Professional Documents
Culture Documents
Team 6
March 27, 2016
Project Information
Project Name and Description
PJ Enterprises, a mail-order catalog company, seeks to increase
sales by $2 million and improve customer-service scores by 10%
over last year. To address these needs, PJ Enterprises hired
Concept Creators to design, develop, and deliver a learning
program for the telephone operators and customer service
supervisors.
Phase One of this project included reviewing and revising the
employee handbook. This phase of the project has been
completed.
Phase Two is to develop a product guide database.
Phase Three is to provide product, sales, and customer service
training for the telephone operators and customer service
supervisors.
Project Manager
The Project Manager for this project is Michel OHara. She has
been in contact with Jane MacKenzie-Smith, the Project Sponsor,
on a regular basis throughout the initial assessment and analysis
phases of this project.
Project Sponsor
The Project Sponsor for PJ Enterprises is Jane MacKenzie-Smith.
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Stakeholder
on the Project
Jane MacKenzieSmith, Project Sponsor
Jane Mackenzie-Smith,
Project Sponsor and
Tie-breaker (the
person who will make
decisions, both
strategic and content,
should subject matter
experts disagree)
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Stakeholder
on the Project
Reviewers:
Sheena Perez,
Merchandising
Manager
Ray Johnson,
Assistant
Merchandising
Manager
Subject Matter
Experts:
Sarah Commons,
Customer Service
Supervisor
Maria Gomez,
Customer Service
Supervisor
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Stakeholder
on the Project
Additional Subject
Matter Experts:
Paula Moore,
Telephone Operator
Rosalinda Sanchez,
Telephone Operator
IT Contacts:
Bruce Bennett,
Vice-President of
Information Systems
Yun Tsien,
Manager of the New
Sales System
Installation Project
Lucy Fieldman,
Oversees Manager
responsible for PJ
Enterprises Intranet
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Stakeholder
on the Project
Concept Creators
Project Management
Team:
Michel OHara,
Project Manager
Ginger Moore,
Project Coordinator
Christie Carter,
Instructional Designer
Catie Rolph,
Course Developer
Leslie Melvin,
Technical Writer
Maggie Bieniek,
Performance Analyst
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Description of Work
Project Purpose
The purpose of this project is to improve customer service
performance by the telephone operators and the customer
service supervisors and increase the telephone operators product
knowledge. To that end, the successful completion of this project
will also increase employee morale and reduce employee
turnover.
Business Objectives
PJ Enterprises strives to achieve its company mission of
providing customer satisfaction through excellent and
knowledgeable customer service intended to help offer customers
the most unique products in the market place.
Its stated business objectives include:
Aggressive growth to maintain or exceed projected targets
Maintain profitability
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Project Deliverables
Concept Creators will deliver the following solutions to PJ Enterprises.
Solution
Delivery
Method
Paper
documentation
Seat Time or
Pages
N/A
Product Guide
Database
N/A
Telephone Operator
and Customer Service
Supervisor Training
Instructor-Led
Training (ILT)
12 hours
Employee Handbook*
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Description
Review and revise employee handbook
to ensure policies and procedures align
with company missions and goals
* Employee
Handbook was
completed in Phase
One.
Deliverables In Scope
Concept Creators will undertake the following tasks to complete
the above deliverables:
Review and revise employee handbook (Completed)
Design, develop, and deliver telephone operator and
customer service supervisor training
Develop materials used in training, including scripts,
facilitator guide, and all learner materials
Facilitate development and implementation of a new
product guide database for use by telephone operators and
customer service supervisors during customer interactions
Out of Scope
Concept Creators is not responsible for the following:
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Project Parameters
Budget
Below is an estimate of the time and money required to complete
the deliverables for PJ Enterprises. Given that these numbers are
an estimate, please note that each line item could vary plus or
minus 10%.
Deliverabl
e/ Solution
Seat
Total
Cost
Time or
Hours
Scope
Estim
Figure
ated
Completed in Phase One.
Employee
Handbook
Product
Guide
Database of all
products; to
include new
catalog items for
use during
customer calls.
Multiple search
options /
functions.
