Sustainability Development for Accra Hotel - Case Study Example

Sustainability Development Plan: Accra Hotel To: James Peter, General Manager ­- Accra Hotel From: (Group Members) Copy to: Course Co-coordinator, University of South Australia Date Executive Summary The sustainability project is aimed at ensuring Accra Hotel champions practices that support the environment. Accra Hotel is a five-star hotel whose objectives are to reduce energy costs and other costs that are avoidable. The stakeholders of the project include the management, EPA, community and the project team. The project will take three months and reviews will be done in the fourth, fifth and six months to determine where the objectives have been addressed. The budget of the project will be $12,140 in which the highest cost will be on human resource. Moreover, since the project team members have the technological components including the support from the management, the use of resources can be managed easily. The risks have been identified, and contingency measures are in place to ensure the project objectives and aims are achieved. Some of the risks include lack of enough resources, changes in scope, ineffective implementation of the proposal and challenges in obtaining feedback from other stakeholders. Table of Contents Executive Summary 1 1. Background 4 2. Overall aim and purpose 5 2.1 Project Scope 5 2.2 Exclusions/Limitations from Project 5 2.3 Assumptions 6 3. Objectives  6 4. Outcomes 6 Concept Phase 7 Scheduling Phase 8 Implementation Phase 8 Closure Phase 8 6. Project Organization and Accountabilities 9 Project Team 9 Stakeholders 9 Project Schedule 9 Responsibility Matrix 10 Milestones 11 Budget 11 Monitoring the Project 11 7. Resources 12 8. Risk 13 8.1 Potential Risks 13 8.2 Contingency Plan/Risk Management Plan 13 9. Post Implementation Review 14 10. Conclusion/Recommendations 14 11. References 14 12. Appendix  16 Appendix A: Stakeholder Analysis 16 Appendix B: Project Schedule Analysis 17 Appendix C: Responsibility Matrix 18 Appendix D: Risk 19 Appendix E: Priority Table 19 Appendix F: Risk Management Plan 21 Appendix G: Budget 22 1. Background Accra Hotel is strategically located in Adelaide. It is a five-star hotel that attracts both local and international visitors. Accra Hotel has 150 rooms divided into different accommodation requirements and also has restaurants, spa section, conference rooms and other facilities that sustain hospitality. Accra Hotel Management, Environmental Protection Authority, and local governments have realized the human amount of resource consumption that creates challenges to the environment. The hotel has to pay large energy and water bills, poor waste recycle system, procurement challenges and strategic approaches to reduce costs to the hotel and sustain the customers/societal requirements. Therefore, the major problem is proposing a model that can be used to champion sustainability. Global warming and environmental requirements have forced numerous organizations and businesses to rethink their approaches to doing businesses to reduce the costs of operation and increase revenues. Accra Hotel should review its business model and institute changes to encourage environmental and societal sustainability. 2. Overall aim and purpose 2.1 Project Scope To create and advice on sustainability measures for the management of Accra Hotel within the specified period and accordingly to the allocated financial support The aim of the project is to advise the hotel managers on the importance of sustainability. Moreover, the project advises the management on some of the areas that are not sustainable and propose on strategies that can be employed in ensuring the hotel becomes sustainable. The project consolidates the different information and legal requirements based on the stakeholders in creating an understanding of championing environmental and social sustainability. 2.2 Exclusions/Limitations from Project Some of the proposals may not be included based on the strategic requirements of the management. Obtaining of the information to be analyzed and the general review of the business process is based on general understanding of the hotel industry through visiting some sections/departments. The consultants are not experts in some fields, and some of the information provided may be reviewed to ensure it adheres to other legislative and organization expectations. 2.3 Assumptions It is assumed that the proposal and constituent information reflects the expectations of the management. Moreover, the consultants are able to understand most of the operational requirements within the Accra Hotel so that they can provide practical recommendations. Furthermore, the information and data that the management provides should reflect the real conditions. 