementing a self-checkout system at GT Smith, a small supermarket chain in West Yorkshire, England. The project aims to enhance operational efficiency and customer experience through the introduction of self-checkout machines. The assignment includes a detailed project management plan, outlining the project scope, key deliverables, and requirements. It utilizes tools such as Work Breakdown Structure (WBS), Gantt charts, and network diagrams to manage timelines and dependencies. Furthermore, the assignment addresses the importance of human resource management, detailing staffing requirements and roles necessary for successful implementation, including project sponsors, team members, and marketing managers. The plan covers various phases, from initiation and planning to execution, monitoring, and close-out, ensuring a structured approach to achieving project objectives, such as reducing customer waiting times, minimizing labor costs, and improving brand reputation. The document also discusses the advantages and disadvantages of in-house servicing versus outsourcing, critical for strategic decision-making within the project context. The project is designed to integrate with the existing bonus card system and involves staff training and marketing initiatives to ensure successful adoption and utilization of the new technology.

PROJECT MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
PROJECT 1.....................................................................................................................................1
1. Project Management Plan........................................................................................................1
2. Importance of human resource management in project...........................................................9
3. Critical discussion of various options for project acceleration under different conditions. . .11
PROJECT 2...................................................................................................................................13
PART 1 INITIATION...................................................................................................................13
1. Advantage and disadvantage of the in-house servicing and outsourcing..............................13
PART 2 PLANNING.....................................................................................................................14
2. Work breakdown structure.....................................................................................................14
3. Gantt chart..............................................................................................................................16
PART 3 EXECUTION..................................................................................................................18
4. Milestone Report....................................................................................................................19
PART 4 CONTROLLING.............................................................................................................19
5. Compromise in the functionality and scope of the project....................................................19
PART 5 CLOSING........................................................................................................................20
6. Short presentation..................................................................................................................20
CONCLUSION..............................................................................................................................21
REFERENCES..............................................................................................................................22

INTRODUCTION
Looking at the current times of digitalization and technological age, companies are
strongly committed towards innovativeness of their operations through investing a considerable
proportion in new software, analytics, technologies and others. Designing a new software system
typically requires a sound knowledge regarding how the software development process works. It
also requires significant changes with the shift in market environment through quality assurance,
user acceptance and others activities. UK retail sector is a vital to the British economy as in
2016, it alone contributed GBP 358 billion to the economy. In the country, not only the large
companies like Marks and Spencer, Sainsbury, Tesco, Aldi, Lidl but also small and medium
sized companies are the backbone of the economy. Shift in consumer shopping trends, changing
spending habits, innovation and other factors drive competitive challenges for the economy
(Armstrong, 2017). GT Smith is a small sized supermarket chain in West Yorkshire, England.
Although it is expanding business through opening number of outlets in Kottingley, Pontefract,
Castleford, Leeds, Outwood, Kippax, Meanwood, Normanton, Ackworth and others, still, lack of
innovation is a key issue which affects its competitive position. The current research aims to
bring innovation in GT smith through self-checkout system implementation. It will address key
business requirements to implement the plan including human resource management, resource
management and other activities during various phases of the project.
PROJECT 1
1. Project Management Plan
Software and systems are interchangeable words and have same meaning. In present
times, Information Technology is changing very fast; it has totally changed the way business
operates. Now-a-days, project management models are highly professional that focuses on
creativity and innovation.
Business case:
Self-checkout/self-service system in supermarkets is increasingly used by many British
supermarkets to reduce their costs and boost service efficiency. Customers frequently visit in the
retail outlets and use self-service machines to pay bills of their basket without wasting time. It is
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a mechanism that will facilitate consumer to process their purchase, scan their items and make
payments. It also enables company to circulate their existing workforce who is investing a lot of
time at one desk by shifting them to other value driving functions. Referring GT Smith, currently
in order to complete their transactions, users have to stay in long queue which increase their
waiting time (Schwalbe, 2015). Thus, by advancement through self-checkout system, every
customer will be able to create bill of item and goods purchased and pay it. They do not need to
stay longer and wait cashier. The development of self-service system by the use of RFID (Radio
Frequency Identification) will enable GT smith to rise its competitive success.
