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NFT1021 IT Project Management
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NFT1021 IT Project Management
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Course Code: NFT1021
University: Texas State University
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Country: United States
Question:
Your group’s task is to prepare a revised version of the PRINCE2 Project Initiation Documentation (PID) in response to the project scenario (provided at the end of this document).Any additional information required for submission will be included in the report template document provided on the course website.Consideration has been given to the format of the Project Initiation Documentation. Since this is a small project, a single document is required. For large projects it is more appropriate for the Project Initiation Documentation to be a collection of stand-alone documents.
Each group is required to give a formal presentation to their audience who will act as the Project Board. The presentation should cover five main areas in relation to the project in the order given below:1. Objectives of the project2. Project tasks / schedules3. Project risks / risk assessment4. How are you going to involve / engage stakeholders?5. Outputs / outcomes of the project
This should be a professional presentation and enhanced with technology where appropriate that is effective and designed to inform and “sell” your presentation to your audience.Your group has project management responsibility for organising the implementation of a system that automates the order taking process for a large, popular café in the Town of Gawler, Café Festivale.
BackgroundCafé Festivale is a newly established café that has been open for 6 months. Due to renovations in the local area, easily accessible parking and an improved street scape, they have seen a significant increase in customers choosing to dine at the café. This unexpected increase has however caused some issues at the café including:• Increased waiting times for customers having their orders taken• Incorrect orders being received by customers• Orders taking longer to prepare• Orders for a table not being received at the same time• Entrees being served at the same time as main meals• Incorrect stock levels• Inadequate stock control
These issues have been brought to the attention of management by kitchen staff, waiting staff,verbal customer complaints as well as complaints via social media. In order to address the growing concerns, the Café Manager has discussed the idea of implementing an automated order taking process for waiting staff with the Café Owner. The owner has taken this suggestion on board and decided to go ahead with the project, which will see the implementation of a system that will improve the efficiency of the waiting staff, preparation of meals and stock control and as a result improve customer service.
The resulting system to be installed will include a series of handheld devices to take orders from customers and have those orders made available to the kitchen staff electronically.The key functions to be automated by the new system include:• Order taking by waiting staff• Sending orders to kitchen staff electronically• Kitchen staff notifying waiting staff that orders are ready• Monitoring and reporting stock levels for current orders being taken• Monitoring and reporting stock levels for reordering purposes (optional)There may also be potential for other functions to be provided within the system (both currently and in the future) to add value to the business.
Answer:
The background of this project involves the development of an automated system that is aimed to address the issues faced by Café Festivale. Café Festivale is a new and popular café that has been operational in the Town of Gawler. However, due to quick increase in popularity and rapid growth of customer count, the café is facing certain major problems like delayed taking of orders, delayed and wrong serving of ordered food and many others. Hence, the authority has decided to undertake a project for implementation of an automated system that will address these particular issues as well as provide scope for further improvement and development.
Project Objectives
The objectives of the project are as follows.
To replace the current manually handled order taking and processing system with an automated system
To accelerate the speed of operations for boosting customer satisfaction
To develop an error proof system and gain more efficiency from the waiters and kitchen staff
Desired Outcomes
The desired outcomes from the project are listed as follows.
Orders taken by the staff will be automatically entered into the system
The system will instantly send the order to the kitchen electronically
Waiting staffs will be notified by the system when the ordered food is ready
Stock levels will be automatically monitored and the staffs will be notified when the stock level falls below the suitable level
Project Scope and Exclusions
The main scope of the project is to develop an automated system that will address the issues faced due to the manual handling of orders in the café.
Preparation of business plan after implementation of the system and the selection of waiting staff who will be able to handle the system are excluded from this project.
Constraints and Assumptions
The constraints are listed as follows.
The proposed system is an expensive technology
The system will be very complex in nature as there will be different users involved with the system
The assumptions are listed as follows.
It has been assumed that the project can be completed within the $100,000 budget
It has been assumed that 6 months is sufficient for the project
It has been assumed that some training sessions will be sufficient to enable the staffs to work with the automated system
User(s) and any other known interested parties
The main users of the system are listed as follows.
Senior User (Café Manager)
Chefs
Waiters
Accountant
Customers
Interfaces
The interfaces in the system are shown in the following use case diagram.
