3year project management assignment final
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SAKHITHEMBA HALFWAY HOUSE LIBRARY PROPOSAL
BY: TASK PROJECT MANAGERS
INTRODUCTION
Introducing to you the TASK team: Zama Zulu (Project Manager) and team
members… Londile Dladla Sanele Xulu Sesinqobile Mhlongo
THE PROJECT CHARTER (BACKGROUND)
Amanzimtoti YMCA, Young Men’s Christian Association, focuses their efforts in two different projects namely; Sakhithemba Half Way House and Masibambane HIV/AIDS. The primary concentration for the purposes of this project is the Sakhithemba Halfway House. Sakhithemba Halfway House is a non-profit and non governmental Christian organisation.
Amanzimtoti YMCA was established in 1973 and is registered with the South African Government Department of Social Welfare as an NPO (NPO 002-465).
Sakhithemba is an IsiZulu word meaning building hope, this organisation is a
Christian Association committed to developing young people’s bodies, minds and spirits so that they can transform their communities into places where Christian principles are practised. The Amanzimtoti YMCA is committed to the righteous development of young people who have become residents of the Halfway House.
Amanzimtoti YMCA, Sakhithemba Halfway House houses 60 boys who are
between the ages of 13 to 18, these boys come from broken homes and include street children as well as young offenders from Durban.
THE PROJECT CHARTER (BACKGROUND)
Sakhithemba Halfway house aids these boys by offering life changing experiences though creating a home enviroment where family values are learnt and practised.
Sakhithemba re-establishes support networks with families and communities for the residents and in turn provides general life skills. Sakhithemba values education therefore enables the residents to continue their education thus empowering the residents to become employeable or have the necessary skills to become entrepreneurs.
The centre offers demonstration workshops which focus concerns around unepmloyment and identify a range of skills among participants.
Project name: Sakhithemba Halfway House Library
This plan aims to enhance this youth development centre by seeking funding to construct a building which shall house a library and a computer room. The construction of such a building poses as a tool to teach the boys housed at the centre new skills which will provide them with knowledge which will be active in the future when they are seeking employment or even starting their own businesses.
PROJECT OBJECTIVES
Structural Objectives Finish the construction of the building. Construct a good quality structure of quality workmanship and
construction procudures. Build a structure which shall be durable and encompass enviromentally
friendly building practices and materials. Respond to the needs of the boys which reside at the centre
Social and Sponsorship Obtain sponsership from companies. Identify and involve all stakeholders and sponsers as much as possible. Identify community stakeholders and ensure that they are instrumental in
uplifting their community.
PROJECT OBJECTIVES
Legal Ensure that all legal procedures necessary to make the project a success
are followed.. Build the structure in a safe manner.
Cost The building needs to be constructed within the budgeted costs. Cost of the project need to be kept low
THE PROJECT STAKEHOLDERS
External Stakeholders The Ngunezi Trust Fund LDM Quantity Surveyors Build it, Amanzimtoti CTM, Prospecton Group Five Task Project managers Sinenhlanhla Ndimande Sivukile Building Contractor cc In the Zone Air-conditioning cc Mzansi Electronics Armed Response Mukulu Library Furniture Sizwe Roofing
THE PROJECT STAKEHOLDERS
External Stakeholders GSC- Environmentalist Residents of Umbongitwini, Amanzimtoti Councillor of Umbongitwini EThekwini District Municipality
THE PROJECT SPONSORS
The Ngunezi Trust Fund LDM Quantity Surveyors Ilisu Consultants and Contactors cc Build it, Amanzitoti CTM, Prospecton Information and Communication Technology
Division (ICT) UKZN Kingsway High School Group Five Sandro Quattrocchi
Required roles and responsibilities
The Project ManagerGeneral Functions Has overall project responsibility and accountability to guide the project. Is involved with the planning, controlling as well as monitoring all aspects of the project. The
project manager shall be responsible for managing and directing the assigned project resources to best meet project objectives
Project Planning Develops the project plan which includes; the Project Charter, the Project Scope,
Project objectives, WBS defining project deliverables, Key Milestones, the Project Stakeholders, Assumptions made, Project constraints, Project Pre-Requisites, Required roles and responsibilities, resources requirements, communications planning, Quality Policy, Cost management, Risk Management,
Obtains stakeholder approval and acceptance of the Project PlanProject Execution Manage and monitor day-to-day activities listed in the project plan and provide
direction to team members and supporting organizations.Project Control Develop and distribute project performance reports. Regularly review project status,
evaluating performance criteria i.e. scope, cost, schedule & quality.Project Close-out Obtain customer and management approval and acceptance of completed product.
Required roles and responsibilities
Deputy Project Manager
General Functions Responsible for maintenance of the project plan. Provides administrative support to the Project Manager. Directs the team under the instruction of the project
manager. Has the capacity to resolve conflict should it arise. Manages the support and provision of project tools and
equipment. Represents the project manager in cases where the project
manager is unable to attend. Responsible for administrative tasks throughout the project
life cycle.
Required roles and responsibilities
Project Team Complete the project within budgeted cost, schedule and quality
requirements. Identify resources needed for project. Identify residents of the Halfway House training needs Aid in the management of time, cost and quality. Identify unanticipated risk events Track the project implementation and submit status reports to the project
manager. Maintain project and structural building quality requirements Participate in lessons learned sessions. Identify ways to improve project processes
Required roles and responsibilities
Assurance:Financial Ensures that the need of the proposed structure is built. Guarantees accountability to stakeholders who have financial interest in
the project
Quality Quality standards are based in order to create guidelines for quality
standard. Quality improves the experience of the Client (Sakhithemba Halfway
House).
