Term Project Phases & Lessons Learned
Cattucchino Café Project – CIS 474
Phase 1 – Introductions of Attendees (Team Members)
What was done:
This phase focused on forming the project team and identifying who would be involved in the Cattucchino Café project. Team members introduced themselves, discussed availability, and shared strengths related to marketing, finance, operations, and customer experience. This set the foundation for collaboration across all future phases.
Lesson Learned:
Spending time at the beginning to understand team members’ strengths and schedules made later planning easier. Knowing who was best suited for finance, marketing, and operations helped reduce confusion when tasks were assigned.
Phase 2 – Team Contract
What was done:
The team created and signed a formal Team Contract outlining expectations for participation, communication, meeting behavior, deadlines, and conflict resolution. The contract established rules for accountability, majority voting, and professional conduct. All members signed off on the agreement.
Lesson Learned:
Having a written team contract helped prevent conflicts and set clear expectations. When problems or delays came up, the contract gave us a reference point instead of relying on assumptions.
Phase 3 – Kickoff Meeting & Project Charter
What was done:
During this phase, the team developed the Project Charter, which defined the project objective, scope, timeline, success criteria, and roles. The charter clarified that the goal was to create a complete project plan and website for the Cattucchino Café, not to open a real café.
Lesson Learned:
The project charter helped keep the project focused. Clearly stating what was in scope and out of scope prevented unrealistic expectations and kept the project aligned with course requirements.
Phase 4 – Organizational Structure & Roles
What was done:
The team defined an organizational structure and assigned roles such as Project Manager, Marketing Lead, Finance Lead, Operations Lead, and Customer Experience Lead. Responsibilities, authority, and communication expectations were documented.
Lesson Learned:
Clear role assignments improved efficiency and accountability. When everyone knew their responsibilities, work progressed faster and overlaps were minimized.
Phase 5 – Work Breakdown Structure (WBS)
What was done:
The team created a detailed Work Breakdown Structure that decomposed the entire project into manageable tasks and deliverables. The WBS covered areas such as café design, menu development, branding, scheduling, budgeting, and stakeholder planning.
Lesson Learned:
The WBS made a complex project feel manageable. Breaking the work into smaller tasks helped with estimating time, assigning responsibility, and tracking progress.
Phase 6 – Scheduling Plan / Scope Planning
What was done:
This phase focused on defining and controlling project scope and developing the project schedule. The team created scope statements, acceptance criteria, and a traceability matrix to ensure all work aligned with customer and project requirements.
Lesson Learned:
Scope planning showed how easily projects can experience scope creep. Having clear scope definitions and change control processes helped the team stay focused on required deliverables only.
Phase 7 – Resource Plan
What was done:
The team identified required resources, assigned roles to tasks, and created a schedule with resource assignments using MS Project. Resource availability and workload were analyzed to identify potential overloads.
Lesson Learned:
Resource planning highlighted workload imbalances early. Identifying overloads allowed the team to plan backup resources and adjust responsibilities before problems occurred.
Phase 8 – Cost / Budget Plan
What was done:
A detailed budget was developed using bottom-up estimating. Labor hours, rates, indirect costs, and non-labor expenses were calculated and rolled into a total project cost baseline.
Lesson Learned:
Budgeting showed how closely cost is tied to scope and schedule. Even small changes in work packages or timelines can significantly affect total project cost.
Phase 9 – Risk Management Plan
What was done:
The team identified, analyzed, and prioritized risks related to scope, time, cost, quality, and compliance. A risk register and contingency plans were developed to address major risks.
Lesson Learned:
Risk planning helped the team think proactively instead of reacting to problems. Identifying risks early reduced uncertainty and increased confidence in the project plan.
Phase 10 – Quality Plan
What was done:
Quality standards, acceptance criteria, and review methods were defined to ensure deliverables met expectations. Quality planning focused on consistency, validation, and meeting sponsor requirements.
Lesson Learned:
Quality does not happen automatically. Defining quality criteria early reduced rework and made final reviews more efficient.
Phase 11 – Procurement Plan
What was done:
The team conducted make-or-buy analyses, developed an RFI, defined vendor selection criteria, and recommended contract types. Procurement planning focused on minimizing risk and ensuring realistic cost estimates.
Lesson Learned:
Procurement planning showed the value of outsourcing specialized work. Selecting the right contract type helps control cost, risk, and expectations.
Phase 12 – Final Website & Report
What was done:
All project deliverables were integrated into a final website and report. Lessons learned were documented, customer feedback was reviewed, and a transition plan was created to formally close the project.
Lesson Learned:
Project closure is critical for capturing learning. Reflecting on successes and challenges helps improve future projects and ensures the work has lasting value.
