Reference no: EM132940086

Task - Written Report

Objective: To test the required application skills in undertaking project work.

Task 2 - Written Report

General Instructions
In this task you will be required to refer to the simulated company "Bounce Fitness" (Bounce Fitness website details and access are available on Canvas) and demonstrate your ability to define a project which includes being able to access workplace documentation, define project stakeholders, delegate, identify responsibility, clarify responsibilities, and determine and access available resources.
Read the case study below and complete the activities.
Introduction

Bounce Fitness is made up of four (4) fitness centres. Their head office is currently in Cairns, Queensland. The other centres are in Brisbane, (Queensland), Sydney, (New South Wales) and Melbourne, (Victoria). It is the intention of the Board of Directors that a new centre will be opened in Perth, (Western Australia).

It was established in 2001 by Margaret House as a single aerobic studio. After two years, membership increases demanded the small, leased, centre be expanded and a new facility was built on land purchased by the organisation. In 2004 a second centre was established in leased premises in Brisbane and then Sydney and Melbourne in the subsequent two years.

The Head Office remains in Cairns and a Board of Directors has been established to oversee the function of the business in all of the centres. Each centre has a Manager, who reports to the CEO in Cairns, and a team of permanently employed fitness instructors and other casual instructors, all of whom report to the Centre Manager.

The business is operated on best business practice and complies with all legislative requirements, local by-laws and is registered with the national body.

Bounce Fitness intends to market its brand through excellence in service and expertise to establish itself as a premier provider of fitness and wellness in Australia. Much time is invested in training the Centre staff to upgrade their professional skills and customer service to foster a loyal member base. Classes are innovative and varied with regular changes to routines and activities.

Bounce Fitness has developed choreographed fitness moves with accompanying music which is geared to the varying interests, needs and goals of the member group. It is intended that all around Australia, gym, and fitness centre members will continue to be enhancing personal performance through classes designed and produced by this business.

Classes are coupled with state-of-the-art fitness equipment to cater to those who prefer resistance training to aerobic workouts. Additional free weights allow for use by even die-hard lifters.

All centres are carpeted in areas used for stationary activities, spacious, well-ventilated, and air-conditioned to make the environment as safe and comfortable as possible. They are light and feature wrap-around mirrored walls. The decor was designed by a Brisbane firm and is updated every three years. There are showers, toilets, lockers.

Each centre features a retail section selling fitness shoes, clothes, and other related fitness items. There is a small cafeteria which is leased to a provider who supplies healthy, low calorie drinks and light food.

Each Centre has regularly scheduled aerobic classes ranging from high intensity to low intensity. The scheduling is left to each centre but must sustain a minimum average of twelve in each class for them to continue to be held. The style of classes changes as new methods are developed to sustain interest and provide variety.

Group circuit classes are also available. They involve rotation around the different resistance equipment as instructed by the Instructor. The workout also includes interval aerobic exercises to enhance the value of the workout.

Very low intensity classes are also held in age care facilities to keep residents active. The classes incorporate light weights. This exercise contributes to the physical and mental health of participants as well as providing variety in their day.

Special classes are held in high schools for senior students, sheltered workshops and other special situations as requested and are operated as a community service, at minimal or no cost.

Funding is primarily from memberships. Memberships are sold on a one, three, six- and twelve-month basis on a decreasing fee scale. Casual members are welcome, but the daily rate is a premium one.
Each centre sells memberships to 120% of their capacity. This means that at peak times it could be quite crowded, but experience demonstrates that there is a maximum of 80% usage.

The retail arm of the business accounts for about 30% of the takings from each centre. The strategic plan for retail is set to increase investment in sales this year to 35%. Each centre will be given a budget to develop and implement a sales and marketing plan to trial. The most successful may be implemented nationally and will attract an incentive for the most successful centre.

The catering facilities, which produce 5% of the income, less any rent off-set, are currently leased to private operators. This is reconsidered during each annual planning session by the Board.
The Board of Directors have come up with some business objectives and Key Performance Indicators for the next 12 months for each of the centres. You are the Centre Manager for the Sydney Centre and are also required to meet the business objectives as per below:
• Generate a 10% yearly increase in sales
• Increase market penetration every quarter
• Continue to cultivate Bounce Fitness's image as the premier long-term wellness program provider
• Decrease customer acquisition costs by 4% every two quarters
• Lower the cost of service delivery by 1% a quarter
• Holding spending, as a percentage of sales at a steady rate.
To meet the business objectives, it was decided to open a coffee shop at the Fitness Centre to generate more customers to the centre. The idea is also to have a hub where clients can also socialise after their sessions and be able to have healthy snacks and meals.

You as the Centre Manager are responsible for the above project for your Fitness Centre.

Part A- Define project

1. Access documents from the Bounce Fitness website to define the project scope. The documents you will have to access include Business Plan, Coffee Shop Marketing and Corporate Marketing Plan and any other documents form the website such as financial documents. (Copies of these documents have been downloaded for your convenience and available on Canvas under "Additional Resources").

