vail resorts caribbean supply...
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Vail Resorts Caribbean Supply Chain First Deliverable
CU Student Team: AmandaBuss [email protected] 720.352.4000JanakiDouillard [email protected] 303.718.7052MiletaGebre‐[email protected] 303.931.1094EllenHammock [email protected] 620.341.8368 Vail Resorts Client Representatives: KevinSnyder [email protected] 303.877.7712AaronRubinstein [email protected] 720.218.2953
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Table of ContentsExecutive Summary .......................................................................................... 3
Project Purpose Breakdown............................................................................. 5
Project Charter .................................................................................................6 Original Project Charter.......................................................................................... 6 Revised Project Charter........................................................................................... 11
Breaking Assumptions .................................................................................... 15
Roles & Responsibilities.................................................................................. 17
Communications Plan .................................................................................... 22 Project Team Organization Chart .......................................................................... 22 Stakeholder Analysis .............................................................................................. 23
Work Breakdown Structure............................................................................ 25
Project Schedule ............................................................................................. 26 Tasks List.................................................................................................................26 Initiation Phase Gantt Chart ..................................................................................28 Planning Phase Gantt Chart...................................................................................28 Execution: Research Phase Gantt Chart ................................................................28 Execution: Analysis, Recommendation, Draft Presentation Phase Gantt Chart .29 Closing Phase Gantt Chart .....................................................................................29
Risk Management Schedule ........................................................................... 30
Best Practices...................................................................................................32
Final Deliverable Outline............................................................................... 34
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VailResortsCaribbeanSupplyChain 3
Executive Summary Theintentionofthisfirstdeliverableisprimarilytoidentifytheprojectproblemandpurpose
andsecondarilytocreateaprojectplan.
TheprojectproblemandpurposearedetailedintheProjectPurposeBreakdown.Insummary,
theprojectproblemisthatVailResortshasverylittlecommunicationwithorvisibilityatthe
CaribbeanRockResorts.Theprojectpurposeisthenidentifiedastheneedtoresearchthefood
&beveragesupplychainoftheLandingsatSt.LuciaResortandcomparethistothecompetitor
analysisfindings.Fromthisdataanalysis,wewillcreateaproposalforthemostcosteffective
supplychainthatisscalabletotherestoftheCaribbeanIslandsResorts.
InordertodelveintotheprojectpurposemorethoroughlyweeditedtheProjectCharterto
includeamorenarrowedscopeandcreatedalistofassumptionsabouttheprojectthatwe
reviewedwithKevinSnyderforvalidity.
Thescopeoftheprojectwasdeterminedtoberesearchonthefood&beveragesupplychainin
St.Lucia,legalandregulatoryenvironmentoftheCaribbean,andcompetitoranalysis,whichwill
yieldaproposalforanoptimizedsupplychain.Out‐of‐Scopewasdeterminedtobethe3other
resortscurrentlyintheCaribbeanmanagedbyVailResorts;BalconesdeAtlantico,RumCay
ResortMarina,ThirdTurtleClub&Spa.Wealsodeterminedthatanycommunicationwiththe
ownersoftheseCaribbeanVailResortsandresearchintothetransitiontoVailResortsprimary
ERPsystemwasout‐of‐scope.
Athoroughunderstandingoftheprojectscopeallowedustodevelopmoreofourprojectplan.
Alistofroles&responsibilitieswascreatedforallteammembers,HitachiMentor,VailResorts
clientrepresentativesandProjectSponsor,whichhelpsensurethateveryoneinvolved
understandswhattheyareaccountablefor.Asacontinuationoftheroles&responsibilities
chartwedevelopedacommunicationplantohelpdeterminewhoallthekeystakeholdersare
andhowtheyshouldallbecommunicatedwith.
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Thescopealsoallowedustodevelopaworkbreakdownstructureandprojectschedule.
ImportantProjectScheduledetailsincludethatallresearchandanalysisistobecompletedby
theDraftPresentationonNov.29th,2010.ThentheFinalDeliverableandPresentationwillbe
completedbyDec.8thandDec.13th,2010respectively.
TheProjectScheduleandWBSallowedustocompletetheriskmanagementplan,listof
competitors,andafinalprojectoutline,whichwerequiredforthefullprojectplan.Arisk
managementplanwasdevelopedtoexposepotentialrisksandpotentialpreventionmethods.A
listofcompetitorsintherealmofCaribbeanSupplyChainwascreatedasabaselineforBest
Practices.Afinaloutlinewasdevelopedtopresentaninitialunderstandingofwhatwillbe
neededasweproceedwiththisproject.
Manyofthesereportsareexpectedtochangewiththeaccumulationofmoreinformation
regardingthisproject’suniqueneeds.
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VailResortsCaribbeanSupplyChain 5
Project Purpose Breakdown Thepurposeofthisbreakdownistoidentifytherootcauseoftheissueswearetoidentifyin
thisproject.ThiswillbecompletedthroughindustryresearchanddirectcontactwithThe
ProjectPurposeBreakdownwasthefirstphaseinourprojectplanning.Thebreakdownhelped
ustonarrowthescopeofourprojectinadditiontoanalyzingwhatwasactuallycausingthe
problemsVailhasexperiencedintheirCaribbeanresorts.TheProjectPurposeBreakdownwill
beupdatedafterinitialresearchhasbeenconductedandmorecompleteinformationgathered.
