INTRODUCTION

Purpose of the Project Management Plan

The purpose of the Project Management Plan (PMP) for the coffee shop is to

provide a comprehensive and detailed overview of the project, including its goals,

objectives, scope, schedule, budget, and risks. The PMP is intended to serve as a

guide for all project stakeholders, including the project sponsor, senior leadership,

and the project team, throughout the lifecycle of the project.

The PMP will help to ensure that everyone involved in the project has a clear

understanding of the project goals and objectives, as well as the tasks and activities

required to achieve those goals. Additionally, the PMP will provide a framework for

monitoring and controlling the project, including tracking progress, identifying risks,

and making any necessary adjustments to keep the project on track.

Ultimately, the purpose of the PMP for the coffee shop is to increase the

chances of project success by providing a comprehensive and well-structured plan

for the project, and ensuring that everyone involved in the project is working towards

the same goals and objectives.

 EXECUTIVE SUMMARY OF THE PROJECT CHARTER

The purpose of this project is to establish a new coffee shop in the

Municipality of Angat, Bulacan. The coffee shop will provide high-quality coffee and a

comfortable atmosphere for customers, offering a range of coffee and tea

beverages, as well as a variety of baked goods and snacks. The project is expected

to be completed by September 30th, 2023.

The goals and objectives of the project are to create a welcoming

environment for customers, offer a menu of high-quality coffee and tea beverages,

and establish a profitable and sustainable business.

The scope of the project includes the design and construction of the coffee

shop, the procurement of equipment and supplies, and the development of

marketing and sales strategies. The target market for the coffee shop will be

residents and visitors to the Municipality of Angat, as well as tourists visiting the

nearby Ipo Dam.

The project sponsor is responsible for providing overall leadership and

direction for the project, as well as securing the necessary resources and funding.

Senior leadership is responsible for providing support and guidance to the project

sponsor and the project team, and ensuring that the project aligns with the

organization's overall goals and objectives. The project team is responsible for

executing the project, including the design and construction of the coffee shop,

procurement of equipment and supplies, and development of marketing and sales

strategies.
 The budget for the project is ₱3,700,00.00. This budget will be used to cover

the cost of the design and construction of the coffee shop, procurement of equipment

and supplies, and development of marketing and sales strategies.

The Project Management Plan (PMP) will provide a comprehensive schedule,

detailed budget, and risk management plan, as well as guidance on how the project

will be monitored and controlled throughout its lifecycle. The PMP will be developed

and updated as needed throughout the lifecycle of the project, and will serve as the

primary tool for managing the project.

The approved Project Charter serves as the foundation for the PMP and

provides a clear understanding of the project's purpose, goals, and objectives for all

stakeholders. By having a comprehensive Project Charter and Project Management

Plan in place, the coffee shop project is more likely to be successful and meet its

goals and objectives.

Assumption/Contraints

The Project Charter outlines the purpose, goals, and objectives of the coffee

shop project, as well as the scope, budget, and roles and responsibilities of the

project stakeholders. However, there may be certain assumptions and constraints

that will impact the project and need to be considered. This document outlines the

key assumptions and constraints for the coffee shop project.

Assumptions:

1. Adequate funding will be available to complete the project as planned. This

includes funding for the design and construction of the coffee shop,

procurement of equipment and supplies, and development of marketing and

sales strategies.
 2. The local government regulations and permits required for the establishment

of a coffee shop will be obtained in a timely manner, and the project will be

able to proceed as planned.

3. The target market for the coffee shop, including residents and visitors to the

Municipality of Angat, as well as tourists visiting the nearby Ipo Dam, will be

receptive to the coffee shop and its offerings.

Constraints:

1. The construction schedule for the coffee shop is subject to weather conditions

and other factors that may impact progress.

2. The procurement of equipment and supplies may be impacted by availability

and lead times, as well as any disruptions in the supply chain.

3. The budget for the project may be impacted by unforeseen expenses or

changes in the scope of the project.

As of [insert current date], there have been no changes to the project

assumptions and constraints outlined in the Project Charter. However, it is important

to continuously monitor and reassess the assumptions and constraints throughout

the project lifecycle, and make any necessary updates to the Project Management

Plan as needed.

By considering the key assumptions and constraints for the coffee shop project,

the project team and stakeholders can be better prepared to manage potential risks

and ensure the project is completed successfully. Any changes to the assumptions

and constraints should be noted and incorporated into the Project Management Plan

as needed.
 SCOPE MANAGEMENT

The project’s scope management plan outlines the processes and procedures

for defining, planning, monitoring, controlling, and closing the project scope. The

scope management plan is a key component of the Project Management Plan (PMP)

and is designed to ensure that the project delivers the desired results within the

agreed-upon time, cost, and quality constraints. The following outlines the possible

steps for the scope management of the coffee shop project:

The first step in scope management is to clearly define the boundaries of the

project, including the goals, objectives, and deliverables. The project scope

statement should be reviewed and approved by all stakeholders to ensure that

everyone has a clear understanding of what is included and excluded from the

project.

