BSBPMG522 - Undertake Project Work: Coffeeville Cafe Project Details

This project report outlines the complete lifecycle of opening a Coffeeville café in Chadstone City Shopping Complex. It includes the project definition phase, detailing the project's goals, stakeholders, and resources required. The project planning phase covers the project charter, project management tools used (including a Gantt chart and Microsoft Project), risk management plan, work health and safety controls, project budget, milestone plan, monitoring plan, and review plan. The project monitoring phase describes action plans for assigning roles, supporting team members, maintaining records, managing finances and quality, reporting to stakeholders, undertaking risk management, and delivering project deliverables. This document provides a comprehensive overview of the project, from initiation to closure.

Assessment Task 1- BSBPMG522 -Undertake project work
ASSESSMENT
STUDENT DETAILS
Student Name
Student ID No.
Group No.
Date of submission
ASSESSMENT DETAILS
Unit Code BSBPMG522
Unit Name/Title Undertake Project work
Assessment Task No Task 1
Assessment Name/Title Undertake a project
Qualification Diploma of Leadership and Management
ASSESSOR DETAILS
Assessor Name
Student Name SID S Page 1 of 18

Assessment Task 1- BSBPMG522 -Undertake project work
Table of Contents
Project definition phase........................................................................................................................3
Project planning phase..........................................................................................................................5
Project plan...........................................................................................................................................5
a. Project charter...........................................................................................................................5
b. Project-management tools to be used......................................................................................5
c. Risk management plan..............................................................................................................9
d. Work health and Safety controls instigated for the project.......................................................9
e. Project budget.........................................................................................................................10
g. Project milestone plan.............................................................................................................12
h. Project monitoring plan...........................................................................................................12
i. Project review plan..................................................................................................................12
Project monitoring phase....................................................................................................................13
1. Action plan to assign roles and responsibilities to your team members..................................13
2. Action plan to support project team members........................................................................13
3. Action plan to establish and maintain required record keeping systems................................14
4. Action plan to implementing and monitoring project finances and project quality................14
5. Action plan for project reporting to stakeholders...................................................................15
6. Action plan for undertaking project risks management...........................................................15
7. Action plan for project deliverables.........................................................................................16
Bibliography.........................................................................................................................................17
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Assessment Task 1- BSBPMG522 -Undertake project work
Project definition phase
Project
Name/description
The Coffeeville café aims to open up a new café in Chadstone City
Shopping Complex for expanding its business and for attracting large
number of customers by providing proper excellent service at a very much
reasonable price to the customers.
Project Goal The project goal is to attract large number of customers by providing
excellent customer service at a very much reasonable price. The location
of the café is generally selected within a shopping complex so that the
people who came for shopping within the complex will visit the café.
Project Manager’s roles A project manager is the individual who generally takes the responsibility
of planning, designing, initiating, executing, and monitoring as well as
controlling the project so that the café will be opened within the expected
time and budget in the Chadstone City Shopping Complex. They are also
responsible of making decisions both small and large in order to control
risk by minimizing uncertainty.
Project Manager’s
responsibilities
The responsibilities of the project manager are as follows:
 Designing and utilizing project management standards for
completing the project within the expected time and budget
 Preparing as well as maintain the project stage including all the
exception plans as needed
 Managing the risks that are associated with the development of
contingency plans
 Monitoring overall progress by utilizing resources
Delegating authority The delegating authority within the project are as follows:
 Customers of the café
 Sponsor
 Representative of management
 Project sponsor
Project parameters The parameters of the project are as follows:
 Project budget
 Integration of the project with the organization
 Materials and human resources that are associated with the
project
 Reporting requirements
 Risks related with the project
 Scope of the project
 Timeline
Project stakeholders The project stakeholders who are involved with the project are listed
below:
 Project manager
 Project planner
 Operation manager
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Assessment Task 1- BSBPMG522 -Undertake project work
 Marketing manager
 Human resource manager
 Financial manager
 Site planner
 Supervisor
Coffeeville business
objectives and other
projects and their
relationship to this
project
The objectives of Coffeeville are as follows:
 To provide absolute high standards of excellent in both product
and customer service
 To attract large number of customers by expanding the brand vale
of the café
 To expand the business of the organization
Resources required to
undertake the project
The resources that are required for undertaking this project are as
follows:
Human resources: The stakeholders who are involved within the project
include project manager, project planner, operation manager, marketing
manager, financial manager, site planner as well as supervisor.
