Project Coffee Shop 1

The Coffee Shop Project

Jeremy McDaniel

MGMT404 Project Management

DeVry University Online

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Table of Contents

Introduction……………………………………………………………………………………

….3

Milestone………………………………………………………………………………………

….4

Scope

Statement…………………………………………………………………………………...4

Work

breakdown………………………………………………………………………………....10

Risk

Register……………………………………………………………………………………...12

Communication

Plan……………………………………………………………………………..15

References………………………………………………………………………………………

..17
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Introduction

The project that I have selected is “opening of a coffee shop”. Coffee shops are more than just

a place to buy coffee, just look around Books-A-Million and Starbucks. Coffee shops have become places

to socialize, meet people, and relax. My favorite coffee shop is a family owned shop named Bad Ass

Coffee makes its own brand of coffee in house from Hawaii grown Kona Coffee. The problem is they are

out of the way from my home and work for me. Due to the competitive and busy lifestyles that people lead

today, a coffee houses are everywhere. The closest coffee shop to me and my work is not a shop but a

truck it is okay, but it is missing the atmosphere. As if coffee shops atmosphere and stimulating

beverages was not enough, the air is also filled with the smell of fresh baked, cakes, biscuits, cookies,

and pastries. This project will go thought what it takes to open shop and I interested in finding out.

This project looks to be coming up with an end to end plan of how, I intend to convert this concept

into actionable items, as if I was to be establishing the opening of a coffee house. The project plan seems to

require a lot of detailed that need to be considered, all people that would need to be engaged, various

resources, knowledge of equipment that would be needed, start up time needed and money that the project

would cost. I believe I have the resources to make a fair presentation of the information.
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How much does it cost to open a coffee shop? There’s no hard and fast answer when it comes to starting

a coffee shop or any other business, but CrimsonCup(2014), estimates 250 – 500,000 dollars or more

depending on coffee shop franchise. How long will it take to open a coffee shop? Yet again there is no straight

answer, because it not just about money it about have everything in place trained staff, supplies, supplier, and

rules and procedures. I would estimate 3 months once location and funding is in place.
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Milestones • Acquired Funding & Lease agreement signed and deposit paid for property
– March1st -10th
• Inspection of electrical wiring and air conditioning completed – March 15th
• Equipment purchased and tested – April 15th
• Interior and exterior painting completed – April 15th
• Furniture, Shelves and Counter/Cabinets installed – May 20th
• Sign board installed – May 25th
• Menu card, menu board, posters finalized and sent for printing – May 30th
• Post job openings and began hiring – June 1st- 15th
• Training and prepare for Grand Opening – June 20th
• Final inspection one week before opening – June 25th
Statement of The mission of the project is to provide the customers with coffee with the best
Work—Project
Description and quality and taste so that they not only keep coming to the shop but also bring their
Project Product friends hence capturing large market share in town. Home Grown Coffee project
proposes to plan, design, construct and implement a structured business with
Hawaii coffee growers. The vision of the project is to have people enjoy coffee that
is fresher and grown in the US rather than a product that are from other countries
outside that US (You work here shouldn’t your coffee too).
The project is therefore inclined to achieving the objectives of the company by
making the ambience of the shop comfortable for customers and always ensuring
that the customers get quality coffee. This idea of a coffee shop is a project of its
own. The project is going to create coffee of great taste and great quality.
Therefore, the main product of the project is coffee.
At a high level, some of the things I plan to do are opening of new branches,
diversification by offering different kind of pastries, installation of Wi-Fi internet
access where clients can access internet through their laptops and tablets and
adoption of a coffee culture where she incorporated the Italian coffee culture and
the Starbucks model where clients can relax as they take their coffee.
Therefore, the high level deliverables are opening of other branches, provision of
different pastries, and installation of Wi-Fi internet access and incorporation of
Hawaii coffee. This report details out a project plan for opening up a coffee shop,
bringing together the various things that must be considered and activities that
should be performed to successfully open the coffee shop. Various elements of the
project such as project scope thus ensuring that the project is effectively thought
out and planned in a structured and very detailed manner.
The coffee shop must be a prime location with minimal completion, in order to build
it name a reputation for outstanding coffee. Giving it the best shot of becoming the
top coffee shop in the area.
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Project Seating capacity of 30 people and with an area of 1000 square
Deliverables foot area.
A power backup generator with all
electrical Air-conditioning
High Speed Internet connection with Wi-Fi
hotspot Music system
Tables and Chairs
Cash counter, a counter with a cabinet and shelves to
store inventory.