The WBS (Work Breakdown Structure) is a hierarchical representation of the

project scope and is used to break down the project into smaller, more manageable

parts. The WBS helps to ensure that all work required to complete the project is

accounted for and included in the project schedule.

The project schedule should be based on the WBS and should include all the

tasks, activities, and milestones required to complete the project. The schedule

should be reviewed and approved by all stakeholders to ensure that it is realistic and

achievable.
 Throughout the project, the project manager should continuously monitor and

control the project scope to ensure that it stays within the agreed-upon boundaries.

This may involve adjusting the project schedule, budget, or resources to keep the

project on track.

At the end of the project, the project manager should conduct a final review of

the project scope to ensure that all deliverables have been completed and all

stakeholders are satisfied with the results. Any unfinished work should be

documented, and the final project scope statement should be approved and stored

for future reference.

Work Breakdown Structure

The Work Breakdown Structure (WBS) is a fundamental tool used in project

management to decompose a complex project into smaller, manageable

components. In the context of the coffee shop business, the WBS serves as a visual

representation of the project activities, breaking down the overall project into smaller,

more specific tasks. This allows project managers to better understand and manage

the various elements of the project, ensuring that the project stays on track and

meets its goals and objectives. By presenting the WBS, project stakeholders can

gain a clearer understanding of the project scope, schedule, and budget, and ensure

that all project activities are aligned with the overall project objectives. Presented

here is the WBS of the coffee shop business.

I. Project Initiation

a. Develop project charter

b. Conduct stakeholder analysis

c. Define project scope

 II. Design and Planning

a. Create architectural plans

b. Determine equipment and supply needs

c. Develop marketing and sales strategies

d. Develop project schedule

III. Construction

a. Site preparation

b. Building construction

c. Interior finishes

d. Installation of equipment and supplies

IV. Marketing and Sales

a. Launch marketing campaign

b. Open coffee shop for business

c. Implement sales and customer service strategies

V. Project Closeout

a. Evaluate project performance

b. Complete final documentation

c. Disseminate lessons learned

Deployment Plan

The deployment plan for the coffee shop is a crucial aspect of the project and

outlines the steps necessary to bring the new coffee shop from concept to reality.

This plan will provide a roadmap for the implementation of the coffee shop, from the

procurement of equipment and supplies to the design and construction of the

physical space. The deployment plan will also detail the processes for conducting

environment assessments, developing memorandums of understanding, and

installing the necessary hardware and software. The goal of this deployment plan is

to ensure a smooth and successful rollout of the coffee shop, ensuring that the end-

users are provided with a high-quality coffee experience from the moment they walk

in the door.

The first step in the deployment plan is to conduct a thorough assessment of

the environment in which the coffee shop will be located. This includes evaluating

the physical location, accessibility, utilities, and other relevant factors that may

impact the operation of the coffee shop.

The second step is to develop MoUs (Memorandums of Understanding) with

suppliers and partners who will be involved in the deployment of the coffee shop.

This includes agreements with suppliers for the delivery of coffee, tea, and other

products, as well as agreements with partners who will provide services such as

marketing and promotion.

The third step is to install all necessary hardware and software required for

the operation of the coffee shop. This includes point-of-sale (POS) systems, cash

registers, and any other relevant technology that will be used in the day-to-day

operation of the coffee shop.

The fourth step is to convert any existing data from previous systems into a

format that is compatible with the new systems being used in the coffee shop. This

includes customer data, sales data, and any other relevant information that will be

used to support the operations of the coffee shop.

The final step in the deployment plan is to provide training and support to the

coffee shop employees and partners who will be involved in the operation of the

coffee shop. This includes training on the use of the new systems and technologies,
as well as ongoing support to ensure that the coffee shop is operating smoothly and

effectively.

By following this deployment plan, the coffee shop project will be well-

positioned for success, with a clear understanding of the environment in which it will

be operating, agreements in place with key suppliers and partners, and all necessary

hardware and software installed and configured. Additionally, with proper training

and support, the coffee shop will be staffed by individuals who are well-prepared to

provide excellent service to customers and ensure the success of the business.

Change Control Management

Change control is a critical component of successful project management. It

helps to ensure that changes to the project are properly evaluated and managed,

reducing the risk of project delays, cost overruns, and other potential issues. This

part presents the change control process for a business, including the roles and

responsibilities of project stakeholders, the criteria for evaluating changes, and the

procedures for documenting and implementing changes.

The change control process involves multiple stakeholders, including the

project manager, product manager, development team, and customer

representatives. The roles and responsibilities of each stakeholder are outlined

below:

Project Manager: The project manager is responsible for leading the change

control process and ensuring that all changes are handled in a timely and effective

manner. They will coordinate with other stakeholders to evaluate and approve

changes, and ensure that changes are properly documented and implemented.
 Product Manager: The product manager is responsible for defining the

product requirements and ensuring that changes to the product scope are in line with

the overall business goals. They will provide input and guidance to the project

manager regarding changes to the product requirements.

