Task 1_Proposal

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Western Governors University *

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MGT2

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Management

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Jan 9, 2024

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MGT2_KKM1: Project Proposal Project Proposal Template Project Title Project Manager Customer Name Jaunty Coffee Co. IT Transformation Project: Enhancing Operations and Efficiency Diego Lee, owner of Jaunty Coffee Co. A. Problem Statement Jaunty Coffee Co. finds itself at a critical juncture as it grapples with the challenges arising from its expanding operations. The current manual inventory system, an inheritance from the previous owner, has become increasingly inadequate in coping with the surge in demand. This inadequacy manifests in several ways, including heightened production inefficiencies, escalated production costs, and a perceptible decline in the quality of the coffee products. One of the pivotal issues contributing to these challenges is the company's heavy reliance on local suppliers for raw materials. This dependence has led to recurrent shortages of essential ingredients such as beans, water, simple syrups, and cornstarch. Consequently, the variability in the availability of these raw materials has compromised the consistency and standardization of Jaunty Coffee Co.'s products, eroding the hallmark of their premium reputation. Recognizing the situation's urgency, Mr. Lee, the sole operator within the company, acknowledges the imperative need for a transformative solution. In his strategic foresight, he identifies implementing a new IT system as the linchpin to overcome these challenges. This PAGE 1

MGT2_KKM1: Project Proposal Project Proposal Template proposed IT system is envisaged as a comprehensive tool that will streamline operations and revolutionize inventory management, enhancing the company's overall efficiency. The ramifications of not proactively addressing these multifaceted issues are profound and potentially detrimental to Jaunty Coffee Co.'s standing in the market. The risk of further loss of sales looms large, exacerbated by the existing inefficiencies in production and order fulfillment. Customer dissatisfaction is poised to escalate, fueled by inconsistencies in product quality and delayed delivery times. Perhaps most significantly, there is a tangible threat to the premium reputation painstakingly built over the years as the discerning consumer base begins to experience a perceptible deviation from the high standards they associate with Jaunty Coffee Co. In essence, the imperative for a new IT system is not merely a response to existing challenges but a strategic move to fortify the company's foundations, ensuring its sustained growth, customer satisfaction, and continued dominance in the competitive coffee market. This will be a difficult project to take on but as mentioned, it is detrimental to the success of the company. Software implementation is going to be challenging because it requires massive planning and execution. Since Mr. Lee is a one-man shop, it is going to be hard to find the time to discuss and plan the integration of a software system. The time it takes to implement a new system can take up to 18 months. Mr. Lee needs to make sure he has enough time and money to invest in this while still maintaining the business. Then there is the testing the product out while trying to figure out the kinks in the system. Even though it is going to be a challenge, it will be beneficial to him in the long run. B. Scope Statement As Jaunty Coffee Co. stands at the crossroads of growth, the imperative to overcome operational challenges is crystal clear. This project's scope is to usher in a new era by PAGE 2

MGT2_KKM1: Project Proposal Project Proposal Template implementing a robust IT system, a comprehensive solution designed to tackle the complexities brought on by the company's expansion. This transformative initiative encompasses various facets, from strategic decision-making to integrating cutting-edge technology, all aimed at fortifying Jaunty Coffee Co.'s position in the dynamic coffee market. Objectives and High-Level Overview Business Process Analysis The journey begins with a meticulous business process analysis, dissecting the intricacies of Jaunty Coffee Co.'s current operations. This critical step is essential to identify bottlenecks, inefficiencies, and areas ripe for improvement. The analysis will serve as the foundation for the new IT system. It will ensure a tailored solution that aligns with the company's unique needs. Prioritization of Changes Following the business process analysis, the project team will embark on the crucial task of prioritizing changes. This involves identifying key areas where enhancements are most needed, both in hardware and software. By strategically prioritizing changes, the project aims to maximize the impact of the IT system implementation. Investigation of Solutions The quest for an optimal IT solution commences with a comprehensive investigation of available technologies. The team will explore existing inventory management systems, order processing software, and supply chain coordination tools. The goal is to pinpoint a solution that addresses current challenges and aligns with Jaunty Coffee Co.'s long-term objectives. Make-or-Buy Analysis A pivotal component of the scope is the make-or-buy analysis, which lays the groundwork for a prudent financial decision. The decision to invest $25,000 of the PAGE 3

