Project Management For Poplook’s Expansion Plan In Malaysia

Background: Poplook’s Expansion Plan

The project management refers to the systematic plan implemented for the growth and development of the business (Burke, 2013; Kerzner and Kerzner, 2017). This enables the corporation to accomplish the long as well as short-term objectives by working in a specific department (Shenhar and Dvir, 2007). This enables the business to increase the overall rate of return through meeting the expectations all related stakeholders. The present report is based on the project plan of Malaysian clothing retailer; Poplook which deals with a variety of clothing products by setting up its online store. In this context, the project plan has been prepared to open a new store of Poplook in the Malaysian busiest road so that customers can directly come into contact of new fashion and accordingly they can get the best product on the basis of their requirement. In this manner, the expansion project has been undertaken to increase the customer volume and profitability of the business. This is because business would provide a chance for customers to get in touch with potential buyers so as to effectively cater their requirement. This would increase the scope of Poplook and accordingly competitive edge of the business would be created.

Owing to this, expansion project has been carried out which involved key stakeholders, project team, customers, shareholders and owner of the business. These major key stakeholders would contribute towards the success of the project by communicating their expectations. For example, customers would be provided more convenience to try out the new clothes so that it becomes easy to place the order for the desired one. Apart from this, the basic need of business management is to increase profitability by increasing the sales turnover. However, the project team is mainly accountable for the completion of the project. This is because the team will decide the major criteria or work to be completed on the basis of expectations of potential buyers. In this manner, it is crucial for a corporation to highlight the specific requirement of consumers and provide them timely services in the right manner (Grant and Pennypacker, 2006). At this juncture, project teams will consistent people or personnel with different expertise who can collectively determine the success of the project. Yet, they are accountable for the same task in the given time and cost. It leads to accomplishing the long as well as short-term objectives of the business (Cooke-Davies and et. al., 2007). Apart from this, the research team of Poplook will solely responsible to gather the specific information about the market and communicate the same to the project team.

The selected project is expansion plan of Poplook which is about to open its new store in Malaysia. This project aims to increase the volume of customers through designing the attractive store. Therefore, the long-term project has been implemented by the management of Poplook to accomplish its organizational objectives and implement the suitable strategy for its expansion in the marketplace. Owing to this, right location will be selected for the project on the basis of the arrival of customers and basic facilities applied in the store. This in turn customers it becomes easy for a corporation to cater the requirement of consumers. It leads to increase the overall rate of return and a sales turnover of the business.  However, Poplook is already offering its variety of products and services to end users with the online channel but its physical store is not there so they want to ensure direct contact with customers with fashion clothing. For this purpose, an attractive store design has been planned with featured with the e-commerce and higher technologies that provide the luxury experience of clients. However, Jugdev and Muller (2005) technological upgradation in the store has become the latest trend otherwise business does not get success. For example, e-commerce featured store would assist online presence of the business as buyers would get a chance to try out the clothes they willing the get through online.

Key Stakeholders and Contributors

By focusing on the technology and increasing demand of buyers, a new automated store will be opened for Poplook. At this juncture, expansion plan would change the scenario of competitiveness of the business. This in turn brand image will be created along with the focus on the specific requirement of the customers. Therefore, automated store in the busiest route of Malaysia is the major expansion project plan.

The statement of work for the expansion of Poplook project has been explained as follows. It consists of detailed information related to the project such as purpose, the scope of the work, location, performance and schedule as well as the special requirement of the project. This assists the project manager in assessing the potential risk and accordingly successfully implement the project plan (Pich, Loch and Meyer, 2002). This in turn project gets completed on time and expectations of all related stakeholders can be met. However, without a statement of work, it might be possible that scope of the project is not defined in a clear manner. This might affect the actual deliverables of the project (Chan, Scott and Chan, 2004). Therefore, the statement of work is crucial in describing the project in a more clear and detailed manner. Hence, the expansion project will be completed by considering the set criteria related to time, cost and requirement of special experts who aid to reduce the gap between actual and expected results.

