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| project site location |
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| project transfer agreement letter |
Friday, 21 October 2011
Project pictures
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| team member on the way to the Maintenance department |
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| Water fountain in Public Health department |
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| Team member viewing the water fountain in PH department |
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| the damaged water fountain outside the student centre |
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| Team member standing outside the EMS building |
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| Entrance into the EMS building |
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| Site viewing of the project location |
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| Maintenance Manager Mr. P Arendse |
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| team member testing the water fountain in the PH department |
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| Team member discussing the way forward of the project with the Mr. Arendse |
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| Team members doing the assessment report of the project |
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| Team member pointing the way to the maintenance department |
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| Site location of the project |
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| the site view of the damage water fountain outside the project |
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| Water fountain located Between A-block and B-block buildings |
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| Water fountain in PH building |
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| the damaged water fountain outside the student centre |
Thursday, 20 October 2011
Project closeout
1. Executive Summary
It has been noted with great concern that the University experience inadequate water drinking facilities around campus. The majority of students have developed a habit of obtaining water from the toilet sinks for drinking purposes, which is seen as a health hazard. The project aims to address this issue by installing at least two water fountains in the EMS building. The water fountain would provide students and other stakeholders with purified water at all times during normal working hours. After consultative sessions with the maintenance department, the management has decided to stretch out the project and accommodate other faculties. The maintenance section will install water fountains in all faculties where a large number of students assemble in order to increase access to clean drinking water. As a result, the project has been handed over to the maintenance section and the current team will be dissolved.
2. General Project Information
The project aims to provide the Faculty of Economics and Management Science (EMS) building with safe drinking water facilities in the form of water fountains for students and other stakeholders. The project team is required to install at least two water fountains in the faculty of economics and management science as project deliverables.
The project also aims to address the inadequacy of safe drinking water points around the campus. It also aim to reduce the use of toilet sinks for drinking purposes as it tends to be unhygienic for the students and other stakeholders. The water fountains that will be installed will provide purified water and therefore reducing the possibility of contracting water borne diseases. It has been proven that consumption of clean drinking water reduces obesity within the student population. The water fountain project will contribute immensely toward the wellness and health standard of the students. The project will also allow students to reduce the cost spent on water bottles on a daily basis.
Installing the water fountains will enable students and other stakeholders to have access to safe drinking water. Having clean and hygienic water points will reduce the consumption of fizzy drinks which in returns enhance the functioning of various body organs and therefore contributing to the academic performance of students.
3. Outcome Assessment Report
The project has not been executed yet as anticipated in the project plan due to changes and delays beyond the control of the project team. The project team is proud to announce that great strides have been made toward the execution of the project. The vision of the project is to provide purified drinking water to the students’ population and other stakeholders in the faculty of economics and management science and that vision remains intact and will be realized upon the completion of the project. As elaborated further in the project close out report, the project has been handed over to the maintenance services section.
Below is a table with all the activities assessed and the outcomes. The table gives an indication of the activities completed and the status of the project.
Activity Assessed | Assessment Details | Outcomes | Objective Accomplished |
Site Identification Traffic distraction | Identify suitable site for the water fountain. Water fountain should not interfere with movements at the foyer | Install water fountains inside the EMS foyer. Water fountain to be installed behind the pillar to minimize distractions. | Yes Yes |
Water floor spillage | Ensure that no water spillage on the floor, to avoid slippery surface. | A water holder will be build around the water fountain. | In-progress |
Class disturbance | Determine whether the water fountain will cause disturbances to tutorial classes held in MS1.10 and MS1.12 | Water fountain to be installed 4 - 5 metres away from the class entrance, and 1.5 – 2 metres away from the path way. | In-progress, measurements competed. |
Regular cleaning and maintenance. | Who will be responsible for regular service on the water fountains? | Cleaners will be responsible for keeping the water fountains and the surrounding area clean and tidy while the maintenance department will be responsible for the annual servicing of the equipment. | Not yet, to be discussed further. |
Vandalism | Identify ways to reduce the level of vandalism to the property by the students. | Internal allocation was the best option, because of the availability of securities and cameras inside the premises. | Yes |
Capacity of the water fountains. | Determine the number of people the water fountain could serve, and evaluate its usefulness and avoid queues. | Identified a water fountain that could cater for a maximum of 100 people per hour. | Yes, based on specifications. |
Regardless of the fact that the project could not be executed on time as intended, the project proposal created awareness to the management on the importance of providing hygienic drinking water facilities. The project raised important points as to what impact the lack of water facilities in the university could have on the student population. Therefore, the maintenance section in conjunction with other departments has indicated the willingness to take over the project and broaden it out to other faculties rather than focusing only on the EMS building. By stretching out the project, it would be easier to get project sponsors on board within a short period of time. The maintenance section will install at least two fountains in each building where most students assemble in order to cater for the majority of the students.
4. Changes that impacted the vision
The project team faced a number of challenges that led to some changes occurring during the project phases, with the project team forced to find alternative ways of ensuring that the project is executed in good time. The changes are given in more details below:
Changes in Vision
The vision behind the project is to provide students and all other stakeholders within the EMS building with purified and hygienic drinking water at all times. It also aimed to reduce the usage of toilet sinks as the main source of drinking water around the building. The vision of the project has been maintained and the desired outcomes will be achieved upon completion.
Changes in Scope
The project team approached the University, specifically the Faculty of Economics and Management Science for a sponsorship and it was declined. The project team was informed that the institution does not fund student projects. At this point in time the University has indicated that they are going to take over the project. The project will be taken over by the maintenance section, and it will be stretched out to all departments within the structures of the University.
Changes in Organization
The project was scheduled to be executed by the determined project team in consultation with all other relevant stakeholders. After further consultations with the management of the faculty of Economics and Management Science and the maintenance section, a decision was taken to extend the project to other departments. As a result the current project team has been dissolved and the maintenance section will take over.
Changes in Plans
Changes were encountered especially when the milestones as set out in the statement of work of the project plan were not achieved at the stipulated deadline. This was due to delays in getting feedback from the management of the faculty and maintenance services. The Impact Assessment conducted by the department took longer than anticipated and the ground work could not commence as scheduled.
The project team planned to purchase two water fountains from a local supplier, H2O International. This could not materialize since the supplier is not part of the University’s vendor’s database. The University’s maintenance department will seek for the appropriate supplier in consultation with the finance department. The University also has a number of water fountains around campus that are vandalized and they plan to revamp them, and will be re-installed at their respective spots.
Changes in Team
The structure of the project team did not change; it remained the same without any addition or elimination throughout the execution of the project despite minor disagreements and conflicts experienced. The project team encountered problems with the cooperation and commitment from team members.
5. Administrative Closure
Leading to the execution of the water fountain project, the project manager and his team members had series of meetings with stakeholders as well as potential sponsors of the project. The meetings held were fruitful and consultative, and contributed immensely toward the stage where the project finds itself today. Some of the minutes were informal and were conducted outdoor, but for the formal meetings minutes were taken and have been documented as such.
List of documentations are as follows:
· Work authorisation letter from Mr Percy Saungweme.
· Business Case – This identifies the scope of the project.
· Petition document from students to determine the extent of the problem.
· Proposed Project review to the Faculty of Economics and Management staff.
· Project Proposal forwarded to the Faculty Manager.
· Minutes of meeting with Ms Lindi Kamfter (Faculty Manager: EMS).
· Project Proposal forwarded to the Maintenace Manager.
· Minutes of meeting with Mr Peter Arsende (Maintenance Manager).
· Minutes of meeting held with Prof. Kobus Visser.
· Minutes of meeting held with the Alumni Coordinator, Samantha Castle.
· Copies of sponsorship letter to potential sponsors.
· Detailed Project Plan.
The project manager and his team will no longer be directly responsible for the actual deliverables of the project; this is due to the fact that the project has been handed over to the University’s authority. All the necessary documents stated above will be handed over to the University’s authority for reference as well as for future use. The project team will be dissolved and all team members will return to their previous position in the society.
6. Contract Closure
There is confirmation that the project will be completed at a later stage. The university has take over the project in order to integrate other departments in the project plan, through the installation of water fountains in the rest of the departments. Attached, Appendix 1 is the letter of confirmation regarding the state of the project from the maintenance section. The project team will hand over all information regarding the project to the maintenance section.
The maintenance manager has ensured the project team that his office will channel all the relevant information to the University’s management regarding the project, and they foresee the project to be executed by the end of the year. In the mean time the department has submitted the impact assessment report to the top management.
