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This report is all about to justify the project management process for a new website development exclusively dedicated to wholesale clients of Green Cola Hellas company based on project management applied methodology. Green Cola Hellas history and current status, project overview, initiation, plan, execution, monitoring and closing stages of the project shared are analyzed in this report. A Project charter and a Work Breakdown Structure are also conducted in this report. Additionally, stakeholders are evaluated over a stakeholder’s analysis. Also, an extend analysis of the project plan and resource allocation is implemented. Furthermore, Network diagram and Gannt-Chart tools are utilized to visualize the company’s project tasks and scheduling. As detailed in the project plan a financial forecast has been occurred and a final evaluation is implemented at the monitoring stage of the project. Accordingly, the recommendation part of this report provides several suggestions for the improvement of risk management strategy and communication, leadership and project team issues. Finally, the conclusion part of this report summarizes the results of this project, the approached method and provides further recommendation strategy for the future projects of the company.
2. Introduction
2.1 Company Analysis
Green Cola Hellas is a new Greek soft drinks company based in the border town of Orestiada, Evros. Green Cola Hellas emerged from the restructure of EPAP, the Union of Carbonated Drinks Manufacturers that was initially founded in 1959. EPAP was producing Coca-Cola Hellas beverages for over 25 years and later on the company began producing its own products as well as private-label products. In 2011, Pericles Venieris acquired EPAP and a year later launched Green Cola, a Cola made without sugar, with the natural sweetener of stevia. Since then the company has enriched the innovative portfolio of soft drinks with stevia by adding new flavors such as lemonade, orangeade and sour cherry. Nowadays, Green Cola Hellas is a one of the fastest growing consumer product companies of Greece with both local and international presence. (Green Cola, 2020)
2.2 Current Situation & Problem/Opportunity Statement
Currently at Green Cola the company website is developed to inform the reader about the history of the organization, the products and its innovation and ends up to basic contact information. The existing website technology has limited flexibility for new, expanded and integrated services to meet the requirements of a fast-growing company and the needs of its wholesale clients. A new website construction is essential to support online order services, personalized communication and product distribution data for Business to Business(B2B) clients.
Through the resent Covid-19 lockdown a new need emerged. Government commands, on the one hand limited field visits of company salesforce and on the other hand increased the demand of beverages consumption. Consequently, the company has decided to invest in a new innovative B2B e-orders website and capitalize the opportunity to better serve new and existing clients remotely.
The new website will provide one system exclusively designed for wholesalers whilst the existing one will continue to support with general company information end-consumers and direct wholesalers to the designated new webpage.
3. B2B E-Orders Website – Project Overview
3.1 Purpose, Scope, Objectives
The Project purpose of launching a new B2B E-Orders website is the dire need of our wholesale clients to provide them specialized content for their business, to place orders easily and to simply track the delivery of the products despite the physical presence of our salesforce.
The Project scope definition as described by the Project Management Institute is: “primarily concerned with defining and controlling what is and is not included in the project” (PMBOK Guide, 2004).
The scope of this project includes:
- Website hosting and web domain name registering
- Search engine submission for the new website
- Web page design layout that matches with corporate webpage
- Website content development, user account functions and interactive form
- Direct link creation in corporate website for the new B2B website
The scope of this project does not include:
- Extra languages apart from Greek and English
- Changing or rewriting the existing corporate website
- Creation of any digital assets for content of the website
- Any elements apart from the ones mentioned in the scope above
The Project Objective of this project is a new Website exclusively dedicated to B2B clients who wish to have further information for the cooperation with Green Cola, to place e-orders and simply track them online.
3.2 Project Charter
The Project Charter outlines the scope, objectives and overall approach for the essential actions for project completion. It is a very important component for initiating, planning, executing and monitoring the project process. See Appendix
3.3 Work Breakdown Structure – WBS
The Work Breakdown Structure (WBS) of the project is based upon the abovementioned scope definition and fundamentally it is a chart that contains the required activities for a positive project outcome. WBS is a hierarchical list of essential actions that isn’t chronologically ordered as it is in the Project Network Diagram. The WBS for B2B E-Orders Website is shown in figure1.1
Figure 1
3.4 Stakeholders Analysis
A recognized definition for project stakeholders is the following: “Project stakeholders are individuals, groups and organizations who are actively involved in the project, or whose interests may be positively or negatively affected as a result of project execution or successful project completion.” (PMBOK Guide, 2004). Therefore, project stakeholders are a compulsory prerequisite for the existence and the success of any kind of project. Deepening further, project stakeholders within the performing organization are defined as Internal and usually include the project manager, the project sponsor, the project team members and employees. On the other hand, External stakeholders aren’t directly related with the company, but they have the power to impact the result of the project. Significant representatives are the clients, suppliers, competitors and contractors. (Maylor Harvey, 2010).
