THE UNIVERSITY OF LAHORE

SUBMITTED BY:
FAIZA ANWAR BA-306-045
UMER FAROOQ BA-306-031
UMER ALI BA-306-026
UMER RAFIQUE BA-306-003

SUBMITTED TO:
MADAM BINISH

PHOTOCOPY SHOP
QCS
 “ACKNOWLEDGEMENT”

First of all thanks are to Allah Almighty, The Most Gracious The Most Merciful
and our parents. The compiling of a project report is a demanding and time
consuming job, involving considerable research and analysis on a comparative basis.
As for this feasibility report is concerned, it is sufficient to say that it was a
challenging and an enlightening task for us.

Moreover we would like to thank our teacher, MADAM BINISH of “STRATEGIC

MANAGEMENT AND PLANNING” who provided us guidance in the compilation
of this project. In the end, thank to all those individuals who help a lot for
completing this project.

“We believe in Allah and the power of human will”

 INTRODUCTION

We are going to make the chain of photocopier shops in the new campus of THE
UNIVERSITY OF LAHORE, which will serve the students of the new campus OF
THE UNIVERSITY OF LAHORE. Our photocopy shops named QCS (QUALITY
COPIER SHOP) facilitate the students for getting easy and economical photocopies
of their notes and books.
Binding facility and stationary items are also available at the store. At the Copier
Shops, we have new and used equipment available, at costs that are designed to cater
to your every price range. Be sure to ask us about our large selection of copying
systems we are confident that you will find what you are looking for with us. In all
shops we have been specializing in providing office equipment sales.
We have qualified technicians on most make, and our fast, local service is
guaranteed to get your emergencies dealt with both quickly and effectively. Don’t
settle for inexperienced providers with limited stock or ineffective employees. With
the Copier Shop you’ll be getting both qualified professionals and the highest quality
of products, all at affordable pricing.

GENERAL DESCRIPTION
In this project QCS Company is offering the THE NEW CAMPUS OF THE
UNIVERSITY OF LAHORE with a contract of photocopy shops having quick
service for the students of their university and also the completion of their project.
The project is building shops and giving new technology of photocopying in the two
main departments at first. The company will start form the need assessment and
move on with building shops and facilitating them with high technology, and will
hand over the whole setup of photo copy shop to the management of The New
Campus Of THE UNIVERSITY OF LAHORE.
As all the students need handouts and notes for their class preparation and studies so
they need photocopy shops with quick service. With survey we found that students
has a dire need for the copy shop in each department or near by their department. So
after need assessment we decided to start our project first in the two departments that
are:
1. MBBS
2. Department of Management Sciences LBS
After need assessment we specified areas for building the shops and made layouts for
them. These layouts were then shown to the AJ contractors for getting labors from
them, machines and other materials the plus point with us was that fortunately we got
the AJ contractors who were providing us both with building material and photocopy
machines also. By making all the things perfect and according to the university
requirement we handed over the whole setup to
 PLAN TO PLAN

Vision:
“We are confident that you will find what you are looking for with us”
We believe that “our employees are our valuable assets”. With this vision we will
serve customers well and provide them the quality service. Our main focus is on the
customer satisfaction.

Mission Statement:
Our mission is to serve our targeted customers with the highest level of integrity and
satisfaction bringing solutions that improve business operations and reduce total
operating expense. We will fulfill our mission through the mutual satisfaction of the
needs of our customers.

Motto:
Sincerely care about customers needs providing them excellence and quality service.
We believe that “you will find what you looking for with us”.

Core lines of our business:

Core lines of our business are “customer focus” to provide the quality service to our
customers and provide what the customers really wants. Our employees are
committed with their work and that will make easy to achieve our customer focus
value.

OBJECTIVES OF QCS

Below are the objectives of procurement in QCS:

1. It must make sure that it is delivering the cost benefit services to the university
2. It must support the aims and objectives of the QCS.
3. Making sure that it is achieving effectiveness and efficiency by the delivery of the
photo state services.
4. Developing partnership with other contractors i.e. the suppliers and AJ contractors
and developing the opportunities to work together in future.
Different About us

The difference is our service:

The main difference is our service because our service emphasize on the customers.
We provide quality service at low prices as compare to other photocopier shops.

The difference is our employees:

We have the professional and committed employees who know well how to meet
dead lines.

The different is our philosophy:

Quality service, high professional standards and developing long-term relationships.

Sponsored By
HBL RAIWIND ROAD LAHORE

PESTEL ANALYSIS:
Political:
Political instability and social unrest can harm our business operations.
Changing Government policies can create ambiguities.

