Sample Report: Countdown Supermarket

Table of Contents

1. Introduction 3

1.1 Overview of the chosen organisation 3

1.2 Mission, vision and values 3

1.3 Details of the chosen project 3

2. Ways project leaders can apply the five Phase Project Management process 5

2.1 Aligning the strategic vision of the organisation with the aims of the chosen project 7

2.2 Financial forecasting across the project timeline 9

2.3 Quality and compliance control requirements for the project 13

References 16

 

1. Introduction

 
1.1 Overview of the chosen organisation

In order to comprehend the process and procedure of project management the following study takes into consideration a real life operating organisation named Countdown, which is a supermarket in New Zealand. The reason for the same is to obtain a partial insight on the project management approach undertaken by such organisation and the ways project managers in such organisation deals with the various stages of project management. 

Countdown is a retail supermarket in New Zealand that provides a range of services to the consumers therein relative to various types of shopping. Established in the year 1981 the organisation with the name Countdown started business in Northlands, Christchurch. The organisation got into a partnership with the Foodtown come together in the year 1993 and later in the year 1996 the organisation launched its online shopping services. 

Currently Countdown is one of the leading chains of supermarket in New Zealand with a consumer base of more than 3 million. The organisation has an efficient team of leaders that channels the various functions of the organisation.   

1.2 Mission, vision and values

The organisation Countdown has a strict policy when it comes to service and product delivery. The organisation has multiple stores across New Zealand and with a staff headcount of more than 18000 the organisation aims to serve the consumers at its best by addressing the different needs and interests of the consumers. The organisation aims to provide the best service to its customers allowing them to choose from a wide variety of products and services and offer value proposition relevant to service porn product. The major objective of the organisation is to ensure the highest level of customer satisfaction and positive customer experience. 

1.3 Details of the chosen project

 

The organisation Countdown in order to enhance its sales and profit as well as for simplifying the shopping experience of the consumers of Countdown. Therefore, the organisation has emphasised on the ecommerce platform for the implementation of its latest project that is focused on online shopping services. The project undertaken by Countdown is “Click and Collect”, which is the system where the consumer can purchase online goods and can collect the same from stores convenient as per the consumer’s location. 

The management of the organisation consider the service to be effective enough as it has been regarded as the most efficient way of ordering and purchasing online goods and services. In this context the management also anticipates that the project of click and collect is an effective source for creating market share and this system is further considered ideal for bulk or heavy quantity orders. The benefit of the service is that it is time effective in the event of large purchase orders. Click and collect in further considered to a breakthrough in the retail shopping sector wherein the shopping experience for individual consumers is customised to a large extent in order to ensure that customer can assert better control over its shopping and other purchase experience. In addition to this, the service process under the click and collect system also considers the delivery procedure of expensive goods and products. In this context the project signifies that such deliveries should be conducted in a centralized location and at the same time a single delivery points needs to be selected for delivery of multiple orders (Kerzner, 2017). 

   2. Ways project leaders can apply the five Phase Project Management process

The major task of a project leader in project management apart from leading the team members is to organise the project in a systematic manner (Kliem & Ludin, 2019). In this scenario the project leaders by applying the five phases of project management process can ensure that the organisational requirements and expectation from the chosen project are duly met. Hence, the five phases of project management process has been illustrated in brief below:

 

Figure 1: Five phase of project management

(Source: MaudeBrunet, 2019)

The above figure indicates the overall life cycle of a project, which comprises of various stages from its inception to its closure. The five stages of project management is described as follows:

Initiation stage:

The stakeholders in the initiation stage determine the level sustainability and accessing the needs for implementing the project. The valuation of the project is done in the initiation phase and approval and rejection of the project is determined in the initiation phase (Müllera, 2017).

The initiation phase identifies the feasibility and profitability from the given project and the leaders with thorough evaluation of the project determine its growth prospect. Therefore, the growth potential of the project is determined by considering two methods, which is identifying the needs and requirements of the organisation and the expectation for the undertaken project. Accordingly, determine and set the project goals and objectives and the time frame for the closure of the project. Further in the initiation stage the project leaders along with its stakeholder’s estimates the associated cost and risk associated with the project.      

Planning stage:

The second stage of project management is planning stage which is conducted after the approval for the project in the initiation stage. In the planning stage team members are selected and the ways to manage the entire project is determined accordingly in this stage. The goals and vision of the project is specifically stated in the planning process and the task are assigned to the individual team members. The project leaders are always recommended to assign task as per the expertise and skill set of the individual team members as it allows reducing issues and conflicts in the execution phase of project management. In this stage the mode of communication among the team members is formulated and the policies as well as the guidelines are implemented for the projection execution phase. Apart from the mentioned aspect the planning process also includes the implementation of the procedures for reporting the various activities of the project and the required resources are identified (PelleWillumsen, 2019). 

