Project Organisation and Accountabilities - Essay Example

Project Management Group Assignment Name Name of Institution Project Management Group Assignment 6. Approach and Methodology Project Organisation and Accountabilities The project team will comprise four project consultants who will be the joint project managers. This collaboration will boost efficiency while ensuring that each consultant shares their experiences and skills with the project team. When it comes to accountabilities, the project has three different phases – the research phase, procurement phase, and styling phase. It is notable that each phase will have several smaller milestones. Accountability will be distributed across these activities to ensure that each consultant contributes to the attainment of each of the three overall project milestones. Stakeholders The project stakeholders will include the project management team, the client, the interior and external designers, and the general consultant. The project management team will provide project management expertise to help in ensuring that the project adheres to the scope, time, and cost constraints. The major focus of the project team will be on time given that the site acquisition and construction should be completed within eight weeks. Any delays will have significant consequences since the restaurant management team will also have limited time to begin serving the first customers. Given the limited time, the interior and exterior designers will also have to work with the general consultant to come up with a viable design that can be completed within two months and which will not go beyond the $550,000 budget. The client will provide valuable feedback and provide approval at when the major milestones are completed. Project Life Cycle The client has undertaken preliminary research and has concluded that the UPBRIGHT Cuisine Restaurant will be a viable business venture. This reduces the project life cycle to just the scheduling, implementation, and handover phases. The scheduling phase will take the least time and will involve determining how to complete the project within the time constraint of two months. The implementation phase will take up the remaining time where the vendors will be acquired, the designs will be completed, and the construction will take place. The project team will monitor the implementation phase to ensure that the project budget, timeline, and scope are adhered to. The closure phase will comprise the installation of restaurant equipment and furniture and handing over control to the restaurant management team. WBS and Responsibility Matrix The table below shows a breakdown of the tasks that will be undertaken and how responsibility will be shared. WBS Activities Consultant A Hours Consultant B Hours Consultant C Hours Consultant D Hours 1.1 Research and compare interior designers in Adelaide 1 - - 1.2 Select and contact interior designer for estimates 1 1.3 Research and compare exterior designers in Adelaide - - 1 1.4 Select and contact exterior designer for estimates 1 1.5 Research and compare general contractors in Adelaide - 1 1.6 Select and contact general contractor for estimates 1 1.7 Present findings to owner and obtain feedback - - 2 1.8 Update vendor selection and submit to client for approval 1 - - - 1.9 Client approval 1 - - - 2.1 Hire interior designer and sign contract - 2 - 2.2 Hire exterior designer and sign contract - - 2 2.3 Hire general contractor and sign contract - - 2 3.1 Meet with interior designer to present the needs of the owner - 3 - - 3.2 Prepare draft interior floor plans for various building designs that approximate 450 square meters 2 - - 3.3 Prepare draft design of interior furniture, walls, floor, light, and art. - - 2 3.4 Present draft interior design to the client and obtain feedback. - 2 - - 3.5 Modify interior design and present to client for approval - 1 - - 3.6 Client Approval 1 3.7 Submit interior design for approval and permit 2 4.1 Meet with exterior designer to present the needs of the owner 3 - - - 4.2 Prepare draft exterior design to suit different locations - - 2 4.3 Present draft exterior design to client and obtain feedback 2 - - 4.4 Modify exterior design and present to client for approval - - - 1 4.5 Client approval - - - 1 4.6 Submit exterior design for approval and permit - 2 - - 5.1 Find an appropriate location in West Adelaide in consultation with project stakeholders - - 2 - 5.2 Research zoning laws 2 - - 2 5.3 Consult residents on suitability of location - - - 1 5.4 Undertake a site visit with stakeholders, obtain