The project stakeholders in this case are the following:
- Project Sponsor – General Manager
- Project Manager – Information Technology Director
- Project Team members
- Outsourcing Web Developing company staff
- Finance Department representative
- Account Manager
- Customer support representative
- Legal Department
- Company employees
- Company Senior Management
- Wholesale clients
- Competitors
Since the identification has been made, stakeholders are grouped according the level of interest and participation in a stakeholder’s analysis charter. The chart is shown in figure 2
Figure 2
4. Project’s planning
Subsequently, for a project of any kind, there must be a carefully planned budget and allocation of the relevant resources in order to support financially the processes, within specific time limits. At the beginning of structuring a new website for e-delivery services, there are many different actions to be taken. In the business industry, there are some fundamental constraints: scope, time and cost. Managers need to overcome these obstacles by answering the following:
- What is the project trying to accomplish? (scope goals)
- How long should it take to complete? (time goals)
- What should it cost? (cost goals)
4.1 Budget
In the process of determining the budget to be approved for a specific project, the management should decide on what kind of approach will apply on the case. There are two basic approaches to the preparation of costing information:
- ground-up costing: the estimates of each level in the WBS are compiled and added together by each level of supervision in the project hierarchy, as would be the case for reimbursable contracts
- top-down costing: a certain amount of money is allocated to complete the project activities, and this must be split between the sub-projects. The allocation is based on either senior management’s estimates or the use of target costing (Maylor, 2010).
In the Green Cola company, based on the fact that the management is trusting its employees and gives them the chance of offering their knowledge and ideas, the most suitable approach would be the ground-up costing. In this way, each departmental manager has the opportunity of analyzing and determining the appropriate possible costs that need to be added to the project’s budget. It is quite important to highlight the fact that a company cannot spend too much on a specific project since the risk of failure is high. Therefore, the management should decide on the following:
- Cost of outsourcing to a web developing company. On the one hand, by outsourcing the website developing, Green Cola, avoids putting its own employees through the procedure of coding a whole new website, when, on the other hand the company will have to pay the third-party company for this service. Prices vary from one web-developing company to another – from 50€ to 300€ per year, depended on the website’s variety of services (Zoannou, 2018).
- Distribution network (warehousing and means of delivery to the customer). Green Cola is able to avoid this extra cost of warehousing by using its owned warehouses (PEBRO, 2020). IT department needs to build up an application related to company’s warehouses for tracking down easily the amounts of products that are requested for home delivery. Simultaneously, the company should come in agreement with a trustworthy shipping company for its products to be transported. Prices on this service also vary on the company and the volume of deliveries along with the size of each delivery. An average cost of shipping cost is about 10€ per each order (ELTA, 2020)
- For a new service/product to attract more customers, it is crucial that the company advertises it, properly. Green Cola, already, advertises its products o TV and owns pages on the social media. Its spots contain either actors or animation videos. In both cases, the company can add the announcement of the website along with the online delivery service. By using those ads, the company avoids spending more money on advertising.
- Customer service. As many companies, Green Cola needs to support its after sales service by establishing an efficient department of customer service. Employees should deal, daily, with any complaints or difficulties or, even, notes, on the process of online orders, submitted by the customers.
4.2 Time
Based on the circumstances of these times, it is crucial for business to act carefully and fast in order to attract more customers. As abovementioned, companies organize and structure their strategies with limited resources (human element, costs, time).
In this section of the report, a Gantt Chart (fig. 3) will show the timeline on the various procedures to be followed for the completion of this project. Each process is followed by other actions than need to be taken in order for the project to be completed. Firstly, the management should organize meetings with the possible web developing companies and decide which one is the most suitable to cooperate with. Simultaneously, they have to meet companies that will be responsible for the products’ distribution and determine with which they will work. Additionally, HR department will have to conduct interviews for several customer representatives, which need to be trained and examined on a daily basis, once the project is completed. Last but not least, the warehouses need to be re-organized and restructured in order for the IT department in cooperation with the warehouse manager, to build the application which will assist on efficient warehousing.
Figure 3
Additionally, another diagram assists on visualizing the various procedures in the project. In the figure 4 below, is the Network diagram that allows to identify easily the processes that are connected to each other. Processes that need to be completed in order for others to initialize and processes that can start without interfering with others.
