Project Risk Management

Project Scope

&

Project Resources, Schedule, and Cost

(Cooperative Milk Collecting Center)

Table of Contents

Up Dated Project Scope (Cooperative Milk Collecting Center)

Project Outcome……………………….…………………………………………….…….….……………..8

Requirements Traceability Matrix…..…..…….………………………………………………….….9

Project Scope Statement ……….……….………………………………………………………………12

Work Breakdown Structure……….…………………………………………………………………….13

Work Breakdown Dictionary………….……………………………..………………………...……...14

Project Resource Management……………………………………………………………………..…18

Project Schedule…………………………………………………………………………………………..….22

Project Cost………………………………………………………………………………………………………26

This project is development of new business suggested and established from American Farmers Association as a partnership with one of the largest food organization in the middle East named Carrefour, Mr. Gorge Stuard the Head of Investment and development Sector in the organization , the one who will be responsible for following up funding provided by his organization required to execute the project. The Product will be directly under supervision from USFDA, to be sure for the safety of the Milk product before doing any sale to the consumer in the local market. The main idea of the project is to buy the milk from farmers and collected and stored it large frediges tanks dedicated for this purpose to maintain the validity of the milk for long as possible around four weeks. The milk before storage will go through a process to purified from any impurities after filtering and treatment of any harmful bacteria. Next step is to be packaged and sold in the local market under a trade name called Golden Milk. This profitable project distributes profits as follows:

1- 70% to the investor Carrefour Organization which is fully given the funds to execute the project.

2- 30% of the profits to the American Farmers Association in return providing the land on an area of 5,000 M2, they will responsible to do agreement with farmers to buy the milk from them on behalf of CMCC, in addition the Administration and full management of the Milk Collection & Processing Center furthermore, providing technical expertise, manpower and specialized team in marketing for the product . Also, they have to follow up all the necessary procedures inquired to take approvals from government authorities to approve the project execution and the commercial name of the milk product.

The project aims to build milk processing machines that will process the milk collected from different farmers to add value and packages it before selling it to retail shops and supermarket. Through processing, which adds value, the shelf life and prices of milk increases, and this help in profit maximization. The project will be particularly helpful and significant to the smallholder dairy producers because it will be collecting milk from them before processing. Payments that dairy farmers will be getting will help them increase their income.

Furthermore, the project will facilitate several methods that will assist in the improvement of milk safety, especially in the small-scale dairying; this is because most of the farmers depend on their dairy products they get from their dairy animals to sell and at least earn a living from this activity. This project, therefore, will enable farmers to eradicate milk spoilage. which is estimated at the rate of 30% of the whole milk produced (Ortuzar et al. 2018)and will further improve the quality of the liquid. The project is specifically aimed at solving Milk Spoilage Problem which we have observed happening for quite some years now. The project targets to reduce milk spoilage to about 10%, and it will be overcome through However, offering storage facilities for the Milk brought by the farmers and add value through processing, which increases the shelf life. The project will facilitate transportation of the milk to the market under product name: Golden Milk.

There are several stakeholders' requirements for this project; the stakeholders' demands for the project are:

2- Milk Tanker Truck Dump load platform (Collection Area) 200 M2.

4- Storage Building 1500 M2.

5- Filling & packing Warehouse 1500 M2.

6- Workshop 350 M2

7- Trucks Pick up Area for the Packing Milk to be distributed to the shops 600 M2.

8- Labor Accommodation 400 M2.

Some of the facilities that are required to keep milk safe and in good quality are expensive. Therefore, stakeholders must come in handy and help raise funds to acquire those machines and equipment required like Fridges with complete cooling system and boilers to heat the milk to killed any harmful bacteria and Automatic Filling Systems, Central Filters machine , Automatic Drain System for all wastage, Temperature Instrument Gages .

The American Farmers Association Farmers is responsible as per their agreement with Carrefour to ensure that the farmers have sufficient cows in their farms to be able to provide the supplied the agreed quantities of milk to the collecting center to achieved the production planning strategy by making visits to those farms before concluding any agreement.

The Operations requirement- this stakeholder's need takes into consideration the maintenance of the features of the project. Furthermore. In this regard, the operational team further fosters constraints, for instance, the ability activities in the project.