Project scope: The idea of technological advancement in the GT Smith scope includes
placing self-service system at all the branches to replace existing system of consumer payments
and stock management. Moreover, it includes reduction in existing number of checkout registers,
staffing plan and communication plan. The designed system will be integrated with bonus card
system.
Excluded criteria: Self-checkout units will be established only at the selected 5 locations
as a beginning step. All the other branches including Pontefract, Castleford, Leeds, Kippax and
Normanton is excluded from it.
Project consumers: Circulation staff members of GT Smith
End-users/Final-users: All the patron of GT smith supermarket
Project benefits
 Reduce waiting time at the point of checkout
 Minimize wages costs
 Effective inventory management
 Maximize revenue
 Improve brand reputation
Key deliverables:
 Installation of 2 self-checkout machines in Kottingley because, it is the largest size
supermarket of GT smith while one machinery will be placed at Meanwood, Ackworth,
Outwood, and Pontefract
 Trained staff base to teach patrons about machinery usage
 A well-structured marketing strategy to maximize patron awareness
Key requirements:
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 RFID based self-chekcout machinery
 Operational process to tag products
 RFID based stock management
 Store configuration
Project Management Plan (PMP)
In current times, considering the types and complexity of the project, a number of
software has been developed for successful project management. MS Project Management
Software is one of them that is used to perform various functions like creating gantt chart,
network diagram, generating visualized reports, identifying milestone achievements and others.
WBS Task Name Duration Start Finish Predecessors Total
Slack
1
Self-checkout
system in GT
Smith
119 days 12/12/2017 5/25/2018 0 days
1.1 Business
case/Initiation 6 days 12/12/2017 12/19/2017 0 days
1.1.1 Setting out high
level requirement 1 day 12/12/2017 12/12/2017 1 day
1.1.2
Estimating
project
requirements
2 days 12/12/2017 12/13/2017 0 days
1.1.3 Developing
project charter 3 days 12/14/2017 12/18/2017 3,4 0 days
1.1.4 Approval of the
charter by board 1 day 12/19/2017 12/19/2017 5 0 days
1.2 Planning 15 days 12/19/2017 1/8/2018 1 day
1.2.1 Deciding project
scope 1 day 12/19/2017 12/19/2017 3,4,5 1 day
1.2.2
Gathering
project
requirements
2 days 12/20/2017 12/21/2017 6 0 days
1.2.3 Creating project
development plan 4 days 12/22/2017 12/27/2017 4,6,9 99
days
1.2.4
Setting technical
infrastructure &
specification
3 days 12/28/2017 1/1/2018 10 99
days
1.2.5 Deployment
plan 2 days 1/2/2018 1/3/2018 10,11 99
days
1.2.6 Maintenance
plan 2 days 1/4/2018 1/5/2018 12,10,11 99
days
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1.2.7 Staffing 1 day 1/8/2018 1/8/2018 12,13,10,11 99
days
1.2.8 Set acceptance
or rejection criteria 1 day 12/20/2017 12/20/2017 8 1 day
1.3 Analysis 4 days 12/22/2017 12/27/2017 0 days
1.3.1
Documentation
of project
requirements
1 day 12/22/2017 12/22/2017 9,15 0 days
1.3.2 Review
requirements 2 days 12/25/2017 12/26/2017 17 0 days
1.3.3 requirements
sign-off 1 day 12/27/2017 12/27/2017 17,18 0 days
1.4 Execution 85 days 12/28/2017 4/25/2018 0 days
1.4.1 System
installation 22 days 12/28/2017 1/26/2018 0 days
1.4.1.1 Installation
procedure 12 days 12/28/2017 1/12/2018 19 0 days
1.4.1.2
Consultation
to identify self-
check units
3 days 1/15/2018 1/17/2018 22 0 days
1.4.1.3 Finalizing
location 2 days 1/18/2018 1/19/2018 22,23 0 days