3. Objectives  The following are some of the objectives: Accra Hotel to comply with local and national environmental regulations and legislation within six months To reduce energy consumption by 20% within the next six months To improve waste management systems through incorporating sustainable measures and reduce the operational costs associated with waste management systems by 20% within the next six months 4. Outcomes To produce a document that has or encourages the following expiations: 1. Effective sustainable management through implementation of the sustainable management system that considers safety, quality, socio-cultural and environmental issues. The Accra Hotel should also comply with regulations and legislation with the purpose of fulfilling environmental, customer satisfaction and socio-cultural expectations. 2. Minimization of socio-cultural harm through the implementation of policies that supports societal and cultural requirements such as effective waste management and disposal mechanisms. Further development should incorporate views of the society and reflect the ideologies and values of the community. 3. Minimization of environmental harm through reducing contamination, conserving resources, protecting scenic beauty and biodiversity. 5. Approach and methodology  Project Life Cycle Concept Phase Develop a proposal and engage the stakeholders. The purpose is to gauge the level of understanding of sustainability and sections that require further explanation and clarification. The consultative discussion between the stakeholders (Hotel management, community and local government) would provide depth on understanding. Reviewing all applicable legislations, policies, procedures, strategic organization design and documentation that are crucial in fulfilling the operations within the hotel Conducting discussions with the management and seeking advice from the local government and community on sustainability. It will ensure clear understanding of the managers of the hotel is incorporated in strategic planning of sustainability initiative. Scheduling Phase Summary the energy consumption within the hotel through reviewing previous bills, gathering views from employees, a general analysis of consumption and documentation on energy consumption. Summary of water consumption based on the bills and a collection of information from the management and other employees on water usage and recycling mechanisms in place. Using legislations and regulations to review the extent of sustainability within the hotel. Reviewing other environmental based challenges and understanding some of the procedures used to address the environmentally related complications. Implementation Phase Collate all the available information Set out regular meetings and collection of further information through frequent visits to the hotel. Write the first draft of the sustainability proposals and receive the feedback. Write the second sustainability proposal based on the feedbacks from the first proposal. Adjust anything that is amiss based on the feedback and information collected from the frequent visits. Closure Phase Provide the written documentation to the hotel management and request the management to adhere to the proposals Monitoring the implementation of the proposals and determine areas that require adjustments to determine extent of success 6. Project Organization and Accountabilities Project Team The following are the project team members: James Peter (General Management, Accra Hotel) Rita Franklin (Operations Manager, Accra Hotel) Kenneth Richardson (Executive House Keeper, Accra Hotel) Janet Smith (Financial Director, Accra Hotel) The Project Team Stakeholders The following are the key stakeholders: Accra Hotel Accra Hotel Employees Local Government Environmental Protection Authority Community Customers Appendix A: Stakeholder Analysis Project Schedule Task Name Start End Duration (days) First Meeting 7/1 7/1 1 Collection information from hotel 7/2 7/5 3 Collection of information from EPA/Local government 7/6 7/10 3 Checking the rooms for energy use 7/14 7/15 2 Checking the rooms for water consumption 7/14 7/15 2 Waste disposal management 7/14 7/30 14 Second Meeting 8/1 8/1 1 Collating the information collected 8/4 8/6 2 First Draft 8/7 8/8 2 Submitted for feedback 8/9 8/16 7 Collection of additional information 8/17 8/25 8 First Draft Edited based on Feedback 9/1 9/4 3 Submission Second Draft 9/6 9/6 1 Final Draft 9/10 9/11 1 Further information on the project schedule is illustrated in Appendix B: Project Schedule Analysis The first portion of the schedule will last three months in which the proposal will be created with contribution from different stakeholders and mostly the management of the hotel. On the fourth month, the water and energy bills will be collected and compared with the average of the previous three months to determine whether there are changes. Moreover, the waste management system will be analyzed to determine whether the hotel is on the right track to achieve the sustainability requirements. Furthermore, the EPA and community will be questioned to determine whether the sustainability measures are evident. The customers will be requested on the changes and the positives or negatives associated with the challenges. The