MAN5401 Managing Project Scope and Stakeholders
Ekaterina Nagui, Ankita, Dheeran, Doddamreddy Saiteja Reddy
Denise Gengatharen
Outline business case
Master of Project Management
X 15/05/2016
ECU Staff: Click here to enter text.
ML
15/05/2016
10419663, 10387925 10386828, 10415288
Students, please be aware that this section is for lecturers to fill out after assignment submission. It is a side
measure intended to measure writing and literacy, and is not part of your official assessment…
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 1
Wagalloo Youth Engagement Project
Developed by Pronto Project Team
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 2
Contents Executive summary ................................................................................................................... 4
Purpose of the Document ......................................................................................................... 5
Background and problem definition .......................................................................................... 5
Background ........................................................................................................................... 5
Problem definition ................................................................................................................ 6
Problem statement ............................................................................................................... 6
Project drivers .......................................................................................................................... 7
Objectives and desired outcomes ............................................................................................. 7
Anticipated outcomes ........................................................................................................... 8
Project Overview ...................................................................................................................... 9
Project Description................................................................................................................ 9
Requirements gathering and analysis .................................................................................... 9
WYE Project CATWOE Analysis ................................................................................................ 10
Project requirements and deliverables ................................................................................ 11
Project Scope .......................................................................................................................... 13
Project Assumptions ............................................................................................................... 14
High-Level Issues ..................................................................................................................... 15
Project Success Criteria ........................................................................................................... 15
High-Level Metrics .................................................................................................................. 16
Assessing business environment ............................................................................................. 17
Potential project issues ........................................................................................................... 18
OPTIONS FOR PROJECT AND ASSOCIATED COSTS .................................................................... 18
Option 1: Opening a Restaurant .......................................................................................... 19
Option 2: Commencing a sports academy ........................................................................... 19
Option 3: Starting a computer training academy for youth career development .................. 19
Option 4: Doing nothing ...................................................................................................... 20
RISKS OF THE PROJECT ............................................................................................................ 20
Key risks of not doing the project ........................................................................................ 20
Key project risks .................................................................................................................. 22
People involved in the WYE Project ......................................................................................... 25
Strategic Benefits Analysis ...................................................................................................... 28
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 3
Project Dependencies ............................................................................................................. 31
COST AND TIMESCALES ........................................................................................................... 34
Budgeting ........................................................................................................................... 34
ProjectTasks ........................................................................................................................ 35
Timescales .......................................................................................................................... 36
Appendix A: Stakeholder analysis & Stakeholder Management Plan........................................ 39
Appendix B: Requirements gathering instruments and communication plan ........................... 46
Appendix C: Lessons Learned .................................................................................................. 51
Appendix D: References .......................................................................................................... 52
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 4
Executive summary
This business case outlines how the Wagalloo Youth Engagement Project will address current situation in the suburb, its benefits, recommendations and justification of the project. The business case also discusses detailed project goals, performance measures, assumptions, constraints, and alternative options.
Wagalloo suburb is a middle-income suburb in Australia with a residential population of 15.000, comprising many families with youths (aged between 15 and 19). Young people make up almost 25% of the suburb’s population. As indicated in the preliminary research results, young people of Wagalloo suburb do not have a place where they can interact, socialise, meet up with friends. Thus, it is essential to plan and create a project for the Wagalloo suburb, which will include activities and events targeted at engaging the youth in meaningful ways.
WYE Project will not only set up a coffee shop in the suburb, but also create employment places for young people, provide them with a comfortable and stress-free environment for interaction. WYE Project will aim to reach the following objectives: meaningfully engage young people in Wagalloo suburb, reduce antisocial behaviour, provide guidance and career advice for the youth, facilitate acceptance of young people in the community.
The WYE Project will require an investment of $600,000 over 3 years, from which $325,000 will be provided by Federal and State government funding. The local government will cover the remaining $275,000 of costs, as well as provide 2 buildings for the project without charging any lease. The profit generated from the coffee shop and projected to be at least $150,000 per year, will be used to pay employee wages, renew the equipment and expand operations if necessary. Thus, the WYE Project will aim to provide young people in the Wagalloo suburb with meaningful activities and opportunities and achieve high participation rates. As a result, youth engagement will improve, which will bring satisfaction and long-term benefits for young people and the community as a whole.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 5
Purpose of the Document
This business case outlines how the Wagalloo Youth Engagement (WYE) Project will address current situation in the suburb, the benefits of the project, recommendations and justification of the project. The business case also discusses detailed project goals, performance measures, assumptions, constraints, and alternative options. The WYE Project aims at providing young people in the Wagalloo suburb with meaningful activities and opportunities, which will subsequently improve youth engagement, bring satisfaction and long-term benefits for young people and the community as a whole.
Background and problem definition
Background Wagalloo suburb is a middle-income suburb in Australia with a residential population of 15.000, comprising many families with youths (aged between 15 and 19). The population of Wagalloo has been increasing by 2% since 2010. Young people make up almost 25% of the suburb’s population. Over the recent 10 years, the number of young people aged between 15 and 19 has grown by 5%, which means that Wagalloo suburb has the fifth highest number of youth in Western Australia.
In 2015 more than 50 complaints were filed by Wagalloo’s residents, reporting antisocial behaviour among the youth in the suburb. According to the reports, this negative behaviour results from the fact that there are not enough affordable (or free) activities to engage young people. If this issue is addressed, the Wagalloo’s quality of life will be improved.
During adolescence period, young people go through rapid physical changes, as well as mental and social transition from childhood to adulthood, which will allow them to function as adults in a society. This is a period when some teenagers get their first job, become more independent from their parents and form their identity. This is a very sensitive period for teenagers as they often feel vulnerable and sensitive, some of them feel that adults do not understand them. As a result, young people often disengage from the society, perform impulsive actions and engage in antisocial behaviour. Above mentioned issues that young people face outline the necessity and importance of youth
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 6
engagement. It is essential to stimulate positive values in young people: such as sense of purpose, freedom, respect for others, personal development, sense of self-esteem.
Problem definition As indicated in the preliminary research results, young people of Wagalloo suburb do not have a place where they can interact, socialise, meet up with friends. WYE Project will not only set up a coffee shop in the suburb, but also create employment places for young people, provide them with a comfortable and stress-free environment for interaction. It has become clear from the survey results that the youth in Wagalloo do not have any sports activities carried out in the suburb, which could be accessed free of charge. There is a Snap Fitness gym in the suburb, but most young people said that they could not afford to pay the membership. WYE Project will organise free fitness classes with an instructor in the park, which will allow the youth to try out new sports activities, achieve greater physical fitness and effectively deal with stress. The survey results also indicate that young people are not satisfied with the employment and job search services provided by the state (Centrelink jobactive service, which provides job matching services; Myfuture website with information needed to get job-specific training; MySkills service, which offers a database of training courses and vocational qualifications1). According to young people’s opinions, these services do not personalised one-on-one career advice and coaching, which is essential for setting career goals and discovering one’s strengths and aspirations. WYE Project will fill this gap by providing tailored career advice and orientation services, coaching and mentoring, as well as possible placement opportunities with local businesses for eligible young people. Problem statement It is evident that the lack of affordable youth-friendly activities in Wagalloo suburb negatively affects young people’s development and their participation in the life of the community, which in turn creates disengagement and tendencies for anti-social behaviour.
1 Australian Government – Jobsearch service: available at http://jobsearch.gov.au
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 7
Project drivers
Social institutions play an important role in offering adolescents opportunities for developing their talents, learning new skills, and feeling accepted in the society. Their efforts should be geared towards developing interpersonal and social competencies in young people. Lack of such initiatives will create a risk of isolation, disengagement and antisocial behaviour among youth.
