Integrated managementProject OverviewDevelopment Life Cycle: Define requirements ⇒ Design Programming ⇒Testing ⇒ Operation and Maintenance.Management model: Decentralize the responsibili
lOMoARcPSD|38839596 VIETNAM NATIONAL UNIVERSITY HANOI UNIVERSITY OF SOCIAL SCIENCES AND HUMANITIES *** - FINAL ESSAY INTRODUCTION TO PROJECT MANAGEMENT INCREASE COSMETIC SALES OHUI VIETNAM FIRST QUARTER 2023 Listing number: 31 Full name: Nguyen Cong Tru Class: Quản trị dự án ** Group: FWB Identity number: 19032898 Email: Truhkc@gmail.com Mobile: 0989849501 Hanoi, 2022 1 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 MỤC LỤC I Introduction 3 1 Problem tree 3 2 Target tree 3 II 9 benchmarks used 4 1 Integrated management 5 2 Scope management 5 3 Time management .6 4 Cost management 7 5 Quality Management 8 6 Human Resource Management 9 7 Information management .11 8 Manage procurement, bidding .11 9 Risk management 12 III Experience learned 15 IV Bibliography 15 2 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 Project : Ohui Vietnam cosmetics revenue in the first quarter of 2023 I Introduction The context of the project: When starting to work at Ohui Vietnam, the problem of poor information systems led to a decrease in revenue In the context of the recent pandemic situation, the economy as well as the way people buy goods are also subject to a huge change, leading to many businesses falling as well as needing to change quickly to continue to exist So I decided to deeply analyze the shortcomings and additional things to help the company's revenue increase as a marketing officer as well as a business consultant to build a small project to implement in the first quarter of 2023 The project is carried out in practice and is ongoing 1 Problem tree 2 Object tree 3 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 3 Logical framework Activity Index Test Assumptions Methods Building an - Human resource Successfully Not enough ERP system management is Inventory reports build 1 construction - can be linked as well as import and system costs, the system export of goods when built still lacks functions that are difficult to meet all needs Build a CRM - Automated care Successfully If there are Company checks Export reports related to build 1 customers left or purchases and customers system 1 number of customers on the restricted list, it is difficult to use the system Company personnel are not too tech-savvy Lunar New - How much does the Approved How much will via Year MKT campaign need to Managemen the failed t campaign spend? how effective is campaign cost Tiktok vs expected Shopee and what will it Using Sapo cost and what it and Excel will be like Personal Build a tiktok channel Much competition branding >50 k Follow (OHUI VN) Open shopee booth to does not gain sell > 50 orders / Gratitude to old month engagement or customers last year Give VIP customer dead channels gifts II 9 benchmarks used 4 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 1 Integrated management Project Overview Development Life Cycle: Define requirements ⇒ Design Programming ⇒ Testing ⇒ Operation and Maintenance Management model: Decentralize the responsibilities and powers of each designated object participating in the project Estimated time : 3 months Resources used: Cost: 400 Million VND Human resources: 6 personnel Project charter: The project is planned within the framework of the charter company built during the participation period, the members of the company participating in the project need to contribute enough requirements as well as use resources appropriately Output: Increased sales revenue in January 2 2023 Get the right information system and customer relationship management system for the company The tools are applied: Sapo Software Asuna Project Management Softwares Microsoft excel office software E-commerce platforms Social media advertising platforms, google Trello Project HR Management Software And some of the company's own software 2 Scope management a) Project description and basis - The project "Increasing revenue of Ohui Cosmetics Vietnam in the first quarter of 2023" was formed starting from 11/2022 when evaluating and analyzing through the report around revenue of the third and fourth quarters of 2022 Looking back at these 2 quarters, the company's business model is still flawed and ineffective So this project is implemented to solve the problem of the company's revenue and solutions in the upcoming Tet period - The project is implemented at 78 Nguyen Chi Thanh, Ba Dinh - Hanoi with Ohui Vietnam Cosmetics store The store specializes in selling high-end Korean cosmetics and facial massage services The project includes: Building a customer relationship management system Business information system for small and medium enterprises Develop a year-end sales strategy to thank customers b) Project scope - The project "Increase Ohui Vietnam Cosmetics revenue in the first quarter of 2023" is built to increase the company's revenue before the Lunar New Year 2023 5 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 - The company's human resources system includes: - Branch Manager - Spa personnel - Personnel - Warehouse personnel - Marketing personnel - The project is implemented for a period of 3 months: December 2022 - February 2023 - Construction plan including related projects + Rearrange the warehouse management system: Avoid the situation of negative balance outages, leading to difficulty control + Build a basic information system About order linkage, warehouse linkage, HR management, event management, project management, and customer care + Building a customer relationship management system (CRM): Realize that the company has a large