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Project Information
Project Name
This project will be referred to as PJ Enterprises Electronic Catalog /Customer Service Training Launch.
Project Description/Overview
PJ Enterprises has contracted Project Managers to the Rescue to provide a training solution to assist the
organization in maintaining or exceeding projected target goals of a minimum of 10% profitability, a
decrease in customer complaints and improvement in customer service overall satisfaction by
implementing an electronic searchable catalog database. Project Managers to the Rescue will design,
develop, and deliver a customer service instructor led training for supervisors and phone operators that can
be maintained by PJ Enterprises staff upon completion of the project, and will be completed prior to the
companys holiday catalog mailing. Project Managers to the Rescue has collaborated with the project
sponsor, Jane Mackenzie, to review the current state of PJ Enterprises, and along with the findings of the
gap analysis, has found training to be an appropriate solution to some of the needs assessed. PMTTR will
design a full day training that will cover customer service skills and technical training for telephone
operators on a new catalog database that will be easier to use, and provide better product information to
telephone operators, thereby decreasing customer wait time in the phone queue. The database will be
customizable to allow PJ Enterprises to update new or discontinued products as necessary, saving time and
quickly being able to resolve issues leading to higher customer satisfaction.
Project Purpose
The purpose of this project is to design and deliver an effective customer service and technical training to
PJ Enterprises telephone operators that will teach both the customer service skills and the technical skills
required to interact with customers while using the electronic product database. PMTTR seeks to provide
training that will improve customer service etiquette and decrease long call and wait times. This will be
achieved by increasing the accessibility of product information through the use of a categorized electronic
database, which will ultimately result in increased customer satisfaction and sales. The training will also
decrease the 30% increase in customer service complaints resulting from transfer calls to supervisors from
customers demanding additional information.
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Business Objectives
The improvement in customer service and technical training for telephone operators will assist PJ
Enterprises with maintaining business objectives of exceeding projected targets, increasing profitability by
a minimum 10% to meet an aggressive growth of $2,000,000 net profit. The customer service and
electronic catalog database will also decrease customer service complaints by 10% by improving operator
product knowledge, reducing wait time to resolution, and increasing customer satisfaction. Ultimately,
better informed telephone operators will be able to respond to telephone orders more effectively, and have
the ability to independently solve customer issues.
Scope Statement
Deliverables Included
Project Managers to the Rescue will deliver the following:
This project plan, which includes the project schedule and Gantt chart, work structure diagram,
change management plan, communication management plan, and risk management plan
The design document for the product guide database, which will specify database parameters such
as development tools, time requirements, and product information needed for data entry
A prototype of the searchable product guide database, which will be provided by Database Options
LLC
A final, searchable product guide database, which will be provided by Database Options LLC
The customer service and product guide database training design document, which describes the
purpose and structure of the 8-hour customer service-training rollout including:
o Program objectives, assessment methods and instructional strategies
o Course materials, including a facilitators guide and customer service handouts/job aids
o Knowledge and skill assessment strategies and materials to show initial impacts of the
training before and after implementation
The final customer service and product guide database training and materials, including:
o Facilitator Guide
o Participant Guide
o Job Aids
o Slides or Presentation
Guidance and train the trainer session to select PJ Enterprises employees that will facilitate the
sessions upon the project completion
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Exclusions
Project Managers to the Rescue will not provide the following:
Copywriting for the product guide
Printing services for the participant, facilitator guide and job aids
Projection equipment for the training
Scheduling, session sign-up, and completion tracking
Networked computers or laptops, training room, internet access for staff who attends the training
session
Management training to operator supervisors
Supervisor development to current telephone operators
Training on operation of the telephone and order entry systems
Content for staff meetings
A completed new hire training course
Development of an employee recognition or bonus system
Project Plans
Primary Plans
This project plan includes a variety of plans necessary to carry out a smooth implementation of the PJ
Enterprises Electronic Catalog/Customer Service Training Launch, including:
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Scheduled Meetings
Project Managers to the Rescue has scheduled the following regular meetings; however, additional
meetings may be scheduled should an immediate need arise.