7. Vision of continuing Project Efforts
The project team initiated the EMS water fountain project which is yet to be executed due to delays experienced, and as a result falling behind schedule. The project has now been handed over to the maintenance department, and they intend on stretching out the project to accommodate other departments (faculties). The projects will be implemented on a larger scale and will still be aligned to the university’s mission which is, to care for the future of tomorrow’s generation. The team strongly believes the constraints identified over the planning phases of the EMS project will provide a useful platform to be utilized in addressing constraints and potential risks that could face the bigger project, and the approached would be different in this regard.
The team believes that water is a requirement for every human body, and as such the water fountain project should be extended to other faculties. The unhealthy and unhygienic conditions to which the students are exposed cannot be allowed to continue to proceed unaddressed. The installation of water fountains will save the majority of students from spending money on bottled water and reduce exposure to waterborne diseases.
8. Lessons Leant
This address what the team learn during the execution of the project and the challenges they encountered in the project execution. It was quite a challenge for the team to execute this project due to the fact that, it was their first project as project managers and they lack experience in dealing with issues regarding project management. There were lots of assumptions which were made by the team regarding how to acquire resources especially financial resource to execute the project which was totally a different scenario from the normal learning mode, equivalent to what is happening in the real world.
The team realized that, the key to project execution is getting a sponsor to fund the operations of the project while the team focuses on managing activities and other tasks in the project. It is frustrating to identify a problem which is significant such as the water fountain project, but lacks the funds to execute the project.
The team learned that planning is the key to project management and for a project to be successful, the project team needs to work closely with all the stakeholders during the conceptualization phase. It helps to ensure that the project team is kept well informed about all the potential factors that could pose as risks and threats toward the project and also avoid unnecessary delays during the critical project phases.
The team also realized that each project is unique in its own way, a project differs in terms of complexity, size, number of stakeholders involved and the skills and resources required to execute the project. There were a number of bottle necks experienced in managing the project especially when dealing with a government institution which is inflexible and has a number of procedures to be followed before implementing something new. Therefore the project is currently behind schedule due to delays at the management level. However, these activities have been considered as critical activity since the project team could not proceed with the project work without the management approval.
As project managers, we also learned how to conduct and handle negotiations. The project team has been involved in negotiations with different stakeholders; especially the management and a number of skills have been acquired during these consultative interventions. The project team was also involved in negotiations with potential sponsors in pursue of acquiring the resources needed for the project. The team learned that to getting funding for any project one should bring along something to the table. A project sponsor should be able to benefit from the transaction as well and that turned out to be the difficult part.
Lastly, managing conflict within the team members regarding meetings and allocation of responsibilities was also a key issue to deal with. Effectively managing diversity coupled with different cultural backgrounds and beliefs turned out to be the main pillar holding the project team together. All the team members should respect each other despite their intellectual level and should assist each other where possible. The project team learned that all team members involved in the project should be well informed, and share the same vision and work toward the same goals and objectives. The team also noted that effective handling of conflicts within the team is imperative for maintaining group cohesion, spirit, loyalty and cooperation. Effective team management is also important in project management; it helps drive the vision of the project which is also critical for project success. We also realized that for the project to be successful, the project team leader (project manager) must be able to communicate the vision through active participation and been proactive in dealing with issues regarding the team members.
9. Appendix
Appendix A: Project Blog Details
Appendix B: Transfer Letter
Attached is the confirmation letter regarding the transfer of the project to the maintenance department.
Appendix C: Project in Pictures
Find the project pictures on the blog.
Project plan
1. Project Overview
It has been noted that a number of students on campus make use of toilet sinks to get drinking water, and we see it as being a health hazard and unhygienic. In order to address the problem at hand, a project has been initiated and approved. The project entails installing water fountains in the faculty of economics and management science. The water fountains will provide all the stakeholders in the faculty of economics and management with clean and purified drinking water from a hygienic source.
a) Purpose, Scope and Objectives
i. Project Purpose and Scope
The project aims to provide the faculty of Economics and Management Science (EMS) building with safe drinking water facilities in the form of water fountains for students and other stakeholders.
Water is a necessity in our daily lives, biologically it is required that one should at least drink two litres of water every day. Students are concerned with the lack of availability of safe drinking water facilities. As a result getting water from the toilet sinks for drinking purposes is unhealthy and could lead to waterborne diseases. Below are some of the main concerns raised by students that were interviewed in the EMS building:
• Lack of safe drinking water.
• Lack of sufficient drinking water facilities around campus, as a result turning to toilet sinks.
• Escalating costs on water bottles.
• Health awareness of the students.
The project aim to address the inadequacy of safe drinking water points around the campus. It also aim to reduce the use of toilet sinks for drinking purposes as it tends to be unhygienic for the students and other stakeholders. The water fountains that will be installed will provide purified water and therefore reducing the possibility of contracting water borne diseases. It has been proven that consumption of clean drinking water reduces obesity within the student population. The water fountain project will contribute immensely toward the wellness and health standard of the students. The project will also allow students to reduce the cost spent on water bottles on a daily basis.
Installing the water fountains will enable students and other stakeholders to have access to safe drinking water. Having clean and hygienic water points will reduce the consumption of fizzy drinks which in returns enhance the functioning of various body organs and therefore contributing to the academic performance of students.
The project work has been authorized and the project team has started working toward the execution of the project. The project team designed a petition kind of document where a number of students under the faculty of economics and management science signed. Students were briefed about the proposed project and those that supported the idea wrote down their names, student numbers and signature. The motive is to get an idea about the extent of the problem, with emphasis on the EMS building.
The project team forwarded a letter to the Faculty of Economics and Management Science staff meeting held recently seeking support from the staff in order to channel our project proposal to the Dean. Unfortunately the letter was withdrawn from the agenda at the meeting. The project team, through the project liaison officer, was informed that the University does not fund student projects and a project sponsor has to be found.
A project team meeting was held to communicate the news to the rest of the team and to look for alternative means of securing funds for the project. A number of strategies of acquiring funds for the project were identified and analysed, including an option of trying to get students to donate at least a R1.00 each towards the project and “goodwill” from the EMS alumni. This would require a massive campaign to create awareness about the project which will take more time. The team took the decision to get a project sponsors onboard. The sponsorship letter was prepared and forwarded to the lecturer for guidance and professional advice. A number of sponsorship-seeking letters have be forwarded to potential project sponsors and the team awaits for their responses.
On the 08/09/2011 the project team had a meeting with the Faculty Manager (EMS), Ms. Lindi Kamffer. The objective of the meeting was to brief her on the proposed project and get appropriate advice on the reporting structure to be followed in order to execute the project on time. Another item discussed at the meeting was the allocation of the site where the water fountain could be elected within the foyer. The project team will be engaged in negotiation with the management since the faculty is reluctant to allow the installation of water fountains in the foyer.
A number of conditions were raised after the meeting with the faculty manager, such as:
• Submission of an impact assessment report from the Maintenance Office confirming that installation is indeed possible (at side entrance and not in the main foyer);
• Prevention of water spillage on the floor (i.e. floor can’t be wet and slippery);
• Sponsorship needs to be secured for the installation of the fountain as well as water supply for at least 12 months, after which the faculty may consider taking over the management (maintenance and supply) of the water fountain;
• Confirmation of the vendor(s) in order to determine if they are preferred University of the Western Cape vendors;
• Management to be kept informed (through the Faculty Manager) of the process and status of this project at all times.
On the same day (08/09/2011) the project team met with the Maintenance Manager, Mr. Peter Arendse who was also briefed about the proposed project and a project proposal was forwarded to him.
The water fountains need to be in close proximity to a source of water and power supply. With the assistance of the maintenance department, a suitable site has been identified where the fountains could be elected without destructing movements at the foyer. The site identified is close to the east entrance as you enter the EMS building. The water will be sourced from the main pipes supplying the ladies bathrooms with water on the ground floor while the power will be sourced from the plugs behind the vending machines in the foyer. An important point was raised during the meeting by Mr. Arendse, he highlighted that there is a water fountain in front of the student centre that is vandalized and could be used for the project if revamped. The repair cost would be carried by the maintenance department.
The project team together with Mr. Arendse will meet with Ms. Kamffer in order to discuss the conditions that have been stated earlier. In the mean time the maintenance manager has given her an indication that the project is viable. An impact assessment report will be prepared and forwarded to her and thereafter presented to the faculty’s top management.
