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The Project Scope Statement

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Project Scope Statement

                The project scope statement is basically considered as a practical position of project management in which a team basically works to accomplish the tasks. However, it is not an easy task, but on the basis of dividing statement of the work, it can be achieved strategically. Therefore, it can be described as below through making section of the scope statement.

Project Description and Project Product

The project description and project product are necessary part of the project scope statement. Therefore, it can be stated that this project would create an Internet café near a college campus as a project product. It would be also known as ‘computer Coffee Shop’ because of the availability of computer facility for the customers/students (Berkun, 2008). Therefore, on behalf of this project creation, the needs of the student can be fulfilled at large extent with current technology, a place of socialization, and a good study-place, including a place to get good coffee.

                However, it is most important to create some effective plans to accomplish this project in which project team would be responsible to plans the ways. It would confirm the accomplishment of the goals of the project. Therefore, the plans that the project team would take place with some high-level tasks can be described as below:

                Overview/the Planning of a Project: At the beginning, the project team would first conduct a meeting session for the opening of computer coffee shop with some goals and objectives of the project. In this, it would be decided that every members must agree on the project goals and objectives. Further, in the planning of the project, there would be development of more detailed schedules and a budget to accomplish the project within given deadline and finance (White, 2013). At the same time, the team members would also plan the way of developing detailed staffing, and procurement, as well as project controls plans.

This phase would also emphasis towards development of an understanding of how the project will be executed and a plan for acquiring the resources needed to execute it. Apart from these, when the team members would be reached on an agreement on the project goals, the team must develop a clear plan in order to achieve those goals (White, 2013). In this, the team’s members would decide about the establishment of responsibilities for the various tasks of the project with setting work and milestones. It would basically serve as deadlines and demonstrations of progress of the project. At this stage, by establishing clear responsibilities for the team members this project would be accomplished successfully within the deadlines.

                Staffing and Team Work: In order to execute this project, staffing and team work would be conducted through recruitment the members apart from the team members. Here, a team leader would be decided that can conduct the whole project under his/her supervision. Now, the teal leader of the project would effectively assemble a project team. These team members must have the skills necessary to carry out the project goals (Sosik& Jung, 2011). At the same time, these team members must also have the needed resources to take help during project progress, such as time, and instruments, as well as technical support.

Now, the team members would be aware of each other’s roles and the resources that would be used in the project. However, the most important thing that must be considered in this task is all members of the team must agree on project goals and coordinate their efforts to meet project milestones effectively and efficiently (Sosik& Jung, 2011). In this, team leader would also delegate authority to a specific member of the team for various tasks with the understanding that he/she would accountable for the achievement of the tasks within the assigned budget and schedule of the project.

                Appropriate Training to the Team Members: This is the most important action to accomplish the project at the right time after making a project team with their roles and resources. At this stage, team leader would conduct several training session to give various information about the project to the team members and staff. Here, team leader would explore the criteria during training session that how to achieve the project goals (Kets de Vries, 2011). The members would learn and understand about the different tasks of the project. At this stage, it is most important to give the idea and understanding to cope with the risks and challenges of the project.

                When the team members would get this information properly, it can be stated that they can meet the needs of the project within budget and schedule. Therefore, training would explore the way of success of the project when the team members would appropriately implement the knowledge and understanding of the training (Kets de Vries, 2011). However, before starting the project of a computer coffee shop foundation, team leader must assure that the members have been ready to work. The training session for the team members would be at least 2-3 days because the other tasks are time consuming in the establishment of the coffee shop.   

Creation of Project Road Map: In this task, the team would identify milestones in order to get help from project road map to judge progress toward the final goal. When the team would identify the milestones, team members will feel more committed after training. Now, the team members would meet the intermediate and short-term goals that are clearly related to the project’s overall success (Berkun, 2008). The project road map can include selection of the place, rules and regulations of the local environmental authority about the constructions of the building, designing of the coffee shop, and contractor that can make the computer coffee shop.

Apart from these, the project road map would also include suppliers that would help to provide equipments and tools for the computer coffee shop when required. Here, it is also important to know that the selection of the computer coffee shop area would be convenient for the customers. Therefore, the computer coffee shop at the college campus must not too far to reach the students (Berkun, 2008). It would be decided that the project can fulfill the needs of the students for their personal use and study with social environment. Further, in this road map, the recruitment of employees would also be considered to run the computer coffee shop conveniently.  

Organization of the Project: After creating the project road map of the plan, organizing the project is necessary to secure the appropriate resources to perform the work and get success within deadline and budget. At this stage, the team leader would decide which task would be accomplished by the team members and which tasks would be performed by the contractors and suppliers/consultant. Here, the team leader would also gain a commitment from the team members that who will work on the project (Gido& Clements, 2014). In order to organize the project, team leader would clearly define the work scope and deliverables and negotiate a contract for the construction of the coffee shop.