List the documents downloaded and explain how you can use these documents to define the project scope. (Approx. 50-100 words)

2. After you have reviewed all the documents and accessed the project scope and other workplace documents, you are required to write a project brief to define the project. In your project brief you must include the following:
a) Define project stakeholders e.g. explain who will be included in the project
b) Who is the delegating authority for the project?
c) What are the project parameters?
d) Your responsibility and reporting requirements
e) Bounce Fitness's objective
f) Project documentation of other projects relevant to the one you will undertake
g) Resources required for undertaking the actual project (to be recorded in your Project Scope Statement), including:
o At least two (2) physical resources
o At least two (2) human resources
o At least one (1) technical resource
Record your answer in the Project Plan template provided in question 4 of this document. (Approx. 300 words)

Part B- Develop project plan

3. To develop a project plan for the coffee shop at Bounce Fitness, you met with your team to consult and discuss the following:
» Confirm the project parameters
» Identify project management tools which you can use to manage the project
» What would be the risks involved in the project?
» What budget has been allocated the project. Refer to the marketing brief for the coffee shop.

4. You are now required to develop a project plan which you must submit to your CEO and the Board of Directors for approval. When developing the plan, you should take the following into account:
The Project Plan provides the detailed project work plan, timescale, and resourcing requirements, against which the Project Board or Sponsor can effectively monitor and control project progress. Where a separate business case is not required, the Project Plan also provides the business justification for the project, which is reviewed as the project progresses to ensure it remains valid.

The key areas that the Project Plan should cover are:
• Details of the project deliverables, including timing of and responsibilities for delivery
• Key project milestones
• Key dependencies, constraints, and assumptions
• An overview of the major project risks
• A high-level project timeline
• Resource management, including budget and other resourcing requirements.
The key considerations in the development of the plan are:
• The plan must be achievable. This means that estimates must be based on consultation with the staff who will undertake the work and/or reference to historical data
• The plan should incorporate, or be informed by, lessons from previous projects
• Project management and control activities (such as planning, reporting, reviewing and quality checking), as well as the activities to create the products in scope should be considered and included in the plan
• The plan should support the quality management, risk management and communication management activities required for the project.

Part C: Administer and monitor project
You are required to demonstrate your ability to administer and monitor the project for the coffee shop at Bounce Fitness. You will be required to take action to ensure project team members are clear about their responsibilities, provide support, establish, and maintain record keeping systems, implement and monitor plans for managing project finances, resources, complete and forward project report, undertake risk management and achieve project deliverables.

5. Assume that you met with the project team members to ensure that they are clear about their responsibilities and the project requirements. Document your meeting in meeting minutes and list their responsibilities. (Approx. 50-100 words).

6. Read the scenario below and explain how you are going to support Samantha in meeting the project timelines and communicate with external stakeholders. (Approx. 50 words).

7. Complete the ‘Recordkeeping Systems Log' for this project showing how you are going to maintain the required records for the Café Shop project for Bounce Fitness.

8. Read the scenario below and complete the activity.

Scenario
During your weekly meeting, you have reviewed previous weeks' records and have found that some of the project records have not been entered into the system. You are not happy as all records need to be systematically entered and updated so that you monitor the milestones of the project.

Explain how you, as the Centre Manager, will ensure that the record-keeping system is continuously maintained. (Approx. 50 words).

9. Once you have completed the project scope, and identified the resources required for the project, you need to ensure that these resources are available for you to implement the project. Use the Project Resources Log in the following pages to record all the resources required for the project as specified in the Project Scope Statement. For the purpose of this assessment, the log must include:
» At least two (2) physical resources
» At least two (2) human resources
» At least one (1) technical resource

Check that these resources are available in the organisation before commencing the project. When doing so, ensure that you have obtained permissions and made necessary arrangements from relevant persons in the workplace to be able to access these resources. Document the date when you checked and accessed the resources. Has a relevant person sign off that section in the Project Resources Log.

10. Refer to the previous Risk Assessment Plan that you conducted in Question 4 and review the risk assessment plan to ensure that the project outcomes are met. Once you have reviewed the risk assessment plan and the outcomes, you are required to write a report to your CEO and Board of Directors. You must address the following key points:
a) include a review of the risk management plan
b) advise them of the progress of the project
c) if the project deliverables have been achieved

Part D: Finalise and review the project

You are required to demonstrate your ability to finalise and review the project for the coffee shop for Bounce Fitness. You will be required to review your budget, transition of staff, complete project documentation, review project outcomes, involve your team members and document lessons learnt.

11. Read the scenario and complete the following activities.

Scenario
You have met with the Financial Controller of the project to check the project budget and if your budget is on track. During your meeting, you have identified and been informed by your Financial Controller that there is now an increased cost for the coffee beans as the coffee beans selected are imported and of very high quality. This means the cost for the coffee will increase over the next 12 months.
You are now required to review your budget and incorporate the increased costs of the coffee beans and discuss it with the Financial Controller. Present the revised budget to your CEO for sign off.

12. You held a final meeting with your project team and together with your team finalised the project using the ‘Project closure report'. Complete the project closure report that specifically addresses finalised financial records, how the project documentation will be archived, the transition plan for team members to new or previous roles, the outcome of the post implementation review, lessons learned and opportunities for improvements. (Approx. 150 words)

Attachment:- Undertake project work Task 2.rar