A quotation has been sourced from a local supplier, H2O International offering different kinds of water fountains. On average a water fountain would cost R11,500.00 excluding installation. The water fountain requires to be serviced regularly, at least once a year and currently the repair and maintenance cost stand at R1,500.00 on an annual basis. The Water Fountains identified by the project team will serve 100 people per hour, and it is serviced once every twelve months. This Water fountain is user friendly by a push of a button, highly hygienic and provides purified water, and it’s designed to reduce water spillage.
ii. Objectives
The main objective of the project is to provide the faculty of economics and management science stakeholders with safe and hygienic drinking water facilities at their convenience. This entails setting up at least two water fountains within the faculty’s foyer. Furthermore, the project also aims to reduce the cost on drinking water bottles and fizzy drinks. A number of students spend their allowances on water bottles due to the lack of safe and clean drinking water facilities around the campus. On that note, having access to clean drinking water on a regular basis enhance the brain concentration among students and also helps reduce obesity in the student population.
b) Assumptions, Constraints and Risks
i. Assumptions
Below are some of the assumptions regarding the proposed project:
• In order to execute the project, funds are needed to purchase two water fountains to be elected in the faculty of economics and management science. During the conceptualization phase the project team was under the impression that the University will be in the position to fund the project.
• Another assumption was the cost related to the acquisition of the water fountains as well as the time it takes to be installed. The project team was under the impression that the cost involved in setting up the water fountains was low, underestimating the cost of water fountains and overlooking the plumbing and electrical work required to get the water fountains functioning.
• The project team further assumed that the process of getting the approval from the management does not require a lot of work, research and convincing.
• The project team was under the impression that the installation of the water fountain does not require extensive plumbing and electrical work.
• The project team also assumed that the university can take any suitable vendor that we approach.
ii. Constraints and Risks
The project team has noticed a number of constraints with regard to the proposed project. Below are some of the notable constraints toward the execution of the project:
• One of the main constraints is lack of funds and in turn has a direct impact on the project completion.
• Another constraint is getting the management approval.
• Time is another constraint faced by this project. This makes it difficult to gather all the required resources, and be able to execute the proposed project within the scheduled time.
• Finding a supplier of water fountains that is currently on the University’s vendor’s database could also be a constraint. The University does not make use of services from any supplier but only from those registered on its database.
• Finding a site to elect water fountains within the foyer is another constraint identified so far.
Below we would look at potential risks the project is faced with:
• Vandalism to the water fountain pose as one of the major risks the project team has identified. After taking a tour around campus we have seen that a few of the water fountains that were installed or constructed have been severe vandalized.
• Another risk identified is the likelihood of having water spillage around the water fountain. Spillage around the water fountain will cause the floor to get wet and therefore resulting in a slippery floor. Such an occurrence could cause serious injuries to people walking past the water fountain.
• Meeting requirements and specifications of the management could also pose as a risk toward the execution of the project. The project team might not have the means to comply with the requirements stipulated by the management of the faculty before the actual installation commence.
• Delays in the preparation of the Impact Assessment Report pose as another potential risk toward the project.
• Another risk worth mentioning is the financial constraint. At this point in time the project team is still busy trying to get a project sponsor onboard.
c) Project Deliverable
The main deliverable is to have water fountains in the faculty of economics and management science, providing all the stakeholders with easy access to clean, purified drinking water. The water fountain will be located inside the faculty’s foyer and the project team expects the deliverable to be executed by the 24th October 2011.
d) Cost Estimation and Budget Summary
The cost estimation displayed below is based on the quotation received from H2O International, a local company based in Cape Town supplying and installing water fountains.
Table 1: Cost estimation of a new water fountain
Description
Amount
Water Fountain (Steel/Grey)
R11,500.00
Purifier to be plumber in-line
R1,150.00
PRV – Pressure regulating valve 6mm
R425.00
Saddle Clamp
R150.00
Total
R13,225.00
The cost estimations shown above do not include the installations cost. The project team will be using the maintenance department for the installation and the cost to be incurred will only be known after the impact assessment report has been completed and that would involve electrical and plumbing work. It will cost R1,500.00 on an annual basis for servicing the water fountains.
The cost involved in revamping the existing water fountain is quite low compared to purchasing a new water fountain. According to the estimation received from the maintenance department it would cost in the region of R4,000.00 to revamp the water fountain that has been vandalized by students.
e) Evolution of the Plan
The initial project plan will be amended accordingly as the project progresses. Items that have been overlooked during the preparation of the project plan and new updates will be added by the project manager in consultation with the project team.
f) Definitions and Acronyms
EMS – Faculty of Economics and Management Science
UWC- University of the Western Cape
2. Project Organization
a) External Interfaces
The project team will work closely with external entities such as H2O International. The entity mentioned will supply the water fountains and also parts that will be required, either during the installation or the revamping of the existing one that is currently vandalized. The project does not require specialized skill and no other entities will be subcontracted from outside. All the technical work will be carried out by the maintenance department of the University.
b) Internal Structure
The approach toward the proposed project is a team effort and all members of the project team will be highly involved in the execution of the project. The project team comprises of 5 members, namely: Shangadi Frans (Project Manager), Shilumba Olavi (Project Liason Officer), Nashon Egoh (Project Technical Officer), Osugwuh Uchebundu (Project Adminstrative Officer and Madyira Hapa (Assistant Project Manager).
Each project is a new undertaking to satisfy a new goal. To achieve the desired goal and objectives, a project team has been assembled comprising people with the necessary skills and attributes. Below is the project structure of the project team, depicting the reporting structure at the same time.
Figure 1: Project team structure
A number of roles and responsibilities have been assigned among members of the project team, all working toward accomplishing a common goal but the entire project team will be engaged in consultation with various stakeholders. The project team will be working closely with the maintenance department and the management of the faculty of economics and management science. The parties mentioned will be engaged in intensive consultations to explore ways of executing the project at minimal cost and effectively addressing potential risks that could affect the viability of the project, and within the available timeframe.
c) Roles and Responsibilities
The project manager is mainly responsible for providing guidance and instilling a sense of direction and commitment to action, ensuring that all members of the project team are kept abreast with regard to latest developments, inspire, support and motivate the team, organize, schedule and facilitate project team meetings, planning, coordinating and scheduling project activities, keeping a close eye on the project progress and status, and acquiring resources needed for the project.
The project administrative officer is responsible for taking minutes at meetings and ensuring that minutes are well documented after every meeting. The project team meets after every consulting session to discuss issues raised and addressed with regard to the project and map out the way forward. She is also responsible preparing and sending out all communications to stakeholders after being approved by the project manager.
The project liason officer will work closely with the project manager and are responsible for ensuring that the project team is kept well informed about all aspects that could have a positive or negative impact on the project, and this allows the team to identify potential risks to the project and find ways to mitigate those risks. The project liason officer is not only liable for keeping the project team informed but also all other stakeholders involved.
3. Managerial Process Plans
a) Project Statement of Works
i. Introduction and Background
It is observed that there are inadequate drinking water facilities around campus, which forces students to collect water for drinking purposes from unhealthy places such as the toilet sink. Hence, as a group we have decided to look into this matter with emphasis on the EMS faculty. The project focuses on installing two water fountains in the EMS faculty. By installing the Water Fountains, students will have access to safe drinking water as well as reduce the cost of spending on bottled water fizzy drinks. A number of research conducted have indicated that readily availability of drinking water significantly leads to the reduction of obesity in students and also increases the level of concentration during classes. The Water fountain will benefit all stakeholders.
ii. Technical Description
Water fountains do not function in isolation; they need to be in close proximity of water and power supply, at least within a radius of 5 metres. The project team has agreed that we will be using the maintenance department to install the water fountains in order to cut costs instead of having the supplier install it at a cost.
At the moment the project team together with the maintenance department is exploring avenue of getting water from the main source that is supplying the ladies bathroom. This would require some intensive plumbing work. The water for the fountain will come from the bathroom through pipes of a smaller radius which will be mounted against the wall, taken behind the vending machines until they reach the water fountain. These water pipes will be purchased from the same supplier, H2O International. The maintenance department has indicated that they will conduct some more research to find out whether there is a better option of getting water to the fountain than the one mentioned earlier. One of the concerns raised by the maintenance department is the fact that these water pipes will be out in the open and will not look good in the public eye, and having to put them out of sight would be a costly exercise. The department is busy exploring other avenues and the project team will be working closely with the maintenance department until a concrete solution is found. The project team has realized that the ladies bathroom is the only closest source of water supply and the project team has limited options in this regard.