same procedure will be repeated in the first week of the fifth month and the sixth month. The purpose of the follow-up is to ensure the business operates through championing sustainability processes and measures. Responsibility Matrix Appendix C called responsibility matrix presents a summary of the tasks that should be accomplished and assigned the duties depending on the target contributors. Milestones The dates indicated in the project schedule are some of the milestones that should be accomplished because the tasks or obligations follow each other. For example, one milestone must be accomplished before starting the next milestone. Budget Appendix G provides a general breakdown of some of the costs associated with fulfilling the requirements of the project Monitoring the Project The following stakeholders and members play an important role in ensuring the requirements of the project are accomplished accordingly: Project team – the team determines and ensures each of the components within the project proposal has been done. In addition, the project team engages other stakeholders in ensuring the process are effective, and mitigation strategies introduced within the shortest time possible. EPA – Assists in ensuring the appropriate environment based policies are included in the document. The EPA is able to understand the latest techniques and legislation requirements to fulfill the requirements of sustainability. Hotel management – the employees and management team within the hotel will be required to provide the requested material within the stated period of time. Moreover, the employees will provide assistance in understanding some of the equipment and processes within the hotel. 7. Resources Resources are integral to ensuring the project is completed conclusively. The following are some of the reasons that are crucial: Human resource – these are the individuals including the project team that will ensure the information are collected, analyzed and used to provide approaches to improve the sustainability processes within the hotel Records of monthly bills – the bills are easily available and the hotel management can given the project team permission to seek from the utility companies any bills that are missing Laptop and supporting software – individuals will use their own equipment to analyze and create the documents and other paperwork requirements Stationery (e.g. printing papers and notebooks) Printer and supporting resources Space – it will be the workplace in which the project team will base their operations. The hotel management will be requested to provide this space and furniture: the hotel is also supposed to provide other resources such as electricity to power the laptop and printer. Transport cost Appendix G provides a summary of human resource costs and operational costs, which are integral to the accomplishment of the project 8. Risk 8.1 Potential Risks In any project, risks are inherent, and it is appropriate to create mechanisms that can be used to address the problems. Appendix D identifies some of the potential risks and is the risks in which the project management and stakeholders would monitor. The table further elaborates the likelihood of occurrence. However, the following are some of the risks that may occur: Lack of appropriate support and committed from the stakeholders such community and EPA The feedback can wait for longer than expected Complications associated with the project are not accomplished within the timeframe The schedule is inappropriate designed resulting in poor allocation of time frame The deliverables become redundant resulting in ineffective methods of collecting and reporting information Other tasks may arise and may prevent the project members from accomplishing their respective roles From the analysis of the data and information, Appendix E provides the priority ratings of the identified risks 8.2 Contingency Plan/Risk Management Plan In some instances, risks are inevitable, and it is appropriate to strategize in advance. The measures should be analyzed, which will be used to address any risk that may occur. Appendix F presents a summary of the mitigation strategies that can be used to address the risks that may arise. 9. Post Implementation Review The purpose of the project is to champion sustainability in Accra Hotel. The proposal has included the important components that ensure the hotel operate effectively. After handing in the first copy, that is three months period, monthly reviews will be done. The reviews will be done in the month of fourth, fifth and sixth month. Any corrective measure will be done based on the risk management plan and contingency plans in place. 