According to the findings of the Institute for Public Policy Research in the UK, providing activities for young people can generate significant savings: with every £1 spent on preventing social exclusion saving £7 on the cost of poor outcomes (Keaney, 2006). The fact that there is a lack of affordable and meaningful activities for young people creates a business opportunity for the project and justifies the investment into the project. In addition, in order to ensure a high rate of participation, a project to address youth engagement in Wagalloo suburb needs to meet young people’s interests. According to Amnesty International, engaging young people in sports activities and training are among the most effective ways of reaching out and mobilising youth (Amnesty International, 2006).
Objectives and desired outcomes
Youth Initiatives, a non-for-profit organization (NFPO), has been given the opportunity to access Federal and State government funding totalling A$325,000 over 3 years for a youth engagement project in Wagalloo suburb. NFPO will work closely with the local government, which is willing to put in some funding of its own (both in cash and in kind) into the project. NFPO has come up with the idea for the project and $25,000 of the funds is available for research in year 0 towards preparing an outline business case for the proposed project.
During the initial phase of the WYE Project, a consultant appointed by the project team will carry out research in the suburb, which will determine activities and services that will engage the youth of Wagalloo and meet their needs.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 8
The WYE Project will support the following primary objectives:
Objectives Desired outcome
Meaningfully engage young people in Wagalloo suburb
Providing useful activities for young people, safe and exciting places to go will reduce boredom and offer additional opportunities for their pastime.
Reduce antisocial behaviour
When young people have a range of activities they can engage in, negative and antisocial behaviour can be effectively reduced.
Create workplaces for young people
Collaborating with local businesses will allow for new workplaces to be created, as well as allow local firms to access young talented workforce.
Provide guidance and career advice for the youth
Teaching young people employment skills, providing support and direction will prepare them to be effective at work and help them to reach their potential.
Facilitate acceptance of young people in the community
Providing activities for the youth will allow for a smoother integration with the community values, encourage collaboration and mutual acceptance.
The secondary objectives are to complete the project on time, with minimum resistance, resolve potential issues arising from various stakeholder groups, develop consensus on the project.
Anticipated outcomes Young people in Wagalloo suburb comprise almost 25% of the suburb’s population, which means that engaging them will achieve important outcomes for both the youth and community as a whole:
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 9
When young people are engaged and share a sense of belonging to their community, they are more likely to contribute in a meaningful way. In turn, young people will be more fulfilled and supported, by developing their skills, learning new things and spending their time productively. Providing useful services in the community will improve collaboration, respect and communication between young people and local residents.
Project Overview
Project Description The WYE Project will provide several activities to target and engage young people in the Wagalloo suburb. This will be done by determining and selecting activities, which young people would like to have in their suburb, using a few requirements gathering tools (conducting a survey, examining existing youth engagement projects in Australia, organizing focus groups in the local community). Based on the preliminary research, these activities should be free or affordable, provide useful and entertaining pastime options for the youth, be relevant for the Wagalloo suburb, be self-sufficient in the longrun.
Requirements gathering and analysis In order to gather requirements from various stakeholders, a number of different activities were undertaken:
• Examining existing youth engagement projects in Australia • Visiting local authorities • Meeting with local business owners and representatives • Running focus group with local community • Consulting fitness experts and recreation providers • Discussions with volunteer groups and youth representatives in other WA suburbs • Written survey for young people with a sample of 100 respondents
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 10
Based on the survey, which our group has carried out in Wagalloo suburb, with a 90% participation rate, the following areas have been identified as the most important for young people:
Employment – being able to find a job in their local suburb is of high relevance for young people, as well as career orientation and mentoring services. Recreation – young people recognize the importance of sport and leisure activities, which should be affordable, entertaining, can be easily accessed. Psychological wellbeing – feeling supported, confident and motivated is essential for youth’s wellbeing. Young people often mention that they need help with their relationships with family members and friends. Participating in community life and being a part of it – young people need to feel a sense of belonging to the community in order to believe that their contribution is meaningful.
WYE Project CATWOE Analysis
Customers: Young people, local community, outsiders are the customers. Young people have affordable youth-friendly activities to available in the suburb, they are disengaged and get involved in antisocial behaviour, which in terms negatively affects the community.
Actors: Youth Initiative NFPO, Pronto Project team, local government are the actors. They are interested in improving the situation in the suburb, executing the project successfully and with minimum resistance. They all have high interest in the project and have a positive attitude towards it.
Transformation process: The inputs are the two buildings provided by the local government, local park, supplies and competent staff. The outputs are the coffee shop, fitness classes and career services, as well as additional employment places. The inputs will be transformed into outputs by means of setting up operations in the buildings, organising activities in the park. The steps in between are conducting preliminary research and a feasibility study, obtaining approvals, securing funds, hiring skilled staff, running advertising and marketing campaigns.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 11
World view: The bigger pictures is to improve the situation in Wagalloo suburb, making life in the community more meaningful and satisfying for all the residents. The real problem is that in absence of entertaining activities in the suburb, young people engage in negative behaviour, which is damaging for the local residents and their community as a whole. The wider impact is not only on Wagalloo suburb, but also on the neighbouring suburbs, as well as WA residents.
Owner: The real owners of the situation, which needs to be changed, are the young people and local residents of Wagalloo suburb. They are highly interested in project success, since the project will provide not only affordable services for the youth, but also affect the community as a whole. Some of the residents can oppose to the project, if they believe that it creates a negative impact on the community (for instant, excessive noise, waste or damage to the community sights). However, if local residents strongly support the project, the local government will be more inclined to invest the remainder of funds and will facilitate project implementation.
Environmental constraints: The environmental constraints, which can affect the project in a negative way, are high amount of waste, damage to public recreational sites, noise and disturbances in the suburb. Moreover, the project will need to have an adequate amount of resources and skilled staff over its entire course. The project should comply with regulations and reporting requirements, effective in WA. These constraints should be foreseen and accounted for in order to make timely adjustments and successfully resolve conflict.
Project requirements and deliverables The following activities will be delivered by the WYE Project over the course of 3 years to address the needs of young people in Wagalloo. After having analysed the project requirements, our research team concluded that the WYE Project needs to target specific areas of interest for young people, by means of offering 3 distinct services:
Recreation – setting up a coffee shop in a building provided by the local government, in order to provide young people with a recreational space, and, as a secondary goal, create new employment places in the suburb. The aim of this initiative is to set up a
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 12
sustainable coffee shop, which will serve both recreational and employment purposes. It will be a space for young people to interact and socialise after work. The coffee shop will employ 10 young people and 2 supervisors every year, and it is projected to generate at least $150,000 of profit per year, which will be used to cover next year’s salaries of store employees.
Sport – organising 3 weekly fitness and yoga classes in the local park when the weather allows (6 months a year) in order to promote physical activity, encourage young people to use their energies positively, provide wellbeing advice, allow access to everyone interested. This activity will create 2 employment places for fitness instructors. The aim of this initiative is to help young people deal with stress, improve their physical shape and learn new sports.
Employment – setting up a Youth Career Center in a building provided by the local government, where one-on-one career advice, orientation and coaching for young people will be provided, as well as placements with local companies organised for eligible youths. This service will be run by 1 career advisor and 1 assistant consultant, providing young people with access to career information, mentoring and skill development services, matching interested candidates with training opportunities.
