UNIV 1213 Leadership and Teamwork

UNIV 1213: Leadership and Teamwork

NAMES

XXXXXXXXX ID# XXXXXXXX Mechanical Eng.

XXXXXXXXX ID# XXXXXXXX Mechanical Eng.

XXXXXXXXX ID# XXXXXXXX Mechanical Eng.

Assignment 4

Creating a Proposal Using Performance Team or Workgroups

Criteria Assessment Rubric for Group Written Report SCORES

Introduction Contains thesis statement, justifies why assignment is important, a supporting reference, outlines the body topics (R) 3%

DAPEE model Outlines the DAPEE steps that your proposal will cover (R) 2%

The project Describe the problem or project that is the focus of your proposal 2%

Analyzing the project Describe a SWOT analysis with 5 points for each letter. (R) 4%

Planning the solution Workplan diagram showing tasks and deadlines, description of the workplan, types of groups used, and the division of tasks (R) 5%

Executing the plan Describe when the group will meet, reporting structures, and how the group will ensure all tasks are completed on time (R) 2%

Evaluating the results Discuss likely obstacles your group will face, how you will handle social loafing, and how you will maintain group cohesiveness (R) 2%

Conclusion Thesis statement is restated, key points from the report are summarized 3%

Mechanics Punctuation and spelling and capitalization are correct, words are well chosen, writer uses own words, use of headings, topic sentences, first person, full sentences, no bullet points, follows guidelines 4%

References Contains at least 3 relevant references 3%

TOTAL 30%

Comments:_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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TOTAL SCORE (OUT OF 10):________________________________________________________

Introduction

There are number of times where we come to college and find ourselves in a bind where we have forgotten a notebook, pen, or calculator. It is very hard to go back to the house to bring it or much worse to attend the lecture without the required students’ materials. Our group realized this issue and decided to help PMU’s students and the university by establishing university stationeries’ business inside PMU’s campus. The first step toward this goal is to complete the business plan proposal. Campbell (2008) said that the business proposal must make a favorable impression and must explain all aspects of your proposed concept clearly and quickly in order for the business idea to be accepted. Our business proposal will cover the problem solving using DAPEE model, project details, project analysis using SWOT analysis tool, planning the solution, plan execution, and plan evaluation.

The DAPEE Model

Problem solving techniques is one of the most important steps that management or groups have to consider. The basic structure of a problem solving strategy has five components that are referred to by the acronym DAPEE. It means Define, Analyze, Plan, Execute, and Evaluate. Ilgen, Hollenbeck, Johnson & Jundt (2005) mentioned that effective groups are able to define the problem, gather information, evaluate that information, and devise a strategy to accomplish its mission.

The Project

The project that we are planning to propose is a university stationary supply in campus. This is to solve two problems in the same time. The first problem is that faculties have to wait for a long time before they receive their office supplies. The second issue is that the university is far away from nearby suppliers and this business will solve students’ problem and make their necessary materials available in campus. This stationary shop will be directly linked to the university main system through a business-to business shopping interface. This will allow faculties and employees to order their supplies directly from our business and guarantee the delivery will be in the same day.

Analyzing the Project

We are going to use a SWOT analysis model to analyze our business. Tatum (2009) defined SWOT as one of several strategic planning tools that are utilized by businesses and other organizations to ensure that there is a clear objective defined for the project or venture. The process of SWOT involves four areas of thought: strengths, weaknesses, opportunities, and threats. This business is going to be a successful business for the following reasons. The first one is that there are no competitors on campus. The second reason is that this business is desperately needed to accommodate the increasing demand for office supplies. The third reason is the business location will be provided by the university; therefore, we will save the location rent budget. The fourth is the internet services and telephone lines will also be provided by the university which is also another saving from the capital budget. And finally, our business will save time and money for both students and the university.

We anticipate some weaknesses for this business such as limited customers. Because we only depend on a single source customer of our business, therefore, our profit will always be limited. Another weakness is that the location is too far from the city; therefore, we will have to provide transportation for our employees to and from the business location. Also the storage area for our supplies is going to be limited and we will not be able to store big quantities. Finally, the working hours will be limited to the university working schedule.

There are some business opportunities waiting for this business. This is a new idea and it can be implemented in other universities in the eastern province as well. This business can start joint ventures with major suppliers in the province such as Jareer bookstore and Al Maktabah. This business has an opportunity to expand and to outreach to include laptops and computer accessories.

