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Real-Life Project Management Plan Phase One-Defining Phase Presentation

Team B

Gene Duplantier, Joshua Leyba, Brittany Trombero, and Maria Leonor Tungohan

PM/571

06/19/2017

Professor Roger Sevison

Hello, Today my team and I will be giving a presentation on our project management plan phase one- defining phase presentation. Please hold all questions until the end. Thank you.

Agenda

Project Overview

Project Scope Statement

Project Charter

WBS

Communication Matrix

Conclusion

Team B decided to go with building a single story house in 6 months and the budget cannot exceed $300,000. We will be going over the following bullets points in our presentation.

Project Overview

There are many points to consider through the project planning and build phases, such as:

Finding land to build on

Financing

Sustainable homes

Community Infrastructure Levy

One of the critical factors for project success is having a well-developed project plan. Project planning is a discipline for stating how to complete a project within a certain timeframe, usually with defined stages, and with designated resources.

Project Planning

Setting objectives (these should be measurable)

Identifying deliverables

Planning the schedule

Making supporting plans

The project planning stage requires several inputs, including conceptual proposals, project schedules, resource requirements and success metrics. Project planning begins by setting the scope of a project and eventually working through each level of dependent actions, tasks, checkpoints and deadlines (Graham, 2016).

Project Overview

6-month Window

Budget $300,000

Conflict Considerations

Financial, Communication, Legal Conflicts

The current project to build a home has been given a time-frame of 6 months and not to exceed a budget of $300,000.

Construction projects are always changing, and the constant level of uncertainty can often bring conflict to project teams. Construction project managers are often tasked with resolving disputes, identifying and mitigating risks, and understanding legal ramifications.

Conflicts will inevitably arise in any project and it’s your job as the project manager to resolve the disputes so your team can stay productive and work well together. Possible conflicts in a project could include poor communication, lack of clarity, financial, conflicts of interest, limited resources, or power struggles. While every conflict is different, a committed team will ensure that a viable resolution is activated to benefit the management team and the customer.

Project Scope Statement

Defining the Project Scope Statement

Importance of creating a project scope

Who manages a project scope?

Project Scope Checklist

What is project scope checklist?

PROJECT OBJECTIVE

To construct a high-quality, Single story home within six months at cost not to exceed $300,000.

DELIVERABLES

A 1,500-square-foot, 2-bath, 3-bedroom, Single -story home.

A finished 2 car garage, insulated and sheet rocked.

Kitchen appliances to include gas range, oven, basic refrigerator, microwave, and dishwasher- white.

High-efficiency electric furnace with programmable thermostat.

MILESTONES

Permits approved--June 5

Foundation poured--July 6

Drywall in. Framing, sheathing, plumbing, electrical, and mechanical inspections passed--September 25

Final inspection--October 25

TECHNICAL REQUIREMENTS

Home must meet local building codes.

All windows and doors must pass NFRC class 40 energy ratings.

Exterior wall insulation must meet an "R" factor of 21.

Ceiling insulation must meet an "R" factor of 38.

Floor insulation must meet an "R" factor of 25.

Garage will accommodate two large-size cars and one 20-foot Winnebago.

Structure must pass seismic stability codes.

LIMITS AND EXCLUSIONS

The home will be built to the specifications and design of the original blueprints provided by the customer. Accommodate all the customers’ needs and wants.

Owner is responsible for landscaping. Contractor has referred the owners to a landscaper.

Owners have expressed wanting a pool. Contractor will refer to pool specialist.

Central air will be included at the owner’s expense.

Contractor reserves the right to contract out services.

Contractor is responsible for subcontracted work.

Site work limited to Monday through Saturday, 7:00 A.M. to 6:00 P.M.

CUSTOMER REVIEW

Roy and Bonnie Yoli

Like any endeavor there needs to be a clear goal and a clear outlined path as to how the goal can be reached. The project will fall behind if the plan is not well outlined and well thought out. It may also cause a project to take longer and cost more money to finish. A project scope is the foundation for the development of a project plan (Larson & Gray, 2014). The primary purpose of the project scope is to define a clear path to achieve the end goals. It will also describe what will be delivered at the end of the project. The project manager manages the project scope along with all other parties involved in the project. According to Larson & Gray 2014, " The project manager is responsible for seeing that there is agreement with the owner on project objectives, deliverables at each stage of the project, technical requirements, and so forth". (pg. 102). Upon agreement, all parties involved need to adhere by the project scope because it

will be a written agreement that all parties need to agree on. Studies suggest that there is a strong correlation between having a successful project due to having a clear defined project scope (Larson & Gray,2014). A project scope checklist will assist by ensuring that all necessary key points are addressed in the project scope.

