HATCHARDS BOOKSTORE AI SOPPING

SYSTEM
 PROJECT INITIATION DOCUMENT

This project aims to deal with the key deliverables to the portfolio of the project management, it
will focus on all the aspects of the project its milestones, costs, and stakeholders related to the AI
shopping system of Hatchards.

COMPANY REVIEW AND JUSTIFY THE PROJECT

The company is based in the United Kingdom and operates a bookstore. John Hatchards
established it in 1797 (Paul, 2021). The company has a website, but its shopping system is
lacking in a variety of features. We took on this project to completely revamp their shopping
system with artificial intelligence. Customers nowadays expect a better website experience and
services when they shop online. The AI shopping system will include a new customer-centric
feature, retargeting potential customers, a review system, and inventory robots to automatically
restock the inventory system. The new system will help to improve the shopping experience's
efficiency, speed, and smoothness. The majority of the services provided by this new AI
shopping system will be robotic, saving the company time and reducing errors. On the website,
there will also be a text message robotic system that will handle all of the customers' questions
and confusion. It will also improve the purchasing recommendation for the new visitor to the
website, which will help us understand any newcomer's basic tastes and preferences (Ye, 2014).
Moreover, based on the data on the purchasing behaviour of our customers, AI will also help us
to understand our customers' choices like what they are most interested in purchasing it will help
us to provide recommendations next time in terms of advertisements to our customers. Hence,
the overall project will deal with a whole new AI shopping system for the bookstore which will
provide a new feature for the new experiences of our customers.

PROJECT SCOPE
The scope of the project is to develop a new AI shopping system for the Hatchards bookstore for
product details and online shopping services.

 Users will be able to have a better experience in terms of search and speed
 Users will be able to chat with robots available all the time on the website to deal with all
the questions and confusion
 Users will be able to get recommendations based on their search history for similar
genres of books.
 Users will be able to get updated about the upcoming new inventory, promotions, and
deals
 Users will be able to provide feedback.
PROJECT GOALS
The ultimate goal of the project is to make a smooth AI shopping system providing a whole new
experience to customers with online shopping. The system will be smoother and more efficient
to save time for the company and customers as well. There will be an automatic robotic system
for inventory restocking, and providing discounts and deals to the old inventory for fast sales.

PROJECT OBJECTIVE
The project objective is to provide the proper project with various aspects like

 Completing the project within 2 months.

 The budget for this project is £30,000
 The system will have a dry run to ensure that all the objectives and goals have been
ensured before the closure.
 There will be proper and constant communication between the team and stakeholders of
the project.

BUDGETARY INFORMATION
The overall budget has been already communicated which is £ 30,000 for the AI shopping
system but hence the features that we are going to add and its estimated maximum cost are listed
below.

Features January February

Project management £100 £100

Chatbots 200 200

Data storage 50 50

Data processing speed 200 200

SEO 300 250

Rating/review 100 100

RFID tag 500 500

Shopping trolley 100 100

 Recommendations 50 50

CRM 400 400

Product category 500 500

Payment methods 200 200

Testing 500 1300

Project team members 2000 2000

Total £5200 £5950

PROJECT APPROACH
We are going to use the Kanban project approach as it will help us to deal with the whole
workflow of the project through visualization and breaking down pieces so it will be easy for us
to understand every aspect of the project.

The Kanban approach has various advantages as it will help us to analyze every part of the
project we have thought to achieve within the 2 months. This approach needs full transparency as
we want to do for our project. Within the time limit, we need to have proper work which can be
followed from this Kanban approach.

We will have various segmentation overall of the project so that we can easily achieve all the
goals and objectives of the project within the set time limit.

KEY ROLES
Product owner: the product owner will deal with the marketing, customer, and overall products
and also the time limit of the project to be done. The product owner is responsible to overlook
the objectives and all new features are probably being followed.

Kanban approach: Kanban approach will help to achieve the project in small segmentation so
that it can be done with full transparency and minimum errors.
Stakeholder: stakeholders are responsible to provide feedback about the final product.
Stakeholders can provide sponsorship as well.

Team members: team members are responsible to work and coordinate without any conflicts so
that proper projects and goals can be achieved within the specific time.

STAKEHOLDER ANALYSIS
Stakeholder analysis is the first step in Stakeholder Management, and it is a critical process that
must be completed for a project to be successful. Managing stakeholders effectively and
maintaining open lines of communication will help the project run smoothly (Evert, 2022). They
also point out that stakeholder analysis entails several steps, such as determining the necessary
contribution from each stakeholder, the stakeholders' requirements, and their concerns and
wishes about the project (Sharma, 2022). Whereas, some of the important stakeholders are stated
below

