CHINESE DRAGON CAFE

Project Plan
System Implementation
Anishe

Contents
1.1 Problem Description.......................................................................................................................... 2
Drawbacks of the Manual Restaurant Management....................................................................................3
1.2 Scope outline..................................................................................................................................... 3
2.0 Business Objective................................................................................................................................ 4
2.1 Assumptions and Limitations............................................................................................................. 4
2.2 Deliverables....................................................................................................................................... 5
2.3 Milestones.......................................................................................................................................... 5
2.4 Project Schedule and Budget............................................................................................................ 6
3.0 Organizational Structure...................................................................................................................... 7
3.1 Communication Plan.......................................................................................................................... 7
3.2 Project Accountability......................................................................................................................... 7
3.3 Management Plan.............................................................................................................................. 7
3.4 Monitoring and Control...................................................................................................................... 7
4.0 Risk Management.................................................................................................................................. 8
4.1 Risk Assessment............................................................................................................................... 8
4.2 Risk Control....................................................................................................................................... 8
4.3 Risk Identification............................................................................................................................... 8
4.4 Risk Analysis...................................................................................................................................... 9
4.5 Risk Prioritization............................................................................................................................... 9
5.0 Process Plan / Back up Plan................................................................................................................ 10
5.1 Quality Assurance............................................................................................................................ 10
5.2 Project Review................................................................................................................................. 10
5.3 Issue management.......................................................................................................................... 10
6.0 Conclusion........................................................................................................................................... 11
7.0 References.......................................................................................................................................... 12
Appendix 01 - Project Charter................................................................................................................... 13
Communication Plan.............................................................................................................................. 13
Appendix 02 Gantt chart............................................................................................................................ 14
Appendix 03 Network Diagram.................................................................................................................. 14
Appendix 04 Budget.................................................................................................................................. 15
Appendix 05 Project Status Report......................................................................................................... 16
Appendix 06- Organization Structure......................................................................................................... 18

Project Document
1.0 Introduction
Sri Lankas oldest and most respected, was established in 1942 Chinese dragon caf has
pioneered the Chinese cuisine in Sri Lanka by offering authentic food refined specifically to suit
the local palate. Customers are impressed by the delightfully charming atmosphere in the
restaurant combine with the delicious variety of Chinese cuisine, soups and hot spicy noodles
accompanied with perfect wines. Chinese dragon caf is the first class fine dining Chinese
cuisine restaurant that will get the most pleasurable experience and spend time will surely raise
the value
Operating under the new ownership and the management, its the perfect time the restaurant to
do a upgrade to uplift the service offering to the customers and will focus on three main service
areas quality, time, efficiency of employees and level of service which were found to be
lacking at the present and management has taken immediate steps to overcome this situations
by implementing a new restaurant management system to the business. This is a system which
is covering entire daily operation in the management with the intention of making the restaurant
to a high step by taking the brand closer to the people and what they love.
1.1 Problem Description
Chinese dragon caf is following a manual process in the restaurant operation. All the guest
reservations (guest details), sales details, transactions are recorded in a file and stored in a
different room. Sales transactions, calculation of bills and stock inventory is done manually.
This enables that following system is file or manual based and management or staff need make
more effort to maintain and secure data. They can be easily damaged by fire, insects or natural
disasters. Maintaining files consumes more time of employees and management cannot
guarantee the accuracy level of calculating sales details and bills.
Other main reason of slow service in dragon cafe is the outdated ordering process, where the
stewards have to get down the food orders from the guests and send the bar order ticket (BOT)
and kitchen order ticket (KOT) to Bar, kitchen and cashier. More time will be taken to get down
the food orders to the relevant stations, while this method can also missed or mixed up or lost
the order completely.
The reservations also need to be made making a phone call which is outdated method. All the
data files need to arrange by the year and staff making hard to find specific data within those
files. The front office needs maintain to places for guest reservations and for each and every
customer file is been maintained. For a repeat guest, details are copied the particular file. This
results more time, more files and more physical space. Cost charts or orders needs to be check
manually before prepared the guest bills.

