Description and Scope
- The coffee shop was complainted and criticized by customer for using one-time-plastic cup with straw for takeaway coffee which may have a negative impact on the environment.
- The shop needs to devise a way to reduce one-time-plastic materials and replace them with more sustainable ones. b.Background
- The coffee shop located in District 3, HCM, offer both drinking at shop and takeaways.
- Arabica coffee is the specialty c.Description of major elements (deliverables) of the completed project
- Sustainable cups, straws, spoons, lids with afforable cost for business and customers.
- Effective systems to control the exchanging cups activities of customers for operating the models
- Attractive Marketing's campaigns to get customer's attention, brand impression and increase the number of people recognize new materials d.Expected benefits
-Increase customer awareness of reducing plastic and using more non-plastic materials in drinking.
-Position the coffee shop brand to environmentally friendly without greenwash.
-Restore the brand image in the direction to sustanability and zero waste development in society. e.Priorities assigned to each element in the project Sustainable materials with operating systems.
Approach
a.Major milestone/ key events anticipated
1 Develop software to control reusable cup system and redesign cup 3/8/2020
3.Implement software on partner shop 15/9/2020
5 Tranning program on using new system 7/9/2020
On November 15, 2020, a review of the system and reactions was conducted, emphasizing the importance of adhering to specific methodologies These include the Critical Path Method, Critical Chain Project Management, and Agile Project Management, alongside effective communication with stakeholders during new product introductions Additionally, both online and direct feedback from stores are crucial for assessing project performance Monthly status report updates are planned to evaluate the project's effectiveness and ensure continuous improvement.
Resource Requirements
Our eco-friendly offerings include reusable materials such as stainless steel and glass cups, along with straws To enhance our marketing efforts, we provide a variety of promotional materials, including posters, flyers, envelopes, and vouchers We also offer specialized software solutions tailored to each customer's needs, featuring self-coding capabilities and custom computer applications Additionally, we focus on redesigning layouts for cups and stores to create a more appealing shopping experience Our hardware supports seamless online transactions, while our home service ensures convenient collection of cups and straws.
Risk Management
The purpose of the Risk Management Plan is to identify the risks for the
“Develop environmentally-friendly take-away materials for coffee shop” campaign, and develop strategies to mitigate avoid the issues that are outlined. b Risk approach
The campaign strategy involved engaging stakeholders through interviews focused on the initial location launch, facilitating brainstorming sessions to identify key risks for the project plan Each risk was outlined and paired with a countermeasure, ensuring that staff are prepared to mitigate any potential issues As all identified risks are anticipated to occur on campaign day, staff have been thoroughly briefed on the necessary procedures to follow promptly The Project Manager will oversee operations on-site, with all team members reporting directly to them to ensure effective communication with stakeholders.
1.1 Client expectation 1.2 Competitors 1.3 Environment 2.Internal:
2.1 Technical2.1.1 Performance2.2 Organizational2.2.1 Funding safety2.2.2 Skilled resources d Qualitative Risk Analysis
ID Description Grand Mitigation actions Responsible staff
2.1.1 - Sourcing from a new supplier for new material cups and straws can increase costs
- Cost of installation and training of staff to operate the new system.
C Expand the search for more manufacturers, negotiate a more optimal price with large and periodic orders Optimizing usage process, applying supply chain management technology for all stages.
Effective mobilization of resources is crucial for Project N/A, as substantial expenditures beyond the initial estimates can deplete the reserve fund Timely capital turnover is essential to prevent adverse impacts on future operations It is important to continuously monitor project progress, develop contingency plans, and assess alternatives when significant deviations from the project baseline occur.
The implementation of the new system directly affects current resources, highlighting a potential shortage of skilled personnel for its operation While there may be an insufficient number of staff trained to manage the new system, there is also an abundance of existing employees who may lack the necessary skills or training to adapt effectively.
