Detailed Scope, Schedule & Risk Plan for QAHE Café Project – A Project Management Challenge
Project management may be stated as the application of different knowledge, skills, experience, and processes for attaining a particular objective. The effective project management strategies must be followed such that objectives are accomplished well. The current project is based on QA Higher Education (QAHE), which has campuses in London and Birmingham. The present study aims at creating and developing a vibrant and sustainable café space on their Birmingham campus. Thus, the study will evaluate the scope of the project and the project schedule. Moreover, it will outline the methodology and analyse the gathered data. Students seeking practical examples and support can rely on Best Assignment Writing Help In UK for comprehensive guidance. At last, the risk management plan will be created and accordingly, the work will be planned and executed so that the objective can be attained well in the QAHE Café Project – A Project Management Challenge.
Project objective
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| Project deliverable The present project aims to develop a place where the students of QAHE can socialize and refresh themselves. Another deliverable of the project is to provide an effective catering service so that people from college can come and have leisure time which can be spent effectively (Harold, 2021). |
| Constraint The project constraint is the cost that is the budget set as it might be possible that it is not worth and it may change by the changes in the external environment. Another constraint was the usage and availability of the resources. Already the resources are limited and this can affect the working of the company and completion of the project to a great extent. |
| Project Inclusion The inclusion will emphasize effective site preparation and excavation as it is necessary for the completion of the café. Another inclusion includes the proper use of painting and decorations within the café space so that it is soothing for the people coming to the café. |
| Project exclusion The excluded activity includes the fact that demolition of the existing structure will not take place rather it will be modified by the latest innovative methods. The impact of any unexpected change will be excluded from the analysis of the cost (Inclusions, Exclusions, and Assumptions: Avoiding Project Scope Drop, 2017). |
| Project Baseline The project includes the fact that the scope of the current project is very wide and the schedule is planned so that the overall project is accomplished well. The total estimated cost of the project is approximately £60,000. |
| Project specification The current project specification includes the fact that the focus of the café will be on eco-friendly materials and better menu options. |
| Project assumption It is assumed that there will not be any changes within the planned cost for the project and also there will not be any inflation expected to take place. |
| Project schedule and milestone The project is scheduled to be accomplished within the approximate time of 4 months from the date of initiation. |
The stakeholders are the people who are interested in the successful working of the company. In case the stakeholders are not interested in the project then the outcomes will not be attained well. Thus, for this, the project manager of the café project must keep all the stakeholders happy and satisfied (Leong et al, 2023). The internal stakeholders for QAHE include the project manager, interior manager, catering service provider, student volunteer and many other stakeholders. On the other side, the external stakeholders include the sponsor, government and many others.
| Stakeholder | Role | Needs/requirements | Concern |
|---|---|---|---|
| Project manager | It plays a crucial role as the manager is the one who plans for the whole outline of the project and tries to attain the required objectives. | The need is to fulfil the objectives of the project so that it can be attained easily and effectively | The concern of the project manager is to accomplish the objectives by making a clear plan |
| Interior designer | This is the stakeholder who is tasked to design the whole interior of the café including the design, colour to be used and all the other related decisions. | The need and interest are high as they are responsible for making the café well and attractive for the students and other users (Swart, Bond-Barnard and Chugh, 2022). | The concern is that the interior designer has to manage the work in such a manner that its outcome is very innovative. |
| Construction contractor | This is the external stakeholder who is responsible for constructing the café and trying to build a better place. | The interest is high as in case the work will not be managed well then the project will not be done | The concern is that the power to make the decision is not given and this impacts the working. |
| Catering service provider | This stakeholder aims to provide the catering service in the café as without it the work cannot be accomplished. | The power is low as they are the external stakeholder and also have a low interest as the work is done and in against money is paid to them. | The concern area is that there needs to be better quality service provided so that the consumers are happy and satisfied. |
| Student volunteers | These are the stakeholders, who work for the welfare of the students and as a result of this, the café will be promoted by them effectively (Thesing, Feldmann and Burchardt, 2021). | The power and interest are high as they want to ensure that better quality service is provided to the student. | The concern is that they are interested in providing premium quality food so that they are highly satisfied with the services. |
| Element | Description |
|---|---|
| Political | Currently, the tax rate is lower and this will be beneficial because the institution will have to pay lower taxes and it will be used in some other place. |
| Economic | The purchasing power of the consumer is increasing and as a result, they tend to purchase good quality products and resultantly café can include better quality premium priced products (Magano et al, 2021). |
| Social | The mindset of consumers is increasing towards the use of quality services and as a result, the students in QAHE will prefer good quality food products. |
| Technological | The QAHE complies with the use of the latest technology and as a result, the outcome will be good and ultimately the new café will be working well. |
| Legal | All the health and safety standards are followed and as a result of this legal compliance is good while constructing the café in QAHE. |
| Environmental | Concerning the environment, the café aims to use eco-friendly products and as a result of this, the environment will also be protected. |
Project scheduling is very necessary as it provides a better direction for the project to be accomplished well. Also, the allocation of resources needs to be done well so that the objectives can be accomplished well. When the resources allocated are feasible then it will improve the project completion and consequently, the objectives will be attained well (Rodríguez-Rivero et al, 2020). The major resources included in the current project completion are land, labour, materials, technology, raw materials for making food products and many other different resources. Moreover, the scheduling includes making a clear plan which includes step by step-by-step process which is followed by the project manager to accomplish the tasks well and to attain the project deliverables.