ProjectPurposeBreakdown I.IdentificationofBusinessProblems/NeedsWorksheetCompetitive: N/AFinancial:N/A
Operational:CustomsbottleneckswithintheRockResorts’Caribbeanfoodandbeveragesupplychainaredelayingandcomplicatingdistributionoftheproductsrequiredateachoftheirresorts.Organization:VailResortslackssufficientcommunicationfrom,andvisibilityat,theirRockResortsCaribbeanproperties.II.ResultingProjectPurposeThepurposeofthisprojectistoresearchanddocumentTheLandingsatSt.Lucia’sfoodand
beveragesupplychain,thelegalandregulatoryenvironmentoftheCaribbean,aswellas
competitorpractices.Fromdataanalysis,weseektocreateanoptimalsupplychainforThe
Landings,whichbothmeetstheneedsoftheresortandalignstheprocesstoRockResorts’
qualitystandards.Furthermore,weaimtoestablishasupplychainscalabletoallVailResorts’
Caribbeanproperties,utilizingtheircurrentpartnershipwithU.S.Foodservicetocutcosts,take
advantageofquantityrebatesandreducewasteproduct,ifappropriate.
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Project Charter Theinitialprojectcharter,providedbyVailResorts,outlinedtheperceptionsofpurpose,
objectives,approach,assumptionsandsomehistoryfromtheperspectiveoftheclient.
Original Project Charter
ProjectCharterforVailResorts–Fall2010
ProjectPurpose
VailResortshasexperiencedchallengesdevelopingandoperatingsupplychainsatits
newhoteldevelopmentsintheCaribbeanregion.Asupplychainsolutionforfood&beverage
goodsisparticularlyimportant.
Thepurposeofthisprojectistodevelopafoodandbeveragesupplychainprocessfor
VailResortsCaribbeanpropertiesthatiseconomical,meetstheneedsofthebusiness,and
adherestolegalandregulatoryrequirementsintheregion.
History
VailResorts,parentcompanyofRockResorts,hasbeenexpandingitshospitality
operationsintotheCaribbean.ManyRockResortsbrandedhotelsarenoweitheroperationalor
underconstruction,andadevelopmentteamisactivityseekingadditionalhospitality
opportunitiesinthisarea.
ProjectObjectives
• UnderstandexistingsupplychainprocessforfoodandbeverageproductsatVailResorts’
Caribbeanhotels.
• UnderstandbusinessrequirementsofVailResorts’foodandbeverageoperationsinthe
Caribbean.
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VailResortsCaribbeanSupplyChain 7
• Researchlaws,regulations,taxes,duties,etc.associatedwithimportingfoodproductsto
Caribbeanislands.
• Researchsupplychainlogisticsassociatedwithsourcingfoodandbeverageproductsinthe
Caribbean.
o FocusonutilizingVailResorts’existingnationalfoodsuppliers.
o Understandcostsassociatedwithimportingfoodandbeverageproductsto
Caribbeanislands.
• DeveloparecommendedsupplychainsolutionthataddressesVailResorts’needs
ProjectScope
• CurrentlyOperationalResorts
o TheLandingsatSt.Lucia,St.LuciaIsland
o BalconesdeAtlantico,DominicanRepublic
• ResortsUnderDevelopment
o RumCayResortMarina,TheBahamas
o ThirdTurtleClub&Spa,Turks&Caicos
Deliverables
• Researchonexistingprocesses,suppliers,andbusinessrequirements
• Analysisoflegal/regulatoryconstraints
• Analysisoflogisticsoptionsandsupplychainconsiderations
• ExecutiveSummaryofrecommendedsolution
• PowerPointPresentation
ProjectApproach
• Kick‐offmeetingatVailResortsheadquartersinBroomfield
o Reviewprojectcharter
o Introducestakeholders
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o Overviewofhigh‐levelsupplychainconcepts
o AppointaStudentProjectManager
• Developresearchplan
o Identifyinformationresources&subjectmatterexperts
o Assigntaskstospecificteammembers
o Reviewwithclients
• Analyzeandvalidateresearchfindings
o Interviewswithkeystakeholders
o SWOTanalysis
o Financialanalysis/costmodels
• Developrecommendedsolution(s)
• PresentfindingstoVailResortsandRockResortsstakeholders
CriticalMilestonesandEventDates
• CharterreviewwithRickPrestonfromHitachiConsulting
• Researchplancomplete
• Analysiscomplete
• Recommendedsolutiondeveloped
• HitachiConsultingpresentationreview
• PresentprojectfindingstoVailResorts
• Coursefinalpresentation
Roles&Responsibilities
• Projectteammembers
o StudentProjectManager
ReporttoVailResortsClientRepresentatives
FulfillroleofprimarycommunicatorwithVailResortsClientRepresentatives
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VailResortsCaribbeanSupplyChain 9
CommunicatewithprojectteammembersonbehalfoftheVailResorts
ClientRepresentatives
Delegatetaskstoteammembersandholdteammembersaccountablefor
assignedtasks
Determineprojectschedules,milestones,etcwithapprovalofoneormore
VailResortsClientRepresentatives
o StudentTeamMembers
ReporttoVailResortsClientRepresentatives
Completeassignedtasksinaccordancewithprojectdeadlines
Attendandparticipateinallclientmeetings,conferencecalls,etc.
• Exceptions:NoticeofabsencegiventoVailResortsClient
Representativesinadvanceofmeeting,call,etc.
ReportstatusoftaskstoVailResortsClientRepresentativesuponrequest
• VailResortsClientRepresentatives(AaronRubinstein&KevinSnyder)
o Providestudentswithprojectguidance,advice,etc.
o ProvideStudentTeamMemberswithallnecessaryresources&contactsforproject
o Committoatleastabi‐weeklymeeting,conferencecall,etc.withtheStudentTeam
Members
o HoldStudentTeamMembersandStudentProjectManageraccountablefor
assignedtasks
o AttendatleasttwoHitachiConsultingseminars
o RespondtoStudentTeamMembers’inquiriesinatimelymanner
o Providefeedbackofstudents’performancestocourseprofessor
• HitachiConsultant
o Providestudentswithprojectguidance,advice,etc.
o AttendatleasttwoHitachiConsultingseminars
o RespondtoStudentTeamMembers’inquiriesinatimelymanner
• CourseProfessor(JimMarlatt)
o Providestudentswithprojectguidance,advice,etc.
o Attendandfacilitateweeklycoursesessions
o HoldStudentTeamMembersandStudentProjectManageraccountablefor
assignedtasks
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o AttendatleasttwoHitachiConsultingseminars
o RespondtoStudentTeamMembers’inquiriesinatimelymanner
Assumptions
ThisProjectCharterwillberevisedbasedonthefeedbackofprojectstakeholders.
