Organizing a Barbeque
For this assessment you are required to answer all of the questions. You are permitted to research the answers by reading your text book, theory notes and accessing the internet. If more room is needed label each task with the question number and use headings or dot points to make your work clear for your trainer and assessor.
Question 1 – Questions:
Research the following TERMS and PHRASES these are linked with your assessment. Attach your definition or explanation to each point. Please remember to Reference.
In your own words, explain the following:
- Project Scope
Project scope is defined as a part of a project planning which helps in determining as well as documenting a list of particular project deliverables, goals, costs, tasks and deadlines (Burke, 2013). The scope of the project is defined with the help of the deliverables and requirements.
- Project Stakeholder
An individual or group who may be affected or can be perceived by an activity, decision or outcome of a project is known as project stakeholders. Project stakeholders are those individuals who get affected by the outcome or by the execution of the project.
- Project Deliverables
Project deliverables are defined as a tangible or intangible service, which is produced due to the outcome of the project and is intended to be provided to a customer (Schwalbe, 2015). A deliverable of the project can be a document, a report, a software product or any other building block of the project.
- Project Outcomes
Project outcome can be defined as results, which are generally achieved after implementation of the project. Project outcome are generally considered as a mid-term results as they are not achieved immediately after the completion of the project.
- Project Exclusions
Project exclusions are defined as things that are present outside the boundary of the project (Heagney, 2016). It helps in explicitly explaining which is not stated or included in the project.
- Project Constraints
Project constraints can be defined as any restriction in the project management, which helps in defining the limitations of the project. The most important project constraints are cost of the project, schedule of the project and scope of the project.
- Project Parameters
Different type of characteristics as well as features that helps in defining the aspect of the project is known as project parameters (Mir &Pinnington, 2014).The parameters of the project can be defined in both the quantitative as well as qualitative terms. The main four parameters of the project include time, cost, quantity as well as quantity.
- Project Resources
In project management, resources are needed to carry out some of the project related tasks. The resources that are required for completing the project can be people, equipment, funding as well as equipment. Resources play a significant role in completing the project and therefore proper resource scheduling; availability as well as optimization are regarded as the successful key in context with project management.
- Project Risk management
Project risk management is defined as one of the relatively undeveloped discipline, which is distinct from the risk management and is used by financial, operational as well as underwriters risk management (Martinelli, & Milosevic, 2016).
- Chairperson
Designing an Action Plan
Chairperson is one of the highest officers of an organized group such as committee or a deliberatively assembly. He is the person who presides over committee, meeting as well as board.
- Agenda
Agenda is defined as the ordered sequence of items, which are discussed in a formal meeting. The main objective of agenda is to familiarize various participants with various issues as well as topics (Burke, 2013). Agenda also helps in indicating the outcome that is expected by the participants.
- Meeting Papers
Meeting papers are defined as documents that are generally needed in order to conduct a meeting. Some of the specific papers like the agenda as well as the minutes of meetings are required during formal meeting.
- Minutes of the meeting
Minutes of the meetings are defined as one of the written document or record that is generally utilized for informing both the attendees as well as non- attendees about the discussion of a meeting (Schwalbe, 2015). The minutes of meetings are generally recorded during the meeting so that the participants have the knowledge about the discussions in the meeting.
QUESTION 2
Explain how the following Acts are relevant to organising and managing a meeting in the workplac
- Anti-discrimination Act 1977
The Anti-Discrimination Act 1977 refers to discrimination in employment, in delivery of various goods and services, in public education system and in other services, which are related with banking as well as property (Glasgow, 2015). The act helps in prohibiting racial as well as sexual discrimination in some of the circumstances for promoting equality of opportunity. The act helps in managing as well as organizing meetings in the workplace by providing proper as well as equal opportunity to all the employees of the organization.
- Privacy Act 1988
The Privacy Act 1988 is one of the Australian laws that deal with privacy. Section 14 of the act helps in stipulating a various umber of privacy rights. The Act was applied to Australian Capital Territory agencies for contracting to various governments as well as organizations (Lindsay et al., 2014).This principle helps in governing the procedure of personal information, which is collected, with the help of government agencies. The act helps in managing as well as organizing meeting by providing equal facility to all the employees of the organization.
QUESTION 3
Explain the following two Acts
- Work Health and Safety Act 2011 relating to health and safety in the workplace
The work health and safety Act 2011 helps in providing a framework for protecting the health, safety as well as welfare of all the workers of an organization. The act also helps in protecting the health as well as safety of all the people who might get affected by the work. All workers off an organization are protected by the Work Health and Safety Act including employees, contractors, outworkers, volunteers, work-experienced students, subcontractors, trainees as well as employers (Basner et al., 2014). The act helps in providing protection to the public so that their safeties as well as risk are not endangered. The WHS Act helps in setting out the requirements including incident notification, issue resolution, offences as well as penalties, proper consultation with the workers and inspector functions and powers.
