Project group work to install water dispensers on building a of FTU

FOREIGN TRADE UNIVERSITY FACULTY OF BUSINESS ADMINISTRATION Project Group Work To install water dispensers on building A of FTU Instructor: Dr Dao Thi Thuong, Dr Nguyen Thi Hoa Hong Hanoi, 2021 TABLE OF CONTENTS I Scope Statement A Objectives B Deliverables C Requirements D Project Limits and exclusions E Customer review II Work Breakdown Structure III Organization Breakdown Structure IV Responsibility Matrix V In-Depth Schedule A Activity duration table B Gantt Chart C Activity on note VI Preliminary risk analysis A Risks B Qualitative method C Quantitative method D Risk Mitigation Strategies I Scope Statement A Objectives: To install 12 bottles of water-refill points in building A of FTU within months from 6-7/2021 with an estimated budget of 60 million VND The water dispensers would be distributed as follow: water-refill points on the first floor water-refill points on the 4th floor water-refill points on the 6th floor B Deliverables: Research on Internet and evaluate between supplier to find suitable dispenser and bottle supplier Prepare proposal and compose project budget estimation to send to the board of the university Finding suitable location to place the water-refill points and places for storage Purchase bottles and dispensers Logistics and transportation of bottles and dispensers after purchase Refill-points and hotline installation Project termination and delegate responsibility to other parties C Milestones: Permits approved Choose a suitable supplier of bottles and dispensers FTU approval of suppliers and disbursement 23.06.2021 Receive all dispensers and bottles Dispensers and hotline installation Final inspection Delegate responsibility to authorized parties 01.06.2021 03.06.2021 28.06.2021 30.06.2021 16.07.2021 22.07.2021 D Technical requirements: - Hotline available to contact when an issue occurs - Setting up queue line and sign for refilling water - Checking and replacing water when empty - Bootle volume must be 19l - The water temperature in the hot bulb must reach at least 60 Celsius degree and able to contain at least 1l of water - The water temperature in the cold bulb must decrease to at least 10 Celsius degree and able to contain at least 1l of water -The voltage of the dispenser must be 220V, 1.2A E Limit and exclusion: Decoration of the bottles and dispenser would not be include Removal or relocate bottles, dispensers due to any reason after delegation of responsibility would not be induce Maintenance of dispenser would be responsible by both project team members and the contractors week after delegation Hotline of dispenser would be responsible project team members and the contractors week after delegation Project team members have no right and responsibility to plug in the dispensers Those rights are held by the board of the university F Customer review: Dr Dao Thi Thuong, Dr Nguyen Thi Hoa Hong II Work Breakdown Structure For closer speciation here is the link that we did the diagram: https://drive.google.com/file/d/1YhLEEe_jQdq2YJRTR043hGTekk-P3PHT/view? usp=sharing III Organization Breakdown Structure For closer speciation here is the link that we did the diagram: https://drive.google.com/file/d/1Lzb_hDvl8_TRuetitVZzsWZV2kL66SIy/view? usp=sharing Cost account table: 1.Market 2.Proposal 3.Finding 4.Purchase 5.Logistic 6.Installation 7.Termination Supplier research team Marketing department research and evaluation Location 1.1; 1.2; 1.3; 3.1; 3.2 Proposal writing team Purchasing team Logistic department 2.1; 2.2; 4.1;4.2;4.3 7.1 Transportation team 5.1;5.2 Quality assurance team 5.3 IV Responsibility Matrix Personnel table: Name Department Title Doanh Marketing department Chief editor Hai Logistic department Head of purchasing Hung Marketing department Long Khoa Logistic department Logistic department Head researcher Transportation manager QA manager 6.1;6.2 7.2;7.3 Long Hung Doanh Hai Khoa Deliverable or Task Market Research+Evaluation Task 1: Do market research throughout both online and offline channels (price, brand name, and other factors) R S A Task 2: Make comparison and evaluation among products R A S Task 3: Choose the most suitable products and supplier R A Choose the most suitable products and supplier Proposal Task 1: Compose the purchase proposal + budget estimation Task 2: Handle the purchase proposal +Receive the budget(reach agreement on the date of budget receive, number of budgets, and method of transfer) A R A S R S Finding location Task 1: Pick a fixed spot for the water dispensers on each floor S R A Task 2: Pick a spot for water bottles and spare dispensers storage S R A Purchase Task 1: Purchase S R A Task 2: Record the bill S R A Task 3: Compose financial report S R A Logistics Task 1:Decide logistics option and ensure safety requirements Task 2: Receive and check the quality and quantity of the products at hand Installation R A S R A S Task 1: Install the dispensers and bottles S R Task 2: Install hotline S R Termination Task 1: Send the financial statement and the bill for the school Task 2: Final inspection of the water-refilling points Task 3: Delegate the responsibility of maintaining and preparing the dispensers to the authority V R A S S R R In-Depth Schedule A Activity duration table Code Activity no Activity Precedence Pessimistic Likely Optimistic Duration Research+evaluation Do market research throughout both