Physical resources: The physical resources that are needed include café
plan, shop, health department regulations and more.
Financial resources: It is assumed that budget of around$21,920 is
required in order to fisnish the entire project successfully on time.
relevant legislation
and codes from all
levels of government
that may affect the
project work
The legislation and codes from all level of government that may affect the
work of the project are as follows:
Code of practice: The code of practice generally set out the organizations
standards of conducting. This code is generally considered as a guideline
for dealing fairly with the customers of the organization.
Food Information regulation: The Food information for consumer’s
regulations was important which may affect the work of the project work.
The Food standards act 1999: The act was mainly introduced for analysing
the quality of food that is delivered to the customers.
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Assessment Task 1- BSBPMG522 -Undertake project work
Project planning phase
Project plan
a. Project charter
1. Objectives of the project
The project objectives are as follows:
 To open a new Coffeeville café in Chadstone City Shopping Complex
 To provide excellent quality of excellent service as well as products
 To attract large number of people for enhancing the brand vale of the café
2. Deliverables of the project
The deliverables of the project are as follows:
 Starting the café business plan
 Determining menu for the café
 Exploring various locations
 Identification of competitive market
 Considering local laws and regulations
 Exploring café options properly
 Establishment of business structure
 Exploring health department regulations
3. Duration
It is estimated that the entire time that is needed for opening up a coffee shop is
around 63 days. The project will be finished successfully within 63 days.
4. Budget estimate
It is assumed that the opening of Coffeeville café will be completed successfully
within the budget of around $21,920.
5. Assumptions and constraints
The assumptions and constraints that are made in the project are as follows:
Time: It is found that within 63 days the café will be opened within the shopping
complex
Budget: The opening up a café will be finished within the budget $21,920.
Scope: The project will follow the scope for executing the project within the
probable budget and time
Project-management tools to be used
1. Project plan
Task Name Duration Start Finish
Opening of a Café "Coffeeville" in
Chadstone City Shopping Complex 63 days Tue 17-04-
18
Thu 12-07-
18
Project initiation phase 6 days Tue 17-04-
18
Tue 24-04-
18
Development of business case 2 days Tue 17-04- Wed 18-04-
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Assessment Task 1- BSBPMG522 -Undertake project work
18 18
Undertaking feasibility study 1 day Thu 19-04-
18
Thu 19-04-
18
Project charter establishment 2 days Fri 20-04-18 Mon 23-04-
18
Team members appointment 1 day Tue 24-04-
18 Tue 24-04-18
Milestone 1: Initiation phase
completion 0 days Tue 24-04-
18
Tue 24-04-
18
Project planning phase 14 days Wed 25-04-
18
Mon 14-05-
18
Development of project plan 3 days Wed 25-04-
18 Fri 27-04-18
Development of resource plan 2 days Mon 30-04-
18 Tue 01-05-18
Creating financial plan 2 days Wed 02-05-
18
Thu 03-05-
18
Development of quality plan 2 days Fri 04-05-18 Mon 07-05-
18
Development of risk management
plan 2 days Tue 08-05-
18
Wed 09-05-
18
Creating procurement planning 1 day Thu 10-05-
18
Thu 10-05-
18
Development of communication plan 2 days Fri 11-05-18 Mon 14-05-
18
Milestone 2:Completion of project
planning phase 0 days Mon 14-05-
