International Business Plan Staffing Limit

Published Date: 02 Nov 2017

There is no staffing limit for this project, although the sponsor has asked our team to monitor the actual hours that are invested in the project.

Project Status Summary: _â–„_Green ____Yellow __Red

The Bombardier Railway Transportation Trade research project is being carried out as planned. The project has a green status; that is the project is within the planned scope and time. The major mile stone activities that have been completed are:

Milestone ID

Activity Name

Status

Date

1

Project Start

Not started

05-06-2013

2

Sponsor Acceptance

Not started

05-10-2013

3

Approval from Chilean Govt.

Not started

06-15-2013

4

Financial plan

Not started

06-30-2013

5

Contact Bombardier Inc.

Started

07-10-2013

6

Project close out

Not started

08-15-2013

An event that has helped reduce some risks identified in this project was when the project team tried to get in touch with Bombardier Inc. We reached out to the public relations department at Bombardier’s headquarters in Montreal through a telephone call. This activity has helped to reduce the risk of lack of information for this research project.

Upcoming Task

The major upcoming task for the team is to obtain a go ahead from the project sponsor by presenting them the findings and convincing with reasons why we want to invest in Chile.

Issues

The project has been going smoothly so far and no issues were faced during this project phase.

Project Charter

Project Name: Export of Bombardier passenger trains to Chile

Project Number: 1

Date: 04/10/2013

Revision Number:

Project Summary

JAKK solution is a consultancy service provider who will work alongside with the Canadian rail manufacturer Bombardier transportation Inc. for the export of their product in Chile.

The project is initiated to create an international business plan to export of Bombardier trains to Chile till August 2013

The objective of creating this project plan is to help Bombardier with necessary licenses, finances, marketing to establish its operations in Chile.

Project Goals & Results expected

The goal is to design an international business plan for the export of Bombardier railways to Chile.

This project will help bombardier to establish its presence in Chile.

Profit for Bombardier

Revenue to the Government by operations of these trains.

Better transportation facility for people of Chile.

Employment opportunity for Chileans.

Project Scope

The purpose of this project is to Export the Bombardier products to Chile. This project will include:

Project In scope (Includes)

Establish business structure.

Establish operating control base.

Develop marketing program.

Provide physical facilities.

Provide staffing in Chile.

Project Out of scope (Excludes)

Installing the Rail tracks.

Operation of Trains.

Assumptions & Constraints

Assumptions:

JAKK solutions are consultancy firm which is creating an international business plan for Bombardier transportation.

Permission is given by the government of Chile for importing the rail cars.

Permission is given by Bombardier to conduct the international business plan.

Constraints

Time: The time taken for exporting the rail cars might exceed the deadline due to customs and other regulations -40%

Cost: The cost of exporting the rail cars from Canada to Chile may exceed-30%

Quality of parts given for the manufacturing of rail cars by suppliers-10%

Resources available

Type

Company

Amount/Qty.

Budget

JAKK solutions

$200,000

Personnel includes(JAKK representatives )

JAKK solutions

2 people ($200,000)

Project Organizational Structure

Name

Title

Function

Contact info

Bombardier

Sponsor

Approval of resources, plan, major decision making.

Patrick Jacobs

Mauricio Guevera

Project Manager

Leads the planning and development of project

[email protected]

Sumedh Gill & Narinder Kaur

Subject Matter Experts/

Project coordinator

Provide expertise on the subject and advise to performance of critical tasks

[email protected]

[email protected]

Krishnan

Project Co-ordinator

Performs the task and is inform the progress of the tasks

[email protected]

Project Authorization

Approved by:

Project Manager

Approved by:

Project Sponsor

Project Title: Bombardier Railway Transportation

Company Name: JAKK Transportation Solutions

Project Duration: 4 months

Project Sponsors: Bombardier

Introduction

JAKK solution is a consultancy company that will work alongside Bombardier to export their rail transportation services to Chile. This project plan gives an overview of International Business.

Project Objective

The objective of this project is to create an International Business Plan for the successful export of the Bombardier rail transportation equipment to Chile between May 2013 and August 2013, within a budget of $200,000.