The third stakeholder requirement is the customer's stakeholder's requirement; this requirement – users, usually give information regarding the product and services offered or provided by the project. Lead users generally help in contributing to the user stories as well as ideas regarding the product and services quality as well as usability. It enables the project to understand which area has to be improved (Eskerod & Jepsen, 2013). Besides, they required the skill to help in the process of the milk product so that wastages are minimized at all costs. Also, they need the marketing skill that allows the firm to sell its products to the final consumers. 

These project solution requirements include the equipment that will be used to minimize milk spoilage while they are on transit or storage to the final selling point. The other element is the material used for packaging purposes to the quantities that will be offered to the final consumer.

The project needs to uplift society and create employment. About 15 employees will be hired to work in the milk processing plant and thus creating jobs. Farmers will also get the market for their milk and therefore make money, which will raise their standards of living. On the other hand, the project is required to lead to the development of the neighboring areas. Other businesses are expected to come up in the area where the cooperative will be built.

Quality requirements refer to specifications of the quality of the products as well as services that are offered by the project, it takes into consideration all the processes that take place in the project as well as the entire environment surrounding the project, including ensuring that the products meet the required standards and keeping the high standards of hygiene and cleanness. They are typically activities that may result in the quality improvement of the product as well as services. The quality requirements for this project include customer experience- customer experience refers to activities that may be able to contribute towards the pleasing of the product as well as services.

Furthermore, maintainability requirements ensure that everything works well, and things are easy to maintain (Pries & Quigley, 2012).

The requirements of a project are the conditions or capabilities that the deliverables of a project must meet in order to satisfy the project objectives. The requirements traceability matrix explicitly shows the connections between the requirements, the project objectives, and the deliverables.

· List each requirement for the project, the project objective that each requirement addresses, and the deliverable that satisfies each requirement.

Project scope defines all the work that must be done to deliver the expected outcome or product of the project. The project scope statement describes precisely what is and what is not included in the project. The scope of the project is derived from project requirements and is used as input to create the work breakdown structure.

Compose a project scope statement:

The project will be particularly helpful and significant to the smallholder dairy producers because it will be collecting milk from them without any fatigue in the distribution of milk to the markets in a traditional way, where they must distribute in a timely manner so as not to be damaged milk since a large proportion of farmers do not have storage places and equipment because of the high cost to them. In addition to the transportation fees to distribute the milk to the shops. It is easier for them to supply the full quantities of milk to the center and collect the money immediately, without any effort incurred as it was in the past. Payments that dairy farmers will be getting will help them increase their income. The project aims to build milk processing machines that will process the milk collected from different farmers to add value and packages it before selling it to retail shops and supermarket. Through processing, which adds value, the shelf life and prices of milk increase.

The project intends to provide is the milk storage services in their storage areas constructed specially for this purpose and equipped with all cooling devices according to the appropriate cooling temperatures to save milk for long periods for more than 4 weeks.

A new delivery plan for farmers has to be developed. Moreover, a delivery plan is an essential external stakeholder. In addition to that, since there is readily available market, it is also important to establish a finished marketing plan that will ensure an expanded market for the milk. Marketing plan is an incremental deliverable that will help the project meet its objectives.

Here, in this project the incremental approach is how to produce more milk, how to check the quality of the milk and how to retain the same quality of the milk over the period. The storage of the milk to protect from germs or bacteria. And above all, the environment plays a vital role. Hygienic area, hygienic people as well as hygienic machinery is required to pull out the maximum benefit and along that also to provide quality of product which the company has promised to give to the society.

Furthermore, Screening is another incremental deliverable, screening ensures that the milk is screened for pathogens and other components. Screening is done to ensure quality of milk.

Finances is another essential incremental deliverable. It is important that enough budget is allocated to the project, this will ensure that the project meets all of the objectives set. Furthermore, enough budget will foster quick completion of the project.

· Describe the exclusions from the scope of the project.

MSPM 6900 Capstone: Social Impact in Project Management

The scope of project excludes the profit margins after 1 year of the running business. It should tell the stakeholders that at what time of frame they will get the profit from the business not the investment. It should have a proper plan for coming 5 years, that where the business stands and how much you can give to the society in terms of product or service and how much profit margin you will get from the business

©2019 - Walden University- Project Scope & Project Resources, Schedule and Cost 3

Work Breakdown Structure

· Complete this table for each work package in the WBS.

Project resource management includes the processes to identify, acquire, and manage the human and non-human resources needed to complete the work of the project and produce the final product, service, or outcome. The resource plan for a project is used as input to develop the project schedule and estimating the cost of a project.