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VailResortsCaribbeanSupplyChain 11
Revised Project Charter
Asitturnedout,revisiontotheprojectcharterbeganduringthefirstintroductorymeetingand
continuedthroughourformulationofacohesiveprojectplan.Aswecritiquedassumptions,
possiblerisks,communicationplans,andtheoutlineofourfinaldeliverable,wemadechanges
tothecharterthatincorporatedthefeedbackofadditionalprojectstakeholders.Thisversion
remainsaworkinprogress,subjecttomodification.WealsoremovedAssumptionsandRoles&
ResponsibilitiesfromtheCharterdocumentsowecouldgothroughthemmorethoroughlyin
theirownreports.
ProjectCharterforVailResorts–Fall2010
ProjectPurpose
VailResortshasexperiencedchallengesdevelopingandoperatingsupplychainsatitsnewhotel
developmentsintheCaribbeanregion.Asupplychainsolutionforfood&beveragegoodsis
particularlyimportant.
ThepurposeofthisprojectistoresearchanddocumentTheLandingsatSt.Lucia’sfoodand
beveragesupplychain,thelegalandregulatoryenvironmentoftheCaribbean,aswellas
competitorpractices.Fromdataanalysis,weseektocreateanoptimalsupplychainforThe
Landings,whichbothmeetstheneedsoftheresortandalignstheprocesstoRockResorts’
qualitystandards.Furthermore,weaimtoestablishasupplychainscalabletoallVailResorts’
Caribbeanproperties,utilizingtheircurrentpartnershipwithU.S.Foodservicetocutcosts,take
advantageofquantityrebatesandreducewasteproduct,ifappropriate.
History
VailResorts,parentcompanyofRockResorts,hasbeenexpandingitshospitalityoperationsinto
theCaribbean.ManyRockResortsbrandedhotelsarenoweitheroperationalorunder
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construction,andadevelopmentteamisactivityseekingadditionalhospitalityopportunitiesin
thisarea.
ProjectObjectives
• UnderstandexistingsupplychainprocessforfoodandbeverageproductsatVailResorts’
Caribbeanhotels.
• UnderstandbusinessrequirementsofVailResorts’foodandbeverageoperationsinthe
Caribbean.
• Researchlaws,regulations,taxes,duties,etc.associatedwithimportingfoodproductsto
Caribbeanislands.
• Researchsupplychainlogisticsassociatedwithsourcingfoodandbeverageproductsinthe
Caribbean.
o FocusonutilizingVailResorts’existingnationalfoodsuppliers.
o Understandcostsassociatedwithimportingfoodandbeverageproductsto
Caribbeanislands.
• DeveloparecommendedsupplychainsolutionthataddressesVailResorts’needs
ProjectScope
In‐Scope:
• 2yearmanagedResort:TheLandingsatSt.Lucia
• ClarifyingandcreatingvisibilityofcurrentsupplychainatTheLandings
• ResearchingLegalandRegulatoryEnvironmentoftheCaribbeanasawhole.
• ProposeanadjustedsupplychaintoSt.Luciathatisscalabletotherestoftheisland
resortswhenandifappropriate.
Out‐of‐Scope:
• 6monthmanagedResort:BalconesdeAtlantico,DominicanRepublic
• UnderConstructionResorts
o RumCayResortMarina,TheBahamas
o ThirdTurtleClub&Spa,Turks&Caicos
• TalkingtoanyoftheResortownerstodiscovertheirexpectationsfortheproject.
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VailResortsCaribbeanSupplyChain 13
• ResearchingviabilityofimplementingVailResorts’ERPsystem.
Deliverables
• FirstDeliverable‐ProjectPlan
• Researchonexistingprocesses,suppliers,andbusinessrequirements
• Analysisoflegal/regulatoryconstraints
• Analysisoflogisticsoptionsandsupplychainconsiderations
• PowerPointPresentationforDraftPresentation
• FinalDeliverable
• FinalPresentation
ProjectApproach
• Kick‐offmeetingatVailResortsheadquartersinBroomfield
o Reviewprojectcharter
o Introducestakeholders
o Overviewofhigh‐levelsupplychainconcepts
o AppointaStudentProjectManager
• Developresearchplan
o Identifyinformationresources&subjectmatterexperts
o Assigntaskstospecificteammembers
o Reviewwithclients
• Analyzeandvalidateresearchfindings
o Interviewswithkeystakeholders
o SWOTanalysis
o Financialanalysis/costmodels
• Developrecommendedsolution(s)
• PresentfindingstoVailResortsandRockResortsstakeholders
CriticalMilestonesandEventDates
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• CharterreviewwithTaylorKirwanfromHitachiConsulting
o FridaySept.17,2010
• FirstDeliverable‐ProjectPlan
o WednesdaySept.29,2010
• Researchplancomplete
o WednesdaySept.29,2010
• MentorNightatCentroonPearl
o TuesdayOct.192010
• AllResearchCompiled
o Saturday,Oct.23,2010
• Analysiscomplete
o FridayOct.29,2010
• Recommendedsolutiondeveloped
o FridayNov.5,2010
• HitachiConsultingpresentationreview
o FridayNov.19,2010
• DraftPresentation
o FridayNov.29,2010
• Coursefinaldeliverable
o WednesdayDec.8,2010
• Coursefinalpresentation
o MondayDec.13,2010
• PresentprojectfindingstoVailResorts
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VailResortsCaribbeanSupplyChain 15
Breaking Assumptions AfterreviewingtheprojectcharterandmeetingwithourVailcontactsforanoverview
ofprojectdetails,ourteamformulatedasetofassumptionstobesurethatallinvolvedparties
hadthesameunderstandingoftheproject’spurposeandscope.Thefollowingassumptions
surfacedinitially:
1. NickHagelwillserveasprojectsponsorandKevinandAaronwillsupportourefforts
withopenemailcommunicationandweeklymeetings.
