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FOREIGN TRADE UNIVERSITYFACULTY OF BUSINESS ADMINISTRATIONProject Group WorkTo install water dispensers on building A of FTUInstructor: Dr. Dao Thi Thuong, Dr. Nguyen Thi Hoa HongHanoi, 2021TABLE OF CONTENTSI. Scope StatementA. ObjectivesB. DeliverablesC. RequirementsD. Project Limits and exclusions...

Description

FOREIGN TRADE UNIVERSITY FACULTY OF BUSINESS ADMINISTRATION

Project Group Work To install water dispensers on building A of FTU Instructor: Dr. Dao Thi Thuong, Dr. Nguyen Thi Hoa Hong

Hanoi, 2021

TABLE OF CONTENTS I.

Scope Statement A. Objectives B. Deliverables

C. Requirements D. Project Limits and exclusions E. Customer review II.

Work Breakdown Structure

III.

Organization Breakdown Structure

IV.

Responsibility Matrix

V.

In-Depth Schedule A. Activity duration table B. Gantt Chart C. Activity on note

VI.

Preliminary risk analysis A. Risks B. Qualitative method C. Quantitative method D. Risk Mitigation Strategies

I. Scope Statement A. Objectives: To install 12 bottles of water-refill points in building A of FTU within 2 months from 6-7/2021 with an estimated budget of 60 million VND. The water dispensers would be distributed as follow: 8 water-refill points on the first floor 2 water-refill points on the 4th floor 2 water-refill points on the 6th floor B. Deliverables: 1. Research on Internet and evaluate between supplier to find suitable dispenser and bottle supplier 2. Prepare proposal and compose project budget estimation to send to the board of the university 3. Finding suitable location to place the water-refill points and places for storage 4. Purchase bottles and dispensers 5. Logistics and transportation of bottles and dispensers after purchase 6. Refill-points and hotline installation 7. Project termination and delegate responsibility to other parties

C. Milestones: Permits approved Choose a suitable supplier of bottles and dispensers FTU approval of suppliers and disbursement 23.06.2021 Receive all dispensers and bottles Dispensers and hotline installation Final inspection Delegate responsibility to authorized parties

01.06.2021 03.06.2021

28.06.2021 30.06.2021 16.07.2021 22.07.2021

D. Technical requirements: - Hotline available to contact when an issue occurs - Setting up queue line and sign for refilling water - Checking and replacing water when empty - Bootle volume must be 19l - The water temperature in the hot bulb must reach at least 60 Celsius degree and able to contain at least 1l of water - The water temperature in the cold bulb must decrease to at least 10 Celsius

degree and able to contain at least 1l of water -The voltage of the dispenser must be 220V, 1.2A E. Limit and exclusion: Decoration of the bottles and dispenser would not be include Removal or relocate bottles, dispensers due to any reason after delegation of responsibility would not be induce Maintenance of dispenser would be responsible by both project team members and the contractors 1 week after delegation Hotline of dispenser would be responsible project team members and the contractors 1 week after delegation Project team members have no right and responsibility to plug in the dispensers. Those rights are held by the board of the university. F. Customer review: Dr. Dao Thi Thuong, Dr. Nguyen Thi Hoa Hong

II. Work Breakdown Structure

For closer speciation here is the link that we did the diagram: https://drive.google.com/file/d/1YhLEEe_jQdq2YJRTR043hGTekk-P3PHT/view? usp=sharing

III. Organization Breakdown Structure

For closer speciation here is the link that we did the diagram: https://drive.google.com/file/d/1Lzb_hDvl8_TRuetitVZzsWZV2kL66SIy/view? usp=sharing

Cost account table: 1.Market

2.Proposal

3.Finding 4.Purchase

5.Logistic 6.Installation 7.Termination

Supplier research team Marketing department

research and evaluation

Location

1.1; 1.2; 1.3;

3.1; 3.2

Proposal writing team Purchasing team

Logistic department

2.1; 2.2; 4.1;4.2;4.3

7.1

Transportation team

5.1;5.2

Quality assurance team

5.3

IV.