Project Approach
There are different approaches to projects based on their nature, scale, type and other factors. Hence, for this project, a suitable approach needs to be chosen that will the most beneficial for it.
This project mainly involves technical development and hence, a technical based project team will be appointed to take care of all the requirements. The most suitable model of development for this project is the Waterfall Model. This model has five major phases namely, Define, Design, Develop, Deploy and Extend. For the new automated system, these five phases will ensure the system is appropriately developed with further scope of upgradation in the near future.
Executive Summary
This project aims at developing an automated system that will allow the waiting staffs and other café staffs to quickly process the orders and also remove errors like claiming the food is out of stock after the customer has placed order, serving wrong order to the customer and others. It is expected that the proposed new automated system will significantly enhance the overall business model of the café and will provide positive outcomes in serving more new customers and maintaining a strong growth in the business.
Reasons
The main reasons behind the implementation of the project are as follows.
Current ordering system is completely manual and is often very erroneous.
There is no specific system to update the stock inventory every time a food dish is cooked.
The entire ordering, cooking and serving cycle is very slow and is one of the major reasons behind customer dissatisfaction.
Business Options
Although this project is not directly business oriented and is more operations oriented, there are many business opportunities that will arise after the project implementation is complete. The business will be enhanced with increasing customer satisfaction as well as the company will have more efficiency in handling the growing numbers of customers in the café.
Expected Benefits
The expected benefits are as follows.
Faster ordering system
More efficient order handling process
Less human errors
Regular update in the stock inventory
Rise in the customer satisfaction
Expected Dis-benefits
The expected dis-benefits of the project are as follows.
High cost of implementation for the overall size of the organization
Insufficient technical expertise of the café staff
High maintenance costs and technical requirements of the system
Timescale
The total timescale available for the project is 6 months.
Costs
As per the determined budget, the total costs of the project should not exceed $100,000.
Investment Appraisal
An investment of $100,000 is expected to generate the following costs and cash flows as well as boost the revenue from the café.
Year
Investment
($)
Revenue
($)
Costs
($)
Profit
($)
Cumulative Profit
($)
Cash Flow
($)
Cumulative Cash Flow
($)
0
-100,000
0
0
0
0
-100,000
-100,000
1
0
20000
10000
10000
10000
10000
-90000
2
0
24650
7500
17150
27150
17150
-72850
3
0
30000
6500
23500
50650
23500
-49350
4
0
37000
5500
31500
82150
31500
-17850
5
0
45000
3500
41500
123,650
41500
23650
Total
100,000
156,650
33,000
123,650
23,650
Major Risks
Some major risks associated with the project include the following.
High implementation cost
High complexity of the system
Low technical expertise of waiting staffs
Lack of sufficient technical setup for implementing the system
Project Management Team Structure
The project management team structure is as follows.
Executive – Café Owner, Jason Power
Senior User – Café Manager, Amy Crow
Senior Supplier – Contract IT firm specialising in automating cafes / restaurants
Project Manager – External contractor
Team Manager(s)
Project Support
Project Assurance
Change Authority
Role Description
The role descriptions are as follows.
Team Member
Role
Executive
Plan and approve the project
Senior User
Provide guidance regarding project requirements
Senior Supplier
Provide technical support for the project
Project Manager
Manage and control the project
Team Manager(s)
Manage the working teams in the project
Project Support
Provide support to project when required
Project Assurance
Provide project updates
Change Authority
Management of changes in project
Stakeholder Analysis
The main stakeholders of the project are listed in the following table.
Stakeholder Name
Stakeholder Designation
Mr. A
Café Owner
Mr. B
Café Manager
Mr. C
Finance Manager
Mr. D
IT Support
Mr. E
Human Resource Manager
Tolerances
As per the initial plan, the overall project has to be completed within $100,000 budget and 6 months time period. However, considering the complexity of the project, the café owner has allowed a tolerance of 10% additional budget and 2 months additional time.
Product Descriptions
The product of the project will be an automated system through which the orders will be placed and processed and the stock inventory will be tracked. When the customer places order, the waiter will enter the order into the system that will be checked for availability and sent directly to the cooking staff through the system. When the food is ready, the cooking staff will update in the system and the waiters will serve the food to the respective custome
Schedule
The overall schedule of the project is shown in the following table.