Drawbacks of the Manual Restaurant Management

More time is consumed

More Space Required
More manual labor required for manual process
Not reliable and accurate, human error can be occurred
Striving of searching and retrieving data
Service level is slow and poor reservation management
Secure of data is very low
Find difficulty in retrieval of customer information

1.2 Scope outline

Proficiency level of customer service has to be perfect in the hospitality industry. New
technology is easily available in the market, which helps to improve the traditional management
process used in the restaurant. The management plans for a project to utilize a new restaurant
management system / Point of sale system (POS) with Wi-Fi environment including Tabs to the
employees (stewards) to improve the service level of the operation. Reservation facility for the
customers, storing customer data, stock management, inventory management and staff
management details, to make forecast, plans with the purpose making the restaurant to a high
level.
All above mentioned facts are recorded or stored in a system data base. It will save valuable
time of the business as well as employees when retrieving data from the system. System
interfaces are designed user friendly and all the functions are in a simple and effective style. By
implementing the system enables saving time. Labor hours, space wastage, secure data, and
convenience by increasing the efficiency level of the Chinese dragon caf management.
Tablet device is the part of the new system and will take down the order form the customer while
the steward is near the table and food order will be sent straight to the screen in the back area
of the restaurant. After the service is done, steward will show the bill to the guest on the Tablet
device and if the customers agree to pay with credit card, card readers are available with 15m
distance in the restaurant.
This new restaurant management system will help to run the operation smoothly in a high class
manner while time of the ordering and billing process will be reduced. The device required a
Touch screen, Bluetooth printer and a magnetic swipe card to raise the quality of the operation,
and reduce the amount of paper used and all data will be stored in the new customer data base
(Sales Transactions and Payment details) https://www.indianpornvideos.com/video/desi-homemade-sex-scandal-mms-clip-of-office-girl-with-boss-UPJqzbz1SgQ.html#.Vgd2APmqpBc

2.0 Business Objective

To increase the services (Efficiency) level of the restaurant by running a smooth a

perfect operation. Ordering process should be fast and deliver on time with less trouble
and effort.

The tablet device has tube proficient of two way communication with a central computer.
Will used to direct food orders to the kitchen, informs of orders, card payment approval
and other required information.

Increase the brand image of the restaurant

Customer loyalty and retention, by providing a superior customer service.

To improve the value level of the operation and the productivity of the business.

To have a superior audit trail and customer data base

Easy access for employees in billing process and increase staff efficiency

All the food orders and the payments that a made during the operation needs to be
recorded to calculate the daily report and monthly sales report.

2.1 Assumptions and Limitations

Assumptions

New restaurant management system will function efficiently without any issues

Dragon caf management will remain same.

If any issues rises it will be handled by the project manager

Finance controller will manage all the expenses according to the agreed budget.

All the employees will read and understand the new system rapidly

Constraints

Two IT persons will be hired for temporary basis to provide training for the management
regarding the new system (Fundamentals, importance and operation process)

Certain staff persons will find difficulty when implementing the new system

Management staff need to attend for new system training including stewards to top
management while doing daily operation

2.2 Deliverables

Operational issues will solved within 10days after implementing the new system to the
caf

Increase the level of positive feedbacks from the customers regarding performance after
implementing the system

Increase the efficiency and operative level of the management by 40%

Data analyzing and forecasting can be done through the system.

Smooth ordering process

2.3 Milestones

The project starts on 20th November 2014 and will be completed February 10th 2015. The
time period for the project would two and half months. Under authority of project
manager, new system implementation project operates under three phases.

Phase one
Feasibility study is done by the project team for the ERP - POS venders on November
20th to November 27th which is 6days of time period.