A Implement retraining plans or hire more skilled human resources Always monitor and Allocate reasonable human resources when the project is underway.
1.1 Health problems - infectious diseases when sharing cups
Customers will feel annoyed, each time they borrow a cup to take away, they incur an extra fee
B Ensuring the process of cleaning cups before and after lending, how to display and promote images to give customers peace of mind when using the same cup with others
1.2 Many cafes have similar campaigns
Competitors with stronger potential could invest in better glass or cheaper rental
A Discount on par with competitors but can provide better service with more value such as more durable and eco- friendly quality, increased borrowing time, easy and quick to borrow ,
1.3 It is still limited because loan cups are plastic, money to invest in environmentally friendly cups is more expensive and cannot be applied
C Emphasis on the long-term positive influence on environment, so it’s worth to trade-off
RECOMMENDED ACTIONS FOR GRADES OF RISKS
A Mitigation actions, to reduce the likelihood and seriousness, to be identified and implemented as soon as the project commences as a priority
B Mitigation actions, to reduce the likelihood and seriousness, to be identified and appropriate actions implemented during project execution
C Mitigation actions, to reduce the likelihood and seriousness, to be identified and costed for possible action if funds permit
D To be noted - no action is needed unless grading increases over time
Acceptance Criteria
a Detailed acceptance - Each stage of project deliverable development will be process and criteria signed off by author, project manager, functional leader appropriate before implemented b Termination of project
The activities outlined in this Statement of Work (SOW) have been successfully completed, including the delivery of all required materials Consequently, the process is concluded in accordance with the terms specified in the associated Agreement detailed in the Schedule.
Estimated time and cost
a Estimated time to complete project work 5 months b Estimated costs to complete project work 100,000,000VND
Develop eco-friendly take-away materials for coffee shop 1.0
Develope software to control the reusable cups system and integrate with other stores 1.1
Provide a brief about how the software be like and its functions with estimated budget 1.1.1
Conduct a research on technology agencies which could create the software 1.1.2
WP3 Review preliminary design document 1.1.3
WP4 Obtain feedback/input on design 1.1.4
WP5 Finalize agency detailed design 1.1.5
Find material suppliers to provide designed reusable cups, straws 1.2
Create a brief with the designed reusable cups and reusable straws 1.2.1
WP2 Select and purchase material from suppliers 1.2.2
WP3 Choose and contract with material producers 1.2.3
Deliverable 3 Implement the software on partner's shop 1.3
Make a proposal for others coffee shops to offer reusable cups model 1.3.1
WP2 Create a list of potential coffee shops 1.3.2
WP3 Choose and contract with other coffee shops 1.3.3
WP4 Implement the software on partner's shop 1.3.4
WP1 Advertise on social media (Facebook, Instagram ) 1.4.1
WP2 Design promotional materials (voucher, coupons, flyer, ) 1.4.2
WP3 Carry out collaborating campaign with partners 1.4.3
WP4 Run viral clips on cafe-lover forums, websites 1.4.4
Training for main coffee shop's staff on using the software and operating the model 1.5.1
Training for partners' staff on using the software and operating the model 1.5.2
WP1 Gather customer's reactions and feedbacks 1.6.1
WP2 Collect sales figures in store 1.6.2
WP4 Prepare and make final reports 1.6.4
WP5 Evaluate and analysis the outcomes 1.6.5
In “Develop eco-friendly take-away materials for coffee shop”, there are 6 main deliverables:
1: Develop software to control the reusable cups system and integrate with other stores
2: Find material suppliers to provide designed reusable cups and straws
3: Implement the software on partner's shop
In August and September, we will focus on five key work packages to establish a robust foundation for our project This groundwork will create a secure platform for the implementation and management of our system The initial sketch will take approximately one month to complete, followed by an additional month dedicated to developing detailed software based on the feedback received.
Between August and September, a two-week period is dedicated to developing a brief for our designed reusable cups and straws Following this, we will complete our second phase of contracting with material suppliers within one month.
