BUSM58448: Applications of Project Management
BUSM58448: Applications of Project Management
Capstone Project
Inception & Starting Report
Client Name: HotHouse Restaurant
Project Name: Social Media Managing
Submission date: 8Th of January, 2024
Submitted by:
Daksh Daksh - 991697938
Kushal Subedi - 991746346
Navjot Singh - 991728458
Pinky Shrestha - 991745101
Sameer Karki 991731996
Yubraj Bam - 991721895
Project Charter
Project Name: Hot house Restaurant Instagram management
Project Sponsor: David Brown
Project Manager: Daksh DakshProject Customer(s): Hot House Restaurant
Final Product Deliverable(s) with Acceptance Criteria:
Successfully managed Instagram account with increased follower count and engagement.
Monthly content calendar with diverse posts (images, stories, promotions).
Bi-monthly performance reports.
Known Key Milestones
Initial Setup and Branding Alignment.
Content Calendar Creation.
Audience Building Phase.
Engagement Milestone.
Promotional Campaign Launch.
Feedback and Adaptation.
Due Date:
January 7, 2024
January 14, 2024
Target by February 1, 2024
Target by March 1, 2024
March 15, 2024
April 1, 2024
Known Key Project Budget Items:
Budget for the equipment like Cameras, lighting and mics will be decided by the client and also bought by them
Cash Items: Marketing material, promotional ads.(Provided by the client)
Non-Cash items/hours: Content creation, community management.
Known Key Project Risks:
Low engagement or follower growth.
Negative feedback or PR issues.
Inconsistent brand messaging.
Other Key Planning Points:
Regular check-ins with the client for alignment and feedback.
Adaptability to changing trends and customer preferences
SMART Project Objectives Priorities+ Criteria(Targets, Specifications)
Scope and Quality: To create and maintain a high-quality Instagram profile that accurately represents Hothouse Restaurant's brand, offerings, and ambiance.
Priority: High
Target: Achieve consistent visual and thematic quality in all posts, stories, and interactions.
Time: Adhere to the project timeline, ensuring timely completion of milestones.
Priority: High
Target: Meet all predefined milestone dates, such as setup, content planning, audience building, and campaign launches.
Cost: Efficiently manage the budget allocated for the project to maximize return on investment.
Priority: Medium
Target: Stay within the budget for marketing materials, promotional ads, and other expenses, while achieving desired growth in followers and engagement.
Other: Significantly increase customer engagement and follower growth on the Instagram account.
Priority: High
Target: Achieve a specific percentage increase in follower count and engagement rate (likes, comments, shares) by the end of the project.
Stakeholder Identification
Stakeholder Category Stakeholder Name Description
Key Decision Makers David Brown (Director of Operations) Responsible for overall decision-making related to the project.
Hothouse Restaurant Management Team Influential in broader business decisions, key in project direction.
Directly Involved Parties Our Student Project Team Responsible for executing and delivering the project.
Restaurant Staff (Chefs, Servers, etc.) Influence customer experience and indirectly affect social media content.
Influencers Local Food Bloggers/Influencers Can significantly affect public perception and brand reach.
Social Media Marketing Experts (if consulted) Provide expertise and advice on social media strategies.
External Stakeholders Current and Potential Customers Key to achieving project's goals but have limited direct impact on project management.
Instagram Followers (Existing and Potential) Influence brand perception and engagement but have low direct power.
Advisory Bodies Sheridan College Faculty (Advisors) Provide guidance and academic oversight but do not direct project outcomes.
Stakeholder Prioritization
Stakeholder Power/Influence over SuccessSTAKEHOLDER POWER HIGH Sheridan College faculty
Customers
Local food bloggers/ influencers
David Brown ( Director of operations)
Hothouse restaurant management team
Our Student Project team
MEDIUM Sheridan College Faculty
Social media marketing experts LOW Suppliers and vendors Restaurant staff
Instagram Followers Current and potential customers
LOW MEDIUM HIGH
Stakeholder Interest in Project
Stakeholder Management Plan
Stakeholder Name and Contact Info David Brown
david@hothouserestaurant.com416-587-2398 Hothouse Restaurant Management Team
Jessica Feeney
Jessicafeeney14@gmail.com Local Food Bloggers/ Influencers
Our Student Project Team
Daksh DakshKushal SubediNavjot Singh
Pinky Shrestha
Sameer Karki
Yubraj Bam
Their interest Successful project outcome
Increased brand visibility on social media Aligning the project with overall business goals, enhancing customer engagement Engaging content
Networking opportunities. Successful project completion, practical experience.
