Sunny Horizons, Inc.

Background

Sunny Horizons Inc., a mid-sized corporation headquartered in London, Ontario, has recently decided to expand its operations to another province to better serve its growing client base. The company specializes in sustainable outerwear manufacturing for adults and children, focusing on eco-friendly materials and ethical production practices. Sunny Horizons was founded by Jordan Matthews, a graduate of the Fanshawe College Fashion Marketing & Management program, with a vision to provide high-quality, environmentally responsible outerwear options for Canadian consumers.

Over the past ten years, Sunny Horizons has seen significant success in London, establishing a loyal customer base and growing its online sales. A large percentage of their online orders have consistently come from the western half of the country, making westward expansion to set up an additional plant and distribution warehouse the logical next step. After extensive market research and analysis, the company chose Calgary, Alberta, for its new branch. This decision was driven by several key factors:

1. Economic Growth: Alberta has shown robust economic performance, with Calgary emerging as a hub for business and innovation.
2. Strategic Location: Calgary’s central location in Western Canada provides access to a larger customer base and opportunities for regional partnerships.
3. Workforce Availability: The city offers a skilled and diverse talent pool, making it easier to recruit qualified professionals locally.
4. Market Opportunities: Alberta’s industries align well with Sunny Horizons’ sustainable manufacturing model, presenting significant growth potential.

The expansion is a significant milestone for Sunny Horizons Inc., and the team is committed to ensuring the new branch is fully operational within six months. To achieve this ambitious goal, a committee of 15 staff members from various departments has been formed. The committee includes representatives from human resources, operations, IT, marketing, and finance.

Case Study Purpose

While the committee is responsible for the planning and execution of the project, the office administrator, Pat, has been assigned to provide essential administrative support throughout the process.

Pat’s role will be crucial in ensuring the project’s success, as they will act as the central point of coordination and communication for the committee. You will focus on viewing this case study from Pat’s perspective. You will learn more about the OA role on a project team. The majority of the Case Study is presented in this chapter, but you may see components of the Case Study presented in other chapters and as part of class discussions/activities.

Your major assignment in the first half of the term will be to develop a variety of documents that you may need as you are working to support project teams. You will use the information in this Case Study to develop those documents for this class.

Project Objectives

The committee’s key objectives for the next six months include:

1. Finalizing Office Design and Setup: Work with contractors to design and furnish the office space, ensuring it aligns with company standards and accommodates up to 50 employees. This involves selecting ergonomic furniture, designing collaborative workspaces, and ensuring compliance with safety regulations.
2. Recruiting and Onboarding Staff: Coordinate with HR to recruit, hire, and onboard local staff. The recruitment process will focus on attracting skilled professionals to fill key roles, followed by an onboarding plan to integrate new employees into the company culture.
3. Establishing IT Infrastructure: Ensure the new branch has fully operational IT systems, including internet connectivity, workstations, and telecommunication services. This also includes setting up secure networks and coordinating with vendors to provide ongoing technical support.
4. Marketing and Launch Campaign: Develop and execute a marketing strategy to announce the new branch and attract local clients. This includes creating promotional materials, utilizing social media platforms, and organizing outreach events to establish and generate excitement about the company’s presence in Calgary.
5. Legal and Compliance Matters: Address any provincial regulatory requirements, including business registration and employee standards. This also entails collaborating with legal advisors to ensure all operational policies adhere to Alberta’s laws.
6. Logistical Coordination: Oversee the shipment and delivery of necessary equipment and supplies to the new location. This includes creating a timeline for deliveries, tracking shipments, and troubleshooting any issues to avoid delays.

Challenges

The project comes with several challenges, including:

• Tight Timeline: Completing all tasks within six months requires meticulous scheduling, resource allocation, and prioritization. Any delays in one area, such as securing office equipment or hiring staff, could impact subsequent steps.
• Cross-Department Coordination: The committee members come from different departments, each with their own priorities. Effective communication and collaboration will be essential to ensure alignment and prevent misunderstandings or duplicated efforts.
• Budget Constraints: The expansion must be completed within a set budget, requiring careful financial planning. Unexpected costs, such as delays in construction or last-minute IT upgrades, could strain financial resources.
• Remote Coordination: Since the planning team is based in Ontario, working with contractors, vendors, and new employees in Alberta will pose logistical challenges. Time zone differences, communication gaps, and limited in-person oversight could create obstacles.
• Unplanned Staff Changes: Midway through the project, the IT committee member resigns, requiring the onboarding of a new team member. This disrupts continuity, as the replacement must quickly understand the project scope, vendor contracts, and security protocols to ensure smooth IT infrastructure implementation.

Pat’s Role as Office Administrator

As the office administrator, Pat’s primary responsibilities will include:

1. Scheduling and Meeting Coordination: Organizing regular committee meetings, preparing agendas, and documenting minutes.
2. Document Management: Maintaining an organized repository of all project-related documents, including contracts, budgets, and schedules.
3. Vendor and Contractor Communication: Acting as a liaison between the committee and external vendors or contractors, ensuring timely updates and deliverables.
4. Task Tracking: Monitoring the progress of tasks and milestones using a simple project management tool, chosen by the team.
5. Event Planning: Assisting with arrangements for the grand opening event, including invitations, venue booking, and catering.
6. Crisis Management: Coordinating efforts to onboard the new IT representative quickly and ensuring that any critical IT tasks are reassigned or adjusted during the transition period.

This case study will provide a realistic and cohesive framework to explore project management concepts tailored for office administrators.

You will be presented with several opportunities in the first few chapters of this text to refer back to this Case Study Overview to refine your Administrative Professional skills.

Relevant information:

Company Contact Information

Committee Roster: