project 1.pdf

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Project 1:

Ladybird House(Kindergarten for disadvantaged kids)

Project Code: FP 3-1999

]

Project Handbook

Version 1.0

Project Manager: Ruxandra Enache

Date (last changes): 1st of May 2002



Ladybird House(FP 3-1999) PROJECT CHARTER

Project start date Project end date

1st of May 2002 31st of July 2003

Project objectives Project non-objectives

Refitting plan accomplished

Building authorisation signed

House refitted

House entirely equipped with kindergartenfurniture

Kindergarten curricula prepared

Administrative personnel selected

Educators and social assistants selected

Project phases Project costs Project income

Project Management

Contracting

Refitting design

Permits

Refitting execution

Furniture procurement

Garden & yard decoration

Curricula development

160.000 € Not the case

Project sponsor Project manager

Liviu Crainic – General Manager of the PestalozziFoundation

Ruxandra Enache

Project team members

Monica Borasteanu –project manager assistant (authorisation responsible)

Andrei Manolescu – refitting responsible

Mihai Trinca – procurement responsible

Mihaela Cozarescu – curricula development co-ordinator

Relationships to other projects

Synergies with “ Help for poor families” project

Synergies with “Social Pedagogy ” training program

Conflicts with “Orientation for life” and “Ladybird Day Centre for youths”

Relevant project environments



Community with many very poor families with an great number pre-school children /family –interestedin the project

Child Protection Department should face many social problems concerning the pre-school children (lackof children watch, abuse, lack of basic education, etc) – – should be interested in the project

Local authorities interested to solve the problem for pre-school children – should be interested in theproject because of:

o many pre-school children in the communityo

lack of sufficient kindergartenso lack of financial possibilities for the families to send pre-school children to

kindergarten

The main Pestalozzi Foundation’s sponsor wants diversification of projects and clients - interested in theproject

The actual trend to be involved in child protection filed - other potential donors and sponsors may beinterested in the project

Project manager Project owner (team)

Ruxandra Enache Liviu Crainic –General Manager of the PestalozziFoundation

Version 1.0 Date: 1st of May 2002 Author: Ruxandra Enache



Ladybird House(FP 3-1999) PROJECT OBJECTIVES PLAN

Main objectives

Refitting plan accomplished

Building authorisation signed

House and garden refitted

House entirely equipped with kindergarten furniture

Kindergarten curricula prepared

Additional objectives

Accumulation of experience in developing similar programs

Accumulation of legal information in educational programmes

Partnerships local authorities in child protection filed

Non-objectives

Selection of the administrative personnel

Selection of the educators and social assistants

Selection the kids form poor families

Version 1.0 Date: 1st of May 2002



Ladybird House(FP 3-1999)

PROJECT OBJECTS BREAKDWONSTRUCTURE

Object of Consideration Type Object of Consideration Adapted per…

Contracts Design of the building refitting contract

Execution of the building refitting contract

Utilities contracts (water, electricity, heating, garbagecollecting)

Furniture procurement contract

Permits Urbanism certificate

Sanitary notice, electricity notice, gas notice, water and

canalization notice

Building refit authorisation

Health-care authorisation

Refitting plans Architectural plan and structural plans

Electric wires, plumbing, sewerage and heating systemplans

Procurement Furniture

Internal decorations

Air-conditioning equipment

Gardening decorations

Child swings

Personnel Construction specialist

Curricula specialist

Contracting specialist

Procurement specialist

Kindergarten curricula Educational curricula

Vocational curricula

Long-life skills curricula




Ladybird House(FP 3-1999) PROJECT WORK BREAKDOWN STRUCTURE




Ladybird House(FP 3-1999) WORK PACKAGE DETAILS

WBS-code:

1.4.1. WP-label: CONTRACTING REFITTING EXECUTION ANDUTILITIES

WP-content Adapted per …

Negotiation for the refitting execution

Preparing documentation for utilities permits

WP resultsWP Progress Measurement(in % or verbally)

Adapted per …

Refitting execution contract

Water supply contract Electricity supply contract

Gas supply contract

Garbage collecting contract

WBS-Code:

1.6.4 WP label: CHILDREN

PLAYGROUND SETTING UP

WP content Adapted per …

Enclosing playground

Transporting sand

Laying down the sand

Buying child swings

Mounting child swings

WP resultsWP Progress Measurement(in % or verbally)

