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Project Plan – Bright Minds Collective

Pedro Gimenez, Lucas Barbosa, Isabel da Silva, Larissa Souza, Angel Castilla,

Komalpreet Singh

Business, Georgian College

24S Intro to Project Management - 200

Moustafa Hassan

July 25, 2024

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Work Breakdown Structure (Coded)

Launching a new family-owned bakery requires careful planning and detailed

organization to ensure success. A Work Breakdown Structure (WBS) is an essential tool

that helps break down the project into manageable components, making it easier to

oversee and execute. For our bakery launch project, the WBS is structured into three

levels. The first level represents the overall project goal, which is the successful launch

of the bakery. The second level divides this goal into six critical phases: renovations,

marketing plan, employee training, brand promotion, monitoring and control, and

closure. Each of these phases is further detailed into specific tasks in the third level,

ensuring that every aspect of the project is thoroughly planned and accounted for

(Project Management Institute, 2017).

The detailed Work Breakdown Structure provides a clear roadmap for launching

the family-owned bakery, ensuring all aspects of the project are systematically

addressed. By organizing the project into six distinct phases and further breaking down

each phase into specific tasks, the WBS facilitates efficient project management and

helps identify potential challenges early. This structured approach not only ensures that
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the project stays on track but also enhances the likelihood of a successful bakery launch,

ultimately contributing to the long-term sustainability and growth of the business

(Kerzner, 2019).

Responsibility Matrix

A Responsibility Matrix, also known as a RACI matrix, is a crucial tool in

project management that clarifies roles and responsibilities for specific tasks within a

project. For our family-owned bakery project, the Responsibility Matrix outlines key

tasks such as meeting with the client, preparing financial statements, following up on

renovations, promoting the brand, developing a training program, creating the menu,

and organizing events. Each task is assigned to team members who are either

responsible (R) for completing the task or supporting (S) those responsible. This clear

delineation helps ensure accountability, reduces confusion, and enhances team

collaboration (Project Management Institute, 2017).

The Responsibility Matrix provides a structured approach to assigning and

tracking roles within the bakery project, promoting efficient workflow and

accountability. By clearly identifying who is responsible and who will support each
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task, the matrix minimizes misunderstandings and ensures that all tasks are covered

effectively. This systematic allocation of responsibilities not only facilitates smoother

project execution but also contributes to the overall success of the bakery's launch and

operations (Kerzner, 2019).

Stakeholder Analysis

Stakeholder analysis is a vital process in project management that helps identify

and evaluate the influence and interest of various stakeholders involved in a project. For

our family-owned bakery launch, stakeholders are positioned in a graphical

representation divided into four quadrants: keep satisfied, manage closely, provide

general information, and keep informed. This analysis ensures that each stakeholder's

needs and expectations are understood and appropriately addressed, facilitating better

communication and collaboration throughout the project (Freeman, 2010).

A – Business Owners / B – Employees / C – Existing and potential Customers /

D – Suppliers / E – Contractors
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The stakeholder analysis provides a comprehensive framework for

understanding and managing the diverse interests and influence of all parties involved

in the bakery project. By categorizing stakeholders into four quadrants—keep satisfied,

manage closely, provide general information, and keep informed—we can tailor our

communication and engagement strategies to meet their specific needs. This strategic

approach not only enhances stakeholder relationships but also contributes to the overall

success and smooth execution of the bakery launch (Newcombe, 2003).

Communications Plan

A communication plan is essential for ensuring that all relevant information in a

project is shared effectively with the appropriate stakeholders. For our family-owned

bakery launch, the communication plan details what information needs to be conveyed,

identifies the target audience, specifies the timing (whether weekly, bi-weekly, or

monthly), outlines the methods of communication (such as meetings or emails), and

designates the responsible person for each communication task. This structured
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approach facilitates clear and consistent communication, helping to keep all

stakeholders informed and engaged throughout the project (Project Management

Institute, 2017).