Stakeholders Concerns Communication Impact Responsibilities

methods

Customers Benefits Social media High To provide

package post continuous feedback
for improvements
Best services Advertisements

Variety Emails

Media Public Site visits Normal Direct access to

concern accurate information
Emails

Meetings

Social media

competitors Internal Meetings High To increase or

ongoing decrease the sales
affairs Emails

Social media

Team members Transparency Meetings Low Achieve the

 Safety Messages objective and goals

Calls Success of project

Mails

Face-to-face
communication

A BUSINESS CASE

The above structure shows the Kanban process to accomplish the project one by one where we
have to start with the website and then move to the other features available in the shopping
system. Registrations in the process will help us to achieve the data storage of the customer and
provide recommendations, the registration feature is very important to keep updated for the
deals, and promotions advertisement.
The milestone shows the proper time scale of the project and what goals we are going to achieve
based on the weekly planner. As per the WBS, milestone exhibits the deep tasks of every step in
the AI shopping system. Hence our team on weeks 1 and 2, will be trying to work on the
registration process name, email, and contact number of the customer is are visiting our website,
the registration process will be linked with some specific secured software which will help to
gather the data of the customers. After registration customers can easily go to the different
categories available on the website of the books, and then details related to every book, like what
genre, and a little summary of the story. In week 3 we will be achieving the milestone about
proper visualization of the products and then will work on the shopping trolley in which a
maximum of 50 products can be added in the one-time shopping. The genre section will also be
added so that customers can easily reach out to their interesting books. Based on the search
history of the genre there will be linkage which will help to provide recommendations of similar
types of books as per the genre and writers. Weeks 4 and 5 will be dealing with the trail of the
already done features in the system, and then payment methods will be added as per the online
payment option and cash on delivery. It has to make sure that payment online method has to be
very much secured to provide the customers better services and chances to shop again in future.
In the last three weeks, we aim to focus on testing and completely run the features of AI like if
the credit card payment is working properly, and the shopping trolley is also performing well,
with the testing we will be able to eliminate the errors or any lag we encountered during the
testing. We have given a huge timeline to the testing so that at last we can get enough time to fix
any error or bug and then again go for its testing.

COMMUNICATION MATRIX
Communicatio objective Medium Frequency owner Deliverable
n type

Kick-off -Introduce the Face to Once Project -soft copy of

meeting whole project face manager the project
to the team
members -share every
point of the
-Review every project
objective and
goal. -discuss the
budget

Project team Review the -Face to weekly Project -Agenda

meetings status and face manager
progress of the -Project
meeting -Zoom schedule
Meeting

Technical Discuss and Face to As per the Technical -Project

design develop a face need staff website
meetings design
-New ideas
for smart
features

Project status Report the Email Weekly Project Common

reports status of the manager paths to the
project with all achievement
the achieved
activities
 Red rocket Immediate Email/SMS As per Key Digital baths
distribution of need stakeholder
important news s

The communication shows the 5 discrete items throughout our project timeline, these are the
main communication which we will be heading for the important progress and discussions. It
will start with the kickoff meeting in which all the main discussion about the initiative of the
project will be taking on the lead, and then ongoing weekly project meetings to ensure the
progress of the project that we aim to achieve within the 2 months. Hence, it will be conducted
through several ways like face-to-face meetings, email, SMS and zoom meetings. It depends on
the importance of the meeting and communication and then we have to choose the medium if the
meeting is very important then we have to go for face-to-face meetings to avoid any
communication gap.

RISK REGISTER

ID Risk The Impact Mitigating action Progress on action Status

description likelihood of risk
of the risk
occurring

1 Customers Medium High To serve as per their Betters services Open

feedback
Reduction

2 Project design Low High Project sponsor, and Define the details scope Open
proper documentation of the better designs

3 Improper Medium Mediu Hold scheduling Revisit the schedule open

project m workshops with the with the project team.
schedule project team so they 'Relaunch' the project
understand the plan and schedule.
the likelihood of missed
tasks is reduced. 
4 Less control Medium medium The Project Sponsor Escalate to the Project Open
over staff will brief team Sponsor and bring in
priorities managers on the backup resources. 
importance of the
project. Soft book
resources as early as
possible and then
communicate final
booking dates asap
after the scheduling
workshops. Identify
backups for each
human resource on
the project. 

5 Scheduling Medium High Break these two risks Raise a change request Open
errors 'cost estimating' and for changes to the
'scheduling errors'. budget or schedule.
Pull down
contingency. 

6 Lack of Medium Mediu Write a communication Correct Open

communication m plan which includes: misunderstandings
, causing lack the frequency, goal, and immediately. Clarify
of clarity and audience of each areas that are not clear
confusion.  communication. swiftly using assistance
from Project Sponsor if
needed.

7 Pressure to Low High Share the schedule with Escalate to Project Open
arbitrarily key stakeholders to Board with an
reduce task reduce the risk of this assessment of the risk
durations and happening. and impact of the
or run tasks in change.
parallel would
 increase the
risk of errors.

8 Scope Creep Medium High Document the project Document each and Open
scope in a Project every example of scope
Initiation Document or creep NO MATTER
Project Charter and get HOW SMALL in a
it authorised by the change request and get
Project Board. authorisation from the
Project Board BEFORE
STARTING WORK.
This includes ZERO
COST changes. 

9 Unresolved Low medium Hold regular project When aware open

project team meetings and look immediately escalate to
conflicts not out for conflicts. Project Board and gain
escalated in a Review the project plan assistance from Project
timely manner and stakeholder Sponsor to resolve the
engagement plan for conflict. 
potential areas of
conflict.

10 Business Case Low High Ensure the project plan Consider insurance to open
becomes is as accurate as cover costs and an
obsolete or is possible using alternative supplier as a
undermined by scheduling workshops backup. 
external or and work breakdown
internal structure.
changes. 
REFERENCES
Evert, E., 2022. Online Shopping System Manager using AI. International Journal of
Sustainable Development in Computing Science, , 4(2), pp. 11-20.

Paul, S. M. P. B. M. a. N. T., 2021. AI SHOPPING SOLUTION-The Smartest All-in-One

Shopping Solution.. In IOP Conference Series, 1080(1), p. 13.

Sharma, S. S. G. G. L. a. A. A., 2022. Exploring customer adoption of autonomous shopping

systems.. Telematics and Informatics, 16(4), p. 73.

Ye, L. X. B. J. Q. P. Z. a. Y. H., 2014. Design and implementation of a collaborative virtual

shopping system. International Conference on Computer Supported Cooperative Work in
Design, 32(12), pp. 309-318.