TASK:
Your group represents an executive Project Management firm tendering for the contract to project manage the successful relocation and merger of three of Globe Inc businesses in Edinburgh. As part of the tender bid you are required to submit a Project Plan for the aforementioned project.
You must attempt to adhere the fixed dates and propose to deliver the project to the highest value, in the shortest space of time and at the lowest cost to your client. The client will select the most appropriate project management firm based on quality of the report, poster presentation and professionalism of the service being offered.
PROJECT PLAN
A project plan is a formal, approved document that is used to manage and control the project. The main purpose of the plan is to guide project execution, but also to document project planning assumptions, strategic designs, facilitate communication among stakeholders, define critical success guidelines and provide a baseline for progress measurement and project control.
The project plan must be a consistent, coherent document and include the following sections:
Section A
a) Scope Statement
• The scope statement should include a full description of the project requirements, including the project aims, objectives, key milestones, deliverables, critical success factors
b) Project Organisation Breakdown Structure
• This chart should clearly identify the project team, suppliers and relationships with all other project stakeholders
c) Project Responsibility Matrix
• This chart should identify the responsibility of each person and stakeholder involved in the project.
d) Communication plan
• Describe how project information is to be distributed, reviewed and updated.
e) Project Work Breakdown Structure
• This chart should clearly identify how the project is to be broken down into manageable tasks.
f) Risk Management Plan
• This should include a risk register and responses to each identified risk in delivering the paper by the deadline
g) Cost Plan
• Cost Estimate
o This item should identify all resources and associated costs and be presented in the form of an Excel spreadsheet
• Budget
o This should provide a monthly phased budget of the project
h) Project Schedule
• This should identify all dates, resources and milestone presented in the form of a Microsoft Project Gantt Chart
i) Conflict management
• This section should describe the possible sources of conflicts in this project and include suggestions for conflict resolution.
Section B : The following must be Included in Appendices
Project Closure
(a) Reflective Summary
• Each member of the team is also required to submit a one page reflective summary. This should identify the contribution the team member has made towards the assignment, any problems or conflicts, successes and a discussion on the team member could improve.
(b) Minutes of Team meetings
• To support the reflective summary, submission should also include a summary of the minutes of meetings, including all attendees and apologies.
(c ) Project Charter
(d) Any other supplementary information
Assignment Brief
Globe Inc accepts that the current information is inconclusive and will therefore keep all interested parties informed of updated information or any changes to the current situation.
should your firm have any questions regarding the following project information:
1) INTRODUCTION
Globe Inc. is a long established Scottish travel company with representation in Edinburgh and Glasgow. The organisation specialises in all areas of the travel, including business travel, car rental and cruises. However, the most successful arm of the business has been the lucrative package holiday market. Following a differentiation and focus strategy, Globe Inc split the travel agency into three distinct retail operations in 2010. These are:
• Dynasty Travel Services: Represents the luxury holiday market. Dynasty Travel Services specialise in bespoke holiday packages for professional, celebrities and wealthy retired customers. These include luxury cruises, safaris, adventure holidays, remote villas and spas. The service offered is highly professional, discrete, high quality and reliable. Dynasty Travel currently operates from Globe Inc owned shops in George Street, Edinburgh and New Kirk Road, Glasgow.
• 2point4 Travel: Represents the luxury family market. This is the biggest agency within group. It specialises in family package holidays, which include value for money, child friendly hotels and apartments with kids clubs, near beaches and popular family resorts. Agents within 2point4 Travel are experienced, understanding and helpful. 2point4 Travel currently rent retail units in Buchannan Galleries and owns a unit in Argyle Street, Glasgow. They rent a unit in St. James Centre, but own the unit on Princes Street in Edinburgh.
• Daze Travel: Represents the 18-30 year old hedonistic market. Daze specialises in sun sex and clubbing holiday in the most popular beach resorts. These include Ibiza, Mallorca, Cyprus and Zante where there are ample bars, water sports and evening entertainment. Agents within Daze Travel are themselves young, who tend to focus more on quantity of bookings rather than quality of service being offered. Daze Travel currently rent retail units in the St. Enoch's centre, Glasgow and own a retail unit on Sauchiehall Street, Glasgow and Rose Street Edinburgh.
