Bahrain PolytechnicBSB5012 Project ManagementGroup Report Project

Done By:

Amina Alabbasi 201000358Wafa Radhi 201000168Sara Alsaeedi 201000564Fatema Juma 201000499

Tutor: Evelyn O’Donoghue

The purpose of this report is to outline the steps that were taken to manage the project

“The Organic House” that was required by Ms Evelyn O’Donoghue from Bahrain

Polytechnic. The team that was responsible for this project consist of Amina Alabbasi,

Wafa Radhi, Sara AlSaeedi and Fatema Juma.

Project Charter

1) Business Need

People are shifting towards having healthier lifestyle. In Bahrain there are not so many

places that serve organic and healthy food for these people. Therefore, there is a gap in

this specific market. This project will fill the gap in the market and will introduce people

to a new healthy option to be adapted in their eating and lifestyle habits.

In Bahrain, 36.7% of males and 28.3% of females are overweight. As well 23.3% of males

and 34.1% of females are obese. This information is provided in accordance to the

World Health Organization (Rafique, 2012).

2) Product Description

Providing healthy food full of nutrients by using fresh organic ingredients. The food is

served in a cosy and intimate coffee shop to make customers feel at home. The coffee

shop will also be available

The food and drinks that will be offered are:

Healthy meals and drinks

Vegetarian meals

Gluten Free

Additive free

Diabetes Friendly

3) Product Rationale

We focused on this type of business because we want to make a change in the Bahraini

society. As many diseases are rising among Bahraini population, it is important to

provide healthy choices for them. This business aim is to encourage people to maintain

a healthy lifestyle to prevent and overcome some diseases. As well, the café will offer

people with the nutrition they need to have a healthy body and mind, hence a healthy

life. According to Health Minister Sadiq Al Shehabi 14% of people aged over 20 suffer

from diabetes, and rates are expected to increase (GDN, 2013). Also, one of the causes

for diabetes other than genetic factors is obesity. Bahrain recorded a 43% of overweight

and obese people, according to Dr Nadia Gharib. Furthermore, according to a survey

done by the project team, 46% responded with “no” when they were asked if they eat

healthy, and only 16% stated that organic food was a factor when they decide where to

dine. These results encouraged the team to carry out this type of projects to make a

change in the Bahraini society and make its people more health conscious. Additionally,

54% of people surveyed showed interest for a new organic coffee shop, which provided

hope and potential success for the project concept [refer to figures 1-3 in appendix].

4) Key Stakeholders anyone who involved and affect by The Organic House is called

stakeholder. They are categorised as follows:

Authorizing Stakeholder

Evelyn O'Donoghue

Principal Stakeholder

Customers

Employees

Saar Mall leasing management

Project Managers

Amina

Sara

Wafa

Fatima

5) Constraints

1. Customer Acceptance – Customers might hesitate to try our food at first because

they are not used to having this kind of organic and full of nutritious meals. Plan

some marketing tactics to encourage customers to accept our business idea and

educate them about the importance of healthy eating.

2. We might not find all fresh ingredients at local markets so we might need to

import from other countries. In that case we need to make sure that the

containers that deliver these ingredients are fully prepared to keep the

ingredients fresh until they reach our coffee shop destination.

3. The ministry of commerce and health might not approve to provide the license

for the new business. To overcome this we need to find solutions based on the

reasons behind the rejection.

6) Assumptions

1. The legal requirements will be fulfilled in a reasonable time, and there will be no

delays in getting approvals.

2. Outperforming Organic Foods & Café that is located in Seef Mall. This to be done

by having an interior design that will be more attractive, welcoming and causey

in comparison to the Organic Foods & Café. As well, the products prices will be

affordable and reasonable.

3. All suppliers and contractors will begin and complete their duties according to

the scheduled timetable.

Project Scope Statement

In Scope

Activities that will be performed as part

of the project framework

Out Scope

Activities that will not be included

within the project framework

Get approvals

Find premises. Design it and equip

it with furniture and kitchen

equipment

Contact raw materials suppliers

Advertise for vacancy and hire

employees

Plan a marketing strategy and

opening day ceremony

Create pricing strategy for the

menu

Train employees

Provide car parking area

Provide restrooms

1) Project Product

Organic Meals and Drinks

Regarding the hot drinks different types of coffee such as Black Coffee, Café latte,

Cappuccino, Café Mocha, and Hot Chocolate will be offered. These types will be made

with organic coffee beans imported from California. Also, the milk used for the coffee

will be a choice of soy, almond or regular milk. As well as for the hot chocolate and the

café mocha an organic cocoa powder and syrup will be used.