2. Wewillseektofullyunderstandthecurrentsupplychainforfoodandbeverage
productsattheRockResortssiteatSt.Lucia.
3. Wewilldiscover,define,anddocumentthelegalandregulatoryenvironment(all
applicablelawsandrequirementsspecifictofoodtransportation)forSt.Lucia,the
Bahamas,theDominicanRepublic,andTurksandCaicos.
• Thiswillhelpensurefeasibilityandscalabilityofourproposal
4. Wewillresearch5competitorsinthepropertymanagementindustrytodeterminebest
practicesandadditionalopportunitiesforimprovement.
5. ItisofstrongpreferencetoimplementRockResort’scurrentERPsystemandmakeuse
ofthecurrentsuppliers,specificallyUSFoodService,inthefinalsupplychain.
6. Incommunicationswithprovidedcontacts,wewillapproacheachconversationasa
meansofprovidingunderstandingofcurrentprocessesratherthanimposinganyofour
ownideasorsuggestions.
7. TheproposedfoodandbeveragesupplychainwillalignTheLandingsatSt.Luciawith
RockResort’ssuperiorservicestandards.
8. Wewillconductacost‐benefitanalysisofourproposedsolutionbeforeourfinal
presentation.
Theabovelistofassumptionsservedasareferenceforameeting/conferencecallwith
TaylorKirwan(ourHitachimentor),KevinSnyder,andallmembersofourteam.Asagroup,
wediscussedeachassumptionandrevisedinaccordancewithourclientsexpectedscope
andafewadditionalpiecesofinformation.Thechangesmadearenotedinorangebelow:
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1. NickHagelwillserveasprojectsponsorandKevinSnyderandAaronRubinsteinwill
facilitateonbehalfofVailresortsandsupportoureffortswithopenemail
communicationandweeklymeetings.Confirmed
2. Wewillseektofullyunderstandthecurrentsupplychainforfoodandbeverage
productsattheRockResortssiteatSt.Lucia.Confirmed
3. Wewilldiscover,define,anddocumentthelegalandregulatoryenvironment(all
applicablelawsandrequirementsspecifictofoodtransportation)forSt.Lucia,the
Bahamas,theDominicanRepublic,andTurksandCaicos.
• Thiswillhelpensurefeasibilityandscalabilityofourproposal
→NeedtoExpandScopeinordertogetthelevelofdetaildesired:Thisresearch
shouldincludefullinformationontaxes,customs,duties,tariffs,currency
exchange,FDA,andenvironmentalregulation.
→Mayalsowanttoconsidertheperishabilityoffoodandhowthatwillbe
affectedbytheaforementioneditems
4. Wewillresearch5competitorsinthepropertymanagementindustrytodeterminebest
practicesandadditionalopportunitiesforimprovement.
→VailResortshavedefinedtheircompetitorsaslargeLasVegasresort
operatorsandcruiseliners(Thiswillhelpnarrowthescoperelatedtobest
practice)
5. ItisofstrongpreferencetoimplementRockResort’scurrentERPsystemandmakeuse
ofthecurrentsuppliers,specificallyUSFoodService,inthefinalsupplychain.
→ImplementingthecurrentERPsystem(PeopleSoftandStrattenWarren
programs)isoutofscope.Wemaydiscussthepossibilityofmovingtothis
systemdowntheline,butitistoolong‐termforourconsideration.
6. Incommunicationswithprovidedcontacts,wewillapproacheachconversationasa
meansofprovidingunderstandingofcurrentprocessesratherthanimposinganyofour
ownideasorsuggestions.WewillonlybemakingrecommendationstoVailResorts.
7. TheproposedfoodandbeveragesupplychainwillalignTheLandingsatSt.Luciawith
RockResort’ssuperiorservicestandards.
→ServiceStandardsarebeingmetbythecurrentsystem,yetwemustensurethatour
proposedsolutionwillupholdthesesamestandards.
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VailResortsCaribbeanSupplyChain 17
8. Wewillconductacost‐benefitanalysisofourproposedsolutionbeforeourfinal
presentation.
→Expandscopetoincludeaforecastofannualspendandanalyzehowitwould
contributetothethresholdlevelofspendwithUSFoodServiceandtherebate
theyoffer.
9. BoththeProjectCharterandscopeacrossallareasofresearchandanalysisarealways
subjecttorevisionbasedonthefeedbackofprojectstakeholders.
Whileweweremostlyontarget,thisprocessbroughteveryonetothesameunderstanding
ofscope,levelofdetail,andtheoverallaimofourwork.Thisdiscussionalsoprovidedafair
amountofresearchguidanceinwhichpossiblewebsitesandcomparablecompaniestolookinto
wereshared.
Roles & Responsibilities
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Theresponsibilitymatrixfocusesontheprojectteamwhereeachteammemberreachesan
agreementthatidentifieshisorherresponsibilities.Thismatrixreducesoverlapaswellas
assistsstakeholdersinidentifyingwhomtocontactwithprojectspecificquestions.
Role ResponsibilitiesProjectSponsor:NickHagelSeniorManagerProcurement
• Respondtoemailcorrespondencewithin3businessdays;phonecallswithin48hoursduringabusinessweek.
• Provideprojectresourcesneededtocompleteprojectasplanned.
• Communicateanychangesincompanystrategyorfocusthatmayimpactprojectinatimelymanner.
• GiventheunderstandingthatstudentteammembersaretocontacttheVailResortsClientRepresentativesprimarily,SponsorwillprovideappropriateresourcesandanswersthatClientRepsareunabletoprovide.