Six key elements in project scope checklist:

Project objective

Deliverables

Milestones

Technical Requirements

Limits and Exclusions

Reviews with customer

Building a new home can be an exciting adventure for the customer(s). It can also bring a lot of anxiety if the project experiences any issues or if the project is delayed. For these reasons, there are several key elements that need to be addressed to ensure that the project is a success. In order to ensure that all key elements are addressed a Project Scope Checklist has been developed.

Scope Statement using the project scope checklist:

PROJECT OBJECTIVE

To build a custom home within six months and not to exceed a total budget of $300,000.

DELIVERABLES

A single-story, 1,500 square foot, 2 bathroom, 3 bedroom, finished home

A 2 car, insulated, sheet rocked, fully finished car garage

Kitchen appliances to be included are gas range, oven, basic refrigerator, microwave and dishwasher. Color: White

High-efficiency electric furnace with programmable thermostat (Larson & Gray, 2014, pg. 105)

MILESTONES

Permits approved - June 8th

Prepare site and pour foundation - June 17th

First city inspection - June 25th

Complete rough framing including floors, walls, roof systems, exterior walls, windows, exterior doors, and exterior roof - July 16th

Complete rough plumbing, electrical, and HVAC installation throughout house - July 30th

Second and final city inspection - August 21st

Install Insulation throughout house - August 26th

Complete interior fixtures and exterior finishes - August 31st

Install hard flooring and countertops throughout house - September 6th

Finish interior fixtures and complete exterior landscaping - September 13th

Final walk through - September 27th

TECHNICAL REQUIREMENTS

Garage door will be minimum of 20 feet

All other state requirements will be met

LIMITS AND EXCLUSIONS

Owner/customer will be in charge of front yard exterior landscaping

The home will be built based of the original blueprints provided

Contractor reserves the right to hire additional contractors as needed

On-site work will be limited to Monday - Friday from 7:00 am - 5:00pm

CUSTOMER REVIEW

Project Charter (2 slides)

Project Charter	Key Deliverables
Project Name: Phase 1	Single-story, 1,500 sq ft, 2 bth, 3 bdrm home
Business Case: Feedback is essential early in the design and process phase of the project. Finalizing the project must be completed early on to stay within budget	2 car, insulated, sheet rocked, fully finished car garage
Measurable Target/Goal:	Kitchen appliances to be included are gas range, oven, basic refrigerator, microwave, dishwasher - white
Assumptions/Constraints: 6 months for completion; $300,000 budget	High-efficiency electric furnace with programmable thermostat
Stakeholders: Clients, third party vendors, executive staff	Risk Planning: The client and any managers will need to communicate and approve each stage and managers must communicate any change orders immediately.

“A project charter refers to a document that authorizes the project manager to initiate and lead the project” (Larson & Gray, 2014, p. 105). The charter will provide a guideline from management condensing the scope, deliverables, needs, and assumptions and constraints. This charter is used to provide an overview of the project expectations and will be used by management or for authority to start the project based on the outlined information and direction. The project charter empowers the project manger to begin the project and begin collecting the resources to complete the different phases of the project. This serves as an outline and serves as a reference of the project.

MILESTONES
•Permits approved	June 8th
•Prepare site and pour foundation	June 17th
•First city inspection	June 25th
•Complete rough framing including floors, walls, roof systems, exterior walls, windows, exterior doors, and exterior roof	July 16th
•Complete rough plumbing, electrical, and HVAC installation throughout house	July 30th
•Second and final city inspection	August 21st
•Install Insulation throughout house	August 26th
•Complete interior fixtures and exterior finishes	August 31st
•Install hard flooring and countertops throughout house	September 6th
•Finish interior fixtures and complete exterior landscaping	September 13th
•Final walk through	September 27th

The project charter is provided in two slides indicating the business case, assumption/constraints, key deliverables, and milestones with completion dates to serve as guidance for the project manager. The project manager must refer to this from time to time as a reference along with the other various parts of the project plan. When adding this to the project plan, the team is clear with the actions necessary and set deadlines to make sure the project is completed within the time allotted and budget limits.