The work break down structure for the expansion project has been mentioned as follows. This consists of information related to three types of activities wherein the first one reflects the preliminary activities. These enable the project manager to decide the initial plan for the expansion project. On the other hand, the second phase shows the major activities covering the selection of location, resources requirement and team selection along with the allocation of the task among the team (Kappelman, McKeeman and Zhang, 2006). The last phase indicates regarding the potential activities of implementation of the project plan. For this purpose, interior and exterior of the project are designed to the appropriate degree of delegation among project members. Furthermore, the overall performance of the project will be recorded so that performance can be assessed on time. Apart from this, the modification is done in the project on the basis of review so as to execute the project in a successful manner.

Therefore, aforementioned work break down structure is helpful in dividing the tasks into several parts. This is helpful in allocating the task among team members on the basis of their expertise. This tends to reduce the time needed for the allocation of tasks and deciding the overall schedule of the project on the basis of the set timeline. Owing to this, work break down structure is presented whereby project manager make the overall project simple by breaking down the single task into several sub-activities (Turner, 2008). Therefore, it is also helpful in saving the time and cost required for the allocation of tasks through which project team can also ensure better coordination (Santiago and Magallon, 2009). Hence, WBS of the current project also serves as the effective coordinating tool in the team.

Project Team and Management

The project deliverables for the expansion project is the introduction of the new store. This store will be designed in such an attractive manner which grab the attention of buyers and persuade them to make the quick purchase decision. In this context, interior and exterior of store design are the important part through which image of Poplook will be showcased. It is considered as the main deliverables because the company wants to reflect its image by opening a new store in the busiest area of Malaysia. In this context, Kim and De La Garza (2005) asserted that project deliverables reflect the satisfaction of customer by meeting their expectations in the right manner. Yet, it can be intangible or tangible which may be in the form of software or hardware as the core requirement of the project. Owing to this, location selection is also the key deliverable through which long-term success of the project can be determined. At this juncture, location is the important aspect of the project because it adds the attractiveness of store by considering the convenience of buyers (Nancy and Tague, 2005). It is the tangible outcome for the customers on which the store is made. Furthermore, the design, convenience, internal technology and environment are some of the important aspects related to the store of Poplook. This would determine the satisfaction level of buyers and efficiency of the project.

Nonetheless, Huang and et. al., (2007) stated that a project manager always puts efforts to meet the expectations of customers or client by understanding their requirement in the more precise manner. It is also helpful in forming the good relationship with them. By considering the expectations of customers into mind, project manager of expansion project focuses on every single aspect of the project (Besner and Hobbs, 2008). This, in turn, it becomes easy to cater the requirement of customers and offer them quality services on the basis of their requirement.  

The expansion project of Poplook consists of several activities along with the timescale and cost associated with the same. The below-mentioned table is showing that the cost required for the completion of the expansion project is $244500 whereas the time needed for the completion of the same is 497 days. In this manner, the tentative plan for the current project has been provided in the below-mentioned table. This would be helpful for project management to effectively put efforts in reducing the cost and increase the overall benefit associated with the project. In this context, the sub-activities of the project consist of market research, data collection, objectives setting and definition of the scope of the project (Galloway, 2006). At the same time, the decision related to allocation of resources and responsibilities are also the crucial task so that overall project team can effectively manage the related tasks.

According to Shankar, Sireesha and Rao (2010) human resources are an asset for the business who plays an active role in meeting the client requirement. The keen focus of human resources made it possible to deliver the perfect quality of services. However, Dahlgaard and Mi Dahlgaard-Park (2006) expertise, experience or knowledge level of personnel greatly affect the overall work scenario. Owing to this, human resources associated with the project should be selected with the great care so as to ensure that client will be satisfied. By noticing the importance of human resources for the project, project manager of the expansion plan has selected following members-

