Project management

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Project Name

Date

Surrey College Library RefsdşflmdsşafnaşsRenovatipon

8/6/21

Surrey College Library RefsdşflmdsşafnaşsRenovatipon

8/6/21

1. PROJECT INFORMATION

Project Name	Project Code
The Surrey College Library Renovation Project	Sur-Ren-Lib/02
Project Sponsor	Project Manager
Surinder Kaur / Chief Librarian	MGMT 640-Team Four
Client Sponsor	Client PM
BC Ministry of Education	Library Board
Prepared By	Prepared On
MGMT 640-Team Four	Surrey College
Authorized By	Authorized On
Dr. Sharzad Khosravi	Surrey Library Renovation

2. PROJECT DESCRIPTION

Throughout the renovation of the first floor of the Surrey College Library, this project offers a unique and contemporary library design in the College Library, which is more enhanced energy-efficient and environment-friendly. It is also presumed to be extra supportive of research, artistic project, and society intercommunication.

3. PROJECT JUSTIFICATION/BUSINESS NEED

With a long history and impressive building, the library is a symbol structure of the college. Notwithstanding, it does not cope with the transformation of information retrieval practices in the current generation. It does not present a welcoming and user-friendly setting anymore because of its incapability of providing adequate computing workstation and multimedia devices and additional socializing features demanded by students and faculty. A philanthropic financial grant of a quarter a million CAD was given to the university library from the Ministry of Education, and the library board decided to use the donation on renovating the 1st floor of the College Library.

4. PROJECT OBJECTIVES

This project aims to develop a library design in the Surrey College Library to please library users’ knowledge retrieval routine in the modernized age. Its overall purpose is to improve productivity and enhance the study method for students and faculty in the current information era.

5. PROJECT SUCCESS CRITERIA

· Meet users’ demands of computers and networks

· Encourage group inquiry and collaborative activity

· Plan suits the information retrieving practices of library users in the modernized time

· Boost study and research

· Building is energy-efficient and user-friendly

· Extra natural light is let inside the library.

· Users notice the increased area laptop friendly.

· Users detect the study places extremely useful and competent for group talks.

· Computing workstations are massively utilized by library users, and users determine the computers to run really effectively.

· Users notice the fresh location of reference and reserve spaces quite useful and proper for retrieval and discussion

6. HIGH LEVEL SCOPE

Project Exclusions/Out of Scope

· Relocation, circulation, and reference services related to the collections that are stored originally on the first floor

· The warming, cooling, also air conditioning systems of the library construction will not be replaced in the plan as mentioned above.

7. HIGH LEVEL BUDGET

Estimated Budget (CAD)
Employee Cost	100.000
Equipment Cost	150.000
Total	250.000

8. HIGH LEVEL SCHEDULE

Start Date	Finish Date
September 1st ,2021	March 15th ,2022

Phases

Phases	Name	Description	Start Date	Finish Date
Phase A	Floor plan design	Questionnaire of users’ opinions and designing	September 1st	September 29th
Phase B	Construction	Window replacement Wall and floor restoration Electronic line setup Study place and furnishing	September 30th	January 30th
Phase C	Computer setup	setting up computers	January 4th	February 5th
Phase D	Final	review , report	February 6th	March 15th

High Level Milestone

Phase 1:

Phases	Start Date	Finish Date	Major Deliverables
Phase A	September 1st	September 14th	Poll (opinions of stakeholders)
Phase B	September 15th	September 30th	Desing according to expectations
Phase C	September 30th	November 20th	Window, Wall and floor restoration

Phase 2:

Phases	Start Date	Finish Date	Major Deliverables
Phase A	November 21st	January 30th	Electronic line setup, Study place furnishing
Phase B	January 4th	February 5th	Computer setup
Phase C	February 6th	March 15th	Review, Report

9. HIGH LEVEL COST ESTIMATES

Employee and Equipment cost for this project are estimated as 250.000 CAD.

10.

PROJECT INFLUENCES

Assumptions

The following assumptions were made in planning the Project :

· The Ministry and College Board of Governors has recognized the restoration project's goal, and supports will be provided by the ministry, university, and library management.