1.4.1.4 Installation
schedule 3 days 1/15/2018 1/17/2018 22 2 days
1.4.1.5 Machinery 4 days 1/18/2018 1/23/2018 23 0 days
1.4.1.6 Connects unit
to ILS 2 days 1/22/2018 1/23/2018 24,25 0 days
1.4.1.7 Customization 2 days 1/24/2018 1/25/2018 26,25,27 0 days
1.4.1.8 Final check 1 day 1/26/2018 1/26/2018 28 0 days
1.4.2 System testing 16 days 1/29/2018 2/19/2018 0 days
1.4.2.1 Troubleshoot
consultation with IT 4 days 1/29/2018 2/1/2018 29,23 0 days
1.4.2.2 Hiring trial
users 3 days 2/2/2018 2/6/2018 29,23,31 0 days
1.4.2.3
Creating logs
for completing
testing
2 days 2/7/2018 2/8/2018 32 0 days
1.4.2.4 Run test case
by volunteers 2 days 2/7/2018 2/8/2018 32 0 days
1.4.2.5
Troubleshoot
problems in test
case
3 days 2/9/2018 2/13/2018 34,32,33 0 days
1.4.2.6 Instructions 4 days 2/14/2018 2/19/2018 35 0 days
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for user testing
1.4.3 Quality
management 18 days 2/20/2018 3/15/2018 0 days
1.4.3.1 Identifying
requirements 5 days 2/20/2018 2/26/2018 36 0 days
1.4.3.2 Test cases 3 days 2/27/2018 3/1/2018 36,38 0 days
1.4.3.3 Security
guidelines 2 days 2/20/2018 2/21/2018 36 6 days
1.4.3.4 Sign-off 1 day 3/2/2018 3/2/2018 38,39,40 0 days
1.4.3.5 Performance
testing 7 days 3/5/2018 3/13/2018 40,41 0 days
1.4.3.6 Review 2 days 3/14/2018 3/15/2018 42 0 days
1.4.4 Internal
training 15 days 3/16/2018 4/5/2018 0 days
1.4.4.1 Hiring trainers 2 days 3/16/2018 3/19/2018 42,43 0 days
1.4.4.2
Scheduling
staff training
program
3 days 3/20/2018 3/22/2018 45 0 days
1.4.4.3 Training to
key players 7 days 3/23/2018 4/2/2018 46 39
days
1.4.4.4
Scheduling
training by trained
players to branch
colleagues
10 days 3/23/2018 4/5/2018 45,46 0 days
1.4.5 Marketing 14 days 4/6/2018 4/25/2018 0 days
1.4.5.1
Creating
signage to announce
machinery
installation
8 days 4/6/2018 4/17/2018 48 0 days
1.4.5.2 Display signs
on website 2 days 4/18/2018 4/19/2018 50 0 days
1.4.5.3
Finalize
instructions and
convey to
marketing manager
2 days 4/18/2018 4/19/2018 50 0 days
1.4.5.4
Finalize
opening day for
self-checkout
2 days 4/20/2018 4/23/2018 51,52 0 days
1.4.5.5
Decorating all
the branches for
launching self-
checkout
2 days 4/24/2018 4/25/2018 53 0 days
1.4.5.6 Contract
caterers for
1 day 4/24/2018 4/24/2018 53 1 day
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refreshment
arrangements
1.5 Monitoring and
controlling 20 days 4/25/2018 5/22/2018 0 days
1.5.1 Review progress
by KPIs 7 days 4/26/2018 5/4/2018 54,55 0 days
1.5.2 Audit process 3 days 5/7/2018 5/9/2018 57 0 days
1.5.3
Monitoring
progress by
progress reports
4 days 4/25/2018 4/30/2018 55 7 days
1.5.4 Performance
impact evaluation 4 days 5/10/2018 5/15/2018 57,58,59 0 days
1.5.5
Decisions for
improvement and
implementation
5 days 5/16/2018 5/22/2018 59,60 0 days
1.6 Close-out 3 days 5/23/2018 5/25/2018 0 days
1.6.1 Final payments
to suppliers 2 days 5/23/2018 5/24/2018 61 0 days
1.6.2 Staff survey 2 days 5/23/2018 5/24/2018 61 0 days
1.6.3 Lesson learned
documentation 1 day 5/25/2018 5/25/2018 63,64 0 days
Network diagram: This tool is used to determine critical tasks or activities for time
management. GT Smith’s project manager needs to determine logical relationship among various
set of activities to find out their dependencies. Critical Path is a sequence networked or path of
various work activities with the least slack (Wysocki, 2011). It has significant impact on project
because if in any circumstance, this path is delayed, then it will definitely delay entire project. In
other words, it is the path that takes longest period in completion.
