Task 1

Assessment Instructions

For this task, you are required to make a project concept and plan template. The template is designed to help a project administrator in developing an understanding of the project, management and planning documents for the project they are required to administer. You are required to review a case studies outline below, and make all aspects of the template, including completing a timeline for the project which links budget to key outcomes, and a simple Gantt chart showing durations of tasks.

Case study

You are one of the senior administrative staff who work in the marketing department of CoffeeVille Pty Ltd. The CoffeeVille events Steering Committee has ultimate authority in managing all events and projects. They have requested that you administrate a product launch for a new blend of coffee they are releasing to market in two months.

ChrisHi.Thanks for taking on this project.Julie and I are part of the Steering Committee here at CoffeeVille Brisbane, and we oversee any projects or events being run.We typically give you as much detail as we can, and ask you to come back to us with a concept plan for the project.

JulieYes, and as Chris has mentioned, the concept plan will help us check that you have the correct understanding of CoffeeVille's need for this project.When we're happy with your concept plan, we'll give you the go ahead to fully develop the project plan.

JulieThe objective of this project is to sign-up coffee retailers to a new blend that CoffeeVille is intending to release to market in two to three months time.We're aiming to compete against existing blends like Merlo, Vittoria, Lavazza, and we need to establish a presence in the market as soon as possible.Remember, the product launch will need to be at an interesting venue...

ChrisLike the city Mercedes showroom!

JulieThank you Chris.Yes, like the city Mercedes or BMW showrooms, or a similar upmarket venue not typically associated with the hospitality industry.The overall goal is to launch CoffeeVille's new coffee blend.

JulieWe've already teed up the winner of this year's barista competition, but you'll need to allocate a $1500 gratuity for them from your overall project budget of $12,500.You'll also need to fly them business class from Sydney, organise some accommodation - we normally put our guests up at the Marriot, which is about $250 for the night with breakfast.We'll also supply the benches, fridges, grinders and coffee machines.

ChrisFrom memory, I think business class tickets are about $600 each way, not that I've ever flown business...

JulieYes... thank you once again Chris. The key things you will need to consider for this project are organising the venue and hospitality, although obviously not coffee, and overseeing the development and printing of marketing materials and mail-outs, and see that as many coffee retailers as possible can be in attendance. Our quick research has estimated there are over 500 coffee shops in the greater Brisbane area that currently buy pre-roasted blends.

ChrisSome of the key points or phases we see for this project are that the venue is organised, the advertising materials are developed and the advertising materials are distributed and followed up.One of the things you should check with the venue you organise is that they are not under contract to another coffee supplier.

JulieAlso, we should point out that you will have:

full access to one of the marketing team's document designers

two administrative assistants assigned to the project who are both skilled in general office duties

one of the administrative assistants is particularly skilled in interacting with clients and has very high interpersonal skills.

ChrisCoffeeVille will provide you with a full product brief and description for the new coffee blend, but please note that much of it is confidential until the evening of the launch.You're marketing materials should only hype up the new brand 'Villiana' and must be signed off by the marketing department, who will ensure that the sensitive information is not released early.

JulieAs the Steering Committee, we will need to sign-off on major stages of the project, and the marketing department will also want both input and sign-off for any marketing materials to be used.We'll expect weekly progress reports, and a supplementary report that we can pass onto the CoffeeVille board when you achieved completion of each stage of the project.

JulieTo clarify the budget, you'll need to report on at least the following items, and any others that need to be included:

printing of marketing materials cost of mail-out

cost of administrative follow up (measured in work days)

cost of flights for barista

cost of accommodation for barista

cost of venue, broken into deposit, post-event cleaning costs and final payment

cost of catering for finger food supplied and dispersed (waiting staff)

cost of 500g bags of 'Villiana' to be given away as samples to attendees (this is an in-house cost, but must be planned for to ensure sufficient samples onsite for launch).

ChrisFinally, as you're developing the concept, take note of any barriers you think are going to arise in the course of this project.

JulieThanks for your time today, and get back to us within a week or so if you can with the project concept outline.

I have attached the screenshot of appendix 1.

in some questions, you will need to imagine the situations.

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