Outsource
d
developm
ent time
and server
integration
N/A
$50,00
0 to
75,000
Telephone
Operator
and
Customer
Service
Training
Comprehensive
product, customer
service, and sales
training to
include:
Scripts
Facilitator
Guide
Learner
workbooks
Job aids
Role-plays
Simulations
Demonstration
s
Formative and
summative
assessments
InstructorLed
Training
(ILT);
Seat time:
12 hours
480
to
600
$48,00
0 to
$60,00
0
Total Cost:
(approximatel
y)
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Type of
Training/
Deliverable
$98,00
0 to
$135,0
00
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Concept
Creators:
Michel OHara
Role
Responsibilities
Project
Manager
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Plan project
schedule
Assure
communication
among team
members and
project sponsor
Oversee product
guide
development by
vendor
Keep members
accountable
Handle
problems
Coordinate all
activities for
project
Conduct team
meetings
Manage budget
Est.
Hours
Needed
90
Provide status
reports to client
Determine
effectiveness of
training
Finalize project
documents and
archive
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Name
Christie Carter
Role
Instructional
Designer
Responsibilities
Leslie Melvin
Technical
Writer
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Design and
develop
assessments
Collaborate with
team members
when preparing
Design
Document and
training
materials
Write course
outline and
objectives
Collect and
assemble
materials from
all members
Prepare final
documents for
team review
and final
submission
through original
or revision
writing, editing,
grammar/spell
check
Ensure
materials reflect
consistent style
and tone
Ensure
materials reflect
cohesive project
Est.
Hours
Needed
120
60
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Name
Maggie Bieniek
Role
Performance
Analyst
Responsibilities
Catie Rolph
Course
Developer
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Analyze overall
training/ learner
needs and
learning
environment
Assess
performance,
usability and
success of
project by
conducting a
performance
assessment via
surveying tools
such as
Qualtrics or
Survey Monkey
Design and
develop overall
structure and
feel of course/
training
materials
Create
supporting
documents,
including but
not limited to
role-plays,
training
handouts,
learner
workbooks and
facilitator guide
Est.
Hours
Needed
60
150
12
Name
Ginger Moore
Role
Project
Coordinator
Responsibilities
Coordinate
activities and
deadlines, as
well as meeting
agendas, while
working closely
with the project
manager
Ensure
processes go
smoothly and
assist other
team members
in various
efforts during
the project
60
600
Responsibilitie
s
Role
PJ Enterprises:
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Est.
Hours
Needed
Jane MacKenzieSmith
Project
Sponsor
Sheena Perez
Reviewer
Provide input to
and review all
materials
Provide final
sign-off
Provide product
information
Est.
Hours
Needed
60
18
13
Name
Role
Sarah Commons
and Maria Gomez
Subject
Matter
Experts and
Reviewers for
Training
Additional
Subject
Matter
Experts
Ray Johnson
Reviewer
Bruce Bennett
Yun Tsien
Lucy Fieldman
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IT Contacts
Responsibilities
Provide subject
matter
expertise for
training
Assist in
conducting the
training
Review and
analyze training
materials
related to
telephone
operators and
customer
service
supervisors
Review and
analyze training
materials for
telephone
operators
Review
materials
Provide input
and oversight
for product
guide database
Assists in
making sure the
new product
guide database
system
functions
properly once it
is implemented
Est.
Hours
Needed
60 each
30 each
42
12
14
Name
Role
Responsibilities
Est.
Hours
Needed
312
Project Milestones
Subject to agreement from PJ Enterprises. Concept Creators will
present the deliverables on the following dates:
Milestone
Employee HandbookReceive Sign-Off:
Review and Revisions to Employee Handbook
Date
Completed
Training Materials:
Conduct Pilot Test and Revise (if needed)
June 1, 2016
Training:
Conduct and Complete Telephone Operator
and Customer Service Supervisor Training
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Problem Area
Employee
turnover
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Likeli
hood
15
3
Problem
Owner
Jane
MacKenzieSmith,
Project
Sponsor
Possible
Impact to
Project
Mitigation Plan
If PJ Enterprises
encounters
significant, more,
and/or ongoing
employee
turnover the
project may
encounter:
scheduling
delays
time
constraints
for existing
employees
additional
project costs
a need to
adjust work
hours
If a subject
matter expert
involved in the
project leaves
the company, we
will encounter a
loss of expert
knowledge and
an established
communication
channel, causing
the project to
suffer.