Execution of the project:

The third stage of project management is the execution stage wherein the functions and various other activities of the project is carried out in the ground level. The team members in the execution phase performance as per the roles and responsibilities assigned in the planning process. Execution phase implies that the project has been started practically and the resources identified are being used for achieving the aims and objectives of the project. The execution stage of the project management allows in determining the variables that are the outcomes from the various functions of the project (Francisco, 2019). This further allows the project leaders in directing the project on the right track by considering the outcome from various activities related to the chosen project. 

Control and monitor:

One of the most significant role and responsibility of the project leaders is lto control and monitor the entire functions and activities carried out in the project. The purpose of control and monitoring the project is ensuring productivity of the individual team members and at the same time meeting the needs and requirements of the project. The project leaders can gauge the level of progress in the execution phase by monitoring the functions carried out by the individual team members and thereby addressing the needs and requirements of the team members and accordingly meeting the same can improve the quality of service delivery (EvaRiis, 2019).   

Project closure:

The last stage in project management where the overall project functions and the level of progress is reported to the project leaders (Carvalho & Junior, 2015). The various outcomes from the different aspect of the project is gathered and analysed in order to finally determine the success of the project. The closure of project allows the project leaders in identifying the areas that they excelled in and the areas that lacks sufficient performance and can be further improved. This indicated that the project managers from past mistakes and errors and undertake precautionary measures in the event of initiating a new project which at the same time can be considered as an effective approach in project management. 

2.1 Aligning the strategic vision of the organisation with the aims of the chosen project

The project chosen by the organisation Countdown is expected to complement its strategic goals and objectives as the project undertaken by the organisation is to improve the service quality and consumer satisfaction. In this regard it can be said that the organisation’s strategic vision is to expand its area of operation and increase its consumer base as it further aims to obtain maximum market share among the other players within the industry. Thus, the project leaders further expected that the undertaken project of click and collect will allow the organisation in enhancing its sales and productivity along with its profit percentage which eventually can be aligned with the goals and objectives of the chosen project (Porter, 2018). 

However, the project leader in the process of implementing the project needs to ensure that the function within the project is carried out in an orderly manner. Therefore, the project leaders need to classify the various stages of the project under the five phase project management process for the successful completion of the chosen project. However, in order to segment the stages of the project, the goals and objectives of the project needs to be determined beforehand. Thus, the aim and objective of the chosen project is as follows:

Strong existence in the ecommerce platform:

Since the current rate of online shopping has significantly increased it is the aims of the organisation Countdown to have a strong presence in the online or ecommerce platforms. Being on the online platform allows the organisation for reaching out to a huge number of consumers that cannot be reached through offline marketing. Moreover, the online shopping process in the present era is considered to be convenient enough hence being actively present on the online platform will provide the organisation competitive advantage in the industry. In addition to this can be said that online sale approach is much cost effective as it requires less manpower for marketing and advertising the service.  

Provide a range of service:

The consumer behaviour along with their needs and demand varies to a large extent therefore the organisation needs to provide a range of products and service that is able to meet the varying needs and demands of the consumers. In this context, it can be added that allowing customers to choose from a range of product and service can enhance the sales of the organisation and at the same time it enables the organisation in efficiently retain customers. Moreover, with varying price range for product and services the organisation with the chosen project can reach out to every section of the society as it can target the premium as well as the average consumers.    

Increase online sales:

It has been reported that with the implementation of online product and service delivery the consumers tend to avail the same as it is time effective. Door to door service policy and service as per consumer requirements and convenience as per (Stark, 2015), is considered as a key driver in boosting the sales of the retailers. Since the consumer has the option to choose from a wide range of product and service it makes it possible for the organisation in acquiring the target customer which eventually leads to the increase in sales of the organisation. 

Integrating the online and in house shopping experience: 

Consumers in the present era prefers online purchase as the click and collect facility that is being offered by Countdown allows the customer to pick up its order as per their convenience in the nearest store of Countdown and this facility is cost effective in nature as the customer is not required to pay extra for the service being offered. It has been reported that the retails have highly appreciated the system of integrating the online and in house shopping experience as it allows retailers to save areas that can be further used for other productive purpose.  

Ensure the highest level of convenience to the customers:

The organisation can ensure consumer satisfaction and convenience as the project click and collect is beneficial primarily in respect to cost saving. Though the cost of delivery depends on the type of service or product order by the customer, however, picking up the item from the nearest location saves the shipping cost for the customer. With the implementation of the click and collect service the consumer will not have to encounter delivery issues such as late or incorrect delivery as well as on time receiving the ordered items.  