- Competition and Consumer Act 2010 relating to contracts might be relevant to managing a project in the workplace.
Project Management Definitions
The Competition and Consumer Act 2010 is one of the acts of Australian parliament, which demonstrates the legislative vehicle for Australian competition law that seeks for promoting competition, fair-trading as well as providing proper as well as effective protection for consumers. The act was generally administered by the Australian Competition as well as Consumer commission and helps in providing some rights for private action (Whish & Bailey, 2015).The Act is one of the national law that helps in governing the procedure that are followed by the Australian companies for dealing with various competitors, suppliers as well as customers. The law is mainly designed for enabling all the business for competing on their merits in a open as well as fair market
You have decided to organise a barbeque at a nearby park that has both gas and wood-fired barbeques. There is usually a supply of dry wood there. There are several fixed tables with seats, in the open. There is a small covered gazebo in the park. You will need to set the date, decide on the number of guests, menu and catering arrangements (BYO or other). You have enlisted several of your friends to assist in the planning and organising of your barbeque.
Design an action plan(to do list) with regards to the above Case Study remember to clearly document each step of the action plan to include date, times and include who will be completing the task, when the task has to be completed by. Present the action plan in a table format with actions, responsibilities, dates/ times and resources.
Actions |
Responsibilities |
Date |
Time |
Resources |
Deciding Menu Items |
Katrine |
16th Feb 2017 |
10 am |
The resources that are needed for deciding the menu items include team members as well as stationary. |
Checklist of the required equipments |
Bella |
6th March 2017 |
11 am |
The resources that are needed in the barbeque include utensils, water filter and tissue. |
Guest List |
Joey |
11th March 2017 |
5 am |
It includes all the relevant guests for making sure that they arrive on time. |
Shopping list |
John |
16th March 2017 |
12 am |
Materials or things required in the barbeque for morning. |
Time Planner |
Nick |
31st March 2017 |
10.30 am |
It mainly needs proper paper documents. |
As part of any project, you have to make allowances for any events that may threaten the project. Contingency plans should identify core issues of threat, the impact and cost involved and a solution to achieve a similar outcome to the initial project. You have to decide on two issues that can affect your project
For example: on the day of the barbeque, it is raining
Issue |
Impact |
Cost |
Contingency/Solution |
Rain |
Ø Faces problem in coking food items Ø Customers will face problem due to rain Ø Sales of the barbeque decreases which further decrease the income. |
$10,000 |
Ø The area of the park must be kept covered. Ø Proper planning must be made where a tarpaulin must be tied in order to provide some shelter. Ø Plenty of ventilation must be present |
Storm |
Ø The infrastructure of the barbeque gets affected due to strong wind. Ø The cooks of the barbeque will face problems in cooking Ø The productivity of the barbeque decreases as less number of customers will visit the barbeque on a stormy day. |
$20,000 |
Ø Need of a charcoal lit Ø A starter chimney is very much helpful. Ø Removing the barbeque to a spot that is out of the storm Ø Measuring temperature of the barbeque during windy day |
MKA Education has decided to venture into the restaurant industry. As an international education provider the restaurant is targeted at international students from all countries. You are the Hospitality Faculty Co-ordinator and have been given the role of Project Manager for this task. Once complete the restaurant will be staffed by the hospitality students and provide an avenue for them to complete the practical components of their course. Your task is to design a restaurant for this purpose. They have found a suitable location in Southport on Scarborough Street at ground level. The space is 20m x 20m in size and is empty. You will need to fit out this space including:
- Kitchen area with industrial fridge, freezer, oven and stove
- Bar area with coffee machine and drinks fridge
- Dishwasher area with industrial dishwashing machine
- Front counter with storage and cash register
- Tables and chairs
- Plates, cups, cutlery, glassware and table linen
The Project Plan
Description of the project: MKA Education is one of the international education providers. The organization has decided to venture into restaurant industry and therefore it has targeted all the international students from all the countries. The restaurant will be staffed by the students of hospitality for completing their practical course. The project managers have found a suitable location in Southport on Scarborough Street.
Acts Relevant to Organizing and Managing a Meeting in the Workplace
Purpose of the project: The main purpose of the project is to build a restaurant for the hospitality students of MKA education so that the students can complete their practical course in the restaurant. The restaurant must be fitted out the space including kitchen area, bar area, dishwasher area and front counters.
