Principles of Project Management Assessment 1 Answer

Background of the Project

The project involves the opening of a new restaurant in a competitive area of the city of A Coruña, Spain. The restaurant, El Charrua, is a family-owned business developed with the vision of offering a unique dining experience to its customers (Gregg et al., 2023). The restaurant's concept is based on providing high-quality meat dishes cooked on an open fire in a cozy and rustic atmosphere. The founders' goal was to create a distinctive and memorable experience for their clients and to establish themselves as one of the top local restaurants in the area. The project was initiated after extensive market research and analysis, revealing a market gap for a high-quality meat restaurant (Luiselli et al., 2023). The founders decided to capitalize on this opportunity and develop a business model that would satisfy the demand for quality meat dishes in a unique setting. The initial planning and development of the project involved extensive market research, financial analysis, and careful consideration of the restaurant's design and concept. The project's success relied heavily on the founders' ability to create a unique brand identity for El Charrua.

It involved developing a distinctive logo, creating a unique dining experience, and establishing a loyal customer base (Pais et al., 2022). The project's scope included designing the restaurant's interior, developing the menu, hiring staff, and marketing the restaurant to potential customers. The project's stakeholders included the restaurant's founders, employees, customers, investors, and the local community. The founders were vested in the project's success, as their reputation and financial investment were on the line. MacDonald et al., 2022 said that employees were essential to the project's success, as they were responsible for delivering a high-quality dining experience to customers. Customers were the lifeblood of the business, and their satisfaction was critical to the restaurant's success. Investors provided the financial resources necessary to launch the project and had a stake in the restaurant's long-term profitability. The local community was also important, as the restaurant's success would positively impact the area's economy. 

Reasons for the Project

The project proposed for this case study aims to improve the overall performance of El Charrua restaurant, explicitly focusing on enhancing the customer experience and increasing the business's profitability (Pieterse et al., 2022). The project aims to achieve this by proposing and implementing strategic initiatives in marketing, menu design, customer service, and operational efficiency. The project aims to position El Charrua as a top restaurant in A Coruña, with a strong brand reputation and a loyal customer base. Project stakeholders the stakeholders for this project include the founders of El Charrua restaurant, the employees, the customers, the suppliers, and the local community (Shults et al., 2022). The restaurant's founders are the primary stakeholders and will be responsible for providing the necessary resources and support to ensure the project's success. The restaurant's employees will also be crucial in implementing the proposed initiatives and ensuring their effectiveness. The customers of El Charrua restaurant will benefit from the improved customer experience and the enhanced quality of food and service. The suppliers of the restaurant will also benefit from the increased demand and improved profitability of the business. Finally, the local community will benefit from the creation of job opportunities and the overall economic growth generated by the success of El Charrua restaurant.

Project Scope 

The scope of this project includes developing and implementing strategic initiatives in areas such as marketing, menu design, customer service, and operational efficiency. The project will involve

• Conducting market research to identify the needs and preferences of customers,
• Analyzing the competition, and
• Developing a marketing plan to promote the restaurant.

The project will also focus on redesigning the menu to offer a broader range of options and improving the quality of food and service (Tammeleht & Löfström, 2022). The project will also involve training the employees to enhance their customer service skills and implementing operational improvements to increase efficiency and reduce costs. Project timeline The project will be divided into several phases, each with specific timelines and deliverables. According to Acharya et al., 2023 the first phase will involve conducting market research and developing a marketing plan, which will take approximately four weeks to complete. The second phase will focus on menu redesign and staff training, which will take approximately six weeks to complete (Wu et al., 2023). The third phase will involve implementing operational improvements, which will take approximately eight weeks to complete. Finally, the fourth phase will focus on monitoring and evaluating the effectiveness of the proposed initiatives, which will be an ongoing process. 

This project charter is about the establishment of a new restaurant. The WBS (Work Breakdown Structure) comprises five phases: project initiation, planning, Execution, monitoring and Control, and closure. Project Initiation is the first phase (Galster et al., 2022). It involves defining the project scope and objectives, identifying the stakeholders and their roles, and creating the project charter. The project manager will create a document that details the project's scope, goals, and constraints. The project charter identifies stakeholders, their roles, responsibilities, and expectations (Gregg et al., 2023). The second phase of the WBS, the Planning stage, is when the project team creates a detailed project management plan. They also identify risks and risk reduction techniques and specify milestones and deliverables. The project manager develops the schedule for the project, decides on the budget, and allocates resources. The project manager will create a project plan in this phase that will outline how the project will progress, how risks will be identified and managed, and how the team will communicate with the stakeholders. In the third phase, called