At the same manner, team leader would create an environment in which team members would be highly motivated to work together as a project team. Addition to this, in most of the situation, it would be possible that on any matter, the team members can tussle with each other and can inhibit the progress of the work. Therefore, it is mandatory for the team leader to inform them earlier before joining in the team of the project (Gido& Clements, 2014). When anyone of the team would not follow the work procedure, the team leader can expel out from the project as soon as possible. This would be at the priority basis in the project to accomplish the project within budget and schedule.

Construction of the Coffee Shop: In order to accomplish the project, the main part of this plan is the construction of the coffee shop. After organizing the team of the project, their works would be started here. In this, the contractor would now start preparation on the schedule basis. The building would be near a college campus where students would feel convenient to reach after the class. The coffee shop would be at least a medium sized restaurant in which the sitting capacity can be considered as 20-30 people at a time. Therefore, almost 1800 square foot commercial building would be enough to run a coffee shop. This type of computer coffee shop would be effective to satisfy the needs of the customers.

Now, the contractor would arrange and manage the Electrical, and Plumbing, as well as Painting, including the Landscaping, and Asphalt Maintenance to accomplish the coffee shop work. In this, it would be a defined network diagram to keep a balance between budget and schedule. When the computer coffee shop would be in the final stage, the team leader should inspect the preparation to confirm its final stage. 

Preparation of Site Facilities for Implementation: When the contractor would clear the final stage of coffee shop maintenance, the preparation of site facilities would be taken place by the team members to implement the project for the customers. In this, the arrangement of chairs, tables, computer installation would be started. Further, there would a large parking area with beautiful small garden in front of the coffee shop. This would increase the attraction of the customers easily. Further, a small space would also be made for reception and customer help. Moreover, kitchen and their equipments would be required for the site facilities.

But, during preparation of the facilities, safety would also be required to save from injuries and treat them to cure in a better response. Further, the arrangement of the Ambulance would also be the main task that the team leader would be considered in any circumstances. In this project plan, the members would ready to supervise the way of working system to inform team leader to take in the consideration.     

The Controlling of the Work Progress: In this project plan, controlling of the work progress is necessary to get success in the accomplishment of the computer coffee shop project within given deadline. In this task, the team leader of the project would implement a project management information system. This information system would be designed to track actual progress and compare with the planned progress (Gido& Clements, 2014). Therefore, it would provide the team leader to distinguish between busyness and accomplishment. At this stage, the team members would monitor the progress of their assigned tasks and they would regularly provide data on actual progress, and schedule, as well as costs, including earned value of the work performed.

At the same time, these entire data would be supplemented through regular project review meetings to check the progress report. When the team would find that the actual progress is falling behind planned progress, the team leader would take immediate action (Gido& Clements, 2014). Team leader of the project would advise from team members related to the appropriate corrective action and re-plan the affected part of the project. Therefore, it is important to identify the potential problem early and corrective action taken.

Final Confirmation: The final confirmation would be the details of the project as a summary and results. It would be clearly communicate the project’s problem, and the solution proposed or delivered. Further, the project report would be intended to read as a professional business document. Here, for continuing the computer coffee shop project, the Final Project Report would allow the project to transition seamlessly between teams.  Finally, this project would outline the basic structure of the project. At this stage, the Principal Investigator would report as a proof read and edited and when applicable designed. In this, the final report confirmation would also seek feedback and when required undertake peer review.

Addition to this, the accomplishment of the project would be analyzed in which it would be confirmed that the project is up-to-date or not to start the business. However, in case of any adverse situation regarding local area environmental regulations in the final confirmation of the project, the team leader would take effective decision to restrict the unwanted circumstance as soon as possible.

Project Deliverables

In terms of project deliverables, it is considered as the tangible products generated from a project. It is the true fact that without deliverables, the projects would be pointless. Thus, deliverables prove that why project is created. In this concern, the tangible outputs or services of this project can be seen as meeting the entire luxurious requirement as proposed in the computer coffee business (Resch, 2011). In this, the deliverables would be as complete Computer Coffee Shop with all the required infrastructures to build within budget and schedule.

Further, the project deliverable would ensure the team members’ satisfaction towards the project and they would try to know when there is any change request relating to the construction of coffee shop. Now, the other deliverables of the project can be considered as:

·         The Evaluation of Potential Architect and contractor.

·         Getting relevant licenses and approvals for the actual construction of the computer coffee shop.

·         Commissioning of the coffee shop and running the activities for the customers.

·         Hiring of an interior designer to design and produce custom chairs for its dining area.

·         Making good relationship with the customers after running the coffee shop operations (Resch, 2011).