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As per the results, it is found that the project of self-checkout system implementation will
be finish in 119 days and will be start on 1/1/2018 and completion date is 14th June 2018. PM
needs to make ensure timely allocation of resources to such task and carefully monitor its
execution to combat risk of project delay.
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2. Importance of human resource management in project
Every project is implemented and carried out by human beings, hence, it is obvious, and
their skills, talent and capabilities have a strong influence over the project success. Staffing plan
encompasses various activities including identifying HR requirement, their skills, and sources
whether internal or external or mixed, training and development, management and others. The
current plan is about developing self-checkout system, which requires digitalized workforce who
is able to deal with the self-checkout machines.
According to the views of Burke (2013), HR management consist of all the efforts and
activities that company taken to increase workers performance to their greatest level
corresponding to the business goals. The process comprises multiple of activities and functions
including recruitment & selection, orientation, maintaining good working conditions, managing
workers relationship, training and development and conflicts management. Meredith and Mantel
(2011), said that there are two options to captivate qualified candidates as per the set criteria that
are internal and external. First is a process wherein existing workers employed at the company is
hired to the project activities while, later approach regards to hiring new staff from the outside
sources like recruitment agencies, job advertisement, campus placement and others.
Considering our plan to implement self-checkout system in GT smith, staffing is the key
requirement. Company will need members to install new machinery, train existing members,
marketing activities, test the functioning of the system and others.
Table 1 Human Resource plan for Self-checkout system project
Staffing
requirement
Key duties
Circulation staff  To work on new working station after self-checkout system
Project sponsor
(lead)
 To assign circulation staff to other tasks or activities
 To establish necessary guidelines and make rules for machinery
usage
 To make plans to minimize possible threats or risks associated
with the self-checkout
 To keep close monitoring of the self-checkout activities by the
customers and reduce theft
Project team  To timely complete assigned duties and job responsibilities
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members  To present timely reports to the sponsor
Marketing manager  To design a well-structured marketing strategy for patron
awareness
 To effectively launch the opening day of self-checkout systems
The prospective project of self-service systems successfully implementation at the
selected branches of GT Smith will typically requires a team of 9 members who all will be lead
and directed by the project sponsor or lead. All the members will be allocated to different tasks
as follows:
People Functions
IT expert GT Smith’s IT expert will be accountable to design appropriate
infrastructure at all the chosen branches for the machinery installation.
Installation Two existing staff members of GT smith, work under the supervision of
IT expert and will be responsible for the machinery installing functions
Finance manager GT Smith’s Financial Director will create budget and determines
funding requirement for machinery purchase, staff hiring, training,
marketing functions and its successful inauguration for patron
awareness. Money collected will be allocated to varied function like
purchase, installation, wages, marketing and others with strong control.
Staff training Two new members will be hiring from external sources that are
strongly able to provide training to the existing staff to familiar them
about its appropriate usage (Petit, 2012).
Marketing function By the discussion with the functional divisional head, two excellent and
well-qualified marketing department members will be assigned to the
project for undertaking necessary marketing functions. Both will be
guided by the respective marketing department manager of GT Smith.
Thus, as per the plan, it becomes clear that GT Smith will use both internal and external
resourcing options for the new project. Marketing team, IT expert and staff to install system
properly at the selected retail outlets will be hiring from the company itself. In order to train
circulation staff to provide them knowledge about how machinery works will be undertaken by
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two-specialist trainers that will be recruited using external source. Thus, by outsourcing, GT
smith will be able to conduct a highly structured training plan for all the people to develop
required skills and knowledge to make them familiar about system functioning and help end-
users. In despite of the training Kerzner (2013), it is obvious that workers may face some sort of
difficulties at actual checkout point, thus, trainers will observe staff functions by visiting all the
branches and help them dealing with such difficult situations and train them so strongly at
greater efficiency. Without having qualified and trained people, GT Smith will not be able to
deal with circumstance, when machine does not process payments automatically due to some
technical error and other situations. Project manager will also track workers activities and make
decisions to minimize conflicts. Staff monitoring will facilitate company in successfully
launching the self-checkout units on planned date.