Risk Risk needs to be understood for decision making. The success of the project lies in being able to foresee and manage risk.
Required roles and responsibilities
Technical Overall accountability and coordination. Performs operations in a specialized area to established technical
specifications within their specialised technical fields
Legal Health and safety regulations on the construction site help to reduce
deaths and serious injuries. Contributes towards reducing the incidence of unnecessary disputes
among stakeholders as each individual is protected by laws.
Required roles and responsibilities
Specialist Consultants: The specialist contractor for this project shall
include; Mukulu Library Furniture, Mzansi Electronics Armed Response, In the Zone Air-conditioning cc.
The above named specialist contractors shall indemnify the client for all incidents that may occur to the specialist contractor’s employees during the progamme of works.
Shall be responsible to complete specialist their works according to the works programme.
Shall complete the works with the highest quality of workmanship and diligence.
Scope of work
Construct a 120m2 library and an in-house computer room built on cement blocks then plastered painted with Plascon
paint. Movable sound-proof partition wall should be used for the
toilets and for the internal wall separating the library and the computer room.
Floors to be finished with ceramic floor tiles Steel windows and doors with trellidor and an alarm are
required for safety purposes A simple pitched roof made of corrugated roof tiles is
necessary for this building. Air conditioning system should be installed at the
computer room. Only two toilets and two urinals are required.
RISKRisks Identified:
1.Project failure
2.Sponsors pulling out
3.Change of scope
4.Extension of construction period
5.Quality level of deliverables not satisfactory
6.Resources not coming on time
7.Shortage of labour and poor quality of resources
8.Targets And dates not achieved
9.Escalation of the estimated expenditure
Activity No
Risk Identified Reasons for the Risk
Probability of Risk Happening
Impact to the Project
R=P x I(probability x impact)
Counter Measures
Person Responsible
1. Project failure Poor project management and project planning
High Cancellation of Project
P=0.4I=80.4 x 8=3.2
Proper communication, project planning and management should be done properly
Project manager and Project team
2. Sponsors pulling out Identified sponsors might not want to contribute
Moderate Cancellation of the project or delay of the start date
P=0.2I=40.2x4=0.8
Have another potential sponsor that can contribute should anything happens
Project Manager and Project administrator
3. Change of scope Lack of funds High Poor quality and late completion
P=0.4I=20.4 x 2=0.8
Allow for change of scope
Sponsor and client
4. Extension of construction period
Rain and strike High Increase cost and sponsors might pull out
P=0.4I=10.4 x 1=0.4
Allow float in the deliverables so that if there are any delays the available time maybe used
Contractor
5. Quality level of deliverables not satisfactory
Poor service delivery by the contractor
Moderate Project not completed or great amount of defects in the future
P=0.2I=40.2 x 4=0.8
Constantly inspect the contractor’s work
Project Manager
6. Late delivery of resources Supplier having lots of clients to deal with
Moderate Slows down the work pace
P=0.2I=10.2x1=0.2
Get a standby supplier
Contractor
7. Shortage of labour and poor quality of resources
Labour not well trained and quality suppliers not found in the area
Moderate Conflict in the whole project and result in delay
P=0.2I=20.2x2=0.4
Offer high wage for quality work
Contractor
8. Targets And dates not achieved
Constraints in the project
Moderate Increase cost and construction period
P=0.2I=20.2 x 2=0.4
Time management Project manager and project team
9. Escalation of the estimated expenditure
Increase in prices and delays
Moderate Lack of funds to continue with the project
P=0.2I=20.2 x=0.4
Cost Management and get more sponsor
Project manager and project team
QUALITY POLICY
Quality Statement The quality of Sakhithemba library project is a responsibility of all stakeholders involved, it is
therefore very essential to ensure that all members of the project team are in line with the quality policy.
Business Targets Easy to maintain Minimum Defects Good value for money Flexible for the future purpose Easy to use
Technology Targets Modern plan Attractive finishes Tight electronic security Quality computers Quality building materials
Key Milestones – targets and dates for Achievement
Project ID Milestone No: Milestone Description
Date
1 1 Start of Project 23/11/10
2 2 Site Establishment 23/11/10
10 3 Substructure 25/11/10
28 4 Superstructure 23/11/10
69 5 External Works 23/11/10
77 6 End of Project 3/02/11
CONSTRAINTS
QUALITY
COST
TIME
CONSTRAINTS CONTD…
Climate Stakeholders Community Sponsors EThekwini Municipality and if other standards are not adhered
to , such as…Health and Safety Regulations…and Environmental standards the project could be impacted negatively
Cost Management
Funding Needs – Sakhithemba
Weeks
Activity Accumulated expenses
Total Expenses
Site Establishment R 5900 R 5900
Sub-structure R33794 R 27894
SS Walling R76125 R 42331
Door R77725 R 1600
Window R84345 R 6620
Electrical R97592 R 13247
Plumage Drainage R100358 R 2766
Floor Finishes R104946 R 4588
Carpentry &Joinery R106816 R 1870
Roofing R179294 R 18478
Ceiling R196494 R 14200
Fencing R200794 R 4300
Landscaping R203834 R 3040
Cost Analysis
0
50000
100000
150000
200000
250000
Total ExpensesAccumulated Expenses
Factors Affecting Costs
Communication35%
Schedule43%
Risk22%
Constraints
Sponsorship The Ngunezi Trust Fund Project Sum need to raise start up Capital
(-)R761125
Group 5 Training hiring of GW
(-)R36000
ICT Division UKZN Computers purchasing of computers (incl software)
(-)R80000
THE END