·         Receiving more earnings/revenues as the profits through this project.

·         Reputation in the market due to quality of the coffee.

·         Receiving increment in market shares after continuous business operation.

·         Satisfaction and loyalty of the customers due to facilities of the computer coffee shop (Resch, 2011).

Project Objectives

The main objective of this project is to increasing revenue over time through building customers relation and customers’ awareness of the location. However, there are several other objectives of this project that can be considered as below:

·         Increase customers’ base through advertising and in an extensive manner and take a competitive lead in the market.

·         Making a culture of socialization that can achieve to increase customer’s base (Berkun, 2008).

·         Informing customers through creating awareness programs and providing good service and product quality.

·         Making secure and healthy environment for the students to study, relax and enjoy themselves in the computer coffee shop.

·         Developing a marketplace specifically for the students to ensure provision of coffee requirement by them.

Project Assumptions

In the consideration of the computer coffee shop implementation near a college campus, various assumptions can be possible that can be true in the project execution. In the present scenario, it is not sure to occur, but after execution of the project, the assumption can be true when everything would be at the right place. Therefore, the assumptions of the project are considered as below:

·         It can be possible that the project would be finished within given deadline.

·         The opening of a computer coffee shop near a college campus would be a successful project because of the good response of the students (Kelly, 2012).

·         The combination of computer and coffee shop would be a unique idea when customers would get benefits.

·         Increasing revenue over time can also be possible from building good customers relation and customers’ awareness through various marketing activities.

·         In case of good response of the customers, the business expansion by opening other branch would take place.

·         The market share would be increased in case of regular sales revenue from coffee purchase (Kelly, 2012).

·         The project would be successful because of the control and measurement of the quality of the product and services.

·         The computer facilities would be attractive for the students.

·         The utilities and plumbing would be are installed and fully functional for the customers (Schibi, 2013).

·         There would be some purchasing certain goods and equipment to decorate the coffee shop.

·         The staff would be trained and assigned hours for successful business operations (Schibi, 2013).

·         Lots of good coffee would be served and types.

·         It would get the best local coffee providers.

·         There would be discount codes to be used in the coffee shop for regular customers and they would have some free coffee.

·         Expected to open another coffee store after getting success.

Project Constraints

The major constraints/limiting factors for this project can be considered as climate change and lack of preparation to inhibit its effect. The arrival of customers would be less than the expected number on the daily basis when the college would be off. The other major constraints of this project can be considered as below:

·         Sudden changes in rules and regulations of the local authority.

·         A license application is mandatory for this project from the Local Public Health Authority in the area (Oregon.Gov, 2015).

·         Facilities that are being constructed are usually required to complete the plan review process locally prior to construction.

·         There should be license and plan review fees because it varies regularly. In this concern, contact with the Local Public Health Authority is must for details.

·         This project should apply for a variance before starting any specialized processing of the product.

·         The premises must be registered with the environmental health service at the local authority.

·         There should be a public liability insurance to cover the cost of the claim when customer would injure or killed (Oregon.Gov, 2015).

·         Employee’s liability insurance is also mandatory to cover the cost of the claim when employee would injure at work.

·         In case of changing the premises, it is mandatory to tell the environmental health service of the local authority for changing permission.

·         Insufficient funds to accomplish the project.

·         Changing trends of the market and tastes of the customers.

Exclusions

Boundaries: The boundaries of the project would be to allow small changes to the design of the project once it has already been started.

To not be Included: The items that would not be included in the project are the Business Plan, and Startup Location, as well as Operating Budget, and Interviewing and Training of the Staff.

To be Included/Exclusion: The exclusion of this project can be seen as below:

·         Exclusion to the project would consist of redesigning the project once it has commenced along with switching locations last minute (Oregon.Gov, 2015).

·         The exclusion of the extra employees and facilities are also mandatory from the project plan.

·         Shortening or extending the project completion as needed in the project.

·         Planning and purchasing a facility

·         Executing essential renovations granting to the design provided by the customer

·         Setting up the equipment

·         Hiring personnel

·         There must be permits and licenses in order to perform renovations.

·         Equipment inventory to make the process easy and effective.

·         Employees hired would be properly trained according to the shop’s governing procedures, and federal, as well as local health and job regulations.

Acceptance Criteria

According to the key stakeholders, the minimum success criterion of a project is the acceptance of the customers of the services and products, as well as other facilities. This is one of the main aspects that help to make a successful business environment. However, the acceptance criterion of the user is based on quality of the products and services. At the same time, monitoring and measuring of the project quality is necessary to control the budget and fulfill the objective of the business (Scott, Levitt & Orr, 2011).Therefore, it can be measured with the help of supervisor to pay attention about the progress of the project on the schedule basis. The acceptance criteria of the entire project are considered like below:

1.        The coffee must be hot or according to the requirement of the customers.

2.        The coffee shop must be an eco-friendly coffee shop that delivers fresh environment to breath and hygienic place.

