Project group work to install water dispensers on building a of FTU

Objectives: To install 12 bottles of water-refill points in building A of FTU within 2 months from 6-7/2021 with an estimated budget of 60 million VND.. The water dispensers would be dis

FOREIGN TRADE UNIVERSITY FACULTY OF BUSINESS ADMINISTRATION

Project Group Work

To install water dispensers on building A of FTU

Instructor: Dr Dao Thi Thuong, Dr Nguyen Thi Hoa Hong

Hanoi, 2021

TABLE OF CONTENTS

I Scope Statement

A Objectives

B Deliverables

C Requirements

D Project Limits and exclusions

E Customer review

II Work Breakdown Structure

III Organization Breakdown Structure

IV Responsibility Matrix

V In-Depth Schedule

A Activity duration table

B Gantt Chart

C Activity on note

VI Preliminary risk analysis

A Risks

B Qualitative method

C Quantitative method

D Risk Mitigation Strategies

I Scope Statement

A Objectives: To install 12 bottles of water-refill points in building A of FTU within

2 months from 6-7/2021 with an estimated budget of 60 million VND The water dispensers would be distributed as follow:

8 water-refill points on the first floor

2 water-refill points on the 4th floor

2 water-refill points on the 6th floor

B Deliverables:

1 Research on Internet and evaluate between supplier to find suitable dispenser and bottle supplier

2 Prepare proposal and compose project budget estimation to send to the board of the university

3 Finding suitable location to place the water-refill points and places for storage

4 Purchase bottles and dispensers

5 Logistics and transportation of bottles and dispensers after purchase

6 Refill-points and hotline installation

7 Project termination and delegate responsibility to other parties

C Milestones:

Choose a suitable supplier of bottles and dispensers 03.06.2021 FTU approval of suppliers and disbursement

23.06.2021 Receive all dispensers and bottles 28.06.2021 Dispensers and hotline installation 30.06.2021

Delegate responsibility to authorized parties 22.07.2021

D Technical requirements:

- Hotline available to contact when an issue occurs

- Setting up queue line and sign for refilling water

- Checking and replacing water when empty

- Bootle volume must be 19l

- The water temperature in the hot bulb must reach at least 60 Celsius degree and able to contain at least 1l of water

- The water temperature in the cold bulb must decrease to at least 10 Celsius

degree and able to contain at least 1l of water

-The voltage of the dispenser must be 220V, 1.2A

E Limit and exclusion:

Decoration of the bottles and dispenser would not be include

Removal or relocate bottles, dispensers due to any reason after delegation of responsibility would not be induce

Maintenance of dispenser would be responsible by both project team members and the contractors 1 week after delegation

Hotline of dispenser would be responsible project team members and the contractors 1 week after delegation

Project team members have no right and responsibility to plug in the dispensers Those rights are held by the board of the university

F Customer review: Dr Dao Thi Thuong, Dr Nguyen Thi Hoa Hong

II Work Breakdown Structure

For closer speciation here is the link that we did the diagram:

https://drive.google.com/file/d/1YhLEEe_jQdq2YJRTR043hGTekk-P3PHT/view? usp=sharing

III. Organization Breakdown Structure

For closer speciation here is the link that we did the diagram:

https://drive.google.com/file/d/1Lzb_hDvl8_TRuetitVZzsWZV2kL66SIy/view?

usp=sharing

Cost account table:

1.Market 2.Proposal 3.Finding 4.Purchase 5.Logistic 6.Installation 7.Termination

research and evaluation Location

Marketing

department

Supplier research team 1.1; 1.2; 1.3; 3.1; 3.2 Proposal

Logistic

department

Purchasing team

2.2;

Transportation

Quality

IV. Responsibility Matrix

Personnel table:

Doanh Marketing department Chief editor Hai Logistic department Head of purchasing Hung Marketing department Head researcher Long Logistic department

Transportation manager Khoa Logistic department QA manager

Long Hung Doanh Hai Khoa

Deliverable or Task

Market Research+Evaluation

Task 1: Do market research throughout both online and offline

channels (price, brand name, and other factors)

Choose the most suitable products and supplier

Task 2: Make comparison and evaluation among products R A S Task 3: Choose the most suitable products and supplier R A

Proposal

Task 1: Compose the purchase proposal + budget estimation A R S Task 2: Handle the purchase proposal +Receive the budget(reach

agreement on the date of budget receive, number of budgets, and

method of transfer)

Finding location

Task 1: Pick a fixed spot for the water dispensers on each floor S R A Task 2: Pick a spot for water bottles and spare dispensers storage S R A

Purchase

Logistics

Task 1:Decide logistics option and ensure safety requirements R A S Task 2: Receive and check the quality and quantity of the products

Installation

Termination

Task 1: Send the financial statement and the bill for the school R

Task 2: Final inspection of the water-refilling points S A R

Task 3: Delegate the responsibility of maintaining and preparing

V. In-Depth Schedule

A Activity duration table

Code

Activity

no Activity Precedence Pessimistic Likely Optimistic Duration

A

1 Research+evaluation

1.1

Do market research throughout both online and offline channels (price, brand name, and other factors)