client feedback 2 2 2 2 5.5 Client approval - 1 - - 6.1 Negotiate rental rates - - 3 - 6.2 Present findings to client for feedback and approval - - 1 - 6.3 Sign rental agreement and complete site acquisition. - - 2 - 7.1 Prepare tender documents for building materials for the interior and exterior 2 - - 2 7.2 Evaluate bids - 2 - - 7.3 Award building materials tender - - 1 7.4 Client approval 1 - - - 8.1 Prepare tender documents for restaurant equipment (grills, ovens, fryers, cooler, storage) 3 - - 3 8.2 Evaluate bids - 2 2 - 8.3 Award restaurant equipment tender - - - 1 8.4 Client approval - - - 1 9.1 Modify electric load and plumbing in Kitchen 1 - - - 9.2 Construct food preparation counter - - 1 - 9.3 Construct meal cooking area 1 - - 9.4 Construct cold storage, dry storage, and non-food storage area - - - 1 9.5 Construct service area - - 1 - 9.6 Construct exhaust vents and install fire suppression system 1 - - - 9.7 Construct washing/cleaning area - 1 - - 9.8 Paint kitchen area and ensure that it meets health and safety standards - - - 1 9.9 Inspect kitchen with client and make recommended changes 2 - - - 10.1 Modify Dining Area ceiling - 1 - - 10.2 Install wiring for dining room lighting - - - 1 10.3 Install large windows - 1 - - 10.4 Install curtain mounting brackets - - 1 - 10.5 Plaster walls - 1 - - 10.6 Paint walls 1 - - - 10.7 Prepare mountings for booths - - 1 - 10.8 Prepare floor for carpeting - - 1 - 10.9 Expand main door to facilitate entry and meet safety standards during emergencies - 1 - - 11.1 Construct counter for reception area - - 1 - 11.2 Plaster restaurant office 1 - - - 11.3 Paint restaurant office - - - 1 11.4 Install office equipment - - 1 12.1 Demolish existing toilet - - - 2 12.2 Divide toilet into male and female sections 1 - - - 12.3 Install plumbing and electrical fixtures - - - 1 12.4 Expand toilet doors to ease accessibility - 1 - - 12.5 Plaster toilet walls 1 - - - 12.6 Install toilet tiles - - - 1 12.7 Paint toilet - 1 - - 13.1 Install Parking Shade - - 1 - 13.2 Construct ramp for handicap access 1 - - - 13.3 Create emergency exits - - 1 - 13.4 Mark parking spaces - - - 1 13.5 Install restaurant signage 1 - - - 13.6 Install waste disposal bins - - 1 - 13.7 Inspect exterior design and seek client feedback - - - 2 13.8 Client approval - 1 - - 14.1 Install restaurant doors 1 14.2 Installation of air conditioning system 2 - - - 14.3 Installation of gas, water, electricity, and plumbing fixtures - 1 - - 14.4 Installation of cooking equipment - - 2 - 14.5 Installation of cooling equipment 1 - - - 14.6 Installation of food preparation countertop - - 1 - 14.7 Installation of surveillance camera and alarm system - 2 - - 14.8 Installation of fire extinguishers - - 1 - 14.9 Install dining room carpet - 1 - - 14.10 Installation of furniture - - - 2 14.11 Installation of lighting 1 - - - 14.12 Installation of art - - 1 - 14.13 Installation of curtains - 1 - - 14.15 Installation of point of sale equipment 2 - - - 14.16 Installation of background music sound system 1 - - - 15.1 Undertake final site visit and obtain client feedback - - 2 - 15.2 Make modifications as per client feedback - 2 - - 15.3 Client Approval - - - 2 15.4 Handover from project planning team to restaurant management 1 1 1 1 Total Hours 38 38 38 38 Project Time Plan and Milestones WBS Task Name Duration Start Finish 1.6 Vendor Acquisition 3 days 01/09/16 03/09/16 2.1 Stakeholder Contract 1 day 04/09/16 04/09/16 3.1 Interior Design 4 days 05/09/16 08/09/16 4.1 Exterior Design 4 days 09/09/16 12/09/16 5.1 Site Proposal 4 days 13/09/16 16/09/16 6.3 Location Acquisition 1 day 17/09/16 17/09/16 7.3 Building Materials Procurement 3 days 18/09/16 20/09/16 8.3 Restaurant Equipment Procurement 3 days 21/09/16 23/09/16 9.1 Kitchen Construction 4 days 24/09/16 27/09/16 10.1 Dining Area Construction 4 days 28/09/16 01/10/16 11.1 Reception Area and Office Construction 4 days 02/10/16 05/10/16 12.1 Toilet Construction 3 days 06/10/16 08/10/16 13.1 Parking and emergency exit construction 2 days 09/10/16 10/10/16 14.1 Floor finishing and installation of fixtures 3 days 11/10/16 13/10/16 14.2 Equipment Installation and approval 10 days 14/10/16 23/10/16 15.1 Site visit and modifications 4 days 24/10/16 27/10/16 10.9 Handover to restaurant Management 4 days 28/10/16 31/10/16 Elements related to time/cost/risk/people/responsibilities/reporting arrangements As stated, the project has to be completed within two months and within a $550,000 budget. These constraints will lead to several major areas of risk as shown below. It is essential to