• Project sponsor-Sponsor is the project owner who understands the requirement of the project and initiates the execution by offering a certain amount of money required for the completion of the overall project.
• Analyst-This team handles the task related to the internal assessment of the project. For this purpose, a team of the project conducts detail analysis of the work to be done and accordingly provide the specific report. This report proves to be effective in focus on specific issues associated with the project.
• Planner-The group of planners consists of experts who handle the task related to initial work and design of the store. This reflects that project map whereby an overall project is completed.
• Evaluator-Under this, project activities or tasks are evaluated in the line of pre-specified criteria. This in assists project manager to identify the potential risk and accordingly make a plan for the resolving or mitigating the same.
• Resources allocator-Under this, project manager handle the task related to the allocation of resources among the team. This determines the success of the business by fulfilling their requirement in an effectual manner. This is because resources are allocated to the team in the right manner so as to complete all the allocated activities effectively.
• Designers-They will be employed to design the interior and exterior of the store so as to increase its attractiveness. This team will work in the direct contact with engineers and interior designers.
• Engineers-Engineers are the pillar of the project who will assists in the completion of the overall project by playing the significant role.
• Suppliers-They will supply the required goods and stock for the completion of the expansion project. For this purpose, the project manager will try to focus on quality local suppliers so as to reduce the lead time and get the quality material used for the completion of the expansion project.

Automated store with higher technologies

According to Demirbag and et. al., (2006) it is likely to occur certain types of risk with the project as they are a long-term project. However, Andersson, Eriksson and Torstensson (2006) mitigation of the risks is important at the time otherwise success of overall project get affected to a great extent. Owing to this, it is the crucial responsibility of project manager to consider the potential risks which might arise in the course of project completion. Since it is the expansion project which tends to be time-consuming and risky as result of changes in the internal or external environment. Owing to this, the focus should be laid on quality, design and timely completion along with the focus on allocated cost. Furterer and Elshennawy (2005) the better plan for the management of risk can be helpful for overall project completion. Yet, Bendell, (2006) risk management plan might increase the cost of the project but it increased certainty. Owing to this, the present expansion plan follows the below-mentioned risk plan-

The aforementioned critical path for the project reflects that activities covered under the critical path are;1+2+3+5+9+10+11+12+13+14+15=417 days. It indicates that project will be completed in relatively less time. This is because critical path method will make it possible for the project team to segregate the tasks into several parts and complete two or three simultaneously by identifying the longest path of the project. In this manner, the time consumed in the project has been saved by 80 days. Therefore, application of critical path method is helpful in reducing the cost and time taken (Gray and et. al., 2008). This, in turn, Poplook can save overall time and accomplish the requirement of business in an effectual manner.

On the basis of above mentioned Gantt chart, it has been found that market research will need total 40 days to get completed and the same procedure will be started in the month of month of May 2018. After the completion of the first step, project management begins with the data collection procedure which takes 25 days. In this manner, the project will be completed in December 2019. The most time-consuming activities for the current project is of designing the interior and exterior which require extensive time. This might delay in the project which requires association of skilled labour. On the other hand, additional activities like market research and execution are most consuming activities of the project (Thomas and Fernández, 2008). Therefore, Gantt chart is reflecting the schedule of the overall project so as the project manager get an overview of the task to be completed. This facilitates in allocating the task on the basis of expertise of personnel.

The quality control of the project is the crucial task which determines the success of the project. However, it required the active attention of project team wherein quality parameters are considered so as reduce the gap between actual and expected results. This leads to determine the success of the business in the marketplace because quality standards are considered for meeting the expectations of clients (Westland, 2006). In this context, the project team will be assessed on the basis of set criteria in the line of giving deadlines. This would be helpful to notice if there exists any kind of loopholes. It aids to provide them enough time to make changes in the plan without incurring additional cost and time.

Statement of Work for the Project

The approaches like Six Sigma and TQM will be applied in the expansion project. For this purpose, the project manager will ensure that focus will be laid on customers, process improvement and planning process. For instance, customer focus is laid wherein project manager of the expansion plan shed light on store design, technological implementation and automation of the store. In this context, full participation of all involved parties will be ensured so that they can work by considering the quality of priority. Aloini, Dulmin and Mininno (2007) asserted that TQM stimulated the process improvement through the continuous improvement of the project’s processes or activities.