Figure 4
4.3 Human element
Another constraint is the human element. Employees are those who will complete the project and overcome all those obstacles that may arise. The management is responsible for fairly, allocating the different jobs to those who can efficiently manage. In this project, those resources needed are:
Managing Director Finance department
HR department
Warehouse
Sales department IT department Legal department Manager Manager Manager Manager Manager Manager Employees Employees Employees Employees Employees Employees Table 1
All these different positions have their own special cause in the project – others need to be present in the important meetings (meetings with web developing/shipping company) and others do the job they are assigned to (build the warehouse application). In the below chart, it is easy to examine the allocation of the resources (each percentage show the usage of each resource in each process) within Green Cola for this project.
Task Name Duration Resource Names Meetings with web developing companies 8 days Shipping company [30%], Finance representative 1[30%],
Managing Director [10%],
Legal representative 1[30%]
Decision on the web developing company 5 days Managing Director [ 10%], Sales manager [10%],
Finance representative 2[30%],
Legal representative 2[30%]
Design the new website 63 days Outsourcing web development company [50%], Managing Director [10%], Sales manager [10%],
IT representative 3[30%]
Meetings with shipping companies 13 days Sales representative [20%], Managing Director [10%],
Finance representative 3[30%],
Legal representative 2[30%]
Decision on the shipping company for cooperation 9 days Finance representative 1[30%], Legal representative 1[30%],
Managing Director [10%],
Sales representative [20%]
Organise the distribution network 11 days Shipping company, Sales manager [10%],
Managing Director [10%],
Finance representative 1[30%]
Warehouses’ restructure 22 days Warehouse worker 1[40%], Warehouse manager [50%],
HR representative 2[20%]
Warehouse application development 22 days IT representative 1[50%], Warehouse manager [40%]
Advertising the new service 23 days Sales manager [10%], Sales representative [30%],
IT representative 3[30%]
Customer service hirings 12 days HR representative 2[10%], Managing Director [10%],
Legal representative 1[10%]
Customer service trainings 11 days HR representative 2[40%] Customer service representatives’ trials 11 days HR representative 2[40%] Table 2
5. Assessment of the project
Several parts of the project itself as well as functions of the company are interconnected and have to be examined as a whole and simultaneously assessed individually. The risk of the project it depends among other things on how efficient the project manager is going to build his team and then communicate with its members. The level of success of that process, it is depicted on the financial evaluation of the project. All these factors will be discussed in the following sections.
5.1. Risk Management Strategy Recommendation
Risk management is one of the aspects of Project Management, that is very important as it enhances the chances for the overall success of the project. Natural risks is one category of risk that such a recommendation should take into consideration. The pandemic, was a natural risk, that created the need for this project. However, these risks could create opportunities for some type of businesses or the further development of specific functions that a company already has implemented. In the Green Cola case, the use of warehouses, will not add further costs as they are built already and their use can be slightly differentiate under the current conditions.
A risk management plan for the project although, should be mapped out. This roadmap’s mission, will be to identify risks. This is a crucial aspect of the risk strategy for this project. Most managers are consuming their time and energy, to address a risk when it has already arise. They are not attempting proactively, to identify them. Although, this is a mistake, as risk identification is the foundation of a solid risk management plan (Crispin, 2018). Also, a risk management plan should perform a qualitative/quantitative risk analysis and subsequently map out the responses to the risks that this analysis will identify. Additionally, it should monitor and closely control these risks.
This approach of planning a proper risk strategy is matching with the view of the International Business and Quality Management Institute on risk assessment. It suggests to managers to be prepared with information regarding the project as well as difficulties the latter one might face.
There are two major risks for this project. The first one is the timely completion. The second one is the outsourcing of the project to a web developing company. The project should be completed in time and the website operate smoothly. Otherwise the benefits of growth of sales as well as the addition of new clients would not be achieved. The project manager needs to cooperate closely with the outsourcing company and has the hard skills of software knowledge, to be able to cope and understand the progress or the problems that may arise. He has also to be able to maintain a functional relationship with several departments within the company.
Simultaneously, a timeline and a dissemination of information, regarding the stages of the project should be communicated almost constantly to stakeholders, especially the clients. In that way the company will show a responsible attitude as possible delays and problems will be public and dealt with. This will minimize the damage on the public image of the company. Furthermore, the stakeholders can identify risks as well (Crispin, 2018).
Conclusively, there is value created by the project risk management. How the stakeholders are perceiving this value, high or low, in essence influences the overall impact of the risk management on the project (Willumsen, Ohmen, Stingl, Geraldi, 2019)
5.2. Financial Evaluation and Projections
This project can be categorized as a small project and certainly not a very complex one, despite the involvement of many departments of the company. The financial cost of the project, apart some partial projections, is yet to be determined, as it is depicted in the appendix and the project charter information’s table. That means that a strict financial evaluation based on figures cannot carried out at this time. However, taken into consideration the risks as described above, as well as the resources from several departments allocated in the project, alongside its scope, an initial appraisal could take place.