note that the project team will monitor the identified risks through the length of the project and identify new risks that will arise followed by taking action to mitigate them. When it comes to responsibilities, all project team members will contribute to the achievement of each of the project milestones. However, a single consultant will be tasked with communicating with the client to receive feedback and approval as the milestones are completed. Risk Severity Likelihood Recommended Action Difficulty in site acquisition Very high Low The project team should prioritise site acquisition with close participation of stakeholders. Online listings should be prioritised over moving around West Adelaide to save time. The project will not be completed on time because of the tight schedule High Medium The work breakdown structure should be extremely detailed with responsibilities at each stage distributed among project team to increase speed. The project schedule should be flexible to allow concurrent work on different milestones. Conflict between stakeholders due to time pressure High Medium Ensure constant communication with project stakeholders The project will exceed the planned budget Medium Low The project team will prepare a budget that allocates funds for unplanned costs. The scope of the project will change Medium Low The client should be consulted at the start of the project to obtain a clear understanding of the project scope. 7. Resources Estimates of Resources A summary of the estimated cost of each milestone is provided below. A more detailed estimate of the resources is provided after the summary. WBS Activity Cost 1.6 Project Consultants $9,880 3.1 Interior Design $25,000 4.1 Exterior Design $20,000 9.1 General Contractor $30,000 6.3 Rent (@110 per square meter) $49,500 7.3 Building Materials $71,140 8.3 Restaurant Equipment (Kitchen equipment + furniture) $120,000 9.7 Construction Cost $100,000 Total $425,520 Project Consultant Related Costs Name Number of Hours Rate/Hour Cost Consultant A 38 $65 $2470 Consultant B 38 $65 $2470 Consultant C 38 $65 $2470 Consultant D 38 $65 $2470 Total 152 $9880 Building Material Expenses and Construction costs Material Quantity Cost/unit Total Cost Light Fixtures - - 3000 Paint 10 containers (10 Litres) 200 2000 Cement 50 bags $10/20kg 500 Sand 4 tonnes 100 400 Gravel 2 tonnes 75 250 Ceramic Tiles 450 m2 15/m2 6750 Carpet 250m2 $50/m2 12500 Kitchen sinks 3 600 1800 Dishwasher 2 500 1000 Parking shade 2 2000 4000 Door frames and doors 5 500 2500 Alarm and surveillance system 1 1000 1000 Window frames and windows 6 200 1200 Ceiling - - 5000 Construction Labour 10 workers 800/week 64000 Fire extinguishers 10 100 1000 Other construction costs 65000 Total 171,000 Restaurant Equipment and Furniture Costs Description Cost/Unit No of Units Total Costs Floor cabinets 250 6 1500 Wall Cabinets 200 6 1200 Food Preparation Countertop 2000 1 2000 Ventilation Equipment with fire suppression 10000 1 10000 Air conditioning 5000 1 5000 Refrigerators 10000 2 20000 Fryer 1500 2 3000 Grill 2500 2 5000 Oven 4500 2 9000 Office Furniture - - 2000 Computer 1000 1 1000 Point of Sale system 2000 1 2000 Background Music System 1400 1 1400 Round Tables 200 8 1600 Seats 150 34 5100 Booth seats 400 8 3200 Rectangular booth tables 250 4 1000 Signage 10000 1 10000 Other equipment and furniture 35000 Total 120000 Management of Resources The client will have the task of organising funds and sponsorship before the start of the project. The project team will only focus on project scheduling, implementation, and closure. The project management team will need the approval of the client before spending money. The general contractor will have more freedom when it comes to management of resources as they need to make purchases as and when needed to ensure the construction is finished within the limited time. The other project stakeholders will not need to spend money. The project consultants will work the equivalent of five full working days across the project timeline. When it comes to the time allocate for each week, the consultants will work according to the size of the task. For example, negotiating the rent will need more work than monitoring a single step in construction. The general contractor will provide the tools and equipment needed for the construction phase. References Earning Power: Project Management Salary Survey, Ninth Edition, 2015, Project Management Institute, viewed 09 October 2016 Hourly Rate for Certification: Project Management Professionals, 2016, PayScale, viewed 9 October 2016 Read More