Strategic Application In Management Residency Project 2 “Sustainable Summer 2022 in Saugatuck, Michigan by Eco-Know Products” Pranav S. Aundhkar Chowdhury

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Residency Project 2
“Sustainable Summer 2022 in Saugatuck, Michigan by Eco-Know Products”

Pranav S. Aundhkar
Chowdhury Priyadarshi Samal
Venkatesh Miryanam
Kruti Pandya
Pugazhvel Thirthar Palanivelu
University of the Cumberlands
BADM637 – M41 Strategic Applied in Project Management
K Holland
March 04, 2022

Sustainable Summer 2022 in Saugatuck, Michigan by Eco-Know Products

Abstract

This Research project highlights the need for plant-based food packaging and has more meaning than just saving the planet. From ecofriendly products that easily stores food, produces zero waste and is as effective as the plastic containers. These products yet again amp up perceivability and are user-friendly. We at Eco-Know Products go above and beyond in creating a sustainable future for our planet Earth. Different project processes, significance of morals, incredibly committed individuals involved in project lifecycle, and project choice and prioritization, and so forth have also been discussed. This paper also highlights the charter for the project, project scope, work breakdown structure, project plan, financial plan, investigation of risks involved and more.

Keywords: project, management, sustainability, plastic, eco-friendly, scope, charter, structure, schedule, budget, risk, control, Eco-Know Products

Sustainable Summer 2022 in Saugatuck, Michigan by Eco-Know Products

BUDGET SUMMARY

Sustainable Summer 2022 in Saugatuck, Michigan by Eco-Know Products

Saugatuck, MI

Task

 

Materials

 

No.

Task Description

Labor

Expenses

Markup

Budget

1.1

Research

$5,700

$0

$0

$5,700

1.2.1

Inclusion of sustainable food containers

$5,850

$85,000

$12,750

$103,600

1.2.2

Replacement of take-out bags

$7,200

$10,625

$1,594

$19,419

1.3.1

Replace sources of plastic wastage

$2,775

$95,625

$14,344

$112,744

1.3.2

Execution of plan for reduction of housekeeping cycles

$2,250

$0

$0

$2,250

1.4.1

Reduction of sale of plastic items

$8,250

$42,500

$6,375

$57,125

1.4.2

More inclusion of sustainable products

$8,250

$0

$0

$8,250

1.4.3

Eco-friendly and reusable bags

$8,250

$53,125

$7,969

$69,344

1.5.1

Installation of solar panels

$3,000

$531

$80

$3,611

1.5.2

Install sensor enabled lights, and taps

$1,500

$213

$32

$1,744

1.5.3

Encourage renting of electric vehicles

$3,000

$213

$32

$3,244

1.6.1

Billboards to market eco-friendly products

$1,050

$213

$32

$1,294

1.6.2

Advertisement in Television and radio

$3,000

$106

$16

$3,122

1.6.3

Volunteer Program for beach clean ups

$2,250

$0

$0

$2,250

 

SubTotals

$62,325

$288,150

$43,223

 

 

Markup

$0

$43,223

 

 

 

Budget Estimate

$62,325

$331,373

 

$393,698

 

Total Budget Estimate

 

 

 

$393,698

Risk Assessment

Every project is associated with some level of uncertainty to it. It is essential to identify all the possible risks that might delay the projector and create a budget run situation at the beginning of the project. We at Eco-Know product conduct a brainstorming session at the beginning of the project to identify what can go wrong with the project, how to Minimize the Impact of the uncertainty, what proactive measures we should take, and what will be our contingency plan. All the above question helps to prepare us to take proactive steps, reduce negative impacts, and have better control over the project execution (Grey, Larson, 2021).

 The purpose of a risk assessment table is to display all possible risks, understand the likelihood of the event happening, and outline a mitigation strategy. This document will help our Eco-know team to deal with future uncertainty. The description of all the columns is, 

Risk Description: All the risks identified during the brainstorming session.

Impact Statement: Explains the Impact of the risk.