Receiving proposals from the POS venders and short listing the best four venders by
considering the following factors such as budget, Proactive time schedule, Technology,
user friendliness, efficiency level of POS system, current customer base strength of the
POS vender and fit for the purpose.
Selecting the best vender after all the demonstration are done by the venders. Time
period 28th November to 2nd December (4 days)

Phase Two

The new system implementation and initial data entering from the manual systems is
done on 3rd of December to 18th December (2 weeks)

The new system training is done for the front liners (Manager, supervisor, stewards,
cashier) on ordering process through tablet device including payments and for the back
area persons ( CEO, Accountant, store keeper) data analyzing, forecasting, ledger
transactions, inventory handling and advanced functions related to the system - time
period 19th December to January 20th (4 weeks)
gathering the system issues faced by the all staff during the training period and make
arrangement to solve the issues 27th December to January 20th (3 weeks)

Phase Three

Internal and external meetings with the management and the vender regarding the
performance and efficiency level of the new system before the live experience. January
21st to January 23rd ( 2 days)

Run the system in the daily operation (Live) and gather feedbacks from the customers
about the level of service to analyze further developments and changes needs to be
done for the processes related to the system implementation. Completing the project
-January 24th to February 10th (2 weeks)

2.4 Project Schedule and Budget

New system, implementation project is expected to be commence on 20 th November 2014 &
concluded on 10th February 2015 the cost is observed and viewed by the Project manager,
financial comptroller and the management. The necessary adjustments will be done and
approved by the above mentioned parties. Please refer Appendix 2, 3, 4 for Gantt chart,
Network diagram and Budget.

3.0 Organizational Structure

Organizational structure of the project is shown in the Appendix 1, please refer and operation
lines are mentioned in the structure.

3.1 Communication Plan

Communication plan is mainly developed to inform the main people about the progress or
problems of the project. The plan will assign to the necessary people during the period of project
operation.
3.2 Project Accountability
All the members in the project team needs to play an important responsible role and each and
every person needs to give their maximum input to accomplish the project.
3.3 Management Plan
With the help of the restaurant management, project team will perform their plans to complete
the project. 5 days of work (Monday to Friday) per week and working hours will be 9.00 am to
5.00 pm. The project team consists of four members, which is project manager, finance
controller and two executives.
Entire project has been observed by the project manager and all the decision are made by him.
Two executive will follow the plans and instructions and executive each task of the project while
all the cost is handled by the finance controller.
3.4 Monitoring and Control

Entire project is observed by the project manager and support the other one executives
during the project

Follow up work is done by executives and once the each tack is complete its been
confirm to the project manager.

Every Wednesday and Saturday discussions are made to discuss the progress of the
project, issues faced by the team as well as the management of the restaurant and what
needs to be done to prevent those issues and accomplish the targets,

All the expenses and cost related issues are monitored by the finance controller

Temporary hired IT persons will carry out the necessary training to the dragon cafe
management regarding the new system (method of using)

4.0 Risk Management

Risk analysis and Risk management enable the project team to understand and deal with the
uncertainty of the project. Risk can be known as possibility of certain difficult situations will arise.
So its need to do a risk analysis by everyone who is involve in the project.
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4.1 Risk Assessment

This step is vital in protecting the project and helps to be focus on the issues which really act on
the project. As this is the first step of the risk management and will classify the risks by doing the
analyzing as well.
4.2 Risk Control
This is a tool that uses the findings which gathered from the risk assessment and will make the
necessary changes by implementing to cut the risks by taking necessary actions in advance. It
is required to develop a contingency plan before facing any risk.
4.3 Risk Identification
This is the process of gathering most harmful and perilous situations and trying to differentiate it.
This process consists of analyzing, reviewing and anticipates possible risks.

Technology Risks when the requirement is not satisfied, restaurant management

system fail to accomplish.

Client Risks - User find difficulty of using the new system due to subject matter or
strange (unknown) to the system

Organizational risks - issues rises in the management due the poor communication plan

Evaluation Risk the expenses will exceed when implementing the system compared to
the approved budget of the project.