The second option available to the project team is to follow the proposal from the Maintenance Manager, Mr. Peter Arendse. We could look into getting the water fountain currently situated in front of the student centre and move it to the EMS building. This water fountain is currently not in a working condition but could be revamped and start functioning again, at the cost of maintenance department. We are currently pursuing this option because it is cost effective since the project team could not manage to secure project sponsors so far.
The main limitations to this project are assumed to be:
• Budget constraints
• Time frame
• Management Approval
iii. Timeline and milestones
The following are the major project milestones identified at this point in time. As we move ahead with project planning and the schedule is developed, the milestones and their target completion dates will change.
Milestones/Deliverables Target Date
Business Case 15/08/2011
Project Plan Review and Completion 30/09/2011
Approval from Management 05/10/2011
Securing of Project Sponsor 14/10/2011
Delivery of Water fountains 19/10/2011
Installation of Water fountains 21/10/2011
Closeout/Project Completion 28/10/2011
iv. Client Expectation
The project outcome will be the functioning water fountains in the EMS faculty catering for a number of stakeholders at least 100 users per hour. The project team strongly believes the water fountains will meet the student expectations of having easy access to clean and healthy drinking water. It will also enhance the EMS building.
b) Staffing
The project team comprises of five team members. All team members are currently studying at the University of the Western Cape majoring in commerce subjects and however, non of the members has extensive experience in the area of project management.
The division of labour was based on the exposure and experience of each member.
• Frans Shangadi (Project manager): 4 years working experience, with planning and management skills.
• Uchebundu Osuagwuh (Project Administration Officer): 3 years working experience, with skill in Secretariat duties.
• Nashon Egoh (Project Technical Officer): 3 years of working experience, with manufacturing and operations management skills.
• Olavi Shilumba (Project Liason Officer): 3 years of working experience, with good communication skills.
• Ray Madyira (Assistant Project Manager): 4 years of experience, with Planning and management skills.
The team will be working under close supervision of the course lecturer to ensure that the project is properly executed, achieving the desired outcomes on time, following the principles and concepts of project management. Immediately after the execution of the project, the team will be disbanded and they will return to their previous roles in the society.
The project team will be remunerated on an hourly basis, at a flat rate. The amount paid to individual team members will be determined by the number of hours worked during the execution of the project. Below is a table showing the project resource cost. Included in the table is a column that indicates the commitment toward the project from each of the team members shown in percentage.
Table 2: Project resource costs
Project Resource
Rate/Hour
Total Possible Hours
% Dedication to Project
Hours worked
Total Cost
E. Nashon 15.00 240 0.70 145 2,175.00
O. Shilumba 15.00 240 0.80 180 2,700.00
U. Osugwuh 15.00 240 0.70 140 2,100.00
R. Madyira 15.00 240 0.65 115 1,725.00
F. Shangadi 15.00 240 0.85 195 2,925.00
Total 11,625.00
c) Resource Acquisition
The project team is in the process of getting a project sponsor onboard and the funds will be used to acquire the necessary resources. The funds will be used to purchase the water fountains, cover the installation costs, and pay for the maintenance service and the electricity and water consumption for a year which will be included in the departmental budget thereafter.
d) Work Plan
i. Work Breakdown Structure
The work breakdown structure will specify the work activities to be performed in the project, and to depict the relationships among these work activities. The work breakdown structure is a foundational building block to initiating, planning, executing, and monitoring and controlling process used to manage our project. Below is the work breakdown structure of the water fountain project.
Figure 2: Work Breakdown Structure of the Water Fountain Project
Water Fountain (10)
Note: The numbers included in each activity depicts the sequence in which the activities will be performed.
Activity 1: Project Conceptualization Phase
A problem was identified on campus, affecting a number of students on a daily basis. Thereafter a number of stakeholders were engaged to find a solution using the concepts and principles of project management. A survey was conducted to determine the extent of the problem and thereafter the project work was authorized. The business case was presented to give a detailed overview of the project.
Execution of activity
The entire project team was involved during this phase. Each team member was asked to bring along at least three cuttings from local newspapers to the meeting about problems faced by the community. The newspapers cuttings presented were analyzed and the best five were shortlisted. The project team initially opted to look into the operations of My CiTi Bus services project ran by the City of Cape Town which was later withdrawn based on the advice from the lecturer due to its scope, bearing in mind that we could run out of time without executing the project.
Activity 2: Meeting the Faculty Manager
After the presentation of a business case, a meeting with the faculty manager was scheduled. The primary aims of the meeting are highlighted below:
• Inform management about the proposed project;
• Get the management perspective with regard to the proposed project;
• Get advice on how to communicate effectively with the top management and the channels to be used;
• Find out whether the University in particular the faculty of EMS could sponsor the proposed project;
• Get contacts and details of people in crucial positions within the University that could enhance the attainment of the project goals and objectives.
After consultations with the faculty manager, the project team met with the maintenance manager to find out whether the proposed project is viable, looking at the technicalities involved.
Execution of activity
The meeting was attended by F. Shangadi (Project Manager), Nashon Egoh (Project Technical Officer) and O. Shilumba (Project Liason Officer). The meeting was conducted by the Project Liason Officer, with minutes being taken by the Project Manager.
Activity 3: Meeting the Maintenance Manager
A consultative meeting was held with the maintenance manager, Peter Arendse. A number of issues were discussed and they have been highlighted below:
• Inform the maintenance department about the proposed project;
• Gather inputs from the maintenance department concerning the proposed project;
• Advise on the viability of the proposed project;
• Get any idea on the technicalities involved to execute the project;
• Assist in analyzing the risk involved and find ways to mitigate those risks;
• Got the opportunity to discuss the suitability of the proposed project site within the EMS foyer;
• Various approaches toward executing the proposed project where explored, and are clearly discussed under the project scope;
The maintenance department will be working closely with the project team to make sure that the project is executed. An impact assessment report will be prepared and forwarded to the management of the EMS faculty.
Execution of activity
The meeting was held between the Maintenance Manager, Mr. P. Arendse and three representatives from the project team: Nashon Egoh (Project Technical Officer), F. Shangadi (Project Manager) and O. Shilumba (Project Liason Officer). Minutes were taken by the Project Manager.
Activity 4: Preparation of the Impact Assessment Report
The maintenance department will prepare of the impact assessment report regarding the proposed project. The Impact Assessment Report aims to address the following issues:
• The impact the project has on the student population under the faculty of EMS and all other stakeholders;
• Assess the impact of the water fountain on the surrounding environment;
• The cost involved to purchase or revamp the water fountain;
• The cost-benefit analysis against buying a brand new or revamping an existing water fountain;
• The cost involved to get the water and power supply to the water fountain;
• Determine whether there is any hidden costs, and how much would that be;
• How user-friendly are the proposed water fountains;
• Mechanisms to address water spillage around the water fountains;
• The repair and maintenance cost involved on an annual basis;
• Analyse other options available to address the identified problem.
The Impact Assessment Report will be a detailed comprehensive report and the maintenance manager will be working closely with the project team.
NB: The Impact Assessment Report will be made available on the 05 October 2011.
Execution of activity
The maintenance manager is responsible for preparing the Impact Assessment Report in conjunction with the project team.
Activity 5: Management Approval
The Impact Assessment Report will be forwarded to the management via the faculty manager were it will be scrutinized and discussed. The outcome of the meeting will be made available through the faculty manager and she will inform the maintenance department and the project team accordingly. Once approved, the responsibility of getting a project sponsor onboard lies on the shoulders of the project team.
Execution of activity
The faculty manager will present the Impact Assessment Report to the management together with a representative from the project team, the Assistant Project Manager.
Activity 6: Finding a project sponsor
Efforts to get a project sponsor are at an advanced stage. A list of potential sponsors has been drafted and a sponsorship seeking letter will be forwarded to these organizations. The project team also consulted with a number of lecturers (such as Mr. Isaacks and Prof. K. Visser) and departments including the Alumni office to get direction of how to go about sourcing sponsorships. The project team will be using its own transport to distribute this sponsorship seeking letters at respective companies, and each member will contribute to fuel expenses. Old Mutual, one of the organizations approached for sponsorship, has indicated that they do not sponsor institutions of higher learning but only primary and secondary schools. The project team waits in anticipation for feedback from the rest of the organizations.
Execution of activity
Uchebundu Osuagwuh (Project Administrative Officer) and Hapa Ray Madyira (Assistant Project Manager) have been tasked with the responsibility of find a project sponsor.