Execution by some, the project team will begin activities related to implementing project plans. The team will determine the location and layout of the restaurant hire and train the staff, and purchase and source equipment and supplies (Luiselli et al., 2023). They will also establish vendor relationships. During this phase, the project manager must ensure all activities are completed within budget and scope. Monitoring and Control is the fourth phase. It controls project activities and manages the budget, scope, and schedule changes. The project manager manages budgets and schedules and monitors the performance (MacDonald et al., 2022). During this phase, the manager is responsible for quality assurance and Control, managing risks and issues, and communicating with stakeholders. The closure is the final phase and fifth of the project. It is when the project's deliverables are complete and project evaluations and lessons are learned. According to the project charter, the project manager will close and transfer ownership of the project to the stakeholders. It is essential to have a closure phase because it allows stakeholders to gain insight into project results and experience.

Project Objectives

Based on the case study of El Charrua restaurant, the project objectives could be identified as follows:

• The team could conduct a feasibility study to expand operations to identify potential locations and secure financing for the new restaurant.
• To implement a training program, the team could develop training materials, schedule training sessions, and track staff progress.
• To increase profitability, the team could analyze sales data, adjust menu pricing, or reduce food waste.
• The team could create a website and social media accounts to enhance online presence, regularly post content, and monitor customer feedback.
• To implement a loyalty program, the team could collaborate with a loyalty program provider and launch a program that rewards customers with exclusive offers and discounts.

Proposed Project Management Approach or Methodology/methodologies

Based on the case study provided, the proposed project management approach or methodology for managing the restaurant business of El Charrua should be based on the principles of agile project management (MacDonald et al., 2022). This approach is ideal for managing complex projects in dynamic environments, such as the restaurant industry, where changes can occur rapidly, and new challenges can arise unexpectedly. The agile project management approach involves breaking the project into smaller, more manageable tasks or sprints. The project manager can then prioritize these tasks and allocate resources accordingly. This approach facilitates collaboration and communication among team members, allowing for quick decision-making and problem-solving (Pais et al., 2022). Furthermore, the project manager should adopt a customer-centric approach, focusing on delivering customer value. This approach involves continuous improvement and customer feedback, which helps adapt the project to meet customer needs and preferences. Another essential aspect of the project management approach is risk management. The restaurant industry is highly competitive, and risks such as food safety, financial management, and regulatory compliance can significantly impact the project's success.

Constraints, Limitations, and Risks

Constraints, limitations, and risks faced by El Charrua and its founders will also be analyzed, focusing on the strategic actions taken to overcome those (Pieterse et al., 2022). It will allow us to examine the feasibility of the restaurant's proposed business model and identify potential improvement opportunities. The project manager will use this case study to develop a comprehensive Project Charter by defining the project's scope, objectives, stakeholders, timelines, budget, and risks. The Project Charter will serve as the foundation for the project plan and will guide the project team to achieve the project's goals successfully. In order to develop the Project Charter, the project manager will need to analyze the case study in detail, identify potential risks, and develop a risk management plan to mitigate any potential issues. Shults et al., 2022 said that the project manager must also consider the stakeholders involved and ensure their needs and expectations are considered throughout the project lifecycle. Clear examples will be used to explain the challenges faced by El Charrua, the decisions made by the business partners, and the potential opportunities for improvement. The academic tone will be maintained throughout the Project Charter to ensure a professional and informative document is produced.

Leadership Structure

As the project manager, I will work alongside a team of senior aides who will each play an essential role in delivering the project successfully (Galster et al., 2022). These aides will assist decision-making and support project activities through their specific roles. The four senior aides I will work alongside are the Assistant Project Manager, the Project Coordinator, the Technical Advisor, and the Financial Advisor.

1. The Assistant Project Manager will assist with project management responsibilities, ensuring that critical deadlines are reached and assisting me in managing project tasks (Gregg et al., 2023). The Assistant Project Manager will also liaise between project teams and stakeholders and facilitate communication to ensure collaborative and timely decision-making.
2. The Project Coordinator will ensure that all project activities are coordinated effectively and that key stakeholders are informed of progress (Luiselli et al., 2023). The Project Coordinator will manage project schedules, coordinate meetings, and communicate with external parties.
3. The Technical Advisor for the project will have an in-depth knowledge of the technical aspects of the project. They will provide technical guidance on the project activities, focusing on compliance and adherence to regulatory requirements (MacDonald et al., 2022). They will solve technical problems and ensure project decisions align with best practices and policies.
4. The Financial Advisor will be responsible for overseeing the financial aspects of the project. They will track funding sources, plan project finances, and ensure financial and regulatory guidelines make expenses (Pais et al., 2022). They will also guarantee that the project stays within the allocated spending limit.