· - Staff are ready to complete design, tasks, and purposes

· Failure to identify changes to draft deliverables within the time specified in the project timeline will result in project delays

· The project plan may evolve as new information and issues are revealed

Constraints

Possible project constraints are following:

· The donation might not be enough for the whole project, and financial support has to be solicited from the Ministry or university board

· Due to the characteristics of the restoration, the production phases of six months might not be sufficient

· Any staff are from other college services, so other tasks might use large parts of their time and make them unavailable to accomplish their responsibilities promptly for this Project.

Risks

· Cost calculation maybe not fit with the budget

· Expected times for phases may not be sufficient

· Staff may not have enough time for their duties

· Problems may arise between employees.

· Scope of work may be exceeded during the project process

Project Name

Date

Surrey College Library RefsdşflmdsşafnaşsRenovatipon

8/6/21

Surrey College Library RefsdşflmdsşafnaşsRenovatipon

8/6/21

Project Charter <Company Name> Page 1

[PBP-PC-T-1.0a] Confidential

You are free to use it for your projects or for educational purposes, share or transmit to others; provided no part of this template is modified and no money is exchanged.

Project Charter <Company Name> Page 1

[PBP-PC-T-1.0a] Confidential

You are free to use it for your projects or for educational purposes, share or transmit to others; provided no part of this template is modified and no money is exchanged.

Project Charter <Company Name> Page 1

[PBP-PC-T-1.0a] Confidential

You are free to use it for your projects or for educational purposes, share or transmit to others; provided no part of this template is modified and no money is exchanged.

Issues

1) Project manager will document the issue as soon as a change which impacts any phase of the project, including agenda, staffing, and spending;

2) Project manager will evaluate the issue, ascertain the associated influence to the project, and will transmit the case, forward with a suggestion to the steering committee for analysis and resolution;

3) Project Steering body will review the issue and agree on whether to confirm, refuse, or revise based on the available report and the project manager’s guidance. If no agreement is reached, the issue will be progressing to the project sponsor for a final decision;

4) Project sponsor will execute a final decision on the permission or rejection of a development;

5) the Project manager will inform the primary requestor of the judgment.

11.

PROJECT ORGANIZATION

Organization Chart

Key Stakeholders
· Ministry Representative · College board of Governors · Surrey College Library Advisory Committee · Library Restoration Project Steering Committee · Representatives from Student Union · City representative Other Key Stakeholders · Students and employees of Surrey College library · College faculty
Project Manager Role
· Lead the project taking into account integration across all areas · Lead and direct various project resources · Monitor and administratethe project scehdule, budget and risk · Organize steering comittee meetings and present status report · Lead team member and motivatethem · Inform project statust to stakeholders, staff, other parts · Maintain project documentation · Taking legal responsibility such as signin documents
Project Sponsor Role

Project sponsor will render a final decision on the approval or denial of a change.

Client PM Role

A client project manager performs as a mediator between the client and the project team. Therefore, ensure that the client's needs are met while also ensuring that the project progresses in the right direction.

Client Sponsor Role

The project client sponsor assesses the project's actual progress against what was planned and provides feedback to the project manager as required. Plus, help the project manager and teamwork more autonomously resolve matters as they emerge while ensuring processes are being ensued.

12.

REQUIREMENTS

While this project initially began as restoration project, the restoration solution required such extensive work on the building that it provided an opportunity to achieve much more.

Resources

There are three main sources in total in the project.

· Equipment resources

· Personnel resources

· Financial resources

Material

· Various construction materials

· Electronic tools

Equipments

· Construction materials

· Computers and other devices

· Furnitures

· Office supplies

Signature : Date: 08/06/2021

Title : Project Manager

WBS

OBS

Project Steering Comittee

Design Team

Construction Team

Project Manager

Budget Manager

Technical Team

Project Charter <Company Name> Page 1

[PBP-PC-T-1.0a] Confidential

You are free to use it for your projects or for educational purposes, share or transmit to others; provided no part of this template is modified and no money is exchanged.

Project Charter <Company Name> Page 1

[PBP-PC-T-1.0a] Confidential

You are free to use it for your projects or for educational purposes, share or transmit to others; provided no part of this template is modified and no money is exchanged.

Project Charter <Company Name> Page 1

[PBP-PC-T-1.0a] Confidential

You are free to use it for your projects or for educational purposes, share or transmit to others; provided no part of this template is modified and no money is exchanged.