Signboard measuring 2ft x 8ft outside the shop

Menu card, menu board, posters for the coffee

shop Coffee grinder
Billing machine
Freezer
Fridge
Sinks
Kitchen table
Kitchen tools
Mixers and drink mixers
Project
Home Grown Coffee project proposes to plan, design, construct and
implement a structured business with Hawaii coffee growers. The vision of the
project is to have people enjoy coffee that is fresher and grown in the US
rather than a product that are from other countries outside that US (You work
here shouldn’t your coffee too).

This planning searching for good location and build the coffee shop. Project
starts on March 1st and will finish by June 25th, 2016 and budge to complete
this project is $125, 000.00 not including contingency.

In Scope Contract Draft

Legal review on both parties
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Searching Location
Remodeling
(the scope of the project will Decorating the store
include)

Finding legal to draft out contract and review terms and condition
Looking into locations to find best fit to have coffee shop establish.
Finding and hiring contractor to either remodel or rebuild the store to fit
criteria.
Decorate store to fit the criteria and make it the way to attract customer to
come.

Project New hardware is functional

Assumptions Utilities and Plumbing are installed and fully functional
Purchasing certain goods and equipment
Staff is trained and assigned hours
Funding
Vendors can supplier the product
Legally having everything in check
Location
Customer will switch to non-Starbucks brand
Wifi will function or meet customer demands
Prices

Project Constraints Insufficient Funds

Location not being selected on time

Climate change will affect this coffee project, particularly
smallholders who are least equipped to cope with it
The market
The customer
Value proposition
Product availability
Product lose or damage
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Contractor (availability, material, delays from any other area, and etc.)

Exclusions Out of Scope Hiring the perfect staff to

(the scope of the project will not run the business
Drive thru service build
include)
Patio conversion
Search equipment and
brewing technique
Drive thru service option is not really a big factor when find location
to build the coffee shops.
Patio conversion is not necessaries for store because it’s not major part
of conversion of this coffee shop.
Tables chair is within the remodeling sections therefore is falling into
this exclusion
Searching brewing techniques should within the training
Equipment should come after location been decide and finalize remodel.
Business Plan
Legal (licenses, codes, contracts, regulations)
Human Resourcing(insurance, payroll)

Acceptance .
Criteria Acceptance Criteria Description
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Meeting with project owner

Initiation to submit detailed project
charter.
Submission of Project Charter Negotiation and
discussion on the details
to clarify the plan to the
project owner.
Project charter / contract
to be signed between two
parties
Project owner to pay
Make necessary changes
as per project owner and
repeat the a/m steps to get
project owners signature
on the project charter
Planning (plan the work) To get quotes and prices
To plan job according to
allocated time and budget
Looking for qualified
contractor and legal team
Execution (work the plan) Execute project scope and
results from planning
Execute the renovation plan stage
Negotiate with corporation
for franchising and
preparation construction
job to make sure it follows
time and budget
Ensure the customer is
satisfied with the ongoing
process and interim
results of the project as
well as the scope, time
and cost achievements
Termination Perform close-out
activities
Evaluate performance
Invite customer feedback
Close out any vendor
contracts
Among the minimum success criteria are meeting the best quality standards in terms of production and taste and
ensuring that the customers fill the shop to the capacity all the
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times. High level of hygiene and cleanliness has to be met in the shop by
maintaining outstanding cleanliness all the times.

