PROJECT CHARTER

Project Title: GeekOut (Boardgame Café)

Project Sponsor: Tabletoys Indonesia Data Prepared: 21 February 2024
Project Manager: Reyhan Satya Wicaksana Project Customer: College Student

Project Purpose:
 To provide a space for customers to enjoy foods and drinks with entertainment in
form of boardgames.
 To provide a space equipped with a high Wi-Fi speed for customers to study and do
college related tasks.
 To provide a space where boardgame communities can gather and socialize.

High-level Project Description:

A café focuses mainly on providing a comfortable space for people to work, play, and
socialize. The café will be mainly targeted at college students, offering high speed Wi-Fi
for internet access and a variety of boardgames for entertainment. The café is a two-story
building designed to fulfill the diverse needs of the customers. The first floor features a
typical café interior for those who want to work or relax, while the second floor will be
dedicated to boardgame enthusiasts, complete with shelves full of boardgames. The café
will be located in Cisitu and has been assigned a budget of Rp. 3.000.000.000,00. The
café size is estimated to be 200 m2.

Project Boundaries:
 The café and all of its contents will be built in the designated area. Additional
contents and planned expansion must be consulted and await stakeholder’s
agreement.
 The project’s budget is limited as initially agreed with the project sponsor. Additional
budget must be consulted and await project sponsor’s agreement.
 The café should be ready to operate in 12 months. This includes staff training.
Additional time must be consulted and await stakeholder’s agreement.
 The project must comply with existing government regulations.
 Page 1 of 4
PROJECT CHARTER
Key Deliverables:
 Fully operational café establishment, including physical infrastructure and amenities.
 Reliable and pre-tested high-speed Wi-Fi network.
 Comprehensive collection of boardgames stocked on shelves.
 Functional café space with seating arrangements, tables, and décor.
 Marketing materials and strategies implemented to promote the café to the target
audience.
 Staff recruited, trained, and prepared to provide quality service to customers.
 Customer feedback in the form of a customer satisfaction survey.
 Regulatory and licensing requirements fulfilled.

High-Level Requirements:
 The café should be a comfortable space for customers with diverse needs in the range
of playing and working.
 The café must operate with a license while complying with existing government
regulation.
 The staff must provide satisfactory customer experience during café operating hours.
 The café is aimed to be popular among college students.

Overall Project Risk:

 Limited parking space outside the café.
 Limited budget and time for project establishment.
 Wi-Fi network problems due to either internal or external causes.
 Staff misdemeanor when treating a customer.
 Marketing failure due to not meeting target’s criteria.
 Customer mistreatment on café’s boardgames resulting in damaged boardgames.

Project Objectives Success Criteria

Scope:
Project’s scope includes:
 Project planning
 Location arrangement
 Café licensing preparation
 Café building and establishment
Success criteria regarding each project’s
scope:
 Project’s budget and time agreement
with stakeholders and sponsors.
 Ideal and strategic location which
 Interior and furniture finishing
 Café features and necessities provision
 Staff recruitment and training
 Café marketing
 Overall café maintenance
satisfies the designated project’s target.
 All documents and other necessities
verified for submission to obtain café
operating license, followed by success
in obtaining said license.
 Café building which includes parking
space, kitchen, barista’s space, general
customer’s space, boardgame
entertainment space, prayer space, and
2 bathrooms in each floor.
 Aesthetic café interior design fully
equipped with necessary furniture.
 Provided café’s main features, which
includes boardgames and high-speed
Wi-Fi. Provided café’s necessities,
which includes kitchen equipment,
barista equipment, etc.
 A minimal number of 10 professionally
trained staff, 2 game masters, 2
baristas, 2 waiters, 1 head staff, and 3
cooks, which could manage the café
during its work hours.
 Café is widely known, specifically in
campuses near Cisitu.
 Café is able to operate from opening to
closing without problems.
 Page 2 of 4
PROJECT CHARTER
Time:
This project is designated to be finished
from initial planning until café opening
and establishment in the range of 12
months.
Cost:
This project is designated to be finished
from initial planning until café opening and
establishment with an initial budget of Rp.
3.000.000.000,00
Other:
Summary Milestones
Location scouting and finalization
Obtaining operating license
Architectural design completion
Construction and building
Achieving project completion within 12
months, with a maximum allowable delay
of 3 months or as agreed with stakeholders.
Failure in doing so would result in a
project failure.
Achieving project completion with the
allocated budget. An additional budget
must be consulted with the project sponsor.
Failure in project completion with the
allocated budget would result in a project
failure.
Due Date
July 2024 (1 month)
August 2024 (1 month)
September 2024 (1 month)
October 2024 – February 2025 (5 months)
 Interior design and furnishing
Staff recruitment and training
Marketing and promotion
Café soft opening
Café grand opening
January – April 2025 (4 months)
February – May 2025 (4 months)
April – June 2025 (3 months)
May 2025
June 2025

Preapproved Financial Resources:

The total approved budget for this project is Rp. 3.000.000.000,00 provided mainly by
Tabletoys Indonesia. Additionally, donations in form of boardgames is provided by
IndoBoardGames community.