Economic:
New entrance.
Our business cycle is very slow and people will demand for low price but high
quality.

Social:
Growth of our own “brand”
Technological:
Resistance to adapt new advanced technology.
Availability of machinery.

Environment:
The environmental issue involved in this project is the rays coming out of the photo
state machines, which may cause some serious problems

Legal:
We will make sure that we are paying the taxes.
Following the rules and regulation given by the university.
EXTERNAL ENVIRONMENT:
Government:
1. If government announced to increase the labor wages.
2. Increment of taxes.

University rules and regulation:

1. They can cancel the contract.
2. Limitation in setting the prices.

Competitors:
1. Threats of new entrance may affect our profit.

Market analysis:
In initial stage we studied what was the exact demand of the students for more
Photocopier shops. This also helps us in identifying that which departments need it
most and also the feasibility of shops.
We also conduct a market survey to find out that which machines are best for use
and at which cost. Here we analyze and selected:
Best machines
Good stationary, paper for photocopying.
Other accessories were also surveyed like Toner Tool boxes etc. while we
subcontracted with the AJ contractors for the good construction and delivery of
machines, furniture and stationary.

INTERNAL ENVIRONMENT:
Labors and Employees:
1. Our labors are working efficiently or not.
2. They are satisfied with the salary packages.
3. Loyal labors.

Stakeholders:
1. Our main stakeholders are our “students and faculty members”
2. University
 SHORT TERM PLANNING:

As we are familiar that LBS is a new department of THE UNIVERSITY OF

LAHORE so they have not yet opened any photocopy shop. We have identify that it
will be needed by the students so we have decided to open it Then we, QCS identify
the teams and work group for this project, which is to be carried out.

MEDIUM TERM PLANNING:

We will be going through the planning process in detail .The process would involve
identifying the layout assessing the size, material dimension and location for the
shops. We will provide our service to each department. We will construct our shop
with the MBBS and LBS. So the total shops are two that would provide service to
each department.
After getting the approval from the university the shops would be constructed by the
AJ contractors. They would be given full information about the design of the
building and would be paid. The order for the machine is also placed on AJ
contractors.
Estimate of the time money schedule is given in the later part of the report.

LONG RANGE PLANNIG:

The building is going to build and the photocopier machines are installed under the
watchful eyes of our managers. The progress is continuously monitored and the
adjustments that are required are made. And recorded as variance from the original
plan. The team remains focused towards achieving the objectives. Then the
successful installation of machinery would also be continuously monitored by our
managers and would be a great point of focus for our team. We will be targeting
other universities also.
 SWOT Analysis
Strengths
1. Our main strength is our customer focus service we emphasize on our customers
satisfaction.
2. We provide the quality service our quality is our main strength.
3. The employees are our valuable assets they are committed with our mission.
4. Low cost service is also our strength because we provide service at low cost as
compare to other photocopier shops.
5. The institution where we are going to open a chain of photocopier is a new
campus so need of photocopier shop means a lot.
6. QCS know how to identify the right need at the right time.

Weaknesses
1. We have a limited amount of resources and a lot of resources are required for the
maintenance of these shops.
2. As we are going to open the photocopier shop a lot of money is need for the land
and buying and installing the machines, which to some extend can be increased from
the total cost.

Opportunities
1. We can gain experience by providing photo copy facility to THE NEW CAMPUS
OF THE UNIVERSITY OF LAHORE which will helps us to win more contract of
the same kind in future.
2. As our main focus is customer satisfaction by providing best service which is
always an opportunity to win contractors with others.
3. As there is no photocopy shop we have the opportunity to have more profit.
4. Our employees are committed towards there work so with the committed
employees there is always opportunity to be successes.

Threats
1. Because of un-announced Load shading there is always threat of break down of
expensive machinery.
2. The threats of new arrivals will be there as well.
THE DEPARTMENT OF QCS:
• MANAGEMENT
• HRM
• FINANCE
• MARKETING

MANAGEMENT DEPARTMENT:

The management will be carefully monitoring and managing the following:

SERVICE DELIVERY MANAGEMENT

To make sure that our project has been completed within the requirements of the
contract there is the service delivery management. It is there to measure the, effective
governance and contract administration in very deep and careful manner by the
department’s manager and the project manager.

CONFLICT MANAGEMENT
Conflicts usually occur when the members of the group do not obtain what they want
and are looking for their own interests. Sometimes individuals are unaware of what
they want and sometimes they are very well aware of it and struggles hard to get
their aim.
So conflict management is actually the managing of the conflicts that arises in the
groups. It is the way of handling the problems and misunderstandings. Selecting the
appropriate way of conflict management.