Project Team

· In the table below, identify and assign roles and responsibilities for three to five (3–5) key project team members for the project using the definitions of role and responsibility provided on pages 318–319 of the PMBOK (PMBOK Guide).

· Describe the processes that will be used to develop and manage the project team.

Development and management of the project team requires some processes, the main intention is to improve the competencies of team members. On the other hand, management of the team members is meant to optimize project performance.

Develop Project Team.

This focuses on improving the competencies of team members, it is achieved through several processes such as training, team building. Training team members how to effectively carry out their duties to enhance their competencies. Furthermore, facilitating team-building activities is very essential in this process. Furthermore, Incenting the team using recognition and rewards is very important since it will motivate them to work even smarter than before (Chiocchio, Kelloway, & Hobbs, 2015).

Manage Project Team

This process is meant to monitor or tracks team member performance, give feedback to the team members, fostering the resolving of various issues et cetera. provision of the project performance appraisals on the team members. Using appropriate conflict management approach to solve issues that may arise among the team members (Chiocchio, Kelloway, & Hobbs, 2015).

Project Resources

Complete the table below for the project. The table should contain the key project team members identified, and all other human and non-human resources needed for the project.

· Project Team member name and rate

· Human resources other than the project team members

· Non-Human resources needed for the Project

· Tools & Technique used to Identify the project resources

When we have all required inputs for resource planning, here’s how to get down to it. Expert judgment comes from our professional experience, valuable insights that may come from our senior consultants hired by CMCC. As it may sound obvious, it’s important for the project’s success.

Next comes the alternatives identification. As a project may change during their lifetime, we need to take different scenarios into consideration. This way, we can come up with solutions to use as changes occur. Two methods we may use are:

· Pattern thinking – this method involves pattern recognition, which is useful while refining or improving, based on past experiences.

· Lateral thinking – this approach requires creative thinking and solving problems with ideas that may not be obvious at first.

Bottom-up estimating, which is the next method we can use while planning resources, is a simple concept based on involving people who are going to work on the project in estimating it. In this approach our team estimates tasks based on their knowledge and experience, resulting in a more detailed schedule, but it’s also more time consuming.

· Explain how will acquire the non-human resources for the project

The use of resource management software will come in handy during this duration in order to not only manage both human and non-human resources, but also tabulate all data that has been accumulated by the business during its operations. Software in this instance is more appropriate than the use of spreadsheets as it provides quick access to information through the use of filters, especially when dealing with bulky bits of information regarding, say, the names and units of milk for each farmer involved.

The project intends to acquire its non-human resources from an investor committee. The project investors along with other core members higher up the ranking chains will be consulted as the project expands and decisions on the trajectory of the business will be decided upon.

However, in order to get the funding necessary to kick start this project, the investor committee must approve the ideas and goals being pushed by the business and subsequently involve Mr. Gorge Saad in its decision-making processes once funding for the project has been secured.

A project schedule is developed by estimating the duration of the activities that must be performed in order to produce each of the sub-deliverables. The project schedule is typically represented in a Gantt Chart. The Gantt Chart depicts the project activities, durations, start and end dates, and predecessors. It also shows the project’s critical path. Activities on the critical path are those that, if delayed, will impact the project finish date.

Estimate Activity Durations

· Describe the tool/technique you used to estimate the activity durations:

There are several tools or techniques that can used to estimate the activates duration as per the following:

Analogous Estimation

The analogous, or top-down, estimation relies on information from similar projects to determine the activity duration for a current project. All we need the historical data and a degree of expertise about the similar projects, because the reliability of your estimation depends on how closely the activities match the projects we are using as comparisons. Use this method at the beginning of a project when we don’t have all the details. Adjust the estimates as we learn more about the tasks and how long they can be expected to take with the resources available.

Parametric Estimation

The parametric estimation is similar, but more accurate, than the analogous estimation. To use it, multiply the number of units we need by the time it takes to produce the units. We will need historical information about similar activities to complete our estimate. The method is scalable. This means if our historical data tells us that it takes one person an hour to produce one unit, we can reasonably estimate that we can complete three units within one hour if we allocate three workers to the task. When we use this method, it's important to account for all tasks that impact the activity. For example, if the workers spend part of the time preparing materials, account for that time in our estimates.