online and offline channels (price, 1.1 brand name, and other factors) A 2 1.5 3 0.5 3 20 15 15 0.5 Make comparison and evaluation 1.2 among products Choose the most suitable products and 1.3 supplier Proposal prepare + budget estimation C D E F 2.1 Compose the budget estimation 2.2 Type proposal 2.3 Send proposal Handle the purchase proposal +Receive the budget(reach agreement on date of budget receive, number of 2.4 budget, and method of transfer) A B, C D E Finding location B Pick a fixed spot for the water 3.1 dispensers Pick a spot for water bottles and spare 3.2 dispensers storage A Product purchase H J M 4.1 Purchase 4.2 Record the bill 4.3 Compose financial report 2 1 0.5 0.5 1 1.5 0.5 0.5 2 1.5 1 1.5 2 21 17 15 17 5 G H J Logistic G I Decide logistics option and ensure 5.1 safety requirements receipt and check the quality and 5.2 quantity of the products at hand F H INSTALLATION K L 6.1 Install the products 6.2 install hotline contact B, I I TERMINATION N M O Send the financial statement and the 7.1 bill for the school 7.2 inspection Delegate the responsibility of maintaining and preparing the 7.3 dispensers to the authority L, K J B AOA chart: Critical path: A-C-D-E-F-G-H-I-K-N-O For closer speciation here is the link that we did the diagram: https://drive.google.com/file/d/1KX0MgZT0t5s6sb9ZfcMaiQbzd-ZZdZCs/view? usp=sharing C Gantt Chart: For closer speciation here is the link that we did the chart: https://sharing.clickup.com/g/h/5ebue-124/96bd190e1076fa2 VI Preliminary risk analysis A Risks Project staff incompetence Chosen supplier not meet with requirements The actual price differs from price estimation There is no good location for installation The university doesn't want to grant the project because the cost is too high Price higher than estimation Unable to record bill The transportation takes longer than expected Issues in transporting goods: not enough quantity, wrong models, damaged goods during transporting 10 Installation error 11 Hotline contact doesn’t work 12 Product defect after shipping to university 13 Authority refuse to take responsibility 14 Overwhelming demand from the students make the service reach capacity 15 Set up inventory and refill B Qualitative method Consequences Likelihood Medium High Low Low Medium 7, 12 8, 15,11 14 High 1, 4, 13 10,5,6 C Quantitative method No of risk Pm Pc 0.1 0.1 0.1 0.1 Pd 0.5 0.3 0.5 0.9 0.7 0.3 0.5 0.9 Pf Cc Cs Cr Cp 0.266 66666 67 0.1 0.5 0.3 0.7 0.133 33333 33 0.3 0.5 0.3 0.3 0.2 0.7 0.3 0.1 0.3 0.333 0.3 0.9 0.7 0.7 33333 Cf 0.4 Risk Scoring Risk factor 0.56 Moderate risk 0.43666 0.35 66667 Moderate risk 0.35 0.48 Moderate risk 0.65 0.76666 High risk 66667 0.3 0.9 0.9 0.7 0.5 0.7 0.5 0.5 0.3 0.7 0.7 0.5 0.5 0.9 0.9 10 0.7 0.5 0.9 11 0.7 0.1 0.7 12 13 0.7 0.7 0.3 0.7 0.9 0.5 14 15 0.7 0.5 0.7 0.5 0.7 0.7 33 0.4 0.466 66666 67 0.4 0.4 0.466 66666 67 0.533 33333 33 0.466 66666 67 0.533 33333 33 0.4 0.466 66666 67 0.4 0.1 0.9 0.3 0.7 0.5 0.9 0.7 0.1 0.5 0.5 0.5 0.3 0.7 0.5 0.5 0.55 0.7 0.65 0.5 0.4 0.7 High risk 0.76 High risk 0.79 High risk 0.64 Moderate risk 0.1 0.7 0.9 0.81333 0.9 0.65 33333 High risk 0.1 0.7 0.7 0.7 0.55 0.79 High risk 0.57333 0.2 33333 Moderate risk 0.1 0.1 0.3 0.3 0.9 0.3 0.9 0.7 0.9 0.7 0.7 0.85 0.7 0.6 0.93 High risk 0.76 High risk 0.7 0.7 0.5 0.5 0.3 0.7 0.7 0.55 0.5 0.6 0.76 High risk 0.76 High risk D Risk Mitigation Strategies 01 Pre-checking of the staff's competence 02 Prepare multiple suppliers with the same quality so we have many options to choose from 03.Try to negotiate and Set-up the contract to get a fixed price first 04 Do the research in terms of students behavior to find out where is potential to set up the dispensers (the place students spend most of their time) 05 Figure out the benefits the school can get (student experience => raise profit from raising tuition fee); carefully the market research to minimize the cost as much as possible 06 Prepare an unexpected budget with the number of 10% of the total budget estimation 07 Record bill through electronic means such as email or taking pictures 08 Call in advance to make sure they remember the schedule and remind them to go on time 09 Set up insurance contract for damaged products in transportation 10 Make sure the installer has installed the dispenser successfully before and print out specific guidelines to follow 11 Get more than one hotline contact from the supplier; check the number before the termination process 12 Set up a term in case of a product defect in the contract (exchange, refund, warranty, ) 13 Work with the authority to find out what they not satisfy with the project then fix it 14 Create another project, which is expanding the number of bottle-refilling dispensers 15 Find a new inventory near building A such as from the Security room or building B, logistics between those using xe day ... the quality and quantity of the products at hand Installation R A S R A S Task 1: Install the dispensers and bottles S R Task 2: Install hotline S R Termination Task 1: Send the financial statement... and able to contain at least 1l of water - The water temperature in the cold bulb must decrease to at least 10 Celsius degree and able to contain at least 1l of water -The voltage of the dispenser... manager QA manager 6.1;6.2 7.2;7.3 Long Hung Doanh Hai Khoa Deliverable or Task Market Research+Evaluation Task 1: Do market research throughout both online and offline channels (price, brand name,