| Task Mode | Task Name | Duration | Start | Finish | Predecessors |
|---|---|---|---|---|---|
| 1 | Space preparation and renovation | 21 days | Tue 2/20/24 | Tue 3/19/24 | |
| 1.1 | Developing objectives for the space finalization | 4 days | Tue 2/20/24 | Fri 2/23/24 | |
| 1.2 | Setting up the clear goals | 3 days | Mon 2/26/24 | Wed 2/28/24 | 2 |
| 1.3 | Finalizing milestone | 3 days | Thu 2/29/24 | Mon 3/4/24 | 3 |
| 1.4 | Developing Gantt chart | 2 days | Tue 3/5/24 | Wed 3/6/24 | 4 |
| 1.5 | Carrying out communication plan | 2 days | Thu 3/7/24 | Fri 3/8/24 | 5 |
| 1.6 | conducting stakeholder analysis | 3 days | Mon 3/11/24 | Wed 3/13/24 | 6 |
| 1.7 | planning for all the possible risk | 4 days | Thu 3/14/24 | Tue 3/19/24 | 7 |
| 2 | Café design and layout | 21 days | Wed 3/20/24 | Wed 4/17/24 | |
| 2.1 | developing the project team working for designing the café | 5 days | Wed 3/20/24 | Tue 3/26/24 | 8 |
| 2.2 | Assigning of the key resources for layout of café | 3 days | Wed 3/27/24 | Fri 3/29/24 | 10 |
| 2.3 | Execute project management plans | 3 days | Mon 4/1/24 | Wed 4/3/24 | 11 |
| 2.4 | management and procurement of resources | 3 days | Thu 4/4/24 | Mon 4/8/24 | 12 |
| 2.5 | Setting up tracking systems | 4 days | Tue 4/9/24 | Fri 4/12/24 | 13 |
| 2.6 | modifying the project as per the changes | 3 days | Mon 4/15/24 | Wed 4/17/24 | 14 |
| 3 | Construction and furnishing | 28 days | Thu 4/18/24 | Mon 5/27/24 | |
| 3.1 | arranging for the resources required for the effective construction | 20 days | Thu 4/18/24 | Wed 5/15/24 | 15 |
| 3.2 | finalizing quality deliverables | 5 days | Thu 5/16/24 | Wed 5/22/24 | 17 |
| 3.3 | Cost and effort tracking | 3 days | Thu 5/23/24 | Mon 5/27/24 | 18 |
| 4 | Menu development and supplier contracts | 14 days | Tue 5/28/24 | Fri 6/14/24 | |
| 4.1 | Evaluating the different options of food menu | 8 days | Tue 5/28/24 | Thu 6/6/24 | 19 |
| 4.2 | Creating final menu including multiple cuisine | 4 days | Fri 6/7/24 | Wed 6/12/24 | 21 |
| 4.3 | Final closure of the menu | 2 days | Thu 6/13/24 | Fri 6/14/24 | 22 |
| 5 | staffing and volunteer recruitment | 14 days | Mon 6/17/24 | Thu 7/4/24 | |
| 5.1 | taking the interview | 10 days | Mon 6/17/24 | Fri 6/28/24 | 23 |
| 5.2 | selecting the best candidate | 4 days | Mon 7/1/24 | Thu 7/4/24 | 25 |
| 6 | promotion and launch | 14 days | Fri 7/5/24 | Wed 7/24/24 | |
| 6.1 | social media promotion | 5 days | Fri 7/5/24 | Thu 7/11/24 | 26 |
| 6.2 | influencer marketing | 5 days | Fri 7/12/24 | Thu 7/18/24 | 28 |
| 6.3 | launching the café | 4 days | Fri 7/19/24 | Wed 7/24/24 | 29 |
For the successful making of the café, an effective type of benchmarking must be done so that the proper decisions can be made well. With the help of the benchmarking, QAHE can compare the intended performance with some other café which is already being worked in any of the other universities. It is necessary because when an effective comparison is made then the person can manage the work well and try to improve the working well (Nicholas and Steyn, 2020). For the benchmarking, the University for North Ireland is undertaken and the comparison will take place based on size, furniture, meals and many other different aspects.