Objective of the project
- To venture MKA education into restaurant industry for targeting international students from all over the country
- To make the restaurant used by the hospitality students of MKA education for completing their practical course
- To complete the project within the estimated time and budget
Deliverables of the project: The deliverables of the project plays an important role for creating the infrastructure of the restaurant fruitful as well as effective according to the needs of the project. The different deliverables of the project are set according to the various scheduling aspect as well as development activities of the project. The deliverables of the project are document of meeting agenda, Gantt chart, risk register and WBS. The deliverable of the project will be helpful in implementing the project successfully within the estimated time and budget so that the student of MKA education can use the restaurant for completing their practical course
- Stakeholders
The internal stakeholders who play an important role in implementing the project include:
- Project team members
- Administration staff
- Management
- Project Manager
The external stakeholders who play an important role in implementing the project include:
- Raw Material Supplier
- Customers
- Government agencies
- Suppliers
- Community
- Roles and responsibilities
- The role of the project manager in terms of:
Roles of Project Manager |
Responsibilities of Project Manager |
Planning and Researching |
The project manager plan the project after analyzing the various requirements of the project Proper planning is created after proper budget calculation is done effectively |
Legislative Requirements |
The project managers must be aware of the fact the project development does not harm the environment. |
Consultation with Stakeholders |
The project mangers consult with the stakeholders of the organization in order to avoid problems or risks during its development. Proper consultation with the stakeholders helps in developing the project successfully. |
Development of Project Plan |
The project plan is developed by the project plan after proper analysis has been done on the requirement of resources as well as budget. Proper development of the project helps in completing the project within the estimated budget and time. |
Implementing and administering the project |
Project is implemented as well as administered properly after it is tested effectively. The project managers consult with the stakeholders to minimize the risks that are related with the project implementation. |
Finalizing and reviewing project success |
The project manager reviews success if the project is completed properly within the estimated budget as well as time. |
- The project team member roles
Role of project team members |
Responsibilities of project team members |
Allocating tasks to each team member |
The tasks are allocated to each of the team members in order to complete the task within the estimated time and budget. The tasks are allocated as per the capability of the team members. |
- Project resources and availability
Key Resources |
Availability of the resources |
Physical resources like Fridge, oven stove, industrial dishwashing machine, tables chairs, plates, cups glassware etc. |
Purchased |
Human resources like employees, project managers, administrative staff, management, project team members and suppliers |
Hired |
Technical resources like hardware, software, network resource, data storage and technical expert team. |
Allocated from another department/ purchased |
- Timeframe for completion
Starting date of the Project |
Ending date of the Project |
16th Feb 2017 |
4th May 2017 |
- Project SMARTT goals
The three smart goals that help in enabling the success of the project include:
- The project must be completed within 10 weeks in order to achieve success.
- The resources of the project must be managed properly by the project managers in order to achieve success.
- The project managers must consult properly with various stakeholders of the project in order to minimize or avoid risk during project implementation.
- Project management tools
- Action plan in table format listing the major tasks (work breakdown structure) in order, the name of the person responsible for completing the task, an estimate of the number of days the task will be completed and the resources required to complete the task.
Activity |
Actions |
Responsibility |
Timeline |
Resources |
Project Initiation |
Excavate Foundation |
Site grading Contractor |
2 weeks |
Physical resources and contractor |
Form Column pires and spreading foundations |
Carpenter |
3 weeks |
Carpenter, human resources |
|
Carpentry Work |
Installation of exterior sheathing and metal studs |
Drywall Contractor |
5 weeks |
Metal studs, software and hardware material |
Masonry Work |
Plumbing kitchen area, bar area and dishwasher area |
Plumbing Contractor |
7 weeks |
Physical resources, contractor. |
Lay masonry at core |
Masonry Contractor |
3 weeks |
Masons, physical resources |
|
Roofing |
Installation flashing at parapet walls |
Roofing Contractor |
5 weeks |
Bricks, roofing contractors |
Setting rooftop equipment |
HVAC Contractor |
6 weeks |
HVAC, Employees and rooftop equipment |
|
Plumbing |
Plumbing tables and chairs |
Plumbing Contractor |
6 weeks |
Wood, plumber |
Project completion |
Completion of elevator certification |
Project Management |
2 weeks |
Documentation andelectrical materials |
Restaurant inspection |
Project Manager |
3 weeks |
Inspection team, proper documents. |
Gantt chart identifying the major tasks including those tasks that cannot be commenced until a previous task has been completed and those tasks that can be done simultaneously. Also include the milestones of the project that highlight major events for reporting progress.
