Project WBS

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Mamma’s Bakery and Sandwich Shoppe Project Charter

Mamma’s Bakery and Sandwich Shoppe Project Charter

Executive Summary

The purpose of this project is to design, develop and install an IT system for Mamma Mia's Bakery and Sandwich Shoppe in Alexandria, Virginia. The expansion of the bakery will double its size and allow for new offerings such as sandwiches and seating. The new system will be used for point-of-sale, inventory, and bookkeeping, and should be modern, easy to use, and employee and customer friendly. The system should also connect to suppliers, the health department, and customers through a website that allows for advance orders and debit/credit card processing. The budget for the project is $100,000 and the team size is 6-8 members. The project should be completed in no more than six months.

Project Scope

The scope of this project includes the design, development, and installation of an IT system for Mamma Mia's Bakery and Sandwich Shoppe. The project should develop clear project scope to mark boundaries on what the project should do (Meredith & Mantel, 2019). The system will be used for point-of-sale, inventory, and bookkeeping. The system will be modern, easy to use, and employee and customer friendly, and should include features such as online ordering and credit/debit card processing. The scope of the project also includes the integration of the system with suppliers and the health department. The scope of the project does not include the expansion of the physical bakery.

Project Estimates

The project is estimated to take 6 months to complete, with the following major milestones and deliverables:

1. Requirements gathering and analysis (1 month)

· Meeting with Mamma Mia to gather and document requirements

· Identifying and documenting any gaps in information

· Developing a detailed project scope and objectives

2. System design and development (3 months)

· Designing and developing the IT system, including point-of-sale, inventory, and bookkeeping

· Implementing a scheduling software package

· Developing a website for online ordering

3. Testing and Deployment (1 month)

· Conducting user acceptance testing

· Deploying the system to the bakery

4. Training and support (1 month)

· Providing training to all employees on how to use the system

· Providing ongoing support and maintenance

Estimated costs for the project include:

Item	Cost
Training and Support	$ 10, 000
Hardware and software	$ 30,000
Networking and cabling	$ 10,000
Contractor resources	$ 20, 000
Internal resources	$ 30, 0000
Total	$ 100, 000

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Pprimary Stakeholder(s)

Mamma Mia, owner and lead baker of the Bakery and Sandwich Shoppe, is the primary stakeholder in this project.

Project Team

The following will project them members will undertake the project implementation. Each of the team members will perform their specific roles.

	Position	name	role
1	Project Manager	John Smith	· Responsible for the overall management of the project, including a budget, schedule, and resources · Coordinating with the client and stakeholders to ensure project objectives are met · Managing the project team and ensuring they have the necessary resources and support to complete the project
2	Technical Manager	Jane Doe	· Responsible for the technical aspects of the project, including system design and development · Led the team in the selection and implementation of hardware and software · Ensuring the system meets the requirements and is user-friendly
3	Database Developer	Michael Johnson	· Responsible for designing and developing the database for the IT system · Ensuring data integrity and security · Providing ongoing maintenance and support for the database
4	software Developer	Sarah Lee	· Responsible for designing and developing the website for online ordering · Ensuring the website is user-friendly and easy to navigate · Integrating the website with the IT system for seamless ordering and payment processing
5	Finance officer	David Kim	· Responsible for managing the project budget and ensuring it stays within the budget constraints · Providing financial reports and forecasting to the project manager and client
6	Project Management Support	Rachel Davis	· Responsible for procurement and human resources support for the project · Coordinating with vendors and contractors to ensure necessary resources are procured and managed Managing employee schedules and ensuring they have the necessary resources to complete their tasks
7	IT Admin	Alex Kim	· Responsible for managing the IT infrastructure, accounts, and services · Managing IT service contracts and SLA compliance · Providing ongoing maintenance and support for the IT system

Project Constraints and Assumptions

Constraints:

i. Fixed budget: The project budget is $100,000 and must be adhered to. Any additional costs must be approved by the client before proceeding.

ii. Timeline: The project must be completed within 6 months. Any delays or extensions of the project timeline must be approved by the client before proceeding.

iii. Skill level: The project team members must have the necessary skills and experience to complete the project. Any additional resources or training must be approved by the client before proceeding.

iv. Resource availability: The project team members must have the necessary resources and equipment to complete the project. Any additional resources or equipment must be approved by the client before proceeding.