4.4 Risk Analysis

Risk

Probability (High/Medium/Low)

Effects

Technological Risk

Medium

System Malfunction

Client Risk

Low

User knowledge towards the new

system is very poor

Organizational Risk

Low

Poor communication with in the

management

Evaluation Risk

Medium

Cost is high compare with the

budget

Tools Risk

Medium

System letdown in performance

4.5 Risk Prioritization

This step is complete according to the gravity or significance of the risk and it will be analyzed.
Finally conclusion will make by concerning the most important risk which is required to be taken
in to consideration in the project implementation.

5.0 Process Plan / Back up Plan

5.1 Quality Assurance
The quality of the project depends on the level staff commitment towards the implementation of
the system. Training sessions will be done to the restaurant employees to develop the
knowledge, system attributes.

5.2 Project Review

Meetings will be held on every Saturday afternoon for clarification and changes which is
required. All the decision are made and approved by the project manager after agreeing with
other parties as well.
5.3 Issue management
Firstly issues which occurs during the project implementation will be gathered and analyzed by
the project manager and will be discussed with the management with follow of project team.

6.0 Conclusion
The main intention of the project is to upgrade the standards (quality, efficiency, time) of the
restaurant operation by implementing new system to the environment. The project is done after
the result of discussions done by the management of the restaurant.

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Compare with the financial statement, system implementation appears to be more profitable
project new system implementation will help to achieve the business objectives and taking the
operation to high level.

7.0 References
(http://www.chinesedragoncafe.com/)
(http://www.ijarcsse.com/docs/papers/Volume_3/2_February2013/V3I2-0232.pdf)

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(http://www.ncr.com/hospitality/restaurant-solutions)

Appendix 01 - Project Charter

Project Name: Restaurant Management System/POS Implementation
Company Name: Chinese Dragon Caf

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Target Zone: Management /Staff

Project Holders

Project Title

Anishe Perera

Project Manager

Chathura Fernando

Project Executive

Sheehan Rajapaksha

Financial Controller

Communication
Plan
The communication is done via emails, daily, weekly meetings and phone calls regarding the all
project information within the restaurant management.
Information

Method

Information

Frequency

Participants

Project data

Meeting

Documentation
and reports

Every Friday

Project Mgr. & Team

Milestone meeting

E-Mail/Meetings

Progress of the
project

Before
milestone

Project Mgr. & Team

Project issues

E-mail & Meetings

Staff issues &

system issues

Daily & weekly

Project Mgr. & Team

Project status report

E-mail

Level of success

Once in
weeks

Project Mgr. & Team

Final Project

Meeting

Covering
experiences

End of project

Appendix 02 Gantt chart

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two

Project Mgr. & Team

Appendix 03 Network Diagram

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Appendix 04 Budget
Hardware Requirements

Quantity

Amount (LKR)

Server

01

150,000

Computer

04

180,000

Tablets

08

150,000

Card Reader (Visa, Debit)

02

8,000

Wi-Fi Router

01

5,000
493,000

POS system Software

liecence,Trainning, user
support and maintenance for
one year
680,000
Total Amount

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1,173,000

Appendix 05 Project Status Report

Project Name
Subject
Date
Report compiled by
Reporting period

(e.g. Jan 5-Sep 07)

Section One: Summary

Section Two: Activities and Progress

Section Three: Official & Project Issues

Section Four: Outputs and Deliverables

Section Five: Outcomes and Lessons Learned

Section Six: Assessment

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Section Seven: Risks, Issues and Challenges

Section Eight: Next Steps

Contribution
Reporting
Period

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Duration of
project

Appendix 06- Organization Structure

CEO

Restaurant Manager

Accountant

Executive Chef

Store Keeper
Store Assistant

Supervisor 01

Supervisor 2

Demi Chef

Steward

Steward

1 st commis

Steward

Steward

2 nd comimis

Steward

Steward
Cook

Cook

Restaurant operation is done by with 12 stewards (6 stewards per shift)

Kitchen operation 6 cooks (3 Cooks per shift)

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