Stakeholder(s) Role
Reyhan Satya Wicaksana Project Manager
Adam Putra Pratama Zainuri Owner of Tabletoys Indonesia
Haris Permana Project consultant
Fadhlan Solihan Head of IndoBoardGames community
Alvin Fahreza Nurwafa Head of architectural team
Eric Ivan Ash Shidiqqie Contractor and head of construction team
Bagus Aulia Food and beverage ingredients supplier

Page 3 of 4
PROJECT CHARTER
Project Exit Criteria:
 The cafe is successfully built within the allocated timeframe and budget.
 The café has the necessary license to operate as a business.
 Milestones and deliverables are successfully fulfilled.
 Staff are fully trained and ready to operate and maintain the café.
 Food and beverage ingredients supplier for the café is secured.

Project Manager Authority Level:

Staffing Decisions:
 Recruiting and assigning project architect and contractor
 Recruiting and assigning project consultant
 Recruiting and assigning café’s staff and head staff

Budget Management and Variance:

The allocated budget may not exceed as to what has been agreed before with the project
sponsor. Any additional budget needs to be discussed first with the project sponsor.
Technical Decisions:
Any technical decision affecting the project should be communicated with every
stakeholder. Various aspects regarding said technical decision must first be analyzed and
discussed before taking the final decision. The final decision is made by project manager
and project consultant.

Conflict Resolutions:
Any internal or external conflict regarding the project that may happen during the
project’s timeframe should be resolved within 1 day. If it is not resolved within the
timeframe, a stakeholder meeting is to be conducted to analyze and look for the best
solution. Customer-related conflict should be resolved among the staff team by
consulting with the project manager.

Sponsors Authority:
The project sponsor is responsible for providing the budget needed for the project.
Budget allocation must be agreed between every stakeholder with the approval of the
project sponsor. Key decisions related to cash flow are made by the project sponsor. Any
additional budget should be coordinated and consulted with the project sponsor.

Approvals:
Manajer Marketing PT Royal Canin
Project Manager
Indonesia

Reyhan Satya Wicaksana Adam Putra Pratama Zainuri

21 Februrary 2024 21 Februrary 2024
Page 4 of 4
 ASSUMPTION LOG
Project Title: GeekOut (Boardgame Café) Date Prepared: 21 February 2024

ID Category Assumption/Constraint Responsible Due Date Actions Status Comments

Party
It is assumed that the sponsor will
001 Sponsorship provide sufficient funds for the Adam Putra May 2024 Provide funding Open
duration of the project
It is assumed that an ideal location
Research and scout
002 Location satisfying the target audience can be Reyhan Satya July 2024 Open
potential locations
found within budget constraints
It is assumed that the cafe can
obtain the necessary licenses and August Submit license
003 Regulation Reyhan Satya Open
permits to legally operate as a 2024 applications
business
It is assumed that the cafe can be Monitor
004 Construction fully built within 5 months as Eric Ivan April 2025 construction Open
outlined in the schedule progress
It is assumed that sufficient games Assess game needs
Game
005 and accessories can be obtained Fadhlan Solihan May 2025 and acquire more if Open
Equipment
through donations and purchases needed
It is assumed that qualified staff can
Recruit and train
006 Staffing be recruited and trained within the Reyhan Satya May 2025 Open
staff
timeline
It is assumed that effective
Implement
007 Marketing marketing strategies can attract the Reyhan Satya June 2025 Open
marketing plan
target customers
 It is assumed that reliable suppliers Contact and
008 Supply for food ingredients and drinks can Bagus Aulia June 2025 evaluate potential Open
be secured suppliers

STAKEHOLDER REGISTER
Project Title: GeekOut (Boardgame Café) Date Prepared: 21 February 2024