1.2

Make comparison and evaluation among products

1.3

Choose the most suitable products and supplier

2

Proposal prepare + budget estimation

F

2.4

Handle the purchase proposal +Receive the budget(reach agreement

on date of budget receive, number of budget, and method of transfer) E

B

3 Finding location

A

3.1

Pick a fixed spot for the water dispensers

3.2

Pick a spot for water bottles and spare dispensers storage

4 Product purchase

H 4.1 Purchase G 2 1 0.5 1

5 Logistic

G

5.1

Decide logistics option and ensure

I

5.2

receipt and check the quality and quantity of the products at hand H 2 1 0.5 1

6 INSTALLATION

7 TERMINATION

N

7.1

Send the financial statement and the

O

7.3

Delegate the responsibility of maintaining and preparing the dispensers to the authority

B AOA chart:

Critical path: A-C-D-E-F-G-H-I-K-N-O

For closer speciation here is the link that we did the diagram:

https://drive.google.com/file/d/1KX0MgZT0t5s6sb9ZfcMaiQbzd-ZZdZCs/view?

usp=sharing

C Gantt Chart:

For closer speciation here is the link that we did the chart:

https://sharing.clickup.com/g/h/5ebue-124/96bd190e1076fa2

VI. Preliminary risk analysis

A Risks

1 Project staff incompetence

2 Chosen supplier do not meet with requirements

3 The actual price differs from price estimation

4 There is no good location for installation

5 The university doesn't want to grant the project because the cost is too high

6 Price higher than estimation

7 Unable to record bill

8 The transportation takes longer than expected

9 Issues in transporting goods: not enough quantity, wrong models, damaged goods during transporting

10 Installation error

11 Hotline contact doesn’t work

12 Product defect after shipping to university

13 Authority refuse to take responsibility

14 Overwhelming demand from the students make the service reach capacity

15 Set up inventory and refill

B Qualitative method

Likelihood Low Medium High

Consequences

Medium 7, 12 8, 15,11 14 High 1, 4, 13 9 10,5,6

C Quantitative method

No of

risk Pm Pc Pd Pf Cc Cs Cr Cp Cf

Risk Scoring Risk factor

1 0.1 0.5 0.7

0.266 66666

67 0.1 0.5 0.3 0.7 0.4 0.56 Moderate risk

2 0.1 0.3 0.3

0.133 33333

33 0.3 0.5 0.3 0.3 0.35

0.43666

66667 Moderate risk

3 0.1 0.5 0.5 0.2 0.7 0.3 0.1 0.3 0.35 0.48 Moderate risk

4 0.1 0.9 0.9 0.333

33333

0.3 0.9 0.7 0.7 0.65 0.76666

66667 High risk

5 0.3 0.9 0.9 0.4 0.1 0.9 0.3 0.7 0.5 0.7 High risk

6 0.7 0.5 0.7

0.466 66666

67 0.9 0.5 0.3 0.5 0.55 0.76 High risk

7 0.5 0.5 0.7 0.4 0.7 0.5 0.7 0.7 0.65 0.79 High risk

8 0.7 0.3 0.5 0.4 0.1 0.5 0.5 0.5 0.4 0.64 Moderate risk

9 0.5 0.9 0.9

0.466 66666

67 0.1 0.7 0.9 0.9 0.65

0.81333

33333 High risk

10 0.7 0.5 0.9

0.533 33333

33 0.1 0.7 0.7 0.7 0.55 0.79 High risk

11 0.7 0.1 0.7

0.466 66666

67 0.1 0.1 0.3 0.3 0.2

0.57333

33333 Moderate risk

12 0.7 0.3 0.9

0.533 33333

33 0.9 0.9 0.9 0.7 0.85 0.93 High risk

13 0.7 0.7 0.5 0.4 0.3 0.7 0.7 0.7 0.6 0.76 High risk

14 0.7 0.7 0.7

0.466 66666

67 0.7 0.5 0.3 0.7 0.55 0.76 High risk

15 0.5 0.5 0.7 0.4 0.7 0.5 0.7 0.5 0.6 0.76 High risk

D Risk Mitigation Strategies

01 Pre-checking of the staff's competence

02 Prepare multiple suppliers with the same quality so we have many options to choose from

03.Try to negotiate and Set-up the contract to get a fixed price first

04 Do the research in terms of students behavior to find out where is potential to set up the dispensers (the place students spend most of their time)

05 Figure out the benefits the school can get (student experience => raise profit from raising tuition fee); carefully do the market research to minimize the cost as much as possible

06 Prepare an unexpected budget with the number of 10% of the total budget estimation

07 Record bill through electronic means such as email or taking pictures

08 Call in advance to make sure they remember the schedule and remind them to go on time

09 Set up insurance contract for damaged products in transportation

10 Make sure the installer has installed the dispenser successfully before and print out specific guidelines to follow

11 Get more than one hotline contact from the supplier; check the number before the termination process

12 Set up a term in case of a product defect in the contract (exchange, refund,

warranty, )

13 Work with the authority to find out what they do not satisfy with the project then fix it

14 Create another project, which is expanding the number of bottle-refilling dispensers

15 Find a new inventory near building A such as from the Security room or building B, logistics between those using xe day