10. Conclusion/Recommendations Environmental factors have contributed to the need to change the way businesses are done. Accra Hotel operates in a sensitive business environment in which different individuals visit and the government supervises most of the operations. The energy and waste disposal cost the hotel more compared to other expenses and the use of sustainable measures ensure the hotel generates more revenues. Hence, the proposal ensures these different requirements are addressed through reviewing the bills and using the bills as a guide in improving efficiency and creating a sustainable business model. In addressing the requirements of the proposal, other measures such as risks and associated challenges should be incorporated in ensuring the methodology and the outcomes reflects the objectives. 11. References Airey, D., Dredge, D., & Gross, M. (2015). Tourism, hospitality and events education in an age of change. The Routledge handbook of tourism and hospitality education, 3-14. Australian Government. 2015. Environmental sustainability. Retrieved from http://www.australia.gov.au/topics/environment-and-natural-resources/environmental-sustainability Bramwell, B., & Lane, B. (Eds.). (2013). Tourism Governance-Bramwell: Critical Perspectives on Governance and Sustainability. Routledge. Brueckner, M., Durey, A., Mayes, R., & Pforr, C. (2014). Resource Curse or Cure?: On the Sustainability of Development in Western Australia. Springer Science & Business Media. Hall, C. M., Gossling, S., & Scott, D. (Eds.). (2015). The Routledge handbook of tourism and sustainability. Routledge. Millar, M., & Park, S. Y. (2013). Sustainability in Hospitality Education: The Industry's Perspective and Implications for Curriculum. Journal of Hospitality & Tourism Education, 25(2), 80-88. NSW Business Chamber. (2009). Sustainability toolkit. Retrieved from https://www.nswbusinesschamber.com.au/NSWBC/media/Misc/Policy%20Documents/Sustainability-Toolkit-Hospitality.pdf SGS. 2015. Sustainability. Retrieved from http://www.sgs.com.au/en-GB/Sustainability/Facilities-and-Production/Infrastructure-Building-Services/Hospitality-Services.aspx 12. Appendix  Appendix A: Stakeholder Analysis Project Position Held by Responsibility Influence & Control Project Sponsor Accra Hotel Provision of support to the team The stakeholder has high influence and can decide termination of the project anytime Project Information Provision Accra Hotel Employees Provision of strategic support and direction to the sponsor and the consultants High influence because they provide applicable information to the consultants, and they will be the ones to implement most of the policies Project Managers/ Project Team The major managers within the hotel Provision of leadership, coordination of schedule, creating an environment that supports commitment and teamwork, creating strategies to implement the project goals and objectives Have a high influence because of their strategic position within the Accra Hotel. The final proposal will dependent on this team because most of the information will be relied upon Community People and systems within the hotel vicinity Provision of information regarding complaints and better approaches to fulfill the requirements of sustainability Influence is medium because they provide some of the information that informs in the entire project Environmental Protection Authority Legislations and regulations Provides advice on the appropriate strategies to address some sustainability issues and proposal implementation strategies Influence is high since they determine the systems to be implemented and can close the hotel if measures are not implemented Users Employees They ensure the proposal contents are employed conclusively High because the employees may neglect some of the proposals Appendix B: Project Schedule Analysis Appendix C: Responsibility Matrix   E executes the work Project manager (Team) General Manager Finance/Acc Manager Executive House Keeper Operations Manager EPA Community   S takes decision solely   J takes decisions jointly   P manage progress   I must be informed   A available for advice   C must be consulted Code                 1 First meeting E E E E E A A 2 Collection of information from hotel EJ C C C I     3 Collection of information from EPA/Community EJ A A C IA AC AC 4 Checking the rooms for energy use EJ A A C IA     5 Checking the rooms for water consumption EJ A A C IA     6 Waste disposal management EJ A A C IA AC AC 7 Writing the first draft EJ A A C IA     8 Submitted for feedback EJ A A C IA AC AC 9 Editing first draft EJ A A C IA     10 Writing final draft EJ A A C IA     11 Post evaluation analysis EJ A A C IA AC AC Appendix D: Risk The table illustrates the foreseeable potential risks that may occur during the period of the project. It is important to monitor and frequently review these threats to ensure the project is completed accordingly Category Description of Risk Benefits 1.1 The benefits of the project are hard to quantify 1.2 Chances exist in which the final project does not address the original proposals Schedule 2.1 Lack of enough time to accomplish the requirements of the project 2.2 Work priorities and related challenges may inhibit the success of the project Budget 3.1 Financial constraints may arise if budget financial requirements are exceeded Deliverable 4.1 The outcome and expectations do not fulfill