Their Requirements & Expectations Timely updates
Adherence to brand image
Effective use of budget Positive ROI, consistency with overall marketing strategy. Quality collaboration that aligns with their audience. Effective collaboration, learning opportunities.
Useful Facts about them
As the director of operations, david has comprehensive understanding of the restaurants operation and marketing goals. This team is influential in broader business decisions and has insight into the restaurant's clientele. Their endorsement can significantly enhance brand reach and credibility. Direct responsibility for project execution.
Recommended Actions
Regular progress reports.
Involve in major strategic decisions.
Seek feedback on content and marketing strategies. Present monthly analytics reports, involve in setting promotional campaigns, ensure content aligns with overall marketing themes. Organize collaborative events, provide exclusive experiences, ensure mutual benefit in promotional activities. Regular team meetings, clear division of responsibilities, foster a collaborative and supportive environment.
BUSM58448: Applications of Project Management
Capstone Project approval package
Name of the Client Organization: HOTHOUSE
Their full physical business Mailing Address: HOTHOUSE, 35 Church St, Toronto, ON M5E 1T3Their official website: https://www.hothouserestaurant.com
Client contact Full Name: David Brown
Their Job title: Director of operations
Their Work email: david@hothouserestaurant.com
Their Work phone #: 416-587-2398
Client Organization-Level Justification/Need for this Project to be done:
As the client representing Hothouse Restaurant on Church Street in downtown Toronto, we understand how important it is to have a strong social media presence, especially on Instagram. Because of its location in a busy, dynamic neighbourhood, our restaurant wants to take use of Instagram's enormous potential to engage with both its present and future clientele. Here's why we think this initiative is crucial:
Enhancing Our Digital Footprint: Boosting our restaurant's online visibility and reach on Instagram to connect with a broader audience.
Engaging with Our Community: Fostering a vibrant community through interactive and personal connections with our patrons on Instagram.
Showcasing Our Culinary Creations: Utilizing Instagram's visual platform to highlight our diverse and appetizing menu offerings.
Real-Time Communication and Feedback: Facilitating instant communication and valuable feedback from customers via Instagram.
Marketing and Promotions: Leveraging Instagram for direct and effective promotion of our special events, offers, and new dishes.
Building Brand Loyalty and Advocacy: Strengthening brand loyalty and encouraging customer advocacy through regular, engaging content on Instagram.
This effort is about more than just keeping up an Instagram account; it's about using the platform smartly to expand our clientele, improve our business, and establish ourselves as downtown Toronto's premier dining destination.
Summary Description of this Project:
The project is running the Instagram account for Church Street's Hothouse Restaurant, one of Toronto's most well-known eateries. Improving the restaurant's online visibility and interacting with its clientele via the platform are the main goals. This will include:
Community building: the process of creating a feeling of belonging among present and future clients by disseminating excellent content that boosts loyalty and engagement.
Direct Customer Communication: Using Instagram to communicate with customers directly and in real time. This includes disseminating information on any updates about the restaurant's special events, new menu items, and schedule adjustments.
Openness and Brand Promotion: Highlighting the restaurant's sincerity and openness while promoting brand promotion via patron interactions like likes, remarks, and direct messages.
Visual Engagement: Making the most of Instagram's visual platform to get patrons to post pictures of their meals, which will generate conversation and visually advertise the restaurant.
Instant information and Promotions: To keep the audience informed and interested, the restaurant will periodically post information about events, special deals, menu revisions, and other pertinent news.
The increase in followers, the degree of interaction with the material (likes, comments, shares), and the general rise in brand recognition and client loyalty via the Instagram platform will all be used to gauge the project's success.