- Risk management plan (risk assessment matrix in table format)
Project name and description |
|||||||||
Risk Identification |
Risk/Likelihood |
Severity of Impact |
Contingency Action |
||||||
Critical |
High |
Med |
Low |
Critical |
High |
Med |
Low |
||
Restaurant does not open on time |
X |
X |
Action plan must be monitored properly and effective follow up must be taken with meetings as well as communications with the various stakeholders of the project. |
||||||
Cost of the materials increases |
X |
X |
Proper management of the funds as well as costs of the material must be done in order to complete the project within the estimated budget. |
||||||
Improper Management |
X |
X |
Proper consultation as well as meetings must be conducted in order to manage the construction of the project successfully. It also helps in avoiding as well as minimizing risks that are related with the management |
||||||
If project is not completed within the estimated time |
X |
X |
Development of project after each week must be analyzed properly in order to complete the project within the estimated time. If project is not completed within the estimated time then the budget of the project will increase. |
- Project resources and budget
Resources of the Project |
Budget |
Equipment |
$10,000 |
Materials |
$7,000 |
Consumables |
$15,000 |
Employee hours for the project |
$20,000 |
External Services |
$4,000 |
Contractors |
$5,000 |
The Project Team Meeting
To ensure the success of the project you will need to hold project team meetings at various stages throughout the project. As the Project Manager your role would include being the chairperson of these meetings. In order for the meetings to be effective they will need to be organised and managed. Part of this process involves creating specific documentation. Your task is to create the documentation for a hypothetical meeting that could be held at any stage of the project, including planning, administering, monitoring and reviewing, or finalising the project. Templates for the agenda and minutes of themeeting are available on the student drive.
- Notice of meeting EMAIL – Date on Email must be date of submission
- Agenda What Will Be Talked About (TEMPLATE AGENDA BELOW)
AGENDA OF MEETING
TOPIC: Project development review |
DATE: 16th Feb 2017 |
VENUE: 4/17,Melbourne, conference room 6 |
|
CHAIRPERSON: Project Manager |
MINUTE TAKER: 45 minutes |
MEETING START: 9.AM |
MEETING FINISH: 9:45 Minutes |
ATTENDANCE: 25 |
APOLOGIES: Project Manager |
By |
Agenda Item |
Timing |
Financial Report |
Total cost that was spent in completing the project till its development. Meeting paper Information: As per the financial reports total budget spent on the project was $40,000. |
20 Minutes |
Chairperson Report |
Total budget allocated for the materials Meeting paper information: As per the chairperson report it was $10,000 |
10 minutes |
Research Report |
To analyze whether the design the design of the product is successful Meeting paper information: As per the brochures the design was completed successfully within the estimated budget as well as time. |
10 minutes |
Draft Documents |
Price spent on infrastructure designing Meetings of Information: as per the draft documents the price that was spent on design was $15,000 |
15 Minutes |
Minutes of the meeting (final draft – typed) Record Of What Was Discussed
MINUTES OF MEETING |
||
TOPIC: Proper management of resources |
DATE: 17th Feb 2017 VENUE:4/17,Melbourne, conference room 6 |
|
CHAIRPERSON: Project Manager |
MINUTE TAKER:45 minutes |
|
MEETING OPENED: 9.AM |
MEETING CLOSED:9:45 Minutes |
|
ATTENDANCE: 25 |
||
APOLOGIES: Project Manager |
||
INITIALS OF PERSON RAISED BY |
NOTES OF DISCUSSION |
ACTION |
Financial Manager |
The cost of the resources are increasing due to high demand of the materials |
Ø The resources must be utilized properly Ø The resources must be purchased from other supplier. |
Project Manager |
The resources are not utilized properly due to improper knowledge among the stakeholders |
Ø The employees of the project must be trained properly. Ø Proper knowledge must be provided to the labors so that they can utilize the resources properly. |
Quality Analyzer |
Low qualities of materials or resources are used in order to save money. |
Ø The quality of materials must be analyzed properly before it is used Ø High quality of material must be provided for construction purpose |
The Project Report
Type a report answering each of the following areas in a minimum of one paragraph of 3-4 sentences for each. Your report must relate to The Project Plan you created.
- Consulting and finalising project plan
It is very much important for the project manager to consult with the team members because the team member helps in providing proper information about the development of the project. The project managers can gain knowledge about the risks that are associated with the project and their mitigation plans. Proper as well as effective consultation leads to complete the project successfully within the estimated time and date.