Moreover, the cold drinks that will be served are smoothies, iced coffee or tea and fresh

orange juice. For the smoothies, low fat yogurt and milk will be used alongside choices

of fruits such as blueberries, strawberries, bananas, peaches and papayas. Regarding the

fresh juice, organic oranges imported from California will be used.

Concerning the meals offered in the menu will be in three main categories that are

salads, sandwiches and desserts. All these categories will include some vegetarian and

diabetes friendly choices. For the salads organic green leafs, vegetables and fruits will be

used. As for the sandwiches, different organic meats and poultry will be used alongside

some vegetables. As well, the bread will be choices of white, brown or gluten free

bread. Regarding the desserts offered, mostly it will be light desserts that include

ingredients such as organic fruits, dates, flour and sugar.

Theme

The colour themes of the coffee shop will be variations of brown and green. The reason

behind choosing the brown colour is its relation to nature, earth and organic

ingredients. Moreover, the green colour was chosen because it represents life and

nature. Also it encourages people to take care of others, which is one of the coffee shop

values to make changes in people’s lifestyle and eating habits. In addition, these two

colours are light and calm which makes people comfortable and relaxed. Furthermore,

the concept of the coffee shop will be inspired from country homes dining rooms, which

reflects elegancy yet cosiness and calmness. In order to achieve this the shop will have

one white brick wall displaying a collection of 30 brown and green frames collages as a

decoration. As well, there will be 4 white shelves displaying plates and mugs in an

attractive way. These specifications were chosen because it can be found in many

country houses.

Furniture

The coffee shop will have different types of tables and seating. It will have 5 quantities

of two seat brown leather sofas. Leather material was chosen because it is practical for

use and does not stain easily. Also, it is comfortable to sit on for a long time. As well, the

colour of the sofas chosen matches the theme of the place. In addition, 3 dark brown

coffee tables were chosen for the sofas seating. According to the floor plan, 4 wooden

round tables were chosen with light brown colour to seat three to four persons in

brown wooden chairs. The chairs will also have green seat cushions that are easy to

attach and remove for cleaning purposes in case it got stained. In addition, 5 light brown

square tables were chosen to seat two to four persons. Additionally, 12 Small white

flowers will be used as centrepieces for the tables.

Kitchenware

The kitchenware will be categorised into two sections, which are kitchen

appliances and kitchen dining sets.

Kitchen Appliances Kitchen Dining Sets

2 Ultra coffee machines

1 Stainless steel coffee dispenser

1 Stainless steel milk dispenser

3 Glass Coffee Pots

1 Ultra high performance blender

1 Rio Hamilton Beach bar blender

1 Milkshake Mixer

1 Stainless Steel 6L Juice dispenser

1 Mega orange Juicer

2 Toasters Steel (medium)

2 Toaster Press double electric

1 Range 4 Burners with Oven Gas

1 Freezer 450 Lit.

1 Food Disposal Hot Unit

(45 x 75 x 35)

50 Desserts plates

50 Sandwiches plates

50 Salad bowls

50 Coffee cups with plates

50 Glasses

12 Creamers

12 Sugar pots

12 Salt and Pepper sets

50 cutlery sets:

Small spoons

Regular spoons

Small forks

Regular forks

Knives

2) Project Deliverables and Objectives

Deliverables Objectives

Time Cost Quality

Approval Processing Time

(Working Days)

Ministry of Commerce

1 WD

Ministry of Health

5 WD

Registration Fee

Ministry of

Commerce

BD 20

Ministry of Health

BD 13

Ministry of

Municipalities

BD10

Get the Commercial

Registration license

to proceed with the

business

Premises 3 weeks to find

premises

Contract finalizing

time 1 week

BD 3188 per

month

Contract

preparation fee

BD 100

The venue must

hold between 30 to

35 people

maximum

Taalk Design 4 months BD 26,962.425 The company must

provide appropriate

design to match the

theme and concepts

of the coffee shop.