Describe the PRODUCT deliverables to be created and handed over from your group to this client:
As the project managers handling the Instagram account for Hothouse Restaurant, our deliverables will encompass a comprehensive suite of services and materials designed to elevate the restaurants social media presence. These deliverables include:
Social Media Strategy Document: A comprehensive plan that includes objectives, target market, content themes, frequency of posts, engagement strategies, and performance indicators. This paper will act as a management guide for Instagram accounts.
Content Calendar: A carefully organised schedule of postings that includes the kind of material (pictures, videos, articles, etc.), the topics for each post (such as highlights from the menu, behind-the-scenes, special events), and the dates on which each post is to be published.
Curated content library: A selection of excellent photos and videos showcasing the menu, atmosphere, and any upcoming events at the restaurant. There should be more content for later usage in addition to information that is ready to put in this library.
Engagement plan: A strategy for interacting with followers that includes how to reply to direct messages and comments, how to increase follower involvement, and how to handle questions or criticism from customers.
Analytics and reporting system: A method for monitoring important performance metrics (KPIs) such as the number of followers, engagement levels, post reach, and, if relevant, conversion rates. It is recommended to incorporate periodic reports, either quarterly or monthly, to evaluate the effectiveness and influence of the Instagram account.
Crisis management plan: Guidelines for handling possible crises on social media or unfavourable reviews, along with actions for prompt and suitable reactions to preserve the restaurant's image.
Future recommendations: Recommendations for next campaigns, content, or tactics that are based on the performance data and insights that were obtained during our management term.
With all the resources and expertise required for sustained success on Instagram once our project is over, Hothouse Restaurant will have a strong and active presence on the platform thanks to these deliverablesStudent Team Approval: In adherence with the Academic Integrity policies of Sheridan, we, this entire student team, all agree with all the information provided in this Capstone Project approval package. We have all read all of the numerous statements of requirements and all agree that all are fully & completely met at this time, and reasonably foresee they will continue to do so for the duration of this engagement. We acknowledge that typing in someones name without them fully knowing about and agreeing to the contents of this document is an academic offence. My typed full student name and student number below indicates my full agreement with the legitimacy and intent of all information/statements contained in this package for its intended use:
1) Daksh Daksh - 991697938
2) Kushal Subedi - 991746346
3) Navjot Singh - 991728458
4) Pinky Shrestha - 991745101
5) Sameer Karki - 991731996
6) Yubraj Bam - 991721895
Client Approval: the client fully agrees with all of the statements, and the given standard requirements, herein through an email stating this (include/inserted email).
Requirements:
Client contact and their supervisor both assure that this project is already internally approved and you are both fully aware of the information herein. This is a real project, and it clearly aligns with, and links to, client business objectives. The project is legal in all facets and aspects.
Client organization acknowledges that this engagement is a student Learning Experience/evaluation; not a professional endeavour. Sheridan and its employees cannot be held responsible/liable for the behaviour/actions of, or results created by, any of our students regardless of the effects.
All actual, potential, or perceived Conflict of Interests are properly documented and included with this approval package for discussion.
The client organization has already exercised the right to a negotiated Confidentiality agreement with the students.
The client will own all Intellectual Property created during this project. If something else is occurring, then that has already been negotiated with the students directly in a clear and fair manner that supports their needs to gain employment (e.g. redacted product and PM deliverables samples).
No research on individuals (e.g. interviewing someone for personal information) will be taking place by these students; instead the client will do it, then instruct students on privacy regarding the collected data and then have them analyse it under client supervision. Otherwise REB to be followed.
Any visits/work done on client organization premises will be done entirely under client contact work direction/supervision; Professors only coach/evaluate only project management deliverables; no directing work. Client directs the product deliverables; not Professors.
Client organization is fully responsible for the Health & Safety of the students when on client work premises, and when directing creation of the product deliverables.
All items below are fully & completely met at this time, and reasonably foresee they will continue to do so for the duration of this student-client engagement:
The project will implement the professional project management taught in this program in all respects, and for all aspects of this project. The project will require about 140 hours of work PER student member (in this group of 5); product deliverables + PM deliverables.