Deliverable: All the WBS items that need to be delivered throughout the project life cycle

Probability: Likelihood of happening of the event, a score of 1 is lowest, and 5 is for highest Impact

Impact score:  Most likely Impact of the risk with 1 is for little Impact, and 5 is for catastrophic Impact

Score is the Probability multiplied by the Impact; it helps identify the focus areas.

Mitigation Strategy:  A well laid out plan on how to either minimize the likelihood of the risk event from happening and/or a plan to reduce the Impact of it.

 

Risk Assessment Document

No.

Risk Description

Impact Statement

Deliverable

Probability

Impact

Score

Mitigation Strategy

1

Change in requirement from city of Saugatuck

High Possibility of the missing deadline.

Higher chances of scope creep.

Will increase or decrease our project budget.

Business Requirement

3

5

15

Periodic meeting with the city of Saugatuck and taking approval of the final requirement.

The city of Saugatuck should be aware of the project’s critical path, and any change to that will increase the project budget by 20%

A hard stop date should be identified; any change to requirement after that date will increase the project cost and duration.

2

Delays in the procurement of eco-friendly raw material

Will delay the manufacturing activities

Greater possibility of facing logistic risk

May negatively impact the project schedule.

Procurement issue and logistic.

2

4

8

Multiple vendors should be engaged in sourcing raw material.

Perioding vendor and procurement team meetings need to be scheduled.

3

Higher cost

Higher costs will not motivate restaurant owners to replace existing food packaging products.

Slow selling at retail outlets

May negatively impact the cash inflow

Finance and accounts

2

4

8

The city of Saugatuck to impose an environmental tax on all nonbiodegradable silverware purchase

More negotiation with the vendors to reduce raw material costing.

Lean methods need to be implemented to reduce manufacturing costs.

4

Lack of Manpower

Will delay the manufacturing work.

Will delay the sales activities.

–          Will impact the critical path of the project

Human resource

3

3

9

Need to outsource human resources.

Human resource team should periodically monitor workforce needs and strategically provide resources at different stages of project management.

5

Promotion and marketing delay

–          Will impact the awareness of the product among consumers.

–          It will take more time than expected to reach end-users.

technology and marketing

1

3

3

–          Periodic meeting of the marketing team to access status of marketing material.

–          Outsource marketing & promotion to an outside vendor.

6

Logistic risk

–          Will delay the manufacturing.

–          Will delay the Supply of the Eco-Know product.

–          Will increase the overhead cost.

Procurement issue

2

5

10

–          Perioding meeting with transporter to provide transportation when needed.

–          Keep one company vehicle available to deal with an emergency.

 

 

Risk Response Matrix

Risk Event

Response

Contingency plan

Trigger

Who is responsible

Change in requirement

Avoid: Meeting with the City office to understand the change and communicate the impact on the project deadline and budget.

Provide if there is any workaround.

Final response needed from the city office within three working days.

Pranav S. Aundhkar

Delay in procurement

Mitigate: Meeting with the vendor to access the situation and reason for the delay.

Arrange raw materials from the open market or other vendors.

Need to arrange material within 48 hours.

Chowdhury Priyadarshi Samal

Manpower issue

Transfer: Meet with human resource team to arrange workforce.

Hire contractor or share resources from another project.

Meet with other project managers to share resources.

Venkatesh Miryanam

Promotion and marketing delay

Mitigate: Meeting with the agency to access the situation.

Fast track work to complete on time.

Need to resolve the issue within five business days.

Kruti Pandya

Logistic risk

Mitigate: Select a reliable vendor

Keep company vehicle ready for contingency purpose.

Need to resolve within two business days.

Pugazhvel Thirthar Palanivelu

Costing

Mitigate: Reduce cost of raw material and logistics

Reduce overhead expense.

Higher management and City office intervention needed.

