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Project Management

Project Managers:

• Noof Alkhawaja 201101329

• Maryam AlShehabi 201100490

• Hafed AlAnjawi 201000032

• Arif AlBolushi 20900013

Table of content

Project Charter…………………………………………………………………………………………………3

Scope Statement (project product)……………………………………………………………………6

Project Deliverables and Objectives…………………………………………………………………9

Work Breakdown Structure………………………………………………………………………......11

Activity List……………………………………………………………………………………….…………...12

Project Network Diagram and Gantt Chart are Emailed

Personnel Resource Matrix…………………………………………………………………………….16

Budget…………………………………………………………………………………………………………….17

Project Startup Meeting………………………………………………………………………………….18

Project Charter

Initiating

Initiating the project started with identifying the business need and a gap in the market for a coffee shop only for women.

Our team was hired by Mr.Taiseer, the owner of Layali Zezenya to identify and select options of a project, along with a project proposal, in order to renovate his coffee shop that is only for male.

There were three options;

1- Converting the only males coffee shop to an only girls coffee shop

2- Re-design the only males coffee shop

3- Convert the coffee shop to a mixed –both males and females- coffee shop

As in for project options two and three, there is no gap in the market as there are many coffee shops serving with the same method.

Based on the uniqueness of the first option and the high estimates of its success in generating profit, it is selected to cover the gap in the market and make a difference.

Business Need

A gap in the market is noticed where there are absolutely no coffee shops or hookah lounges that are devoted only for women in Bahrain. This need is driven from the cultural and religious orientations of Bahrainis where most women cover their hair and most are not allowed to smoke with males around where it is socially not acceptable. The high-end ambiance and atmosphere of the place will send signals that products and services provided are both unique and classy.

According to the consensus summary result for Bahrain’s population in 2010, our target market which are girls aged between 18-26 year old, consists of approximately 8.4% of the whole Bahraini population as it is a youth country.

As well as that, Bahrain is a popular destination for GCC visitors as approximately 20,000 Saudi and Kuwaiti visitors come on weekends to Bahrain through King Fahad Causeway as statistics demonstrated, 30% of our customers on weekends are expected to be those from GCC visitors.

As the results of conducting a survey from a random sample of 60 persons show, the characteristics of a wide proportion of Bahraini girls this age tend to be fun, outgoing, and music and dancing lovers. 84% of those who answered were in favor of opening an only girls coffee shop and most even promised to visit the place once it is open.

Current status:

The coffee shop’s design lacks elegance and style. The place currently serves low end products and services with cheap prices (hookah at BD 0.9). The current average number of customers on a daily basis is 150 customers on weekdays and 200 on weekends. The branch operates for 24 hours and carries many costs thus to that. According to the income statement of Zezenya, the sales revenue generated have an average of BD 9000 each month.

Desired status:

The coffee shop will be completely converted to a girls coffee shop that is sophisticated attracting medium to high-income individuals. The coffee shop will have lower capacity of 72 customers. Assuming we maintain an average of 100 customers on weekdays and 150 on weekends which is less than before. However, increase the average customer’s expenditure by providing products and services with higher quality, the spending average will rise from BD2 per customer to BD6 per customer. This causes the sales revenue to go up from BD 108000 to BD 230400.

Project Description

This project aims to be the women’s destination for fun by providing them with a café that is designed only for females allowing them to take off their hijab and enjoy various activities. Fume is a first of its kind only female café that is located in Zenj. The café provides several services to the customers such as hookah, food and beverages, entertainment activities that include hosting a female rock band and a DJ that will add a fun factor to the place and encourage customers to visit. The place is also designed to have a French ambience that goes along with the name of the coffee shop. An integrated marketing campaign will be carried out to minimize any cultural resilience and increase the demand on the place. Finally, the project’s final stage is the grand opening that will increase the café’s publicity dramatically as fashion bloggers will be invited.