Adapted per …

Children playground finished

Sand place finished

Sand toys procured

Child swings in place




Ladybird House(FP 3-1999) BAR CHART




Ladybird House(FP 3-1999) PROJECT MILESTONE PLAN

WP-code Milestone Planned date

Planneddateadaptedper …

Actual date

1.1.1.1 Project assigned 1st of May 2002

1.2.5.1. Refitting design approved 4th of November2002

1.3.3.1. Construction authorisation signed 17th of February 2003

1.1.3.2.1. Interim project report approued 26th of Febryary 2003

1.4.5.1. Refitting execution approved 18th of June 2003

1.7.4.1. Curricula signed by authorities 19th of May 2003

1.5.5.1. Furnishing house finished 27th of June 2003

1.4.6.1. Healthcare authorisation signed 9th of July 2003

1.1.3.4.1. Final project report approved 8th of August 2003

1.1.4.1 Project approved 31st of July 2003




Ladybird House

(FP 3-1999) PROJECT COST PLAN

WP Code WP Label Cost typePlannedquantity

PricePlanned

costs

TOTAL € 146,800

Phase1.1

Project management € 5,100

1.1.1 Project start Personnel 6PD € 150 € 900

1.1.2 Project coordination Personnel 10PD € 150 € 1,500

Material € 100

1.1.3Project controlling (meetings andreports)

Personnel 8PD € 150 € 1,200

Material € 500

1.1.4 Project close-down Personnel 4PD € 150 € 600

Material € 200

1.1 Project organization risk (see projectrisk analysis) Risk costs

€ 100

Phase1.2

Refitting design € 6,900

1.2.1 Contracting refitting design Material € 100

1.2.2 Technical investigation Contract € 5,000

1.2.3 Architectural design Contract € 900

1.2.4 Structural design Contract € 550

1.2.5Water, electricity,

heating refittingContract € 350

Phase1.3

Permits € 800

1.3.1 Urbanism certificate Material € 100

1.3.2 Utilities permits Material € 350

1.3.3 Construction authorization Material € 200

1.3 Delay of permits approval Risk costs € 150 Phase

1.4Refitting execution € 121,200

1.4.1Contracting refitting execution

and utilitiesMaterial € 100

1.4.2 Structural refitting Contract € 66,000

1.4.3 Water, electricity, heating refitting Contract € 12,000

1.4.4 Carpentry assembling Contract € 12,000

1.4.5 Internal and external finishing Contract € 30,000



1.4.6 Healthcare authorization Material € 250

1.4 Refitting execution risks Risk costs € 850

Phase1.5

Furniture procurement € 6,900

1.5.1 Furniture selection Material € 100

1.5.2Contracting furniture

procurementMaterial € 100

1.5.3 Furniture procurement Contract € 6,500

1.5.4 Furniture transport Contract € 100

1.5.5 Furniture assembling Material € 100

Phase1.6

Garden and yard decoration € 1,900

1.6.1 Cleaning the garden Material € 50

Personnel 2PD € 50 € 100

1.6.2 Fence construction Material € 500


1.6.3 Landscape gardening Material € 50


1.6.4 Children playground setting up Material € 500


1.6.5 Flower seeds planting Material € 200


Phase1.7

Curricula development € 4,000

1.7.1 Preparing educational curricula Personnel 3PD € 300 € 900

1.7.2 Preparing vocational curricula Personnel 3PD € 300 € 900

1.7.3 Preparing life-long skills curricula Personnel 3PD € 300 € 900

1.7.4Curricula approving

Material € 200

Risk costs 1PD € 500 € 500

1.7.5 Kindergarten curricula assembling Personnel 2PD € 300 € 600




Ladybird House(FP 3-1999) PROJECT RESPONSIBILITY MATRIX

Project roles and relevant environments

WBS- code WB label P r o j e c t o w n e r ( t e a m )

P r o j e c t m a n a g e r

P T M

1 ( p r o j e c t m a n a g e r

a s s i s t a n t )

P T M

2 ( r e f i t t i n g r e s p o n s i b l e )

P T M

3 ( p r o c u r e m e n t

r e s p o n s i b l e )

P T M

4 ( c u r r i c u l a d e v e l o p m n e t c o -

o r d i n a t o r )

S u n t e a m 1 ( s o c i a l p e d a g o g y

t r a i n i n g d e p a r t m e n t r e p r e s e n t a t i v e )

S u b t e a m 2 ( d i r e c t p r o j e c t s w t h

c h i l d r e n d e p a r t m e n t r e p r e s e t n t a i v e )

S u b t e a m 3 ( S . C . S t i l D e s i g n S . R .

L . ) –

r e f i t t i n g d e s i g n

S u b t e a m 4 ( S . C . B e s t C o n s t r u c t

S . R . L .