Pugazhvel Thirthar Palanivelu

 

 

 

Change control management

Each task administrator wishes that the extension is clear and characterized at the starting stage itself and changes to the degree and usefulness ought not end up upsetting the progression of the undertaking. Notwithstanding, truly, this doesn’t occur and unexpectedly the client concocts extra prerequisites or regularly scope shifts during the direction of the undertaking. The facts confirm that a portion of these progressions are adequately enormous to affect the task spending plan, staffing and plan. Subsequently, as an undertaking supervisor, it is turning out to be more fundamental to carry out a decent cycle to deal with the extension change control. As the possibilities of extension changes are conceivable in both customary and dexterous venture the board strategies, it is essential to have a typical interaction that can be versatile to both. In this report, I have drafted about the 5 regions/steps associated with the change control board that I might want to execute. They are 1) Recognizing, 2)Surveying, 3)Evaluating, 4)Executing, and 5) Following-up the changes.

Recognizing the change

Generally, the prerequisite changes are proposed during the undertaking course of events because of ill-advised investigation during the starting stage. It could likewise happen because of some exhibition effects or issues spotted during the execution stage. Subsequently, however it comes up ordinarily from a client, it can come up because of the undertaking group or the engineer too. It is more vital to recognize it with perfect timing before it is past the time to play out a change.

Surveying the change

Next, the business examiner and the designer really must evaluate the sort, type, power and the intricacy of the change. It is more essential to survey how much will be the effect if/if not this change is carried out before the undertaking go-live. Additionally, it is vital for draw the money saving advantage examination of this degree change. Since, as said in the presentation, some extension changes can immensely affect the characterized spending plan, plan and the staffing. Consequently, this evaluation ought to be done promptly when the change is distinguished.

Supporting the change

Once the effect examination archive and the arrangement reports are ready by the designer and the expert, it is in the possession of the director to survey it from his viewpoint and endorse the change. Now and again, assuming a chief feels that it can upset the stream and it can’t be imaginable, he can dismiss the degree change and persuade the clients for a workaround when the usefulness effect will be significantly less. Subsequently, at whatever point the change is proposed, during any undertaking stage, the administrator should be taking the best choice.

Executing the change

according to the refreshed timetable or course of events, the new change ought to be arranged and embedded by the particular group. It is more vital to archive the change and the arrangement. Particularly in large tasks, when there are more changes occurring, there are chances that a portion of the progressions persuade missed to be recorded. Consequently, the last documentation will in any case be holding the answer for the underlying necessity missing the significant usefulness alters that occurred during the direction of the task. To have better administration and backing even after go-live, it is crucial for archive each minor and significant change that occurred.

Following up the changes:

Sometimes, it is even conceivable that the progressions have affected the other carried out regions or the plan that was made in the inception stage. Henceforth, the expert, analyzer and the supervisor genuinely should follow-up the progressions that occurred in the task to ensure the effects are invalid and the plan is lined up with the degree change.

From my experience, there are a few decent devices like HP Quality focus to raise, evaluate, endorse, track, test and report the changes. Such instruments can assist the venture directors and each partner with having legitimate command over the progressions and to not ensure anything gets missed.

This change control the board plan will archive every one of the information expected to successfully roll out an improvement towards the venture plan. The Target crowd for this arrangement is project chiefs, project groups, partners, backers, and senior initiative work force that will be expected for the change help.

Purpose

The change board plan for items maintainability task will give rules to how the mentioned change will be dealt with in the future at whatever point it occurs. It will portray a board which will deal with and survey the mentioned change and set up a cycle to audit the adjustment of request to comprehend its significance and repercussions towards the venture plan and in general goal. It will likewise set up a leading body of legal administrators to change Approval.

Scope

All partners including project groups, supervisors, supports, providers, government laborers and supportability directors associated with the venture are expected to follow this change control the board plan at whatever point they understand a requirement for change in the undertaking over the task’s timetable All changes to the activities ought to be submitted when they are understood and perceived.

Objective

The objective of this course of action is to truly forward the proposed changes generally on through the undertaking schedule in a speedy and capable manner and follow a specific technique through changes ID through end.