Assumptions:

i. The client (Mamma Mia) has a clear understanding of the project scope and objectives.

ii. The project team members have the necessary skills and experience to complete the project.

iii. The project team members will have access to the necessary resources and equipment to complete the project.

iv. The client will provide timely approval and feedback on project deliverables.

v. The project team will have access to the necessary information and documentation to complete the project.

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Preliminary Risk Statement

Risk	Description	Mitigation strategy
Budget overrun	Due to the fixed budget constraint, the project may be at risk of exceeding the budget limit	Implement a budget tracking system and regularly review project expenses to ensure they stay within budget.
Delay in project completion	Due to the tight project timeline, the project may be at risk of not completing on time	Implement project management software to track progress and identify delays early on. Regularly review project timeline and make adjustments as necessary
Lack of necessary skills and experience	The project team members may not have the necessary skills and experience to complete the project	Provide training and resources to team members to develop necessary skills and experience.
Unforeseen changes in project scope	The client may request changes in the project scope that were not originally agreed upon	Implement a change management process to ensure any changes are documented, evaluated, and approved by the client before proceeding
Data Security	The project involves sensitive data, and there is a risk of data breaches.	Implement security protocols to protect data, such as firewalls, intrusion detection, and encryption.
Dependence on third-party vendors	The project may be dependent on third-party vendors for certain services, and their failure to deliver could cause delays or additional costs	Mitigation strategy: Develop backup plans and multiple vendor options, and regularly evaluate vendor performance

Preliminary Communication Plan

The communication among the project stakeholders and project team will happen as follows. The communication is tailored to achieve different goals in the process of project implementation (Kerzner, 2020). Most projects fail because of a lack of communication and coordination among project stakeholders and team members. The following methods will be used for gathering and communicating project progress.

· Team Standups: Daily meetings with the project team to discuss progress, identify any issues and plan the next steps.

· Task Progress Updates: Team members will provide weekly updates on the progress of their assigned tasks and any issues that have arisen.

· Project Status Reports: A weekly report will be shared with the project sponsor and stakeholders outlining project progress, upcoming milestones, and any issues that need to be addressed.

· Project Reviews: Mid-project and end-of-project reviews will be held to evaluate progress and identify areas for improvement.

· Project Post-Mortem: A final review will be held at the end of the project to evaluate the project's overall success, identify areas for improvement, and document lessons learned.

Communication Frequency

The project team will communicate daily during the Team Standups, and weekly for Task Progress Updates, Project Status Reports, and Project Reviews. The Project Post-Mortem will be held at the end of the project.

Communication Methods

The team will use project management software to track progress, share updates and collaborate on tasks. Email, phone, and video conferencing will be used to communicate with the project sponsor and stakeholders.

Regular and clear communication is crucial to the success of the project, and the project team will establish a communication plan to ensure all stakeholders are kept informed of project progress, issues, and any changes to the project scope (Lock, 2018). The project manager will be responsible for ensuring that the communication plan is implemented and that all stakeholders are aware of their roles and responsibilities in the project.

Change Threshold

The Change Threshold for this project is defined as any change to the project scope, budget, or timeline that exceeds 10% of the original estimates. The change threshold determines when the project should be changed (Verzuh, 2021)

Examples of changes that would exceed the threshold include:

· A change to the project scope that would require more than 10% additional resources or budget than originally estimated.

· A change to the project timeline that would delay the project completion date by more than 10% of the original estimate.

· A change to the project budget that would exceed 10% of the original estimate.

If a change request is received that exceeds the threshold, the project team will review the request and assess the impact on the project. If the change is deemed to be necessary, a new Project Charter will be developed with input from the project sponsor and stakeholders. The new charter will outline the revised scope, budget, and timeline for the project and will require approval from the project sponsor and stakeholders before the project can proceed.

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Definition of Project Completion

The Definition of project completion discusses what determines whether the project is complete or not (Lewis, 2017). The project will be considered complete when the following deliverables have been completed:

IT system has been successfully installed and is operational

Training has been provided to all employees on how to use the system

All necessary documentation and user guides have been provided

Signatures

Project Sponsor (Mamma Mia)

Project Manager

Reference

Verzuh, E. (2021). The fast forward MBA in project management. John Wiley & Sons.

Kerzner, H. (2020). Advanced project management: Best practices on implementation. John Wiley & Sons.

Meredith, J. R., & Mantel, S. J. (2019). Project management: A managerial approach. John Wiley & Sons.

Lock, D. (2018). Project management in practice. John Wiley & Sons.

Lewis, J. P. (2017). The project manager's toolkit: Templates and how-to guides for delivering on time and on budget. AMACOM.