Activity 7: University Vendor’s database
Once the project team manages to secure funds for the project, consultations with the finance department of the University will take place. The project team will confirm whether the potential supplier is part of the University vendor’s database. If that’s the case, the project team will go ahead and purchase the identified water fountain to be installed in the EMS building. If not, other alternatives will be explored.
Execution of activity
The Project Liason Officer, Mr O. Shilumba and the Project Technical Officer, Mr. Nashon Egoh will be working closely with the department of finance, specifically the “Buyer”.
Activity 8: Evaluate Alternative Suppliers
In cases where the supplier is not part of the vendor’s database the project team will be required to find alternative suppliers. A minimum of three suppliers will be selected and quotations will be obtained from these suppliers. The quotes will be analyzed and the best supplier will be selected. The best supplier would not necessary entail the cheapest supplier in this regard; other factors will be considered as well, such as the features and specifications of the water fountains, the after sale services, the annual service cost, the cost of installation and the availability of the water fountains at time of order.
Execution of activity
The Project Manager and his Assistant, F. Shangadi and Hapa Madyira respectively will be responsible for getting and analyzing these quotations and keeping the maintenance department informed on the progress made.
Activity 9: Acquiring the Water Fountains
Once the best quote has been selected, the transaction will take place. The finance department will be notified accordingly about the purchasing arrangement and a cheque would be issued out in the name of the supplier. The cheque would be issued by the University because the project funds from the sponsor will be paid in the University account. The project team will be responsible for obtaining the cheque from the finance department and hand it over to the supplier in exchange for the water fountain. The water fountains will be stored at the maintenance department until the commencement of the installation.
Execution of activity
The Project Manager and the Project Technical Officer will be responsible for the acquiring of the water fountains.
Activity 10: Water fountain
The installation of the water fountains commence and plumbers from the maintenance department will be responsible for the installation. The installation would include extensive plumbing work, getting water from the ladies bathroom to the project site identified. Water pipes will be purchased primary for this purpose. A more detailed description will be added to the work breakdown structure after the completion of the Impact Assessment Report in due course.
Execution of activity
The installation will be headed by the plumbing supervisor from the maintenance department.
e) Project Timeline Chart
See attached appendix 1.
Activity Description of activities Immediate predecessor Estimated completion time
A Project conceptualization None 15 days
B Faculty manager A 24 days
C Maintenance manager A 24 days
D Impact assessment report C 22 days
E Management approval B 25 days
F Finding a project sponsor D,E 17 days
G University vender data base F 1 day
H Evaluating alternative suppliers F 1 day
I Acquiring water fountain F,G,H 3 days
J Water fountain installation I 7 days
Table 3: Precedence relationship chart
The figure above illustrate the activities and description with their immediate predecessors that will lead to the completion of the project.
Figure 3: The network diagram that shows the critical path
The critical path of the project is represented by the following figures: ABEFGIJ=15+24+25+25+1+3+7=100
f) Risk Management Plan
Risk Management Plan
Risks Risk Analysis Mitigations
High Medium Low
Delays in the preparation of the Impact Assessment Report √ Gets the faculty manager involved more often, putting pressure on the maintenance department to finalize the report in good time to avoid delays in the execution of the project.
Financial Constraint √ Finding a project sponsor
Finding the Project Site √ Shortlists possible sites and analyzes the pros and cons regarding each site and decide accordingly. Afterwards convince management on the site selection with a detailed analysis
Outcome of the Impact Assessment Report √ Have a series of meetings with the Maintenance Manager to eradicate all potential threats that could have negative impact on the outcome of the Impact Assessment Report and the overall project.
Water Spillage on the floor √ Materials that could absorb the water droplets will be placed around the water fountain to avoid the floor getting wet and causing a wet surface that could lead to passer-by slipping.
Meeting the Faculty Management's conditions √ Negotiate with Management on set conditions and specifications.
Vandalism caused by the Users √ Water fountain to be elected in the foyer where there is security, and always locked.
g) Project Closeout
After the execution of the project, a formal gathering will be held at the site where the water fountain has been elected. A number of EMS staff members including management and students will be invited to attend the closing ceremony. The project team is still busy putting together the project closeout program and as soon as it has been finalized it will be sent out to all the relevant stakeholders. We expect to have a number of speeches, starting with a representative from the faculty’s management, and then from the maintenance department, and closing remarks from the lecturer. The project team will also share their experiences during the execution of the project. The project team will be dissolved and all the members will return to their previous positions in the society. Any resource not used after the completion of the project will be handed over to the maintenance department of the University for future use.
h) Project Handover/Acceptance
The project team is required to install at least two water fountains in the faculty of economics and management science as project deliverables. As indicated earlier, the goal of the project is to provide students and other stakeholders with purified, clean drinking water accessible at all times.
4. Supporting Plans
a) Communication Plan
Stakeholders Information Required Frequency Media
EMS Faculty Management The project team expects the faculty management to approve the proposed water fountain project. Once-off E-mail, Consultative Meeting,
Once approved, the management shall provide the project team with the site where the water fountain could be elected inside the foyer of the EMS building. Once-off E-mails or Consultative Meetings
The project team will keep the management, through the faculty manager updated on the progress made on the project and the current status of the project. As required
Staff in the EMS The staff will be notified about the development taking place in the faculty. They will be informed about the advantages and the impact the project will have on their daily lives. As required E-mails
Students in the EMS Faculty The students will be informed about the developments taking place in the faculty. They will be notified about the water fountains where they could get clean drinking water instead of using toilet sinks. Duration of the project Notice board in the EMS
The students will be urged to be extra cautious during the installation period in order to avoid accidents on the faculty floor.
Cleaners at the EMS Faculty Cleaners will be requested to keep the water fountain as clean as possible. As required Directives to their supervisors
They will be requested to keep the surrounding area of the water fountain dry at all time in case there happened to be water spillage to prevent people slipping.
b) Reviews and Audits
The project team will be working closely with the lecturer during the execution of the project. Consultative meetings will be conducted with Mr. P. Saugweme, to provide guidance and advises. The project team will keep Mr. P. Saugweme updated on the progress of the project via e-mail and would be the medium of communication.
c) Subcontractor Management
The installation of the water fountain requires electrical and plumbing work, the skills the project team does not possess. The project team has made a verbal agreement with the maintenance department and they will be responsible for the installation of the water fountain.
5. Appendix
Appendix 1: Project Timeline Chart
Appendix 2: Work Authorization Letter
Appendix 3: Letter forwarded
It has been noted that a number of students on campus make use of toilet sinks to get drinking water, and we see it as being a health hazard and unhygienic. In order to address the problem at hand, a project has been initiated and approved. The project entails installing water fountains in the faculty of economics and management science. The water fountains will provide all the stakeholders in the faculty of economics and management with clean and purified drinking water from a hygienic source.
a) Purpose, Scope and Objectives
i. Project Purpose and Scope
The project aims to provide the faculty of Economics and Management Science (EMS) building with safe drinking water facilities in the form of water fountains for students and other stakeholders.
Water is a necessity in our daily lives, biologically it is required that one should at least drink two litres of water every day. Students are concerned with the lack of availability of safe drinking water facilities. As a result getting water from the toilet sinks for drinking purposes is unhealthy and could lead to waterborne diseases. Below are some of the main concerns raised by students that were interviewed in the EMS building:
• Lack of safe drinking water.
• Lack of sufficient drinking water facilities around campus, as a result turning to toilet sinks.
• Escalating costs on water bottles.
• Health awareness of the students.
The project aim to address the inadequacy of safe drinking water points around the campus. It also aim to reduce the use of toilet sinks for drinking purposes as it tends to be unhygienic for the students and other stakeholders. The water fountains that will be installed will provide purified water and therefore reducing the possibility of contracting water borne diseases. It has been proven that consumption of clean drinking water reduces obesity within the student population. The water fountain project will contribute immensely toward the wellness and health standard of the students. The project will also allow students to reduce the cost spent on water bottles on a daily basis.
Installing the water fountains will enable students and other stakeholders to have access to safe drinking water. Having clean and hygienic water points will reduce the consumption of fizzy drinks which in returns enhance the functioning of various body organs and therefore contributing to the academic performance of students.
The project work has been authorized and the project team has started working toward the execution of the project. The project team designed a petition kind of document where a number of students under the faculty of economics and management science signed. Students were briefed about the proposed project and those that supported the idea wrote down their names, student numbers and signature. The motive is to get an idea about the extent of the problem, with emphasis on the EMS building.
