Student ID: HI180892

Name: Syed Kashif Hussain

Assessment Task-1
Question-1 (a):
Answer: Due to the rapid growth of students at campus, more trainers are required for training.
In order to hire them and make their interviews, the special team of members who are qualified
to interview and hire them. So this project is important to make the team of right persons for the
right people selection.
Question-1 (b):
Answer: The project will produce the team of specialized persons which will hire the right and
qualified trainers for the campus
Question-1 (c):
Answer: The acceptance criteria is that all the existing members and the newly inducted
members should have all the required qualification as well as set of skills so that they can
perform their job successfully till the completion of the project.
Question-1 (d):
Answer: The available resources is the budget available which is 2000$ and some of the current
trainees present.
Question-2:
Answer: The project stakeholders consist of CEO, management team and financial team.
Question-3:
Answer: Lisa is a delegating authority of this project.
Question-4:
Answer: The financial reporting can’t be done by Lisa itself since the financial team is working
on it. Moreover management team is also separately working to implement anti-discrimination
policy so Lisa can’t report on it as well.
Question-5:
Answer: The regular reporting will be required to all the stakeholders regarding the project’s
working and the final report will includes all the details about the recruitment process, selection
procedure, financial details and the newly hired people with their all educational and skills
details.
Student ID: HI180892
Name: Syed Kashif Hussain

Question-6:
Answer: The separate team is selected under the supervision of Lisa for the successful
implementation of this project. The financial team is already doing its working to cut down the
financial cost. Moreover the management team is currently working to implement anti-
discrimination policy and will complete its work in 2-weeks. So in comparison with other
projects, this project has its separate timelines and dedicated team and teams so it will eventually
be completed within required time period.
Question-7:
Answer: The available resources is the budget available which is 2000$ and some of the current
trainees present.
Question-8:
Answer: All the operations regarding the hiring of the trainers are going smoothly. The industry
expert’s help has been taken to ensure the right selection of team members. Also the recruitment
process and selection procedure are in preparation in the light of expert’s help will be completed
at their respective timelines. The management team is currently working to implement anti-
discrimination policy which will be depended on the pace of their work. Also the financial
department is still working to make the cost cutting of the project.
Question-9:
Answer: The team members can be involved in the project review session with the help of team
meetings, one-to-one sessions, workshops and group sessions.
Question-10:
Answer: In order to complete any project, the proper way of implementation is always required
in the light of experts and managed timelines are necessary to complete work in required time,
otherwise those people will be selected which won’t be able the expectations and fulfill their
tasks.
Student ID: HI180892
Name: Syed Kashif Hussain

Project: Café Shifting

Due to high rent issue, it is very difficult to afford the café in the Melbourne CBD. To overcome
this problem, the expert advise us to move to suburb area and where the rent are affordable. The
Project name is Cafe Shifting and it will be completed in 2.5 months. The major objectives of
our project is to shift all the material and stuff to new location at minimum cost and successfully
open the Cafe in new town. I Andrew is the owner of the café along with my two other partners,
Brian and Cathy. The estimated budget for this project is kept 7000$. There are many resources
that are still in good and working condition and can be used in the new café like Lighting items
and furniture, Stoves and electronic items, Computer system, Printers and Stationary, Café
brochures etc. however there are some requirements that are needed to be arranged like
Transport required for the shifting of the material, Labor required for material handling,
Purchasing of new items etc.
The deliverables of our project is to ensure the successful opening of new café, the quality
service and food for the new customers, to make the café’s proper advertisement in the new
town, to make people feel pleasant about the environment of new café.
Following is the Gantt chart of our project which shows all the milestones, risks, record keeping/
reporting and the inauguration of project with their timelines.