Development Team: The development team is responsible for implementing

changes to the project. They will provide input to the project manager regarding the

technical feasibility and impact of proposed changes.

Customer Representatives: Customer representatives will provide feedback

and input regarding changes to the product requirements. They will also provide

validation of changes that have been made to ensure that the final product meets

their needs.

Changes to the project will be evaluated based on the following criteria:

Impact on the project schedule: Changes that will significantly impact the

project timeline will be carefully evaluated to ensure that the project remains on

track.

Impact on the project budget: Changes that will significantly impact the project

budget will be carefully evaluated to ensure that the project remains within its budget

constraints.

Impact on the project scope: Changes that will significantly impact the project

scope will be carefully evaluated to ensure that the project remains aligned with its

overall objectives.

Customer feedback: Changes that are based on customer feedback will be

given priority over other changes.

 The following steps outline the procedures for documenting and implementing

changes:

1. Identification: Changes to the project will be identified through regular

meetings with stakeholders, customer feedback, or by the development team.

2. Evaluation: Changes will be evaluated based on the criteria outlined above

and discussed with relevant stakeholders.

3. Approval: Changes will be approved by the project manager and product

manager, with input from other stakeholders as necessary.

4. Documentation: Changes will be documented in a change log and

incorporated into the project plan.

5. Implementation: The development team will implement the approved

changes, with regular status updates provided to the project manager.

 SCHEDULE/TIME MANAGEMENT

Effective time management is a critical component of any successful business

project. The schedule management plan outlines the approach to be taken to ensure

that the project is completed on time and within budget. This plan outlines the project

start and expected end date, as well as key milestones and deliverables.

The coffee shop project will commence on March 1st, 2023 and is expected to

be completed by September 30th, 2023. This timeline allows for adequate time to

plan and execute all aspects of the project, including market research, design and

construction, equipment procurement, and staff training.

The project will be broken down into several key milestones, including:

1. Market research and analysis (March 1st - April 15th)

2. Design and construction planning (April 16th - June 1st)

3. Equipment procurement (June 2nd - July 15th)

4. Staff training (July 16th - August 15th)

5. Grand opening (September 1st)

 Each milestone will be accompanied by a deliverable, such as the completion

of the market research report or the procurement of all necessary equipment. These

deliverables will serve as checkpoints to ensure the project is progressing on

schedule and that any potential issues are addressed in a timely manner.

By implementing a comprehensive time management plan, the coffee shop

project will have a clear and defined timeline to ensure a successful launch and

opening.

Milestones

A well-structured and organized schedule is essential for the successful

completion of any business project. The schedule helps to ensure that all tasks are

completed within the designated time frame and provides a clear roadmap for the

project team. This section presents the outline of the key milestones of the project,

including the estimated completion time frame for each milestone. These milestones

serve as checkpoints that provide a visual representation of the project's progress

and help to keep the project on track. By regularly monitoring the project against

these milestones, project stakeholders can ensure that the project is proceeding as

planned and make any necessary adjustments to ensure its success.

Milestone Estimated Completion Time Frame

Project initiation 2 weeks
Requirements gathering 4 weeks
Design and development 8 weeks
Testing and bug fixing 6 weeks
User acceptance testing 2 weeks
Deployment 1 week
Project closeout 1 week
Dependencies

The success of any project is dependent on various factors, including the

availability of resources, the expertise of the project team, and the effective

management of dependencies. Dependencies refer to the relationships and

interdependencies between various tasks and activities within a project, as well as

between the project and external factors that could impact its success. In the case of

the coffee shop project, there are several dependencies that must be taken into

account in order to ensure project success.

One critical dependency for the coffee shop project is the availability of

resources, including human resources, materials, and equipment. The coffee shop

will require a team of experienced and skilled professionals, including baristas,

cooks, and servers, to deliver high-quality food and beverages to customers. In

addition, the coffee shop will require a variety of equipment, including coffee

machines, refrigerators, and cooking appliances, to prepare and serve food and

beverages.

To ensure the availability of resources, the project team must carefully plan

and manage resource allocation throughout the project. This includes identifying the

required resources for each task and activity, estimating the amount of time and

effort required for each resource, and developing contingency plans in case of

resource shortages or other unforeseen circumstances.

Another key dependency for the coffee shop project is the availability of

suitable location and infrastructure. The coffee shop must be located in a prime

location that is easily accessible to customers and offers ample space for seating

and food preparation. In addition, the coffee shop must have a reliable and efficient
infrastructure, including utilities such as electricity, water, and gas, to ensure that

operations can run smoothly.