The WYE Project will require an investment of $600,000 over 3 years, from which $325,000 will be provided by Federal and State government funding. The local government agreed to cover the remaining $275,000 of costs, as well as provide 2 buildings for the project without charging any lease. The profit generated from the coffee shop and projected to be at least $150,000 per year, will be used to pay employee wages, renew the equipment and expand operations if necessary.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 13
Project Scope
Included in Scope
Carrying out preliminary research to identify most favourable opportunities for young people in Wagalloo suburb. Assessing project’s impact on the environment, local infrastructure, local community and neighbouring suburbs. Making sure that the project complies with the necessary regulations, obtaining necessary approvals and authorisations for the project. Securing and obtaining the funds needed for the project, as well as getting access to the buildings provided by the local community. Buying all the equipment necessary to run the project for the first year. Hiring staff, involved in the project. Setting up a coffee shop, which will operate daily and employ 10 young people each year. Organising 3 weekly fitness and yoga classes in the local park for around 6 months a year in favourable weather conditions. Career advisor will run one-on-one coaching sessions, career orientation sessions, skill development workshops for interested youth. Career advisor will prepare a list of local businesses willing to provide placements for eligible young people, who meet specific selection criteria. Measuring satisfaction with the project and providing feedback to the interested stakeholders. Not included in Scope
The coffee shop will not cook any meals in the facility; it will only sell snacks and baked goods supplied by local providers. The coffee shop will only employ staff for maximum 1 year, in this way there will be opportunities for other young people to gain some work experience. Fitness instructors will not provide any health-related or nutrition advice to
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 14
young people. Fitness classes will not run in unfavourable weather conditions, which might be dangerous or damaging for health and well-being of both instructors and participants. Career services will not aim at providing employment or training opportunities, but will be targeted at providing career advice, orientation, coaching and mentoring. Career advisor can connect young people with relevant course providers and local businesses, which offer placements for eligible participants.
Project Assumptions
All the activities provided by the WYE Project will meet the scope entirely. All the stakeholder, communication and political issues are successfully addressed and resolved. The staff involved in the project will have experience to run the activities efficiently. All the equipment purchased for the project will be functional and high-quality. Enough resources will be available beforehand in case of emergencies. The coffee shop will generate at least $150,000 profits each year in order to cover the wages of young people employed there. The coffee shop will not face direct competition from local establishments or similar venues in neighbouring suburbs. Career services provided will be of better quality than the existing services offered by Centrelink. Local businesses providing placements must have the correct insurance in place before they accept to hire young people. Young people attending fitness classes will be responsible enough to know their limits and will not incur any damage due to lack of practice.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 15
High-Level Issues
1. Project organisers find it difficult to engage youths in the proposed initiatives 2. Low participation rates 3. The budget does not cover all the costs, additional expenses incurred, which were not initially accounted for 4. Young people do not get encouraged by friends and family to get involved in free activities 5. A licence for the coffee shop cannot be obtained, because there is too much competition from other establishments in the suburb or similar venues in neighbouring suburbs 6. The coffee shop does not meet sanitary and hygiene regulations 7. The coffee shop does not make enough profit and some employees have to be made redundant 8. Negative attitude of young people towards fitness and health 9. Liability insurance does not cover damages incurred during fitness classes 10. Unstable schedule for fitness classes due to bad weather conditions 11. Local businesses are not willing to participate in the initiative, offering no placements 12. Career advisors lack experience working with youth 13. Career advisors and fitness instructors lack skills and are not able to perform their tasks efficiently 14. The demand for career advice is so high that there will be a need to hire more staff
Project Success Criteria
The WYE Project is carried out using effective planning and scheduling techniques The project manager ensures that the project runs on time, adheres to set standards and requirements All the necessary resource (funding, staff, supplies) are available during all the project phases
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 16
The project is run on budget, costs estimates are accurate and financial controls are in place Communication among various stakeholders and project team is smooth Constant feedback is provided in order to update all the interested parties on project progress Clear and timely documentation is produced during all the project phases The project will be completed with minimum or no resistance from any stakeholder group The project provides high-quality services, which are relevant to the community The project attracts high amount of attention and participation rates are at least 70% of target youth population Local businesses remain interested in the project, support the initiatives and provide placements for interest young people Fitness classes are frequented by at least 20 participants per week
High-Level Metrics
The following high-level metrics will allow us to measure the WYE Project’s success:
Measure Description Indicator
Time Is the project being delivered onschedule?
Schedule Performance Index (SPI) = budgeted cost of work performed ÷ budgeted cost of work scheduled
Cost Is the project being delivered onbudget?
Cost Performance Index (CPI) = budgeted cost of work performed ÷ actual cost of work performed
Resources Are resources enough for the project to run smoothly and be completed on-time and on-budget?
Additional resources requested by the project
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 17
Scope How many scope changes have there been since the project started?
Number of Scope Changes
Quality Are young people satisfied with the quality of services offered?
Satisfaction measurements based on written feedback forms
Assessing business environment
There are some external and internal factors, which can affect the project at various stages of its development.
External Factors 1) Social factors: The local residents and the NFPO have reached a consensus in terms of requirements and project specifications, which will ensure smooth running of the project. In order to avoid opposing ideas and issued from local residents and young people is to meet their needs during the development phase and while running the project. 2) Economic factors: These factors influence the activities to be organised by the WYE Project. Since the Federal and State government has provided A$325,000 of funds, and the local government has agreed to cover the remaining $275,000 of costs, the WYE Project will not be heavily dependent on external economic factors. 3) Political factors: The laws and regulations effective in WA, decisions made by political authorities, reporting requirements, government approval process, as well as tax structure will have an influence on the WYE Project.
Internal Factors 1) Organisational Culture: While developing the project the Youth Initiatives NFPO, Pronto Project team, and WYEP Committee should work productively, respecting their respective interests and differences. The project can be largely affected by priorities, approaches and issues within participating organisations.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 18
Potential project issues
Political issues The project will engage numerous political stakeholders, which can cause delay due to keeping them informed about the decisions and getting approvals. Changing government regulations can affect the project scope and ease of obtaining approvals, eventually leading to project delay. Procurement issues The project will need to have an adequate amount of resources and skilled staff over its entire course. If resources are not available or are not supplied on time, this will bring the project to a standstill and increase costs. After the project is run for 3 years, it should be further sponsored by local government or interested organisations. If it is abandoned, this can lead to wasted resources and negative outcomes for the suburb. Environmental issues The project should not create negative environmental impact: high amount of waste, damage to public recreational sites, noise and disturbances in the suburb. Competition issues If there is fierce competition from similar services in the suburb or from the neighbouring suburbs, planned activities will not generate enough interest or might not be given a head start due to impossibility of obtaining licenses.
OPTIONS FOR PROJECT AND ASSOCIATED COSTS
Wagalloo Youth Engagement (WYE) Project with support from Youth Initiatives will implement a youth engagement project in Wagalloo suburb for a period of 3 years using the total funds of A$600,000. Having evaluated all the possible options, our team has reached an consensus that WYE Project will provide the most benefits for young people and the community, as well as offer justify the required investment. It will provide all the activities that the youth of Wagalloo want to have in their suburb. The Wagalloo Youth Engagement Project also can be implemented through other alternative activities. They include opening a Restaurant, starting a Sports Academy for athletes, opening of a
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 19
Computer Training Academy to develop technical skills of the youths, an option of doing nothing. Certainly, some of the below mentioned options require less funding, however, they do not manage to provide the benefits that the WYE Project will offer, and they do not meet all the requirements set out during preliminary phase. Thus, WYE Project is the optimal youth engagement project for Wagalloo suburb.
Option 1: Opening a Restaurant The first alternative option of the WYE Project will be the opening of a Restaurant in Wagalloo. It will provide employment opportunity for the youths of Wagalloo also offer a better environment to come together and relax. It will offer scope for part-time and full-time employment of the local youths through the restaurant. The costs for setting up the restaurant will total up to A$800,000 (133%) for the three years which includes utensils, furniture, setting up of kitchen and the restaurant, supervisor wages, internet, advertisements and promotions. The first year will require A$280,000 and the second year will need A$200,000. The final year will cost A$320,000.