At least 50% of the work effort and output by the students will be managing the project (project management deliverables). No more than 50% of their total effort will be spent creating product deliverablesCollectively, the team members possess the skills to deliver the product deliverable(s)missing skills are identified, and the solution to address them is identified and useful
Insert a software copy of your proper draft WBS here. It is to be a proper WBS. It is to be easily and completely visible and legible.
Work Break Down Structure
1. Social Media Strategy Document
Defining clear objectives
Target. Audience
Platform
Content
Advertising
Engagement plan
Crisis management
Evaluation and adjustments
Monitoring and analytics
Training and guidelines
2. Content Calendar
Project initiation
Content strategy development
Platform Selection
Content Creation
Community Engagement
Contingency and planning
Reviews and approval process
Reporting
Budgeting
3. Curated content Library
Requirements gathering
Content selection
Descriptions
Priority settings
Futuristic
Proper Descriptions
4. Engagement plan
Training
Customer satisfactory model
Proper interaction
Proper equipped tools and techniques
Monitoring
Feedback1
5. Analytics and reporting system
Proper case studies
KPIs and KRIs
Quality standards management
Legal procedures
6. Crisis management plan
Risk assessment
Crisis Management Team
Media management
Legal considerations
7. Future recommendations
Documentations
Accounting
Transparency
Lessons learned.
Complete this table. Properly describe the milestone and give a date. Properly describe key risks to achieving each, and your initial thoughts to manage each risk.
Identify likely milestones Likely Due Date Identify Risks to this Milestone Initial Risk Mgmt. approach
Initial Setup and Branding Alignment Jan 07,2024 Misalignment between the brands vision and the setup
Delays in getting necessary approvals or resources for the setup.
Inadequate understanding of the brands identity, leading to ineffective branding alignment Ensure clear communication of the brands vision and identity to all team members involved in the setup. Have a contingency plan in place for potential delays.
Content Calendar Creation Jan 14,2024 Inadequate understanding of the brands identity, leading to ineffective branding alignment
Inability to create a diverse and engaging content mix.
Delays or issues in content production. Conduct thorough market research to predict future trends. Plan for a diverse content mix from the star
Audience Building Phase Feb 1, 2024 Slow growth in audience size due to ineffective marketing strategies.
Difficulty in reaching the target audience.
Negative public perception or reputation affecting audience growth. Use targeted marketing strategies to reach the desired audience. Monitor public perception and reputation closely.
Engagement Plan Mar 1, 2024 Low engagement rates due to uninteresting or irrelevant content
Ineffective communication leads to missed opportunities for engagement.
Negative feedback or reactions from the audience. Regularly review and update content to ensure it remains interesting and relevant. Encourage audience interaction wherever possible
Promotional Campaign Launch Mar 15, 2024 Negative feedback or reactions from the audience.
Negative feedback or reactions from the audience.
Unforeseen market conditions or competitive actions were affecting the campaigns success. Test the campaign messaging and targeting on a small scale before the full launch. Have a backup plan in case of technical issues.
Feedback and Adaptation Apr 1, 2024 Difficulty in collecting or analyzing feedback.
Resistance to change or adapt based on the feedback.
Inadequate time or resources to implement necessary changes based on feedback. Use multiple methods to collect feedback and invest in good data analysis tools. Be open to change and willing to adapt based on feedback.
Requirements of Core Team + Extended Team
Put EACH product deliverable WP from your WBS above on a row, then identify one of your group members who already has the skills and experience and knowledge required for the successful completion of that WP! Add rows as required to this table.
Work Package ID Knowledge, Skills, Experience, Personal Characteristics REQUIRED for WP success Core Team Member Name What competencies and qualities does this core team member possess to ensure this WP is a success
1. Digital media knowledge
Interpersonal skills
Research-based
Lawful
Training Kushal Dhakal Content creation
Positive approach
Marketing and networking
Graphic design
2. Editing skills
Copywriting
Team coordination Sameer Karki Rehearsals
Proper leadership
Authentic
3 Content Curation
Digital literacy
Organization skills
Adding values and context
Pinky Shrestha Knowledge
Mindfulness
Work ethics
Work culture values
FOR EACH WP above that has NO ONE listed beside it (where no one from your group can do that WP), identify the extended project team members you require (volunteers, subject-matter experts {e.g. Internet Marketing}, or any other outsourced-from-core-student-team- resource, this includes existing organization volunteers and additional volunteers you need to obtain). FOR EACH of these WP, then explicitly identify what is required in that volunteer for the successful completion of that WP! Add rows as required.