Also the furniture to

be provided must

be comfortable and

practical for

customers use

Equipment 1 month BD 4500 The equipment

must be with a good

quality that have

durability, strength,

good handling, and

endurance

Raw Materials

Suppliers

1 month Coffee/Tea

BD 129

Fruits/Vegetables

BD 1090

Meat/Chicken

Suppliers insurance

that organic and

halal raw materials

will be delivered to

coffee shop in a

fresh condition

Employees 2 weeks Time cost while

interviewing the

candidates

Chefs and baristas

with minimum of 1

year experience and

trained waiters

Marketing 2 weeks to design and

publish

BD 50 Non expensive

methods that

reaches a wide

target with the

ability to promote

in English and

Arabic Languages

Opening 1 week to find a

suitable health

lecturer

BD 200 The lecturer must

have good

knowledge about

health and organic

food and is fully

prepared to listen

and answer the

customer’s

questions during

the awareness

session.

Work Breakdown Structure (WBS)

The major deliverables were identified and numberd using the unique identifiers. As

well, the same process was done for the sub deliverables and components. After the

completion of the WBS, the structure was checked to insure the accuracy of the

decomposition. It was reliased that one deliverable that is withing the project scope was

not included which is “employees”, therfore it was added to the final work breakdown

structure [refer to figure 4 in appendix].

Project Activity List

The main deliverables of the work breakdown structure were arranged in an outline

format. Then verbs were added next to each deliverable and components to define

them as activities. Next, some extra information was added to make the activity more

understandable. After completing these steps of creating the activity list, the team

needed to update the WBS as new deliverables and sub deliverables were required to

be added. The added deliverables were “6.0 Recruitment Campaign” and new sub

deliverables “1.3 Ministry of Municipalities” and “9.2 Giveaways” [refer to figure 5 & 6

in appendix].

Project Network Diagram

Performing several steps created the project network diagram. First, the project

activities were prepared in post it notes. Second, the final activity was identified and

posted at the right end of the board. Then, the predecessor and dependent activities

were defined and written on different notes colours. Predecessor activities are the ones

that must be performed before a following activity. While dependent activities are the

ones that happens directly after the predecessor activity. Finally, the activities were

identified from the final activity till the first one [refer to figure 7 in appendix].

Gantt Chart

The Gantt chart was created using Microsoft Excel application. We created the outline

by adding columns for the activities and for the timings that was chosen to be by

months, weeks and days. In the activities column all the activities and tasks were added.

Then the time length for each activity and task were estimated. Then different colours

bars were extended to represent the length as green represented the main activities,

and brown presents the tasks [refer to figure 8 in appendix].

Personnel Resources Matrix

The activities were listed on the lift hand side of the matrix, and the people required to

perform project tasks were listed on the top row. Then, the effort for each personnel to

do the tasks were estimated and entered into the table. Finally, the total personnel

hours were calculated and added to the matrix [refer to figure 9 in appendix].

Budget

Cost estimation

There are three strategies to estimate the budget of a project, which are Top-Down

Strategy, Bottom-Up Approach and Parametric Model.

The Coffee House method used to estimate the budget is Bottom-Up Approach. This

approach is described as “we aggregate the estimates for each of the activities in the

lowest level of the WBS and roll the numbers up to develop estimates for the major

deliverables and the project as a whole” (Billows, 2013). This approach has many

benefits such as it provide the most accurate cost estimation for the project. However it

takes a long time to complete the estimation compared to the other strategies.

We started this approach by calculating the cost of each element then we summed

them to reach the total cost for the project.

Budget Matrix

First, we listed all the work packages from the WBS into the lift hand side of the matrix.

Second, we listed the cost account cantegoriesat the top. Then according to the team’s

estimation, we listed the estimated cost for each work package under each suitable

category. Next, the team calculated the indirect costs by applying 5% to the total direct

cost. After that, contingent and management reserves were added. Contingent reserves

are money set aside for known uncertanities that might occure scu as legal issues or

inflation. Management reserves are funds set aside for unkown unpredictables

situations. Finally the budget was validated by Errin Stone, the shop manager of Organic

Foods and Café in Seef Mall .