Option 2: Commencing a sports academy The sports academy for athletes will have zero investments for the first two years. In the third year, an investment of A$20,000 will be required. Hence, the fitness class activity of the project will necessitate the total cost of A$20,000 only (3%). This will cover the costs for exercise mats, some basic sports equipments and arrangement of training location and facilities. It will allow the youths in Wagalloo come together to engage in exercise and sports activities. This will help them unwind and socialise with each other while ensuring they recognise the significance of leisure and sporting activities.
Option 3: Starting a computer training academy for youth career development Prior to starting the training academy to develop computer skills of the youth in Wagalloo, A$25,000 will be allocated towards research expenses to analyse the need for training academy in the suburb of Wagalloo. A$145,000 will be needed for the first year. The second year will necessitate A$151,000 while the third year will cost A$107,000. It will come to the total cost of A$403,000 (67%) for this activity of the
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 20
WYE Project. It will include the setting up of the office, furniture, computers, network, Internet services, administrative employee wages, asssistant wages, advertisements and promotions and other expenses. The computer training academy for the youth community of Wagalloo will provide assistance to the youths for their skill development and employment. It will extend career development services for the youths in the suburb.
Option 4: Doing nothing If this option is selected, nothing will be done to address antisocial behaviour and engage the youth community of Wagalloo. As a result, the Federal and State government funds totalling A$325,000 will be saved; the local government will not have to provide an investment of A$275,000, which could be used on other projects in the suburb. Moreover, the local government can rent out 2 building and use the generated profit to fund other initiatives. However, this option will not address the antisocial behaviour in the suburb, which will continue to preoccupy local residents and affect the quality of life in the suburb. In addition, there will be nothing done to meaningfully engage young people in Wagalloo, which might even encourage them to indulge in drug and alcohol abuse, negative behaviour and crime. Thus, doing nothing will not address the situation in the suburb and will have negative long-term effects.
RISKS OF THE PROJECT
Key risks of not doing the project
Inability to understand the actual situation among the youths in Wagalloo Socio-psychological researches are valuable to understand the thought process of youths and are instrumental in getting success from youth engagement and involvement projects (Hortulanus et al, 2006, p.91). In the WYE Project, A$25,000 has been allocated towards performing research on the ground situation prevalent among the youth community in Wagalloo using the support of NFPO. This will offer great insight into the areas and aspects that have triggered the youths of Wagalloo to engage in antisocial activities.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 21
Will not be able to provide attractive employment opportunities for the Wagalloo youth community The youth unemployment rates are increasing drastically putting great pressure on the present youths, coming generation and the economy of the nation. This trend of unemployment is set to increase further in the coming years, unless key measure are put in place to curb this dangerous situation (Boffey, 2015). In Wagalloo, this alarming unemployment rate of its youth has spurred the need to take up this project, that will offer employment opportunities for many of its youth in the proposed coffee shop and other local businesses in Wagalloo. The inability to take up this project will close any employment opportunities provided by the Federal, State and local governments along with the support of NFPO.
Negative implications for the current and future society of Wagalloo As mentioned earlier, the residents of Wagalloo suburb have raised concerns of growing anti-social behaviour among the youths, due to unavailability of free or affordable engagement activities for the local youth. The continual ignorance of the youth community and not implementing the project will result in increased isolation of the youths from the society. It will result in these youths catching the attention of the legal system by turning into criminals. They will further be isolated from their family and society (Watson & Skinner, 2012, p.66). With 25% of the population comprising of youths in Wagalloo, the local community will face enormous consequences both in the present and in future.
Lack of control of increasing levels of depression, stress and personality orders among the Wagalloo youths A growing number of youths are getting addicted to their smartphones and other communication devices while they face social isolation. Socially Withdrawn Youth is the extreme form of isolation found in youths. It will lead to schizophrenia, depression, heightened stress levels and schizoid personality disorder. The socially isolated youths will resort to being an outcast and bullies by choice or forced by the community (Baek, 2014). The current youth and the next generation of children in Wagalloo will become
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 22
affected by various personality disorders and intense illnesses. The WYE Project will stem this growing problem at its root through the youth engagement activities.
Youth will continue to remain as poor contributors and builders of the Wagalloo society The absence of youth development and involvement in the community will result in poor community building. They will become ineffective members of the society. They can be motivated to contribute to the society by providing them with good education and sound employment opportunities (Brennan et al, 2007). This project offers these motivations for the youths of Wagalloo through the setting up of a coffee shop, fitness classes and career consulting services. Hence, it is imperative that the WYE Project be implemented.
Key project risks It was identified that the 25% of the population of Wagalloo comprises of the youths and so the WYE Project will cover a significant proportion of the society of Wagalloo. The following are the different risks related to the current project.
Schedule risk The WYE Project of the NFPO has been provided with 3 years for the youth engagement project in Wagalloo. However, unexpected delays or lack of adequate support from the concerned stakeholders can hamper the progress of the successful implementation of the WYE Project. It has high chances of occurrence and so holds high risk priority in the project. In order to ensure that the project is proceeding in accordance to the established project plans, project milestones must be established and monitored using Gantt chart or CPM schedule (Hulett, 2011, p.132). It will be instrumental to speed up processes of the project when it has deviated from the project schedule.
Budget risk The likelihood of the budget risk is very low, as the Federal and State government has provided the funding of A$325,000 for the youth engagement project in Wagalloo. In
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 23
addition, the Wagalloo local government has also agreed to provide A$275,000 of additional funds for the project. Hence, the budget risk in the project has low priority, unless, the project exceed the allocated budget. The Pronto Project team can overcome the budget risk by keeping track of the budget used for the project through regular conduct of audits (Pitt, 2014, p.331). However, the WYE Project must keep track of the budget risk.
Resources risk WYE Project will source the required resources from the local government of Wagalloo. However, it might not be sufficient for the entire project. There is a moderate likelihood of the risk to occur and it has high-risk priority. The human resources are the most expensive resources in a project (Ahmed, 2012, p. 66). The people who carry out the WYE Project are relatively inexperienced and unfamiliar in managing similar projects. The Director and members of the Pronto Project team might leave the project midway and delay the completion of the project. The suppliers associated with the project, that provide the resources for the coffee shop, fitness classes and consultancy services, also play a key role in resources risk for the WYE Project.
Limited support from Wagalloo local government In the WYE Project, the NFPO and the local government of Wagalloo will work with each other in this project, wherein NFPO will provide the idea for the project, while the Wagalloo local government has expressed its willingness to fund the project in terms of cash and kind. However, there is no guarantee that promises by the Wagalloo local government will be fulfilled and might result in shortfall of funds and resources for the project. Therefore, there is less risk and moderate priority.
Resistance from local community The WYE Project was developed on receiving complaints from the residents of Wagalloo for anti-social behaviour and activities indulged in by its youths in the age group of 15 to 19 years. The project for the research will also include a certain degree of community engagement activities. Nevertheless, despite the difficulties faced by the local community of Wagalloo, they may be reluctant to render active support towards
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 24
its youth and the WYE Project. There is severe risk possibility and high-risk priority. It can be addressed by more initiatives for local community engagement in Wagalloo to give them a clear picture of the WYE project and gain their support.
Lack of support from the youth community The WYE Project was initiated with its focus on the youth community of Wagalloo. However, their lack of support towards this project will render the project unsuccessful in accomplishing its objectives of providing better employment, educational and recreational facilities for the local youths. It is a high-level risk and has the highest priority of risk for the project. In order to overcome this risk, youth community programmes must be held to garner their support for the project.