Each of these roles is embedded in the project's leadership structure to ensure that clear lines of communication exist and that there is connectedness among all involved stakeholders. Supporting the frontline will be vital to ensuring the successful delivery of this project.

Project Risks and their Mitigation

As a project manager, it is essential to identify and mitigate potential risks that could affect the project's success (Pieterse et al., 2022). Here are some risks that could be associated with our project and the strategies we can use to minimize them:

1. Financial risk: One of the most significant risks for this project is the possibility of exceeding the budget allocated. To mitigate this risk, we will closely monitor the project budget and ensure we stay within the allocated amount (Shults et al., 2022). We will also explore cost-saving measures such as using open-source software and limiting unnecessary expenses.
2. Technical risk: This project involves developing a new software application. There is a risk that the technology we use may not work as expected or may face technical challenges that could impact the project timeline (Tammeleht & Löfström, 2022). To mitigate this risk, we will thoroughly test the technology before using it and have a backup plan in case of technical difficulties.
3. Resource risk: Our small project team comprises highly skilled professionals. There is a risk that if any team member is unavailable, it could delay the project timeline (Wu et al., 2023). To mitigate this risk, we will have a contingency plan and ensure that team members have cross-functional knowledge and can cover for each other if needed.
4. Stakeholder risk: This project involves multiple stakeholders with differing needs and expectations (Acharya et al., 2023). There is a risk that requirements may change, causing delays or project scope creep. To mitigate this risk, we will have a robust stakeholder engagement plan with clearly defined roles, responsibilities, and communication channels.
5. Schedule risk: Finally, there is a risk that unforeseen situations may cause delays in the project timeline (Galster et al., 2022). To mitigate this risk, we will use various project tracking and management tools to monitor timelines regularly, have buffer times in our schedule, and keep all stakeholders informed of any schedule changes

Figure 1 (Pais et al., 2022)

Project Stakeholders and Interact

The success of any project depends mainly on the involvement and support of stakeholders (Gregg et al., 2023). Stakeholders are individuals or groups with a vested interest in the project, either by being directly affected by it or having an interest in its outcome. As a project manager, it is crucial to identify and interact with these stakeholders throughout the project lifecycle to ensure their needs and concerns are being addressed. There are a variety of stakeholders involved in any project. Luiselli et al., 2023 said that these can include sponsors who provide the funding for the project, customers who will benefit from the project's result, subject matter experts with expertise in the project's field, and end-users who will use the project's end product. It is crucial to determine the level of involvement each stakeholder requires and prioritize attention accordingly.

To effectively manage stakeholders, communication is critical. Communication should be frequent, clear, and concise to ensure all stakeholders understand the project's status, challenges, and achievements (MacDonald et al., 2022). One way to accomplish this is by holding regular team meetings and status updates, which offer a platform for dialogue and can help maintain stakeholder trust and confidence. Equally important is the ability to anticipate and react to stakeholder needs and concerns. Listening is critical, enabling stakeholders to share their thoughts and ideas, which can inform project decision-making. Pais et al., 2022 discuss that when stakeholders' concerns are met, they can become detractors of project progress and quickly derail a project. Relationships with stakeholders should be carefully managed and appropriately prioritized by the needs of other key stakeholders, such as the project sponsor or team leads.

The Vision of the Project and the Type of Project team Culture

The vision of the project and the type of project team culture wish to promote in the team should be reflected in the Project Charter (Pieterse et al., 2022). The project charter should be developed in consultation with key stakeholders, including the project sponsor, project team members, and other relevant parties. The Project Charter should include the following key elements:

1. Project Objectives: The Project Charter should clearly state the project objectives, including the desired outcomes and objectives the team aims to achieve (Shults et al., 2022). These objectives should be specific, measurable, achievable, relevant, and time-bound (SMART). The objectives should be aligned with the broader goals and vision of the organization and should be agreed upon by all stakeholders.
2. Project Scope: The scope should outline the project's boundaries, including what is and is not included in the project (Tammeleht & Löfström, 2022). All stakeholders should agree to ensure that everyone clearly understands the project's scope and what to expect.
3. Project Deliverables: The project deliverables should be clearly stated in the Project Charter, as these will form the basis of what the project team will create during the project. Deliverables should be SMART, measurable, and aligned with the project's objectives.
4. Project Timeline: The Project Charter should include a project timeline that outlines the key milestones and deadlines for the project (Wu et al., 2023). All stakeholders should agree upon this timeline, which should be realistic and achievable.
5. Project Budget: The Project Charter should include a budget for the project, outlining the estimated costs associated with the project. This budget should be aligned with the project scope and objectives and should be agreed upon by all stakeholders.
6. Project Risks: The Project Charter should identify potential risks and challenges associated with the project, along with a plan for how the team will mitigate these risks (Acharya et al., 2023). It will help ensure the project is delivered on time, within budget, and with the desired quality.