Name Position/Role Contact Information Requirements Expectations Classification

Reyhan Satya Project Manager +62 812-1737-7411  Manage and develop  Create and maintain a High impact
Wicaksana reyhansatya81@gmail.com the project. good coordination and
 Make sure that the teamwork between
project is done within every stakeholder.
the allocated time  Project is done within
frame, within the the allocated time
project budget, has the frame, within the
appropriate license, project budget, has the
and comply with appropriate license,
government regulation. and comply with
 Maintain coordination government
and good relationships regulation.
with and between  Project-related
every stakeholder. problems can be
 Oversees and solved in a short time.
supervise the whole  Weekly meeting can
project. be conducted without
 Make critical decisions any obstruction.
 related to the project.
 Conduct weekly
meeting to address and
solve existing
problems.
 Prepare the project  Budget is prepared
budget of Rp. before starting the
3.000.000.000,00. project.
 Supervise and consider  Appropriate budget
budget allocation. allocation without any
Adam Putra Owner of
+62 8515-6278-946  Make key decisions need for additional
Pratama Tabletoys High impact
pratamazainuri46@gmail.com related to the cash flow budget.
Zainuri Indonesia
of the project.  Cash flow is
 Supervise and consider structured and
any additional budget reasonable.
allocation outside the
initial project budget.
 Analyze and provide  Project can be done
advice related to without any problems.
project management,
Haris Project +62 8962-6621-984
which includes the High impact
Permana Consultant harispermana914@gmail.com
technical aspects and
the business aspects of
the café.
Fadhlan Head of +62 8191-2665-693  Provide donation in  Boardgames are Low impact
Solihan IndoBoardGames sfadhlan12@gmail.com form of boardgames. delivered without any
Community deformities and in

 Design and plan the
café exterior and
interior.
 Provide cost estimates
Alvin
Head of +62 8132-8448-782 of the building that is
Fahreza
architectural team alvinfahreza71@gmail.com within the allocated
Nurwafa
budget.
 Supervise and oversee
the café construction
process.
 Survey appropriate site
in which the café will
be built on.
 Lead the construction
team to execute the
Contractor and building plan.
Eric Ivan Ash +62 8194-6492-929
head of  Supervise and oversee
Shidiqqie ericivan25@gmail.com
construction team the work of the
construction team.
 Ensures the budget
allocation of the
building is within the
initial budget.
Bagus Aulia Food and +62 8515-7729-142  Maintain a secure
beverage fahrezibagus22@gmail.com supply of food and
ingredients beverage ingredients.
supplier
good condition.
 The café is designed
to suit college student
taste.
 The design is
reasonable within the
High impact
allocated budget.
 The café is
constructed as
designed.
 The building site is
ideal and strategic.
 The construction is
done without any
problems.
 The café is
constructed as High impact
designed.
 Ingredients are Medium
delivered and are in impact
good condition.
  Ingredients could be
 Ensure that the
delivered daily before
ingredients are in their
café opening without
best condition.
any problems.

Project Title: GeekOut (Boardgame Café)
Name or Role
Reyhan Satya Wicaksana
(Project Manager)
Adam Putra Pratama Zainuri
(Owner of Tabletoys Indonesia)
Haris Permana
(Project Consultant)
STAKEHOLDER ANALYSIS
Date Prepared: 21 February 2024
Interest Influence Attitude
 The boardgame café
is built successfully
within the allocated
time frame, within the Very high, responsible for the
allocated budget, has whole project. Ensure that the
the appropriate project is done within the within
license, and complies the allocated time frame, within Supportive, ensures that the
with government the allocated budget, has the project is done as planned.
regulation. appropriate license, and
 The boardgame café complies with government
is popular among regulation.
college students and
an influx of customers
is guaranteed daily.
 Tabletoys is known as
the sponsor of the High, responsible for providing
famous boardgame the budget needed for the Supportive, ensures that the
café that has been project. Additionally, holds budget is enough for the whole
built. control of key decision making project.
 Increases in Tabletoys related to the cashflow.
sale.
 Project is successfully High, responsible for providing Supportive, ensures that the
done. consultation related to the project is done as planned.

Fadhlan Solihan  Exclusive privileges
(Head of IndoBoardGames Community)
Alvin Fahreza Nurwafa
(Head of Architectural Team)
Eric Ivan Ash Shidiqqie
(Contractor and Head of Construction
Team)
Bagus Aulia
(Food and Beverages Ingredients
Supplier)
 Additional experience
technical and business aspects of
in project
the project.
consultation.
Low, provides donation in form Positive, gains exclusive
for IndoBoardGames
of boardgames, not limited in privileges for IndoBoardGames
community members
quantity. community.
(e.g. discounts).
High, responsible for designing
 Obtained a contract
the interior and exterior of the Supportive, ensures that the
and experience in
café in a way that can attract project design is attractive
designing a
customers, specifically college enough and the budget allocation
boardgame café.
students. Additionally, ensures is appropriate for building the
 Project is successfully
that the building is within café.
done.
budget.
 Obtained a contract
High, responsible for the
and experience in Supportive, ensures that the café
selection of the building site and
building a boardgame is built successfully, and the
building the café as designed.
café. budget allocation is appropriate
Additionally, ensures that the
 Project is successfully for building the café.
building is within budget.
done.
 Obtained trust and
cooperation with the Medium, responsible for Positive, gains a privilege to be
boardgame café to be providing supply of ingredients the exclusive supplier for the
its exclusive every day before café opening. café.
ingredients supplier.