TIME MANGEMENT
Disciplined time management is one of the keys to effective time management so we
analyzed a proper time procedure.
We prioritized the activities for effective time management
We have classified all the activities for effective achievements of tasks.

COMMUNICATION MANAGEMENT
For effective management the effective organizational communications are
necessary, without it will be difficult to manage. The systematic way of planning,
implementing, monitoring and revision of all the channels of communication with in
the organization and between the organizations is called communication
management. It includes in it the organization and dissemination of the new
communication channels, which are connected with an organization, communication
technology and network. Communication management involves in it the developing
corporate strategy of communication and internal and external communication
designing, flow of information management including the online communication
management. Innovations are being brought in due to the new technology.
DUTIES OF QCS PROJECT MANAGER.
The project manager must make sure that the right staff has been hired with the
required skills and abilities to deliver the effective procurement
Responsible for the monitoring of all procurement activity in the services
Trying to solve out problems if occur, getting replaced the unskilled employee

THE QCS EMPLOYEES

The QCS employees involved in the in the buying of goods and services from AJ
Contractors have the following responsibilities.
• To develop the positive relationship with the suppliers.
To follow the proper guidelines of procurement related to the level of risk associated
from purchase of goods and services.

THE STRATEGY OF PROCUREMENT IN QCS

Procurement helps QCS in delivering its customers a quality service efficiently and
affectively.

EXPLANATION
To locate the exact place for the shops a university map is required the map is
made with the help of the university administration. The labors are hired for the
installation of machines in the shops, delivered by the
sub contractors, the AJ works.

THE QCS COMMUNICATION

For a good business there must be a good communication lines form top to bottom
and with the suppliers, customers and investors. The QCS we always focus on the
communication inside the department as well as within the organization so as to
remove the problems and work in a more comfortable environment.

THE COMMUNICATION OF SUBCONTRACTORS (AJ CONTACTORS)

The AJ contractors are our main suppliers to keep in mind the requirements of them
to meet the specific standard; an effective communication is developed with them.
By which we are able to make them understand the requirement of our machines. To
be safe from any kind of ambiguity we held the regular meetings.
Communication management is developed to make clear all the processes of the
project that takes place between the QCS and the AJ contractors. To improve the
quality with coordination.
Weekly reporting is used by the QCS. Each and every employee of QCS presents a
report once a week providing the information on their whole week activities and
plans of the coming week, information regarding their group and all this is checked
by the manager keeping in mind the length considerations.
The next practical communication management is a straight forward, hierarchal
communication method having the clear incentives used by the QCS.
THE COMMUNICATION WITH THE CUSTOMERS
Communication with the customers is very important. The need of the photo state
shops is very much demanded from the student’s side that’s why the chance of the
success of our project is very high. Students are communicated to take some advices
and give them the quality service they want.

DELIVERY REQUIREMENTS:

What university requires from us:

1. To provide them with the photocopy shops in each department with quick service.
2. To make these shops available on time
3. To pay all carriage and labor charges.
4. To manage and deliver all the services on time.
5. To get an identity card issued from the University for our Labor, so that there
could be no hurdle for them to enter into the university and to carry on their work
thereafter.
6. To complete all the work in minimum time.

What we require from university:

1. To allow our labor to build the shops in the university after students timing and at
the weekend too.
2. To cooperate with us during all this construction work.

HUMAN RESOURCE MANAGEMENT HRM:

Resources Required:
We need a lot of resources for our project few of them are Money, people, materials,
provisions, communication, etc which we need for meeting our objectives.

Information required for the project:

For our project we need the following information
How many shops and where to build them
Views of the stakeholders (the people who are directly benefited like students and
faculty members)

Human Resources Required:

Hiring right people on the right place is a very difficult task so we need to know that
Form which department we will hire human resource and how?
What is the paying criterion?
They will be the permanent or temporary employees?
Project Organization:

Our organization is customer oriented it takes few project but satisfy its customer.
Our organization has the experience of 10 years and wants to have more experience.
QCS has the project/task force organizational structure and works on the principle of
project management.

Project Team Organization:

The company works in a team on all our projects. The responsibilities and positions
are rolled on for each project to give the opportunity to every employee in the
organization. In this project we have organized our team in the following manner.