As a result of changes in customer habits and the introduction of new technologies, Globe Inc has announced the closure all of its high street retail stores. Instead Globe Inc businesses will be conducted from a single dedicated call centre. Under the restructuring plan, representatives from each travel agent will provide services from a new call centre currently under construction at the Gyle Retail Park in Edinburgh.
It is accepted that this will result a change in the way the business operates, but Globe Inc assures customers that the high standard of service will be maintained.
"Up until now, Globe Inc has resisted the move to relocate from the high street, but we have noticed a significant decline in customers using the shops for their travel bookings. Most people prefer to book their holidays via the internet and telephone. We will continue to offer the quality of service we are globally recognised for, only we will do this through a different communication platform.
Construction has already begun for our state-of-the-art call centres and we expect our Northern office, located in Edinburgh, to be fully operational by the end of April. We stress that this is not a decision based on finances, rather we are continuing to respond to our customer needs and expectations"
James Cooke CEO
Globe Inc
It is anticipated that the restructuring will cause some problems as there will be inevitable redundancies, reluctance to change and adjustment. Furthermore, historically, there has been competition and differentiation among the three agencies
2) RESTRUCTURE
Globe Inc expects to have closed all the retail shops and combined the three businesses at the new call centre by May 2016. The new structure of the travel Agency will be as follows:
• James Cooke will retain his position as CEO. He will be relocating from the current Globe Inc Head Office in Rutland Square, Edinburgh along with Sales Director - Derek Daley and Projects Director - Amos Haniff, who will be the Project Sponsor for Globe Inc.
• Dynasty Travel Services: This business will now comprise of 24 sales agents. The section will be managed by Alexis Carrington, current manager of the George Street Branch.
• 2point4 Travel: This business will now comprise of 48 sales agents. The section will be managed by Olivia Melrose, current manager of the Argyle Street Branch.
• Daze Travel: This business will now comprise of 36 sales agents. The section will be managed by Lee Sharp, current manager of the Rose Street Branch.
• Human Resources: This will be a three person department under the responsibility of HR Director Cynthia Gowrie. This department will be relocating from the current Globe Inc Head Office in Rutland Square, Edinburgh.
• Marking: This will be a four person department under the responsibility of Marketing Director by Francesca Paravano. This department will be relocating from the current Globe Inc Head Office in Rutland Square, Edinburgh.
• Accounting and Finance: This will be a three person office under the responsibility of Finance Director Mary Maclean. This department will be relocating from the current Globe Inc Head Office in Rutland Square, Edinburgh.
3) PROGRAMME
Amos Haniff has a deadline of Monday 6th May for handover of the newly complete call centre. By this date he expects all retained staff to be fully accommodated and the call centre to be fully operational.
Under the fast track programme, Architects and Project Managers Roark Associates were appointed to manage construction of the 5,000m² call centre on August 31st 2015. Building Contractor Wayne & Trotter began construction on the steel framed, composite panel building on 2nd November 2015. The programme for completion of the building excluding fit- out, IT and furniture is 21 weeks from start of construction at a budget cost of £4,000,000.
Professional Fees for construction will be as follows:
• Architect / Project Manager: Roark Associates 4%
• Quantity Surveyor: Birrell & Co. 1.5%
• Structural Engineer: Kent & Co. 2%
• Electrical Engineer: Spark Ltd 1.5%
• Mechanical Engineer: Brassick & Co. 1.5%
• Planning Supervisor: Roark Associates 1%
YK2 Information's Ltd will supply and manage the installation of the communication system. The cost of the system will be £1850 per agent. The cost for the system for HR, Marketing and Finance will £1250 per staff member. Installation of the system and communications room has been estimated at £53,500. YK2 require a minimum of seven days for the installation of the communications system and a further fourteen days to ensure that each member of staff is connected to the system. Prior to becoming operational staff will require training on the new system. YK2 are able offer an in-house, 1-day training programme for 18 staff per day at a cost of £2500 per session.
Attachment:- Assignment.rar