18
Mon 14-05-
18
Project execution phase 25 days Tue 15-05-
18
Mon 18-06-
18
Starting the café business plan 3 days Tue 15-05-
18
Thu 17-05-
18
Determining menu for the café 2 days Fri 18-05-18 Mon 21-05-
18
Exploring various locations 2 days Tue 22-05-
18
Wed 23-05-
18
Identification of competitive market 2 days Thu 24-05-
18 Fri 25-05-18
Considering local laws and regulations 3 days Mon 28-05-
18
Wed 30-05-
18
Exploring café options properly 3 days Thu 31-05-
18
Mon 04-06-
18
Establishment of business structure 4 days Tue 05-06-
18 Fri 08-06-18
Exploring café for cakes and pastries 3 days Mon 11-06-
18
Wed 13-06-
18
Exploring health department 3 days Thu 14-06- Mon 18-06-
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Assessment Task 1- BSBPMG522 -Undertake project work
regulations 18 18
Milestone 3: Execution phase
completion 0 days Mon 18-06-
18
Mon 18-06-
18
Project development phase 14 days Tue 19-06-
18 Fri 06-07-18
Exploring point to sale system 4 days Tue 19-06-
18 Fri 22-06-18
Determining coffee brand 2 days Mon 25-06-
18 Tue 26-06-18
Training to the workers 5 days Wed 27-06-
18 Tue 03-07-18
Understanding unique sales
proposition properly 3 days Wed 04-07-
18 Fri 06-07-18
Milestone 4:Devepment phase
completion 0 days Fri 06-07-18 Fri 06-07-18
Project closure phase 4 days Mon 09-07-
18
Thu 12-07-
18
Post project review 1 day Mon 09-07-
18
Mon 09-07-
18
Stakeholder sign off 1 day Tue 10-07-
18 Tue 10-07-18
Documentation 2 days Wed 11-07-
18
Thu 12-07-
18
Milestone 5: Completion of closure
phase 0 days Thu 12-07-
18
Thu 12-07-
18
2. Milestone Checklist
Milestone Completion date
Milestone 1: Initiation phase completion Tue 24-04-18
Milestone 2:Completion of project planning
phase Mon 14-05-18
Milestone 3: Execution phase completion Mon 18-06-18
Milestone 4:Devepment phase completion Fri 06-07-18
Milestone 5: Completion of closure phase Thu 12-07-18
3. Gantt Chart
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Assessment Task 1- BSBPMG522 -Undertake project work
Figure 1: Gantt chart
(Source: Created by Author)
4. Project Management Software
It is identified that in order to create the project plan for opening a
Coffeeville café in Chadstone City Shopping Complex, Microsoft project software is
used. Microsoft project is considered as one of the project management software
that is utilized by the project managers for developing a project plan and for
assessing the resources of the project. In addition to this, Microsoft project is also
used for tracking project progress.
5. Score Cards
The scorecard is utilized in the project for assessing the risks as well as
complexities that are associated with the opening of a café. Once the level of project
risk is mainly determined then the process, documentation as well as methodology
will be helpful in suggesting the details that is associated with the project risks.
b. Risk management plan
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Assessment Task 1- BSBPMG522 -Undertake project work
Risk Level (high/Medium/Low) Management Strategy
Schedule slippage High In order to resolve the
problem of schedule strategy,
it is quite compulsory for the
project manager to track the
schedule of the project
regularly
Budget shortage High The budget must be estimated
after proper market analysis so
that the cost of the resources
will be estimated properly.
Improper establishment of
business structure
Medium It is very much necessary to
develop the business structure
of the café with the help of
experienced project managers.
Improper training Medium Proper facility of training must
be provided to the project
managers in order to resolve
issue.