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MGT2_KKM1: Project Proposal Project Proposal Template company's savings in the IT system is substantiated through a meticulous evaluation of the pros and cons of building a custom solution versus purchasing an existing software package. Considerations include cost-effectiveness, time efficiency, customization capabilities, and scalability. This is why buying will be more beneficial to Mr. Lee. If he doesn’t find a software within the $25,000 budget, he can take out a loan to cover the cost. Creating a custom solution will give him an edge in his field, it will also require more money. By purchasing the IT system, he will know that the product is trail and true. Personnel and Training Recognizing the need for a strategic shift in operations, the scope involves hiring additional employees dedicated explicitly to shipping responsibilities. Mr. Lee, the linchpin of operations, will continue to play a supervisory role in operations and production. An integral part of this project is the comprehensive training program designed to equip all employees with the skills needed to seamlessly navigate and leverage the new IT system. Development and Integration The project's heart lies in developing and integrating the selected IT system. This encompasses a multifaceted approach, including software installation, configuration, and customization to harmonize with Jaunty Coffee Co.'s unique processes. Collaboration with IT professionals will be paramount to ensure a seamless integration that enhances, rather than disrupts, existing workflows. Key Milestones The success of the Jaunty Coffee Co. IT Transformation Project will be measured through strategic key milestones. The first critical milestone involves completing the comprehensive make-or-buy analysis, a pivotal step in guiding the project's financial decisions. PAGE 4

MGT2_KKM1: Project Proposal Project Proposal Template Following this, the project will reach a significant juncture with selecting and acquiring the tailored IT solution, marking the initiation of the technological transformation. Subsequent milestones include the strategic hiring and training of additional personnel, reinforcing the human capital required for successful system implementation. The culmination of these efforts will be realized through the phased implementation of the new system, a milestone that signifies the transition from planning to active execution. These key milestones serve as progress markers and ensure alignment with the project schedule, steering Jaunty Coffee Co. toward enhanced operational efficiency and sustained growth (Henderson, 2023c). Strategic Decision-Making: Make-or-Buy Analysis The decision to allocate $25,000 of the company's savings towards the IT system is underpinned by a comprehensive make-or-buy analysis. This analysis weighs the advantages and disadvantages of developing an in-house solution versus procuring an existing software package. Building a custom solution could provide a competitive edge by incorporating features unique to Jaunty Coffee Co.'s operations. The time and resources required for in-house development may not align with the urgency of the company's current challenges. Purchasing an existing product offers a quicker and potentially more cost-effective solution, leveraging the expertise of established software providers. C. Project Success Criteria The success of the forthcoming project at Jaunty Coffee Co. will be gauged through a triad of key performance indicators, ensuring a comprehensive evaluation of its transformative impact. Operational Efficiency PAGE 5

MGT2_KKM1: Project Proposal Project Proposal Template The bedrock of success lies in achieving a substantial 30% increase in overall operational efficiency. This will be quantified through a discernible reduction in production and order processing time. By streamlining workflows, optimizing processes, and leveraging the capabilities of the new IT system, Jaunty Coffee Co. aspires to achieve a level of operational efficiency that not only meets but exceeds industry benchmarks. This criterion serves as a tangible measure of the project's efficacy in enhancing day-to-day operations. Customer Satisfaction The unwavering commitment to customer satisfaction is central to Jaunty Coffee Co.'s mission. The project's success will be contingent on maintaining or surpassing existing customer satisfaction ratings. As determined through post-implementation surveys, a target of 90% or higher underscores the company's dedication to delivering a seamless and improved customer experience. This criterion recognizes the intrinsic link between operational enhancements and customer delight, acknowledging that satisfied customers are the cornerstone of sustained success. Financial Performance The project's success will be validated through financial metrics, primarily focusing on achieving a tangible return on investment (ROI) within a 12-month. This ROI will be realized through a twofold approach. Firstly, by stimulating increased sales driven by enhanced production capacity and timely order fulfillment. Secondly, by realizing cost savings through operational efficiencies and optimized procurement processes. The financial performance criterion encapsulates the project's overarching goal of improving operations and translating these improvements into tangible, bottom-line results. PAGE 6