Project Rationale

By implementing this project, the coffee shop will have a brand new, better image and looks from all aspects of design, branding, and atmosphere... allowing the owner to attain higher amounts of profit enabling the business to exceed and expand to accomplish its vision. The gap in the market will be covered as we expect to be the pioneers in this area to achieve customers’ satisfaction and provide them a private joyful time. They can get maximum fun all within the cultural and social acceptable rules.

Stakeholders

Authorizing stakeholder:

Ms  Evelyn O' Donoghue

Principal stakeholder (directly affected):

Bahraini women, GCC women visitors, Ministry of Commerce.

Project manager: Nouf Alkhawaja

Project team members: Maryam Alshehabi, Hafedh Alanjawi, Arif Alboloushi

Assumptions

• We assume that we will get the P.O.S machine from NBB for free, however, with a 3% commission on the cash sales through it.

• We assume that the legal papers available are sufficient enough and require no further approvals.

• We assume that the arrival of the waitresses and chefs will take one months.

• We assume that we will have a high customers’ satisfaction rate (80%).

• We assume that the monthly net profit of the project will be BHD 22400.

Constrains

Internal limitations:

- The waitresses hired might lack professionalism and experience especially with our advanced P.O.S implemented.

- The target market of the company –compared to other markets-, is relatively small as we are only targeting young females.

External limitations:

- Cultural and religious constraints within the community.

- Competition from other competitors (mixed coffee shops)

- Legal constraints as visitors below 18 are not allowed to smoke.

Scope Statement

Project Product

The project is to renovate the existing male café Layali Zenzenya to a girls only café naming it Fume. Fume is the first of its kind “Only Ladies” Shisha place in Bahrain providing various services including food, smoking shisha and not to mention high quality entertainment during weekends by some of top artists in the region, starting from first year the first GCC female DJ ‘’Leila Sohrab’’. She will take over the decks with her signature sounds, joining Leila will be the Saudi based first female rock band ‘‘The AccoLade’’ as agreed upon, the entertainers will performed three nights a week. Not only that, lucky visitors will get the opportunity to perform once a week alongside the band in an open mike night, as well as having a karaoke night; these activities are placed for better customer engagement and enhancing the overall experience; as females will have the chance to try out new activities in a fun and private environment. The place will be opened around the week, in the weekdays it will open from 10 to 12, but in the weekends it will be from 10 to 2am.

The café is located across Zenj’s main road numbered 35, building number 27/5, block number 329. This location was chosen as there is no neighborhood nearby. As entertainment is associated as one of Fume’s services, girls only parties are thrown every single weekends with the resident band and the DJ.

Fume is 15 meters by 8 meters which makes the place 120 meters square. The wooden tables provided are of 1 by 1 meter. Each table will occupy one square meter along with four chairs around the table of 0.5 meters in length. This will take 4 square meters for each seating area. Fume will have 16 table seating which will occupy a total of 64 square meters. For privacy purposes, the tables will be destined from each other at one meter. There will also be a 6 square meter stage in the upper side of the café for performers and hosting events. Nevertheless, four VIP sofas will be placed on the sides of the stage. The 2 by 1 sofas will take 4 square meters on each side only, as there will be no spaces between them. To conclude, Fume’s customer capacity is almost 72 persons. After adding the tables, the café is spacious enough to have an empty space of 30 meters dance floor in front of the stage.

The place is constructed and designed to have a French Ambience, the name itself Fume is French and it means Smoke which relates to our hookah services speciality. In addition, Fume’s interior colours are “Maroon Jotun AC 128” and “Beige Jotun 7927” that reflect elegancy as well as class. The 15 meters wall across the main door will be stripped in those two colours. The other three walls will get painted plain beige but golden frames. Moreover, the 8 meter wall on the right side is getting a French touch by adding maroon and black curtains that are 8 meters in width by 2 meters long to cover the glass windows; this will increase privacy and encourage girls to be comfortable if they choose to take off their hejab, smoke, eat or dance.

The installment of lights is also in accordance with the overall ambience as the two French designed chandeliers are going to add a classical touch. The lights are yellow and relatively dim, it can also be dimmed more when the entertainers are on stage; as the lights that are installed above the dance floor will work with the sound system to make the place more alive and fun.