Project Scope Management

The purpose of this project is to Export the Bombardier products to Chile. This project will include;

Project In scope (Includes)

Project Out of scope (Excludes)

Establish business structure.

Establish operating control base.

Develop marketing program.

Provide physical facilities.

Provide staffing in Chile.

Installing the Rail tracks.

Operation of Trains.

Please refer to Appendix (A) for Work breakdown Structure WBS

Project Deliverable

Project plan (including GANTT chart, all steps/tasks, review and revision time frames for documentation (i.e. schedules, plans, and system documentation, and application testing. Estimate of the hours of work required from Partner staff. The Project GANTT chart shall be updated as needed to reflect project status.)

One (1) project formal meeting with Bombardier representative.

Project time Management

Project Milestones

Develop Project charter: 6th May 2013

Sponsor Approval: 10th May 2013

Develop Project Plan: 13th May 2013

Establish Business Structure: 21st May 2013

Establish Operating Control Base: 12th June 2013

Develop Marketing Plan: 08th July 2013.

Develop Staffing Management Plan: 12th August, 2013

International business Plan Developed: 12th August 2013

Sponsor Acceptance: 17th August 2013

Please refer to Appendix (B) for GANTT Chart

Cost Management Plan

Cost Management Approach

Costs in this project will be managed at the fourth level of the Work Breakdown Structure (WBS). A Cost Performance Index (CPI) needs to be created to track costs. The financial performance of the project will be measured and managed using Earned Value calculations for the CPI’s. Although activity cost estimates are detailed in the work packages, the level of accuracy for cost management is at the fourth level of the WBS. 10% of the total project budget has been allocated as a reserve. Resource overtime will be allocated in the Reserve Budget. Costs of the overtime will be rounded to the nearest dollar and work hours rounded to the nearest whole hour.

When there is a cost variances of +/- 0.1 in the schedule performance indexes and cost it will change to color yellow and will change the status of the cost to cautionary in the project status reports that reflects the delay, overtime and cost overused. Cost variances of +/- 0.2 in the schedule performance indexes and the cost will change the status of the cost and the color will be changed to red in the reports. It requires the Project Manager to take corrective action so as to bring the schedule performance indexes and cost below the alert level. The corrective actions should include a project change request and it requires the approval of the Project Sponsor before it can become within the scope of the project.

Measuring Project Costs

Performance of the project will be calculated using Earned Value Management. The following four metrics will be used to measure to projects cost performance:

Schedule Variance (SV)

Cost Performance Index (CPI)

Schedule Performance Index (SPI)

Cost Variance (CV)

If the Schedule Performance Index or Cost Performance Index has a variance of between 0.1 and 0.2 the Project Manager must report the reason for the exception. If the CPI or SPI has a variance of greater than 0.2 the Project Manager must report the reason for the exception and provide management a detailed corrective plan to bring the projects performance back to acceptable levels.

Performance Measure

Yellow

Red

Schedule Performance Index (SPI)

Between 0.9 and 0.8 or Between 1.1 and 1.2

Less Than 0.8 or Greater than 1.2

Cost Performance Index (CPI)

Between 0.9 and 0.8 or Between 1.1 and 1.2

Less Than 0.8 or Greater than 1.2

Cost Variance Response Process

The Control Thresholds for this project is a SPI or CPI of less than 0.8 or greater than 1.2. A Cost Variance Corrective Action Plan is required if the project reaches one of these Control Thresholds. The Project Manager will present the options for corrective actions within five business days to the Project Sponsor from when the cost variance is first reported. The Project Manager will present the Project Sponsor with a formal Cost Variance Corrective Action Plan within three business days from when the Project Sponsor selects a corrective action option. It will detail the actions necessary to bring the project back within budget and the means by which the effectiveness of the actions in the plan will be measured. Upon acceptance of the Cost Variance Corrective Action Plan it will become a part of the project plan and the project will be updated to reflect the corrective actions.

Cost Change Control Process

The cost change control process will follow the established project change request process. Approvals for project budget/cost changes must be approved by the project sponsor.