If the project managers will face any problem related with the development of the project then it is quite important to consult with the team members because their suggestions might be helpful in resolving the issue.
- Clarifying project team responsibilities
It is very much important that the project team members must be clear about their responsibilities as well as project requirements. The project managers must assign responsibilities to the various employees according to their capability. The requirements of the project must be discussed with the team members and a team leader is present in every team who guides the members of the team in understanding the project needs as well as their responsibility.
If each employee is aware of the project requirements as well as its work then the procedure of development of the project will be easier and the project will be completed successfully within the estimated budget as well as time.
- Supporting the project team
The project manager must provide the following support to the project team member in order to ensure proper project outcomes:
- Proper training facility must be provided to the project team members
- Requirement of the project must be clarified to each of the member of the team
- Weekly meetings must be arranged for minimizing the challenges of the team members
- A leader is present in every team for providing proper guidance.
- Project record keeping systems
An ERP system must be developed in order to utilize the required record keeping system throughout the project including time logs, quotations, purchase and many more. ERP system helps in storing the information properly in the database and this type of record keeping system not only minimizes errors but also increases efficiency of work.
- Managing project finances and resources
The budget that is spent in the project development as well as design must be analyzed properly in order to keep proper record of the budget expenses as well as for managing the resources of the project efficiently. The financial report must be created in the form of documentation by the financial manager and it must be presented on a weekly basis to the project manager so that the project manager can analyze the expenses of the project properly.
The project manager must ask proper documentation from the human resource manager about the usage of human resource for ensuring that the project is kept within the estimated budget. Proper documentation by the human resource manager helps the project manager to track the expense of human resource team properly.
- Reporting on project deliverables
It is very much important to report to the project manager about the various deliverable of the project and the reporting is done on a weekly basis. The employees of the project must provide proper documentation about the progress of the project, materials used in the development process, time spent and many more. It helps the project managers to analyze the proper requirement of the project successfully.
- Managing the project meeting
Proper consultation with the members of the organization must be made in order to ensure the style as well as structure of the meeting. Style as well as structure of meeting must be changed according to the needs as well as situations so that the meetings will be helpful in providing a positive outcome.
The legal as well as ethical requirements of the organization must be tracked on a monthly basis for meeting all the legal aspects of the organization with the help of the meeting. Proper analysis helps in ensuring that the meetings are helpful in meeting all the legal as well as ethical requirement of the organization.
The meetings must be conducted on a weekly or monthly basis for ensuring that it was focused, time efficient as well as has achieved outcomes. A weekly basis meeting not only provides information about the progress of the project but also helps in minimizing the risks which are associated with the project. Thus proper risk mitigation helps in enhancing the outcomes of the project much more.
The meeting papers are dispatched to various meeting participants on a weekly basis so that they can get knowledge about the progress of the project. Meeting papers also helps in providing information about the various topics, which are discussed in the meeting, various risks associated with the project, and proper as well as effective actions for resolving those risks.
The leaders of the team must keep all the responsibility to ensure that the members of the team participated in every discussion, problem solving as resolving issues. Keeping proper as well as effective track also led the members of the team to participate.
The minute taker of the meetings must be recorded for 1 hours or 60 minutes. The topics of the meetings must be specified as well as significant. Topics, which are unrelated with the project, will not be discussed during the meeting hours. This helps in managing the time of the meeting effectively.
It is very much important to check the transcribed notes of the meetings for ensuring that they helps in reflecting accurate record of the meetings because fake record can be harmful for the development of the project. Improper information can cause number of risks including project development obstruction. Therefore, they must be checked properly.
- Project finalization
The financial manager must be provided the responsibility to match the estimated budget as well as the expenses used for completing the project successfully. This helps in reflecting proper financial status of the project accurately.
The project team members must be assigned to new roles by reassigning their previous role by using the following method:
- Proper meeting must be conducted for clarifying the new roles as well as responsibilities of the team members
- Inexperienced members of the team must be trained properly so that they can manage the new role as well as responsibility properly.
The things that are difficult include:
- Managing the resources effectively
- Project finalization
- Proper management of time
The things that are easy include:
- Clarifying project team responsibilities
- Managing Project record keeping systems
- Supporting the project team
Three things that can be done differently next time include:
- Managing the project meeting
- Consultation with the team members
- Managing project resources
Questionnaire for the project team include:
- What are problems that are faced during the development of the project?
- How the resources should be managed for their proper utilization?
- How the risks associated with the project can be minimized?
- What risks that are faced due to the use of low quality of material?
- What are factors that are responsible for the success of the project?
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