3. Critical discussion of various options for project acceleration under different conditions
Although, technology especially booms in a scientific world, but at the same time, in
order to assure its correct implementation, business needs various resources such as money,
equipment’s, workers and others. In practical world, GT Smith can face resource constraint
issues means lack or scarce availability of key requirements for the self-checkout machinery
installation. It is important to allocate the resources appropriately so that the monetary constraint
can be overcome. The project can be accelerated based on two different conditions of the project
which are defined as below:
When limited resources are available
It is important to diligently divide the resources when only significant amount is available
with the project manager. Hence, following aspects can be considered in the scenario. These are;
 Assessment of resources: It is important for the project manager to assess that what
all resources are available for the completion of the project and in what amount. It
will help in ascertaining that how much resources can be allocated to different
activities (McLaughlin and Shriner, 2012).
 Allocation of resources: based on the availability, the project manager at GT Smith
can understand the requirement of activities and ensure that resources are divided
asper the requirement. Further, it must be ensured that no resource is wasted and
optimum utilization of resources is initiated in the project activities (Riedelsheimer
and Melchinger, 2013).
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 Waste management: It is another important aspect that is required to consider by GT
Smith. All the resources that can be used more than once must be preserved. It must
not be discarded unless and until it is not in purpose. It helps in encouraging reuse
and recycle activities (Morris and et.al, 2012). In case of GT Smith project of self-
checkout system, the bill generated from the machine can be preserved and the paper
can be used again after recycling it.
 Project management software: The Microsoft project software helps in designing
and estimating the allocation of resources in such a manner that so that project
managers can successfully complete the project in effective manner. It helps in
assessment of best combination of resources so that it can find out the way so as to
complete the project in minimum available resources.
When there is no constraint of resources
It is the condition where the company have adequate amount of resource and have no
constraint in order to complete the task effectively. There is no scarcity of resources available
with GT Smith. In that case, the allocation of resources can be little lenient. However, effective
management of resources is considered to be an important activity that is required to be adopted
by any organization so that the present availability of resources can be preserved for future
usage. It also ensures sustainability of the project. Hence, it is advised that the following aspects
must be considered by GT Smith so as to deliver the best:
 Managing the skill set and roles of the resources: It is important to allocate right
kind of resource to the activity based upon the necessity (Petit, 2012).
 Monitoring and controlling activities: It is important to measure that whether the
allocated resources is able to fulfil its purpose or not. The resource planner and
resource manager software can be used to monitor and control these activities in
effective manner.
 Report of optimum utilization: With the help of project management tools and other
software, the report for optimum utilization of resources can be extracted. It helps in
making an assessment of whether the resources being allocated are optimally utilized
or not. If these are not utilized effectively, then in that case, the allocation can be
reviewed and performed again.
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PROJECT 2
PART 1 INITIATION
1. Advantage and disadvantage of the in-house servicing and outsourcing
There are two options whereby companies can hire required people that are hiring people
in-house or outsourcing. As per the views of Walger, Roglio and Abib (2016), hiring in-house is
a process wherein firms hire their currently employed people at the workplace. As discussed
earlier, that GT smith will allocate existing workers that are currently working at the supermarket
stores in various functions to several project tasks and activities. It will use in-house hiring for
recruiting IT expert, finance manager, installation staff and marketing departmental team to
implement self-service systems at the selected branches. Bronnenmayer, Wirtz and Göttel
(2016), said that it is a economy way of satisfying staffing requirement of GT Smith because,
available circulation staff can be assigned to the project without any need of extra wages
payment. Apart from this, Jun, Qiuzhen and Qingguo (2011), investigated that existing workers
of the company are highly familiar with the business activities and processes which helps in
preventing work duality and helps in avoiding any communication error. Moreover, in-house
recruitment facilitates company in recruiting qualified candidate with proficient knowledge &
skills developed previously for other projects. Riedelsheimer and Melchinger (2013), also
investigated the strength of in-house hiring process and reported that it enable firms to have
greater control over costs and saves project manager time as it will not require any screening and
conducting interview.
Conversely, Killen and Hunt (2010), criticized the method by commenting that internal
sourcing is not helpful in attracting fresh candidates with exceptional skills and knowledge.