Cafe Shifting Timelines

Record keeping/Reporting
Andrew (Overall Project Management)
Cathy (transportation and logistics matters)
Budget
Project start/Milestone 1
Risk 1
Milestone 2
Brian (Search new location for café)
Risk 2
Milestone 3
Milestone 4
Risk 3
Milestone 5
Risk 4
Inauguration Setting
Risk 5
Milestone 6
Opening of café/Project end
5-Nov 25-Nov 15-Dec 4-Jan 24-Jan 13-Feb 5-Mar 25-Mar

Figure 1: Project Gantt chart

Student ID: HI180892
Name: Syed Kashif Hussain

One of the WHS (World Health and Safety) risk related to our project is the food hygiene.
Following is the risk management matrix and strategies to manage these risks:

Likelihood Consequence Risk

Risk Action
(1-5) (A-E) Rating
Always check
Low
expiry date and
quality/stale 2 D 2D
purchase from good
food
stores
Maintenance of
Food
refrigerators and
storage 2 B 2B
fridges for proper
conditions
cooling
Cooking Always make fresh
large food cooking and
3 C 3C
amount of don’t cook food and
food store it
Storing raw Prepare food
and fresh requirement chart
3 D 3D
food and change food on
together daily basis

Table 2: Risk Management Matrix

The expenses are compiled and budget is set for all the tasks/items that will be involved in this
project. Following is the budget set for the project:

Budget = 7000$
Packaging of items 600$
Transport 1200$
Optimal new location rent 2000$
Labor for material handling 200$
Documentation handling at old place 400$
and new place
New items purchase 600$
Extra Expense 1000$
 Student ID: HI180892
Name: Syed Kashif Hussain

Table 2: Budget Table

The required documentations are like Project Plan and Project Budget Approval are prepared and
will be discussed thoroughly with the team members for the approvals.

Name of the Project: Cafe Shifting

Name and designation of the Andrew (owner), Brian (Partner) and Cathy (Partner)
people involved in the project:

STATUS

ON TRACK AT RISK BLOCKED ON HOLD

Major Milestones:

Stage Date and Status

01/01/2021 (The packaging of furniture and kitchen items. Clearance of bills and
Project Start/ Milestone 1
documentation)
Milestone 2 07/01/2021 (Find the ideal and optimal location for the new café in new town)
31/01/2021 (Payment of rent for new cafe, new café keys in hand and material shipment
Milestone 3
started)
20/02/2021 (Purchase of grocery and setting of furniture/material and advertisement of café
Milestone 4
in new town)
Milestone 5 28/02/2021 (Purchase of new furniture and electronic items and inauguration settings)
Milestone 6 14/03/2021 (Clearance of papers for new place, legal documentation)
Project End/ Café open 15/03/2021 (Successfully inaugurate the café in new town)

TOP 5 Risks involved:

Material packaging and shipment risk for sensitive

kitchen electronic items

Ideal market location for the new café in new town

New customers and publicity of café in new town

Budget for the purchase of new items in case of

 Student ID: HI180892
Name: Syed Kashif Hussain

kitchen equipment malfunction

Grocery and quality food purchase

Signed by: Cathy, Brian

Date:01/01/2021

PROJECT PLAN DOCUMENT:

PROJECT BUDGET APPROVAL DOCUMENT:

Project title: Cafe Shifting Project Description:

To shift the café to new
Project Location: Melbourne location and make a fresh
start with new customers

Start Date: 01/01/2021

Project Costs:

Category Description Cost Remarks

Normal brown box

packing will be used for
Packaging of items, furniture, normal items and
Plans/Designs 800$
stoves and electronic items. furniture. For electronic
items, safety packing will
be used.

Shipment of material to new White Mazda will be

Contractors/Movers 1200$
location. Date: 01/01/2021used.
Name: Cathy
New items and furniture will Old stove will be
Materials/Equipment 1400$
be purchased. replaced with new one.

New location rent, labor for

Project management handling shifting, document 2600$ -
clearance

Contingency Extra expense, accidents 1000$ -

Approved by:

Name: Brian Date: 01/01/2021

Student ID: HI180892
Name: Syed Kashif Hussain

PROJECT RESPONSIBILITIES DOCUMENT:

Role Name Responsibilities Deliverables

Cathy will handle all the
packaging and Packaging and
Transportation and transportation matters Loading/unloading of
Cathy
logistics matters including loading, shifting material and placement of
material at right place
and unloading.
Brian will visit the new
town and search for good Meeting with people for
Search new location for new café and find the low
Brian building and make
cafe rent and good location café
arrangement for the building
opening of new cafe.
Andrew will manage the
project on overall basis. He
cover all the business Deals and clears all new
documentation at old as and old documentation.
well as new place. Keep an eye on all the
Moreover he will also expenses happens. Explore
Overall Management Andrew
check all the expenses of the area, meet with the
the project and keep the customers and also find the
record. He will also grocery stores for the
advertise the cafe and purchasing.
attract the new customer in
the new town.