• Helpprojectteamresolveanyproblemsencounteredduringproject.
• Respondtoemailcorrespondencewithin3businessdays;phonecallswithin48hoursduringabusinessweek.
VailResortsClientRepresentatives:AaronRubinsteinSeniorManager–Analytics&ProcurementKevinSnyderProcurementAnalyst • Approvenecessaryadditionsandalterationsto
projectcharter. • Provideallnecessaryprojectresourcesand
contactsforproject. • Communicateanychangesincompanystrategy
orfocusthatmayimpactprojectinatimelymanner.
• Communicateanynewresourcesthatweshouldutilizetousinatimelymanner.
• Providestudentteamwithprojectguidance,advice,etc.
• Committoatleastabi‐weeklymeeting,conferencecall,etcwithstudentprojectteam.
• Holdstudentteammembersandstudentprojectmanageraccountableforassignedtasks.
• AttendatleasttwoHitachiConsultingseminars • Providefeedbackofstudents’performancesto
courseprofessor.
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VailResortsCaribbeanSupplyChain 19
StudentProjectManager:JanakiDouillard
• Createandmaintainmeetingminutes,progressreports,andemailcorrespondence.
• Serveassinglepointofcontactforstudentteam‐widequestionsandscheduling
• Respondtoemailcorrespondencewithin3businessdays;phonecallswithin48hoursduringabusinessweek.
• Attendandparticipateinallclientandmentormeetings,conferencecall,etc.
• Exceptions:NoticeofabsencegiventoVailResortsClientRepsorHitachiMentorinadvanceofmeeting,call,etc.
• Developandgetapprovalonprojectplan • CommunicateprojectissuestoVailResorts
ClientRepresentativesassoonastheyareidentified.
• Communicateprojectinformationasappropriatetoprojectteamonadailybasis.
• Providesupporttoprojectteamsotheyareclearabouttheirresponsibilitiesandmakesuretheyhavetheresourcestheyneedtoaccomplishtheirtasks.
• Holdteammatesaccountablefortheirresponsibilities.
• Determineprojectschedule,milestones,etcwithapprovalofoneormoreVailResortsClientRepresentatives.
• Maintaintheprojectscheduleandotherplanningdocumentstobeclearaboutactualprojectprogress.
• Communicatetoteammatesiftheyareindangerofbeingfiredfromthestudentteam.
• Understandthatconsistentfailuretocompletetasksontimecouldleadtoexpulsionfromthestudentprojectteam.
AS‐ISSupplyChainLead:EllenHammock
• Respondtoemailcorrespondencewithin3businessdays;phonecallswithin48hoursduringabusinessweek.
• Completeassignedtasksinaccordancewithprojectdeadlines
• Attendandparticipateinallclientandmentormeetings,conferencecall,etc.
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o Exceptions:NoticeofabsencegiventoVailResortsClientRepsorHitachiMentorinadvanceofmeeting,call,etc.
• ReportstatusoftaskstoVailResortsClientRepsuponrequest.
• Documentallresearchandcorrespondence • Makerecommendationsforoptimizingcurrent
supplychain • Understandthatconsistentfailuretocomplete
tasksontimecouldleadtoexpulsionfromthestudentprojectteam.
• ResearchsupplychainsofthecurrentlocalRockResortsinordertocomparetoSt.Lucia.
Legal/RegulatoryEnvironmentLead:AmandaBuss
• Respondtoemailcorrespondencewithin3businessdays;phonecallswithin48hoursduringabusinessweek.
• Completeassignedtasksinaccordancewithprojectdeadlines
• Attendandparticipateinallclientandmentormeetings,conferencecall,etc.
o Exceptions:NoticeofabsencegiventoVailResortsClientRepsorHitachiMentorinadvanceofmeeting,call,etc.
• ReportstatusoftaskstoVailResortsClientRepsuponrequest.
• Documentallresearchandcorrespondence • Makerecommendationsfornavigating
legal/regulatoryenvironmentforSt.Lucia,DominicanRepublic,theBahamas,andTurksandCaicos.
• Understandthatconsistentfailuretocompletetasksontimecouldleadtoexpulsionfromthestudentprojectteam.
• Ensurethatallsuggestionstosupplychainmaintainthatthesafetyofthecustomersisparamount.Ex.PerishabilityofFoods
• Researchtaxes,duties,customs,currencyexchangeandtheenvironmentalregulation/lawintheCaribbean.
BestPracticesLead:MiletaGebre‐Michael
• Respondtoemailcorrespondencewithin3businessdays;phonecallswithin48hoursduringabusinessweek.
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VailResortsCaribbeanSupplyChain 21
• Completeassignedtasksinaccordancewithprojectdeadlines
• Attendandparticipateinallclientandmentormeetings,conferencecall,etc.
o Exceptions:NoticeofabsencegiventoVailResortsClientRepsorHitachiMentorinadvanceofmeeting,call,etc.
• ReportstatusoftaskstoVailResortsClientRepsuponrequest.
• Documentallresearchandcorrespondence • Makerecommendationsforoptimizingcurrent
supplychain • Understandthatconsistentfailuretocomplete
tasksontimecouldleadtoexpulsionfromthestudentprojectteam.
• DeterminewhoisthecurrentF&BsupplierinSt.Lucia,ifThelandingsusesa3rdpartydistributor,whatleadtimesare,iftheyuseapushorpullsupplychain,andiftheyaresourcinganythinglocally.
HitachiConsultant:TaylorKirwan
• Providestudentteamwithprojectguidance,advice,etc.
• AttendatleasttwoHitachiConsultingseminars.
• Respondtoemailcorrespondencewithin3businessdays;phonecallswithin48hoursduringabusinessweek.
CourseProfessor:JimMarlatt
• Providestudentteamwithprojectguidance,advice,etc.