the requirements 4.2 Delayed feedback may affect the quality and deadline of the project 4.3 Ineffective feedback that does not reflect the requirements of the project Scope 5.1 Changes may arise affecting the project 5.2 Project schedule may have missed some important components 5.3 The limits of the project may not have been defined conclusively Support 6.1 The stakeholders may not provide appropriate support 6.2 Contribution of the stakeholders may negate the expectations of the entire project 6.3 Challenges when seeking additional resources Acceptance 7.1 Some stakeholders may not accept some of the content of the proposal 7.2 Implementation of the proposal may be demanding/lack of resources 7.3 Fulfillment of the entire project requirements may be inhibited by the general approach of implementation of the project Appendix E: Priority Table Description of Risk Likelihood Impact Priority score Rating 1.3 The benefits of the project are hard to quantify 1.4 Chances exist in which the final project does not address the original proposals 50 60 50 40 50 50 Medium Medium 2.1 Lack of enough time to accomplish the requirements of the project 2.2 Work priorities and related challenges may inhibit the success of the project 70 50 90 60 80 55 High Medium 3.1 Financial constraints may arise if budget financial requirements are exceeded 30 70 50 Medium 4.1 The outcome and expectations do not fulfill the requirements 4.2 Delayed feedback may affect the quality and deadline of the project 4.3 Ineffective feedback that does not reflect the requirements of the project 20 50 40 80 60 70 50 55 55 Medium Medium Medium 5.1 Changes may arise affecting the project 5.2 Project schedule may have missed some important components 5.3 The limits of the project may not have been defined conclusively 40 30 50 80 60 70 60 45 60 Medium Medium Medium 6.1 The stakeholders may not provide appropriate support 6.2 Contribution of the stakeholders may negate the expectations of the entire project 6.3 Challenges when seeking additional resources 40 20 40 90 90 90 60 55 60 Medium Medium Medium 7.1 Some stakeholders may not accept some of the content of the proposal 7.2 Implementation of the proposal may be demanding/lack of resources 7.3 Fulfillment of the entire project requirements may be inhibited by the general approach of implementation of the project 50 60 90 90 80 100 70 70 95 High High Very high Appendix F: Risk Management Plan Rating ID Preventative Actions Action Resources Action Date Contingent actions Action Resources Action Date Benefits 1.5 and 1.6 The contents of the proposal should be clear with definite goals Project Team Formulation of the proposal and collection of information Review the entire purpose of the project and refine missing aspects Project Team Throughout the project lifespan Schedule 2.1 and 2.2 In creating the schedule, all the components of the proposal should be known and time allocation should be based on the weight of its deliverables Project team Formulation of the proposal Redrafting the schedule to address the emerging requirements Project team and other stakeholders When challenges are witnessed Budget 3.1 Seeking for alternative source of funds Team members When challenges are noticed Reducing the scope of the project or redefining the scope Team members Period when challenges are noticed or predicted Deliverable 4.1; 4.2 and 4.3 The scope and outcomes should be definite. The stakeholders should be informed of their importance to the accomplishment of the requirements of the project Project members When challenges are predicted Engaging the stakeholders on their importance towards achieving the outcomes Project team When challenges are predicted Scope 5.1; 5.2; and 5.3 Review of the contents of scope and approaches employed to achieve the outcomes Project team During formulation period Reviewing the scope and integrating any changes; however, imperative to ensure the scope reflects the outcome before proceeding with the project Project team During formulation of the proposal and correction of the incidences Support 6.1; 6.2 and 6.3 In formulation of the proposal, the stakeholders should be informed of the benefits and future assistance that might be required Project team Before formulation of the proposal Accomplishing the project based on the available information Project team As soon as the problem is witnessed Acceptance 7.1;7.2 and 7.3 The stakeholder should be informed of outcomes and involved throughout the project timelines Project team Before formulation and implementation of the proposal Engaging and communicating with the stakeholders Project team Throughout the span of the project Appendix G: Budget   Human Resource Associated Expenses       ID Description     Cost ($) 1 Salary associated expenses     10,000 2 Transport     1,000 3 Miscellaneous     1,000   Total     12,000           Operation Expenses       ID Description Quantity Cost ($) Total ($) 1 Binders for binding the reports 10 5 50 2 Divers 10 4 40 3 Colored Printing 10 5 50         140 Read More