1. Project Manager
Our project manager is FAIZA ANWAR. She has better capabilities in this particular
area.

2. Quality Manager
Our quality manager is UMER FAROOQ.

3. Design Manager
Our design manager is UMAR ALI.

4. Installation Manager
UMAR RAFIQUE is the installation manager in this all process.

Organization Chart

Managing
director

Project
manager

Design
analysis
Quality Installation
manager manager
FINANCE DEPARTMENT:

BUSINESS CASE
Project Possibility

Investment on project
The initial investment

Land and building Rs.9, 00,000

Machine Rs.4, 00,000
Stationary Rs.50,000
Machine installment Rs.50,000
Generator Rs.50,000
Computer and Fax machine Rs.50,000
Furniture Rs.18,000
Equipment for maintenance Rs.20,000
Total Investment Rs.1,538,000

Return on Investment

Average return per year = 8x2, 00,000 – 1,538,000/8

= 7750

Return on investment = 7750 x 100

1,538,000

= 0.50
=50%
MARKETING DEPARTMENT:
Our marketing department will be performing the following tasks:
1. Use the marketing strategies to improve the brand name.
2. We will be attracting our customer by:
Sales promotion strategy i.e. 2 pages free on photocopy of 20 pages.
3. We will be looking carefully on the needs and wants of the customers to keep
them satisfied.

THE APPROVALS
Before starting any project we need the approvals from the higher authorities. Same
is the case with our project to initiate it and start proper working, first we are
required to get the approvals with the.
1. Universities and the QCS
2. The QCS and the sub contractors.

APPROVALS WITH THE UNIVERSITY AND QCS

Approvals are required in the following areas for starting up the project

1.To get the university map to locate the exact place for photo state shops
2.To get the labor in the university without any problem for the construction
installation of machinery in the shops

APPROVALS WITH THE QCS AND THE SUBCONTRACTORS

1.To take the quotations/applications from the sub contractors and after comparing
all the applications we have to give the contract to the most appropriate contractor.
2. To start up the construction process and installation of machines.
3. Quality must be assured before operating so as to remove the flaws from the
machines if any.

RISK MANAGEMENT
Risk management involves recognition of risk, assessment of risk, managing the risk
and mitigation of risk using the managerial resources. In the construction of the
shops all members involved of QCS contractors with some input from AJ
contractors, first a risk management plan was developed and after it the five stages of
risk management were considered to reach the desired outcome with the required
time, cost and performance. This all will made us to manage the risk effectively and
to get the desired out come in the exact time.

The risk management plan for the photo state shops by QCS is as follows.
Risk Awareness:
During the first stage of planning about the desired standard, the risk awareness was
created in the members by discussion of these probable risks in the project.
Risk Identification:
When the awareness was created in the employees in the first stage, all the team
members of QCS were asked to state and identify all possible risks that could be
faced during the project. This was brainstorming technique. By having a review of
documents we were aware of most of the expected risks, which might emerge at any
stage of the project. This resulted in the large number of the risks generated.

The risk assessment:

The assessment of the risks identified in the second stage and their possible impacts
were realized now in risk assessment. It is done to understand which risks were most
likely to occur and will be intense in their impact.

Risk evaluation:
In this stage the most problematic risk is identified by quantifying the perceived
risks. The quantifying of the risks is done by multiplying the probabilities and their
impacts.

Risk management:
How to deal with the expected risks is done in the final stage. This stage deals with
the problem of taking actions against the expected risks in the form of avoidance,
mitigation, reduction, acceptance and sharing. So by these means we can avoid the
risks.

The Philosophy of Risk Management:

QCS has developed a philosophy to understand the use of the project, to help manage
all kinds of risks efficiently. The philosophy is as follows.
Choose the right strategy: select the best alternative.
Think little and do better: have a clear foresight

MAJOR RISKS PERCIEVED:

QCS has identified most of the risks, which were expected during the process of risk
identification. These are as follows:

1) The sub contraction risks

The wrong selection of sub contractors may lead to create problems in the quality of
the project its cost and the services it will deliver later on. Sub contractor must be
selected after the complete survey of the market to get the best one.

2) Project schedule risk

In a public sector organization like LBS it is difficult to take the approvals and it is a
very hectic process and may take longer times. It may also change the project
deadline. To cope up with the risk some time should be left in the whole project and
most importantly in the approval procedure.
3) Facilities and equipment risks
The equipments being used for producing the end result may be damaged or become
defected during the project resulting in the delays in delivering the end results. Such
a type of risk can be shared with the other sub contractors by utilizing their
equipment.