To address this dependency, the project team must conduct a thorough

analysis of potential locations and infrastructure options, taking into account factors

such as proximity to customers, availability of parking, and the cost of utilities. The

team must also develop a contingency plan in case the chosen location or

infrastructure is not available or suitable.

Another critical dependency for the coffee shop project is the availability of

funds. The project will require a significant amount of capital to cover the costs of

equipment, materials, and labor, as well as marketing and advertising expenses. To

ensure that sufficient funds are available throughout the project, the project team

must develop a detailed budget and financial plan, including estimates of all costs

and projected revenues.

In addition to internal dependencies, the coffee shop project is also dependent

on external factors, including regulatory requirements and market conditions. The

coffee shop must comply with all relevant health and safety regulations, as well as

local zoning and building codes. In addition, the coffee shop must be able to

compete effectively in the highly competitive food and beverage industry, which is

subject to changing trends and consumer preferences.

To address these external dependencies, the project team must conduct a

thorough analysis of regulatory requirements and market conditions, including trends

in consumer demand, competitive pricing, and emerging technologies. The team

must also develop contingency plans in case of changes to regulations or market

conditions that could impact the project's success.

 Overall, the success of the coffee shop project is dependent on a wide range

of internal and external factors, including the availability of resources, the suitability

of the location and infrastructure, the availability of funds, and regulatory

requirements and market conditions. By carefully managing these dependencies

throughout the project lifecycle, the project team can increase the chances of project

success and ensure that the coffee shop is able to deliver high-quality food and

beverages to customers for years to come.

COST/BUDGET MANAGEMENT

Budgeting is a crucial aspect of project management, as it helps to ensure

that the project is completed within the available resources and funding. The budget

is a financial plan that outlines all of the costs associated with the project, including

labor, materials, equipment, and other expenses.

The coffee shop project has a total budget of ₱3,700,00.00, which includes all

costs associated with the project, such as labor, materials, equipment, and other

expenses. The budget will be managed through a comprehensive cost management

plan, which will ensure that all project costs are monitored and controlled throughout

the project lifecycle.

The cost management plan will include the following processes:

1. Cost Estimation: The first step in the cost management plan will be to

estimate the costs of all project activities, including labor, materials,

 equipment, and other expenses. This will be done by using historical data,

industry benchmarks, and expert judgment.

2. Cost Budgeting: Once the cost estimates have been completed, the next

step will be to develop a cost budget for the project. This will involve

allocating the estimated costs to specific project activities and creating a

detailed budget plan.

3. Cost Control: Throughout the project lifecycle, the actual costs will be

tracked and compared to the budgeted costs. Any variances will be

identified and analyzed to determine their cause. Corrective action will be

taken as necessary to keep the project on track and within budget.

To ensure effective cost management, the project manager will establish a

project budget baseline that will be used to track the project's progress. The project

budget baseline will include the following:

1. Total Budget: The total budget for the project will be ₱3,700,00.00.

2. Planned Value: The planned value will be the approved budget for each

project activity. The planned value will be used to measure progress and

determine whether the project is on track.

3. Actual Cost: The actual cost will be the actual cost incurred for each

project activity.

4. Earned Value: The earned value will be the value of completed work to

date. This will be used to determine how much of the project's budget has

been earned at any point in time.

5. Cost Variance: The cost variance will be the difference between the

earned value and the actual cost. A positive cost variance means that the
 project is under budget, while a negative cost variance means that the

project is over budget.

6. Schedule Variance: The schedule variance will be the difference between

the earned value and the planned value. A positive schedule variance

means that the project is ahead of schedule, while a negative schedule

variance means that the project is behind schedule.

To ensure that the project stays within budget, the project manager will

regularly review the project's financial status and take corrective action as

necessary. This may include adjusting the project's scope, schedule, or resources to

bring the project back on track.

QUALITY MANAGEMENT

Quality management is an important aspect of the coffee shop project, as it

ensures that the final product meets the established standards and meets the

expectations of the stakeholders. In order to achieve this, the following quality

management processes will be implemented:

Quality Planning: This process involves identifying the quality standards that

must be met by the project deliverables, and determining the best methods for

achieving those standards. The project team will work with the stakeholders to

determine the quality expectations, and establish a plan to achieve those

expectations.

Quality Assurance: This process involves monitoring the project to ensure that

the established quality standards are being met. This will involve regular reviews of

project deliverables to ensure that they are of the expected quality. Additionally, the
project team will work to identify and address any issues or concerns that arise

throughout the project.

Quality Control: This process involves testing and inspecting the project

deliverables to ensure that they meet the established quality standards. This will

involve both internal testing and external testing, to ensure that the final product

meets the expectations of the stakeholders.

Testing: In addition to the quality control process, the project will also require

testing to ensure that the final product meets the desired functionality and user

experience. This will involve testing of the coffee products, the equipment, the

systems, and any other components of the project.