Project Budget

The budget for this project is detailed below. Costs for this project are presented in various categories:

Fixed Costs: $100,000.00

Material Costs $42,000.00

Contractor Costs $38,000.00

Total Project Cost $180,000.00

Miscellaneous $2,000.00

Management Reserve $18,000.00

Project Quality Management

The Quality Management Plan for the JAKK project will establish the activities, processes, and procedures for ensuring a quality product upon the conclusion of the project. The purpose of this plan is to:

• Ensure quality is planned

• Define how quality will be managed

• Define quality assurance activities

• Define quality control activities

• Define acceptable quality standards

Quality Standards:

Functionality – all the functional requirements mentioned in the business requirements must be mapped to the project and implemented successfully.

Reliability – The severity of the defects arising during the post implementation phase had to be as slow as possible.

Performance – since the project is done with the end use in perspective, the user must be satisfied with the product performance.

Maintainability – Most importantly the product must withstand change in requirements and technologies and hence a thorough and detailed design planwould ease the maintainability of the product.

Quality Assurance

After each main task there is a milestone for periodic evaluation of project quality, which involves not only the team members but also the company. If there is a quality issue in any period of project, quality audit should be done to attempt to improve performance. JAKK solution proposes to adopt three quality valuation techniques to minimise error in Business Plan.

Internal Quality Assessment (IQA) – Deliverables such as design documents, test result etc would be evaluated by peers in the team who have functional knowledge of the system.

External Quality Assessment (EQA) – Deliverables also need to be verified from other teams who do not have functional knowledge but would be able to assimilate a bird’s eye view of the project and give feedback.

Final inspection - when the above two tasks are complete a final inspection would be done by the quality manager who insures all processes are insured.

Quality Control

JAKK solutions will adopt Pareto analysis to control the project quality. 80% of problems are often due to 20% of causes. The vital factors that will contribute or harm the quality of the project should be identified. We will log problems and track them using Pareto analysis.

Project Human Resource Management

Team Culture Building

Team Leadership

Define their roles and responsibilities as Team Leaders

Evaluate their own preferred leadership style and learn how to modify it across a range of everyday work situations

Identify with the knowledge, skills and appropriate behaviors required for effective leadership

Describe the causes of motivation and how to develop it within a team

Practice effective communication at team and individual level

Use Coaching tools to improve team performance

Management Team building

Model cohesiveness as the organization’s leaders

Identify trust, conflict management, commitment, accountability and focus on results as key ingredients to teamwork.

Company-wide Team building

Identify trust, conflict management, commitment, accountability, and results as key components of teamwork;

Know others in the group in a deeper sense in order to learn how to work with them better

Describe required behaviors for productive collaboration; and

Create forward agenda that will help them keep track of their performance as a team.

Assertiveness Training

Appreciate the importance of communication in work success

Identify various communication styles

Pave the way for positive interactions

Appreciate the art of active listening

Anticipate and avoid common misunderstandings

Practice assertive communication

Manage challenging conversations

Team Problem Solving and Decision Making

Define problems correctly using appropriate tools like Defect + Object

Distinguish between symptoms and causes

Use the appropriate analysis tools to analyze the Root Cause/s of a given problem

Distinguish among Corrections, Corrective and Preventive Actions

Identify the right solutions or corrective actions using appropriate Decision-making tools

Leadership and Management Development

Basic Leadership and Management

Shift mindset from worker to leader and from boss to leader

Describe the process in building teamwork

Identify the basic management tools (P.O.L.C.)

Use communication as an important leadership tool

Align actions with organizational values

Performance Management

Describe the tools for

Policy Design and implementation mechanisms

Performance goal setting mechanisms (KRA, KPI, Competencies)

Performance Monitoring techniques

Developing employees’ capability to perform through training and coaching

Appraising performance

Rewarding and recognizing performance.

Change Management

Describe the nature and concept of the change process and its components.

Explain the importance of anticipating and managing change

Identify effective means in anticipating and managing change in the workplace.

Apply the different approaches in overcoming conflicts and other forms of resistance to change.

Achieve focus and control in managing change from start up to follow through.

Create plans to apply learning to work.