3.        The coffee must meet the standard of food safety requirements in which the quantity of caffeine would be negligible to protect the health of the customers.

4.        The coffee must be certified by Fair Trade International before serving to the customers (Scott, Levitt & Orr, 2011).

5.        The performance specifications of the coffee must be the quality standard and able to achieve distinction by word of mouth recommendations.

6.        The coffee must be promoted as specialty coffee to the people that are known and to the people that would meet.

Technical Requirements

                The technical requirements are the important aspects in order to make the project functional. In this regard, to make the computer coffee shop functional, it would require computers, strong, fast and reliable wifi, power outlets in a few different spots, and comfortable chairs with padded seats. In this, computers would be utilized by the students for internet surfing and study. Further, the internet connectivity would inspire the customers to use through android mobile phones for Facebook, Twitter, and other networking sites (Scott, Levitt & Orr, 2011). These facilities would increase the customers gathering on the regular basis when they would get such type of facilities.

                The power outlets in a few different spot would increase the efficiency of electric supply for the customers that can use to charge their mobile phones easily and conveniently. At the same time, the comfortable chairs with padded seats would relaxed the customers and make them feel happy. They can enjoy coffee tastes with relaxed mind. At this stage, this project would be functional in a good manner and more profits can be expected.

                Apart from this, the other technical requirements that are needed to make this project functional are the bar-style counter seating at a height that allows employees to switch to working standing up. In this way, the customers would feel respected. Further, cash registers are also required to maintain the daily collection of the coffee shop. Non-table seating options, such as sofas and easy chairs can also be considered as professional service of the coffee shop because of the customers’ requirements. Good music system can also be provided by the management of the coffee shop for music lovers. They can enjoy coffee in musical environment and it would make the business profitable than the competitors.

                However, keyless bathrooms are also required for the customers to refresh themselves. It is also mandatory for the office staff to keep themselves refreshed when required. At the same time, the other most important technical requirement to make the project functional is the Espresso equipment. It is considered that no coffee shop is complete without espresso drinks in the present scenario (Scott, Levitt & Orr, 2011). This is because of the needs of the customers apart from the coffee drinks. Customers also want lattes, and espresso shots, as well as americanos and cafe mochas.

Therefore, this coffee shop would require/need an espresso machine that is a device specifically designed to force hot water through espresso shots. In the same manner, this equipment includes a special grinder in order to grind espresso beans. It is assumed that espresso grinding is a delicate procedure that is a different grinding standard beans. Here, tamp would be needed to push the espresso into place and also needs demitasse cups or shot glasses to hold the shots before pour them into the drink for customers. Additionally, metal jugs are also often used to hold milk before, during and after steaming of the coffee. At this stage, espresso machine is necessary to make the project functional.

Now, Coffee Equipment can also be considered as the most important equipment to make the project functional. In this, the coffee brewers usually used in coffee shops designed to make and store the large amounts of coffee when the customers would purchase. Further, an extra touch of class with good coffee mugs for customers can be the positive impact when customers want to drink their coffee in the shop. Moreover, grinders is also required that is designed to grind large amounts of coffee and can allow to grind the coffee quickly.

References

Gido, J., & Clements, J. (2014).Successful Project Management. USA: Cengage Learning.

Oregon.Gov (2015).Forms, Rules & Guidelines. Retrieved from: https://public.health.oregon.gov/HealthyEnvironments/FoodSafety/Pages/regs.aspx

Kelly, S. (2012). Running Successful Projects.USA: Lulu.com.

Berkun, S. (2008).Making Things Happen: Mastering Project Management.USA: "O'Reilly Media, Inc."

White, K.K. (2013). America Goes Green: An Encyclopedia of Eco-friendly Culture in the United States, Volume 1. USA: ABC-CLIO.

Sosik, J.J., & Jung, D. (2011).Full Range Leadership Development: Pathways for People, Profit and Planet. UK: Taylor & Francis.

Kets de Vries, M. (2011).The Leader on the Couch: A Clinical Approach to Changing People and Organizations. USA: John Wiley & Sons.

Resch, M. (2011).Strategic Project Management Transformation: Delivering Maximum ROI & Sustainable Business Value. USA: J. Ross Publishing.

Schibi, O. (2013). Managing Stakeholder Expectations for Project Success: A Knowledge Integration Framework and Value Focused Approach. USA: J. Ross Publishing.

Scott, W.R., Levitt, R.E., & Orr, R.J. (2011).Global Projects: Institutional and Political Challenges.USA: Cambridge University Press.