number of customers and buys regularly, but the customer care is still manual and not optimized Therefore, the rebuilding of the customer relationship management system is extremely necessary and urgent, especially and the upcoming Lunar New Year and Solar Festival events 3 Time management Job Description Performer Real Estate KT Day Time Condi Day ( Date) tion 15 X Organize NS 28/12/2022 12/1/2022 warehouse 15 days compl management Warehouse eted 46 days Building a NS 15/12/2022 30/12/2022 X Marketing 16 days customer gratitude + QL X management system before Tet Building a NS 10/12/2022 25/1/2022 corporate CRM Marketing system + QL Tet campaign NS MKT 25/12/2022 10/1/2022 6 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 (Sale + gratitude + + QL + Advertising) Sale Store branding 25/12/2022 20/2/2022 56 days (basic) Build an ERP 20/12/2022 20/2/2022 90 days X system or buy the right one End of project 10/12/2022 20/2/2022 91 days The project may last longer due to the Tet holiday or the case of a reluctant shortage of personnel (the project can last about 3 months longer) 4 Cost management - Project "Increase Ohui Vietnam Cosmetics Revenue in the first quarter of 2023" + The project cost is divided into many sub-branches + Cost of upgrading equipment and decorating the store: 50 Million a) (upgrading spa equipment, Decorating mirror lights to upgrade basic facilities) + Marketing costs 15% of monthly revenue (Advertising, small project money, video rental costs) + The cost of building an ERP system (under calculation) + Cost of gratitude to customers before Tet (gift by product, Telesale gratitude) + The cost of building a CRM (currently calculated) + The cost of building a Tiktok channel, shopee Cost of machines, direct equipment (CM): As a beauty cosmetic store, the system builds and upgrades store equipment as well as imports new products The cost of the product is not publicly available in the report b) General costs - Expenses paid for personnel - Expenses for facilities management (housing, electricity and sanitation) - Tax expenses - Expenses on the management of other items incurred c) Cost management tools for projects Asana project management software: To facilitate project management, the company uses a lot of supporting software such as managing spending for 7 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 each small project in addition to Excel, but also using Asana software ( 3- month trial ) 5 Quality Management In order for the total projects to be the best efficiency according to regulations, small projects need to be completed 1 way and have the best output quality management plan, so the company applies the following process Personnel measuring progress will be personnel in the stages of checking for each other and management will be the final checker to give additional comments In addition, the quality management process also needs to have a detailed plan to ensure an appropriate progress time to avoid OT for personnel as well as cost overruns Input: Progress projects to be implemented Tools and means: SAPO order management system, Trello basic task basic human resource management system, Ohuivietnam.com, Sum37.vn company sales web chain 8 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 system, And there is 1 number of separate systems developed by the company to manage order personnel as well as train other personnel Result: Small projects with quota matching processes - Quality Management PLAN - Additional upgrade plans - Measure the effectiveness of quality work of personnel 6 Human Resource Management The company quickly participates in the project including 6 employees: 1 Project manager, 1 marketing personnel, 2 Spa & sale personnel, 4 sales personnel (there are 2 employees who are both spa and sale) A project human resource management plan is the process of identifying and documenting project roles, responsibilities, necessary skills, relationships between roles, and creating an employee management plan in a project The main benefit of this process is that it establishes roles and responsibilities in the project for each individual, a project organization chart, and a human resource management plan that includes when people are needed to pour into the project Inputs: - Project Management Plan The project management plan is used as input to develop a human resource management plan Information commonly used for workforce planning includes the following, but is not limited to ● The project life circle and process will be applied to each phase of the project ( saved at Time Management ) ● Work will be done to accomplish the goal of the project Organize warehouse management Building a customer gratitude management system before Tet Building a corporate CRM system Tet campaign (Sale + gratitude + Advertising) Store branding (basic) Build an ERP system or buy the right one ● Change management plan shows the change document that will be managed and controlled ● Configuration management plan represents document configuration management (Using Trello + Zalo) 9 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 ● Needs and methods of communication between stakeholders (how to manage sales to retail customers and agency customers) ● How project baselines are guaranteed - Request a resource to complete the activity in the project The resources for equipment costs are provided in an extremely complete and clear way from the shooting system of facilities and equipment, and the advertising budget is sufficient just for clear detailed plans and appropriate progress management that the system can implement - Corporate environmental factors: The company has a very sociable environment