Expert Judgment

When the project is complicated and several factors can influence the duration of our activities, we might want to use expert judgment to estimate activity duration. Experts knowledgeable in an area can judge the time and resources that need to complete activities in this area. We also can gather estimates from external experts, if we can get external estimates at reasonable cost.

The Delphi Technique

The Delphi technique makes use of group intelligence to determine activity duration. The technique involves gathering opinions from several experts and then sending the responses back to the experts for their review. They can change their opinions after reviewing the responses. The process might involve several rounds, as we want to investigate differences of opinion and get to a consensus. To reduce bias and prevent individual experts from overly influencing results, experts submit their opinion anonymously. We can use a third party to gather the opinions.

Work Breakdown Structure

Certain activities might be too large or complex for a reliable duration estimate. If an activity takes up more than 10 percent of the project schedule, we might want to break it into several different tasks. we can use a work breakdown structure to reduce these activities into smaller, more manageable tasks. Doing this enables us to set priorities and estimate the duration of tasks more accurately. A work breakdown structure also is useful for building accountability, because we can assign specific tasks to designated project participants.

· Estimate the duration for each of the project activities and enter the durations in the table.

Gantt Chart

· Using the data in table above, construct a Gantt Chart for the project.

· The Gantt Chart should depict the following: Activity Name, Start Date, Finish Date, Duration, and Predecessors.

· The Gantt Chart should display the critical path.

· The Adjustment of dates may occur as per the Primavera Software Format and Data Output.

Project cost management involves estimating how much it will cost to complete all of the project activities and then aggregating those costs to determine the total cost of the project. In order to estimate the cost of the project, resources must be applied to the project activities.

Project Cost Estimates

· Describe the tool/technique you used to estimate the activity resources.

Expert Judgment

Expert judgment is the first tool and technique. Experts can provide real perspective when it comes to estimating resources for our activities. First off, experts can help the project staff choose the right resource based on their wealth of experience with similar projects or activities. Once we have decided on which resource is correct for the task, experts can then help us to determine how many of these resources we should employ for a given activity. Experts usually know the optimum number so there is just enough work to go around and avoid idle time. Experts earn their big paychecks also by sharing their knowledge and insights about requirements for a given activity that is common in their area of expertise. Experts can give us choices of different techniques for estimating and because they have seen many different situations, experts can typically also provide a range of choices of resources appropriate for a given activity.

Estimating Tools

Next, we have the three common estimating techniques that we have already seen in both Cost Management. Bottom-up estimating it is time consuming, it is the most accurate of estimating approaches. Some call it the Engineering or Grassroots estimate because of the level of detail involved.

The key is in the detail. When we breakdown an enormous task into smaller, more manageable tasks then the tasks become small enough to make a considered estimate for the required resources. After we assign people, equipment, material and supplies, we get a total for that single task. Add up all these estimates and that is Bottom-up estimating. When each and every task on the WBS has its own detailed estimates, the number can be aggregated at a different level or totaled for the entire project.

Analogous estimating is certainly quicker and easier. This method uses the common features of similar past projects based on recent historical data.

And then Parametric estimates are simple math tools. They are algorithm-based. If you have current, up-to-date data, we can use a formula to make an estimate based on proven relationships. For example, a paving staff knows its past cost per lane mile paved and even the cost of a mile of painted centerline. Very handy but using this tool requires current, accurate and relevant data.

Data Analysis

We are moving on to our next tool and technique, which is Data analysis where we take the time to look at the activity resource related information so we can organize, assess and evaluate them.

Alternative Analysis

As a project manager, our project team and often experts will assist us in identifying several resource options for our activities.

When choosing resources, we must first determine what is the best choice and why. Is it faster? Is faster always the best? What about reliability and what about quality? The analysis of alternatives should consider all the ways to accomplish the activity. Should the task be done manually or is automation a better choice?

Questions such as whether it makes sense to do the work in-house or use external resources need to be considered when estimating resources. Very often, our project manager will also have to consider whether it makes more sense to build it or buy it or even rent it. For example, software, should we build it ourselves or purchase it from a vendor? Both the requirements of an activity or its product, as well as the current environment will limit our choice of alternatives.

One example that immediately comes to mind is a resource shortage and its effect on cost and considerations regarding alternatives. So, as we see, there are many considerations when choosing and estimating the resources required for the project activities and it’s good to have alternatives.

· Describe the tool/technique you used, to estimate the activity costs.