The project team forwarded a letter to the Faculty of Economics and Management Science staff meeting held recently seeking support from the staff in order to channel our project proposal to the Dean. Unfortunately the letter was withdrawn from the agenda at the meeting. The project team, through the project liaison officer, was informed that the University does not fund student projects and a project sponsor has to be found.
A project team meeting was held to communicate the news to the rest of the team and to look for alternative means of securing funds for the project. A number of strategies of acquiring funds for the project were identified and analysed, including an option of trying to get students to donate at least a R1.00 each towards the project and “goodwill” from the EMS alumni. This would require a massive campaign to create awareness about the project which will take more time. The team took the decision to get a project sponsors onboard. The sponsorship letter was prepared and forwarded to the lecturer for guidance and professional advice. A number of sponsorship-seeking letters have be forwarded to potential project sponsors and the team awaits for their responses.
On the 08/09/2011 the project team had a meeting with the Faculty Manager (EMS), Ms. Lindi Kamffer. The objective of the meeting was to brief her on the proposed project and get appropriate advice on the reporting structure to be followed in order to execute the project on time. Another item discussed at the meeting was the allocation of the site where the water fountain could be elected within the foyer. The project team will be engaged in negotiation with the management since the faculty is reluctant to allow the installation of water fountains in the foyer.
A number of conditions were raised after the meeting with the faculty manager, such as:
• Submission of an impact assessment report from the Maintenance Office confirming that installation is indeed possible (at side entrance and not in the main foyer);
• Prevention of water spillage on the floor (i.e. floor can’t be wet and slippery);
• Sponsorship needs to be secured for the installation of the fountain as well as water supply for at least 12 months, after which the faculty may consider taking over the management (maintenance and supply) of the water fountain;
• Confirmation of the vendor(s) in order to determine if they are preferred University of the Western Cape vendors;
• Management to be kept informed (through the Faculty Manager) of the process and status of this project at all times.
On the same day (08/09/2011) the project team met with the Maintenance Manager, Mr. Peter Arendse who was also briefed about the proposed project and a project proposal was forwarded to him.
The water fountains need to be in close proximity to a source of water and power supply. With the assistance of the maintenance department, a suitable site has been identified where the fountains could be elected without destructing movements at the foyer. The site identified is close to the east entrance as you enter the EMS building. The water will be sourced from the main pipes supplying the ladies bathrooms with water on the ground floor while the power will be sourced from the plugs behind the vending machines in the foyer. An important point was raised during the meeting by Mr. Arendse, he highlighted that there is a water fountain in front of the student centre that is vandalized and could be used for the project if revamped. The repair cost would be carried by the maintenance department.
The project team together with Mr. Arendse will meet with Ms. Kamffer in order to discuss the conditions that have been stated earlier. In the mean time the maintenance manager has given her an indication that the project is viable. An impact assessment report will be prepared and forwarded to her and thereafter presented to the faculty’s top management.
A quotation has been sourced from a local supplier, H2O International offering different kinds of water fountains. On average a water fountain would cost R11,500.00 excluding installation. The water fountain requires to be serviced regularly, at least once a year and currently the repair and maintenance cost stand at R1,500.00 on an annual basis. The Water Fountains identified by the project team will serve 100 people per hour, and it is serviced once every twelve months. This Water fountain is user friendly by a push of a button, highly hygienic and provides purified water, and it’s designed to reduce water spillage.
ii. Objectives
The main objective of the project is to provide the faculty of economics and management science stakeholders with safe and hygienic drinking water facilities at their convenience. This entails setting up at least two water fountains within the faculty’s foyer. Furthermore, the project also aims to reduce the cost on drinking water bottles and fizzy drinks. A number of students spend their allowances on water bottles due to the lack of safe and clean drinking water facilities around the campus. On that note, having access to clean drinking water on a regular basis enhance the brain concentration among students and also helps reduce obesity in the student population.
b) Assumptions, Constraints and Risks
i. Assumptions
Below are some of the assumptions regarding the proposed project:
• In order to execute the project, funds are needed to purchase two water fountains to be elected in the faculty of economics and management science. During the conceptualization phase the project team was under the impression that the University will be in the position to fund the project.
• Another assumption was the cost related to the acquisition of the water fountains as well as the time it takes to be installed. The project team was under the impression that the cost involved in setting up the water fountains was low, underestimating the cost of water fountains and overlooking the plumbing and electrical work required to get the water fountains functioning.
• The project team further assumed that the process of getting the approval from the management does not require a lot of work, research and convincing.
• The project team was under the impression that the installation of the water fountain does not require extensive plumbing and electrical work.
• The project team also assumed that the university can take any suitable vendor that we approach.
ii. Constraints and Risks
The project team has noticed a number of constraints with regard to the proposed project. Below are some of the notable constraints toward the execution of the project:
• One of the main constraints is lack of funds and in turn has a direct impact on the project completion.
• Another constraint is getting the management approval.
• Time is another constraint faced by this project. This makes it difficult to gather all the required resources, and be able to execute the proposed project within the scheduled time.
• Finding a supplier of water fountains that is currently on the University’s vendor’s database could also be a constraint. The University does not make use of services from any supplier but only from those registered on its database.
• Finding a site to elect water fountains within the foyer is another constraint identified so far.
Below we would look at potential risks the project is faced with:
• Vandalism to the water fountain pose as one of the major risks the project team has identified. After taking a tour around campus we have seen that a few of the water fountains that were installed or constructed have been severe vandalized.
• Another risk identified is the likelihood of having water spillage around the water fountain. Spillage around the water fountain will cause the floor to get wet and therefore resulting in a slippery floor. Such an occurrence could cause serious injuries to people walking past the water fountain.
• Meeting requirements and specifications of the management could also pose as a risk toward the execution of the project. The project team might not have the means to comply with the requirements stipulated by the management of the faculty before the actual installation commence.
• Delays in the preparation of the Impact Assessment Report pose as another potential risk toward the project.
• Another risk worth mentioning is the financial constraint. At this point in time the project team is still busy trying to get a project sponsor onboard.
c) Project Deliverable
The main deliverable is to have water fountains in the faculty of economics and management science, providing all the stakeholders with easy access to clean, purified drinking water. The water fountain will be located inside the faculty’s foyer and the project team expects the deliverable to be executed by the 24th October 2011.
d) Cost Estimation and Budget Summary
The cost estimation displayed below is based on the quotation received from H2O International, a local company based in Cape Town supplying and installing water fountains.
Table 1: Cost estimation of a new water fountain
Description
Amount
Water Fountain (Steel/Grey)
R11,500.00
Purifier to be plumber in-line
R1,150.00
PRV – Pressure regulating valve 6mm
R425.00
Saddle Clamp
R150.00
Total
R13,225.00
The cost estimations shown above do not include the installations cost. The project team will be using the maintenance department for the installation and the cost to be incurred will only be known after the impact assessment report has been completed and that would involve electrical and plumbing work. It will cost R1,500.00 on an annual basis for servicing the water fountains.
The cost involved in revamping the existing water fountain is quite low compared to purchasing a new water fountain. According to the estimation received from the maintenance department it would cost in the region of R4,000.00 to revamp the water fountain that has been vandalized by students.
e) Evolution of the Plan
The initial project plan will be amended accordingly as the project progresses. Items that have been overlooked during the preparation of the project plan and new updates will be added by the project manager in consultation with the project team.
f) Definitions and Acronyms
EMS – Faculty of Economics and Management Science
UWC- University of the Western Cape
2. Project Organization
a) External Interfaces
The project team will work closely with external entities such as H2O International. The entity mentioned will supply the water fountains and also parts that will be required, either during the installation or the revamping of the existing one that is currently vandalized. The project does not require specialized skill and no other entities will be subcontracted from outside. All the technical work will be carried out by the maintenance department of the University.
b) Internal Structure
The approach toward the proposed project is a team effort and all members of the project team will be highly involved in the execution of the project. The project team comprises of 5 members, namely: Shangadi Frans (Project Manager), Shilumba Olavi (Project Liason Officer), Nashon Egoh (Project Technical Officer), Osugwuh Uchebundu (Project Adminstrative Officer and Madyira Hapa (Assistant Project Manager).
Each project is a new undertaking to satisfy a new goal. To achieve the desired goal and objectives, a project team has been assembled comprising people with the necessary skills and attributes. Below is the project structure of the project team, depicting the reporting structure at the same time.