Project Start-Up Meeting

The team members conducted a start-up meeting on 25th September 2013 to discuss

and agree upon the following matters:

Vision

The main aim of this project will be to cover a certain gap in the market that is the

organic shops and restaurants. This project will influence and guide people to change

their lifestyle and eating habits into a healthier pattern.

Roles

Members Roles Assigned

Amina (Project Management + Advertising)

Allocate tasks and roles to suitable team members

Monitor and observe project’s work flow and members performance

Make decisions regarding some matters of the project

Publish and distribute project’s advertisements

Sara (Negotiating/Contracting + Advertising)

Negotiate and create business networks

Bargain, persuade and convenes contractors

Handle advertising tasks such as publishing and distributing

Fatima (Negotiating/Contracting + Purchasing)

Negotiate with suppliers regarding prices, quantity and quality

Finalize agreements with contractors

Purchase different resources required for the project

Wafa (Recruiting + Purchasing)

Compare between requirements in terms of suitable price and quality

Purchase various project requirements

Interview applicant

Make the proper hiring decision

Individual Commitment

Sara: The effort will be spent from Sara on advertising will be basically distributing

posters, and also using different social media approaches to advertise our business such

as Instagram, and twitter. Furthermore to contact certain people or organisations that

are able to validate and assist the team members in performing their tasks. Negotiating

role will be time consuming for Sara, as there are various parties that need to be met

and negotiated with in order to move forward with the project tasks.

Fatima: To contact and negotiate with different suppliers, a certain effort is going to be

required from Fatima. This effort is consist of calling, meeting, and bargaining to

exchange some ideas about the research to finalize the deal. Those ideas will be

discussed in these tasks regarding the prices, quantities required, and quality. To

purchase the equipment required for this project, this will need a lot of effort from

Fatima, as it will take her a long time to visit different places simultaneously in order to

select the suitable products required for the project.

Wafa: For recruiting, Wafa’s effort will be interviewing applicants with different

personalities to ask certain questions in order to extract the applicants’ skills. This will

lead to make the appropriate hiring decision that will impact the success of the project.

Regarding purchasing the requirement of the project, Wafa is going to go to different

places in various locations to choose the most suitable resources for the project which

will consume a lot of her time.

Amina: Amina will have the highest effort in managing this project. As she is going to

make critical decisions, observe the teams’ work, and she will attend several meetings to

succeed the project. Concerning advertising and publishing effort, Amina will be

regularly posting the project advertisement and updating the project accounts on social

media, which requires low effort from her as it can be easily done. Also, she has to

distribute the project posters in different locations in order to reach a wide range of

people.

Joint Commitment

The team is going to do a high effort to success the project. First, the work will be

divided and distributed equally between the members according to each individual’s

skills and knowledge. Second, the team will run a meeting to decide on a project name

and logo by coming up with various possible ideas. As well, they will set a schedule for

their tasks and roles and agree on deadline to complete certain tasks. Third, the

communication of the project team will be excellent. For instance, the members will

create a site for the project in Microsoft SharePoint were all the information, data,

discussions and schedules will be shared between them. Also, the team will create a

group chat in a chat mobile application to keep in touch easily with each other during

the entire project period. Another example is the meetings, which will be held in

different coffee shops to discuss various matters about the project. Finally, the

cohesiveness of the group and its members will lead to the success of the project. For

example, despite the different point of views and ideas, the members will be respectful

of each other. Furthermore, the team will be willing and able to help each other

whenever assistance is needed.

Team Leadership

Focus on Deliverables

In order to prevent team members from losing their focus, one of the group members

will keep updating and reminding the other members to do the tasks that are assigned

to them to deliver the result of the project. For example, Amina will be responsible for

the time management to check if the team members are working according to set

schedule. She will also divide the work equally between the members, as each member

will be focusing on the deliverable assigned for them. All these plans and decisions will

lead to reach the outcome of the project.

There are different methods to confirm that team members are focusing on the

deliverables; for instance evaluating activities to check whether this activity is essential

for succeeding the project. Another method, is evaluating options and discussions by

gathering with each other and deciding if this certain thing should be added or not, and

remove the unrelated issues. Focusing on deliverables of the project will make it easier

to make decisions and solve issues.

