SPECIFICATIONS
This assignment has two components - a report and a presentation.
This assignment will enable you to improve your skills as a project manager and carry out various project management activities.
It requires you to investigate a given project scenario, research information as required, produce a report of project documentation, document minutes of group meetings and present on a number of aspects in relation to a project to a potential Project Board.
REPORT COMPONENT
The report component is worth 20% of this assignment.
The report should be 1500 - 2000 words in length per group member. If your contribution includes diagrams, tables, figures, then this goes towards your contribution and the word count requirement is reduced.
The report should be created using the adapted PRINCE2 template provided on the course website. A link to the official PRINCE2 templates is also available on the course website to assist with the compilation of the report.
Minutes of group meetings should be recorded and included at the end of your report document. Details of what should be recorded in the minutes are provided in the report template document. The minutes contribute towards the word count.
Each group member is also required to fill out the "Declaration of Contribution" form which is available in the assignment report template document. As stated in the form, if any contribution does not meet the assessment requirements, the course coordinator may adjust individual marks up or down, depending on the level of contribution made.
Task
Your group's task is to prepare 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.
Task
Each group is required to give a formal presentation to their audience who will act as the Project Board. The presentation should cover four main areas in relation to the project:
1. Objectives of the project
2. Project tasks / schedules
3. How are you going to involve / engage stakeholders?
4. 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.
The rubric that will be used when assessing your work will be available on the course website. The word limit only applies to the report component of this assignment. The presentation slides are additional. This task will assess completeness of the objectives listed below.
For the report component:
- Relevance of content to the task;
- Logic and support of the arguments presented;
- Clarity of written expression;
- Use of the template provided;
- Adequate presentation and format;
- Correct spelling and grammar;
- Adequate referencing with the use of the Harvard referencing system
For the presentation component:
- Content and knowledge;
- Depth of analysis;
- Organisation and structure;
- Effectiveness of visual aids;
- Effectiveness of delivery;
- Ability to answer questions;
- Presentation length and duration
SCENARIO
Task
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 Adelaide Central Business District, Café Qualiteria.
Background
Café Qualiteria 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.
Timeframe
The project has been scheduled to take 6 months from starting the planning to implementation.
Budget
A budget of $100,000 has been allocated by the café owner.
Tolerances
2 months for timeframe
Project Management Team Structure / Key Members of Staff
Executive - Café Owner, John Pikamon.
Senior User - Café Manager, Alicia Charman.
Senior Supplier - Contract IT firm specialising in automating cafes / restaurants.
Project Manager - External contractor (represented by you - the student team) as the Café doesn't have the skills internally to be able to manage this type of project.
Team Manager(s) - There could be a team to cover front of house and a team to cover the kitchen. Roles to be determined by your team.
Project Support - Role to be determined by your team.
Project Assurance - Role be determined by your team.
Change Authority - Role to be determined by your team.
Important Notes:
- Justify and document any decisions and assumptions made.
- DO NOT include the scenario text in the template document. Use the template document as is. Do not modify any headings. Only include additional headings and sub-headings if necessary. Include your text in the area indicated.
- Post any questions in relation to the scenario or assignment on the ITPM A3 Assignment - Group Q&A Forum on the course website.
Attachment:- Template.rar