Responsibility Matrix Personnel table: Name

Department

Title

Doanh

Marketing department

Chief editor

Hai

Logistic department

Head of purchasing

Hung

Marketing department

Long Khoa

Logistic department Logistic department

Head researcher Transportation manager QA manager

6.1;6.2

7.2;7.3

Long

Hung Doanh Hai Khoa

Deliverable or Task Market Research+Evaluation Task 1: Do market research throughout both online and offline channels (price, brand name, and other factors)

R

S

A

Task 2: Make comparison and evaluation among products

R

A

S

Task 3: Choose the most suitable products and supplier

R

A

Choose the most suitable products and supplier

Proposal Task 1: Compose the purchase proposal + budget estimation Task 2: Handle the purchase proposal +Receive the budget(reach agreement on the date of budget receive, number of budgets, and method of transfer)

A

R A

S R

S

Finding location Task 1: Pick a fixed spot for the water dispensers on each floor

S

R

A

Task 2: Pick a spot for water bottles and spare dispensers storage

S

R

A

Purchase Task 1: Purchase

S

R

A

Task 2: Record the bill

S

R

A

Task 3: Compose financial report

S

R

A

Logistics Task 1:Decide logistics option and ensure safety requirements Task 2: Receive and check the quality and quantity of the products at hand Installation

R

A

S

R

A

S

Task 1: Install the dispensers and bottles

S

R

Task 2: Install hotline

S

R

Termination

Task 1: Send the financial statement and the bill for the school Task 2: Final inspection of the water-refilling points Task 3: Delegate the responsibility of maintaining and preparing the dispensers to the authority

V.

R A

S S

R R

In-Depth Schedule A. Activity duration table

Code

Activity no Activity

Precedence Pessimistic Likely Optimistic Duration

1 Research+evaluation Do market research throughout both online and offline channels (price, 1.1 brand name, and other factors) A

3

2

1

2

4 1.5 6

3 1 3

2 0.5 1

3 1 3

20

15

9

15

2

1

0.5

1

Make comparison and evaluation 1.2 among products Choose the most suitable products and 1.3. supplier

Proposal prepare + 2 budget estimation C D E F

2.1 Compose the budget estimation 2.2 Type proposal 2.3 Send proposal Handle the purchase proposal +Receive the budget(reach agreement on date of budget receive, number of 2.4 budget, and method of transfer)

A B, C D

E

3 Finding location B

Pick a fixed spot for the water 3.1 dispensers Pick a spot for water bottles and spare 3.2 dispensers storage A

4 Product purchase

H J M

4.1 Purchase 4.2 Record the bill 4.3 Compose financial report

2 2 3

1 1 2

0.5 0.5 1

1 1 2

1.5

1

0.5

1

2

1

0.5

1

3 2

2 1.5

1 1

2 1.5

3

2

1

2

21

17

15

17

7

5

3

5

G H J

5 Logistic G I

Decide logistics option and ensure 5.1 safety requirements receipt and check the quality and 5.2 quantity of the products at hand

F H

6 INSTALLATION K L

6.1 Install the products 6.2 install hotline contact

B, I I

7 TERMINATION N M O

Send the financial statement and the 7.1 bill for the school 7.2 inspection Delegate the responsibility of maintaining and preparing the 7.3 dispensers to the authority

L, K J

B. AOA chart:

Critical path: A-C-D-E-F-G-H-I-K-N-O. For closer speciation here is the link that we did the diagram: https://drive.google.com/file/d/1KX0MgZT0t5s6sb9ZfcMaiQbzd-ZZdZCs/view? usp=sharing C. Gantt Chart:

For closer speciation here is the link that we did the chart: https://sharing.clickup.com/g/h/5ebue-124/96bd190e1076fa2

VI.