Inexperienced project
managers
Medium It is quite important to hire
experienced
c. Work health and Safety controls instigated for the project
Risk Likelihood Impact Risk
Level
WHS Controls
Lack of equipment’s High High high Proper equipment facility must
be there so that the workers do
not have to face difficulty in
working with the project.
Lack of planning for H&S Medium Medium Medium Due to improper planning for
H&S, the workers can face
number of health and safety
issues while undertaking the
project.
Lack of training High Medium High It is found that due to lack of
training the team members or
workers of the project faces
number of safety issues in
handling project.
d. Project budget
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Assessment Task 1- BSBPMG522 -Undertake project work
Task Name Duration Resource Names Cost
Opening of a Café
"Coffeeville" in
Chadstone City
Shopping Complex
63 days $21,920.00
Project initiation phase 6 days $1,760.00
Development of
business case 2 days Project manager $640.00
Undertaking feasibility
study 1 day Financial manager $280.00
Project charter
establishment 2 days Project planner $560.00
Team members
appointment 1 day Human resource manager $280.00
Milestone 1: Initiation
phase completion 0 days $0.00
Project planning phase 14 days $4,760.00
Development of
project plan 3 days Project manager $960.00
Development of
resource plan 2 days Human resource manager $560.00
Creating financial plan 2 days Financial manager $560.00
Development of quality
plan 2 days Project manager $640.00
Development of risk
management plan 2 days Project planner, Supervisor $1,120.00
Creating procurement
planning 1 day Site planner' $280.00
Development of
communication plan 2 days Project manager $640.00
Milestone
2:Completion of project
planning phase
0 days $0.00
Project execution phase 25 days $8,520.00
Starting the café
business plan 3 days Project manager $960.00
Determining menu for
the café 2 days Operational manager $560.00
Exploring various
locations 2 days Site planner' $560.00
Identification of
competitive market 2 days Marketing manager,
Operational manager $1,120.00
Considering local laws
and regulations 3 days Operational manager $840.00
Exploring café options
properly 3 days Supervisor $840.00
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Assessment Task 1- BSBPMG522 -Undertake project work
Establishment of
business structure 4 days Operational manager $1,120.00
Exploring café for
cakes and pastries 3 days Marketing manager $840.00
Exploring health
department regulations 3 days Site planner’, Supervisor $1,680.00
Milestone 3: Execution
phase completion 0 days $0.00
Project development
phase 14 days $4,760.00
Exploring point to sale
system 4 days Marketing manager $1,120.00
Determining coffee
brand 2 days Marketing manager $560.00
Training to the workers 5 days Human resource manager $1,400.00
Understanding unique
sales proposition properly 3 days Marketing manager, Site
planner' $1,680.00
Milestone
4:Devepment phase
completion
0 days $0.00
Project closure phase 4 days $2,120.00
Post project review 1 day Project manager $320.00
Stakeholder sign off 1 day Project manager, Project
planner $600.00
Documentation 2 days Project manager, Project
planner $1,200.00
Milestone 5:
Completion of closure
phase
0 days $0.00
e. Consultation plan
Stakeholder Information Required When required Consultation method
Project manager Information about the
budget as well as
timeframe of the
project is needed
During project kick-off Meeting
Site planner The site plans informs
about the importance
of the place where the
café should be suitable
Before project
initiation
Email, meeting
Financial manager The financial manager
of the project informs
about the budget
expenses.