Figure 2 (Luiselli et al., 2023)

Conclusion

In conclusion, developing a clear and comprehensive Project Charter is essential for any project leader (Galster et al., 2022). By effectively communicating the project's goals, roles, and context through the Charter, the project team is given the groundwork and motivation necessary for the most successful execution of the project. In doing so, project leaders can rest assured that their teams are starting on the right foot and working together in unison toward achieving the project's desired outcome (Gregg et al., 2023). Through the diligent application of verbal and written communication, along with a range of applied leadership techniques, project leaders can realize genuinely remarkable results and move towards establishing themselves as exceptional project leaders in their field. It takes a team effort to build a beautiful project, and it all starts by ticking off the Project's Charter.

References

Acharya, S., Preda, M. B., Papatheodorou, I., Palioura, D., Giardoglou, P., Tsata, V., ... & CA17129, E. C. C. A. (2023). The science behind soft skills: Do’s and Don’ts for early career researchers and beyond. A review paper from the EU-CardioRNA COST Action CA17129. Open Research Europe, 3(55), 55. https://open-research-europe.ec.europa.eu/articles/3-55

Galster, M., Mitrovic, A., Malinen, S., & Holland, J. (2022, September). What soft skills does the software industry* really* want? an exploratory study of software positions in new zealand. In Proceedings of the 16th ACM/IEEE International Symposium on Empirical Software Engineering and Measurement (pp. 272-282). https://dl.acm.org/doi/abs/10.1145/3544902.3546247

Gregg, C., Valdez, M., Stollak, I., Martin, S., Story, W. T., & Perry, H. B. (2023). Reducing inequities in maternal and child health in rural Guatemala through the CBIO+ approach of Curamericas: 7. The empowering effect of Care Groups. International journal for equity in health, 21(Suppl 2), 199. https://link.springer.com/article/10.1186/s12939-022-01759-5

Luiselli, J. K., Bird, F., Maguire, H., & Gardner, R. M. (2023). Conducting and disseminating research. In Applied Behavior Analysis Advanced Guidebook (pp. 437-460). Academic Press. https://www.sciencedirect.com/science/article/pii/B9780323995948000179

MacDonald, L., Thomas, E., Javernick-Will, A., Austin-Breneman, J., Aranda, I., Salvinelli, C., ... & Linden, K. (2022). Aligning learning objectives and approaches in global engineering graduate programs: Review and recommendations by an interdisciplinary working group. Development Engineering, 100095. https://www.sciencedirect.com/science/article/pii/S2352728522000045

Pais, S. C., Dias, T. S., & Benício, D. (2022). Connecting Higher Education to the Labour Market: The Experience of Service Learning in a Portuguese University. Education Sciences, 12(4), 259. https://www.mdpi.com/1573818

Pieterse, B., Agyekum, K., Manu, P., Mohandes, S. R., Cheung, C., & Yunusa-Kaltungo, A. (2022). Examining critical project management skills for successful delivery of major maintenance projects: Insights from the United Kingdom energy sector. Engineering, Construction and Architectural Management, (ahead-of-print).

Shults, S. G., Reichard, R. J., Diaz, J. B., Pitichat, T., & Kea-Edwards, A. (2022). Pursuing your leader development: Lessons from 101 executives. Organizational Dynamics, 51(3), 100894. https://www.sciencedirect.com/science/article/pii/S0090261622000018

Tammeleht, A., & Löfström, E. (2022). Facilitating development of research ethics and integrity leadership competencies. International journal for educational integrity, 18(1), 1-23. https://edintegrity.biomedcentral.com/articles/10.1007/s40979-022-00102-3

Wu, R. M., Wang, Y., Shafiabady, N., Zhang, H., Yan, W., Gou, J., ... & Wang, Y. (2023). Using multi-focus group method as an effective tool for eliciting business system requirements: Verified by a case study. Plos one, 18(3), e0281603. https://journals.plos.org/plosone/article?id=10.1371/journal.pone.0281603

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