September is a crucial month for our project, as it sets the foundation for our upcoming tasks We aim to complete the software outlined in Deliverable 1, secure contracts with material suppliers in Deliverable 2, and develop a comprehensive proposal along with a robust database of partners for software implementation in Deliverable 3 Additionally, we will initiate our marketing activities in Deliverable 4, culminating in training as the final deliverable for the month.
The third, fourth, and fifth deliverables will continue until late October, while the implementation of our software at the partner's shop will extend until December 14 This date also marks the conclusion of our customer feedback collection for Deliverable 6, which will be conducted over approximately one month.
Over the past three weeks, we have compiled costs over a five-day period, finalized reports, and conducted a thorough evaluation and analysis of the outcomes This process will continue until January 3, allowing us to extract valuable lessons for the success of future projects.
Our project spans approximately five months and includes six deliverables divided into 23 work packages Currently, we have completed eight packages, while another eight are in progress, with completion percentages ranging from 16% to 45%.
1 Develope software to control the reusable cups system and integrate with other stores
Provide a brief about how the software be like and its functions with estimated budget
1,2 Conduct a research on technology agencies which could create the software 08/08/2020 22/08/2020 15 100% 1,3 Review preliminary design document 10/08/2020 31/08/2020 22 100% 1,4 Obtain feedback/input on design 01/09/2020 20/09/2020 20 100% 1,5 Finalize agency detailed design 01/09/2020 30/09/2020 30 100%
2 Find material suppliers to provide designed reusable cups, straws
2,1 Create a brief with the designed reusable cups and reusable straws 23/08/2020 06/09/2020 15 100%
2,2 Select and purchase material from suppliers 01/09/2020 30/09/2020 30 90%
2,3 Choose and contract with material producers 20/09/2020 04/10/2020 15 90%
3 Implement the software on partner's shop
3,1 Make a proposal for others coffee shops to offer reusable cups model 15/09/2020 29/09/2020 15 16%
3,2 Create a list of potential coffee shops 15/09/2020 30/09/2020 16 16%
3,3 Choose and contract with other coffee shops 30/09/2020 19/10/2020 20 0%
3,4 Implement the software on partner's shop 01/10/2020 14/12/2020 75 0%
4,1 Advertise on social media (Facebook,
4,2 Design promotional materials (voucher, coupons, flyer, ) 10/09/2020 19/09/2020 10 60%
4,3 Carry out collaborating campaign with partners 15/09/2020 09/10/2020 25 30%
4,4 Run viral clips on cafe-lover forums, websites 01/09/2020 30/10/2020 60 40%
Training for main coffee shop's staff on using the software and operating the model
5,2 Training for partners' staff on using the software and operating the model 07/09/2020 20/10/2020 44 45%
6,1 Gather customer's reactions and feedbacks 15/11/2020 14/12/2020 30 0% 6,2 Collect sales figures in store 30/11/2020 15/12/2020 16 0%
6,4 Prepare and make final reports 15/12/2020 24/12/2020 10 0% 6,5 Evaluate and analyze the outcomes 25/12/2020 03/01/2021 10 0%
Our project budgets are structured using activity-based costing, which allocates costs to activities before assigning them to specific projects based on resource utilization The primary cost sources we consider are Labor, Materials, and Fixed Costs.