Another downfall side is that PM needs to convey staffing plan with functional heads, and in
case of their power struggling issues, line manager wants qualified members themselves so as to
achieve their departmental targets. In such case, it would not be possible for the GT Smith to hire
competent people from the organization itself. In such circumstance, outsourcing is found as a
better way.
Morris (2010), defined outsourcing as a way to assign project activities and services to
the outsiders or external service providers. More importantly, complex projects like new
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software designing, construction work and others that require technically capable employees,
outsourcing is the most effective solution for companies. Unlike in-house hiring, companies do
not need to train such people as they already have expertise in their respective field
Kerzner (2013), said that outsourcing is the cost efficient way which helps entities to
reap benefit of new talented workers. It also helps companies to minimize their overhead
expenditures such as maintenance, utility and others. It is useful for technological and
infrastructural investment. Thus, by outsourcing, corporations will be able to get immense
opportunity to learn a lot from new workers and innovate outdated practices. Burke (2013),
argued that hiring people outside may expose cultural differences and communication issues to
the firm as people are not familiar with the company’s working patterns.
However, on the critical side, Meredith and Mantel (2011), believed that outsourcing is a
more flexible way and facilitate establishments in hiring experts with deeper knowledge and
experience. With reference to GT Smith, it decided to hire specialist trainers using outsourcing
who will be accountable to train some of the key players at the beginning point. They will hire
only for a short period like a contract-based working, thus, it will not bring any permanent cost
burden to the firm.
PART 2 PLANNING
2. Work breakdown structure
Work breakdown structure: Every project consists of various major activities and sub-activities
that increase project complexity. Thus, in order to manage, supervise and administrate all the activities
properly, it is require dividing or classifying various activities into various sub-sets so as to make project
simpler and manageable (Petit, 2012). The plan for Self-checkout system implementation critically
includes 6 major activities that are initiation, planning, analysis, execution, monitoring and control and
closure phases. The team of five people will be responsible to manage all the functions that are mentioned
here as follows:
IT expert: GT Smith’s IT expert has advanced knowledge of technical functionalities of system
and machines and able to deal with the technical errors quickly. With regards to the designed plan of self-
checkout system, its IT expert plays a major role in technical specification, infrastructural settings an its
proper implementation at all the 5 branches of the GT Smith.
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Finance Manager: Company will require fund to purchase self-checkout machine, hire specialist
trainers, marketing functions, decoration and its grand opening. Thus, GT Smith’s financial expert play a
major role in ascertaining their financial requirement, make suitable plan for fund collection, allocation of
key resources and monitor fund utilization to ensure its proper productive use.
Project Manager: PM is the leading authority who will set guidelines, make rules and key
provisions to successfully implement the planned project at all the chosen locations. It is the leading body
and all the other managers need to report their progress and status to the Project Manager, so that,
necessary decisions can be formulated to complete project on or before the due date (Meredith and
Mantel, 2011).
Trainers: Industry experts will be outsourcing to train some selected key members of the GT
Smith, who will train other staff members. Trainers have exceptional and proficient knowledge of their
respective field which will enable company to assure proper execution.
Marketing manager: Marketing is now-a-days is the key requirement, thus, GT Smith marketing
head will create signage, display it on website and take responsibility to successfully launch the opening
day for patron awareness.
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Breaking down various activities into subtasks provide a great comfort to manage them
efficiently by allocating tasks to different managers who take their responsibility, administrate functions
and monitor them on an ongoing basis (Lee and Yu, 2012). It helps in smoothing monitoring and
controlling functions to a great extent and assure on-time completion.
3. Gantt chart
Gantt chart:
It is the most popular tool of project management that presents numerous activities under
the major activities and display them against set time. It is the great tool that helps in project
scheduling and also present inter-relationship among all the set activities. Using this Gantt chart,
project manager will be able to make sure that all the activities are completed by the end of due
date (Riedelsheimer and Melchinger, 2013). More importantly, activities which are critical,
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special attention can be drawn to keep strict monitoring and close supervision targeting its
completion date. Predecessor relationship also enable the team to determine that which activities
must be completed prior before starting the newer ones that helps in maintain strong level of
coordination.
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PART 3 EXECUTION
As per the case, project is going on very well, however, suddenly, accident of GT Smith’s
financial manager, Bill brought challenges for the entire team in timely completion. It is a
setback for the entire team because finance manager is one of the key player who manage and
look over all the activities related to money. He assign resources to different activities, monitor
optimum and effective usage and control its wastage, thus, sudden accident of Bill can bring
financial turbulence for the GT Smith.
