Embedded Files
Project Management Step 1:
Project Initiation
Time: 1 hour- Pre Project Start Date
Tips:
ASK QUESTIONS! NO QUESTION IS A DUMB QUESTION!
Items Needed:
SUAs & Addendums
Blueprints
Preparation:
Pre -Con Call: Call between the Retailer, Ace Corporate, Vendors, and MSO Teams to lay out the scope and expectations of the project.
You will want to take notes on important items such as Store readiness, Points of contact, Delivery Schedules, Backorders, and any special instructions.
Store Readiness: This is the state of the location before the MSO team enters to start work. The Following are examples of questions for New Store Set-ups:
Lights/ Plumbing working
Security of Building-Is there a door?
Flooring/Painting is completed
Wall blocking is done or will be done prior to us building
How are we receiving freight? Is there a loading dock?
Examples for Existing Store Projects:
Has NOP been marked? Is there a designated place for us to place it?
Is there a forklift, pallet jacks, carts available to us?
How tall are the ceilings? (if over 10’) Is there a scissor lift to hang decor?
Is there sufficient cleaning supplies (sprays, towels, brooms, trash cans, etc)
SUA & Addendum: This is a paper or set of papers that describes the contract (scope of work) for the project.
Blueprints: 2 Types:
Merchandising: Layout of where each set is placed in the store
Fixture: Layout of where the fixtures are placed with measurements
Project Management Step 2:
Project Planning
Time: Day 1-3 of project
Tips:
Make Sure to walk through the store with Project Manager and by yourself to gain a “flow”
Make sure to take notes as you are walking
Make sure to double check truck schedules
Ensure that you have a plan in place for all potential hazards.
Preparation:
Critical Path: A draft of your timeline. Many times the critical path includes a “flow” or direction from the start to the end. For example:
The first truck is paint and cleaning which is located in the front left corner. This is the beginning of the flow. The team will start here.
The trucks continue to follow the pattern of left to right so the team will continue to move in the same direction following the flow throughout the store.
Sometimes you have to look at how departments move. For example:
Paint needs to move to the front right hand side of the store but Tools needs to move first. Tools move to where paint is. This means I can find a starting point.
Sometimes finding a starting point can be challenging. There are times that you won't be able to swap department for department but rather have to swap set for set. This is when you need to know what order your sets move.
For example: If plastic fittings moves then it opens up builders hardware which opens exterior stain, etc
Risk Management Strategy: This is when you look for potential hazards and have a plan to avoid them. Examples of Risks:
Cracks in the floor(trips, hard to move runs)
old feet that could be unstable (runs could fall if unbalanced in weight)
electrical attached to the runs ( could get in the way of decor or when
Project Management Step 3:
Project Execution:
Time: Everyday
Tips:
Create an email chain with the project manager, Hr, Chuck, and the owner of the store to keep everyone in the loop (Day one)
Make sure your daily work follows your critical path.
Find a creative way to assign the work for the day to everyone
Aces in their places!!
Items Needed:
Critical Path/ Blueprints
Daily Checklist
Communications
Preparation:
Workflow Assignments: Now that you have a critical path you can create your workflow assignments. These are tasks that are given out to the team daily to ensure that the overall timeline you created is achieved. Remember to keep Aces in their places. There are many ways this can be done, some examples are:
Making individual lists; Giving each person a piece of paper with tasks on it that they need to accomplish for that day.
Making one list: Creating a daily goal sheet where everything that needs to be accomplished is written clearly and in one spot for all to access. Then you let them choose which tasks they do.
Pulling out POGS: having a central location where the pogs that need to be done that day are accessible to everyone and they can choose which one they want to do.
Everyone has their own way of dividing the goals for the day. As long as the goals you set are being achieved, be creative and add your own flair!
Communications: Communication is one of the most important tools to any successful project from day one.Forms of Communication needed are:
Daily team powwows: Get your team together for a quick 5 minute meeting at the start and end of your shift so they are informed of what needs to be done and what they have achieved.
Issue Log: ensure that you are entering, checking, replying, or closing out issues so that you and your project support are on the same page.
Send and keep an email chain updated with any issues, challenges, late deliveries, and goals that have been met so that all parties involved with the project stay informed.
Project Management Step 4:
Project Monitoring:
Time: End of every week
Tips:
Highlight blueprints with work accomplished
Compare your weekly achievements to critical path to see where you are at
Keep communications updated
Make Changes when necessary
Stay ahead of the issues before it is too late!
Items Needed:
Workflow Tasks for prior week
Weekly checklist
Blueprints
Communications
Preparation:
Regular Reviews of work: As you finish out your week it is a good practice to do a review of what you accomplished and what still needs to be done. Some questions you want to ask yourself are:
Did you achieve your goals for the week?
Is your project on time or behind? If behind, how long?
Do adjustments need to be made to your critical path?
What are the Goals for the next week?
Is there anything that prevents goals from being completed?
By answering these questions it allows you to track where you are at and allows you to make the necessary changes to get back on track.
Communications: This is a good time to update the communications on the project.
Forms of Communication needed are:
Issue Log: ensure that you are entering, checking, replying, or closing out issues so that you and your project support are on the same page.
Send and keep an email chain updated with any issues, challenges, late deliveries, and goals that have been met so that all parties involved with the project stay informed.
Sending weekly checklists into Chuck and Chrystal will help to make adjustments to team sizes and/or communications with Ace.
Project Management Step 5:
Project Completion:
Time: Last 3 days of Project
Tips:
Cleanliness is key
Photo Finish
Go for the Wow factor!-
Items Needed:
End of Project Checklist
Sign off/ Survey
Blueprints
Communications
Preparation:
Completion of Project Scope: As you wrap up the final days of your project you want to ensure the following are done:
Everything on the SUA is completed to the best of the team's ability
All missing items are logged and communicated
The sets are photo finish quality
The store is cleaned and organized
All tools, fixtures, and trash are off sales floor and stored neatly where they belong
All returnable items are palletized, shrink wrapped and marked according to RGA procedures
All pictures are uploaded to smart sheets
Once all of these things are done it is time to get a sign off and survey completed.
Communications: This is the time to close out the communications for the project.
Forms of Communication needed are:
Issue Log: ensure that you are closing out all issues and communicating on those that you can't.
Send a quick recap of the project in the email chain so that all are aware of any outstanding issues or concerns.
Sending end of the project checklists into Chuck and Chrystal along with the completed sign off and survey
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