Provide Feedback

The most responsible person in this role will be Amina, the project manager. Amina will

be giving feedback to the group members to improve their mistakes in order to achieve

the project goals. Giving and receiving feedback is very important, as it will provide the

members with a chance to fix errors and learn from their mistakes. Moreover, these

feedbacks will lead to maintain a good focus on the deliverables. The feedback process

that will be carried out throughout the project will be providing feedback on a monthly

basis by one to one meetings where the project manager discusses with the members

their strengths and weaknesses during each month, and set development goals to

improve their performance for the remaining period of the project. Additionally, the

project manager will send emails to team members whenever required to outline any

major strength or flaws occurred during the week.

Reward Results

The project team members will be rewarded according to the results provided. There

will be intrinsic rewards offered for the members during the project work. Whenever a

member does an outstanding performance, they will be acknowledged and praised for

their effort in the project meetings. This will keep the rewarded member motivated to

maintain their performance level, as well it will encourage the other members to work

and provide higher efforts. Moreover, after the completion of the project extrinsic

rewards will be given to members who performed exceptionally throughout the whole

project. These rewards will be on the type of a bonus or promotion.

Communicate Change

Communicating change makes the work easier and avoids the possible delays of the

work, which help to achieve the project goals. To keep the members informed of any

changes in the project, the group will communicate and contact each other by emails, or

text messages on the created chat group once the changes occurs. These changes might

be about meetings, suppliers, activities or product conditions of the project.

Celebrate Success

The team members will celebrate their successes and accomplishments at the end of

the project by having a night out for dinner to change the atmosphere of the hard work

& concerns of the project. Also, announcing the rewards of the members and

congratulating them during the dinner will be part of celebrating the success.

Balanced Communication

To insure balancing the communication between team members, some strategies were

set. We made sure what type of information is communicated to whom. As well, we

decided on how to communicate the details and information and when.

First, we made a list of people with high power over the project, which are in this case

the authorizing stakeholder and project manager. These positions must be contacted on

critical aspects and information of the project such as changes in time, cost, money, or

other situations that requires them to make a decision.

Second, we made a list of all suppliers involved in the project and classified them

according to their importance. The methods used to communication were phone calls

and meetings for important information and emails for less vital data. Critical

information were communicated once it occurs, while less important information were

communicated after 1 to 3 depending on the urgency of the matter.

Project Logo

The logo that is going to be chosen for the project clearly will represent the project

concept. The picture of the logo will be a merge of a mug and a house. This will reflect

the homey and cosy experience customers will get from visiting the coffee shop.

Moreover, the colour of the logo will be brown because this colour represents earth,

nature and organic elements. This reflects the project concept as the project is about

organic foods and drinks and this colour will have a strong relationship with the organic

ingredients offered [refer to figure 11 in appendix].

Variance Analysis

Time Objective

Communicating the change: After getting the Approval 2 days earlier from the expected

time, and finding the premises before one week, the team members sent an email

explaining these changes to the key member of the project.

Deliverable Planed Actual Variances Reason Remaining DaysGet Approval 5 W.D 3 W.D +2 W.D Because the

project manager know someone who work in the Ministry of health

The 2 days will be saved for purchasing the required equipment

Finding premise

5 weeks 4 weeks +1 week Because the group member did high effort to find the suitable place

The remaining week will be saved for planning the marketing strategy of the project.

Approval Find premises0

5

10

15

20

25

30

Time Objective

PlanedActual

Deliverable

Req

uir

ed t

ime

per

day

Cost Objective

Communicating the change: After finding other premises with lower price, the team has

set a meeting with the authorization stakeholder in order to get authorization to keep

the remaining 2338 in other areas. These areas are the following: 1338 for the

contingent reserves in order to prevent any unexpected known, and the 1000 will be

saved for the kitchen equipment.

Deliverable Planed Actual Variance RemainingPremises rent 3188 850 +2338 The remaining 2338 will

be distributed as the following: 1338 for the contingent reserves and the 1000 will be saved for the kitchen equipment.

Purchase equipment

4500 5500 -1000 The remaining 1000 from the premises rent will be saved for the equipment to fill what we need.