To ensure that these quality management processes are effective, the project

team will establish clear quality standards and metrics, and regularly monitor and

report on progress towards these standards. The team will also establish a system

for identifying and addressing any issues or concerns that arise, to ensure that the

project stays on track and delivers a high-quality final product.

Additionally, the project team will work with external stakeholders, such as

suppliers and contractors, to ensure that they also meet the established quality

standards. This will involve establishing clear expectations and requirements for

these stakeholders, and regularly monitoring their performance to ensure that they

meet these expectations.

 HUMAN RESOURCE MANAGEMENT

The success of any project depends on the skills and abilities of the people

involved in it. As such, the human resource management plan is a critical component

of the coffee shop project. The purpose of this plan is to ensure that the project has

the necessary resources in terms of people, skills, and expertise to deliver on its

goals and objectives.

The coffee shop project will require the following human resources:

1. Project Manager - responsible for overseeing the overall project, managing

the project team, and ensuring that the project is delivered on time, within

budget, and to the required quality standards.

2. Barista - responsible for preparing and serving coffee and other beverages

to customers.
 3. Cashier - responsible for handling customer transactions, including

processing payments, making change, and issuing receipts.

4. Waitstaff - responsible for taking customer orders, serving food and

beverages, and ensuring that customers are satisfied with their

experience.

5. Chef - responsible for preparing food items, managing inventory, and

ensuring that all kitchen equipment is in good working condition.

6. Maintenance Staff - responsible for ensuring that the coffee shop facilities

are clean and well-maintained.

The following are the roles and responsibilities of the human resources

identified above:

1. Project Manager - The project manager is responsible for overseeing the

project from start to finish. This includes defining the project scope, creating a

project plan, managing the project budget, and ensuring that the project is

delivered on time and to the required quality standards. The project manager

will also be responsible for managing the project team and ensuring that all

team members are working together effectively to achieve project goals.

2. Barista - The barista is responsible for preparing and serving coffee and other

beverages to customers. This includes brewing coffee, steaming milk, and

creating latte art. The barista will also be responsible for maintaining the

cleanliness and functionality of the coffee machines.

3. Cashier - The cashier is responsible for handling customer transactions,

including processing payments, making change, and issuing receipts. The

cashier will also be responsible for managing the cash register and ensuring

that all transactions are accurate and recorded properly.

 4. Waitstaff - The waitstaff is responsible for taking customer orders, serving

food and beverages, and ensuring that customers are satisfied with their

experience. The waitstaff will also be responsible for cleaning tables, resetting

tables, and ensuring that the dining area is clean and well-maintained.

5. Chef - The chef is responsible for preparing food items, managing inventory,

and ensuring that all kitchen equipment is in good condition. The chef will also

be responsible for managing the kitchen staff and ensuring that all food items

are prepared to the required quality standards.

6. Maintenance Staff - The maintenance staff is responsible for ensuring that the

coffee shop facilities are clean and well-maintained. This includes cleaning

floors, walls, and restrooms, as well as ensuring that all equipment is in good

working condition.

In addition to the above roles and responsibilities, the human resource

management plan will also include guidelines for recruiting, training, and managing

staff. This will include identifying the skills and expertise required for each role,

creating job descriptions, and establishing performance metrics to ensure that all

staff members are performing to the required standards.

In addition to recruiting and managing staff, the coffee shop project will also

require quality testing to ensure that the products and services delivered meet the

required standards. This will include conducting regular taste tests to ensure that the

coffee and food items meet the required quality standards. The project team will also

be responsible for monitoring customer feedback and making adjustments to the

products and services based on customer feedback.

 Overall, the human resource management plan is a critical component of the

coffee shop project. By identifying the necessary human resources, defining their

roles and responsibilities, and establishing guidelines for managing staff, the project.

COMMUNICATIONS MANAGEMENT

Effective communication is critical for the success of any project, including the

coffee shop project. The project involves various stakeholders, including the project

team, project sponsor, senior leadership, vendors, and customers. The

communication plan will ensure that all stakeholders are informed and engaged

throughout the project's lifecycle. This section of the Project Management Plan

(PMP) outlines the communication plan for the coffee shop project, including the

communication objectives, target audience, communication methods, and frequency.

The communication objectives for the coffee shop project are to ensure that

all stakeholders are well-informed about the project's progress, issues, and risks.

The communication plan will also facilitate the exchange of information between
stakeholders and provide a platform for feedback and input. Effective communication

will promote collaboration and foster a positive relationship among the stakeholders.

The target audience for the coffee shop project includes the project team,

project sponsor, senior leadership, vendors, and customers. The communication

plan will be tailored to meet the specific needs of each stakeholder group. The

project team will receive regular updates on project status, issues, and risks. The

project sponsor and senior leadership will receive periodic updates on project

progress and will be consulted for major decisions. Vendors will receive updates on

project timelines and requirements. Customers will be informed about the coffee

shop's opening date, menu, and promotional offers.