With the survey result, it was found that 57 % of the respondents stated that a mix of both that is group and individual seating must be followed by the QAHE. Also, it was analysed that the majority of the responses, 37 % stated that natural lighting is very necessary for the café to have natural lights so that the students sitting in the café are more comfortable. Further, concerning the data collected it was analysed that all the people stated that the food options that need to be made available include snacks, full meals, vegetarian options, vegan food, gluten-free food, international cuisine, desserts and many other kinds of food options (Pan and Zhang, 2021). Along with the food, people also want beverages which include coffee, tea, smoothies, soft drinks, fresh juices and many other types of beverages. Moreover, concerning the payment method, the majority of the respondents that is 73 % stated that mobile payment must be present. It is due to the reason that when the effective payment option is present with the help of the mobile then it will be easier for consumers to make payments as currently the compliance with cash payment has reduced and ultimately the overall efficiency is impacted.
For the effective analysis of the data, compliance with the primary data is implemented and accordingly, the data is gathered with the help of the survey. With the survey results it was analysed that the majority of the respondents liked the mix of both the seating arrangement that is group and individual. Moreover majority of the students out of 30 stated that lighting and comfortable seating are very necessary for the success of the café. It is due to the reason that when the lighting and the seating are comfortable then automatically the overall working will be good and consumers will be more satisfied.
Also, it was examined that a quiet study area and space for socializing also need to be present along with aesthetic décor so that work can be accomplished well. This is necessary because when all these features are present then automatically the overall working is improved and is going to attract more of the consumers. Moreover, with the primary research, it was also examined that combination is more preferred by the respondent. This combination includes a table and self-service (Aroral, 2021). This is necessary so that in case any person needs any help they can take it from them. Also, the amenities which are more important to the sample include free wi-fi, charging points outdoor seating, free books and other materials, entertainment methods and any other different types of services so that students coming to the café are busy with the other services provided.
Thus, with the benchmarking and the survey, QAHE was able to manage and understand the requirements of the consumer well and accordingly all the necessary changes will be implemented well. Moreover, when the effective types of suggestions of the respondent are taken into consideration then automatically the working will be improved (Yesica et al, 2023). Thus, with the findings of the survey, it is clear that opening the café within the university will be more helpful. It is due to the reason that when the effective type of the services will be provided then it will be improving the overall efficiency of the business. So the results of the survey are assistive while taking the decisions relating to the different aspects of the café.
After the analysis of the collected data, it is clear that the compliance with the risk management plan is very essential. It is due to the reason that the business operates in the external environment and there are different types of challenges and changes which might impact the working to a great extent. The risk is defined as the uncertainty which may occur in future and can negatively impact the working of the company to a great extent. The purpose of the risk plan is to analyse and predict the future risks that the business might face and try to minimise the impact on the working of the company (Xia, Ding and Yuan, 2022). Thus, the first step includes the identification of the risk which is more crucial for the success of the company. It is due to the reason that when the details analysis takes place then automatically all the possible risks will be listed and will be assistive in managing the work well. For the identification of the risk, compliance with environment scanning, using PESTLE analysis, root cause analysis and others will be included. All these methods help in managing and maintaining the work well and this improves the identification of the risk. Moreover, the person in the role of risk analyst has to work on assessing the risk in detail as they are responsible for the evaluation of the risk and how it can impact the working of the company.
| Risk | Likelihood | Impact | Owner | Mitigating action |
|---|---|---|---|---|
| Financial risk | High | High | Finance department | The mitigating action for the financial risk management is that QAHE must have some funds kept aside for the contingency. This money can be used in case of any emergency or contingent situation that the business might face. |
| Legal risk | Moderate | Low | Research and development department | For the mitigating of the legal risk, the time to time research in the legal sector is needed and this is assistive in managing the work well and trying to improve the working of the company. thus, compliance with every law and legislation applicable to QAHE needs to be applied so that the overall working can be improved. And possible risks can be minimised. |
| Technical risk | High | Moderate | IT department | For this continuous market research needs to be done so that the latest technical work can be managed well and ultimately the overall work is improved (Ni, Sun and Wang, 2021). When the latest technology is used then it is assistive in managing the work well and as a result, the working is improved. |
| Consumer risk | Low | High | Research and development department | For this, frequent interaction and feedback need to be taken from the consumers so that any of the changes can be improved and implemented well. for this survey can be conducted within which different questions will be asked and accordingly the decisions can be implemented well. |
| Operational risk | Low | Moderate | Operational department | For the mitigation of the operational risk, proper compliance with the clear and latest technology must be made in the operational process. This is necessary because when the clear and latest operational strategy is used then it will improve the efficiency and capability of the business to a great extent. |
Conclusion
9 Years | PhD
At last, it is inferred that, to be successful in the QAHE Café Project – A Project Management Challenge, effective project management knowledge and skills must be implemented so that work can be managed well. In case project management is not applied properly, it negatively impacts operations. The study highlighted that the idea of opening a new café on the premises was a strong initiative and helped improve QAHE’s market position in Birmingham. The above study showed that the project scope is extensive, as it operates at the university level. The allocated budget is £60,000, and completion is estimated within four months. Major stakeholders include the project manager, interior designer, catering service provider, and others. Benchmarking analysis provided direction for key decisions. Additionally, respondents emphasized the necessity of free amenities like Wi-Fi and charging points for the café’s success. Finally, risk management was deemed critical; assessing financial, technical, operational, and other risks helps the organization manage work effectively.
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