WBS Task Hrs Rate Units $/Unit Costs Budget
1.1 Develope software to control the reusable cups system and integrate with other stores
Provide a brief about how the software be like and its functions with estimated budget
Conduct a research on technology agencies which could create the software
1.1.4 Obtain feedback/input on design 2 10.000 ₫ 300 2.000 ₫ 0.000 ₫ 620.000 ₫
Have the agency finalize detailed design 6 20.000 ₫ 0 0.000 ₫ 2,500.000 ₫ 2,620.000 ₫
1.2 Find material suppliers to provide designed reusable cups, straws
Create a brief with the designed reusable cups and reusable straws
Select and purchase material from suppliers 10 20.000 ₫ 10 500.000 10,000.000 ₫ ₫ 15,200.000 ₫
Choose and contract with material producers 8 22.000 ₫ 0 0.000 ₫ 0.000 ₫ 176.000 ₫
1.3 Implement the software on partner's shop
Make a proposal for others coffee shops to offer reusable cups model
Create a list of potential coffee shops 3 14.000 ₫ 100 0.000 ₫ 0.000 ₫ 42.000 ₫
Choose and contract with other coffee shops 10 25.000 ₫ 30 400.000 ₫ 1,000.000 ₫ 13,250.000 ₫
Implement the software on partner's shop 10 23.000 ₫ 20 2,000.000
Carry out collaborating campaign with partners 10 21.000 ₫ 0 0.000 ₫ 1,500.000 ₫ 1,710.000 ₫
Run viral clips on cafe-lover forums, websites 5 22.000 ₫ 6 40.000 ₫ 1,300.000 ₫ 1,650.000 ₫
Training for main coffee shop's staff on using the software and operating the model
Training for partners' staff on using the software and operating the model
Gather customer's reactions and feedbakcs 3 15.000 ₫ 300 2.000 ₫ 0.000 ₫ 645.000 ₫
1.6.2 Collect sales figures in store 2 23.000 ₫ 2 300.000 ₫ 500.000 ₫ 1,146.000 ₫
1.6.4 Prepare and make final reports 10 24.000 ₫ 5 400.000 ₫ 1,000.000 ₫ 3,240.000 ₫
Evaluate and analysis the outcomes 8 24.000 ₫ 5 100.000 ₫ 1,500.000 ₫ 2,192.000 ₫
Develope software to control the reusable cups system and integrate with other stores 602.000 ₫ 3,700.000 ₫ 4,600.000 ₫ 8,902.000 ₫
1.2 Find material suppliers to provide designed reusable cups, straws 560.000 ₫ 5,800.000 ₫
1.3 Implement the software on 650.000 ₫ 52,600.000 ₫ 11,200.000 64,450.000 ₫ partner's shop ₫
OBS
The Project includes the participation of 6 functional departments: R&D
Department, Operation Department, Marketing Department, F&L Department, Service
Department and HR Department We will assign the specialized task to each manager and executive as the image below
Responsibility Assignment Matrix (RAM)
Our Project’s Responsibility Assignment Matrix (RAM) describes the participation by 6 specific departments, people and roles in completing tasks or deliverables for a project.
The RAM here indicates which of the following three roles people can have in this project’s activities:
Primary responsibility (P): People who ensure the results are achieved.
Secondary responsibility (S): People who ensure some portion of the results is achieved.
Approval (A): People who are not actually working on the deliverable, but approve the results produced by others who are.
Time-Phased Budget (in thousands VND)
Activity Aug Sept Oct Nov Dec Totals
Develope software to control the reusable cups system and integrate with other stores 4.500 4.402 8.902
Find material suppliers to provide designed reusable cups, straws 3.060 13.000 2.300 18.360
Implement the software on partner's shop 20.000 25.000 15.500 3.950 64.450
Introduction
Vision : Help customers change their perception of environmental protection through reuse of plastic cups, and recognize this as an eco-friendly coffee shop.
Our mission is to establish a plastic cup loan system aimed at safeguarding the environment and promoting public health We are also committed to creating more eco-friendly takeaway options for customers who do not have their own reusable cups, ensuring a sustainable solution for all.