young and full of creativity There are serious experienced managers and no shortage of expertise Corporate environmental factors that can affect human resource management plans include: ● Corporate culture and structure ● Human resources currently has 6 personnel ● The geographical dispersion of team members Currently working at 78 Nguyen Chi Thanh ● Personnel management policy ● Market conditions The market has been highly volatile in recent times and possibly in the near future - Asset process of the organization: Preserving the assets of the organization has its own monitoring system, personnel violate compensation according to the signed contract Tools and techniques - Hierarchical diagram: This is a traditional organizational structure diagram that can be used to show positions and relationships in a project through top-to-bottom formatting While WBS represents the deliverables of the project, the Organizational Breakdown Structure (OBS) is arranged by department, unit, team of the organization with the activities of the project Stakeholders looking at that diagram can understand the department's responsibilities in the project, the relationship, and how the department communicates - Support tools for the human resource management process: Excel, Trello Because the personnel in the project are not much at the top of the division and the management is also easier and more convenient, I decided to choose Trello and excel to optimize time for other stages Bigazi: The software distributes human resources as well as processes in the business in the most professional as well as accurate way - Networking: As a genuine base to a company with many small agents, building small projects such as developing channels or increasing interaction or increasing revenue also needs to promote wholesale orders as well as VIP customers often buy goods need to have human resource management policies so that they can take care of customers in the best way as well as effectively highest fruit 10 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 Meetings: When planning a project's human resource management, the project management team holds meetings to plan These meetings use a combination of different tools and techniques so that all project management team members reach a consensus on a human resource management plan Output: The human resource system is managed and operated at full capacity as well as the ability to give the following information Who games and responsibilities ● The role of each individual: ● The right to access the project's resources, the right to make decisions, approve ● Responsibilities are assigned, activities must be completed ● Competencies: skills and abilities required ● Project organization chart ● Employee management plan ● Receiving employees, when to accept people into the project Some roles are different, the time to join the project is also different, so there needs to be a plan for this ● Resource calendar: schedule work for members in the project based on the resource's ability ● Training plan: Some projects require professional training, tools or processes, it is necessary to plan for who learns what and how time ● Recognition and reward ● Strategize for compliance with rules, contracts, policies ● Ensure employee safety (when exposed to potentially harmful equipment) ● Release plan: human resources are money, so when to ensure progress and save costs needs to be carefully considered 7 Information management The goal is to build a complete ERP system that suits the needs of the company Input: Human resource management, warehouse management, image management, employee monitoring, salary and bonus., customer order management, Tools: SAPO, Company Own Software, excel Desired output: integrated in a system that can easily control collation and track business activities The information system will be built based on the human factors of warehouse management, order management as well as campaign management in 1 system 11 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 8 Manage procurement, bidding Procurement management is headed by the Manager and warehouse staff to support procurement Because as a cosmetic company and Spa, new products and warehouse products are always up-to-date The company chooses the Sapo order management system as well as inventory management and bill of lading processing Components of a procurement management plan Basically, a project management plan focused on effective procurement will include: ● Goods will be purchased, along with relevant usage details and project schedules ● Type of contract, delivery, and term ● Risk analysis and risk management plan ● Cost analysis and relevance to evaluation criteria for suppliers ● Standard document templates to be used and document management processes ● Project constraints and limitations ● Decision-making criteria ● Contract approval process ● Supplier management plan, including: ● Detailed selection criteria for suppliers based on risk and cost analysis ● Number of suppliers and redundancy for options individually or with multiple suppliers ● Scope of work (SOW) details for suppliers, including timelines, deadlines, and compliance criteria ● Review available data to prioritize qualified providers where appropriate ● Procurement performance measurements for each phase of the project and for the entire project The time of Tet the number of discharges will be much so that shopping will not be so important 9 Risk management 9.1 Recognize risks in the company a Awareness of the company's assets - Tangible fixed assets: 2 warehouses on Level 1 and Level 3 Facilities of the whole house, Company staff - Intangible assets: Data in the company's