During the progress of
the project
Email
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Assessment Task 1- BSBPMG522 -Undertake project work
f. Project milestone plan
Project Phase /Item Milestone Date Responsibility
Project initiation Tue 24-04-18 Project manager
Project planning Mon 14-05-18 Project manager and contractor
Project execution Mon 18-06-18 Operational manager and
project planner
Project development Fri 06-07-18 Marketing manager and
supervisor
Project closure Thu 12-07-18 Project manager and planner
g. Project monitoring plan
Milestone/Phase Deliverable Monitoring plan
Initiation Establishing charter Meeting
Planning Development of quality plan Observations and
communication /progress
reports
Execution Establishment of business
structure
Observation/progress
Development Training to the workers Review /analysing outcome
Control Documentation Reviewing
h. Project review plan
Task Name Completion
Development of business case 
Undertaking feasibility study 
Project charter establishment 
Development of resource plan 
Creating financial plan 
Development of quality plan 
Development of risk management plan 
Creating procurement planning 
Exploring various locations 
Identification of competitive market 
Considering local laws and regulations 
Exploring café options properly 
Establishment of business structure 
Exploring café for cakes and pastries 
Exploring health department regulations 
Exploring point to sale system 
Determining coffee brand 
Training to the workers 
Understanding unique sales proposition 
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Assessment Task 1- BSBPMG522 -Undertake project work
properly
Post project review 
Stakeholder sign off 
Documentation 
Approvals required the project to begin
The approvals that are needed before the initiation of the project:
 Approvals from senior executive of the organization
 Approval from the CEO of the organization
Project monitoring phase
1. Action plan to assign roles and responsibilities to your team members
Objective Method Timeframe Position Resource
needed
Establishment
of project
charter
Fostering
personal
responsibility
and ownership
2 days Project
planner
Not required
Identification of
competitive
market
Providing
through
direction and
context
2 days Marketing
manager
Not required
Establishment
of business
structure
Based on skills
and experience
4 days Operational
manager
Not required
2. Action plan to support project team members
Objective Method Timeframe Position Resource
needed
Starting the
café business
plan
Provide proper
reward
2 days Project
manager
Physical
materials
Determining
menu for the
café
Setting goals
and objectives
2 days Operation
manager
Financial
resources
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Assessment Task 1- BSBPMG522 -Undertake project work
Determining
coffee brand
Giving them
right tools and
training
2 days Marketing
manager
Financial
resources
3. Action plan to establish and maintain required record keeping systems
Objective Method Timeframe Position Resource
needed
For tracking
the progress of
the project
Project status
report
1 day Project
manager
No resources
required
For analyzing
the budget
used in the
project
Log book 1 day Project
manager
No resources
required
For utilizing
information of
the project in
the future
Documentation 4 days Project No resources
required
4. Action plan to implementing and monitoring project finances and project quality
Objective Method Timeframe Position Resource
needed
Reducing
overuse of
resources
Managing use
of resources
4 days Human
resource
manager,
project
manager
Human
resources
Tracking
utilization of
budget
Weekly
tracking
5 days Human
resource
manager,
project
manager
Human
resources
5. Action plan for project reporting to stakeholders
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Assessment Task 1- BSBPMG522 -Undertake project work
Objective Method Timeframe Position Resource
needed
To inform
about the risks
that are
associated with
the project
Meeting,
conference
1 day Risk manager Not needed
To inform
about budget
shortage
Meeting 2 days Financial
manager
Not needed
To inform
about schedule
slippage
Meeting 1 day Program
manager
Not needed
6. Action plan for undertaking project risks management
Objective Method Timeframe Position Resource
needed
For managing
budget related
risk
By undertaking
proper market
analysis before
assuming the
budget of the
project
5 days Financial
manager
Financial
manager
For reducing
problem that
occur due to
improper
training
Providing
proper facility
of training to
the project
team members
12 days Human
resource
manager
Financial
manager
For minimizing
issues related
with schedule
slippage
By tracking the
schedule of the
project on
regular basis
4 days Project
manager
Financial
manager
7. Action plan for project deliverables
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Assessment Task 1- BSBPMG522 -Undertake project work
Objective Method Timeframe Position Resource
needed
Documentation
Reporting 5 days Project
manager
Financial
resource
Determining
coffee brand
Enhancing
sales
10 days Operation
manager
Financial
resource
Training to the
workers
Online and
offline training
12 days Human
resource
manager
Financial
resource
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Assessment Task 1- BSBPMG522 -Undertake project work
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