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QUESTION

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You have just secured the Deputy Project Manager position within the Projects and Infrastructure division at The Akshaya Patra Foundation (TAPF) in Vasanthapura Karnataka. The unit president of Karnataka, Chanchalapathi Dasa, has approved a Project Charter to deploy one of TAPF’s new Hub & Spoke model kitchen in Charta, Jharkhand. This new Hub & Spoke model kitchen combines elements of the centralized and decentralized kitchen models that are already deployed across 27 locations in India.1 The Hub & Spoke kitchen is ideal for rural areas like Chatra, allowing TAPF to penetrate previously unreachable areas.
Since the Hub & Spoke model is a new concept, you have been assigned a project team consisting of TAPF’s “A-Players” from various districts in Karnataka. Your knowledge of Project Management, along with the skillsets and experience of the team members will provide the best opportunity for successful execution of the new Hub & Spoke kitchen in Chatra. Below is a high-level introduction of your team, for more information you may read their stories provided in TAPF’s 2015-16 Annual Report.2
• P. Venkatesh is currently a driver along the Devgiri road, one of the toughest roads in Ballari. He delivers food to 18 schools each day and is passionate about feeding children. He has vast knowledge of the transportation industry and experience driving through rough terrain.
• Ratna J. Suvarna is a kitchen supervisor in the Mangaluru district. She has worked over ten years in the kitchen and enjoys doing all the tasks. Her current role as supervisor is overseeing food prep. She is excited each day walking to work because she gets to greet children and tell them about the day’s menu.
• Gurusiddappa Kammar is a housekeeping supervisor in Hubballi. His primary responsibility is sanitation and ensuring the food safety policies are followed. He passionately keeps up to date on policies and is excited about finding ways to perform tasks more efficiently.
• Meena Devi works in one of Vrindavan’s kitchens in food vessel prep. She begins the day by cleaning the vessels to load with food and ends the day cleaning the empty vessels once they are returned from the school. Her background, and the reality that she is part of something big, makes her extremely proud and happy to be with TAPF.
• Jai Pinto is a Physical Education teacher in Bengaluru. He has over 34 years of experience and comes from a family of teachers. His experience with various school systems has proven to be a win-win for TAPF. Not only can Jai see the need to feed children first hand, but Jai has developed many connections throughout his career.
In addition to the assigned project team, you will have the experience and knowledge of Vinay N Kumar, General Manager of Operations at your TAPF location in Vasanthapura. Vinay’s organizational structure is shown in Exhibit 3 in the case study.
Now that you have your team, you know the first step is to hold a formal kick-off meeting to continue team development and to begin planning the project. In preparation for the meeting, you begin reviewing facts about Chatra and the Hub & Spoke model kitchen that your team will be responsible for deploying. Below are key facts that you found during your initial search:
Facts about Chatra, Jharkhand:3
• Chatra is one of the 24 districts within Jharkhand state, India.
• Chatra covers approximately 3,706 km2
• Based on the 2011 Census, Chatra has a population over 1,000,000
• The majority of the population is rural (urban ~62,000 and rural ~ 979,000)
• There are approximately 951 females per 1,000 males
• There are ~ 195,000 children ages 0-6 years (18% + of the total population)
• The population density is 275 inhabitants per square kilometer (710 sq/mi)
• The literacy rate is 62.14%
• The official website of Chatra, does not list any schools
• Chatra has six primary roads that are considered “good”
• A railway is currently being constructed through Chatra and will touch three villages
• Major crops grown are rice, maize, paddy, and black beans
• Secondary crops consist of millets, mustard, wheat, gram, peas, and soy beans
• Wells and tubewells make up the primary source of water and irrigation
• Out of 134,024 hect, only 16,367 hect is irrigated
• Five major rivers flow through the district (Yamuna, Barki, Chako, Damodar and Garhi)
Goals and requirements of the Hub & Spoke model kitchen4
• Larger kitchens will provide 30,000 meals and smaller kitchens will provide 10,000 meals
• Spokes will be within 50-60 km from the central kitchen hub
• Centralized Hubs will focus on the procurement, storage, cutting and chopping of food
• Spokes will be set up near communities and provide the final cooking allowing the meals to be delivered fresh
• Spare meals will feed senior citizens, lactating mothers, and migrate workers
With this high-level overview of both Chatra and the Hub & Spoke model kitchen, you and your team are ready to begin preparing the project documentation necessary for the Project Management Plan. A couple of the first tasks that you will want to accomplish in your meeting is to create a Procurement Management Plan and a Human Resource Management Plan. You will receive additional details and requirements regarding each of the plans via specific assignments.)

explain to me:
Staffing Plan:

The staffing plan should provide information on how and when human resources will be acquired. This may include:

Recruitment strategies: Detail the methods to be used for recruiting team members, whether through internal or external sources.

Hiring timelines: Specify the projected hiring dates for each position.
Training requirements: Identify any training needs for the team members based on their roles and responsibilities. Training should align with the specifics of the project and may involve on-the-job training, safety training, or specific culinary training for kitchen staff.

Resource Availability Calendar:

A resource availability calendar should be developed to indicate when each resource will be available. This is crucial for aligning resource allocation with project milestones and deadlines. The calendar should provide information on when each team member is expected to join the project, their capacity, and the duration of their availability. This ensures that resources are allocated efficiently and at the right time.

Resource Release Plan:

A resource release plan should be created for each identified resource, outlining how and when resources will be released from the project. This is critical for optimizing resource allocation and budget management as the project progresses. The plan should consider factors such as project phases, task completion, and the need for resources at different stages.

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