As there opportunities for this business, there are also threats. One of these threats is that PMU may charge renting fees for the business location. Another threat is that PMU had an experience of similar business but it was outsourcing the bookstore which failed and PMU had to cancel the contract.

Planning the Solution

First we divided the tasks into three parts. Each part will be assigned to one primary member and one backup member of the group. According to table 1 (Task Assignment & Deadlines), dealing and negotiating with PMU in regards to our business will be assigned to Jabbar and backup will be Mohammed. All the government affaires and obtaining the correct paperwork will assigned to Naif and the backup is Jabbar. Finance, human resources, and all money matters and will be assigned to Mohammed and the backup is Naif. Once paperwork is completed, Naif and Jabbar will be responsible for dealing with suppliers and signing supply contracts. The plan is to have the business up and running within nine months which is the beginning of Fall Semester 2010. The reason is that the target opening date will be a memorable date which is 10-10-2010. Jabbar and Mohammed will make sure that all PMU faculties and employees are trained and ready to use the new system using a training system before the go life date on August 1st. The plan is to have business operational one month before the opening date to make sure no surprises on the grand opening. The team has set a backup plan just in case the business face challenges. The backup plan will be activated after two years if the business does not give 100% profit. An indicator will be set from the beginning to monitor the source and the value of profits.

Name Task Deadline % Completed Remarks

Jabbar

&

Mohammed Submit business proposal Jan-16-2010 Assign business location Feb-01-2010 Users requirement package Feb-15-2010 IT systems installation May-01-2010 IT final testing & acceptance Jul-01-2010 System Training & workshop Agu-01-2010 Opening preparations Sep-10-2010 Mohammed

&

Naif Finance Jan-30-2010 Set up budget Feb-01-2010 Logo & slogan May-01-2010 Staff uniform Jul-01-2010 Generate revenue indicators Aug-01-2010 Employment Sep-01-2010 Employees transportations Oct-01-2010 Naif

&

Jabbar Government license Feb-13-2010 Identify potential suppliers Mar-01-2010 Submit requirement forecast Apr-10-2010 Signing contracts May-01-2010 Brochures Jun-12-2010 Business supply catalogue Jun-12-2010 Advertisements Aug-07-2010 Opening perpetrations Sep-10-2010 Table 1 (Task Assignment & Deadlines)

Executing the Plan

The group will be led by Saif and will have a nine month plan. Each month the group will meet once for the first five months on the first Saturday of the month to discuss the development and status of every group. For the last four months of the plan, the group will meet twice a month as this stage become more critical. The meeting will be set on every other Saturday of the month in order to measure our readiness for the opening date. The table above has a progression percentage indicator that the group leader will maintain and update after each meeting. Written reports must be presented by every member each time we meet. The team leader will continuously work with group members between meetings to make sure that things are on the right track.

Evaluating the Results

The most likely issue that the group might be facing is that two members are already working which will cause problem with finding the extra time to accomplish their assigned tasks. The team has agreed to socialize every Thursday night and bring families together which will maintain group cohesiveness and increase bond between team members and also their families. Social loafing can be a problem in teams; however, this is not going to be an issue with our team members because of the frequent status update and the percentage completion of each task. Also the team leader will maintain positive communication in regular bases and keep the spirit up.

Conclusion

Surfing lack of supplies can be very frustrating for some people. Universities’ stationeries are often consumed at a very high rate and shortage can cause operational impact. A stationery business inside PMU campus will solve such issue and maintain positive learning atmosphere. The team has used the DAPEE model in order to solve PMU persistent problem with its office supplies. Utilizing an international problem solving tool such as the DAPEE model gave this solution power and strength. The team also utilized another international project analysis tool SWOT which explored a wider view of strengths, weakness, opportunities, and threats of our business. This proposal is an excellent opportunity for both PMU and business owners and benefit will be optimum.

References

Campbell, J. (2008). 11 Tips for Writing a Business Proposal. Retrieved January 09, 2010, from http://www.officinado.com/news/latest/11-tips-for-writing-a-business-proposal.html

Ilgen, D., Hollenbeck, J., Johnson, M. & Jundt, D. (2005). Team in Organizations: From Input-Process-Output Models to IMOI Models, Annual Review of psychology, 56, 517-543

Tatum, M. (2009). What is SWOT Analysis. Retrieved January 09, 2010, from http://www.wisegeek.com/what-is-swot-analysis.htm