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Problem Area
Tensions among
project subject
matter experts
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Likeli
hood
15
2
Problem
Owner
Jane
MacKenzieSmith
Possible
Impact to
Project
Given some
changes in roles
and
responsibilities,
subject matter
experts who are
new may not
have views and
opinions that
align with those
of past subject
matter experts,
such as Ms.
Perez. This may
muddy the
communication
process, affect
negatively the
project timeline,
and result in
inaccurate or
conflicting
information,
creating
unnecessary
delays and
confusion.
Mitigation Plan
We will create
clearly defined
roles and
responsibilities for
all individuals
involved in the
project, highlighting
their tasks and
responsibilities in
an easy-accessible
project
management tool
that help will keep
everyone on the
same page and
maintain project
transparency.
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Problem Area
Availability of
subject matter
experts
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Likeli
hood
15
4
Problem
Owner
Jane
MacKenzieSmith
Possible
Impact to
Project
Mitigation Plan
We will hold an
initial meeting with
all subject matter
experts to present
the overall scope of
the project. We will
ask them to provide
their schedules and
availability. From
that input, we will
set regularly
scheduled
meetings, using a
tool such as
Microsoft Outlook.
During
development, we
will make sure that
each person is
working on and
reviewing separate
pieces of
information in order
to prevent overlap
or duplicate efforts,
and we will
document all
processes and
steps of the project.
We will keep the
sponsor engaged
with all
components and
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Problem Area
Lack of
familiarity with
project
Resistance to
training by the
telephone
operators and
customer service
supervisors
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Likeli
hood
15
5
Problem
Owner
Possible
Impact to
Project
Mitigation Plan
Jane
MacKenzieSmith
Some key
players will not
have the same
project
knowledge that
Ms. Perez has. As
a result, extra
time may be
needed to
familiarize
everyone with
the project
scope,
deliverables, and
goals.
Jane
MacKenzieSmith
If the idea of
training is not
well received,
learners may not
participate with
enthusiasm, and
the desire to
learn may be
minimal.
Incentives for
employees
completing the
training. To
accommodate
schedules, we will
hold multiple
kickoff meetings
with telephone
operators and
customer service
supervisors.
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Problem Area
Lack of phone
coverage or
other internal
factors prohibits
telephone
operators from
attend training
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Likeli
hood
15
2
Problem
Owner
Jane
MacKenzieSmith
Possible
Impact to
Project
Mitigation Plan
If factors outside
of our control
keep telephone
operators and
customer service
supervisors from
being able to
attend training,
the result will be
a partially
trained team.
If necessary, we
will schedule
alternate training
times at additional
cost to PJ
Enterprises. We will
record the training
sessions.
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Assumptions
Concept Creators will be responsible for:
Timely completion of the project
Keeping on track with budgeting and delivery deadlines
Developing all deliverables, such as training materials for
telephone operators and customer service supervisors
Delivering the initial TO and CSS training
Providing regular project updates to the project sponsor
Creating clear lines of communication between Concept
Creators, subject matter experts, and the project sponsor
Informing the project sponsor of any project-related issues
or red flags
Managing project timeline and workflow
Maintaining a project log
PJ Enterprises will be responsible for:
Providing subject matter experts who will review all
materials in a timely, efficient, and accurate manner
Providing catalog and product information
Communicating clear and manageable project milestones
Approving a budget that will ensure the project can be
completed
Providing equipment, facility, and appropriate resources for
training to take place
Scheduling telephone operators and customer service
supervisors for training
The cost and setup of alternate training dates if unforeseen
factors cause some telephone operators and customer
service supervisors to miss their scheduled training
The accuracy of the content of the materials, which will be
based on the information provided by the subject matter
experts and other PJ Enterprises personnel
Updating all training materials after training is delivered
Constraints
The following situations could constrain Concept Creators from
carrying out the projectpartially or in full:
Completing the product guide database is dependent on
receiving all product information from PJ Enterprises in a
timely manner
The different levels of experience of the subject matter
experts assigned to the project may create challenges in
communication and difficulty in understanding the project
scope
The influence of multiple subject matter experts could
create challenges regarding project perspectives
Differing work hours of the available subject matter experts
may result in the need to adjust work hours of project
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External Influences/Dependencies
The successful completion of the project is depending on the
following external factors:
Approvals
Role
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Signature
Date
___________________________________
_____________________
___________________________________
_____________________
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