Communication Skills Enhancement Programs

Business Writing

learn the value of good written communication;

know and practice the basic steps of business writing;

apply the 10 C’s of Communication to written materials;

know and avoid the pitfalls of business writing;

assess their own writing competence and find areas for improvement; and

know how to get their message across and achieve results through their writing

Presentation Skills Enhancement

Assess their strengths and their areas for improvement as speakers and presenters

Learn and practice techniques for effective presentations

Manage interactions with the audience

Respond effectively to difficult questions and situations

Use presentation tools more effectively

Build an action plan for developing their presentation skills in relation to their job requirements

Personal Effectiveness

Personal Effectiveness Workshop

Identify and integrate their professional and personal goals

Set meaningful life goals

Create strategies for completing their most essential activities at any point in time

Manage time wasters

Monitor their activities and take the appropriate corrective measures

Develop a personal support system that will facilitate their achievement of life goals

Prepare themselves mentally, physically and emotionally for various life challenges

Find a more balanced lifestyle

Formulate a more balanced work life program

Stress Management

Increase their awareness of personal stressors, how these affect them and how they cope

Learn and practice a variety of effective coping strategies.

Develop a personal stress management plan

Time Management

Explain the importance of managing time effectively.

Identify specific factors that impede employee productivity

Determine top "time wasters" in the workplace.

Apply tips and approaches on how to manage time effectively

Project Communication Management

Communications Management Approach

The Project Manager will take a proactive role in ensuring effective communications on this project. The communications requirements are documented in the Communications Matrix presented in this document. The Communications Matrix will be used as the guide for what information to communicate, who is to do the communicating, when to communicate it and to whom to communicate.

As with most project plans, updates or changes may be required as the project progresses or changes are approved. Changes or updates may be required due to changes in personnel, scope, budget, or other reasons. Additionally, updates may be required as the project matures and additional requirements are needed. The project manager is responsible for managing all proposed and approved changes to the communications management plan. Once the change is approved, the project manager will update the plan and supporting documentation and will distribute the updates to the project team and all stakeholders. This methodology is consistent with the project’s Change Management Plan and ensures that all project stakeholders remain aware and informed of any changes to communications management.

Communications Management Constraints

All project communication activities will occur within the project’s approved budget, schedule, and resource allocations. The project manager is responsible for ensuring that communication activities are performed by the project team and without external resources which will result in exceeding the authorized budget. Communication activities will occur in accordance with the frequencies detailed in the Communication Matrix in order to ensure the project adheres to schedule constraints. Any deviation of these timelines may result in excessive costs or schedule delays and must be approved by the project sponsor.

JAKK Solutions organizational policy states that where applicable, standardized formats and templates must be used for all formal project communications. The details of these policy requirements are provided in the section titled "Standardization of Communication" in this document.

JAKK solutions organizational policy also states that only a Vice President or higher level employee may authorize the distribution of confidential information. The project manager is responsible for ensuring that approval is requested and obtained prior to the distribution of any confidential information regarding this project.

Stakeholder Communication Requirements

As part of identifying all project stakeholders, the project manager will communicate with each stakeholder in order to determine their preferred frequency and method of communication. This feedback will be maintained by the project manager in the project’s Stakeholder Register. Standard project communications will occur in accordance with the Communication Matrix; however, depending on the identified stakeholder communication requirements, individual communication is acceptable and within the constraints outlined for this project.

In addition to identifying communication preferences, stakeholder communication requirements must identify the project’s communication channels and ensure that stakeholders have access to these channels. If project information is communicated via secure means or through internal company resources, all stakeholders, internal and external, must have the necessary access to receive project communications.

Once all stakeholders have been identified and communication requirements are established, the project team will maintain this information in the project’s Stakeholder Register and use this, along with the project communication matrix as the basis for all communications.

Key Stakeholders

Name

Role

Contact Information

Pierre Beaudoin

Sponsor

[email protected]

Jorge Mauricio Guevara

Project Manager

[email protected]

6478533239

Narinder Kaur

Project Coordinator 1

[email protected]

6473084691

Sumedh Singh gill

Project Coordinator 2

[email protected]

6475276228

Krishnan Sambasivan

Project Coordinator 3

[email protected]

6474471722

Project Resources

The resources required for the successful completion of construction of production plant and entering Chile are as follows

Team member 1: Narinder Kaur

Team Member 2: Sumedh Singh Gill

Team Member 3: Krishnan Sambasivan

Team Member 4: Jorge Mauricio Guevara

Trade commissioner office in Chile to get some help with information on how to open a production plant.