Reluctance of local business owners The WYE Project can be successful only when the local business owners such as coffee shop owners, fitness studio owners and career counsellors are willing to extend their services and offer their infrastructure for the commencement of the project. Their inability to extend support to the WYE Project of Wagalloo will result in the termination of the project even before it commences. This has moderate risk and low priority, since the local business owners form the key stakeholders of the project and the project will begin only with their support and guidance.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 25
People involved in the WYE Project
Contact Person Phone, Email, Website, Address
Impact How much does the project impact them? (Low, Medium, High)
Influence How much influence do they have over the project? (Low, Medium, High)
What is important to the stakeholder?
WYEP committee John Smith [email protected] 0470127095
High High Getting the youth engaged in the activities and be free from the anti-social behaviour.
Pronto project team
Tylor Erskine [email protected] 0451370791
High Medium to high
Getting the project successful.
Project sponsor Melisa Matthews [email protected] 0449747018
High High Getting the project successful.
Youth initiatives, NFPO
Jackson Snashall [email protected] 0427230088
High High Make the youth engaged in the program/ job.
Wagalloo local government
Lucas Daw [email protected] 0498238456
Medium to high
High Make the youth free from the anti social behaviour.
WA federal, state government
Noah [email protected]
Medium to high
Medium to high
Make the proper use of the funds provided by them
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 26
Department of local government and communities’ (DLGC)
Jayden Bould [email protected] om 0424786873
Medium medium Successfully complete the project
Department of culture and the arts
Adam Richards [email protected] 025025052
Low to medium
Medium To inform about the culture and arts to the youth.
Colin petit, the commissioner for children and young people WA
Alesha Mifsud [email protected] om 0470693340
High medium Developing and making the youth involved in the task done by the
Local newspaper Alex Denton [email protected] 0450848252
Low Medium to high
To write about the project in their newspaper and get information about it.
WA residents Amber Jane [email protected] m 0430583440
High Low Make the committee free from anti-social behaviour
Local community Anthony Glascoe [email protected] m 0451181604
High Low Improvement in the overall community activities.
Young people
Ash Tylor [email protected] 0415247077
High Medium Make them engaged in the activities which can be useful to them.
Coffee shop manager
Austin Parry [email protected] 0401035943
Low medium Get the youth involved in the activities at the shop.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 27
Admin and support staff
Ben Else [email protected] 0421179660
Low to medium
Low Give solution and support to any problem.
Career advisor Cara Simpson [email protected] 0449106709
Medium to high
Low To be able to give some career advice to the youth.
Fitness instructors Brendan Hawkins [email protected] 0490032890
Medium medium Make the youth healthier and instruct them.
Local business Bryce Ward [email protected] 0422892366
High High Business to be promoted in the community.
Suppliers Sean Armstrong [email protected] 0487347841
Low to medium
Low Get their payment at time.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 28
Strategic Benefits Analysis
The benefits from the WYE Project can be categorised from 2 different perspectives:
1. Benefits to youth and community
2. Quantifiable Benefits and Non-Quantifiable Benefits
Raise income
Providing jobs by Coffee shop will allow the youth to earn money and it will also enhance the economy of suburb too. The youth from part-time jobs can lift their expenses by themselves. They can live life independently.
Reduce anti-social behaviour
Anti-social behaviour can only be removed in the suburb if the youth will engage with other activities and make them busy. Free fitness classes, free career advice and job opportunity at coffee shop will allow the youth to reduce the anti-social behaviour in the society. These opportunities will help to make the youth busy.
Employment
This project will help to give employment to youth by providing jobs in coffee shop. Youth can start part time job in coffee shop and can make their career. It will also enhance their skills and overall development in the future career. After the case approval, we can measure the increase percentage in employment among the youth.
1) Qauntifiable benefits
Source of income for young people
Reduced anti-social behaviour
New employment places
Health benefits (fewer visit to doctor)
Non-Quantifiable benefits
Health benefits (improve physical fitness)
Career guidance
Personality development
Less indulgence in drugs and alcohols
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 29
Health benefits
Providing free fitness classes is a fantastic way to explore and develop the overall personality in youth. Moreover, fitness classes make the youth healthy and also increase the stamina of their body. Additionally, exercise and yoga helps to reduce the risk of diseases. Free entry in fitness centre allow every youth to participate.
(Non-quantifiable) By joining fitness classes, they can improve their physical fitness and can also control on their weight loss. Fitness classes make the youth stress free and energetic and can enhance their flexibility as well. Good health condition allows the less visit to doctors. With the help of interviewers and surveys we can measure the number of people who visit to the doctors. (quantifiable)
According to scientists, daily participation in sports and fitness activities reduce the risk of illness related to heart attack, diabetes and obesity (Beets et al., 2013).
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 30
Career guidance
With so many choices of jobs we can feel confused that what type of career path to choose. Free career advice to the young people will help them to get good career paths.
Personality development
Youth can enhance their development of personality by joining job at coffee shop, fitness classes and career advice. Day to day interaction with the customers and colleagues help to boost the self-confidence, as well as help to enhance their communication and listening skills. Sports activities increase the stamina and make them energetic and active whole day. They can have overall personality development by providing them these three different facilities.
Less indulgence in drugs and alcohol
Juvenile will have less indulgence in drugs and alcohols if they stay busy with other activities like job and sports activities. It is well-known fact that youth who participate in sports activities are less involved in drugs and alcohol activity. Fitness classes will motivate the youth to take care their health.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 31
2) Benefits to the youth
An opportunity for young people to discover their talents and suitable career options Improved young people’s confidence, self-esteem and social skills Better career orientation
Improved job-related skills Encourages creativity and problem-solving skills
Improved health awareness Helping young people get involved in running a coffee shop
Benefits to the community
Positive communication and interaction between community member and young people
Overcoming generation gap, breaking stereotypes, misunderstanding and hostility in the community Stronger sense of community Making life in the community more meaningful and satisfying
By helping the youth, adults contribute to a better community.