Figure 1: Project team structure
A number of roles and responsibilities have been assigned among members of the project team, all working toward accomplishing a common goal but the entire project team will be engaged in consultation with various stakeholders. The project team will be working closely with the maintenance department and the management of the faculty of economics and management science. The parties mentioned will be engaged in intensive consultations to explore ways of executing the project at minimal cost and effectively addressing potential risks that could affect the viability of the project, and within the available timeframe.
c) Roles and Responsibilities
The project manager is mainly responsible for providing guidance and instilling a sense of direction and commitment to action, ensuring that all members of the project team are kept abreast with regard to latest developments, inspire, support and motivate the team, organize, schedule and facilitate project team meetings, planning, coordinating and scheduling project activities, keeping a close eye on the project progress and status, and acquiring resources needed for the project.
The project administrative officer is responsible for taking minutes at meetings and ensuring that minutes are well documented after every meeting. The project team meets after every consulting session to discuss issues raised and addressed with regard to the project and map out the way forward. She is also responsible preparing and sending out all communications to stakeholders after being approved by the project manager.
The project liason officer will work closely with the project manager and are responsible for ensuring that the project team is kept well informed about all aspects that could have a positive or negative impact on the project, and this allows the team to identify potential risks to the project and find ways to mitigate those risks. The project liason officer is not only liable for keeping the project team informed but also all other stakeholders involved.
3. Managerial Process Plans
a) Project Statement of Works
i. Introduction and Background
It is observed that there are inadequate drinking water facilities around campus, which forces students to collect water for drinking purposes from unhealthy places such as the toilet sink. Hence, as a group we have decided to look into this matter with emphasis on the EMS faculty. The project focuses on installing two water fountains in the EMS faculty. By installing the Water Fountains, students will have access to safe drinking water as well as reduce the cost of spending on bottled water fizzy drinks. A number of research conducted have indicated that readily availability of drinking water significantly leads to the reduction of obesity in students and also increases the level of concentration during classes. The Water fountain will benefit all stakeholders.
ii. Technical Description
Water fountains do not function in isolation; they need to be in close proximity of water and power supply, at least within a radius of 5 metres. The project team has agreed that we will be using the maintenance department to install the water fountains in order to cut costs instead of having the supplier install it at a cost.
At the moment the project team together with the maintenance department is exploring avenue of getting water from the main source that is supplying the ladies bathroom. This would require some intensive plumbing work. The water for the fountain will come from the bathroom through pipes of a smaller radius which will be mounted against the wall, taken behind the vending machines until they reach the water fountain. These water pipes will be purchased from the same supplier, H2O International. The maintenance department has indicated that they will conduct some more research to find out whether there is a better option of getting water to the fountain than the one mentioned earlier. One of the concerns raised by the maintenance department is the fact that these water pipes will be out in the open and will not look good in the public eye, and having to put them out of sight would be a costly exercise. The department is busy exploring other avenues and the project team will be working closely with the maintenance department until a concrete solution is found. The project team has realized that the ladies bathroom is the only closest source of water supply and the project team has limited options in this regard.
The second option available to the project team is to follow the proposal from the Maintenance Manager, Mr. Peter Arendse. We could look into getting the water fountain currently situated in front of the student centre and move it to the EMS building. This water fountain is currently not in a working condition but could be revamped and start functioning again, at the cost of maintenance department. We are currently pursuing this option because it is cost effective since the project team could not manage to secure project sponsors so far.
The main limitations to this project are assumed to be:
• Budget constraints
• Time frame
• Management Approval
iii. Timeline and milestones
The following are the major project milestones identified at this point in time. As we move ahead with project planning and the schedule is developed, the milestones and their target completion dates will change.
Milestones/Deliverables Target Date
Business Case 15/08/2011
Project Plan Review and Completion 30/09/2011
Approval from Management 05/10/2011
Securing of Project Sponsor 14/10/2011
Delivery of Water fountains 19/10/2011
Installation of Water fountains 21/10/2011
Closeout/Project Completion 28/10/2011
iv. Client Expectation
The project outcome will be the functioning water fountains in the EMS faculty catering for a number of stakeholders at least 100 users per hour. The project team strongly believes the water fountains will meet the student expectations of having easy access to clean and healthy drinking water. It will also enhance the EMS building.
b) Staffing
The project team comprises of five team members. All team members are currently studying at the University of the Western Cape majoring in commerce subjects and however, non of the members has extensive experience in the area of project management.
The division of labour was based on the exposure and experience of each member.
• Frans Shangadi (Project manager): 4 years working experience, with planning and management skills.
• Uchebundu Osuagwuh (Project Administration Officer): 3 years working experience, with skill in Secretariat duties.
• Nashon Egoh (Project Technical Officer): 3 years of working experience, with manufacturing and operations management skills.
• Olavi Shilumba (Project Liason Officer): 3 years of working experience, with good communication skills.
• Ray Madyira (Assistant Project Manager): 4 years of experience, with Planning and management skills.
The team will be working under close supervision of the course lecturer to ensure that the project is properly executed, achieving the desired outcomes on time, following the principles and concepts of project management. Immediately after the execution of the project, the team will be disbanded and they will return to their previous roles in the society.
The project team will be remunerated on an hourly basis, at a flat rate. The amount paid to individual team members will be determined by the number of hours worked during the execution of the project. Below is a table showing the project resource cost. Included in the table is a column that indicates the commitment toward the project from each of the team members shown in percentage.
Table 2: Project resource costs
Project Resource
Rate/Hour
Total Possible Hours
% Dedication to Project
Hours worked
Total Cost
E. Nashon 15.00 240 0.70 145 2,175.00
O. Shilumba 15.00 240 0.80 180 2,700.00
U. Osugwuh 15.00 240 0.70 140 2,100.00
R. Madyira 15.00 240 0.65 115 1,725.00
F. Shangadi 15.00 240 0.85 195 2,925.00
Total 11,625.00
c) Resource Acquisition
The project team is in the process of getting a project sponsor onboard and the funds will be used to acquire the necessary resources. The funds will be used to purchase the water fountains, cover the installation costs, and pay for the maintenance service and the electricity and water consumption for a year which will be included in the departmental budget thereafter.
d) Work Plan
i. Work Breakdown Structure
The work breakdown structure will specify the work activities to be performed in the project, and to depict the relationships among these work activities. The work breakdown structure is a foundational building block to initiating, planning, executing, and monitoring and controlling process used to manage our project. Below is the work breakdown structure of the water fountain project.
Figure 2: Work Breakdown Structure of the Water Fountain Project
Water Fountain (10)
Note: The numbers included in each activity depicts the sequence in which the activities will be performed.
Activity 1: Project Conceptualization Phase
A problem was identified on campus, affecting a number of students on a daily basis. Thereafter a number of stakeholders were engaged to find a solution using the concepts and principles of project management. A survey was conducted to determine the extent of the problem and thereafter the project work was authorized. The business case was presented to give a detailed overview of the project.
Execution of activity
The entire project team was involved during this phase. Each team member was asked to bring along at least three cuttings from local newspapers to the meeting about problems faced by the community. The newspapers cuttings presented were analyzed and the best five were shortlisted. The project team initially opted to look into the operations of My CiTi Bus services project ran by the City of Cape Town which was later withdrawn based on the advice from the lecturer due to its scope, bearing in mind that we could run out of time without executing the project.
Activity 2: Meeting the Faculty Manager
After the presentation of a business case, a meeting with the faculty manager was scheduled. The primary aims of the meeting are highlighted below:
• Inform management about the proposed project;
• Get the management perspective with regard to the proposed project;
• Get advice on how to communicate effectively with the top management and the channels to be used;
• Find out whether the University in particular the faculty of EMS could sponsor the proposed project;
• Get contacts and details of people in crucial positions within the University that could enhance the attainment of the project goals and objectives.
After consultations with the faculty manager, the project team met with the maintenance manager to find out whether the proposed project is viable, looking at the technicalities involved.
Execution of activity
The meeting was attended by F. Shangadi (Project Manager), Nashon Egoh (Project Technical Officer) and O. Shilumba (Project Liason Officer). The meeting was conducted by the Project Liason Officer, with minutes being taken by the Project Manager.