Preliminary risk analysis A. Risks 1

Project staff incompetence

2

Chosen supplier do not meet with requirements

3

The actual price differs from price estimation

4

There is no good location for installation

5

The university doesn't want to grant the project because the cost is too

high 6

Price higher than estimation

7

Unable to record bill

8

The transportation takes longer than expected

9

Issues in transporting goods: not enough quantity, wrong models,

damaged goods during transporting 10

Installation error

11

Hotline contact doesn’t work

12

Product defect after shipping to university

13

Authority refuse to take responsibility

14

Overwhelming demand from the students make the service reach capacity

15

Set up inventory and refill

B. Qualitative method

Consequences

Likelihood Medium 3

High

Low

Low 2

Medium

7, 12

8, 15,11

14

High

1, 4, 13

9

10,5,6

C. Quantitative method

No of risk

Pm

1

2 3 4

Pc

0.1

0.1 0.1 0.1

Pd

0.5

0.3 0.5 0.9

0.7

0.3 0.5 0.9

Pf Cc Cs Cr Cp 0.266 66666 67 0.1 0.5 0.3 0.7 0.133 33333 33 0.3 0.5 0.3 0.3 0.2 0.7 0.3 0.1 0.3 0.333 0.3 0.9 0.7 0.7 33333

Cf

0.4

Risk Scoring Risk factor

0.56 Moderate risk

0.43666 0.35 66667 Moderate risk 0.35 0.48 Moderate risk 0.65 0.76666 High risk 66667

5

0.3

0.9

0.9

6 7 8

0.7 0.5 0.7

0.5 0.5 0.3

0.7 0.7 0.5

9

0.5

0.9

0.9

10

0.7

0.5

0.9

11

0.7

0.1

0.7

12 13

0.7 0.7

0.3 0.7

0.9 0.5

14 15

0.7 0.5

0.7 0.5

0.7 0.7

33 0.4 0.466 66666 67 0.4 0.4 0.466 66666 67 0.533 33333 33 0.466 66666 67 0.533 33333 33 0.4 0.466 66666 67 0.4

0.1

0.9

0.3

0.7

0.5

0.9 0.7 0.1

0.5 0.5 0.5

0.3 0.7 0.5

0.5 0.55 0.7 0.65 0.5 0.4

0.7 High risk

0.76 High risk 0.79 High risk 0.64 Moderate risk

0.1

0.7

0.9

0.81333 0.9 0.65 33333 High risk

0.1

0.7

0.7

0.7 0.55

0.79 High risk

0.57333 0.2 33333 Moderate risk

0.1

0.1

0.3

0.3

0.9 0.3

0.9 0.7

0.9 0.7

0.7 0.85 0.7 0.6

0.93 High risk 0.76 High risk

0.7 0.7

0.5 0.5

0.3 0.7

0.7 0.55 0.5 0.6

0.76 High risk 0.76 High risk

D. Risk Mitigation Strategies 01. Pre-checking of the staff's competence 02. Prepare multiple suppliers with the same quality so we have many options to choose from 03.Try to negotiate and Set-up the contract to get a fixed price first

04. Do the research in terms of students behavior to find out where is potential to set up the dispensers (the place students spend most of their time) 05. Figure out the benefits the school can get (student experience => raise profit from raising tuition fee); carefully do the market research to minimize the cost as much as possible 06. Prepare an unexpected budget with the number of 10% of the total budget estimation 07. Record bill through electronic means such as email or taking pictures 08. Call in advance to make sure they remember the schedule and remind them to go on time 09. Set up insurance contract for damaged products in transportation 10. Make sure the installer has installed the dispenser successfully before and print out specific guidelines to follow 11. Get more than one hotline contact from the supplier; check the number before the termination process 12. Set up a term in case of a product defect in the contract (exchange, refund, warranty,...) 13. Work with the authority to find out what they do not satisfy with the project then fix it 14. Create another project, which is expanding the number of bottle-refilling dispensers 15. Find a new inventory near building A such as from the Security room or building B, logistics between those using xe day...