What Information Target Audience When? Method of Communication Provider

Follow up about the Business
Weekly E-mail and meetings Pedro
project Owners
Business
Track the budget Bi weekly E-mail Lucas
Owners
Progress follow up Contractors Weekly Meetings Pedro
Inventory for the
Contractors Weekly E-mail Isabel
renovations
Specialized trainings Employees Montlhy Meetings Komalpreet
Inventory for the
Suppliers Weekly E-mail Larissa
bakery
Brand Twice a
Customers Social Media Angel
announcements week
Events' information Customers Montlhy Social Media Komalpreet

The communication plan serves as a critical framework for managing the flow of

information in the bakery project. By clearly defining the information requirements,

identifying stakeholders, establishing communication schedules, and specifying

methods and responsible persons, the plan ensures that all parties are well-informed and

aligned with the project's progress. This systematic approach to communication

enhances collaboration, minimizes misunderstandings, and supports the successful

launch and ongoing operation of the bakery (Kerzner, 2019).

Risk Identification Assessment

A risk identification assessment is a crucial part of project management that

helps identify potential risks and evaluate their impact on the project. For our family-
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owned bakery launch, this assessment involves describing each risk, ranking its impact

and probability on a scale of 1 to 5, and calculating the severity by multiplying these

two factors. The risks are then ranked based on their severity to prioritize mitigation

efforts. This structured approach ensures that potential threats are identified early and

managed effectively, reducing the likelihood of unexpected disruptions (Project

Management Institute, 2017; Kerzner, 2019).

Risk Description Impact Probability Severity Rank

Run out of budget 5 3 15 1
Delay in supply
deliveries
3 2 6 3
Permits not
approved
5 2 10 2
Shortage of
contractors
4 1 4 5
Shortage of
employees
5 1 5 4

The risk identification assessment provides a systematic method for identifying

and prioritizing potential risks in the bakery project. By ranking the impact and

probability of each risk and calculating their severity, we can focus our efforts on the

most critical threats. This proactive approach to risk management helps ensure the

project's smooth execution and long-term success, enabling us to address potential

issues before they escalate (Kerzner, 2019; Freeman, 2010).

Risk Response Plan

A risk response plan is essential for addressing potential threats identified in the

risk assessment of our family-owned bakery project. This plan involves taking the

previously ranked risks and determining appropriate responses such as mitigating,

avoiding, transferring, or accepting them. It also includes developing contingency plans,

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specifying when these actions should be taken, and assigning responsibility to specific

team members. This structured approach helps ensure that risks are managed

proactively, minimizing their impact on the project (Project Management Institute,

2017).

Contingency
Risk Response When/ Trigger Responsible
plan
Negotiate with
Whenever we Lucas
1. Run out of vendors and
Mitigate reach 70% of the (Responsible)
budget suppliers to
budget Pedro(Support)
reduce costs
Submit again
As soon we get Pedro
2. Permits not with the
Avoid the negative (Responsible)
approved necessary
from the city hall Lucas (Support)
corrections
Have a back up when we get the Larissa
3. Delay in supply
Transfer vendor to deliver notification of (Responsible)
deliveries the supplies delay Pedro (Support)
Pay overtime During the hiring
Isabel
4. Shortage of until new hires process if there
Accept (Responsible)
employees come to the were no capabl
Lucas (Support)
company candidates
Look for new Angel
As soon they do
5. Shortage of contractors to (Responsible)
Transfer not deliver the
contractors continue the
project
Komalpreet
project (Support)

The risk response plan provides a clear and systematic strategy for managing the

risks associated with the bakery project. By detailing the responses, contingency plans,

timing, and responsible individuals for each risk, the plan ensures that potential issues

are addressed effectively and promptly. This proactive approach to risk management

enhances the project's resilience and increases the likelihood of its successful

completion (Kerzner, 2019).

Direct Costs Estimation

A direct costs estimation is a crucial part of project management, providing a

detailed breakdown of the costs associated with each task identified in the work
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breakdown structure (WBS) for our family-owned bakery project. This estimation

includes the necessary resources, labor costs, hours required for each task, physical

costs, and overall cost estimates. By thoroughly analyzing these elements, we can

develop a realistic budget that ensures all aspects of the project are financially covered,

promoting better financial planning and resource allocation (Larson & Gray, 2018).