• Attendandfacilitateweeklycoursesessions • Holdstudentteammembersandstudent
projectmanageraccountableforassignedtasks.
• AttendatleasttwoHitachiConsultingseminars.
• Respondtoemailcorrespondencewithin3businessdays;phonecallswithin48hoursduringabusinessweek.
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Communications Plan Toensurethatcommunicationisbeingperformedinthemosteffectivemanner,weset
acommunicationplanthatclearlystatesthebestmeansofcontactingeachteam
member,bothformalandinformal,aswellassettingthestandardforthetimeframeof
whentorespond.
Project Team Organization Chart
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VailResortsCaribbeanSupplyChain 23
Stakeholder Analysis
TheStakeholderAnalysisfactorsinallpartiesthatwouldbeaffectedbytheproject.The
identifiedindividualsprovideprojectresourcesandsupport.
CommunicationsPlanStakeholderAnalysisName Organization Role Interest Influence UniqueFacts Expectations(success
means?)WaystoManageExpectations
NickHagel SeniorManagerProcurement
ProjectSponsor
High High Hediscoveredtheproblemsthatledtothisproject’sinitiationandtheprojectishisbaby.PreferstobecontactedforansweringquestionsonlyifKevinandAaroncannotanswerthequestionsfirst.
HeexpectstheprojecttobringclaritytoprocessescurrentlybeingusedattheLandingsinSt.Lucia.AlsoexpectsthattheproposalwillbeatleastequaltoorlessthancurrentSCcosts.
ThefirstphaseofthisprojectistoresearchthecurrentSC,whichwilladdresstheclaritywanted.ACost‐BenefitanalysiswillbedoneduringtheAnalysisphaseoftheprojecttoensureourproposalmeetstheseexpectations.
KevinSnyder
ProcurementAnalyst
Client High High KevinisaCUAlumnithattookProjectManagementwhenhewasinhisundergradandactuallyworkedwithVailresorts.
Kevinexpectstheprojecttohaveasolid,detaileddescriptionofsuggestionsforincreasingvisibilitywithTheLandingaswellaslogisticsbeingfactoredintoeverypart.
Biweeklymeetingswillgiveupdatesbyeachteammember’sresearchandinterviews.Ifanyquestionsorpressinginformationarises,itwillbebroughttoKevin’sattentionandusehisinsightfordecisions.
AaronRubinstein
SeniorManager–Analytics&Technology
Client High High Aaronexpectsforthetimelineofresearchandinterviewstobecompleted.Healsoexpectsaproposalthatreflectsalltheresearchdoneaswellasacostbenefitanalysisoftherecommendations.
Hewillansweranyandallquestions.Addressanyissuesthatarebroughttohisattention.Hewillofferfeedbackontheupdatesgivenbyeachteammemberinthebiweeklymeetings.
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AdamSmock
Food&BeverageDirector‐TheLandingsatSt.Lucia
St.LuciaAs‐IsSupplyChainContact
Medium Medium ActionItem:Waitingoncontactresponse
ActionItem:Waitingoncontactresponse
ActionItem:Waitingoncontactresponse
ThomasDeLouise
VailResortsCorporateFood&BeverageDirector
ContinentalU.S.SupplyChainContact
Medium Medium ActionItem:Waitingoncontactresponse
ActionItem:Waitingoncontactresponse
ActionItem:Waitingoncontactresponse
JanakiDouillard
CUStudent StudentManager
Medium Medium Preferstobecontactedviaemailforinformationthatexceeds2topics.Preferstobecontactedviaphoneforcommunicationthatneedstohappenquickly.
Sheexpectsthisprojecttoendwithaproposalthatmeetsandideallyexceedsstakeholderexpectations.Alsoexpectsthattaskswillbemanagedsothattheprojectteamdoesn’tfeelthetimeconstraints.
Shewillworkhardcontrollingtheprojectscheduletoensuretasksarecompletedontime.Shewillmanageandcontrolforqualityofdatathatmeetsstakeholderexpectations.
AmandaBuss
CUStudent Legal/RegulatoryLead
High Medium Prefersemailcommunicationforcomplicateddetailsandphoneforactionitems.
Amandawillsavecopiesofallcommunicationwithintervieweesandrespondtoteammembersinatimelyandcompletemanner
Shewillbethoroughlypreparedforeffectiveinterviewsandprioritizecommunicationwithallstakeholders
MiletaGebre‐Michael
CUStudent BestPractices
High Medium Preferstobereachedviaemailandbyphonethroughtextmessagesforitemsthatneedimmediateresponse.
Miletawilldocumentallresearchaswellasinformationfrominterviewees.Shewillalsocompletetaskswiththeteammemberswithintheexpected3businessdays.
Miletawillhavereviewedandbringallnecessarymaterialstoeachteammembermeeting.
EllenHammock
CUStudent As‐IsSupplyChainLead
High Medium Greatestavailabilityinthemornings.Preferstobecontactedbyemailforallcommunications.
Shewillconductthorough,professionalinterviewsandrelyallinformationgatheredtoteamthroughformalwrittenreports.Ellenwillanalyzeallfindingscongruentlywithregulatoryrequirementstooptimizesupplychainrecommendations.
Shewillbethoroughlypreparedforeffectiveinterviewsandprioritizecommunicationwithallstakeholders.
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VailResortsCaribbeanSupplyChain 25
Work Breakdown Structure
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Project Schedule Thisisanestimateprojectschedulethatwillserveasabaselinefortherestofourproject.
Changeswillofcoursebebroughttolightbutthebuffersprovidedattheendofmanyproject
phasesshouldallowforsomevariationtoplan.TheTasksListgivesaclearoutlineofthe
activitiestheprojectcurrentlyrequirestheirapproximatestartandfinishdatesandthepeople
assignedtothetasks.ThefollowingGanttChartsprovideavisualrepresentationofhowthe
taskswithineachphaserelatetooneanother.