Meeting
Frequency
Attendees
Description
Project Status
Meeting
Alyssa Haynes,
Project Manager PMTTR & Jane
MacKenzie, Project
Sponsor PJ
Enterprises
Assumptions
Project Managers to the Rescue will be responsible for the following:
Completing all stated deliverables
Project Management from the design and development standpoint, including regular status reports
to the sponsor
Providing PJ Enterprises with completed course materials that can continue to be utilized for
employee training after project completion
Facilitating the first training sessions
Providing train the trainer sessions to employees that will assume the trainer role after project
completion
Providing weekly status reports to PJ Enterprises
Meeting project milestones by set dates
Meeting budgetary constraints
Completing the project in a timely manner
Communicating with PJ Enterprises immediately should there be a roadblock to meeting a project
milestone date or budgetary goal
PJ Enterprises will be responsible for the following:
Providing adequate SMEs in each area to help develop and validate content in a timely manner
Ensuring training content is accurate
Completing review of materials and completing sign-off on documents in a timely manner
Printing necessary course materials and instructor guides
Providing trainees paper and pens to take notes during training sessions
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Providing all necessary product information for upcoming catalog launch in a timely manner,
including pictures of the products
Establishing a rollout schedule to train all current telephone operators on the new material
Setting up operator workstations and instructor workstation/projector in the training room
Providing quality headsets to all telephone operators
Removing SME bottlenecks to ensure their ability to consult with Project Managers to the Rescue
Completing change requests should a need to change the course design or direction arise
Constraints
The following situations will constrain Project Managers to the Rescues ability to carry out the project:
Shift work of employees, SMEs and other resources may constrain the availability for them to
provide review, answer questions and carry out or attend training sessions
Information resources are limited to the SMEs PJ Enterprises is able to provide for the duration of
the project
Training must be completed before the holiday catalog launch. Building the product database and
completing/delivering the training is limited to this time frame.
Available technology for training is limited to that provided by PJ Enterprises
Project must be completed within the designated budget assigned by PJ Enterprises
Training is limited to the scope set by PJ Enterprises
External Dependencies
The successful completion of the course is dependent on the following external factors:
Call volume on days Project Managers to the Rescue is scheduled to gather working examples for
the training program
Call volume on days Project Managers to the Rescue is scheduled to work with supervisor and
operator SMEs
Severe weather or other natural disasters that may affect operation of telephone, internet or order
entry system functionality during the project timeframe
Project Approach
PMTTR will use the ADDIE flow to develop PJ Enterprises customer service and product guide database
training. Sign-offs for each activity will be required on the dates listed below. After completing a causal
and gap analysis, PMTTR will begin the design and development of the training. The functions of
telephone operators will be broken down into smaller tasks and listed in the job task analysis. Then,
PMTTR will select the terminal objectives of the training, including conditions and criterion of success.
Next, PMTTR will select the appropriate instructional strategies for the eight-hour training. After this, the
design document will be finished and the design of lesson plans can begin. A course outline will be
designed, depicting the flow of modules and lessons for the training. A facilitator guide, participant guide,
and job aids will accompany the outlined course. The instructional presentation will be developed, and the
training will be tested, evaluated, and if necessary, revised. On September 6, implementation for the
training will occur.