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MGT2_KKM1: Project Proposal Project Proposal Template D. Work Breakdown Structure (WBS) – Insert additional rows as needed. Task Number Task Name Task Definition Deliverables Resources Needed 1.0 Project Initiation Initiating the project and defining its scope, objectives, and stakeholders. Project Charter, Stakeholder Register Project Manager, Project Team 1.1 Stakeholder Identification Identify and document all stakeholders, their interests, and potential impacts on the project. Stakeholder Register Project Manager, Stakeholder Engagement Team 1.2 Project Scope Definition Clearly define the boundaries and objectives of the project, including what is included and excluded. Project Scope Statement Project Manager, Project Team 1.3 Project Kickoff Meeting Conduct a kickoff meeting to communicate project objectives, roles, and expectations to the project team and stakeholders. Kickoff Meeting Agenda, Stakeholder Awareness Project Manager, Project Team, Stakeholders 1.4 Risk Identify potential risks Risk Register Project PAGE 7

MGT2_KKM1: Project Proposal Project Proposal Template Identification impacting the project and create a preliminary risk register. Manager, Risk Management Team 1.5 Project Schedule Development Develop a detailed project schedule outlining tasks, dependencies, and timelines. Project Schedule Project Manager, Project Team 1.6 Budget Development Create a comprehensive budget, including cost estimates for each project phase. Project Budget Project Manager, Financial Analysts 1.7 Project Team Training Provide training to the project team on project management methodologies and tools. Trained Project Team Project Manager, Project Team 2.0 Business Process Analysis Conduct a detailed analysis of current business processes, identifying inefficiencies and bottlenecks. Documented Business Process Analysis Report Business Analysts, Process Owners 2.1 Initial Interviews Conduct interviews with department heads to gather initial insights into current Interview Notes, Stakeholder Input Business Analysts PAGE 8

MGT2_KKM1: Project Proposal Project Proposal Template processes. 2.2 Workflow Data Collection Collect data on current workflow patterns, documenting steps and timelines. Workflow Data Document Business Analysts 2.3 Pain Points Identification Identify pain points and inefficiencies in the existing processes by analyzing collected data. Pain Points Report Business Analysts 2.4 Bottleneck Analysis Analyze data to determine bottlenecks and areas for improvement in the current processes. Bottleneck Analysis Report Business Analysts 2.5 Process Mapping Create visual process maps to represent the current workflow and identify areas for optimization. Process Maps Business Analysts 2.6 Stakeholder Feedback Gather feedback from key stakeholders on identified pain points and potential improvements. Stakeholder Feedback Report Business Analysts, Stakeholders 3.0 Solution Investigation Explore available IT solutions for inventory Comprehensive Report on Potential Project Team, IT Experts PAGE 9

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MGT2_KKM1: Project Proposal Project Proposal Template management, order processing, and supply chain coordination. IT Solutions 3.1 Vendor Research Research potential vendors and solutions available for the identified IT needs. Vendor Evaluation Report Project Team, Procurement Specialists 3.2 Cost-Benefit Analysis Conduct a cost-benefit analysis to evaluate the financial implications of each IT solution. Cost-Benefit Analysis Report Financial Analysts 3.3 System Compatibility Check Ensure compatibility of potential IT solutions with Jaunty Coffee Co.'s existing systems and infrastructure. Compatibility Report IT Experts 3.4 Make-or-Buy Analysis Conduct a thorough analysis to decide whether to build a custom IT solution or purchase an existing software package. Make-or-Buy Analysis Report Project Team, Financial Analysts 3.5 Legal and Compliance Review Review legal and compliance aspects associated with the selected Compliance Report Legal Experts, Project Team PAGE 10

