Resource Planning of Project Development - Case Study Example

Running Head: RESOURCE PLANNING. Insert Name Topic Date Resource Planning Project Plan Project planning is a process of coordinated activities which are have a start time and an end time and must attain specific objectives within a given budget. Projects are overseen by managers who double as resource allocators and decision makers. Any project goes through stages. The stages include; idea development, preparation, appraisal, funding, implementation, monitoring and evaluation. Planning is an integral part of project development and implementation. The plan addresses the requirement, objectives, scope, communication management plan, risk management plan, implementation and evaluation. Requirement 1. New computers The new computers should be 3GB RAM and 250GB HD. Windows 7 is recommended for it occupies small space. Microsoft 2007 is recommended for its more users friendly and utilizes graphical user interphase (GUI) hence its fast to learn it. The specification by the computers will ensure that up to date programmes can be uploaded for instance the adobe Photoshop. 2. Color printers HP laser printers are of better quality than inkjet printers. They efficiently utilize ink, are fast and especially when printing bulk. Their out is also of better quality. Most clients need their work in color which makes it more clear and readable. Color though expensive is more profitable for the charges are higher as the cost of the quality of the output. 3. Air conditioners Due to the small size of the room, there will be a requirement for air conditioners to maintain the room temperature at conducive range. This will enhance the performance of the staff and also ensure that the computers and the printers do not heat up hence can work for long hours without affecting the quality of work produced. Objectives The business has two objectives which will translate into the success of the business. The first objective is to give quality work to our customers. Quality here is used to mean work to their expected standards and timeliness. The second objective is to maximize profits. Profit maximization is the sole aim of any profit making business. The other objective of the business is sustainability. The success of any business is also based on the long-term. The foresight plan will project a ten year business plan. Within this period the upgrading of the business will include expansion of the business to include selling of drinks and snacks and also to open a cybercafé for client to be able to access their mails at a fee. Scope The tasks of the business will cover typesetting, printing, designing for instance cards, photocopying and other stationeries. This scope is in the short run. In the long run, the scope will include selling fast foods for clients to be able take as they wait for their work to be done. A cybercafé will be established for clients to access their emails. Output The main outputs expected by the end of the month is increased profits, satisfied customers, strong future of the business as would be revealed by the increasing asset base and goodwill. An increase in profits and assets by 2.5% per month will be used as the milestone to achieving the 30% growth per year. This projected growth will expect for the next three years. In the long run the growth should be more than 30% and should go beyond the profits to include the asset base and even good as will be indicated by the growth of the client base. Communication Management Plan Communication is the process of transferring information from the source to the destination. It is aided by different channels which improve the speed and the signal of the message to be received. Some of the channels Blackwood Travel Services are discussed later in this synthesis. Communication is an integral part as any project is developed and implemented. This enhances the success of the project by ensuring the right information is delivered to the right people in the right time. The communication plan for Blackwood travel services contain six parts all of which are interrelated; collection and storage of information, distribution structure, format of communication, production schedule, methods of accessing information, ways of updating the information and a general stakeholder communication analysis (Schwalbe Kathy, 2002). Collection and Storage of information All members of have an equal responsibility of ensuring the achievement of the enterprise’s objectives and its general success and hence they are all responsible for collecting any relevant information. A thorough market research need to be undertaken to establish what computers and printers are available in the market, their prices and capacity for the upgrading process. Each staff member will be required to come with a price list from the different points they check. Any discounts Distribution structure Information will be distributed to all members depending on relevance and nature of task is undertaking at any given time. Communication format A unique letter and report head will developed by an external tender to ensure standard reports. This also enhances identity of the business. Different tools shall used to disseminate information; cell phones/land lines, memos, Email, while you were away notes and faxing. Production Schedule Reports on the progress of the business pegged on the set objectives of printing 3000 color pages a day and growing the business by 30% in the next three years shall be given monthly due to the newness of the business. Methods of accessing information Information can be provided for either online in which case there is the need of for a staff to have the user name and password for security purposes. These can be availed from the general manager’s office. A few hard copies inform of quarterly reports will also be availed and placed in the registry. Information updating Online Information will be updated daily to keep a close monitor of the progress of the enterprise on sales. Stakeholder analysis Due to the small size of the organization, staff members are requested attend to customers as they arrive and place their orders. Risk Management Plan A risk is any threat to the smooth flow of a business. No business is threat free (Murch Richard, 2001) and hence a risk management plan is essential. Some of the foreseen risks are; competition from other larger printing businesses, inflation of printing paper and possible break down of