Andrew: How are u Cathy?

Cathy: I am fine.
Andrew: What about you Brian?
Brian: I am also fine. Where were you yesterday?
Andrew: Yeah I was busy in the clearance of the documents and some remaining bills for the
Café.
Cathy: ok fine.
Andrew: So, I was thinking we should start first by demonstrating the responsibilities of each
person. I have prepared the Project Responsibility Document in which the all the tasks will be
divided among us. Here is it, kindly check it.
Student ID: HI180892
Name: Syed Kashif Hussain

Cathy: Ok sure. So I will handling all the packaging and transportation matters including
loading, shifting and unloading. This is ok for me.
Andrew: And Brian, you will visit the new town and search for new café and find the low rent
and good location café building and make arrangement for the opening of new cafe. Is that ok for
you?
Brian: Yes I already know people in that town. I can handle all the tasks in that town.
Andrew: If that is ok then kindly sign this Project Responsibility Document.
Cathy: Sure.
Brian: Sure.
Andrew: Now, let’s talk about the budget for this shifting. Here is the Budget Approval
document I have prepared. Kindly go through it.
Cathy: For the transportation, I will arrange White Truck which will have enough room to set all
the furniture and other stuff. It will cost 1200$. Also I need 300$ for the labor to handle the
material. Also Normal brown box packing will be used for normal items and furniture. For
electronic items, safety packing will be used, packaging cost will be around 800$.
Andrew: Ok 1200$ for transport, 800$ for packaging and 300$ for labor.
Brian: Some of our old items need to be replaced like Old stove will be replaced with new one.
Also some grocery item and new food stock needs to be purchased. For them 1400$ will be
enough. Also the new café rent will be roughly around 2000$
Andrew: ok 1400$ for the new items and rent 2000$.
Andrew: 300$ will be required for all the clearance of legal documentation. Also I have kept
1000$ for the contingencies. Is there anything we are missing?
Cathy: no I think this will be good.
Andrew: ok, kindly sign this document too.
Brian: Sure.
Cathy: Sure.
Andrew: I have also prepared the Project Plan document in which all of our milestones and risks
are mentioned. Here is with, check it.
Andrew: Milestones 1 and 3 are yours Cathy, they are mainly the packaging and the
transportation matters of the items, while Milestones 2 and 4 will be yours Brian related to the
searching and meeting with new people in town for the ideal location of new café.
Brian: The time schedules are very tight, but we will try our best to do all of these tasks with in
their timelines.
Student ID: HI180892
Name: Syed Kashif Hussain

Andrew: I know this time issue but we need to setup new café as soon as possible. I will be
managing all the clearance of legal documentations of old place and new place. Also I will visit
new town and meet with people for the advertisement of our café.
Brian: We also need to keep an eye on our risk involved so that no more money will be wasted.
Cathy: Yes you are right.
Andrew: Ok. So kindly sign this too.
Brian: Sure.
Cathy: Sure.
Andrew: All of the documents are ready and submitted to the council for the approval.
Project Approval Wait
Andrew: We get the approval from council, now the project plan needs to be ready and
implemented for the successful working of the tasks done according to the timelines.
Andrew: We already discussed the Project plan but let’s review it so that of we are missing
anything, we can take care of it before time.
Brian: I think we have already covered all the related things and I am confident that we will
achieve our deliverables within our timelines successfully.
Cathy: I am also confident too. We also have checked the Risk management matrix and all of
things are streamlined there will be les chances for any kind of mishaps or accidents that will
cost us both in time and money.
Andrew: Ok, then I have prepared following report on our project and will be sending it to the
stakeholder.
Cathy: Sure.
Brian: Sure.