Project Staff Time Required

This project is a research project. Hence the team has proposed to work on the deliverables of this project for at least 5hours every week for the entire duration of the project.

Team Member

Roles

Responsibility

Staff Time in Hours

Jorge Mauricio Guevara

Project Manager

Provide accurate and necessary information on Chile for weekly project assignments.

Proof read all research documents before they are communicated to the project sponsor.

Ensure effective communication with project stakeholders on an on-going basis

Delegate tasks to appropriate personnel.

592 hours

Sumedh Singh Gill

Project Coordinator

Identifying the policies and regulations that may be a barrier for us to enter Chile and to identify the channels of distributions.

464 hours

Narinder

Project Coordinator

Provide necessary information about the competitors their strategy used for buying project assignments.

To identify the travel prices by train and to research on which

496 hours

Krishnan

Project Coordinator

To identify whether exporting the passenger vehicles from a production plant located close to Chile or setting up a plant.

Researching about the financial sources that can be used for financing the project

456 hours

Total staff hour estimate = 2088 hours

Although each team member is assigned to research a particular topic, all other team members should be informed and or consulted on each assignment. The team leader is also accountable for all project activities assigned to team members while they are responsible for their tasks.

During project team meeting, research is to be conducted based on information brought to the table about each topic or task where all team members contribute.

Stakeholder’s analysis

Name

Roles

Level of interest

Level of influence

The Government of Chile

Approving necessary permissions and support.

Very high

Very high

Bombardier Inc.

To decide whether to go with the project and take all important decisions

Very High

Very High

JAKK Solutions

Helping Bombardier to get the licenses, creating business plan for Bombardier.

Very High

Very High

Mr. Peter Furesz

Counsellor (Commercial)

Senior Trade Commissioner

Helping us to get the necessary permissions in Chile and helping us in investment promotion

High

High

Systra Technologies

Competitor of the Bombardier

Very high

Low

Project Risk Management

For the successful completion of this project all risks associated with this research project have been analysed and appropriate response are documented to manage each identified risks.

No

Risk

Causes

Mitigation Strategy

Priority

1

Poor stakeholders morale

Major / unresolved disagreements between team members

Lack of acknowledgement of work well done

Plan team bonding exercises

Ensure all team conflict are properly addressed and managed

Proper recognition of completed tasks by all team members

Medium

2

Failure to achieve project objectives (Scope Creep)

Poor communication between sponsor and Project Coordinator

Inability to plan ahead

Procrastination of work

Poor report writing skills

Unclear definition of project scope

Poor control by project manager

Plans should be made ahead and executed successfully

Ensure proper communication with sponsor

All deadlines and schedules should be met

Comply with International Business Standards

Ensure that scope is clearly defined and boundaries are properly set

High

3

Schedule delay

Poor communication between Project team members

Negligence of work by team members

Plans should be made ahead and executed successfully

Schedule plans should be made after consultation with sponsor so as to work with his schedule

Ensure proper identification of key events and milestones in the project schedule

Ensure proper actions are taken according to the team agreement if a team member does not meet

High

4

Poor Research

Insufficient Information on Chile

Communicate with sponsors on project status

Ensure proper research methods are used to gather information

Medium

Project Procurement Management

The Project Manager will provide oversight and management for all procurement activities under this project. The Project Manager will work with the project team to identify all items to be procured for the successful completion of the project. The Project Management Office (PMO) will then review the procurement list prior to submitting it to the Bombardier. Bombardier will review the procurement items, determine whether it is advantageous to make or buy the items, and begin the vendor selection, purchasing and the contracting process.

JAKK Solutions did a research and we realised that it will be more cost efficient if we build our equipment in Canada and export them to Chile instead of building a plant to manufacture our product in Chile. We also realised that opening a manufacturing plant in Chile in the long term will help us access the market which Chile has signed free trade agreement.