Focus area : Focused in the area of Ho Chi Minh City, where many people use take-away coffee
Objective : Help customers familiarize themselves with the campaign to borrow plastic cups and make it a habit of customers
Describe the assumptions made regarding the development and execution of this document along with the applicable constraints Here are some items to consider when identifying the assumptions and constraints:
Schedule: 4 months from Aug-Dec
Resource availability and skill sets: our partners (other cafés)
Software and other technology to be reused or purchased: A software system that manages the customer's receipt and collection
Constraints associated with product interfaces
Project Manager R&D Dept Operation Dept Marketing Dept F&L Dept
Management Overview
In this section, provide a description of how the implementation will be managed and identify the major tasks involved.
Each cup will feature a QR code that, when scanned, updates the system with the tenant's name, phone number, and rental date Customers have five days to return the cup to participating shops for payment If the cup is not returned within this period, a fee may be deducted from the tenant's deposit.
When returning to return the cup, the employee will scan the QR code on the body and the tenant will receive the deposit back.
At the end of each day, the headquarter's staff will collect glasses from each branch and bring them to the toilet.
At the beginning of each day, the headquarter's staff will hand over the cleaning items to each branch in the system.
- List main activities that the system owner needs to carry out (his own shop)
Creation of system management software - distribution, purchasing
Order cup for the whole system
Contact the publisher to agree to join
Marketing campaign for shops and affiliates
Receive cups and rent cups, collect glasses
Marketing is synchronous with the system owner
Trung Nguyen Legend 0123459876 trungnguyensupport@gmail.com
Manager Quynh Anh 0819121234 quynhanh123@gmail.com
R&D Leader Bao Ngoc 0819121235 baongoc456@gmail.com
Operation Leader Ngoc Huynh 0819123434 ngochuynh789@gmail.com
Leader Anh Duong 0819129834 anhduong113@gmail.com
F&L Leader Minh Uyen 0819121754 minhuyen220@gmail.com
CRM Leader Hue Khanh 0862121234 huekhanh111@gmail.com
HR Leader Phuong Anh 0810121234 phuonganh145@gmail.com
Major tasks
Major tasks Develop software to control the reusable cups system and integrate with other stores
Find material suppliers to provide designed reusable cups, straws
Implement the software on partner's shop
Advantages Having a software to manage the system
Create products that are environmentally friendly, attract
Manage cup lending more easily
Ensuring that all shop employees recognize the procedures for cup loaning from the outset simplifies the management of related issues and facilitates tracking the number of borrowed and paid glasses This streamlined approach encourages more customers to use the product, making it more affordable and appealing through effective campaigns Additionally, it helps customers identify the brand's offerings, while empowering employees to enhance their skills in supporting customers By focusing on both the strengths and weaknesses of the campaign, the shop can effectively promote its existing advantages.
It takes time to train employees to know how to use the software, and pay service fees to pay when using the software
Products usually won't last for long, high price
Difficulty in the first step of using software
It costs a lot, there are many competitors
Arrange a suitable time to train your staff
Risks If the employee does not know how to use the software or the software is
If finding the wrong source, the product is not of guaranteed quality and can harm the health of the customer
Software users will be more likely to make mistakes at first, leading to a shortage of
If you don't hit the target customers, money will be wasted.
Because it is a new campaign,
Poor training makes the staff do not understand
Defective products can result in significant financial losses and inaccuracies in loan amounts, ultimately affecting the store's expenses This situation may cause many customers to hesitate in utilizing the service, impacting overall business performance.
Security and Privacy
Give an overview and discussion of the security features that must be addressed when the project is implemented Reference any applicable security guidance documents.
When selecting a project management software vendor, prioritize those that offer near real-time data replication, ensuring your information is securely backed up on redundant servers located in different geographic areas Daily full backups are essential, and it's crucial that the data is encrypted and stored in a physically separate environment from the primary servers to enhance fault tolerance.
Effective network protection measures, including VLAN-based network segregation, firewall and router technologies, and intrusion detection and prevention systems, are essential for software providers Additionally, centralized log aggregation and alert mechanisms must be implemented to enhance security These systems should be managed by dedicated and experienced security teams to ensure robust protection.