The Hookah is also of high quality that is made in Egypt branded by Ager company. It is made of maroon glass and golden metal joints to match the café’s design.

We might face some difficulties attracting customers as they might not feel safe taking off their hejab for example or wear dress. Thus, a security system will be implemented and security guards will be hired. Not only that, a marketing campaign will take place one month before the grand opening to raise people’s awareness that it is acceptable for girls to gather and have fun in private and assure that the place is high-class. The campaign will also focus on the point that the place is 100% male free, and that the café is chic and elegant that goes along with the feminine taste.

Finally, there will be a grand opening as the final stage of the project. Some famous female figures will be invited to the event such as fashion bloggers from instagram, such as Dalalid, Ascia and Yileda; as they post about the place in instagram the customer base will increase dramatically and people will be encouraged to visit from all around the GCC. It will take place from 7 pm to 12 pm including buffet and band performance

According to the survey conducted, the project will attract around 800 visitors a week to enjoy the French ambience and a high-class café The French ambience and the classy colours indicate a high-class café, which targets (also according to the survey) middle to high income females that are aged between 18 to 26. A fully integrated marketing campaign will also focus on the fact that an experience at Fume will be enjoyable, private and classy all at once.

Project Deliverables and Objectives

|Deliverables |Time |Cost |Quality |

|Design |3Weeks |BD 1,039.6 |The place will be renovated by a well known and professional |

| | | |interior designer. The design will be luxurious with a French |

| | | |ambience. |

| Construction |20 Days |BD 4,200 |The construction will be done professionally by a company |

| | | |operating in this field, providing solid and last longing |

| | | |outcomes since 2003. |

|Recruitment |2 Months |BD 22,400 |The labor are selected precisely according to the needs and |

|Long-term | | |standards of the café carrying attractive characteristics such as|

|Short-term | | |good looking, clean, smart, friendly etc.. |

|Furniture |1 Week |BD 8,135 |The furniture of the lounge is made in Italy, using maroon velvet|

|Kitchen | | |colors with a highly comfortable sponge, while the tables are |

|Lounge | | |fitted exactly to the height of the chairs creating a rhythmic |

| | | |seating. |

|Equipment |3 Weeks |BD 13,802.72 |The equipment will be brought from well known descent places in |

| | | |Bahrain, known for their high quality. |

| | | |The hookahs that will be used in the cafe are colorful and |

| | | |unique, while the lighting is selected to connect with the sound |

| | | |system to create a consistent wonderful atmosphere. The P.O.S |

| | | |system is innovative, as the waiter places the order from a |

| | | |device, it is sent to the kitchen enabling faster and more |

| | | |convenient and accurate orders taking. The LG TVs carry high, |

| | | |advanced qualities and purchased at a 2 years warranty. |

|Menu |2weeks |BD 500 |The menu will be inspired from French recipes to match the theme,|

| | | |the food served will be of high quality with good, tasty, and |

| | | |fresh ingredients. |

|Marketing & Branding |1 Month |BD 1,800 |The marketing campaign will be extremely focused and will reach |