Technical
Requirements
The coffee shop must meet the local regulations for commercial

establishments, fire safety regulations, and code enforcements.

All electrical equipment and air conditioning used should pass

certification
Cables used for wiring should have a thickness of greater than 25cm
Painting used should be of premier quality, as certified by its rating
Large size freezer with a capacity of more than 300 liters
Shelves should have a capacity of being able to store more than 50

large boxes
Glow sign should be made out of high quality plastic, with a thickness

of more than 0.5 inches

Kitchen with size and capacity to produce cooked goods and
pasties. There should be enough equipment to service at least 3

customers/orders at a time(making the customer have little to no wait time)

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Work breakdown structure – The work breakdown structure for the coffee shop project,

which is a breakdown of the different phases of the project into constituent activities and tasks

at a granular level is shown in the below image. As can be seen the project is broken down into

8 major phases and sub tasks, which would be done in parallel to successfully achieve project

goals.

Gantt chart Entry Table

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Resource Cost Overview

COST STATUS
Cost status for work resources

$9,000.00

$8,000.00

$7,000.00

$6,000.00

$5,000.00

$4,000.00

$3,000.00

$2,000.00

$1,000.00

$0.00

Actual Cost Remaining Cost Baseline Cost

COST DISTRIBUTION
How costs are spread out amongst different resource types.
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$21,096.00

$32,800.00

Type: Work Type: Material

COST DETAILS
Cost details for all work resources

Estimated Spending

Estimated Contractors 25,000

Estimated Equipment and Facilities 25,000

Estimated Travel 5000

Total Estimated Cost 125,000

Estimated Labor 20,000

Estimated Materials 50,000

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Communication Plan

Communication Management Plan - The communication plan is a very key

component of successful project execution which would help the project team to

effectively work together, be updated and resolve issues in a value creating manner,

and would be an essential component of successfully completing the project. The

attached plan shows the different types of communications, the form of

communication, people who are involved with contact information, the frequency of

communication and the person who is responsible for ensuring completion of

deliverable. It essentially has all the things that are necessary for keeping all relevant

stakeholders updated, bringing in clarity and setting right expectations and ensuring

that any obstacles in way of successful project completion are removed. The

communication plan for the project is presented below.

WHAT WHEN WHERE OWNER ATTENDEES
Project Once at Coffee Project All stakeholders
Kick Off project Shop Manager
Location
Meeting start
Project Weekly Email Project All stakeholders and Project
Status Manager
Sponsor
Reports
Team Scheduled Coffee Project Entire Project Team Individual meetings
Meetings as per Shop Manager
Location for sub-teams
project
requiremen
t
Weekly for
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the

duration of
phase
completion
Project Monthly Coffee Project Project Sponsor and Project
Sponsor Shop Manager Manager
Location
Meeting
Quality Monthly Coffee Manager Project Manager, Food

Audit Shop Industry Consultant

Location
Open Ad-hoc as Coffee Project All stakeholders
issues and when Shop Manager
Location
meeting needed
Project Once at Coffee Project All stakeholders
Closure end of Shop Manager
Location
Meeting project
WRITTEN COMMUNICATION

WHAT DUE WHEN METHOD OF SENDER RECEIVER

DELIVERY
Meeting Minutes 2 days after the EMAIL Project Manager All participants
meeting
Action Item Log Weekly Tuesday EMAIL Project Manager All participants
with Status Report
Meeting Agenda 2 days before a EMAIL Meeting All meeting participants
meeting Facilitator
Status Reports to Weekly Paper Copy Team Members Project Manager
Project Manager Tuesday
By noon
Project Schedule Every 2 weeks Update Project Team Members Implementation

Updates Tuesday Schedule then Schedule Owner

By COB EMAIL
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References

How Much Does it Cost to Open a Coffee Shop? (2014, August 20). Retrieved March 06,

2016, from http://www.crimsoncup.com/coffee/how-much-does-it-cost-to-open-a-coffee-shop