Escalation Process for Change

The Change Control Board is a gathering of power that audits the effect of the adjustment of respects to the task’s current arrangement including extension, spending plan, timetable, chances, and so forth These gatherings will be mindful in distinguishing the requirement for the change to the venture. These individuals from the EKP board are laid out at the underlying venture plan and are as per the following

Role

Name

Contact

Description

Project Sponsor

Eco-Know Products I

EKPI@products.com

Identify the impact of change on project budget

Change Manager

Eco-Know Products II

EKPII@products.com

Review change requirement and identify its feasibility

Environmental Specialist

Eco-Know Products III

EKPIII@products.com

Identify the impact of change on the project product sustainability

Project Manager

Eco-Know Products IV

EKPIV@products.com

Identify the changes impact on overall project timeline and assign work team responsible to execute the change and log change documents.

Project Manager

Eco-Know Products V

EKPV@ products.com

Update the project’s plan and timeline.

Procedures

All the requested changes need to follow the accompanying systems in order to initialize and coordinate the change.

· Change Request Review by EKP

· Identify and Understand Change Requests.

· Assess Change utilizing Impact Analysis

· Assess Budget and cost prerequisites utilizing Cost benefit Analysis

· Assess Environmental and supportability Analysis.

· Approve, Reject or request extra data from a change requester.

Change Control Plan Development

If there should arise an occurrence of an endorsed demand, distinguish who should be accountable for the change and speak with key work force who should know about the change and secure extra subsidizing likewise.

· Request Government Permits and authorizations, whenever required.

· Update achievements and venture plan, apportion proper assets and resources

· Update seller or outsider agreements if relevant.

  Implementation

· Communicate plans to project supervisors and groups dependable to instate the change.

· Initiate the change

    Monitoring

· Monitor the change achievements and finalize the project plan.

TOOLS

· Flowcharts/ Process Maps

· ADKAR Analysis

· Culture Mapping

· Force Field Analysis

· Stakeholder Analysis

CHANGE LOG

All the change logs will be kept up with all through the change the board interaction with the overall venture action log by every one of the gatherings associated with the change the executive’s endorsement and execution process.

APPROVALS

Signature:

Venkatesh miryanam

Date:

Aug 31, 2022

Print Name:

Venkatesh miryanam

 

 

Title:

Eco-friendly Summer in Saugatuck, Michigan

 

 

Role:

Project member

 

 

Project Plan: Execution, Monitoring, and Control

In the project life cycle, the executing phase is where products, services or results of the project will be created. The project moves to the executing phase with the completion of the project planning. This is where creation of products takes place. Marketing deliverables will be created in this phase. The project team often increases in size at this point as more team members get involved to produce required deliverables of the project. In most projects, more team members are needed as there is a lot of work being completed in the executing phase. This is often the longest phase with more resources and cost associated with it.

There are several steps to be followed in the executing phase. The first step is to perform activities of the schedule. The project schedule should be monitored and reviewed to ensure all the activities are completed in a timely manner. The project work should be as close as possible to the schedule. The timings and duration of the activities may vary from the schedule due to unexpected delays in resources. There is a possibility that the project leader may shorten the timing of the project to be on schedule. There are several approaches to reduce the time span of the project such as process improvement, overlapping activities, additional resources, and outsourcing parts of the project. Reducing the project scope can also be done in consultation with key stakeholders and sponsors.

Producing the deliverables is the key output in the execution phase. The project scope document and quality management plan should be consulted throughout the execution phase to achieve desired level of quality. Each project deliverable should be produced as described in these documents.

Monitoring the budget is one of the important activities in monitoring and controlling the project. It should be actively and carefully monitored throughout the lifecycle of the project. The generated costs should be compared to the detailed budget that was produced in the planning phase. Costs may vary due to many factors like unexpected issues, longer work times, price changes for resource material. Comparing the planned cost with the actual cost is the key idea behind monitoring the budget of the project by making required adjustments.

Monitoring the risk is another important aspect in project planning. The level of risks may increase or decrease as the project proceeds in the cycle. The risk register should be monitored to add new risks and determine changes to the impact and probability. It is necessary to ensure that the risk response plans, and contingency plans are performed as required and if there are any actions that should be taken.