To: Assessor
Dear Sir,
Due to high rent issue, it is very difficult to afford the café in the Melbourne CBD. To overcome
this problem, the expert advise us to move to suburb area and where the rent are affordable. The
Project name is Cafe Shifting and it will be completed in 2.5 months. The major objectives of
our project is to shift all the material and stuff to new location at minimum cost and successfully
open the Cafe in new town. I Andrew is the owner of the café along with my two other partners,
Brian and Cathy. The estimated budget for this project is kept 7000$. There are many resources
that are still in good and working condition and can be used in the new café like Lighting items
Student ID: HI180892
Name: Syed Kashif Hussain

and furniture, Stoves and electronic items, Computer system, Printers and Stationary, Café
brochures etc. however there are some requirements that are needed to be arranged like
Transport required for the shifting of the material, Labor required for material handling,
Purchasing of new items etc.
The support will be provided to our people so that all the outcomes of the project will come
eventually. The town in which the new café is about to open, I have lived there for many years
and many of my relatives are also still living in that area. So I have given the number and names
of those relatives to Brian which will help him in scouting the area to find the best location for
the new café. Also he will be able to easily find the nearby groceries stores and other markets to
support the café. Also he will be able to create new contacts with the people of that area which
will eventually help us in the advertisement and the smooth growth of the café.
Data recording is also very important. There are several types of data that will be involved in our
business e.g. the formal documents like authority letter from council, handwritten documents like
expenses and ledgers, paper based manuals and some computer based files like the designs of the
brochures etc. All of these documents are saved and recorded by converting these hard form into
soft form using scanning and putting in the computer hardware. So that they can be checked any
time. All the older data will be deleted and new folders are made for the new data. Expenses and
Ledgers are made both in hard form and in computer using Excel software.
There are several kind of strategies that can be used to implement perfect plan for managing the
financial resources and quality. One of them we used is the allowance for the contingency plan in
which we allocated the additional for the unexpected outcomes and risks. Another one we used is
the cost of quality since in our business, quantity and quality is the key to satisfy the customer so
we have added additional cost for the good quality of items to be purchased and quality services
as well. Also we took the expert opinion from a friend who did this kind of shifting few months
earlier. He also guided us to use old things and furniture. There is no need to have everything
new at new location.
The objective is to shift all the material and stuff to new location at minimum cost and
successfully open the Cafe in new town. There are several deliverables and outcomes of our
project like:
a. To ensure the successful opening of new café.
b. To ensure the quality service and food for the new customers.
c. To make the cafe proper advertisement in the new town.
d. To make people feel pleasant about the environment of new café.
All of the responsibilities are thoroughly discussed among all the members with the help of live
chat and the risk that is involved is also taken care of it with the help of risk management matrix
to ensure the successful implementation of plan and new opening of the café. We are hopeful
that our café will be successful in the new town just like the in the old town it was.
Student ID: HI180892
Name: Syed Kashif Hussain

FINANCIAL RECORD DOCUMENT 1:

FINANCIAL RECORD
INCOME (Funding, Sales,

DESCRIPTION AMOUNT

Funding 2000$

TOTAL INCOME: 2000$

EXPENSES (Employee salary, Logistics, etc.)

DESCRIPTIO AMOUNT
N TT

Stationary and printing 300$

Expert opinion 400$

Lunch and break 500$

Hiring of new staff members 500$

Miscellaneous 300$

TOTAL EXPENSE: 2000$

Student ID: HI180892
Name: Syed Kashif Hussain

FINANCIAL RECORD DOCUMENT 2:

FINANCIAL RECORD
INCOME (Funding, Sales, etc.)

DESCRIPTIONAMOUNT

Funding 7000$

TOTAL INCOME: 7000$

EXPENSES (Employee salary, Logistics, etc.)