machines Trusted client files - Other intangible assets: 12 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 ● Relationships between business partners, ● Methods of exchange and corporate knowledge ● b Recognize threats - Threats to tangible assets: ● Natural disasters (earthquakes, fires may occur) ● Human resources (lack or excess of personnel, loss of business knowledge documents) ● Assets in the enterprise - Threats to intangible assets include: ● Data loss hacking technology crime: This is the most probable case because in a mixed period like today, the security of a company is not thorough will lead to data loss and corruption ● Company personnel problems: Lack of personnel, Internal affairs of the company (including mistakes that lack bad effects from personnel to the company) ● Pandemic ● Corporate Espionage ● Market changes (price fluctuations, legal changes) c Precautions the company already has in place - Have databases in other locations (company branches) In case of data loss, it can be restored- There is 1 fairly detailed and complete risk handling process that is universal for employees and above (handling communication crisis risk) - Currently, 1 new department of the company specializes in information security (the team is located in the technology center of 3-5 people) - The contract signed with personnel when entering the company mentions violations when leaking business information and what the consequences are - 1 Some measures left : (not yet accessible) d Cons There are 2 huge disadvantages on the company side that I can see: - Risks when personnel are lacking: Company personnel are still in the selection and development stage, needing a large number of personnel in departments But staff turnover and rotation through other companies lead to a shortage of personnel, which greatly affects the quality of products to customers and leads to a host of other risks - Risk of information leakage: As the information is known and surveyed, there are still some former employees who still keep the accounts of the department as well as employees during the working time still compress to share that information out It would be normal for this information not to be used for malicious purposes But on the contrary, if that information is sold, it will greatly affect the business e Recognize the consequences Possible consequences: - Loss of company assets may affect short-term finances - Data loss or loss of business knowledge can have a long-term impact on the business 13 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 Disaster Risk Assessment The following assessment table can be used to assess the risk level of the business: Risk Probabilit Effect Impac Affects Interna Extern Total ies s on t on the CSD l al huma assets resourc resour ns es ces High - Strong Influence – Less Poor NL – low 5 - 1 Influence 5- 1 Strong NL 5-1 Common 3 1 1 1 3 2 11 storms Super 1 3 1 4 4 3 17 tropical cyclones Flood 3 3 1 1 5 3 16 Earthquake 1 4 4 4 2 3 22 Tornadoes, 2 5 2 2 3 2 16 swirling winds According to the survey, Ohui Vietnam is located on a road with many trips, although it is easy to trade but also very easily affected by environmental impacts So the company has also prepared methods to prevent the worst cases 14 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 III Experience learned 1 Practical lessons When it comes to reality, there are quite a few variables as well as there are marginal expenses that arise and I have not calculated them Fortunately, my company's project can be proposed with the knowledge I have learned to contribute to the team Thanks to the experienced manager who guided me, I also have a deep understanding of the product as well as the effect I created on this project more clearly 2 Feeling When I first started the project, I was quite surprised and the project was quite difficult to start even though I had planned The work done was simple at first, but when it came to the stage of having to pay a lot of money, the more I hesitated to consider and the plan had to change to suit the needs 3 Findings I found but lacked the knowledge I need to add specifically I learned how to learn products quickly, capture accurate information as well as understand what my customers need and what kind of person they are How to sell products to them 4 Forwards From the above knowledge, I have identified the knowledge that needs to be added and will be added in the near future to improve IV Bibliography 1 123docz (n.d.) Project logic framework Building urban resilience through integrated education https://123docz.net/document/4575343-khung-logic-du-an- xay-dung-kha-nang-chong-chiu-o-do-thi-thong-qua-giao-duc-long-ghep.htm 2 Tailieu (n.d.) Project Management Lecture: Chapter 4 - Project integration management - TaiLieu.VN https://tailieu.vn/doc/bai-giang-quan-ly-du-an-chuong- 4-quan-ly-tich-hop-du-an-project-integration-management 2408109.html 3 Skhcn (n.d.) The impact of Covid-19 on small and medium enterprises around the world https://skhcn.hanam.gov.vn/Pages/tac-dong-cua-covid-19-den-cac- doanh-nghiep-vua-va-nho-tren-the-gioi.aspx 4 Thinkingschool (n.d.) Mô hình Cây vấn đề - Problem tree - Thinking School https://thinkingschool.vn/cay-van-de-problem-tree/ 15 Downloaded by YEN YEN (nguyenyen.12@gmail.com) lOMoARcPSD|38839596 5 Kqtkd (n.d.) FACTORS AFFECTING REVENUE - Study corner - Faculty of Business Administration - Duy Tan University https://kqtkd.duytan.edu.vn/Home/ArticleDetail/vn/88/2662/cac-nhan-to-anh- huong-den-doanh-thu 6 Phamthongnhat (n.d.) Information and Data Management – Pham Thong Nhat https://phamthongnhat.com/quan-ly-thong-tin-va-du-lieu/ 16 Downloaded by YEN YEN (nguyenyen.12@gmail.com)