Project Management of a Florist Shop - Case Study Example

PROJECT MANAGEMENT OF A FLORIST SHOP Introduction Purpose of Project Management Plan The purpose of this document is to provide a comprehensive baseline of what the project intends to achieve and the means of achieving that. Additionally, the project management plan includes who will be involved, how it will be reported and measured and how information will be communicated. Consequently, the project management plan should be used as a reference for any decision made on the project and whenever clarifications are required in areas that are unclear. To this regards, the project management paper should be used as a reference throughout the project implementation so as to ensure that the management of the project is carried out consistently and in line with the laid down policy and procedures. This therefore makes the project management part and parcel of the project making it evolve with the progress of the project hence periodic updates with relevant information. The intended audience of this project management paper is all the entrepreneurs and stakeholders who would wish to start a florist shop. Executive Summary of the Project This is a small-scale project that is proposed in this paper for a florist shop that will be developed in a rented premise covering an area of 500sq. ft. The capacity of the shop is estimated to hold a maximum of 500 flowers from different shapes, colors and origin. During the first year of operation, the sales are estimated to amount to 75,000 flowers/unit. This will be equivalent to 70% of the total capacity. In the consecutive years, the growth in sales of the shop are expected to rise at an annual rate of 5%. Revenue will increased at an estimated rate of 7% as prices of the flowers will increase with time. The packaging of the flowers are environmental friendly and therefore, more sales are expected in the coming years. Assumptions/Constraints The assumptions made in the project is that the location of the florist shop is strategic enough to target and attract potential customers, preferably in the cities or major commercial centers. There is heath competition in the flower business. This leads to the assumption that the target market is a free market with free flow of information. As regards the constraints, the global recession will be considered especially with respect to the monetary issues. Scope Management The purpose of the project is to create a framework that will be used in the creation of a florist shop that is not only attractive to the entrepreneur, but also feasible enough to produce good economic benefits. The project will employ various strategic policies at different levels of the project by making careful observations about different market circles, different ground breaking analysis and strategic formulation aimed at powering the growth process more substantially. In order to realize the overall goal of the projects, some of the objectives that must be achieved by the completed projects include the ability to create innovative flower designs, management of events, carry out promotional activities and provide good quality and fresh flowers at all times. The target market for the florist shop will be banquet halls, event organizers, restaurants, hotels, corporate and commercial areas, offices bouquets and flower buyers and party decorators. Change Control Management Some of the items that will be subject to change management include the framework components, the project management advisor components, the budget, the schedule and the scope. The change management process provides a standard framework for a systematic and effective system for tracking the submission, coordination, review, evaluation, categorization and approval for release of all changes to the baselines of the project. Below is the change request flow diagram; Communications Management The resolution of this document is to express the communications strategies and goals of the sustainable florist shop project. These advanced goals and strategies are anticipated to offer direction in planning and evaluating results of the present and forthcoming communications efforts. Communication in this project serves to express the project’s organization and procedures of information screening, collection, distribution and formatting of project information. It also outlines thoughtful among project teams concerning the activities and processes compulsory to enable the serious links among people, notions, and information that are essential for project success. The communication will be in such a way that there is participation, cooperation and coordination to make sure that all the stake holders come to an agreement. The following communication will be aimed tom achieve the following objectives: Goal 1- to provide a framework that enables the entrepreneur to link to various suppliers in the market with a bid to attain competitive advantage so as to make the florist shop more profitable. Goal 2- to make sure that the different stakeholders who will make this project a success to commit themselves. Goal 3- to target the financiers who will provide funding for the initial set up and operation of The florist shop, it will be therefore very important to make sure that the communication is convincing enough. ACTIVITIES The activities undertaken in the project are presented in the Gantt chart below. The chart shows that different activities that are undertaken after the results for the project are analyzed in order to enhance smooth implementation. After the completion of the project and setting up of the shop, the activities that will be undertaken to make the florist shop up and running will include; Procurement of fresh flowers by contract from the already contacted flower agents of suppliers. Transportation of flowers from the supplier to the flower shop. Delivery of ordered flowers. Packing the flowers in conductive environment to prevent them from getting spoilt. Sorting of flowers in different colors and types. Preparation of the flowers to make them appealing to the customers by making them into bunches, bouquets, flower baskets and removal of leaves. Marketing ad delivery to the customers, party and car decorators, and events supply and consumer sales. COST/BUDGET MANAGEMENT the overall estimated budget for the project will be around $50,000 to $10,000. The breakdown of costs place the budget of this project at $85,000. Section Total Flowers Costs: $50, 000 Direct Costs: $20, 000 Indirect Costs: $15, 000 Total cost : $85,000 Communication Matrix Communication matrix will be used to express details pertaining the communication actions that will be used during the course of the project. The matrix will be established and upheld by the project manager. The first step of the matrix will be to advocate to mobilize resources, which will be required for efforts and budget and the manner in which the budget would be obtained. It will also contain the very important messages that will become a central point of contract. The template of the matrix is in the spread sheet and the following entries will act as the driver of the matrix Communication Vehicle Target Audience Description Frequency Owner Distribution vehicle Internal/ external comments Weekly status report Project team Communicate updated status Weekly [name] email Internal & external Risk Management The plan will be aimed to document the tools, processes and procedures that will be used to achieve and control those events that could have a negative effect on this project. All the risks that are related to the project. The details regarding identifying the risk, assessing, risk tracking and reporting as well as risk contingency plan will be included. Any risk that will be identified during the initial stages of the project will have to be immediately notified to the project managers, after which it will be the responsibility of the manager to assess the risk. A mitigation strategy will be identified by project leader, which will prompt him to allocate the necessary resources. The risk factor will be documented by the project risk manager. Based on elicit events that have been documented in the process of changing the packaging system will ensure that risk analysis and mitigation processes, project managers or the project team will have the right to enact contingency plans as considered fitting. Day to day risk mitigation activities will be indorsed and engaged by the project managers Risk Log Risk log or the risk register will be created, the purpose of the risk log will be used to assist in tracking any issues that may arise in the course of the project as well as address problems that may arise. It is inevitable that the project will be faced with some problems and creating a risk log will help in tracking the problems. The risk log will be left in the custodian of the risk project manager. Some of the risks likely to be identified is damage of flowers due bad water or poor storage conditions. Read More