Part B

For this part, you are required to make a project final report.The template is designed to help a project administrator to report progress of the project they administered. You are required to review the case study outline below, and make all aspects of the template.

Case study

You are one of the senior administrative staff who work in the marketing department of CoffeeVille Pty Ltd, and have recently administered the project (launch of 'Villiana'). You now have two weeks to review the project and complete reporting to the CoffeeVille Steering Committee.

JulieThanks for coming along to this final briefing.Chris and I will supply you with all the details of how the project has gone, and representatives from the business department and administration department will also share some feedback.

ChrisIn general though, let's emphasise that the event was a huge success for CoffeeVille, and we really appreciate the work you put into helping ensure this project came to fruition.

JulieThat's right - I actually agree with Chris here!Anyway, to get the ball rolling, we'll get Sally from the business department to brief us on the numbers.Make sure you have a pen handy, because she's really going to rattle off some figures to you.

SallyThanks Julie and Chris.Yes, I'll just pause a moment for you to get your notebook ready.

In total, the event had 438 attendees on the evening.The real success story of the night was that 97 retailers were signed-up for provisional supply of CoffeeVille's new blend, 'Villiana'. As an interesting side note, the Mercedes showroom also signed up, and asked us to supply a barista with our blend on supply for their next new model launch in six weeks!

In overall budget outcomes, we had:

printing of marketing materials was over budget $by 25.70

mail-out was under budget by $39.60

administrative follow up (measured in work days) was 1.5 days over budget

flights for barista were $119 over budget

cost of accommodation for barista was as expected

cost of venue was as expected, except the cleaning component was

$120 over budget, due to some damage from the coffee machine bench

cost of catering was $270 over budget, since extra staff were required.

JulieThanks for that thorough breakdown Sally.

ChrisAs support to all of that, I heard back from one retailer today, who told me that it was a fantastic event, and that 'the new blend is fantastic. I've been trialling it in one of my shops this week, and customers are clearly enjoying it'.

JulieThat's right, I heard that too. Although another retailer did mention that it has taken a few days to re-calibrate their coffee machine to get the best out of the grind CoffeeVille supplied.It would have helped them if CoffeeVille had supplied a coffee machine technician to help with some general testing and calibrating with the first delivery of 'Villiana'. Moving along, Graham, from the administration department has some information for us.

GrahamHi - I'm not wanting to put a damper on the event, but I must let you know that there was an enormous amount of follow up required for the mail-out.We realise now that this is because many of the retailers work in their coffee shops, and it is very difficult for them to take phone calls during their work hours.In the future, if we are doing this kind of thing again, we need to establish a database of retailers and their shops, with best contact hours noted for each retailer if we have them.

We also followed up with the guest barista last week, when we mailed some blend supplies across to Italy. Their feedback was very positive - they enjoyed the event, but did suggest it would have been a significantly easier task for the night if we had of organised two baristas.Given the crowd numbers, some retailers had to wait for an hour or two to get a taste of the blend, and then didn't always get a second cup when they wanted it.

From our observation, the timeline for the project was generally adhered to, especially in terms of getting marketing materials out. The variance we saw from the timeline occurred during follow up of the mail out, as it took far longer to follow up the retailers than the project plan had allowed, as I mentioned earlier.An extra staff member for this would have helped significantly, or two more days allowed in the schedule.

SallyI also should point out that I spoke with the catering crew this morning, since we have now finalisedtheir invoices.They mentioned that they were informed about a week out from the event that numbers had grown, so I added two extra staff to help manage the event.Then on the morning of the event the final numbers had grown again slightly, so they thought it safest to add one extra wait-staff. All in all, this explains why the catering bill was a bit higher than planned.

Finally, a note about the marketing materials.Because of the late change in barista, we had already sent the materials for the mail-out to the commercial printer.We recommended using the existing materials and explaining the change in the follow up phone call.In hindsight, it would have been a lot easier on the administration staff if we had borne the cost of an overnight reprint to update the details of the barista being used for the launch.

Finally, we should also apologise, since we ran out of supplies of the sample bags of blend on the night - we suspect that some retailers took more than one bag, but that probably should have been anticipated.

JulieWow - that was certainly a comprehensive briefing from Sally and Graham. Thanks for that team!

ChrisWhich wraps up the final project briefing for us. Thanks for your support in helping CoffeeVille launch the new blend this year, and please send us your final project report as soon as you can.

Questions

You are required to make the project final report which covers all questions below.

In some questions, you might need to imagine the situation to answer.

1.What went well? - Describe what you feel went particularly well about the project, and any positive feedback you received or heard.

2.What didn't go well? - Describe what you feel didn't go smoothly or well for the project, and any particular issues or concerns you noticed or were informed of.

3.What was lacking? - Describe any areas you felt could have been addressed or handled better.

4.What wasn't expected?

i.Benefits - Describe any positive spin-offs that were not anticipated, and the effect of these.

ii.Problems - Describe any issues that were not anticipated, and how they impacted on the project.

5,Timeline management - Describe how the timeline was managed and how much variance was noted from the planned timeline.What would you change about your timeline planning if you were to administer a similar project again?

6.Resources management - Describe any issues with management of resources, and how this can be handled for future projects.

7.Budget management - Describe any issues with management of the budget, and how this can be handled for future projects. Also clearly note your final surplus/deficit and explain any variances from the projected budget for the project.

8.explanation how you have gathered information and benchmarks to measure the achievement of objectives.

9.Lessons learnt - Describe key lessons you have learnt about administering projects throughout the course of this project.

10.Project administer recommendations - In summary, describe whether the organisational goals for the project were achieved and generally whether the project achieved the outcomes described in the initial concept document. Include in here any general comments about the project, and any recommendations you have for the future management of the preparation and implementation of similar projects for CoffeeVille.