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2.2 Financial forecasting across the project timeline
Project timeline

 

Activities

Timeframe (days)

Team selection and recruitment

10 days

Training and development session

14 days

Resource identification

2 days

Inclusion of technology

1 day

Risk management

3 days

Stakeholder meeting

1 day

Marketing and advertising

11 days

Conducting legal procedures

2 days

                                                    Table 1: Project timeframe
                                                      (Source: Self Created)
 

Team selection and recruitment:

Project success depends on the team members recruited for the various functions within the project. The project leaders in this scenario need to select and recruit members with skill and expertise that meets the needs and requirements of the chosen project by Countdown. The recruitment process needs to be conducted under proper standard avoiding any biases and discrimination. Prior to the selection of the team members the individual’s needs to be aware regarding the job role as in the case of Countdown the project leaders needs to appoint staff with relevant knowledge in online marketing and technical knowhow.  

Training and development session:

The project leaders for ensuring that the function of the project carried out in an efficient manner needs to provide sufficient training to the staff or the team members. Adequate training and development can ensure that the team b members can meet the project needs and requirements.

The team members need to be informed regarding the specific goals and objectives of the project in order to direct them towards achieving the same. In this regard the project leader can appoint trainers for specifically for the project requirement as it can improve the level of performance of the individual team members selected for the chosen project.    

Resource identification:

Resource identification is a crucial task in project management as in the absence of relevant and adequate resources either human or material may affect the productivity and success of the chosen project. Therefore, it has been recommended to Countdown for allocating sufficient resources in order to fulfil the various needs of the project. Utilising the best resource can reduce waste in the project execution phase and further it can result in saving cost in the process of implementing the project.   

Inclusion of technology:

Technology in the process of implementing the project can be cited as one of the most needed aspects. Moreover, considering the nature of projects undertaken by the organisation, it can be clearly stated that the organisation needs to install latest and simple or easy to use technology for completing the project as per the needs and demands of the stakeholders.  However, in this context, it can be said that the technology implemented by the organisation should be able to adapt to changes and should be cost effective avoiding negative impact on the entire project. 

Risk management:

In the process of project management assessing the risk is a significant task as it includes the aspects of stakeholder interest and protection against any adverse consequences after the implementation of the project undertaken by the organisation. In the process of risk management the project leader’s task is to identify the potential risk associated with the project and accordingly formulate policies and measures for mitigating such risk. In regards to the project undertaken by Countdown it is evident that the project is exposed to financial risk and therefore, it can be recommended that the organisation needs to have a contingency plan for mitigating the risk with the given project. 

Conducting stakeholder meeting:

Stakeholders are the significant aspect of a project and in order to execute a project in an efficient manner and by avoiding issues and constraints the project leaders needs to address needs and interest as well as the expectations of the stakeholders. The project leaders in Countdown needs to manage its stakeholders by allowing them in taking active participation in the decision making process and conveying the issues and problems faced by the stakeholders relative to the chosen project. In respect to Countdown the organisation needs to access the feedback of the consumers regarding the service of Click and Collect and determine ways to improve the service quality based on the stakeholder’s feedback. 

Marketing and advertising:

Countdown needs to conduct extensive marketing and advertising program regarding its project in order to create awareness in regard to service offered by the organization. In order to carry out effective marketing and advertising process the project leaders by identifying the needs and demands of the consumer can acquire its target customer.  

Conducting legal procedures:
Legal requirements refer to the regulation and guidelines the organisation needs to follow in the process of implementing the chosen project. Being legally strong allows the project to maintain its longevity in the business environment as well as the project leaders can functions by asserting full control over the project which is required for the successful completion of the project. Countdown while serving the consumers needs to ensure that the legal producers are completed such as filing of documents and disclosing financial transaction incurred in the chosen project.    

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Gantt chart

                                       Table 2: Project task timeframe
                                                (Source: EvaRiis, 2019)
 
 
Financial forecast of the chosen project
 

Onetime expenses

  

Expense type

Amount ($)

Date

Equipment

11000

08/01/19

Technology

8000

10/01/19

furniture

6500

14/01/19

Rent

2500

20/01/19

Fixed recurring expenses

  

Expense type

Amount ($)

Date

Training and development

10000

15/01/19

Marketing and advertising

15000

17/01/19

Salary

45000

05/01/19

Communication

7500

11/01/19

Others

1500

19/01/19

                                           Table 2: Estimated expenses of the chosen project

          (Source: Self Created)

2.3 Quality and compliance control requirements for the project

In order to ensure that the internal and external quality control of the chosen project is effective enough the project leaders needs to access the practise of quality management which includes the following aspects:

Plan for quality management:

Plan for quality management for the given project needs to include standard and guidelines, which the team members are required to apply in the process of executing the project. Internal standard for quality refers to the protocol formulated by the leaders for ensuring the quality of the project. These quality stands needs to followed by each team members as such policies or standards are imposed in order to meet the quality standard of the chosen project. 