Project Dependencies
Project dependencies establish the links between the all tasks of project. Project dependencies means that how the task of project depends on each other and until first task complete we cannot start next task. Dependencies are the relationship of the preceding tasks to the succeeding tasks. Below diagram shows the dependency of each task on other.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 32
Preliminary reserch
Assess project impact
Compliance with regulations
Getting approvals and authorisations (for the buildings, for organising activities in the park)
Getting the business case approved
Securing funds from the NFPO and local government
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 33
Buying equipment
Hiring staff
Receiving necessary supplies on time
Getting local businesses to provide placements
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 34
COST AND TIMESCALES
Budgeting
Number Requirements Year 0 Year 1 Year 2 Year 3 Total Coffee Shop Shop Set up $1,000 $1,000 $2,500 $4,500 Kitchen Set up $500 $500 $2,000 $3,000 3 Coffee machines $0 $0 $1,000 $1,000 Utensils $500 $500 $500 $1,500 Furniture $0 $0 $3,000 $3,000 Advertisements and Promotion $0 $0 $2,000 $2,000 1 Internet $0 $1,000 $1,000 $2,000 2 Supervisor wages $44,000 $44,000 $44,000 $132,000 10 Coffee shop staff wages $150,000 $0 $0 $150,000 Fitness Classes 50 Yoga Mats $0 $0 $1,000 $1,000 Basic Sports equipment $0 $0 $2,000 $2,000
2
Arranging Training location and facilities $0 $0 $1,000 $1,000 2 Fitness instructor wages $30,000 $30,000 $30,000 $90,000 Youth Career Center Furniture $1,000 $1,000 $2,000 $4,000 Office Set up $1,000 $2,000 $3,000 $6,000
6
Computers, Network and Internet $0 $5,000 $30,000 $35,000 Advertisements and Promotion $0 $0 $2,000 $2,000 1 Career advisor Wages $24,000 $24,000 $24,000 $72,000 1 Assistant Wages $18,000 $18,000 $18,000 $54,000
Other Expenses including Travel charges $3,000 $3,000 $3,000 $9,000
Preliminary Research expenses $25,000 $0 $0 $0 $25,000 Total $25,000 $273,000 $130,000 $172,000 $600,000
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 35
ProjectTasks
Tasks 1 Preliminary research & initiation 1.1 Requirements gathering 1.2 Assess project impact 1.3 Check compliance with regulations 1.4 Obtain approvals 1.5 Get business case signed off 1.6 Secure funds 1.7 Get the project approved 1.8 Organise a kick-off meeting 2 Coffee Shop
2.1 Planning of the shop's structure and design 2.2 Getting the planning approved 2.3 Restructuring the shop 2.4 Designing store interiors 2.5 Setting up store interiors 2.6 Purchasing and setting up equipment 2.7 Ordering supplies 2.8 Hiring Employees 2.9 Setting up Wifi network 3 Fitness Classes 3.1 Making a schedule 3.2 Getting approval for training location 3.3 Hiring instructors 3.4 Purchasing the required equipment 3.5 Checking liability insurance 3.6 Gathering contact details of the participants 3.7 Arranging a meet up location for all participants at the park 4 Youth Career Centre
4.1
Arranging the office with furniture 4.2 Purchasing Computers and office supplies 4.3 Setting up computers and WiFi network 4.4 Getting properly associated with various enterprises 4.5 Hiring a Career Advisor and an Assistant 4.6 Advertising and marketing activities
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 36
5 Project Closeout 5.1 Identify remaining work 5.2 Feedback & evaluation 5.3 Quality assessment 5.4 Profit / loss assessment 5.5 Assess if feasible to keep running the project 5.6 Prepare Lessons learned
Timescales
Year 1 Year 2 Year 3
1 2 3 4 5 6 7 8 9
1 0
1 1
1 2
1 3
1 4
1 5
1 6
1 7
1 8
1 9
2 0
2 1
2 2
2 3
2 4
2 5
2 6
2 7
2 8
2 9
3 0
3 1
3 2
3 3
3 4
3 5
3 6 1 1 . 1 1 . 2 1 . 3 1 . 4 1 . 5 1 . 6 1 . 7 1 . 8 2 2 . 1 2 .
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 37
2 2 . 3 2 . 4 2 . 5 2 . 6 3 3 . 1 3 . 2 3 . 3 3 . 4 3 . 5 3 . 6 3 . 7
Legend:
Coffee Shop Fitness Classes Youth Career Centre
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 38
1. Preliminary research & initiation
1.1 Requirements gathering
1.3 Check compliance with regulations
1.2 Assess project impact
2. Set up Coffee shop
2.1 Plan shop's structure and
3.2 Get approvals for training location
4.2 Purchase computers & office supplies
5.1 Identify remaining work
4.1 Arrange the office with furniture
3.1 Make a schedule
4.3 Set up computers & WiFi
3.3 Hire instructors
2.3 Restructure the shop
5.2 Feedback & evaluation
2.2 Get the plan approved
5.3 Quality assessment
4.4 Liaise with local businesses
3.4 Purchase equipment
2.4 Design store interiors
1.4 Obtain approvals
5.6 Lessons learned
3. Organise Fitness classes
4. Set up Youth Career Centre
5. Project Closeout
1.6 Secure funds
1.5 Business case signed off
2.6 Purchase & set up equipment 3.6 Get contact details of participant
2.5 Set up store interiors
3.5 Check liability insurance
5.4 Profit / loss assessment
1.7 Project approval
Wagalloo Youth Engagement Project (WBS)
1.8 Kick-off meeting
2.8 Hire employees
2.9 Set WiFi
2.7 Order supplies
3.7 Arrange a meet up location
4.5 Hire a Career Advisor and an Assistant
4.6 Advertising & Marketing
5.5 Assess options for the future
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 39
Appendix A: Stakeholder analysis & Stakeholder Management Plan
Code Stakeholders Involvement in issue
Interest in issue
Interest/ power
Resources Position Stakeholder Management strategy
Stakeholder Engagement strategy
A WYEP committee
Direction and oversight of the project, approves changes in budget
High: the success of the project will have implications for them in the future
High influence on project’s success as they direct the project
High monetary and information resources
Director: the committee will be responsible for directing the project and making the go or no go decisions
Manage Closely: The committee controls many of the resources that will be needed at different times for the project. They are also influential with the local governing body
Reports to the committee as determined with them in the Communications plan; meetings
B Pronto Project team
Responsible for planning, carrying out the project, monitoring and controlling
High Medium - High
Low monetary resources but high on skills and influence
Promoter: they are responsible for the success of the project
Manage closely: the PM needs to communicate and get along with the team to ensure the project runs smoothly
Frequent meetings, keeping them upto-date on developments and progress
C Project Sponsor
Helps to guide the project, authorizes the project, manages project’s progress
High High Provides financial resources for the project, direction and oversight
Director and Promoter: responsible for directing, authorizing and overseeing the project
Manage closely: the PM needs to be working closely with the Project Sponsor during all the project phases
Frequent meetings to get direction. Keep him informed. Get him to meet the project team
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 40
D Youth Initiatives, NFPO
Directing the project and providing funds
High: the success of the project will have implications for them in the future
High influence on project’s success as they direct the project
High monetary and information resources
Promoter: responsible for directing and providing funds for the project
Manage closely: the PM needs to work with them, in order to understand project requirements and specs
Keep them up-todate about project progress
E Wagalloo Local government
Works closely with the NFPO, provides additional funding for the project
High interest in improving the suburb’s conditions
High power, since the local government will provide additional funding
High monetary resources
Promoter: Responsible for providing additional funds
Manage closely: the NFPO needs to work with them to be able to meet their needs and justify the funds needed, keep them informed about any issues
Important to keep them informed: to understand project requirements and secure funds. Subsequently, keep them up-to-date on the progress.
F WA Federal and State government
Provides $325,000 for the project
Medium/Hig h interest: will be interested in the project outcome
High influence over project funding
High monetary resources
Promoter: Providing most of the funds for the project, however, do not impact implementation
Keep satisfied: the project team needs to keep them informed about the progress, project outcomes and benefits to the society
Important to keep them informed about major decisions, periodically update them on project progress
G Department of Local Government and Communities'
Concerned about local community development and initiatives
Low/Medium : the department wants the project to
Medium influence: the department can promote
Information on similar initiatives, sources of funds and
Promoters: Local initiatives across the WA state are promoted and
Monitor: keep them informed about the project outcomes and benefits to the society
Inform them about available services and benefits
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 41
(DLGC)
succeed, but may also have other priorities
the project by mentioning it on their website, etc.