| | | |out many girls of our target market in a fashionable way that is |

| | | |attractive Via both online and traditional marketing techniques. |

| | | |The grand opening will have fun decorations that are eye catching|

| | | |and emphasizing to our overall project and the VIP attendants |

| | | |will be popular to the target market. |

|Grand Total = BD 61,713.21 |

Work Breakdown Structure

Activity list

1. Hire a design consultant

1. Ask for an outline of an internal map for Fume.

1.1.1 Choose colors for the internal paint job.

1.1.2 Define the place and size of the band stage.

1.1.3 Define the desired place and size of the hookah bar.

1.1.4 Identify the needed kitchen furniture.

1.1.5 Identify the needed lounge furniture.

1.1.6 Visit showrooms searching for the best furniture options

1.1.7 Select the best furniture options.

1.2 Choose external paint of café to match ambience.

2.0 Hire a Construction agency.

2.1 Build the stage according to the internal outline.

2.2 Build the kitchen’s take/away food counter.

2.3 Do the floor finishing with parquet.

2.4 Adjust wiring work for the electrical light fitting.

2.5 Paint the place.

2.6 Install blackouts and curtains.

2.7 Clean the place.

3.0 Hire a recruitment agency.

3.1 Identify the long-term positions needed for the café.

3.1.1 Interview the candidates along with the agency.

3.1.2 Select the most appropriate candidates.

3.1.3 Create contracts for candidates.

3.1.4 Get confirmations and signatures from them.

3.2 Hire a female band and one female DJ as short term employees.

3.2.1 Contact possible candidates to check availability and willingness.

3.2.2 Compare between them according to price and playlists.

3.2.3 Choose the best candidates for the position.

3.2.3 Sign contracts with the chosen band and DJ.

4.0 Purchase furniture.

4.1 Purchase kitchen table.

4.1.1 Pay for the kitchen table.

4.1.2 Get the items delivered.

4.2 Purchase Lounge Furniture

4.2.1 Get VIP seating sofas.

4.2.2 Get Standard seating (table with chairs).

4.2.3 Get hookah bar.

4.2.4 Pay for the lounge furniture.

4.2.5 Get the items delivered.

5.0 Purchase equipment.

5.1 Identify the needed kitchen equipment

5.1.1 Search for them online or through super markets.

5.1.2 Select the best option based on quality and price.

5.1.3 Pay for the selected equipment.

5.1.4 Agree on delivery place and date.

5.2 Buy 30 hookahs

5.2.1 Search for hookah vendors and get at least 3 quotations.

5.2.2 Select most luxurious, feminine, good hookahs matching the ambiance.

5.2.3 Pay for hookahs.

5.2.4 Confirm delivery date.

5.3 Purchase entertainment equipment

5.3.1 Purchase sound/lightning systems through the web.

5.3.1.1 Choose options that are highly interactive and loud.

5.3.1.2 Send inquiry emails about prices and specifications of systems.

5.3.1.3 Confirm the deal and installation dates with the selected option.

5.3.1.4 Pay via credit card online.

5.3.2 Purchase TVs and receivers.

5.3.2.1 Search for large TV and receiver choices through super markets.

5.3.2.2 Select the best choice of four TVs based on quality and price.

5.3.2.3 Pay for the TVs and Receivers.

5.3.2.4 Agree on delivery and installation dates.

5.4 Purchase toilet equipment from Build-Mart.

5.4.1 Select toilet equipment of color that matches the coffee shop’s scheme.

5.4.2 Pay for the toilet equipment.

5.4.3 Give the coffee shop’s address for delivery.

5.5 Purchase security system.

5.5.1 Search for security system suppliers.

5.5.2 Select a supplier and security items needed.

5.5.3 Pay for the security system.

5.5.4 Get the system delivered and installed.

6.0 Create a menu for the café.

6.1 Create a new, special version of Fume menu.

6.1.1 Have the chef look at menus from similar cafes.

6.1.2 Choose the most suitable dishes for the café.

6.1.3 Try recipes and check needed ingredients.

6.2 Get manager’s approval of the menu.

6.3 Contact suppliers to provide the needed ingredients on a daily basis.

6.3.1 Agree on ingredients, prices, and delivery routine

6.3.2 Give advanced payments for the grand opening day food ingredients.

7.0 Brand and market the place.

7.1 Hire a graphic designer

7.1.1 Ask to create the logo, posters, billboards, tickets, place’s sign, and menu designs.

7.1.2 Agree on a due dates and fees.

7.1.3 Pay when the material is delivered.

7.2 Start a marketing campaign through social media and traditional marketing.

7.2.1 Create Facebook, Twitter, and Instagram accounts with the name (FumeBH)

7.2.1.1 Post pictures of the place in the making and once ready.

7.2.1.2 Post attractive comments about the place.

7.2.1.3 Publish the grand opening time and location.

7.2.2 Rent Al-hashimi billboard space (7days).

7.3 Prepare and host the grand opening.

7.3.1 Send out grand opening invitations.

7.3.1.1 Invite VIP Instagram celebrity bloggers (Dalalid, Ascia, Yelda) 7.3.1.2 Get confirmation from those who will attend.