Ensure proper certification:

The quality of the project needs to be certified by an independent body for ensuring that the quality of the project is as per the relevant benchmark. There are governing bodies that certifies the quality standard of projects that is needed to display effective quality management practices by the project leaders. Certificate further allows in reducing technical and minor errors in project delivery in order to maintain the highest level of quality in delivering the chosen project. 

Comply with technical standard:

Technical standard can be aligned with the quality management as compliance with the technical standards ensures proper quality. Technical standards in the current era are globally considered as an effective approach in quality management. However, technical standards are specific to industry benchmark hence the project in order to maintain its quality at least needs to meet the ins\ the industry benchmark relevant for the organisation Countdown.  

Implement quality assurance:

Quality assurance refers to the process of monitoring the various aspects in quality management. In this regard, the derivative of the project is considered for determining the level of quality derived from the chosen project. The process of managing quality includes the identification of issues in quality maintenance and accordingly determined ways to enhance the same.   

Implement quality control: 

The process of quality control is stated at the time of initiating the project. The quality of the project is maintained by initially engaging the quality of the various variables in the different stages of the project initiation. Thus in this context it can be said that the practise of quality control is the primary aspect that the project leaders needs to consider prior to initiate the project (Svejviga, 2018).     

Apart from that the project leader for the internal and external compliance requirements for the undertaken project needs to consider the following factors given below: 

Internal compliance requirements:

In regards to the internal compliance requirements for the chosen project the organisation has to include and form a board of directors, from internal laws and policies as well as conduct periodical meetings with the stakeholders (Svejviga, 2018). The organisation needs to confirm its shares all the relevant information to the stakeholders and ensure dividend payout to shareholders. In the context of internal compliance the organisation needs to update its various financial transactions and report the same as per the internal policies of the organisation. The purpose of internal compliance is to ensure that the organisation has implemented the project with integrity and ethics without any deliberate material loss to any of its stakeholders. The project leader for ensuring compliance needs to impose fines and penalties for non compliance done by team members while executing the chosen project (Tobal, Berssaneti, Monteiro, & Carvalho, 2015). Aspects of internal compliance further include security and safety of employees along with risk management and implementing auditing and reviewing process in the organisation. Internal compliance ensures that the organisation operates smoothly avoiding issues and difficulties in its internal operations. 

External compliance:

The government agencies and regulatory bodies that monitor the various activities conducted by business entities formulate the regulation for such organisation. These bodies are among the external stakeholders of the organisation and the organisation has to comply by the rules and guidelines imposed by such governing bodies (foote, 2018). The external compliance requirements include the public disclosure of financial statement in order to maintain transparency in business operations. The organisation while executing the project needs to comply with the taxation laws and policies and further needs to maintain fair policies in staff recruitment and selection for the chosen project.  

References

Carvalho, M. M., & Junior, R. R. (2015). Impact of risk management on project performance: the importance of soft skills. International Journal of Production Research.

EvaRiis. (2019). Governance of Projects: Generating value by linking projects with their permanent organisation. International Journal of Project Management.

foote, A. (2018). Knowledge Management Models within Information Technology Projects. Journal of Computer Information Systems .

Francisco, C. d. (2019). A Systematic Review Based on Earned Value Management and Quality. Advances in Intelligent Systems and Computing.

Kerzner, H. (2017). Project Management. In H. Kerzner, A Systems Approach to Planning, Scheduling, and Controlling. 

Kliem, R. L., & Ludin, I. S. (2019, march 8). Reducing Project Risk. Retrieved from www.taylorfrancis.com: https://www.taylorfrancis.com/books/9781315245089

MaudeBrunet. (2019). Governance-as-practice for major public infrastructure projects: A case of multilevel project governing. International Journal of Project Management, 283-297.

Müllera, R. (2017). A theory framework for balancing vertical and horizontal leadership in projects. International Journal of Project Management.

PelleWillumsen. (2019). Value creation through project risk management. International Journal of Project Management, 731-749.

Porter, M. E. (2018). Creating Shared Value. How to Reinvent Capitalism—And Unleash a Wave of Innovation and Growth.

(n.d.). Project Management:.

Sanghera, P. (2018, july 04). Project Quality Management. Retrieved from link.springer.com: https://link.springer.com/chapter/10.1007/978-1-4842-3664-2_10

Stark, J. (2015, april 11). Product Lifecycle Management. Retrieved from link.springer.com: https://link.springer.com/chapter/10.1007/978-3-319-17440-2_1

Svejviga, P. (2018). Accelerating time to impact: Deconstructing practices to achieve project value. International Journal of Project Management.

Tobal, F., Berssaneti, Monteiro, M., & Carvalho. (2015). Identification of variables that impact project success in Brazilian companies. International Journal of Project Management.


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