Work Package ID What Knowledge, Skills, Experience, Personal Characteristics are REQUIRED for WP success. List competencies and qualities you are looking for in volunteers to ensure this WP is a success Extended Team - How many volunteers will be required Where will you obtain these extended team members? How will you get them? When will you do this? Who will help you?
4 Marketing skills
Advertising and networking
Strong communication
Yubraj Bam Interpersonal skills
Proper attitude
Good personality
5 Data analysis statistical knowledge
Analysis and exploration
Creating dashboards and reports
Writing and communication Daksh DakshData analysis
Power BI (business analysis tool)
Spreadsheets
Analytical skills
6 Communication
Adaptability
Relationship management
Problem solving
Navjot Singh Critical thinking
Preparedness
Risk Assessment skills
Fact based approached.
Auditors: names of the people doing the audit
Audited: names of the people being audited
PM Area Audit Item Good Practices to Continue Practices to Improve on
Scope Requirement Analysis
WBS
WBS Dictionaries
Change Control change request process
Change plan
change log
issues log
Stakeholders Prioritization
plans to manage them
Quality metrics for product deliverables
metric tracking
checklist templates
sub/interim deliverables acceptance form by clients
Scheduling
Developed Schedule
full AON network diagram,
critical path
MSProject format per WBS, predecessors, duration
Milestones
resources are levelled
variance tracking setup
Risk
Identified all Risks
Risk Analysis
Plan Risk Responses
monitor key risks their triggers and/or effects
HR
RACI/RAM
volunteers as individuals or groups with proper HR management.
Comm-unication
Complete plan
Stakeholders linked
Requirements linked
project status/performance report
Procurement
Outsourcing plans
Selection criteria
Supplier management plan
Budget
Estimates Costs
planned WEEKLY costs over the project by each line item.
Non-cash costs including own time and volunteer
Cash costs broken out for each line item
variance tracking set-up
Additional Comments
Post-Audit Meeting between the Two Teams
In Attendance:
Discussion of the results (points and counterpoints):
Audit Issue Action Responsible Due Date
Audit Evidence attach it
Audit Area Needs Improvement 0 to 4
Not thoroughly reviewed, few links throughout binder sought, not sensible value-adding improvement oriented comments on, and provided little evidence for each Satisfactory 5, 6
Somewhat reviewed, some links throughout binder sought, some sensible value-adding improvement oriented comments on, and provided some evidence for each Good 7,8
Mostly reviewed, many links throughout binder sought, mostly sensible value-adding improvement oriented comments on, and provided lots of evidence for each Well Done 9, 10
Thoroughly reviewed, links throughout binder sought, sensible value-adding improvement oriented comments on, and provided evidence for each
Scope and Change Control Requirement Analysis
WBS
WBS Dictionaries
change request process
Change plan
change log
issues log
Stakeholders Prioritization
plans to manage them
Quality metrics for product deliverables
metric tracking
checklist templates
sub/interim deliverables acceptance form by clients
Scheduling
Developed Schedule
full AON network diagram,
critical path
MSProject format per WBS, predecessors, duration
Milestones
resources are levelled
variance tracking setup
Risk
Identified all Risks
Risk Analysis
Plan Risk Responses
monitor key risks their triggers and/or effects
HR
RACI/RAM
volunteers as individuals or groups with proper HR management.
Comm-unication
Complete plan
Stakeholders link
Requirements link
project status/performance report
Procurement
Outsourcing plans
Selection criteria
Supplier management plan
Budget
Estimates Costs
planned WEEKLY costs over the project by each line item.
Non-cash costs including own time and volunteer
Cash costs broken out for each line item
EV tracking set-up
Additional Comments TOTAL out of 90= Mark out of 30=
NOTE: all the above bullet points in right column are for this group Preparation/Plan (50%) plus for this group Preparation-Audit Report (50%)