7.3.1.3 Book for accommodation and flight tickets and inform the visitors.

7.3.1.4 Assign a driver to the VIP customers.

7.3.1.5 Sell 60 tickets to customers through City Center Stands,Price10BD.

7.3.2 Ask the designing consultant to start decorating for the grand opening.

7.3.2.1 Order needed decoration materials.

7.3.2.2 Pay and receive materials.

7.3.2.3 Decorate the café.

7.3.3 Have the chefs extract food choices for buffet from our menu.

7.3.3.1 Prepare the food one hours before the grand opening.

7.4.4 Open the place and welcome customers

7.4.1 Cut the ribbon by a celebrity.

7.4.2 Start the music by the DJ and then band.

7.4.3 Serve hookahs to those who order it.

7.4.4 Open the buffet at 9PM.

7.4.5 Close the buffet at 11PM.

7.4.6 End the grand opening at 12AM.

Project Network Diagram and Gantt Chart Sent By email because it is done through MS. PROJECT.

Personnel Resource Matrix

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Budget

Two strategies were chosen to come up with the most accurate budget possible, the first strategy that was used is top down where we started from the biggest component (deliverables) going down to the smallest details where amounts were based on similar projects. The second strategy chosen was bottom-up where we gathered quotations and calculated the budget from the bottom going up to the categories and it was the actual budget chosen because all the quotations were valid for at least one month. The budget was also validated by Mr. Taiseer as he is a banker himself.

Budget is also sent by email through an excel sheet for a clearer view.

Project Start Up Meeting

• Project Vision

This project aims to be the women’s destination for fun by providing them with a café that is designed only from females allowing them to take off their hejab and enjoy various activities. Fume is a first of its kind only female café that is located in Zenj. The café provides several services to the customers such as hookah, food and beverages, entertainment activities that include hosting a female rock band and a DJ that will add a fun factor to the place and encourage customers to visit. The place is also designed to have a French ambience that goes along with the name of the coffee shop. An integrated marketing campaign will be carried out to minimize any cultural resilience and increase the demand on the place. Finally, the project’s final stage is the grand opening that will increase the café’s publicity dramatically as fashion bloggers will be invited.

• Defined roles

• Individual commitment

1. The project manager will make sure to get involved in all of the activities and guarantee that they are on the right track based on time and quality, and will communicate to each participant in the coffee shop enabling the project to succeed.

2. The financial manager will attempt to bring the coffee shop’s budget under the 70,000 by bringing at least 3 quotations from 3 suppliers for each equipment or furniture that is to be bought, along with making sure that the place is still luxurious and chic with good quality.

3. The HR manager will make sure of sourcing good and qualified agencies and employees that suit our company’s vision and will also follow up with them and provide them with their duties and responsibilities.

• Joint commitment

All participants in the coffee shop making process will provide the most accurate and right information they can come up with, all will attend all meetings as well as participate and give constructive opinions for the a better outcome and to reach the goals. All of which will give accurate and frequent updates on their standing and situation and what they accomplished so far and what obstacles that they have encountered along with providing possible solutions.

• Focus on deliverables

The key deliverables of the place are as followed:

1- Design; in order to get the ambiance that the company is seeking for.

2- Construction; to get the place transformed and ready.

3- Recruitment; to get qualified employees to serve as well as popular DJs and Bands.

4- Furniture; the furniture will also suit the place’s ambiance.

5- Equipment; all the needed equipment will be purchased such as entertainment equipment to provide customers a good experience.

6- Menu; the menu will be created very thoroughly as it is one of the main incomes in the project.

7- Marketing and grand opening; all of will seek to raise as much attention to the project enabling it to succeed.

• Feedback

The project manager will provide performance feedback to each of the HR manager, Financial controller, and marketing manager a thorough and deep performance review that is to be given throughout their work process and duties, both within their task to enable them to do better and adjust if they lacked any skills and perform better, and after they are done with the task to give them an overall review of what they did.

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