Running Head PROJECT PLAN PART 3PROJECT PLAN PART 35.docx
- 1. Running Head: PROJECT PLAN PART 3 PROJECT PLAN PART 3 5 Work Management Plan The work management plan is a plan put together by the project manager at the beginning of the project. It contains all of the steps needed to complete the project and who is responsible for the tasks. The work management plan can be used in conjunction with the work breakdown structure, but does not need to contain the directions of how to accomplish the tasks. “Work plans document all activities to be undertaken, keep everyone moving in the same direction, and allow for comparison with and prioritizing against competing projects. If we do not know where we are in our work at any given point in
- 2. time, we cannot accurately plan, schedule, or proceed with future efforts. Once projects are under way, we need a map to remind us of what is next, when it is due, and who is responsible for it.” (Burgher & Snyder, 2012) In the project of The Cheesecake Factory delivery service, the project manager will be responsible for creating the work management plan. Since the timeline of the project is primarily within 60 days for most deliverables, the work management plan will be updated on a weekly basis and discussed at project meetings. Each task within the project will be outlined to include what is to be done and by whom. The person responsible for each action item will be asked to update the work plan weekly with their progress as to the status. However, the only person that will be permitted to add new tasks or change existing tasks will be the project manager. Having a plan that is accessible and visible to the team will aide in keeping the project within scope and on schedule. Additionally, with only the project manager being able to make changes, it will prevent chaos within the project planning. Quality Assurance Quality assurance is part of the planned activities to ensure the project is meeting the objectives that it is supposed to. They are “the things that the project team will do to determine if project performance is meeting the requirements of quality and other standards. The activities are the things the project team will do to check project performance against the project plan using specifications as the targets.” (Rose, 2014) As part of the quality assurance with The Cheesecake Factory delivery service project, there will be several inspections along the course of the project. There will be project team members from marketing and operations that will be responsible for inspecting the final product of the customized delivery vehicles to ensure they are within the guidelines of what was ordered and agreed upon. There will also be a specific marketing team in place to review marketing materials after printing to ensure everything was processed correctly on that
- 3. end. Communication Management When looking for software for project communication that can be used to coordinate data, for resource management, scheduling and communication, Microsoft SharePoint is a clear choice. “SharePoint is a robust collaboration platform for helping people work together in more effective ways, while controlling costs and reducing IT risks.” (Treumann, 2014) SharePoint houses documents of all formats, includes a calendar and scheduling function, and even has a forum for team discussion. For the purposes of The Cheesecake Factory Delivery service, because many of the project team members are remote, the work management plan, WBS, and other project documents will be house on a SharePoint site that can be accessed by everyone. This was all can stay abreast of project status and requirements. Below is also a communication plan matrix outlining the frequency of meetings and briefings about the project. The SharePoint will serve as a central location for project information needed outside of the scheduled project meetings. Communication Plan Matrix Audience Information Method Frequency Who is Responsible Project Team Members Project Status Updates Email Weekly Project Team Leads Project Team Leads Project Status Updates Webex Call Weekly Project Manager
- 4. Project Team Members Collaboration Call As needed Project Team Leads Project Team Leads Collaboration Call As needed Project Manager Executive Leadership Project Status Updates Email Monthly Project Manager Lower Level Employees Project Status Updates Email Monthly Project Manager Facilities Personnel Collaboration Call Biweekly/As needed Project Team Leads and Members Vendors Collaboration Call As needed Project Team Leads and Members Contractors Collaboration Call As needed Project Team Leads and Members