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4. Milestone Report
Milestone
Task Name Duration Start Finish Status
Self-checkout system in GT Smith 119 days 1/1/2018 6/14/2018
Business case/Initiation 6 days 1/1/2018 1/8/2018 Completed
Planning 15 days 1/8/2018 1/26/2018 Completed
Analysis 4 days 1/11/2018 1/16/2018 Completed
Execution 85 days 1/17/2018 5/15/2018 Partially
completed
Monitoring and controlling 20 days 5/15/2018 6/11/2018 Pending
Close-out 3 days 6/12/2018 6/14/2018 Pending
As, Bill met an accident after completion of two months, thus, till that period, three
milestone has been successfully achieved including initiation, planning and analysis. However,
execution stage has been started but not yet completed fully, however, the last two stage is 100%
pending. As there are number of activities which are still pending and requires sound financial
management. Therefore, under the staffing plan, GT Smith will be needed to hire a new finance
manager to fill its vacant position, otherwise, it may bring financial trouble situation (Artto and
et.al., 2011). However, there is no requirement to include any new milestone in the project
without hiring financial manger only. PMO need to make sure that newly hired candidate have
expertise in financial management and ensure proper cash management and put control over
business activities (Bredillet, 2010).
PART 4 CONTROLLING
5. Compromise in the functionality and scope of the project
As per the given case scenario, Bill is one of the key member of projects team who has
met with an accident. It has been assessed from his present condition that he won’t be able to
deliver his duties. Further Alex, another member of project team has confirmed that they will not
be able to hire any new staff member so as to render and replace the duties of Bill due to ongoing
Brexit case in the country. Further, Bill was a fund manager and used to pay his part by making
an assessment of requirement of fund for the project. Moreover, he was also responsible to
arrange funds for the project as well. It has been assessed that there will be a strong breakdown
in the functionality of the whole project if the duties of Bill are not delegated appropriately
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among the available project team member. Since, he has expertise in this field, other members
may not be able to deliver the manner he could have delivered it. It has been decided from the bi
monthly meeting that there are certain tasks that can be compromised as a fund manager are as
follows:
 Preparation of cash inflow and outflow report: However, cash flow statement holds
certain amount of relevance in the project as it helps in ascertaining that how much
working capital is left in the project, yet it can be compromised. A brief outline of
inflow and outline can be prepared to ascertain the net cash rather than preparing the
whole full-fledged statement of cash inflow and outflow (Unger and et.al., 2012).
 Allocation of resources: Rather than manually allocating the resources to every
department, project management software can be used to deliver the duties. It may
not be as effective as it would have been done manually after analysing all the critical
aspects yet can help in delivering the core duties of the project. Moreover, project
management allocation can help in finding shortest route to compete the task within
the stated time limit that is being decided by the project manager through critical
path.
 Wealth protection strategy: Another important activity rendered by fund manager is
to protect the wealth of the project manager (Klingebiel and Rammer, 2014). Since,
Bill was at functioning state, he has already created the management strategy of
stakeholder’s fund. Hence, the responsibilities being delegated to other member can
avoid wealth protection aspect of the stakeholders.
 Hiring and Outsourcing: The fund manager ensures that the professionals that are
hired are able to render their duties appropriately. Moreover, the project manager
must have adequate amount of fund for the same. Hence, this duty can also be renders
by HR professionals in the project and hence can be compromised (Laithwaite and
et.al., 2012).
PART 5 CLOSING
6. Short presentation
Attached in PPT
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CONCLUSION
The report concluded that self-checkout system will benefited GT Smith through less
staffing costs, circulated staff, technological advancement, improved brand recognition and
sound inventory management. However, consumer will be benefited through less waiting time as
they no longer will be need to wait in queue for payment. The entire project is headed by a team
of five key people including finance manager, IT expert, marketing manager and specialist
trainers. The report discovered that in case of sudden death of Bill, PM will be require to hire
new financial expert as the execution is still pending and comprises various activities that require
fund allocation, its optimum usage and strong control. The plan is completed before the set
project duration within 119 days by 14th June 2018.
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