Given that the work hours are from 9 AM to 6 PM, 6 days a week, the total

working hours per week are 54 hours.

WBS ID Task Description What's needed Labour Costs # hrs Physical cost Total estimated

1.1 Renovations
Manage constructions Construction
1.1.1 $20,000.00 432 $25,000.00 $45,000.00
and renovations activities manager, laborers
Monitor progress and Quality inspector,
1.1.2 $5,000.00 54 $3,000.00 $8,000.00
quality of work tools
Address any issues or Site manager,
1.1.3 $10,000.00 108 $5,000.00 $15,000.00
changes contingency fund
1.2 Marketing plan
Launch marketing Marketing team,
1.2.1 $15,000.00 270 $10,000.00 $25,000.00
campaigns advertising
Analysts, tracking
1.2.2 Monitor performance $5,000.00 54 $2,000.00 $7,000.00
software
Adjust strategies based Marketing strategist,
1.2.3 $5,000.00 54 $1,000.00 $6,000.00
on feedback surveys
1.3 Employee training
Trainers, training
1.3.1 Conduct training sessions $1,000.00 108 $3,000.00 $13,000.00
materials
Provide ongoing support HR team,
1.3.2 $5,000.00 54 $1,000.00 $6,000.00
and feedback communication tools
Ensure employees are HR team, onboarding
1.3.3 $5,000.00 54 $2,000.00 $7,000.00
preprared for reopening materials
1.4 Brand Promotion
Execute promotional
1.4.1 Event planners, venue $10,000.00 108 $10,000.00 $20,000.00
eventes and activities
Engage with customers Customer service
1.4.2 $5,000.00 54 $1,000.00 $6,000.00
and gather feedback team, surveys
Build relationships with
1.4.3 local media and PR team, influencers $8,000.00 81 $2,000.00 $10,000.00
influencers
1.5 Monitoring and control
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Monitor budget Financial analyst,

1.5.1 $5,000.00 54 $1,000.00 $6,000.00
expenditures software
Conduct regular meetings
Project manager,
1.5.2 with owners and $5,000.00 54 $500.00 $5,500.00
meeting space
stakeholders
Track project agains Project manager,
1.5.3 $5,000.00 54 $1,000.00 $6,000.00
milestones tracking tools
1.6 Closure phase
Conduct final inspections Inspectors, inspection
1.6.1 $5,000.00 54 $1,000.00 $6,000.00
of renovations tools
Evaluate overall project Evaluators, reporting
1.6.2 $5,000.00 54 $500.00 $5,500.00
success tools
Report writers,
1.6.3 Prepare the final report $5,000.00 54 $1,000.00 $6,000.00
documentation

Total Estimated Costs: CAD 200,000

Notes:

• Labor Costs: Includes salaries or wages for employees involved in each task.

• Hours: Estimated hours required to complete each task.

• Physical Costs: Includes costs for materials, tools, advertising, venue, and other

physical resources.

• Estimates: Sum of labor costs and physical costs for each task.

The direct costs estimation offers a comprehensive financial overview of the

bakery project by detailing the expenses associated with each task in the WBS. By

accounting for labor costs, hours needed, and physical costs, this estimation allows for

precise budgeting and financial management. This approach not only helps in

monitoring and controlling costs throughout the project but also contributes to its

overall success by ensuring that all financial aspects are well-managed (Heagney,

2016).
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References

Freeman, R. E. (2010). Strategic Management: A Stakeholder Approach. Cambridge

University Press.

Heagney, J. (2016). Fundamentals of Project Management. AMACOM.

Kerzner, H. (2019). Project Management: A Systems Approach to Planning,

Scheduling, and Controlling. Wiley.

Larson, E. W., & Gray, C. F. (2018). Project Management: The Managerial Process.

McGraw-Hill Education.

Newcombe, R. (2003). From client to project stakeholders: A stakeholder mapping

approach. Construction Management and Economics, 21(8), 841-848.

Project Management Institute. (2017). A Guide to the Project Management Body of

Knowledge (PMBOK Guide) (6th ed.). Project Management Institute.