- 5. Documenting Progress For The Cheesecake Factory Delivery service project, the documentation of project status will be a combination of efforts by the project team members and the project manager. As discussed above, the work management plan will be updated weekly by the member responsible for the action as to the status. Additionally, the project manager will be the primary person responsible for keeping the work breakdown structure updated frequently and accurately. This will ensure that all tasks are on track and any additional resources that are added to the project will be able to recap up to that point. Change Request Management As part of the change management process, a Change Management Team is put into place. This review board is primarily comprised of key stakeholders or leaders in the industry that pertains to the project. Any changes that arise during the project are vetted through the Change Management Team to determine whether the change is beneficial to the project, or should be refined or possibly even abandoned. Crucial elements to the success of the project such as timeline, budget, and resources are examined from every possible angle to try and prepare for every piece of the project that will be affected by the change. The Change Management Team is an integral part of any change that happens during a project, however, ultimately it is up to the project manager as to how to proceed or not proceed with the proposed change. Because the Change Management Team is not usually comprised of actual project team members, there may be a lot of front line work or repercussions that are not realized by those stakeholders that the project manager might be aware of and can bring to the table. An example of the Change Management process is included below, and this would be used by the Change Management Team to determine whether or not to implement a suggested change. Contingency Plans
- 6. Contingency planning for The Cheesecake Factory Delivery Service project will be based upon risk assessment. Qualitative risk assessment will be used to determine the severity of the primary and secondary risks. The risks will then be treated according to the risk management plan which will also include contingency plans if a risk cannot be treated. A risk register will also be kept by the project manager and updated frequently as the project progresses to ensure that all risks are monitored and treated accordingly. References Burgher, K. E., & Snyder, M. (2012). Non-Profit/Higher education project management series: The project plan. College and University, 88(1), 53-61. Retrieved from http://search.proquest.com/docview/1239088138?accountid=458 Rose, Kenneth H.. Project Quality Management. Boca Raton, US: J. Ross Publishing, Incorporated, 2014. ProQuest ebrary. Web. 6 June 2016. Treumann, R. (2014, February 11). Top 10 Benefits of Microsoft SharePoint Server. Retrieved June 6, 2016, from http://www.arielmis.com/top-10- benefits-of- microsoft-sharepoint-server/ Running Head: PROJECT PLAN PART 2 PROJECT PLAN PART 2 5
- 7. Project Budget “The budget is the amount of money that has been authorized to be spent on the completion of the project. Irrespective of the project measurement indications and the fact that the total project cost may exceed this amount the budget remains the same” (Marks, 2012). During the initial phases of a project, the budget for the project is of the utmost importance. There are essentially two budgets, the capital budget and the labor, or operating budget. The capital budget is for those expenditures that will result in a tangible asset for the company. The labor budget is for those expenditures that have to be made throughout the course of the project, but not necessarily yield an asset. For example, in The Cheesecake Factory delivery service project, the budget for the delivery fleet would be considered part of the capital budget whereas the hourly wage for the delivery drivers or marketing materials would be considered the labor budget. Below are the budgets allocated for both capital and labor: Capital Budget Vendor Amount Total 210 Customized Delivery Vehicles (200 locations, 10 spare) Lugoff Toyota 25,000 per $5.25 M Warming & Cooling bags for delivery vehicles (4 per location) Amazon $20 per bag $16,000
- 8. $5.27 M Labor Budget Amount Total Marketing (flyers/radio/TV) $30,000 $30,000 Background/driving checks $50 per driver $10,000 Delivery driver Insurance costs $100/car/month $20,000 Hourly wages (vary by market) Average $10/hr, 5 hrs/day*200 locations $300,000 $360,000 Between the two, this yields a total project budget of $5.625 million. Purchasing in a bulk fleet has lessened the cost of the delivery fleet, and using existing relationship with current marketing partners will result in a lower cost there as well. Project Scope and Schedule Aligned with Budget The scope of this project includes the planning, execution, control and closing of the project to implement a delivery service within branches of The Cheesecake Factory. This project will not affect any ongoing policies or procedures within current business operations. The scope of the project includes establishing guidelines/minimums for delivery orders, establishing delivery routes, contracting with a vendor for delivery vehicles, legal policies for insuring drivers and