4) Material risks
Before starting the project it must make sure that the material is of good quality
otherwise there is the risk of having bought the defected or poor quality material at
even high costs. So cost benefit analysis must be conducted before purchasing the
material.

5) The risk of improper placement of machinery.

Machines can be placed in a wrong area, this is the risk. Proposing several
alternatives and selecting the best one out of it can avoid the risk. If the problem still
arises then it can be removed by changing the position of the machines.

6) The financial risks.

Although we have carried out a need assessment but still if in case there is the
shortage of the machines, the unexpected users demand is a risk we may not fulfill
the demand due to poor finance. But this should be accepted.

7) Conflict risks
The risk of having the conflicts within the group members as well as the contractors
is very much clear. This type of risk can be avoided easily by opening the good
communication channel and developing a shared understanding among the team
members.
8) Health risk
The people involved in the installation of photo state machines may become sick,
either due to workload or some personal reasons. This can be reduced by giving
more time to this activity, and by sharing it with others to have some person in case
of emergency.

9) Safety risks
The movement of machines from one place to another may cause accidents. This is a
very clear risk having severe impacts. The risk can be mitigated by the right size of
machines to be installed so that they can be easily handled by the labors. It
can be avoided by making sure the proper time for installation because nothing will
happen right in hurry.

10) The risk of nature

Natural disasters such as the earthquakes may be a greater risk for this project but
chances of its occurrence are very low. The risk can be avoided by using the good
quality material.
11) Quality risk
There is the risk of not having the required output or the product even if the
specifications are described very clearly. Having proper check and balance in each
and every step of the project completion can reduce this.

12) The political risk.

There is the risk of the occurrence of unexpected political conditions due to the bad
crisis nowadays. To have a large number of time to complete the project this problem
can be mitigated and will not effect the project.

13) Weather risk

The proper working of the machines can be affected by the poor weather conditions.
Droughts, storms and heavy rains may cause the load shedding which is a big
problem in the operation of the machines. The problem can be avoided by using the
generators and uninterrupted power supplies (UPS).

The graphical locations of the risks mentioned above are as follows. These are
shown in the graph by the alphabets .the risks are obtained by a probability verses
impact chart given as.

HEALTH AND SAFETY MANAGEMENT

The success of the project depends upon the managing of health and safety. The best
way is to make our working environment free from the accidents and introducing a
very health friendly environment. The health and safety are basic tools to get the
project completed within time. An important consideration of our project is the
health and safety. We are aimed to provide the work place, which is reasonable to
practice all the equipments and supports much safety in all aspects. Such a type of
precautions is taken which will not promote the unhealthy environment in the shops
and special protections against the rays coming out of the photo state machines are
done.
A special training program is conducted to provide the training to the employees.
Employees are guaranteed to be provided with the health care and safety measures,
to help them in case of any health problem.
Health and safety hazards can be found easily by conducting meetings with the
workers and sharing the information. Visiting the work place and finding out the
problems there and trying to get the views from the employees to solve the problem.

ENVIRONMENTAL ISSUES
The environmental issue involved in this project is the rays coming out of the photo
state machines, which may cause some serious problems. this problem is handled
with great care by providing an effective way of protection from these rays.
Installing anti rays technology in the shops.
DESIRED OUTCOME:
The desired outcome in such case is to facilitate the students of THE NEW
CAMPUS OF THE UNIVERSITY OF LAHORE by building photocopy shops in
the university. The major deliverable is quick copying with new technology.
After achieving the desired outcome QCS Company will be financially benefited and
THE NEW CAMPUS OF THE UNIVERSITY OF LAHORE will also be benefited
financially and saving their valuable time will benefit the students.

IMPLEMENTATION STRATEGY OF THE PROJECT

For the implementation of the project following steps are required

To make sure the need of the required project is done by need assessment.

A clear picture of the importance of the shops would be provided to the Contractors,
what they have to do step by step. The quality of the material and
the machines are made clear to them.

Then comes the performance phase in which the construction of the shops is carried
out with the strict monitoring and supervision of the quality manager.

The supervisor will be provided with the map of university to install the machineries
at the right place in the shops with in each department.

The duty of the supervisor is not only to check the construction of the shops but also
to see whether the machines are being installed at the right place or not

The supervisor is required to complete the task within the given time frame.

Supervisor would report to the project manager on the daily basis.

The shops must be constructed and machines must be installed with care
without damaging any thing.

Stress must be given to complete the project within the given time.

The university administration would be well aware of the activities going on in the
university regarding the project so project manager will be going to tell each and
every detail of the project on weekly report basis.