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2.4 Post Project Review HR
2.4 Post Project Review HR
2.4 Post Project Review HR
com
Version: Final
30/3/2022
Author: Louisa Moore
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1. PROJECT SUMMARY
Elwood Foods group recently completed a summer pop-up of Smoke City BBQ on the
Mornington Peninsula during the summer season of 2021/22. This marks the end of a
challenging yet successful foray into regional pop - ups for Elwood Foods.
The objective of the project was to increase revenue streams and brand awareness outside
Melbourne CBD, taking advantage of the significant population swell in regional Victoria during
the Summer months.
The scope of the project included development, fit-out and launch of a 100 seat restaurant,
including 40 in the dining hall and 60 in the outside beer garden. The restaurant also serviced a
10km home delivery radius.
Smoke City BBQ Mornington project team was a matrixed organisation with full support from
Elwood Foods senior leadership. Effective communication, detailed planning, stakeholder
involvement, project management tools, and organizational structure all played key roles in the
project’s success.
Staffing lessons from previous projects were used in building the project team. Rather than
allocate too many resources, as some past projects have done, the project team was staffed
with one resource per skill area.
While the Operations of the pop-up was considered out of scope, the recruitment and
onboarding of the operational team was within scope, see below for completed lessons learned
register.
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Recruitment and Ads posted only on Received a lot of generic Next project will post recruitment
Hiring for seek.com.au applications with no ads at local universities and tafes
operational staff applicable skills or to attract workers with experience
experience who are free from studies over the
summer period.
Some staff had transport Staff were late or missed Ensure requirements for ad specify
restrictions shifts due to lack of public “must have own transport”.
transport
Training and Staff turnover during Cost of trainer not included Ensure a senior operations staff
onboarding trading period creating a in ongoing budget member is appointed to provide
need to retrain ad-hoc training workshops as the
need arises, organise this from the
start.
Salaries and Elwood foods did not pay One month into the Amend policies, if necessary, to
Benefits sick leave to casual staff trading period Elwood ensure any casual staff receive
creating staff morale Foods began paying sick benefits received by full-time
problems leave entitlements employees.
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The Project team established a robust communications and reporting plan in line with
stakeholder requirements to report on the progress on the project in weekly and monthly
increments as defined in the Project Communications Plan.
Meetings In the first few months the Some attendees could not Set regular monthly meetings at
monthly meeting invite was attend the beginning of the project
only sent a few days before
the meeting date
Before access to site there Another (future Hold meetings in CBD until site
was no location defined for competitor) had to be access
meeting venue booked as a venue
Reports Weekly reports were late on Stakeholder dissatisfaction Set diary reminders in project
occasion team to complete reports
requirements ahead of due date
Social Media Inaccuracies in copy Perceived damage to Marketing department now have a
reputation 3 tier proofreading process in
place to avoid errors
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In summary all documented project deliverables have been met by the project team. All
stakeholders have submitted their feedback and acknowledge that there are no deliverables
which were missed or omitted for this project.
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business. The remaining team can be hired closer to launch allowing the minimum sufficient
time for onboarding and training prior to launch.
6. PROJECT COSTS
The budgeted cost was set at $690,700. This cost was broken out by project phase in the
following chart with actual costs compared to the planned/budgeted cost.
Total actual costs of the MicroFiber Project amounted to $684,688. The Smoke City
Mornington Peninsula pop-up was not only successful in meeting all of its objectives and
deliverables, but by completing under budget.
7. PROJECT SCHEDULE
The Smoke City BBQ Mornington Peninsula pop-up schedule called for a 10 month project with
initiation beginning on July 1, 2021 and project closeout ending on March 31, 2022. The below
chart shows each phase of the project lifecycle, the planned schedule dates, and the actual
completion dates of each phase.
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Advertising & Marketing February 28th 2022 February 28th 2022 Completed on time
Grand Opening 30th November, 2021 30th November, 2021 Completed on time
All project phases were completed on time with the exception of procurement which was
completed ahead of schedule.
8. RECOMMENDATIONS
The Smoke City BBQ Mornington Peninsula pop-up was an example of a carefully planned and
successfully executed project for Elwood Foods. However, it is not without its
recommendations or lessons learned.
Recommendation #1:
Recruiting key senior operations staff earlier in the project. This is imperative in establishing
familiarity with the restaurant brand and ensuring an on-time handover for successful launch as
well as establishing expectations of what operations will require during transition.
Recommendation #2:
It is recommended to move website design in house within Elwood Foods rather than using
contractors, as we had issues with delivery which could have compromised the quality of the
project. This would ensure all website edits and builds for all venues of Elwood Foods could be
done with a faster turn around and in the long run it would be less expensive and more flexible
than using contractors and cost could be recouped across the group. The contractor engaged
for the project is no longer on the preferred vendor list.
Recommendation #3:
Our commitment to using local producers placed stress on the schedule as we reverted to CBD
suppliers as the project neared launch as the relationships and billing processes were already
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established. We seek to continue to utilise local vendors for future projects and this
relationship and process should be established in the planning phase of the project.
Sponsor Acceptance