Work Breakdown Structure

Work Breakdown Structure of a Single Storey Home with a Budget of $300,000

Level 1 – An executive Staff will seek for the permit approval, handling the preparation of site including site visits and pour foundation. Will participate during the First City Inspection

Level 2 – Facilities Team will manage and organize the completion of the following: Floors, Walls, Roof Systems, Exterior Walls, Windows, Exterior Doors and Exterior roof. A vendor or a construction group will be hired to work with facilities team for constructing the project.

Level 3 – At this stage, Facilities Team continue to supervise the completion of plumbing, electrical, HVAC installation including installation of insulation throughout the entire house. An executive staff will work with Facilities team during Second and the Final City Inspection

Level 4 – Facilities team completes and inspects the interior fixtures and exterior of the house including the installation of hard floors and countertops.

Level 5 – An executive staff works with the Facilities team for the Final Walk through. This is the final stage to discuss any developments or improvements of work.

Communication Matrix

Information	Target Audience	Timeframe	Communication Method	Provider
Milestone Report	Senior Mgmt. and Project Manager	Bi-weekly	E-mail and hardcopy	Project Office
Project Status Report/Agenda	Staff and Client	Weekly	E-mail, meeting, phone as necessary	Project Manager
Escalation Reports	Staff and Client	When needed	Phone, Meeting	Project Manager
Accepted Change Requests	Project Office, Senior Mgmt., Client, Staff and Project Manager	Anytime	E-mail, hardcopy	Design Dept.
Oversight Decisions	Senior Manager and Project Manager	As required	E-mail	Oversight group or Project Office

Josh: The communication matrix is important in understanding on how information is provided to the necessary parties during the construction the house. When taking the time for the build into consideration, intervals that people need to be notified must adjust as needed.

Milestone Report: This report will be provided only to Senior Management and the Project Manager. This will be needed so as the milestones are met, additional resources can be used for the different pieces of the build. A bi-weekly timeframe will be adequate time to gauge where the house stands. E-mail and hardcopy communication methods will be best so that appropriate records are kept while providing ease of access digitally.

Project Status Report/Agenda: This will be the main report that the client and the staff will need to be privy to. To the soon-to-be homeowner, being in the loop about the build is very important as well as making sure the staff will be in the loop as well so to make necessary adjustments to what needs to be built and determine what is being done by other parties on the jobsite. The methods of communication will consist of e-mail and phone for the client where meeting in person will be for the staff.

Escalation Reports: Any and all escalation reports are going to require the staff and the client to be involved. This will be for instances that could potentially delay the build, such as unexpected weather or if significant changes need to be made to the build. This can be accomplished via phone or meeting, depending on the client’s needs.

Accepted Change Requests: Any changes that need to be made, whether it is by the client, developer or otherwise, have to be communicated to all parties involved in the process. This will be primarily for record purposes since the other informational channels are going to provide that information to the necessary parties. As such, this can be communicated by email or hardcopy.

Oversight Decisions: This will be specifically for making sure that all things are going to be to code for the build, such has having the appropriate permits in place and making sure that the appropriate records are being made.

KEY STAKEHOLDER GROUPS

Client – Risk Planning (Communicate and approve each Stage)

Executive Staff – communicate any change orders

Third Party Vendors

Josh - The key stakeholders in the project can be broken down into three groups: the client, the executive staff and third party vendors. The client is the main point of the building of the home, making sure that the needs and requests are being met in a timely and reasonable manner. The executive staff, responsible for communicating any change orders, is important due to making sure that the business is not only appropriately representing the client but also representing the business itself. If there are any changes that the client or the business need to communicate, this group will need to be involved. The final group would be the third party vendors involved with providing materials, extra services not provided by the builders and any extra materials such as appliances that would not be handled by the builders.

References

Larson, E. W. & Gray, C. F. (2014). Project management: The managerial process (6th ed.). New

York, NY: McGraw-Hill

Graham, V. (2016, November 22). Benefits of Project, Planning and Control training within your organisation. Retrieved from https://www.linkedin.com/pulse/benefits-project-planning-control-training- within-your-graham?articleId=7471631018357891926

Questions?

Thank you! Does anyone have any questions?