DESCRIPTION AMOUN
T
Packaging of items 800$
Transport 1200$
New location rent 2000$
Labor for material handling 300$
Clearance of bills and 300$
documents
New items purchase 1400$

Extra expense 1000$

TOTAL EXPENSE: 7000$

Student ID: HI180892
Name: Syed Kashif Hussain

Andrew: Ok as we have discussed all the details about the how we make the things go, how we
are going to implement the project plan and also all the financial matters and plan for
contingencies, I think we should now start working on it.
Cathy: Yes, sure.
Andrew: Cathy, you should complete your packaging of items. If you need any help please do
tell me. Also in the meanwhile contact the transporter and arrange the transportation.
Cathy: Yes sure.
Andrew: And Brian, you should go and meet some other people in that town. Here are some
phone numbers of good marketers, they will help us in the publicity of our café. Also they will
help you get economical building for the café.
Brian: Sure, I will go tomorrow.
Andrew: Meanwhile I complete this project sign off document and get it signed from the
Assessor.
Assessor-Andrew
Andrew: Hello sir, my name is Andrew. I came here for my café shifting project.
Assessor: Sure come in, have a seat.
Andrew: Sir I have sent you the report about how we are going implement our project plan. I
have added all the related details of our project in that report. Have you gone through it?
Assessor: Yes. I have read the complete report and I am satisfied with the way you are leading
and managing the things with your team mates.
Andrew: That is good to hear sir. So to start our work, I need you to sign this Project sign off
document. You know sir funding is required to start our work.
Assessor: Yes Sure. I will arrange the funds for you. You can start your work and open the café
in new town. I wish you all the best.
Andrew: Thankyou Sir.
Student ID: HI180892
Name: Syed Kashif Hussain

PROJECT SIGN OFF DOCUMENT:

Project name: Café Shifting Name of the Manager handling the project: Andrew

Start date: 01/01/2021 Completion date: 15/03/2021

Project Duration: 2.5-Months Sponsor/Funding: Assessor

Project Goal: To shift the café to new location and make a fresh start with new customers

Project Deliverables:

a. To ensure the successful opening of new cafe

b. To ensure the quality service and food for the new customers
c. To make the café’s proper advertisement in the new town
d. To make people feel pleasant about the environment of new cafe

Project manager Name and Signature: Andrew Sponsor Name and Signature: Assessor

Date: 01/01/2021 Date: 01/01/2021

REPORT:
The project objective is to shift the café to new location and make a fresh start with new
customers. All of the millstones went smoothly with time. The major theme of this project is not
only to shift the café to new location where the rents are low, but also keep the quality and
quantity the same one so that the people will enjoy the experience of our new café. Most of the
items are in good working condition and also the good quality food stores are also present. The
opening arrangement was done successfully, all the lighting and fixtures and the inauguration
was done perfectly.
Student ID: HI180892
Name: Syed Kashif Hussain

The gap analysis has been performed to check whether how closely the goals have been
achieved:

Helpful Harmful
Strengths: Weakness:
1. Good coordinating team members 1. Lack of special sales
Internal 2. Past experience of café person.
3. Tasty food
4. Recognition form past customers
Opportunities: Threats:
1. New place with low rent 1. Competitors cafe
2. New customers
External 3. Ideal location (café in busy market)
4. Neighbors support in advertisement
5. New kind of food items in town
6. Close by stores
.
Upon performing the Gap analysis and SWOT, we deduced that our strengths and opportunities
are way higher than the threats and weakness. That is the reason all of the milestones are
achieved just as they were decided without any delay. There are no significant gaps comes in
what we set and what we achieved.
The key deliverables of our project is to ensure the successful opening of new café with no
compromise on the quality, service and food for the new customers. These are achieved
successfully since all the items are in good conditions and the grocery stores are also nearby
from where the purchasing can be done on daily basis. Also to make the cafe proper
advertisement in the new town, there are many people including the big stores managers have
promised us to advertise our café in the town by keeping our brochures on their stores. Also new
type of sitting arrangement is implemented by purchasing some new items and with the help of
lighting and fixtures gut, people feel pleasant about the environment of new café. The first day
response was great.
The costing of all the things are done in very good way. Lot of people and markets are consulted
before booking any transporter or purchasing any items. Also the amount is kept in side for the
unexpected expenses that can happen due to accidents. The total amount of expense that was
kept for the expense was 7000$ and the amount that actually did used was 6800$. This amount is
beneficial also in the future shifting procedures. In comparison of the cost to benefit, new town
will cost less amount of rent every month and also the location of the café is very ideal (in center
Student ID: HI180892
Name: Syed Kashif Hussain