- 9. liability control, and budgeting for equipment such as warmers and coolers within the delivery cars to maintain product quality. The launch of the delivery service is scheduled to begin 8/15/16. The above budget shall be submitted to finance for approval 6/1/16 per the schedule below as the budget is based on quotes received from potential vendors. Once approved, purchase orders to take delivery of the fleet by 7/31/16 will be submitted by 6/30/16. Additionally, once the labor budget is approved, marketing creation will commence to have launch materials ready and approved by 7/31/16. Schedule Baseline and Work Breakdown Structure Milestone ask Team Member Date Initial Project Meeting with Project Team To determine information/resources needed PM 5/23/2016 Budget Proposal to Finance Submission of project budget to finance for approval PM 6/1/2016 Quotes from vendors vehicles Operations Quotes from vendors warming/cooling units Operations Quotes from legal if additional insurance needed Legal
- 10. Quotes for marketing materials Marketing Final budget draft Project Team Purchase of delivery vehicles from vendor Order placed to take delivery of vehicle fleet Operations 6/30/2016 Legal requirements met From an HR/liability perspective with delivery drivers employed Legal 6/30/2016 Marketing campaigns launched TV/radio ad creation Marketing 7/31/2016 Flyers/handout creation Marketing Delivery materials ordered (bags, boxes, etc) Marketing Advertising complete Marketing Staff hired/realigned Hiring HR
- 11. 7/31/2016 Pay scale creation HR Background/driving record checks HR Initial Product Rollout Begin delivery service Locations 8/15/2016 Initial Results Review/Adjustments Made After 3 months of the service, actual ROI, tweaks made where necessary Project Team 12/1/2016 Project Complete Final adjustments made to project, product complete and fully implemented Project Team 12/31/2016 Project Risks and Budget of Contingencies “A risk is anything that could adversely affect your schedule, costs, quality, or scope. That is, a risk may impact your PCTS targets. Simply put, either you manage risks or they will manage you” (Lewis, 2011). For The Cheesecake Factory delivery service project, the main risk is the delivery vehicle fleet not being delivered on time for the launch of the delivery service. Secondary risks include an accident involving a delivery driver that results in a liability for the company, and customer satisfaction not as high concerning food quality resulting in low use of the delivery service. The risk strategy used will be risk prevention. Risk monitoring for the primary
- 12. risk of the fleet not being ready for delivery will be to maintain biweekly contact with the vendor, Lugoff Toyota, to ensure the product manufacturing is on target. Any possible delays identified during these communications will be adjusted accordingly in the project budget, schedule, and scope. All risks, primary and secondary, will be monitored on the risk register and updated regularly as the project develops. Risk Contingency Plan Adjustment to Budget Delivery Fleet not available for launch Expect delivery by 7/31 for launch 8/15. If delivery not taken launch pushed back accordingly. Loss of revenue in determining ROI, market materials will need to be adjusted for launch date Accident liability Rely on driving records for hiring No impact to project budget, however could be loss to company if occurs Decreased customer satisfaction Customer surveys, what can be improved, offer frequent delivery customer discount rewards program No impact to project budget References Lewis, J. P. (2011). Project planning, scheduling, and control: A hands-on guide to bringing projects in on time and on budget. (5th ed.). New
- 13. York, NY: McGraw-Hill. Marks, Tony. 20:20 Project Management : How to Deliver on Time, on Budget and on Spec. London, GBR: Kogan Page Ltd., 2012. ProQuest ebrary. Web. 30 May 2016. Running Head: PROJECT PLAN PART 1 PROJECT PLAN PART 1 6 Introduction This project plan will facilitate the implementation of a delivery service within all locations of The Cheesecake Factory. The restaurant chain currently does not offer this service, and adding this option for dining to guests within a 15 mile radius of existing locations would increase the customer base, and