Although not all cost figures are not determined yet, the category of the project (small and not complex) means that its financial evaluation could be achieved through a variety of tools. These tools are provided, on the context of the benefit measurement methods and include economic value added, benefit/cost ratio, net present value, payback period, discounted cash flow, internal rate of return etc. The cost of the initial investment for the website is comparative low (50-300 Euros) with the potential benefits from an increased profitability for the company. These new profits are projected to come from new clients as well as more orders, from the already existing ones. Furthermore, the shipping costs either through ELTA (10 Euros per shipping) or by company’s means (tricks etc) is also. Finally, it should be stressed out that this cost is not necessary included in the one of the initial investment. It is more variable cost than a operational one
In the pandemic period costs should be kept under control using all the appropriate cost management processes. Overall revenues of the company could be reduced significantly. On the other hand this new era create opportunities if certain tools that are provided can be exploited, such as the internet. Furthermore, the use of already existing infrastructure such as the warehouses, could reduce further the cost (PEBRO, 2020).
The cost of outsourcing to the web developing company is not that high. The cost and time to educate its own personnel and change the use of elements of the infrastructure, might has greater value. That is the opportunity cost involved in the project. That means that in case of failures, precious man hours will be lost.
5.3. Discussion on Workgroup Dynamics
This project has clear business objectives and it is of minimized scope. There are characteristics that can drive the project to a path of success and a project manager should have the proper skills to achieve that. These are mostly leadership skills, technological skills, communication skills and finally teambuilding skills. All these are depicted in diagram 1 below.
Diagram 1 Project Manager Skills
Many departments are involved in this project. The HR, IT , Sales, Customer Support etc. All these representatives from the various departments are the key to success because they are individuals with different skill sets which are working as a team to complete a task (Tripathy, 2018). Of course team work does not mean avoiding conflicts that naturally arise, and in this instance did. The project manager in this case discussed these problems to help the joint task accomplished (Tjosvold, 2015). The improvement of communication between departments is critical for the success of this project. The organizational chart for this project is depicted below in diagram 2
Diagram 2 Project’s Organizational Chart
Through the execution of the project the management skills have improved the whole project management process as new tools and strategies are applied to achieve targets. The different roles for the team members help towards that direction (Vishal Dineshkumar, 2020). The differentiation in the roles sources back to the teambuilding process of the project manager that combined individual form various departments.
References
Crispin G. (2018) The essence of risk identification in Project Risk Management: An overview, International Journal of Science and Research, Volume 9, Issue 2, pp. 973-978
ELTA, 2020. ELTA. [Online]
Available at: http://www.elta.gr/Portals/0/Files/2020/PDFs/Demata_Esoterikou_Exoterikou.pdfGreen Cola, 2020. Our History. [Online]
Available at: https://english-gr.greencola.com/about/history/
[Accessed 05 09 2020].Maylor, H., 2010. Project Management. 4th ed. Harlow: Pearson Education Limited.
PEBRO, 2020. PEBRO. [Online]
Available at: http://www.pebro.gr/el/case_study/2104/PMBOK Guide, 2004. A Guide to the Project Management Body of Knowledge. 3d ed. s.l.:Project Management Institute.
Tjosvold D.(2015) Building the Team Organization – How To Open Minds, Resolve Conflict, and Ensure Cooperation, Palgrave Macmillan
Tripathy M. (2018) Building Quality Teamwork to achieve excellence in Business Organizations, International Research Journal of Management, Sloap organization, Volume 5, No. 3, pp. 1-7
Visal Dineshkumar S. (2020) Importance and Strategic Planning of Team Management, International Journal of Innovative Research in Technology, Volume 7, Issue 2, pp. 47-50
Willumsen, P., Oehmen, J. Stingl, V., Geraldi, J.(2019).Value creation through project risk management, International Journal of Project Management, Elsevier, article in press
Zoannou, M., 2018. CMD Digital Agency. [Online]
Available at: https://cmd.gr/%CF%80%CF%8C%CF%83%CE%BF-%CE%BA%CE%BF%CF%83%CF%84%CE%AF%CE%B6%CE%B5%CE%B9-%CE%AD%CE%BD%CE%B1-eshop-%CE%BA%CF%8C%CF%83%CF%84%CE%BF%CF%82-eshop/
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