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Milestones
Milestone or Activity
Deliverable
Target
Date
May 13,
2016
May 27,
2016
July 8,
2016
July 15,
2016
August 5,
2016
August 19,
2015
September
6, 2016
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WBS Diagram
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Schedule (ET)
Task
Assigned To
Start Date
End Date
Status
ET, AH
ET, AH
ET, AH
ET, AH
ET, AH
ET
ET
ET
ET
ET
4/18/2016
4/18/2016
4/18/2016
4/18/2016
4/18/2016
4/25/2016
4/25/2016
4/25/2016
4/25/2016
4/25/2016
4/22/2016
4/22/2016
4/22/2016
4/22/2016
4/22/2016
4/29/2016
4/29/2016
4/29/2016
4/29/2016
4/29/2016
Complete
Complete
Complete
Complete
Complete
Complete
Complete
Complete
Complete
Complete
NA, MG
NA, MG
5/2/2016
5/2/2016
5/13/2016
5/13/2016
NA, MG
NA, MG
NA, MG
CJ
AH
PJ Enterprises
NA, MG
5/2/2016
5/2/2016
5/2/2016
5/9/2016
5/13/2016
5/13/2016
5/13/2016
5/13/2016
5/13/2016
5/18/2016
5/24/2016
Comments
Analyze
5/16/2016
5/19/2016
AH
PJ Enterprises
5/25/2016
5/25/2016
AH
5/27/2016
5/27/2016
Develop
NA, CJ
NA, CJ
NA, CJ
NA, CJ
5/30/2016
6/13/2016
6/20/2016
5/30/2016
AH
PJ Enterprises
NA, CJ
6/17/2016
6/17/2016
6/24/2016
6/17/2016
6/24/2016
6/27/2016
6/30/2016
AH
6/29/2016
7/5/2016
7/5/2016
PJ Enterprises
AH
7/6/2016
7/8/2016
7/8/2016
AH, PJ
7/18/2016
7/22/2016
Implement
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Including Pilot
Determine Trainees
Deliver Pilot Training
Submit Pilot Training Data for
Review
Review Pilot Training
Modify Training after
SME/Sponsor Review
Submit Materials for
Verification/Review
Verify Final Training Changes
Obtain Final Customer Service
and Product Guide Database
Signoff
Train the Future Trainers
Deliver Training to Trainees
Deliver Learning Assessment to
Trainees
Enterprises
AH, PJ
Enterprises
MG
AH
PJ Enterprises
NA, CJ
7/18/2016
7/22/2016
7/25/2016
7/29/2016
8/1/2016
8/1/2016
8/4/2016
8/3/2016
8/12/2016
AH
8/12/2016
PJ Enterprises
AH
8/15/2016
8/17/2016
8/19/2016
MG
MG
MG
8/29/2016
9/6/2016
9/6/2016
9/6/2016
9/6/2016
9/6/2016
NA
NA, CJ
AH
AH
7/11/2016
7/11/2016
9/6/2016
3/6/2017
7/15/2016
7/15/2016
9/13/2016
3/13/2017
Evaluate
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Gantt Chart
Insets depict Gantt chart from left to right
Full Chart:
Insets:
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Purpose
The purpose of a change management plan is to ensure that each change proposed during the project is
adequately defined, evaluated, and approved before a change is implemented.
Goals
The primary goal of the change management process is to avoid unnecessary changes that might disrupt
services to PJ Enterprises and also ensures resources are being used efficiently.
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Responsibilities
Person Responsible
Project Sponsor
Responsibilities
Project Manager
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Communication Plan
Purpose and Goals
Employees of PJ Enterprises will be undergoing multiple changes in order to meet their end goal of
providing better service to their customers. At times, change can lead to uncertainty, and as a result,
employees may not embrace the required changes. In order to ease the uncertainty and angst that may be
caused by this project, a communication plan will be put in place to ensure consistent, accurate
communication from PJ Enterprises is delivered to their employees, including: the purpose of the project,
how the project will impact them, and training expectations. By keeping the employees in the loop on
project happenings, the goal is to create comfort and instill confidence within the employees with the
direction that PJ Enterprises is taking.
Audience
Telephone
Operators
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Challenge
May not
know what
the purpose
of the
project is
or what the
project
goals are
Channel
Email blasts
and pre-shift
meetings
Responsible
Jane
MacKenzie
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Telephone
Operators
Telephone
Operators
SMEs
May resist
etiquette
training
One-on-one
conversations
and pre-shift
meetings
Supervisors
May resist
training of
the new
database
One-on-one
conversations
and pre-shift
meetings
Supervisors
May not
give
adequate
time to
create the
training
One-on-one
conversations
Jane
MacKenzie
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Jane MacKenzie
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Role
Project Sponsor
Signature
Date
7/31/16
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