Controlling the project work in parallel with monitoring. Communicating the status of the project to all involved individuals is as important as monitoring any alerts or risks. There should be a proper communication management plan and updates should be made from time to time.

In the mentioned project, the project leader or the project manager is responsible for meeting demands of the customers and execution of the project. The project manager should have a proper schedule of the project which includes all the activities and services to be completed in the lifecycle of the project. The leader should have a well derived risk management and contingency plan to identify any issues and should be able to communicate with their team members wisely. The leader should be responsible for process improvement, resource management for any budget monitoring. Monitoring and controlling of the project continuously track the status of the project. The project leader should keep the schedule updated based on the status of the project.

Managing these parallel workforces can be challenging however with encouraging open communication, efficient work management plan and continuous monitoring of the required deliverables, the project leader can successfully control any complex project.

Project Monitoring Activities

Verification and Validation are the two important parts of this project to control as well as monitor the way product is designed as well as manufactured. It is necessary to ensure that any system developed for the designs and development of the products is well within the specifics of the client/end-user/external stakeholder. 

Verification mainly deals with the compatibility of the product at every stage with its consecutive inputs at that given time. It is necessary to check if proper inputs are being fed to achieve required outputs. Hence it is a simultaneous check on the input activities and the outputs obtained to verify that our product is well within the required specifications. Validation is the check on the compatibility of the product that aligns with the client or the end user expectations. This can be termed as a quality check on the product for its use and utilization in the market. 

Verification and Validation are important factors in any project. Hence by establishing and maintaining good methods of verifications and validations would ensure higher success rates for the project. 

Monitoring Objectives

Considering the nature of our project, following are the factors necessary to be taken into consideration for the monitoring process.

Traceability

With different milestones to be achieved, it is necessary to monitor at all the stages, if the inputs provided have gone through a correct conversion process to provide desired outputs. This factor is important as it helps track the use of time as well as resources.

Verification

It is necessary to validate that the design of the products is as per the environmental requirements, standard and procedures. Hence it is important to focus on verification of the product as well as the product distribution in this project

Compatibility & Validity

It is important to check if the designs as well as the costs for manufacturing our product is within the specified budgets for the market and is price competitive and acceptable by the end user.

Consistency & Uniformity

Being an unique project, it is necessary to monitor the consistency of the products that are being manufactured are consistent and of same nature. Also, with the distribution and promotion methods should have uniformity throughout the lifecycle of the project. This would in return help our business maintain a good hold in the market. 

Feasibility

Any new product must have some realistic designs as well as goals to be achieved. We must constantly monitor the product being feasible enough for its applications and use in the targeted market.

Maintainability

This focuses on the shelf life of the products and checks if the product maintains its nature of being sustainable for a particular period. It mainly deals with the quality of the products and their shelf life.

Task Review

Reviews can be termed as going through the different aspects of this project to understand various factors that are helping or affect the project timeline as well as its output. This can be achieved through periodical team meetings, which would help to track and make changes as necessary to help the project run smoothly.

There are following necessary steps involved in the reviews that are necessary to be focused on for ensuring the productivity

Pre-Review/Meeting

· Determine the main topic of discussion, schedule, place and necessary attendees.

· Provide an agenda to all the invitees to understand the meeting necessity. 

· Have all the members submit a pre meeting checklist to understand areas to be focused on.

During Review/Meeting

· Note down necessary topics to be worked on and discussed in future.

· Justify all agenda and meeting topics to the attendees.

· Manage the meeting times to have enough time for discussions on issues/tasks

· Formally record the important decisions and approvals.

Post Review/Meeting

· Prepare and send out a formal report.

· Provide the results and outcomes to all the invitees and attendees who were unable to attend.

Joint Review

This is one of the crucial meetings which would include involvement of all the project leads and their teams, internal as well as external stakeholders.  This mainly focuses on the overview of the product developments and thei

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