Grand Wine Case Study

Questions: 1.Conduct SWOT Analysis giving 5 Points each for S, W,O,T as per Descriptions below to help Project Managers.2.Prepare Project Charter.3.Prepare Communications Plan. Answers: Introduction Grand wines is a wine company in Sydney. You are the employee of the company and are the project manager of a proposed project in which you have to equip the 20 sales representatives of the company with a wireless device so as to take the orders, feed the data into the system. This will help the company meet the orders in time, reduce the cost of travel and the control of error which humans make while entering the data in the system. The budget for the project is 600000 AUD and the duration is six months. 1.SWOT Analysis Strength If the company is going to implement this wireless system of providing wireless device to clients for taking orders, it will help strengthening the business of the company. They have a set of 20 representatives operating over all areas of NSW. They service around 400 liquor and wine shops in the state which is a good network. The current manual system will become merchandise. The wireless system will help utilize the efficiency of sales representatives in other business chores. Weakness The current weakness of the firm is that they are working on a manual system of taking customer orders and processing the data manually which may cause various human err. The as is system takes time to deliver the order to customer. At least one day is lost in supplying. Travel cost to be incurred by the company, since the salesman needs to travel to the main branch for passing the order to the team. Sales representatives does not know the inventory position which leads to the delay in order delivery. Tracking of orders is difficult since the system is manual and there is no maintenance of data properly. Opportunity Opportunity for the firm is to strengthen the business by implementing this wireless device system. Since they are struggling with the competition, this is a good move to be taken forward The system shows an improvement in the efficiency of sales rep. They will know the current inventory position. The stock will not be delayed and will lead to customer satisfaction. Threat Competition is the biggest threat for Grand wines. Competitors are performing better in terms of Delivery speed Order accuracy Customer satisfaction Availability of stock Wireless system after lying in place, may cause some data loss. Power and data connection will be required. A server needs to be set up in Sydney which will incur some fixed cost. (Scott E. Chapa, 2002) 2.Project Charter Title Of The Project Wireless Data Entry System Name Of The Project Manager Students Name E-Mail Project Manager Students Email Id Project Objectives Main objectives for the project are: Reduce the customer lead time. Sales representatives to be aware about the latest inventory position before taking the order. Reduce the human error by making the manual data entry system mechanical. Increase customer satisfaction. Stay ahead in competition and focus on getting more business. (Davidson Frame, 2014) Major Deliverable I Deliverable Description Server Installation Server installation in Sydney Wireless Devices up running Manual Data entry system is no more a problem Executive Milestones Estimated Completion Timeframe Project planning Two weeks after project concept is approved First version completed Three weeks after requirements analysis is done Server Installation Four weeks after kick off Connection to 20 wireless devices Four weeks after server installation Training of Salesforce Three weeks before project delivery Project Delivery Final week of the sixth month Acceptance Criteria Project Start Date: 21.12.2016 Project End Date: 21.05.2017 Project duration is six months after the start date. Project budget: AUD 60000 All stakeholders involved will be satisfied at the end of the project. Customer satisfaction Increment in the sales of Grand Wines current financial year Assumptions and Constraints Wireless system to be implemented is genuine and perfect. There will be data connectivity at all times. All sales representatives are okay with the new system of data entry and are trained to use that. Customer requirements are constant and will not change depending on the system of data entry. Constraints: Budget is 60000 AUD and duration is 6 months. Stakeholders Name Role Email Students Name Project Manager Students email Mr XYZ CEO, sponsor of the project abc@gmail.com Mr XYZ1 Team leader for the project abc1@gmail.com Mr XYZ2 IT personnel abc2@gmail.com Mr XYZ3 Advisor abc3@gmail.com Mr XYZ 4 Research Department abc4@gmail.com Other stakeholders are: 20 Sales representatives Customer base of Grand Wine Grand wine 400 retailers (Ponnappa, 2014) Lessons Learned Various kinds of wireless devices are available in the market. Keeping in mind the requirement of sales rep and matching it with the devices available in the market, one device needs to be selected. 20 devices are to be bought keeping in mind the budget allotted. Possible Pitfalls Data connectivity Uninterrupted power supply for main server Efficiency of the IT personnel No glitches in server installation Budget Allocation IT personnel payment: 5000 AUD Cost of Server: 10000 AUD Server installation charges: 5000 AUD Cost of 20 wireless devices: 20000 AUD Training to the sales force: 10000 AUD Miscellaneous expenses: 10000 AUD Approach Analyse the AS IS process and work on the TO BE process Conduct a survey with customers about the drawbacks of current system and collect their feedback. Work on the anomalies in current system with brain storming. Market study of the wireless devices available for data entry. Analysis of the pros and cons of the mechanical data entry system if any data loss can happen and make arrangements accordingly. Buy a sample system, implement it and take customer feedback, if the feedback is good then implement it for other 19 sales representatives. Training of sales men on how to use the new device for data entry. Since we are getting sponsorship, we need to see what we are giving back to the sponsor, that agreement is also need to be focussed on. (Mikkelsen, 2002) Project Sign Off Once the project is completed, as per the deadline, the project is prepared for sign off. Project implementation is done. As a project manager, it is my responsibility to utilise all the available resources as per their competence and skills and meet all the milestones on time. 3.Communication Plan The wireless data entry system once implemented will help the company increase business sales, satisfaction of customer. Project Requirment A server needs to be installed in the main office of Sydney. We may require some application software to be installed for making the server run. Some hardware like the wireless device and some computers are required. Security plan if some data loss occurs in later point of time. Alternate source of power in case power failure takes place. Mode of communication between all the resources will be through e mails and phone calls. Written communication is a favourable mode. All the requirements will be documented and shared with the team. Weekly meetings will be held after each milestone to judge where we are lagging. Do we require more resources? What all needs to be done to complete the project on time. Plan Purpose All stakeholders need to be identified as per the table shared above with everyone clear about their roles. Necessary information and data will be shared with the team members. All meetings venue to be decided. Timings of the meeting will be shared a day before for locking the calendars. Agenda for the meeting will be disclosed in the mail. Project Success If the project is completed within the specified timeline and the budget with all requirements met, then the project is considered to be successful. The customers should be satisfied at the end when the wireless devices are being used. Inventory should be properly managed as per the order stock coming. Sales of the firm should improve in Sydney if all stakeholders have started using the wireless device rather than the manual data entry system. This will reduce anomalies too which used to happen during manual data entry. References: Davidson Frame, J. (2014). Reconstructing project management. Project Management Journal, 45(1), e2e2. doi:10.1002/pmj.21387 Ponnappa, G. (2014). Project Stakeholder management. Project Management Journal, 45(2), e3e3. doi:10.1002/pmj.21400 Mikkelsen, H. (2006). Quality of project work and project management. International Journal of Project Management, 8(3), 138143. doi:10.1016/0263-7863(90)90014-3 Handheld Computers for Data Entry: A Data Services Approach Using Java TM and XML Scott E. Chapal, Ichauway, Inc., Newton, GA(2002) https://www.simplilearn.com/project-management-basic-principles-article https://www.tutorialspoint.com/management_concepts/project_charter.htm