Another crucial technique as six sigma will also be implemented wherein project manager will define the scope or objectives related to quality. These objectives are then considered at every stage of project completion so as to measure the actual performance. For example, store design or interior will be analyzed in the line of specific objectives. It facilitates to improve the performance of the project. This is because proper control is established through the effective analysis of the present performance. Fortune and White (2006) stated that the successful application of the project relies on the availability of enough time and its allocation on the specific task. This influences project manager to focus on the respective task in the pre-defined manner through which they can effectively determine the success of the project (Achanga and et. al., 2006).  For this purpose, current project applies both six sigma and total quality management. This facilitates to deliver good quality of services to end users and effectively cater the requirement of client. In this manner, quality assurance has been ensured with the application of effective techniques such as Six Sigma and TQM.  

The project closure is the last step of the project management which should be managed effectively to meet the expectation of all related stakeholders (Fui-Hoon Nah, Lee-Shang Lau and Kuang, 2001). In this context, project management of expansion project needs to ensure that all payment is paid off and employees associated with the project are provided detailed information related to their performance. This would be helpful in bringing improvement in their performance and meeting their expectations in an effectual manner (Stevenson and Hojati, 2007). Also, the team should be adjourned as they do not have any such relationship which was formed during the project completion. It makes them feel free and accomplish their own tasks in the right manner.  However, Anbari, Carayannis and Voetsch (2008) employees are bound until the project gets completed and their performance is evaluated. Owing to this, staff members are obliged to project until the time they have completed all their related work.

According to Dinsmore and Cooke-Davies (2005) the project closure is the last step wherein project manager ensures the project deliverables to customers and provides the documentation related to the same. The documentation serves as the evidence that project has been completed on the basis of requirement and closed at the time. In this context, the expansion plan will be closed through paying off suppliers, engineers and overall project team on the basis initial agreement. However, the post-implementation review will also be carried out whereby the team can be provided lessons (Tony and et. al., 2008).  This would contribute towards improving their performance and offering them guidelines to work in the better manner. At last, the project got approved by the sponsor along with their agreement related to all activities associated with the project. This makes it possible to complete the project procedure in the successful manner (Pinto, 2000). Therefore, project closure report will be prepared wherein roles and responsibilities along with the performance of each member will be mentioned. It enables the project manager to determine the satisfaction of staff members and effectively get the work done by their cooperation in the project.  

Work Breakdown Structure for the Project

Conclusion

The report concludes that project plan enables manager the cater the requirement of clients by offering the desired quality of services, However, deliverables can be tangible or intangible which should be considered by client and project manager so as to effectively plan for the completion of the same procedure. It can also be concluded that statement of work serves as the strong evidence of the project whereby project manager prepares the guideline for the project to be completed. This provides brief overview related to the project through which it becomes easy to implement the project in a successful manner. Furthermore, WBS serves as the effective tool to coordinate with the different parties involved in the project as project manager find it as the basis of divide the task among the team members.

It can also be articulated that critical path method and Gantt chart are the appropriate tools for supporting the project as it helps in making the work more manageable. Furthermore, critical path method is helpful in reducing the time taken for the completion of the project whereas Gant chart helps in making the schedule of the project to effective portray all project activities. In addition to this, TQM and Six Sigma are an effective method for the quality control whereby project can be completed in a successful manner (Mbachu and Nkado, 2007).

On the basis of detailed evaluation of the project, some suggestions can be provided in term of quality, risk control and project management. For this purpose, the project manager should follow the specific criteria for the selection of members so that right people get selected for the particular task (Coronado and Antony, 2002). At the same time, selection criteria should also be strong through which chances of selecting the wrong candidate is reduced to a great extent. On the other hand, on-going training and the timely meeting should the major part of the project so that staff will remain in the control. For example, training will make it possible to get the feedback of staff and work on the same at the time. This would also be helpful in improving the project quality.

The free flow of communication should be maintained along with the application of suitable communication mode. For this purpose, e-mail, notice board and phone calls can be used so that staff can select the suitable option on the basis of time and purpose. It enables the project manager to reduce the risk to a great extent. Apart from this, the project plan should be followed strictly so that it can be completed at the time. In addition to this, critical path method and other relevant techniques can be used so that scope for time and cost saving can be ensured. This in turn project success can be determined. It leads to cater the requirement of potential clients and influence others to access the quality services offered by the business. Apart from this, the emergency plan can also be made through which situation related to scarcity of resources and early closing of the project can be avoided. It further helps in the successful completion of the project by meeting the expectation of clients in the most effective manner.

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