MGT2_KKM1: Project Proposal Project Proposal Template IT solutions and vendors. 3.6 Solution Prototyping Develop prototypes or demos of shortlisted IT solutions for stakeholder review. Solution Prototypes IT Experts, Project Team 4.0 Personnel and Training Planning Plan for the recruitment of additional employees and design a comprehensive training program for all staff. Recruitment Plan, Training Program Outline HR Department, Training Specialists 4.1 Job Role Definition Define the roles and responsibilities of the additional personnel required for shipping responsibilities. Job Descriptions HR Department, Project Team 4.2 Recruitment Process Execute the recruitment plan to hire suitable candidates for the identified roles. New Hires, Recruitment Reports HR Department 4.3 Training Material Development Create comprehensive training materials for the new IT system for employee training. Training Manuals, Videos Training Specialists, Project Team PAGE 11

MGT2_KKM1: Project Proposal Project Proposal Template 4.4 Employee Training Conduct training sessions for all staff on the new IT system and shipping responsibilities. Trained Employees, Training Completion Reports Training Specialists, Project Team 4.5 Performance Monitoring Plan Develop a plan for monitoring the performance of newly hired employees during the training phase. Performance Monitoring Plan HR Department, Project Team 4.6 Training Effectiveness Evaluation Evaluate the effectiveness of the training program through feedback and assessments. Training Evaluation Report Training Specialists, Project Team 4.7 Onboarding Process Implement a structured onboarding process for the newly recruited employees. Onboarding Checklist, Onboarding Feedback HR Department, Project Team 4.8 Continuous Training Improvement Identify areas of improvement in the training program for ongoing enhancement. Improvement Recommendations Training Specialists, Project Team 4.9 Recruitment Metrics Analyze recruitment metrics to assess the Recruitment Metrics Analysis Report HR Department, Project Team PAGE 12

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MGT2_KKM1: Project Proposal Project Proposal Template Analysis effectiveness of the hiring process. 4.10 Employee Integration Facilitate the integration of new employees into the existing organizational culture. Integration Plan, Integration Feedback HR Department, Project Team E. Tools & Techniques PMBOK Guide Knowledge Area Proposed PMBOK Guide Tools and Techniques Why the recommended tools/techniques are necessary for this project Time Management Gantt Chart Gantt charts visually represent project tasks and timelines, aiding in scheduling and tracking progress (Henderson, 2023). Risk Management Risk Assessment Matrix A risk assessment matrix helps identify and evaluate potential risks, allowing for proactive risk management throughout the project lifecycle (Henderson, 2023b). Stakeholder Management Stakeholder Engagement Matrix The matrix helps identify and prioritize stakeholders based on their influence and interest, facilitating effective communication and engagement strategies (Henderson, 2023d). Cost Management Cost-Benefit Analysis Cost-benefit analysis enables the evaluation of the financial implications of the project, assisting in decision- PAGE 13

MGT2_KKM1: Project Proposal Project Proposal Template making and resource allocation (Henderson, 2023a). Change Management Change Control Process A structured change control process ensures that changes to the project scope are documented, evaluated, and approved or rejected, preventing scope creep and maintaining project focus. References Luke Henderson (2023). 10 Key Project Management Knowledge Areas (PMBOK). Project time management. https://niftypm.com/blog/project-management-knowledge-areas-pmbok/ #2_Project_scope_management Luke Henderson (2023a). 10 Key Project Management Knowledge Areas (PMBOK). Project Cost Management. https://niftypm.com/blog/project-management-knowledge-areas- pmbok/#2_Project_scope_management Luke Henderson (2023b). 10 Key Project Management Knowledge Areas (PMBOK). Project Risk Management. https://niftypm.com/blog/project-management-knowledge-areas- pmbok/#2_Project_scope_management Luke Henderson (2023c). 10 Key Project Management Knowledge Areas (PMBOK). Project Scope Management. https://niftypm.com/blog/project-management-knowledge-areas- pmbok/#2_Project_scope_management PAGE 14

MGT2_KKM1: Project Proposal Project Proposal Template Luke Henderson (2023d). 10 Key Project Management Knowledge Areas (PMBOK). Project Stakeholders Management. https://niftypm.com/blog/project-management-knowledge- areas-pmbok/#2_Project_scope_management PAGE 15

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