The communication methods for the coffee shop project will include a

combination of formal and informal methods, depending on the stakeholders' needs.

The formal methods will include project status reports, progress reviews, and project

meetings. The informal methods will include emails, phone calls, and chat groups.

The communication methods will be selected based on their effectiveness, ease of

use, and accessibility.

The following communication methods will be used for the coffee shop

project:

1. Weekly meetings: The project team will hold weekly meetings to discuss

project progress, issues, and risks. The project manager will chair the

meetings, and all team members are required to attend.

2. Monthly progress reports: The project manager will prepare monthly

progress reports to summarize project status, progress, and issues. The

reports will be distributed to all stakeholders.

 3. Email communication: Email communication will be used to disseminate

project information and updates to stakeholders. The project manager will

ensure that all stakeholders are on the distribution list.

4. Project status dashboard: A project status dashboard will be developed to

provide real-time project information to stakeholders. The dashboard will

be accessible to all stakeholders via a web portal.

5. Ad-hoc meetings: Ad-hoc meetings may be held as needed to discuss

specific project issues or concerns.

The following frequency of communication will be observed for the coffee

shop project:

1. Weekly meetings: The project team will hold weekly meetings to discuss

project progress, issues, and risks.

2. Monthly progress reports: Monthly progress reports will be prepared and

distributed to all stakeholders.

3. Email communication: Email communication will be used to disseminate

project information and updates to stakeholders as needed.

4. Project status dashboard: The project status dashboard will be updated in

real-time and accessible to stakeholders via a web portal.

The following feedback mechanisms will be established for the coffee shop

project:

1. Weekly meetings: The weekly meetings will include a feedback session to

capture team members' concerns and feedback.

2. Customer feedback: Customer feedback will be collected through surveys

and focus group discussions.

 3. Project status dashboard: The project status dashboard will include a

feedback mechanism to capture stakeholders' concerns and feedback.

The following are the roles and responsibilities for the Communications

Management plan:

1. Project sponsor: The project sponsor is responsible for ensuring that all

stakeholders are informed of project progress, status, and issues.

2. Senior leadership team: The senior leadership team is responsible for

providing direction and support to the project manager.

3. Project manager: The project manager is responsible for implementing the

Communications Management plan and ensuring that all stakeholders are

informed of project progress, status, and issues.

4. Project team: The project team is responsible for attending weekly

meetings and providing feedback on project progress, status, and issues.

5. Suppliers and vendors: Suppliers and vendors are responsible for

providing project information and updates as needed.

6. Customers: Customers are responsible for providing feedback on project

progress, status, and issues.

Effective communication is critical for the success of any project, including the

coffee shop project. The communication plan will ensure that all stakeholders are

well-informed and engaged throughout the project's lifecycle. The plan will be

developed at the project planning stage and will be updated regularly throughout the

project's lifecycle.
 RISK AND ISSUE MANAGEMENT

Risk and issue management is an essential part of project management. As

the project manager of the coffee shop project, I understand the importance of

identifying and managing risks and issues that may impact the successful completion

of the project. Effective risk management involves identifying potential risks,

analyzing their likelihood and impact, and developing a plan to mitigate or manage

those risks. Issue management involves identifying and addressing any problems or

challenges that arise during the project execution.

The first step in risk management is to identify potential risks that may affect

the project. In the coffee shop project, some of the potential risks include delays in

construction due to weather conditions, equipment failure, staffing issues, and

changes in local regulations. Once risks have been identified, the next step is to
assess their likelihood and impact. Risks that are more likely to occur and have a

greater impact on the project should be given higher priority.

After assessing the risks, the next step is to develop a plan to mitigate or

manage them. This may involve taking steps to reduce the likelihood of the risk

occurring, such as adding additional resources or implementing redundant systems.

It may also involve developing contingency plans in case the risk does occur, such

as identifying alternative suppliers or adjusting the project schedule.

Regular monitoring and reporting of risks is also critical to effective risk

management. The project team should regularly review the status of identified risks,

update their likelihood and impact assessments as needed, and adjust their

mitigation plans accordingly. The project sponsor and stakeholders should be kept

informed of any changes in the project risk profile and the status of risk mitigation

efforts.

In addition to risk management, issue management is also a critical

component of project management. Issues can arise during the project execution

that may impact the successful completion of the project. These issues may include

unexpected delays, budget overruns, quality problems, or conflicts among project

team members.

The first step in issue management is to identify any issues that arise during

the project execution. The project team should have a process in place for reporting

and escalating issues as they arise. Once an issue has been identified, the project

team should assess its impact and develop a plan to address it. This may involve

reallocating resources, adjusting the project schedule, or implementing corrective

actions to address quality or performance issues.

 Regular monitoring and reporting of issues is also critical to effective issue

management. The project team should regularly review the status of identified

issues, update their impact assessments as needed, and adjust their plans

accordingly. The project sponsor and stakeholders should be kept informed of any

changes in the project issue profile and the status of issue resolution efforts.