machines. The following strategies will be developed to ensure minimum of the risks if at all they will happen. Competition Blackwood Travel Services is operating in a free market and hence services are determined by the interaction of market demand and supply. The firm will start by introducing a market entry price which will relatively low than the market price but still ensure that it breaks even. This will be like a promotion to invite customers. Once the firm develops a customer base, good quality work shall be used as the way to maintain not forgetting building a good public relationship. The other strategy to this effect of competition is to compare prices for printing paper and ink to ensure that the best quality of these two is purchased at the lowest prices possible. Discounts must also be negotiated for this takes the cost further down. Inflation Inflation would affect the market as a whole. The move Blackwood Travel Services will take is to purchase in bulk the required inputs. Budget should be set to purchase printing paper and ink for six months. In case of a price increase the business will have advantage of using materials purchased at a lower price. This will give it a market relative advantage over the enterprises. Negotiations with other small business may help overcome inflation through setting of prices which may help overcome increases in costs of stock. Tear and Wear New machines of good quality and power will be purchased to ensure efficiency and minimize breakdowns. Warranty must be demanded from the outlets in case the gadgets are faulty. This will ensure a reduction in maintenance cost and a good quality work. As the machines wear and start demanding for high cost of maintenance there will be need to replace to avoid unnecessary cost. Natural Risks Risks beyond the business planning capacity will be insured against. The major insurance policies will be theft, and fire. Capacity Planning One of the objectives of Blackwood Travel Services is to meet the needs of the clients. This can be a realistic objective if only the staff have the skills of the tasks they are involved in. The organization intends to organize for capacity building sessions for training. Information technology experts will be sourced to offer an on the job training of the staff members. The business will cater for any expenses to this effect and the only thing the staff members will be requested to offer is their time. The training will be held once in a week. Out of the ten staff members only two will trained every week. This is to ensure the training is running concurrently with business. A budget of $100 will be set aside for the purposes of the training. With a knowledgeable staff, then the business will be assured of meeting the set objectives. Output The expected output from the training will include increased typing speed, less typing errors and better designs. This will ensure better quality work, save on time and hence meet customer needs. The already trained staff will be requested to do a practical presentation of the learnt skills. Projectors will be used for clarity of presentation. This will act as an objectively verifiable indicator. Open discussions will be encouraged for the staff member can share a lot when operating at the same level. Lateral communication is always effective in exchanging new ideas. The source of information for this indicator will be oral interviews with our clients on the level of satisfaction of our services and any further suggestions for improvement. Implementation Plan On the planning has been successfully done, there is need to put the plans into actions. This is the process of implementation. Heavy investment is needed and the business will carry this as the cost of establishing the upgrade. The implementation plan will be broken into different phase. The first phase is will be renovating the room from where the business will be operated from. This is to ensure the room is less dusty, has enough lighting, air can flow freely and the unwanted machines are disposed from the room. The renovation should cost the business approximately $500. It should take one month for the premises to be fully renovated. The second phase will be stocking the premises. The first batch of stock will be the fixed. Computers, printers and photocopiers will be purchased. It will cost the business approximately $2,000 to purchase the stipulated quality of machines. The third phase will stocking the current stock. This will include printing ink, paper, staples, clips and glue among other stationeries as need be. This sock has been allocated $1000 and should run the business for the next six months. Operation license is always a must for a smooth running business. The business will secure a two year permit. The advantage is to ensure that there are no unnecessary disruptions of the business by the business control unit. Monitoring and Evaluation Monitoring and evaluation will go hand in hand. Monitoring will be a daily activity whereas the evaluation will be undertaken at specific points in time as midterm and end term evaluation. Monitoring will be ongoing throughout the planning and the implementation of the project. This will ensure that the project is kept on truck. The monthly reports, client reactions and general improvement of the business shall be used in the development. The benchmarks set for the evaluation of the success of the business include the monthly growth in profit of 2.5%. A comparative analysis of the time taken to perform the same tasks will be undertaken every month. Any significant saving of time will highly recommended for it’s an indication of efficiency. Such a trend will be used to justify for more training until the analysis show no positive change in the performance of the staff with more training. The other benchmark will be our clients. Through feedback and the oral interview we shall hold with the from time to time shall be used to assess the degree to which we meet their needs. A decrease in complains and an expression of satisfaction will be taken as a positive move towards achieving the business objectives. Evaluation will go beyond the perceived success of the enterprise. Occasional audits will be undertaken to sustainability of the project. References Schwalbe Kathy, 2002. Information Technology Project Management, Course Technology, Boston. Murch Richard, 2001. Project Management. Best practices for IT Professionals. Prentice Hall. USA. Pgs 161-167. Read More