Task Name
Duration
Start
Finish
Predecessors
Development of Automated Ordering System
121 days
Mon 12-11-18
Mon 29-04-19
Project Planning
20 days
Mon 12-11-18
Fri 07-12-18
Identify the Issues of the Current System
3 days
Mon 12-11-18
Wed 14-11-18
Conduct Team Meetings and Discuss the Issues
6 days
Thu 15-11-18
Thu 22-11-18
2
Reach a Suitable Solution
1 day
Fri 23-11-18
Fri 23-11-18
3
Propose a New Automated Ordering System
1 day
Mon 26-11-18
Mon 26-11-18
4
Prepare Project Proposal
5 days
Tue 27-11-18
Mon 03-12-18
5
Submit Proposal
2 days
Tue 04-12-18
Wed 05-12-18
6
Get the Project Approval
2 days
Thu 06-12-18
Fri 07-12-18
7
Project Initiation
24 days
Mon 10-12-18
Thu 10-01-19
Develop Project Scope
2 days
Mon 10-12-18
Tue 11-12-18
8
Identify Project Objectives
1 day
Wed 12-12-18
Wed 12-12-18
10
Prepare Project Schedule
1 day
Thu 13-12-18
Thu 13-12-18
11
Prepare Project Budget
2 days
Fri 14-12-18
Mon 17-12-18
12
Determine and Address Risks
5 days
Tue 18-12-18
Mon 24-12-18
13
Prepare Stakeholder Management Plan
2 days
Tue 25-12-18
Wed 26-12-18
14
Prepare Quality Assurance Plan
2 days
Thu 27-12-18
Fri 28-12-18
15
Hire Project Team
4 days
Mon 31-12-18
Thu 03-01-19
16
Assign Roles and Responsibilities
2 days
Fri 04-01-19
Mon 07-01-19
17
Assign Budget to the Team
3 days
Tue 08-01-19
Thu 10-01-19
18
Project Execution and Implementation
62 days
Fri 11-01-19
Mon 08-04-19
Procure Technical Resources
5 days
Fri 11-01-19
Thu 17-01-19
19
Install the Technical Resources
15 days
Fri 18-01-19
Thu 07-02-19
21
Purchase Suitable Software
5 days
Fri 08-02-19
Thu 14-02-19
22
Design the Proposed System
10 days
Fri 15-02-19
Thu 28-02-19
23
Develop the Proposed System
15 days
Fri 01-03-19
Thu 21-03-19
24
Test the Proposed System
10 days
Fri 22-03-19
Thu 04-04-19
25
Project Handover
2 days
Fri 05-04-19
Mon 08-04-19
26
Project Closing
15 days
Tue 09-04-19
Mon 29-04-19
Submit Documentation
5 days
Tue 09-04-19
Mon 15-04-19
27
Review the Project
2 days
Tue 16-04-19
Wed 17-04-19
29
Conduct Appraisal
4 days
Thu 18-04-19
Tue 23-04-19
30
Finalize Payments
2 days
Wed 24-04-19
Thu 25-04-19
31
Sign Off and Closing
2 days
Fri 26-04-19
Mon 29-04-19
32
agenda
Post Meeting Action Items
Action
Assigned To
Deadline
Identify the main faults with the current system
Prepare a detailed report on the existing system
Decisions Made
The entire operational process will be studied
The issues will be identified
A solution will be developed in the next meeting
Next Meeting
Next Meeting:
Location:
Chair/Coordinator:
Attendees
Apologies
Agenda
Post Meeting Action Items
Action
Assigned To
Deadline
Report on the Existing Issues
Feedbacks of the Waiting and Cooking Staffs Regarding the Problems
Decisions Made
The new changes must be technical in nature
The target of the change will be to increase system efficiency
Next Meeting
Next Meeting:
Post Meeting Action Items
Action
Assigned To
Deadline
Contact IT Consultant
Estimate a budget for the project
Decide on the personnel required for project
Decisions Made
A project will be initiated for the implementation of the new system
The project team will be allowed 6 months to complete the project
Technical training will be provided to the existing staffs
Next Meeting
Next Meeting:
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