Contingent reserve

4000 5338 -1338 The remaining 1338 from the premises rent will be saved for the contingent reserve to prevent any unexpected known.

Premises rent Purchase equipment

Contengent reserve

0

1000

2000

3000

4000

5000

6000

Cost Objective

PlanedActual

Deliverable

Cost

in B

D

Administrative Closure

Document Product

The product of this project can be categorised into three main categories that

are food and beverages, kitchen equipment, and furniture.

The specification of each product category will be represented in the tables

below.

Food & Beverages Ingredients

Coffee beans and

powder

Cocoa powder and syrup

Must have an organic certification approved by

United States Departments of Agriculture (USDA).

Products must be labelled with “USDA Organic”.

Organic Original Silk Milk

Nutrition Facts/serving4g fat 7g protein

8g

carbohydrates

330mg

potassium100mg sodium

0mg

cholesterol

Original Almond Milk

Nutrition Facts/serving2.5g fat 1g protein

8g

carbohydrates

35mg

potassium160mg sodium

0mg

cholesterol

Original Soy Silk Milk

Nutrition Facts/serving4.5g fat 8g protein

9g

carbohydrates

370mg

potassium105mg sodium

0mg

cholesterol

Fruits and Vegetables All fruits and vegetables supplied by Hasan & Habib

Sons of Mahmood W.L.L are organic and imported

from California.

Kitchen Equipment

Espresso Machine:

Rancilio (Four-Group

Semi-Automatic Classe

10 S)

Dimensions

20.8” x 49.6” x 21.2”

22 L total boiler capacity

480 espresso shot/hour Voltage 230

Solid Door Refrigerator:

Supera (R2R-1) 52”

Dimensions

83.9" x 51.7" x 34.3"

Temperature

33°F - 38°F

Interior Dimensions

58.5" x 46.5" x 23.5"

Voltage 115

Ice storage bin:

Scotsman (B530S)

Dimensions

51" x 30" x 34"

Ice Storage capacity

536 lbs.

Half Height Warming

Cabinet:

Equipex (RE-2)

Dimensions

42" x 34" x 24"

Voltage 208-240

Door Type

Glass

Temperature

200°F

Smoothie Blender:

Vita-Mix (5004)

Dimensions

17.5" x 8" x 9"

Voltage 120

Capacity 48 oz. Speeds: 2-speed

Oven:

Southbend (S36D)

Dimensions

59.5" x 36.5" x 34"

Temperature

175°F - 550°F

Interior Dimensions

14" x 26" x 26.5"

6 Burners

Furniture

Brown Leather Sofas Quantity: 5 (2 seat sofas)

Quantity: 2 (1 seat sofa)

Chairs Quantity: 18 light brown wooden chairs

Round Table Quantity: 4 brown wooden tables

Diameter: 80 cm

Round Side Tables Quantity: 3 brown shade wooden tables

Diameter: 40 cm

Square Tables Quantity: 50 light brown tables

Size: 60 x 60 cm

Rectangular Coffee Table Quantity: 3 dark brown tables

Size: 60 x 100 cm

Record Contribution

- Wafa’s contribution throughout the project was excellent. She dedicated

herself fully and worked with high commitment towards the success of the

project. The roles that were set for her that are purchasing and recruiting was

done effectively. This showed her good communication and listening skills.

- Sara’s contribution during the project was adequate. She presented decent

communication skills in the negotiating role. Yet, Sara showed superb knowledge

in the use of social media channels that were required in the advertising task.

- Amina’s contribution was satisfactory in doing the tasks defined for her specific

roles. Her roles were project manager alongside advertising. The managing role

was accomplished with superior set of skills, knowledge and experience

required. However, the advertising role was acceptable as Amina had only some

basic knowledge and understanding of social media channels.

- Fatima’s Contribution was well in terms of negotiating and contracting with

suppliers. She has brilliant communication and negotiation skills that allowed the

team to get the best prices and qualities of equipment and raw material

ingredients. Fatima made sure that the project does not exceed the allocated

budget. Conversely, for her purchasing role Fatima was not contributing very

well as she was busy with other projects which showed poor skills in this area.