Application security encompasses all of the features within the application that help ensure your project data stays safe These features fall into 5 categories:
Data sharing & role-based access control
Project management software data encryption
When evaluating vendors, it's essential to inquire about their policies regarding escalation, management, knowledge sharing, risk management, and daily operations Ensure they have stringent measures to restrict access to customer data, allowing only employees with a legitimate job-related need to access this sensitive information.
Their policies should also allow us to dictate when and how they see our data if we find their basic policies don’t meet our security requirements for sensitive information.
There are security compliance standards that any reputable software vendor should adhere to These include:
Implementation Support
To successfully implement the project, essential support hardware, software, facilities, and materials must be identified This includes the necessary documentation, skilled personnel, and training requirements Additionally, outstanding issues that may arise during implementation should be addressed, along with a thorough assessment of how the implementation will impact the current environment.
Computer for employees: Windows or IOS operating system, capable of using some basic software such as Microsoft Office 2010 or higher, Photoshop, AI, Runs fast, and has high security.
For the Marketing department: create the communication publications for the campaign.
For the Operation department: control customers' borrowing of glasses
For Human Resources: manage the entire staff and campaign implementation process b Software
The Marketing Department should utilize essential software tools like Photoshop and Illustrator for photo design, as well as Premiere and After Effects for creating videos, including TV commercials and short clips for platforms like YouTube and Facebook.
The Human Resources and Operations Department will utilize software applications like Base, Air Table, and Asana to effectively manage team progress and assess the actual performance of campaigns against the planned schedule.
Operations Department: technical and specialized coding software for each customer having a self-code to control the exchanging cups activities of customers for operating the models c Facilities
The campaign will be launched directly at the shop's branches, starting from August 1, 2020, and running until December 31, 2020 Customers can take advantage of the restaurant's cup loan service daily from 8 AM to 10 PM The marketing efforts will kick off on September 1, 2020, encompassing both offline and online strategies.
Documentation
In project management, essential documents include the activity attributes, activity list, and assumption log, which collectively outline project tasks and assumptions Cost-related documents such as basis of estimates, cost estimates, and cost forecasts provide financial insights, while duration estimates and the issue log track timelines and challenges The lessons learned register and milestone list capture insights and key project markers Additionally, physical resource assignments, project calendars, and project communications ensure effective resource management and communication flow The project schedule, along with the project schedule network diagram, visualizes task sequences, while the project scope statement defines project boundaries Team assignments, quality control measurements, and quality metrics maintain project standards, supported by the quality report Resource calendars and requirements outline necessary assets, while the risk register and risk report manage potential threats Lastly, the stakeholder register and team charter foster collaboration, and test and evaluation documents ensure project deliverables meet expectations.
Performance Monitoring
The objective of using performance monitoring techniques as a key element in the management of projects is to:
Effective project management for borrowers and banks involves a reliable method to assess project progress, evaluate its components, and ensure the timely and appropriate allocation and utilization of funds.
Regularly assess the achievement of or the potential for achieving technical, financial, and economic goals of the project.
Determine the form and nature of corrective actions necessary to achieve goals monitored by performance indicators.
Assist in defining new or modified performance measures that may be more effective, and to replace any that may be ineffective.
To measure performance and take careful consideration of project progress
We will consider and factors such as:
Number of customers using the service
Number of customers continuing to use the service
Progress of completing the project against the plan
We will use a scale of 1 to 5 and conduct surveys from clients as well as hold regular meetings to ensure the quality and accuracy of the project.
Earn Value Table (end of Semptember) for Project( in thousands VND)
Activity Aug Sept Oct Nov Dec Plan % Comp Value
Develope software to control the reusable cups system and integrate with other stores 4.500 4.402 8.902 100 8.902
Find material suppliers to provide designed reusable cups, straws 3.060 13.000 2.300 18.360 90 16.524
Implement the software on partner's shop 20.000 25.000 15.500 3.950 64.450 10 6.445