Tasks List TaskName Start Finish ResourceNamesVailSupplyChainProject MonSep6,'10 MonDec13,'10
Initiation MonSep6,'10 ThuSep23,'10
ProjectFair‐IdentifyStudentGroup MonSep6,'10 MonSep6,'10
SelectProjectManager MonSep6,'10 TueSep7,'10 Team
CollectContactInformation SatSep11,'10 TueSep21,'10 Janaki
ReviewProjectCharter WedSep8,'10 WedSep22,'10 Janaki
IdentifyStakeholders WedSep8,'10 ThuSep23,'10 TeamPlanning MonSep13,'10 WedSep29,'10
CreateProjectPurposeBreakdown WedSep15,'10 WedSep22,'10 Ellen
DocumentBreakingAssumptions WedSep15,'10 WedSep22,'10 Amanda
CreateWBS MonSep13,'10 ThuSep16,'10 Team
CreateFinalDeliverableOutline SatSep18,'10 SunSep26,'10 Mileta
DevelopSchedule FriSep17,'10 SatSep18,'10 Janaki
CreateRiskManagementPlan SunSep19,'10 MonSep27,'10 Team
DetermineRoles&Responsibilities FriSep17,'10 MonSep20,'10 Janaki,Mileta
PlanCommunications ThuSep23,'10 MonSep27,'10 Ellen,Amanda,Mileta
DevelopScriptforInterviews TueSep21,'10 MonSep27,'10 Ellen,Amanda,Mileta
5SimilarBusinesses FriSep17,'10 FriSep24,'10 Mileta
FirstDeliverable WedSep29,'10 WedSep29,'10 Execution WedSep29,'10 MonNov29,'10
ResearchPhase WedSep29,'10 SatOct23,'10
AS‐ISSupplyChainResearch WedSep29,'10 FriOct22,'10 Ellen
InterviewSupplyChainContacts WedSep29,'10 TueOct5,'10
FollowupwithSCContacts WedOct6,'10 TueOct12,'10
FullWriteUpofCurrentSC SunOct17,'10 FriOct22,'10
CreateCurrentSCFlowChart SunOct17,'10 FriOct22,'10
Legal/RegulatoryEnvironment WedSep29,'10 FriOct22,'10 Amanda
ResearchLegal/Reg.Enviro. WedSep29,'10 MonOct11,'10
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VailResortsCaribbeanSupplyChain 27
InterviewLegal/Reg.Contacts WedSep29,'10 TueOct5,'10
FollowupwithLegal/RegContacts TueOct12,'10 SatOct16,'10
FullWriteUpofLegal/Reg.Enviro. SunOct17,'10 FriOct22,'10
Highlightpotentialbottlenecks SunOct17,'10 FriOct22,'10
Documentareasofimprovement SunOct17,'10 FriOct22,'10
BestPracticeResearch WedSep29,'10 FriOct22,'10 Mileta
ResearchBestPractices WedSep29,'10 MonOct11,'10
Interviewsimilarbusinesses WedSep29,'10 TueOct5,'10
FollowUpwithContacts TueOct12,'10 SatOct16,'10
DocumentSim.&Diff. SunOct17,'10 FriOct22,'10
Documentdecidingfactors SunOct17,'10 FriOct22,'10
AllResearchCompiled SatOct23,'10 SatOct23,'10
AnalysisPhase SatOct23,'10 FriOct29,'10
Cost‐BenefitAnalysis SatOct23,'10 FriOct29,'10
SWOTAnalysis SatOct23,'10 FriOct29,'10
AnalysisComplete FriOct29,'10 FriOct29,'10
TO‐BERecommendations SatOct30,'10 FriNov5,'10
DevelopDiagramsforTO‐BE SatOct30,'10 FriNov5,'10
FullWriteUponRecommendations SatOct30,'10 FriNov5,'10
RecommendationSolutionDeveloped FriNov5,'10 FriNov5,'10
DevelopDraftPresentation SatNov6,'10 MonNov29,'10
DevelopPowerpoint SatNov6,'10 FriNov12,'10
DevelopStory SatNov6,'10 FriNov12,'10
DraftPresentation MonNov29,'10 MonNov29,'10 Closing MonNov29,'10 MonDec13,'10
Confirmworkisdonetorequirements MonNov29,'10 ThuDec2,'10
Gainformalacceptanceoftheproduct FriDec3,'10 SatDec4,'10
Completefinalperformancereporting FriDec3,'10 MonDec6,'10
Updatelessonslearnedknowledgebase FriDec3,'10 MonDec6,'10
FinalDeliverable WedDec8,'10 WedDec8,'10
FinalPresentation MonDec13,'10 MonDec13,'10
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Initiation Phase Gantt Chart
Planning Phase Gantt Chart
Execution: Research Phase Gantt Chart
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VailResortsCaribbeanSupplyChain 29
Execution: Analysis, Recommendation, Draft Presentation Phase Gantt Chart
Closing Phase Gantt Chart
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Risk Management Schedule
Inordertoensurethatourprojectiscompletedsuccessfully,ourteamidentifiedpossiblerisks
astheypertaintoscope,resources,scheduling,andtechnicalrequirements.Thisoutlineofrisks
notonlybringsawarenesstoareasthatmayposecomplexity,butalsoprovidesaframeworkfor
approachingsuchhurdlesshouldtheyarise.
Risk/Cause Likelihood Impact HowtoMinimizeCause
CurrentStatus
ActionItems ResponsiblePerson
SCOPE InabilitytoperformresponsibilitiesduetounwillingnessofContactparticipation.
Low High ProvideincentiveswhenfirstaddressingContacts.“Howdoeshelpingusbenefitthem?”
CommunicationhasnotyetcommencedwithContacts.IncentiveshavebeenoutlinedforDistributioncontactsandF&Bmanagers.
Developideasformakingallcontactsinvestedintheoutcomeofthisproject.