- 14. cater to those patrons that may prefer to dine in the comfort of their home. The service would also be used for business consumers, offering a catering menu as well. Project Management Approach For the project management of this project, I will be using the Lewis method, which is “a practical, no-nonsense approach that, when followed, helps managers avoid many of the pitfalls that cause projects to fail.” (Lewis, 2011, p. 51) The main components of this project management methodology are initiation, planning, execution, control, and closeout. Each component has several layers within that stage of planning. The project manager, Laurie McKenzie, will oversee all aspects of the project. The project team will consist of current The Cheesecake Factory employees from human resources, marketing, finance, legal, and operations. During the initiation phase of the project, the scope/goal of the project is defined. Once the overarching goal is determined, and during what timeline it should be completed in, the planning stage begins. This is where the project manager along with the project team detail out the pieces of the project that need to be accomplished. Specific tasks are created with timelines and responsible parties to complete the task. Risks are identified and strategies are put into place to mitigate the risks. The execution phase is when the plans are carried out and put into action. Should any obstacles arise, plans are adjusted and reorganized as necessary within the scope of the project. The control part of the project method involves the documentation, risk management, and overall how metrics are going to be assessed and accountability held for the various parts of the project. Closeout of the project will be one the delivery product has been successfully implemented, there is a quarters worth of results to build upon, and the project is complete. Project Scope The scope of this project includes the planning, execution, control and closing of the project to implement a delivery service within branches of The Cheesecake Factory. This
- 15. project will not affect any ongoing policies or procedures within current business operations. The scope of the project includes establishing guidelines/minimums for delivery orders, establishing delivery routes, contracting with a vendor for delivery vehicles, legal policies for insuring drivers and liability control, and budgeting for equipment such as warmers and coolers within the delivery cars to maintain product quality. Milestone List The milestone list contains all of the main activities during the course of the project. Should there be any change in date, this would be communicated to the project team during the weekly meetings and adjusted accordingly. Milestone Description Date Initial Project Meeting with Project Team To determine information/resources needed 5/23/2016 Budget Proposal to Finance Submission of project budget to finance for approval 6/1/2016 Purchase of delivery vehicles from vendor Order placed to take delivery of vehicle fleet 6/30/2016 Legal requirements met From an HR/liability perspective with delivery drivers employed 6/30/2016 Marketing campaigns launched Advertising complete 7/31/2016 Staff hired/realigned Drivers hired in heavier markets, or staff realigned where available 7/31/2016 Initial Product Rollout
- 16. Begin delivery service 8/15/2016 Initial Results Review/Adjustments Made After 3 months of the service, actual ROI, tweaks made where necessary 12/1/2016 Project Complete Final adjustments made to project, product complete and fully implemented 12/31/2016 Schedule Baseline and Work Breakdown Structure Milestone ask Team Member Date Initial Project Meeting with Project Team To determine information/resources needed PM 5/23/2016 Budget Proposal to Finance Submission of project budget to finance for approval PM 6/1/2016 Quotes from vendors vehicles Operations Quotes from vendors warming/cooling units Operations Quotes from legal if additional insurance needed Legal
- 17. Quotes for marketing materials Marketing Final budget draft Project Team Purchase of delivery vehicles from vendor Order placed to take delivery of vehicle fleet Operations 6/30/2016 Legal requirements met From an HR/liability perspective with delivery drivers employed Legal 6/30/2016 Marketing campaigns launched TV/radio ad creation Marketing 7/31/2016 Flyers/handout creation Marketing Delivery materials ordered (bags, boxes, etc) Marketing Advertising complete Marketing Staff hired/realigned Hiring HR
- 18. 7/31/2016 Pay scale creation HR Background/driving record checks HR Initial Product Rollout Begin delivery service Locations 8/15/2016 Initial Results Review/Adjustments Made After 3 months of the service, actual ROI, tweaks made where necessary Project Team 12/1/2016 Project Complete Final adjustments made to project, product complete and fully implemented Project Team 12/31/2016
- 19. References Lewis, J. P. (2011). Project planning, scheduling, and control: A hands-on guide to bringing projects in on time and on budget. (5th ed.). New York, NY: McGraw-Hill.