useful contacts
supported by this department
G1 Department of Culture and the Arts
Promotes cultural initiatives in WA
Low/Medium Medium influence
Information on similar initiatives, sources of funds and useful contacts
Promoters: Local initiatives across the WA state are promoted and supported by this department
Monitor: keep them informed about the project outcomes and benefits to the society
Inform them about available services and benefits
H Colin Pettit, the Commissioner for Children and Young People WA
Interested in improving the wellbeing of children and young people in WA
Medium: interested in the success of youth engagement projects in WA
Medium influence
Information on legislation and policy; research and similar projects
Promoters: Promotes and supports local initiatives across the WA state
Keep informed: keep them informed about the project outcomes and benefits to the society
Periodically update them on project progress
I Local newspaper
Can have either a positive or negative impact on project
High interest, since the local newspaper will want to cover a project in this suburb
Medium/Hig h: need to be carefully managed to paint a good picture of the initiative
High influence on local residents
Latent: if not managed properly could give the project negative image in the media
Keep informed/satisfied: if there are any issues, let them know first so that it is not a breaking adverse news item
Arrange for them to report on the project achievements in the local media
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 42
J WA Residents
Indirectly affected by the project
Low interest: they will be slightly interested in a project that does not affect their suburb
Low influence: they won’t be able to influence the project
Low monetary and information resources
Latent: they can either support or oppose the project, they might want a similar initiative in their suburb
Monitor: they should be able to find out about youth engagement project from the media (blog post, newspaper article, departmental website)
Inform them about available services and benefits
K Local community
Directly impacted by the project
High interest: the project will provide affordable services for the youth, which will affect the community as a whole
Low influence, since the local community will not be deciding, which services will be provided
Low monetary resources, but high resource for local business engagement, local career advice
Defenders: Their opinion can affect the project, it is in their interests that the project succeeds
Manage closely and keep informed: the team needs to keep them informed on project outcomes, and especially if there are issues
Important to keep them informed about outcomes, issues; periodically update them on project progress
L Young people
Directly benefit from the project
High: interested in having affordable activities in the suburb
Medium influence: by providing their opinion, they can obtain the services they would like to have in their suburb
Low monetary resources, high information (opinions on which activities should be provided)
Defenders: young people have a high interest in the continued affordable services in their suburb, possibly made more frequent
Keep informed: Inform them about which initiatives will be available in their suburb, in order to secure participation and engagement
Keeping them informed by distributing brochures, posters, creating a website or blog
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 43
M Coffee shop manager
Responsible for running the coffee shop
Medium interest in project success, since it affects their job, but they can also find a job elsewhere
Medium influence on the project success, they can only affect one aspect of the project.
Low monetary and knowledge resources (replaceable in the longrun)
Latent: their role is important for one aspect of the project, but they can be replaced
Monitor / keep informed: need to be informed about the coffee shop aspect of the project, make sure they have the resources for their job
Let them know about the plans and progress for the coffee shop
N Admin & support staff
Administration and support services
Low/Medium : they don’t have to be interested in the project, it could be just a job for them
Low impact: they can be replaced, they do not influence the project in a considerable way
Low monetary and knowledge resources
Support: provide auxiliary services for the project
Monitor: it is useful to observe their performance, consult with them about any issues
They need to be updated on the progress every now and then
O Career advisors
Providing career orientation for young people
Medium/Hig h interest: one part of the project depends on their services
Medium influence on the project success, they can only affect one aspect of the project.
Low monetary and medium knowledge resources (replaceable in the longrun)
Latent: their role is important for one aspect of the project, but they can be replaced
Manage closely/ keep informed: need to be informed about the career aspect of the project, make sure they have the resources for their job
Let them know about the plans and progress for the career services
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 44
P Fitness instructors
Responsible for fitness classes
Medium/Hig h interest: one part of the project depends on their services
Medium influence on the project success, they can only affect one aspect of the project.
Low monetary and medium knowledge resources (replaceable in the longrun)
Latent: their role is important for one aspect of the project, but they can be replaced
Manage closely/ keep informed: need to be informed about the fitness aspect of the project, make sure they have the resources for their job
Let them know about the plans and progress for the fitness services
Q Local businesses
Liaising with career advisors in order to provide placements for eligible young people
Medium interest: they can provide placement for talented local youth
Medium / High impact: they can create work places for young people in order to keep them engaged
Medium monetary and information resources: provide placement, personal development for the youth
Promoters / Defenders: local businesses are interested in hiring qualified staff, they also provide benefits for employees
Manage closely: career advisors need to cooperate with them in order to have a list of all the placements available and be able to send young people in for interviews
It is important to keep them engaged in the project, their participation is important for the career aspect of the project
R
Suppliers
Providing supplies for the coffee shop, fitness classes and career services
Low interest: do not have to be interested in the project, they are only the intermediarie s
Medium impact: can affect the project if they do not provide supplies on time
High resources in the form of supplies
Support: their contribution is important for running all the services smoothly
Monitor: make sure that the project gets all the necessary supplies on time
Keep them informed about the project activities and timelines
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 45
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 46
Appendix B: Requirements gathering instruments and communication plan
The proposed Requirement Gathering Tools used for this project comprises of five parts. The first part is the goal. Here, the goals and aims of the project are discussed and elaborated. Second is the stakeholders, this part defines the targeted individuals who will benefit from the proposed project. Third is the scope in which contains the procedure of the project management, project requirement gathering, and the benefits of the proposed project. The fourth part is the expected duration of project stabilization where the amount of time needed for the project to successfully take effect is discussed. The last part contains the feasibility requirements of the project. All possible actions intended for the stability and improvement of the proposed project are included and discussed in the last part of The Requirement Gathering Tool.
Project: Coffee Shop Using a Building Leased by Local Community
Coffee Shop Requirement Matrix
Goal of the project
The goal of the project is to open and operate an establishment that caters to the recreation needs and interests of the youth, specifically a coffee shop, which will operate daily and employ 10 young people each year. The primary goal is to set up a coffee shop in a building provided by the local government, provide young people with a recreational space, and, as a secondary goal, create new employment places in the suburb. The aim of this initiative is to set up a sustainable coffee shop, which will serve both recreational and employment purposes. It will be a space for young people to interact and socialise after work. The coffee shop will employ 10 young people and 2 supervisors every year, and it is projected to generate at least $150,000 of profit per year, which will be used to cover next year’s salaries of store employees.
Stakeholders of the Project
The primary benefactors of this project include individuals, specifically young adults and teenagers looking for a public establishment that is a suitable place to study, do work requirements, chat with friends and enjoy some time alone as well as individuals looking for a stable and right paying job.
Scope
The scope of the requirement gathering procedure includes carrying out preliminary research to identify most favourable opportunities for young people in Wagalloo suburb; assessing project’s impact on the environment, local infrastructure, local community and neighbouring suburbs; securing and obtaining the funds needed for the
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 47
project, as well as getting access to the buildings provided by the local community; making sure that the project complies with the necessary regulations, obtaining necessary approvals and authorisations for the project; buying all the equipment necessary to run the project for the first year and hiring staff, involved in the project.
Expected duration of project stabilization
A span of three years is provided for the project to take effect. The project is expected to operate, meet expected profit and hopefully achieve enough stability for further expansion under on or before the given time period.
Feasibility requirements
To assure progress in the development of the project a mandated system shall document all the employees work from the start of the work up to the time he finishes and goes home. Also, employees must have badges for identification purposes. Supervisors must also review the timekeeping of his subordinates round the clock to keep a well-managed working shifts. The timekeeping terminal shall have options for the supervisors to edit or review any employee’s recorded working hours and only the supervisors can make revisions with regards to the timekeeping records of his own employees. Lastly, employees must have the right to report any misconduct of a worker to the supervisor.
Communication Plan
Requirement Importance Who is responsible?
Medium Duration
Business plan serves as your compass in making decisions for future goals
Executive team
Executive meetings
One month to three months
Floor plan a representation that shows the entire room in scaled measurements
Draftsman AutoCAD program
A week
Bookkeeping keep or inspect financial accounts.
Accountant Inventory weekly
Funds bloodline of your dream establishment
Owner/ Franchisee
Fund raising daily
Marketing strategy
develops awareness of the brand to the target market
PR department.