- r e f i t t i n g e x a c u t i o n )

S u n t e a m 3 ( F i n a n c i a l D e p a r t m e

n t )

E n v i r o n m e n t 1 ( a u t h o r i t i e s )

E n v i r o n m e n t 2 ( S u p p l i e r s )

E n v i r o n m e n t 3 ( C o m m u n i t y )

1.1.1 Project start D C1 I I

1.1.2 Project coordination I C1

1.1.4 Project controlling I C1

1.1.5 Project close-down D C1 I I

1.2.1 Contracting refitting design D I P P C1

1.2.2 Technical investigation C,I C P

1.2.3 Architectural design C,I C P

1.2.4 Structural design C,I C P



1.2.5Water, electricity,

heating refittingC,I C P

1.3.1 Urbanism certificate C P C1 C1,D

1.3.2 Legal permits C P C1

1.3.3 Construction authorization I C P C1 C1,D

1.4.1Contracting refittingexecution

and utilities

D C PP

C1

1.4.2 Structural refitting C,I C P

1.4.3Water, electricity, heating

refittingC,I C P

1.4.4 Carpentry assembling C,I C P

1.4.5Internal and externalfinishing

C,I C P

1.4.6 Healthcare authorization I C,I P C1 C1,D

1.5.1 Furniture selection C C1 P

1.5.2Contracting furnitureprocurement

D C P C1 P

1.5.3 Furniture procurement C,I P P

1.5.4 Furniture transport C,I P P

1.5.5 Furniture assembling C,I P P

1.6.1 Cleaning the garden C,I C1 P

1.6.2 Fence construction C,I C1 P P

1.6.3 Landscape gardening C C1 P

1.6.4Children playground setting

upC,I C1 P P




Legend: C… coordination, initialisation; P… performance; C1… contribution, consulting; D… decision; I … information

1.6.5 Flower seeds planting C,I C1 P P

1.7.1Preparing educationalcurricula

C,I C,P P P C1

1.7.2Preparing vocational

curriculaC,I C,P P P C1

1.7.3Preparing life-long skills

curriculaC,I C,P P P C1

1.7.4 Curricula approving I C,I C,PC1,D

1.7.5 Kindergarten curriculaassembling C,I C,P P P I I



Ladybird House(FP 3-1999) PROJECT ORGANISATION CHART

Project role Person performing role Telefon e-mail

Project sponsor Liviu Crainic

Project manager Ruxadra Enache

Project Team Member 1 Monica Borasteanu

Project Team Member 2 Andrei Manolescu

Project Team Member 3 Mihai Trinca

Project Team Member 4 Mihaela Cozarescu

S.C. Stil Design S.R.L. Chief Architect - Ileana Petcu

S.C. Best Construct S.R.L. Chief Engineer – Ilie Moraru




Ladybird House(FP 3-1999)

PROJECT COMMUNICATIONSTRUCTURES

(other than project status meetings)

Meeting Content Participants Frequency Adapted per …

Project start

workshop Information on the projectobjectives, the projectstructures, strategies,organisation, developingthe “big project picture”

Project team 1x in the projectstart process

Project sponsormeeting

Project status and projectpreview, contextinformation, currentproblems, strategicdecisions

Project owner,project manager,selected projectteam members

Every 2-3 weeks

Project teammeeting

Project status and project

preview, review, definitionof project strategies,

operational decisions

All project team

members,possibly selected

representativesof environments

Every 2-3 weeks

Sub-teammeeting

Problem-solving Sub-teammembers,possibly project

manager andselectedrepresentativesof environments

1x per week

Project close-

downworkshop

Reflection, feedback,dissolving the socialsystem, clarifyingremaining tasks

Project team andproject owner 1x in the projectclose-down process




Ladybird House(FP 3-1999) PROJECT RISK ANALYSIS

WBS-code

WP / phase RiskCharacteristic/description

Riskevaluation

MeasureAdaptedper …

1.1.

Projectmanagement

Projectorganization

(Negative

risk)

Unclear roles, lackof experience forthe project’s type,lack of commonunderstanding inwhat co-operationconsists

10% x 30=3 Workshop with theproject team,contributors andproject owner toclarify each oneroles in theproject.

Documentationand information

about otherexperiences insimilar projects

1.3.

Permits Delay for the

approvals

(Negativerisk)

Bureaucracy andlow level ofinterest for the

project

50% x80=40

Lobby

Information

Improvingrelationship withthe authorities

1.4

Refittingexecution

Low qualityof thematerials for

theexecution

(Negativerisk)

Few founds toprocure highquality materials

for refitting

20% x50=10

Lobby for donationand sponsorshipsto buy good quality

materials

1.5.1

Furnituresuppliersselection

FavourableVAT low forNGOs

(Positiverisk)

Finding furnituresuppliers acceptingto not include VATin the furnitureprice

15% x50=7.5

Identification ofthe supplierswilling to help.

1.7.4

Curriculaapproval

Be notapproved by

theauthorities

(Negativerisk)

Not accepted or tomany modifications

required for thecurricula content

80% x80=64

Implication (oneChild Protection

Department’sexpert workingwith project team)

Version 1.0 Date: 1st of May 2002

project 1.pdf

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