Effective communication is critical to the success of the coffee shop project.

The project team should establish a communication plan that outlines the

communication channels, frequency, and content for all project stakeholders. The

communication plan should include regular project status updates, including

progress against the project schedule, budget, and risk and issue status.

Regular project team meetings should be held to discuss project status,

review progress against the project plan, and identify any risks or issues that have

arisen. Ad-hoc meetings may also be necessary to address urgent issues or to make

important project decisions.

In addition to formal meetings, the project team should also establish informal

communication channels, such as email or instant messaging, to facilitate quick and

efficient communication among team members. The project team should also

establish clear guidelines for responding to communication, including expected

response times and protocols for escalation.

Effective risk and issue management, along with clear and effective

communication, are essential components of successful project management. As the

project manager of the coffee shop project, I am committed to implementing a

comprehensive risk and issue management plan and establishing clear

communication channels and protocols to ensure the project is completed

successfully.

RISK/ISSUE LOG

A risk log is a document that helps project managers keep track of potential

risks and issues that may arise during the course of a project, as well as the actions

that have been taken to address them. It is an essential tool for project managers to

proactively manage risks and issues and to ensure that appropriate mitigation

strategies are in place.

ID Risk/Issue Impact Probabilit Severity Mitigation Strategy

 Description y
Establish
Delay in contingency plan
R1 construction due to Medium High High and adjust project
inclement weather schedule
accordingly
Shortage of raw Establish alternate
materials due to suppliers and
R2 High Medium High
supply chain regularly monitor
disruption inventory levels
Conduct regular
Equipment
maintenance checks
breakdown
R3 High Low Medium and have backup
resulting in delay
equipment readily
production
available
Changes in
Monitor government
government
update and adjust
R4 regulations High High High
operations
affecting
accordingly
operations
Implement team
building activities
Conflict among
I1 Medium Medium Medium and encourage
team
open
communication
Re-evaluate project
scope and priorities,
Insufficient budget
I2 High High High and seek additional
allocation
funding if
necessary.
Provide
Inadequate training
comprehensive
I3 for new technology High Medium High
training and support
implementation
for team member.

PROCUREMENT MANAGEMENT

Procurement management is a critical aspect of project management,

especially for projects that require the acquisition of specific resources or services.

The procurement process involves identifying the necessary resources, selecting

vendors or suppliers, negotiating contracts, and managing the delivery of goods or

services. Effective procurement management ensures that the project team has
access to the resources they need to complete the project successfully, on time and

within budget. In this document, we will outline the procurement management plan

for the coffee shop project, including the necessary resources, procurement

methods, and the roles and responsibilities of project stakeholders involved in the

procurement process.

The procurement management plan outlines the processes and procedures

that will be followed to acquire the necessary resources to complete the coffee shop

project. This plan covers the procurement of equipment, materials, and services

required to design, build, and operate the coffee shop. The procurement

management plan aims to ensure that all procurement activities are conducted

efficiently, effectively, and in compliance with applicable regulations.

The procurement management plan for the coffee shop project includes the

following processes:

Procurement Planning: This process involves identifying the items that need

to be procured and developing a procurement plan that outlines the procurement

strategy, methods, and timelines.

Source Selection: This process involves selecting the most suitable vendors

or suppliers to provide the required goods or services based on pre-defined selection

criteria.

Contracting: This process involves negotiating and executing contracts with

selected vendors or suppliers.

Monitoring and Control: This process involves monitoring the performance of

vendors or suppliers and ensuring that the goods or services provided meet the

required quality standards and are delivered on time.

 The coffee shop project will require the procurement of the following items:

1. Equipment: This includes coffee machines, refrigerators, ovens, tables,

chairs, and other furniture and fixtures required for the coffee shop.

2. Materials: This includes the raw materials required for making coffee, such

as coffee beans, milk, sugar, and other ingredients.

3. Services: This includes the services of contractors, such as builders,

electricians, plumbers, and other tradespeople required for the

construction and fit-out of the coffee shop.

The following roles and responsibilities have been defined for procurement

management:

Project Manager: The project manager is responsible for overall procurement

management and ensuring that all procurement activities are conducted in

compliance with the procurement management plan.

Procurement Manager: The procurement manager is responsible for

developing the procurement plan, identifying suitable vendors, negotiating and

executing contracts, and monitoring and controlling procurement activities.

Project Team: The project team is responsible for identifying the procurement

requirements and providing input into the procurement planning process.

Vendors/Suppliers: Vendors and suppliers are responsible for providing the

goods or services required in compliance with the terms and conditions of the

contract.