‐ProjectManager‐AS‐ISSupplyChainLead‐Legal/RegulatoryLead‐BestPracticesLead
Stakeholder’sexpectationsaredifferentthanprojectteamsduetolackofclearon‐goingcommunications
Medium High StayinconstantcommunicationswithVailClientRepresentativesandadditionalstakeholderstofirstunderstandtheirexpectationsandthenworktohelpthemunderstandtheprojectteams.
Therearestakeholdersthatexistinthecurrentsupplychainoperationsthathavenotyetbeencontactedbecausethereisnocurrentknowledgeofwhotheyare.
CommunicatewithcurrentcontactsinSt.Luciatodevelopanunderstandingoftheadditionalstakeholdersforthisproject.
‐ProjectManager‐AS‐ISSupplyChainLead
RESOURCE ProjectChampion(KevinSnyder)leavestheorganizationbeforetheprojectiscompleted.
Low Medium CheckwithChampionupfrontregardinghis/hercommitmenttotheorganization,haveasecondchampionavailableincaseofworst
Championiscommittedtotheproject.
Identifyasecondchampionandgethisapproval.
ProjectManager
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VailResortsCaribbeanSupplyChain 31
casescenario.Schedule Projecttimerequirementunderestimatedforagiventask
Medium High Takethetimetomakesureestimatesarereasonableandcalculateabuffer
Onschedule Comparewithotherprojecttimelines
ProjectManager
Deliverabledatesconflictwithothertestsandworkloads
High Medium Compareprojecttimelinewithallotherschedulesandplanaccordingly
Onschedule Constantlyupdateandcross‐checkallschedules
ProjectManager
Interviewsarebehindscheduleduetodelayinreceivingcontactinformation
Medium High Proposedatesthatinformationmustbyreceived
Partiallyreceived
NeedFedExcontact
ProjectManager&VailClientRepresentatives
Researchislackingduetopoorplanning
Low High Stayontopofresearch
Researchplanningstarted
‐As‐issupplychain‐Legal/regulatory‐BestPractice
ProjectManager
Meetingsaremissedbyanypartyandre‐schedulingconflictsdelayprogress
Medium High Makemeetingsatoppriority
Nomeetingshavebeencancelled
Allpartiesinvolved
Technical Systemsonislandresortsmayneedupgradetosupportourrecommendation
Medium Low(withinourscope)
Recommendnecessarychangesatlowestpossibleextrinsicandintrinsiccost
VailClientRepresentatives
Understandingoftechnologyusedinthedistributionprocessisincomplete
High High Doresearch,conductinterviews
Lackvisibility RESEARCH,writescriptsandsetupinterviews
‐As‐issupplychainlead‐Legal/Regulatorylead
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Best Practices FoodandBeverageSupplyChainsvarieswithineachcompany.Thislistofresortshasbeen
compiledaspertinentcompaniestointerviewregardinganF&BsupplychainintheCaribbean.
Theinformationgatheredwillbeusedtocompareandanalyzeprocessesthatarerelevantto
ourproposal.
Elite Island Resorts St.Lucia‐VillageInn&Spa
http://www.eliteislandresorts.com/stLucia/index.html
ContactInformation:ManagingDirector:LawrenceSamuelLaClery,ReduitBeach,RodneyBay,St.LuciaDirectTelephone:(758)458‐3300DirectFax:(758)458‐3600StevenHeydt,President:[email protected],Inc.1065Southwest30thAvenueDeerfieldBeach,FloridaUSA33442IntheU.S.:800.858.4618 International: 954.481.8787
IslandLuxe Resorts Ladera,St.Lucia http://www.ladera.com/
ContactInformation: KarenBullAssociates3355LenoxRoadSuite750Atlanta,GA30326
Tollfree:80025980177703946565Fax:4042371841
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VailResortsCaribbeanSupplyChain 33
Interstate Hotels & Resorts: www.ihrco.com
ContactInformation:
CorporateHeadquarters:InterstateHotels&Resorts4501N.FairfaxDriveArlington,VA22203P:703.387.3100
Carnival Corporation http://www.carnival.com/contactus.aspx?icid=CC_Header_467
ContactInformation:RICHARDD.AMES‘SVP’SHAREDSERVICES3655NW87thAve.Miami,FL33178‐2428UnitedStatesPhone:305‐599‐2600
Sandals All Inclusive Resorts
http://www.sandals.com/main/stlucia.cfmContactInformation:SandalsGrandeSt.Lucian‐Castries,St.Lucia P.O.BoxG.I.2447Gross‐Islet St.Lucia,WestIndies Phone:(758)455‐2000SandalsHalcyonBeach‐Castries,St.Lucia P.O.BoxGM910,ChocBay,Castries St.Lucia,WestIndies Phone:(758)453‐0222SandalsRegencySt.Lucia‐Castries,St.Lucia P.O.Box399,Castries St.Lucia,WestIndies Phone:(758)452‐1012
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Final Deliverable Outline
I. ExecutiveSummary
II. ProjectPurposeBreakdown
III. ProjectCharter
a. OriginalCharter
b. RevisedCharter
IV. BreakingAssumptions
V. Roles&Responsibilities
VI. CommunicationsPlan
a. ProjectTeamOrganizationPlan
b. StakeholderAnalysis
VII. EmailCommunication
VIII. MeetingMinutes
IX. ProgressReports
X. WorkBreakdownStructure
XI. ProjectSchedule
a. TasksList
b. InitiationPhaseGanttChart
c. PlanningPhaseGanttChart
d. Execution:ResearchPhaseGanttChart
e. Execution:Analysis,Recommendation,DraftPresentationPhaseGanttChart
f. ClosingPhaseGanttChart
XII. RiskManagementPlan
XIII. BestPractices
XIV. CostBenefitAnalysis
XV. SWOTAnalysis
XVI. RecommendationsTOBE