of busy market), so there are good chances of getting the huge customers daily. The financial
report are presented in front of sponsor and they are delightful with our working and the way
things are planned.
The customers in the new town can give some challenge because they don’t know about our café
before. Also the competitors in that town will be a hurdle in the success of the café. That
milestone is somewhat been challenging right now, and in order to get it done, we need to hire
some sales person that have experience particularly in that town related to this food and café
promotion
The project cost vs benefit analysis is highly appreciated by the funding sponsor and the café will
get successful in the new town due to its ideal location, low rent and grocery stores nearby.
These benefits are easy to achieve since the partners have done pre working in the new town.
Also the timescales are properly managed for each task, none of the task is missed during the
planning phase. This is the benefit of live discussion before the commencement of work.

Assessment Task-4
Question-1:
Answer: There are several tools that can be used for the project management. Some of them are
PERT, Gantt chart, Work Breakdown Structure etc. These all tools helps in setting the
milestones of our project and also let us to set the proper timelines to achieve these milestones.
Moreover the break down and division of work can also be done easily using these tools which
eventually helps in completing the project effectively.
Question-2:
Answer: There are several types of documents that can define the project parameters like
project schedule, project budget, project charter, risk management report, issues log document
etc.

Question-3:
Answer: Different types risk reviews techniques are used to identify risk in a project like
identify hazards in risk assessment, evaluate and decide on precautions, record and share key
findings etc.

Question-4:
Answer: The separate team is selected under the supervision of Lisa for the successful
implementation of this project. The financial team is already doing its working to cut down the
financial cost. Moreover the management team is currently working to implement anti-
discrimination policy and will complete its work in 2-weeks. So in comparison with other
projects, this project has its separate timelines and dedicated team that’s how the Organization’s
mission, goals, objectives and day to day operations of HAWK.
Student ID: HI180892
Name: Syed Kashif Hussain

Question-5:
Answer: For the budgeting and finance, all of prepared documents like financial record and sign
off documents are presented to the sponsor person. Also the documents are submitted to council
for the lines of authority, approvals and reporting. For quality assurance and human resources,
the work has been divided between the partners like one is taking care of food and items
handling, one is making new place arrangement and meeting people etc. for the record keeping,
all of the data is saved in the computer hardware.

Question-6:

Answer: One of the world health and safety risk related to the food is the food hygiene. Also
some other legislation related to the project is the food business handles or sells food during no
more than 5 periods a year, and each period when it sells food is no longer than 3 days (Food Act
2001/Food Regulation 2002). According to General Food Law Regulation (EC) 178/2002 food
unfit for human consumption, e.g. food that is rotten, has been subject to considerable
contamination should be removed.

Question-7:

Answer: The organization chart is the graphical demonstration of the whole organization
structure. It will help in determining that which team member comes under the supervision of
which head member and also it shows the responsibilities of each member from which everyone
stay sure about their position and work.

Question-8:

Answer: There are many ways to support the team like developing their skills, by being
available, by reviewing work frequently etc.

Question-9:

Answer: Deliverables can be check whether they are achieved or not is by referring the Gantt
chart, in which it is mentioned what are the milestones set and whether these milestones are
achieved in respective time or not. Milestones can be verified by tracking the progress and
results of the work and the feedback from the customers and sponsors.

Question-10:

Answer: To make the transition of employee from old to new role, talk to him/her first about any
difficulties, thoroughly explain the changes, set the lead time, give proper training, expect the
slow outcome and give him/her time to adjust.

Question-11:
Student ID: HI180892
Name: Syed Kashif Hussain

Answer: The project cost vs benefit analysis is highly appreciated by the funding sponsor and
the café will get successful in the new town due to its ideal location, low rent and grocery stores
nearby. This is the benefit of the pre working. Also the timescales are properly managed for each
task, none of the task is missed during the planning phase. This is the benefit of live discussion
before the commencement of work.