The procurement schedule for the coffee shop project is as follows:

1. Procurement Planning: 1 week

 2. Source Selection: 2 weeks

3. Contracting: 2 weeks

4. Monitoring and Control: Throughout the project lifecycle

The procurement management plan is an essential part of the coffee shop

project, ensuring that all procurement activities are conducted efficiently, effectively,

and in compliance with applicable regulations. The procurement management plan

provides a structured approach to procurement and ensures that all procurement

activities are well-managed and properly documented. The successful

implementation of the procurement management plan will enable the coffee shop

project to acquire the necessary resources to complete the project on time and within

budget.

COMPLIANCE RELATED PLANNING

Compliance processes must be followed to avoid legal, financial, or

reputational consequences that could result from non-compliance. In this context,

compliance-related planning for the project involves identifying all relevant

compliance processes that need to be followed and developing strategies to ensure

that these processes are adhered to throughout the project's lifecycle. This process

requires close collaboration between the project team, compliance experts, and legal
advisors to ensure that the project is compliant with all applicable rules and

regulations.

Compliance related planning is a critical aspect of any project that requires

adherence to specific laws, regulations, or industry standards. The coffee shop

project is no exception, and as such, we have identified several compliance-related

processes that we must adhere to. These processes are as follows:

1. Health and safety regulations: The coffee shop must comply with all

relevant health and safety regulations to ensure the safety of our

customers and employees. This includes regulations related to food

safety, fire safety, and occupational health and safety.

2. Environmental regulations: As a business, we have a responsibility to

minimize our impact on the environment. This means complying with all

relevant environmental regulations, such as those related to waste

disposal and energy consumption.

3. Labor laws: The coffee shop must comply with all relevant labor laws, such

as those related to minimum wage, working hours, and employee benefits.

4. Business licensing and permits: We must ensure that we have obtained all

the necessary licenses and permits to operate the coffee shop legally. This

includes obtaining a business license, food service permit, and building

permit, among others.

To ensure compliance with these processes, we will establish a compliance

management plan that outlines the steps we will take to comply with each process.

The plan will include the following:

 1. Roles and responsibilities: We will identify the project team members

responsible for ensuring compliance with each process.

2. Compliance procedures: We will develop procedures for each compliance

process that outline the specific steps we must take to comply with

regulations and standards.

3. Compliance monitoring and reporting: We will establish a system for

monitoring compliance and reporting any issues or concerns to the project

manager.

4. Compliance training: We will provide training to all employees on

compliance-related issues to ensure that they understand their roles and

responsibilities.

5. Compliance documentation: We will maintain documentation related to

compliance processes, including permits, licenses, and training records.

In addition to the compliance management plan, we will also establish a

compliance review process to ensure that we are continuously reviewing and

updating our compliance-related procedures to reflect any changes in regulations or

standards. The compliance review process will include regular audits and

inspections to identify any areas where we may be falling short of our compliance

obligations.

By implementing these compliance-related planning measures, we can

ensure that the coffee shop operates in a manner that is compliant with all relevant

laws, regulations, and standards. This not only helps to protect our customers and

employees but also protects the reputation and long-term success of the coffee

shop.
APPENDIX A: PROJECT MANAGEMENT PLAN APPROVAL

The undersigned acknowledge they have reviewed the Coffee Shop Project

Management Plan and agree with the approach it presents. Changes to this Project
Management Plan will be coordinated with and approved by the undersigned or their

designated representatives.

Signature: Date:

Print Name:

Title:

Role:

Signature: Date:

Print Name:

Title:

Role:

Signature: Date:

Print Name:

Title:

Role:

APPENDIX B: KEY TERMS

The table provide definitions for terms relevant to this document.

Term Definition
 In this document, it refers to the total amount
Actual Cost
incurred fir the project.
In this document, it refers to the difference between
Cost Variance
the earned value and actual cost.
In this document, it refers to the relationships and
interdependencies between various tasks and
Dependencies activities within a project, as well as between the
project and external factors that could impact its
success.
In this document, it refers to the value of completed
work to date. This will be used to determine how
Earned Value
much of the projects has been earned at any point in
time.
In this document, it refers to the written
communication that is used within an organization to
Memorandums convey important information, directives, or
proposals to employees, colleagues, or other
stakeholders.
In this document, it refers to the project is behind
Negative Schedule Variance
schedule.
In this document, it refers to the project that is ahead
Positive Schedule Variance
of schedule.
In this document, it refers to the approved budget for
each project activity. It will be used to measure
Planned Value
progress and determine whether the project is on
track.
In this document, it refers to the he process of
Procurement acquiring goods, services, or works from an external
source, usually through purchasing or leasing.
In this document, it refers to the uncertainty and
Risk potential losses that can arise from investments,
market fluctuations, or other factors.
In this document, it refers to the difference between
Schedule Variance
the earned value and the planned value.
In this document, it refers to the individuals, groups,
or organizations that have an interest or concern in
the activities, outcomes, or performance of a
Stakeholders
business or project. They can be internal or external
to the organization and may have a direct or indirect
impact on its operations, goals, or success.