Meeting Details

Meeting called	Simonetta
Date of meeting	10/06/2023
Time of meeting	10am
Location of meeting	Lombra's conference room

Meeting Participants

Facilitator	Fabio
Note-taker	Andrea
Attendees	Attilio Alisha Giordan Gabriel

Agenda Item 1

Discussion point 1	Clarification of project goals and objectives. 1. Andrea explains that the main goal is to open a second venue for the restaurant in another city. 2. The objectives include expanding the customer base, increasing brand presence, and generating additional revenue. 3. The project authority emphasizes the need for detailed documentation regarding the desired location, target market, budget, and timeline.
Discussion point 2	Identification of key stakeholder. 1. Fabio suggests identifying the stakeholders who will be involved in the decision-making process. 2. Alisha mentions the importance of considering the perspectives of customers, suppliers, and local authorities.
Discussion point 3	Preparation of a project charter. 1. Andrea proposes creating a project charter that outlines the project's scope, objectives, deliverables, and key milestones. 2. Giordan agrees to take responsibility for preparing the project charter and submitting it for review within two weeks.

Agenda Item 2

Discussion point 1	Estimating the budget. 1. Andrea highlights the need to estimate the budget required for opening the second venue. 2. Fabio suggests conducting market research to determine the average costs of rent, renovation, equipment, and staffing. 3. Alisha volunteers to gather the necessary data and present a budget proposal at the next meeting.
Discussion point 2	Allocation of resources. 1. Gabriel raises the issue of resource allocation, including human resources, materials, and equipment. 2. The project authority emphasizes the importance of leveraging existing resources from the first venue to minimize costs. 3. Andrea assigns Giordan to analyze the resource requirements and develop a resource allocation plan.
Discussion point 3	Procurement strategy. 1. Fabio suggests considering a procurement strategy that focuses on local suppliers and vendors. 2. Giordan agrees to explore potential suppliers in the new city and assess their suitability for the restaurant's needs.

Agenda Item 3

Discussion point 1	Setting the project timeline. 1. Andrea proposes a timeline of six months for opening the second venue. 2. Giordan suggests breaking down the timeline into key milestones to track progress effectively.
Discussion point 2	Identifying key milestones. 1. Fabio suggests that milestones could include securing the location, completing renovations, obtaining necessary permits, hiring staff, and conducting a soft opening. 2. Gabriel agrees to create a milestone plan that aligns with the project timeline and objectives.
Discussion point 3	Dependencies and risks. 1. Alisha raises the importance of identifying potential dependencies and risks that may impact the project schedule. 2. The project authority requests that a risk assessment be conducted to mitigate potential risks and develop contingency plans.

Agenda Item 4

Discussion point 1	Communication channels. 1. Andrea suggests establishing regular communication channels among the project team and stakeholders. 2. Fabio proposes weekly project status meetings and monthly progress reports to keep everyone informed.
Discussion point 2	Stakeholders engagement. 1. Alisha recommends engaging with key stakeholders throughout the project to gather feedback and address concerns. 2. Giordan agrees to create a stakeholder engagement plan and incorporate it into the project initiation documentation.
Discussion point 3	Project authority's role. 1. The project authority expresses the need for regular updates on the project's progress. 2. Andrea assures the project authority that he will provide timely updates and involve them in major decision-making processes.

General Discussion

Discussion point 1	Next steps and timelines. 1. Andrea summarizes the next steps, including the preparation of the project charter, budget proposal, resource allocation plan, milestone plan, risk assessment, and stakeholder engagement plan. 2. The timeline for completing these documents is set within the next two weeks.
Discussion point 2	Project team responsibilities. 1. Gabriel requests clarification on each team member's specific responsibilities. 2. Andrea assigns Alisha to oversee the overall project management, Gabriel to handle budget and procurement, and Giordan to manage resources and stakeholder engagement.
Discussion point 3	Closing remarks. 1. The project authority expresses confidence in the project team's abilities and wishes them success in opening the second venue. 2. Andrea thanks everyone for their participation and adjourns the meeting.

Action Items

Action Item	Assigned	Due Date
Prepare the project charter	Giordan	23rd June 2023
Present the budget proposal	Alisha	23rd June 2023
Develop the resource allocation plan	Giordan	23rd June 2023
the milestone plan	Alisha	23rd June 2023
Conduct a risk assessment	Giordan	23rd June 2023
the stakeholder engagement plan	Giordan	23rd June 2023
Provide regular updates to the project authority	Andrea	Ongoing
Assign specific responsibilities to team members	Giordan	23rd June 2023

Prepareallprojectinitiationdocumentationidentifiedandclarifiedinthemeeting withyour projectauthority(Charter above).

Useyourorganisation's ProjectScopeStatementprovided below.

Project Scope Statement Template

Project name:

Prepared by:

Date:

Project Objectives

Describe the high-level goals of the project and how they relate to overall business objectives. Include measurable success criteria. Cost, scheduling, and quality targets should list an absolute or relative value.

Product Scope Description

Provide an in-depth description of the product defined in the project charter and requirements documentation.

Acceptance Criteria

State the standards which the acceptance of the deliverables was based on.

Deliverables
Deliverable No.	Description
1	List all deliverables here. These should include outputs and ancillary results.
2
3
4
5

Project Tasks
Task No.	Description	For deliverable no.
1	List all project tasks to be completed, based on the deliverables listed in the preceding section.
2
3
4
5

Project Exclusions

Explicitly state the deliverables or tasks which are not considered as outputs of the project

No.	Assumption	Potential impacts if the assumption is proven to be false
1	List the factors that you considered to be true, real, or certain	Describe the potential impacts
2
3
4
5

Constraints
Project Start	State project start date
Project End	State project end date
Hard Deadlines	List any hard deadlines
Others	List other dates/descriptions of key milestones
Budget constraints	Enter information about project budget limitations (total project budget, maximum budget for key project deliverables).
Quality or performance constraints	Enter any other requirements for the functionality, performance, or quality of the project.
Equipment/Personnel Constraints	Enter any constraints regarding equipment or people that will impact the project.

Regulatory Constraints

Enter any legal, policy, or other regulatory constraints.

Estimate of hours

Estimate the hours required to complete the project.

Approval
Stakeholder Name	Role of Stakeholder	Date submitted	Date approved

Other documents
Work break down structure (WBS)	Attach link of WBS here.
Others	Attach link of other important documents here
Attach link of other important documents here
Attach link of other important documents here