Flyers, Leaflets, Magazines, emails
daily
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 48
Project: Fitness classes and Yoga in the park
Fitness classes and Yoga in the park Requirement Matrix
Goal of the project
The goal of this project is first, organize three weekly fitness and yoga classes in the local park when the weather allows (6 months a year) in order to promote physical activity. Second, encourage young people to use their energies positively. Third, provide wellbeing advice. Lastly, allow access to everyone interested. This activity aims to create two employment places for fitness instructors. The aim of this initiative is to help young people deal with stress, improve their physical shape and learn new sports.
Stakeholders of the Project
The primary benefactors of this project include fitness instructors looking for establishments and organizations that would allow them to practice their yoga and fitness expertise as well as young individuals interested in promoting and practicing a health and fit lifestyle through engaging in meditation activities.
Scope
The scope of the requirement gathering procedure includes Carrying out preliminary research to identify most favourable opportunities for young people in Wagalloo suburb; assessing project’s impact on the environment, local infrastructure, local community and neighbouring suburbs; securing and obtaining the funds needed for the project, as well as getting access to the buildings provided by the local community; making sure that the project complies with the necessary regulations, obtaining necessary approvals and authorisations for the project; buying all the equipment necessary to run the project for the first year and hiring staff, involved in the project.
Expected duration of project stabilization
A span of three years is provided for the project to take effect. The project is expected to operate, meet expected profit and hopefully achieve enough stability for further expansion under on or before the given time period.
Feasibility Requirements
Instructors must have inter-organizational relationship improvement classes in order to establish inter-organizational harmony. Fitness instructors must come up with different creative yoga-and-fitness-appreciation methods in order to facilitate interest among the youth. Also, instructors must be furnished with frequent skill improvement training and seminars to provide quality, interactive and updated fitness sessions for the youth.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 49
Communication plan
Audience
Objective
Medium
Date (Frequency)
Yoga Teacher Guide and provide proper yoga movements
TV ads, print ads daily
Yoga therapists Helps understand the deeper meaning of yoga.
Yoga therapy sessions,
monthly
American Yoga Federation (AMF)
Leads the yoga community by setting standards and upholding its teachings
Newsletters, yoga websites
monthly
Project: Youth Career Centre
Employment Requirement Matrix
Goal of the project
The goal of this project is to set up a Youth Career Center in a building provided by the local government, where one-on-one career advice, orientation and coaching for young people will be provided, as well as placements with local companies organised for eligible youths. This service will be run by 1 career advisor and 1 assistant consultant, providing young people with access to career information, mentoring and skill development services, matching interested candidates with training opportunities.
Stakeholders of the Project
The primary benefactors of this project include eligible youth interested in acquiring new skills necessary for possible job opportunities in the future.
Scope
The scope of the requirement gathering procedure includes Carrying out preliminary research to identify most favourable opportunities for young people in Wagalloo suburb; assessing project’s impact on the environment, local infrastructure, local community and neighbouring suburbs; securing and obtaining the funds needed for the project, as well as getting access to the buildings provided by the local community; making sure that the project complies with the necessary regulations, obtaining necessary approvals and authorisations for the project; buying all the equipment necessary to run the project for the first year and hiring staff, involved in the project.
Expected duration of project stabilization
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 50
A span of three years is provided for the project to take effect. The project is expected to operate, meet expected profit and hopefully achieve enough stability for further expansion under on or before the given time period.
Feasibility Requirement
To assure the success of this project the youth engaged in this program must be frequently encouraged to reflect within them. The youth enthusiasts must have trainings and workshops about work development and performance such as career exploration, career planning, ethical work practices, improving work motivation and establishing work and life balance.
Communication Plan
Target audiences Objectives Communication methods
Frequency
Newly-admitted
students
raising awareness by increasing the
chance of understanding the labour
force
University support
services
monthly
Homemovers Inform the need to re-register or
update details
Posters, Leaflets, emails daily
Young people raising awareness by increasing the
chance of understanding the labour
force
TV, radio, magazines daily
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 51
Appendix C: Lessons Learned
The larger your project gets, the more you will find that the issues you encounter are political in nature. There are many issues raised in the project, the issue raised with the number of stakeholders between the project, the ideas raised will be opposed by other stakeholders and taking the credit for ideas which others have offered. So as a project manager I would encourage ideas from all the staff and prefer the best one and give the credit, I would personally go through all the ideas. Kolk & Pinkse (2006, p. 59) stated that stakeholder management focused on three core themes: identifying the nature of stakeholders, examining under which circumstances and how stakeholders influence organisational decisions and operations and, identifying different strategies to deal with stakeholders. Understanding each other’s points and reviewing it benefits and negative points helps to develop the relation between the stakeholders and see that there is good relation between the stakeholders. The communication between the stakeholders and the project should be efficient. There are many communication issues, where there is lack of communication between the people between the projects, lack of listening, there can be gender bias where people want the same gender in the work place, There can be attitude shown with the workers.
There can be many political issues raised in the project, some people in the suburb might not be interested with the way the government spending $600,000 for youth development, there are many other business people which can affect their business with the coffee shop opening, so they can oppose the project. As a project manager I would try to recognise the situation and event and deal with the people honestly and I would express the problem if the project gets stopped.
MAN5401: Managing Project Scope and Stakeholders Wagalloo Youth Engagement Project
Ekaterina, Ankita, Dheeran, Saiteja 10419663, 10387925, 10386828, 10415288 Page 52
Appendix D: References
Ahmed, A. (2012). Software project management. Boca Raton, Fla.: CRC Press. Amnesty International (2006). Youth - Activism - Engagement - Participation: Good practices and essential strategies for impact. Retrieved from http://www.amnesty.org/en/library/info/ACT76/003/2006/en Baek, S. (2014). Psychopathology of social isolation. Journal Of Exercise Rehabilitation, 10(3), 143-147. Beets, Pitetti, Brady, Brown & Kawabe. (2013). Maximizing the benefits of youth sport. Journal of Physical Education, Recreation & Dance, 84(7), 8-13. Berkun, S. (2008). Making things Happen. United States of America: O'reilly Media Incorporated. Boffey, D. (2015). Youth unemployment rate is worst for 20 years, compared with overall figure. The Guardian. Retrieved from http://www.theguardian.com/society/2015/feb/22/youth-unemployment-jobless-figure Brennan, M., Barnett, R., & Lesmeister, M. (2007). Enhancing Local Capacity and Youth Involvement in the Community Development Process. Community Development, 38(4), 13-27. Craig, J. C. (2012). Project Management Lite: Just Enough to Get the Job Done…Nothing More. Heldman, K. (2011). Preject Management Jumpstart. Indiapolis: Wiley Publishing, Inc. Horine, G. (2013). Project Management. USA: Que Publishing Hortulanus, R., Machielse, A., & Meeuwesen, L. (2006). Social isolation in modern society. London: Routledge. Hulett, D. (2011). Integrated cost-schedule risk analysis. Farnham, Surrey: Gower. Keaney, E. (2006). Make Space Youth Review: Transforming the offer to young people in the UK. London: Institute of Public Policy Research. Kerzner, H. (2013). Project Management: A Systems Approach to Planning, Scheduling, and Controlling . Canada: John Wiley & Sons, Inc. Kolk A & Pinkse J (2006). Stakeholder Mismanagement and Corporate Social ResponsibilityCrises; European Management Journal,24(1), 59-72. Lucas, & Yvonne, K. (2008). Program/ Project Mangaement: Effective Requirements Gathering and Management. Pitt, S. (2014). Internal audit quality. London: John Wiley & Sons. Watson, T. & Skinner, C. (2012). Encyclopedia of school psychology. London: Springer Science & Business Media. Schmidt, T. (2009). Strategic Project Management Made Simple – Practical Tools for Leaders and Teams. Canada: John Wiley & Sons, Inc.