Document Lessons

The major lessons that were learnt from this project are:

Set exact timetables before starting working on the project to avoid being

swamped with work at the end of the project and rush through tasks,

which might affect the quality of the job performed. Make sure to include

extra time on the schedule for any unexpected delays, unplanned

circumstances or occasional holidays that might prevent the team from

performing their duties.

Some meeting of the project were unproductive. The lesson learnt is to

create an agenda for the meeting that documents the areas to be

discussed and the decision that need to be made. Distribute the agenda

on the members before the meeting so that everyone understands what

is the purpose of the meeting and what is required from them. It is

important also to assign a chairperson to insure that the meeting is

running according to the set agenda.

Contact as many contractors as possible simultaneously for the same

requirement. This saves time in case some might not reply or might not

provide useful requirements. As well, emails, phone calls and meetings

each provide different depth of information, thus choose the suitable

method of communication depending on the amount of information

required.

The resources for this project were limited as there were only certain

similar projects available. To overcome this obstacle a professional

business relationship was created with other projects managers to get

some necessary information, recommendations and suggestions.

Obtain Sign-offs

All the responsible and authorised parties of this project have provided written

agreement that the final delivered requirements of the project meets the

standards and quality agreed upon. The Authorizing stakeholder and project

manager signed confirming the closure of the project [refer to figure 12 in

appendix].

Create Archives

All the data of the project from day one of the planning stage until the last part

of the closing stage must be saved and archived.

A Microsoft SharePoint site was created under the name “The Organic House”.

All the planning, managing and organizing of the project was done using this site,

thus this site will be the archive location for the project. As well, a back up of the

site will be created and saved in a folder in dropbox program under the name

“The Organic House” that will be located in “2013-2014 Projects”. The path for

this location is Dropbox/Projects/2013-2014Projects/TheOrganicHouse.

These archives will also be available at the IT Department where it can be

requested and accessed whenever needed in the future.

Contractual Closure

Performance checked

The main point of this step is to check all the electronics and machinery were ordered

during the first stages of the project. The baristas prepared coffee using the ordered

coffee machines to insure that the product performs as the specification agreed upon.

Chefs also checked other machines like the oven, fridge and blenders. The testing and

checking results were matching to the ordering description provided. Moreover, the

interior design of the place was compared to the plan drawn by the design company and

it was discovered that all ideas and components of the plan were delivered accurately.

Sign off obtained

The team members and the authorizing stakeholder met with suppliers to acquire sign-

offs from the contractors. The contractors provided signatures confirming that they

have delivered the agreed upon products or services within the time, price and quality

stated in the contracts. All responsible parties in this meeting have signed off the closure

of the project.

Data Archived

As mentioned before, all the information of the project will be archived, and all of this

would be recorded in the project site in Microsoft SharePoint in a specific folder under

the name “Contractors”. Through this application all the planning and decisions with

suppliers are done, the basic reason for this is to back up the files ad every vital detail of

the project in a server. This would be counted as reference for future requests.

Payment authorized

This is the last stage of the project closure which is basically each one participated in the

project would get paid. In this step the dates and amount for each are set just to be

clear in order to finalize the whole project. The below unsettled amounts were set for

the finance department to transfer the balances.

Contractors Payment date Amount Form of payment

Talk design 21 February 2014 BD 26,962.425 Cheque

Kumar Kitchen

Suppliers

5th December 2013 BD 4500 Cash

Raw Materials

Suppliers

13th December 2013 BD 1219 Cash

Saar Mall Premises 19th January 2014 BD 810/month Cheque

Appendix

Figure 1 survey

Figure 2 survey results

Figure 3 survey results

Figure 5 Activity List

Figure 12 Sign-Off Form

References

Billows, D. (2013, April 4). Bottom-up estimating. Retrieved from

http://4pm.com/bottom-up-estimating/

Rafique, M. (2012, May 7). Over 36% males are overweight in bahrain. 24x7 News.

Retrieved from http://www.twentyfoursevennews.com/media/over-36-males-are-

overweight-in-bahrain/

Singh, M. (2010, October 13). 'bad habits' alert over obesity. Gulf Daily News. Retrieved

from http://www.gulf-daily-news.com/NewsDetails.aspx?storyid=288961