Activity 3: Meeting the Maintenance Manager
A consultative meeting was held with the maintenance manager, Peter Arendse. A number of issues were discussed and they have been highlighted below:
• Inform the maintenance department about the proposed project;
• Gather inputs from the maintenance department concerning the proposed project;
• Advise on the viability of the proposed project;
• Get any idea on the technicalities involved to execute the project;
• Assist in analyzing the risk involved and find ways to mitigate those risks;
• Got the opportunity to discuss the suitability of the proposed project site within the EMS foyer;
• Various approaches toward executing the proposed project where explored, and are clearly discussed under the project scope;
The maintenance department will be working closely with the project team to make sure that the project is executed. An impact assessment report will be prepared and forwarded to the management of the EMS faculty.
Execution of activity
The meeting was held between the Maintenance Manager, Mr. P. Arendse and three representatives from the project team: Nashon Egoh (Project Technical Officer), F. Shangadi (Project Manager) and O. Shilumba (Project Liason Officer). Minutes were taken by the Project Manager.
Activity 4: Preparation of the Impact Assessment Report
The maintenance department will prepare of the impact assessment report regarding the proposed project. The Impact Assessment Report aims to address the following issues:
• The impact the project has on the student population under the faculty of EMS and all other stakeholders;
• Assess the impact of the water fountain on the surrounding environment;
• The cost involved to purchase or revamp the water fountain;
• The cost-benefit analysis against buying a brand new or revamping an existing water fountain;
• The cost involved to get the water and power supply to the water fountain;
• Determine whether there is any hidden costs, and how much would that be;
• How user-friendly are the proposed water fountains;
• Mechanisms to address water spillage around the water fountains;
• The repair and maintenance cost involved on an annual basis;
• Analyse other options available to address the identified problem.
The Impact Assessment Report will be a detailed comprehensive report and the maintenance manager will be working closely with the project team.
NB: The Impact Assessment Report will be made available on the 05 October 2011.
Execution of activity
The maintenance manager is responsible for preparing the Impact Assessment Report in conjunction with the project team.
Activity 5: Management Approval
The Impact Assessment Report will be forwarded to the management via the faculty manager were it will be scrutinized and discussed. The outcome of the meeting will be made available through the faculty manager and she will inform the maintenance department and the project team accordingly. Once approved, the responsibility of getting a project sponsor onboard lies on the shoulders of the project team.
Execution of activity
The faculty manager will present the Impact Assessment Report to the management together with a representative from the project team, the Assistant Project Manager.
Activity 6: Finding a project sponsor
Efforts to get a project sponsor are at an advanced stage. A list of potential sponsors has been drafted and a sponsorship seeking letter will be forwarded to these organizations. The project team also consulted with a number of lecturers (such as Mr. Isaacks and Prof. K. Visser) and departments including the Alumni office to get direction of how to go about sourcing sponsorships. The project team will be using its own transport to distribute this sponsorship seeking letters at respective companies, and each member will contribute to fuel expenses. Old Mutual, one of the organizations approached for sponsorship, has indicated that they do not sponsor institutions of higher learning but only primary and secondary schools. The project team waits in anticipation for feedback from the rest of the organizations.
Execution of activity
Uchebundu Osuagwuh (Project Administrative Officer) and Hapa Ray Madyira (Assistant Project Manager) have been tasked with the responsibility of find a project sponsor.
Activity 7: University Vendor’s database
Once the project team manages to secure funds for the project, consultations with the finance department of the University will take place. The project team will confirm whether the potential supplier is part of the University vendor’s database. If that’s the case, the project team will go ahead and purchase the identified water fountain to be installed in the EMS building. If not, other alternatives will be explored.
Execution of activity
The Project Liason Officer, Mr O. Shilumba and the Project Technical Officer, Mr. Nashon Egoh will be working closely with the department of finance, specifically the “Buyer”.
Activity 8: Evaluate Alternative Suppliers
In cases where the supplier is not part of the vendor’s database the project team will be required to find alternative suppliers. A minimum of three suppliers will be selected and quotations will be obtained from these suppliers. The quotes will be analyzed and the best supplier will be selected. The best supplier would not necessary entail the cheapest supplier in this regard; other factors will be considered as well, such as the features and specifications of the water fountains, the after sale services, the annual service cost, the cost of installation and the availability of the water fountains at time of order.
Execution of activity
The Project Manager and his Assistant, F. Shangadi and Hapa Madyira respectively will be responsible for getting and analyzing these quotations and keeping the maintenance department informed on the progress made.
Activity 9: Acquiring the Water Fountains
Once the best quote has been selected, the transaction will take place. The finance department will be notified accordingly about the purchasing arrangement and a cheque would be issued out in the name of the supplier. The cheque would be issued by the University because the project funds from the sponsor will be paid in the University account. The project team will be responsible for obtaining the cheque from the finance department and hand it over to the supplier in exchange for the water fountain. The water fountains will be stored at the maintenance department until the commencement of the installation.
Execution of activity
The Project Manager and the Project Technical Officer will be responsible for the acquiring of the water fountains.
Activity 10: Water fountain
The installation of the water fountains commence and plumbers from the maintenance department will be responsible for the installation. The installation would include extensive plumbing work, getting water from the ladies bathroom to the project site identified. Water pipes will be purchased primary for this purpose. A more detailed description will be added to the work breakdown structure after the completion of the Impact Assessment Report in due course.
Execution of activity
The installation will be headed by the plumbing supervisor from the maintenance department.
e) Project Timeline Chart
See attached appendix 1.
Activity Description of activities Immediate predecessor Estimated completion time
A Project conceptualization None 15 days
B Faculty manager A 24 days
C Maintenance manager A 24 days
D Impact assessment report C 22 days
E Management approval B 25 days
F Finding a project sponsor D,E 17 days
G University vender data base F 1 day
H Evaluating alternative suppliers F 1 day
I Acquiring water fountain F,G,H 3 days
J Water fountain installation I 7 days
Table 3: Precedence relationship chart
The figure above illustrate the activities and description with their immediate predecessors that will lead to the completion of the project.
Figure 3: The network diagram that shows the critical path
The critical path of the project is represented by the following figures: ABEFGIJ=15+24+25+25+1+3+7=100
f) Risk Management Plan
Risk Management Plan
Risks Risk Analysis Mitigations
High Medium Low
Delays in the preparation of the Impact Assessment Report √ Gets the faculty manager involved more often, putting pressure on the maintenance department to finalize the report in good time to avoid delays in the execution of the project.
Financial Constraint √ Finding a project sponsor
Finding the Project Site √ Shortlists possible sites and analyzes the pros and cons regarding each site and decide accordingly. Afterwards convince management on the site selection with a detailed analysis
Outcome of the Impact Assessment Report √ Have a series of meetings with the Maintenance Manager to eradicate all potential threats that could have negative impact on the outcome of the Impact Assessment Report and the overall project.
Water Spillage on the floor √ Materials that could absorb the water droplets will be placed around the water fountain to avoid the floor getting wet and causing a wet surface that could lead to passer-by slipping.
Meeting the Faculty Management's conditions √ Negotiate with Management on set conditions and specifications.
Vandalism caused by the Users √ Water fountain to be elected in the foyer where there is security, and always locked.
g) Project Closeout
After the execution of the project, a formal gathering will be held at the site where the water fountain has been elected. A number of EMS staff members including management and students will be invited to attend the closing ceremony. The project team is still busy putting together the project closeout program and as soon as it has been finalized it will be sent out to all the relevant stakeholders. We expect to have a number of speeches, starting with a representative from the faculty’s management, and then from the maintenance department, and closing remarks from the lecturer. The project team will also share their experiences during the execution of the project. The project team will be dissolved and all the members will return to their previous positions in the society. Any resource not used after the completion of the project will be handed over to the maintenance department of the University for future use.
h) Project Handover/Acceptance
The project team is required to install at least two water fountains in the faculty of economics and management science as project deliverables. As indicated earlier, the goal of the project is to provide students and other stakeholders with purified, clean drinking water accessible at all times.
4. Supporting Plans
a) Communication Plan
Stakeholders Information Required Frequency Media
EMS Faculty Management The project team expects the faculty management to approve the proposed water fountain project. Once-off E-mail, Consultative Meeting,
Once approved, the management shall provide the project team with the site where the water fountain could be elected inside the foyer of the EMS building. Once-off E-mails or Consultative Meetings
The project team will keep the management, through the faculty manager updated on the progress made on the project and the current status of the project. As required
Staff in the EMS The staff will be notified about the development taking place in the faculty. They will be informed about the advantages and the impact the project will have on their daily lives. As required E-mails
Students in the EMS Faculty The students will be informed about the developments taking place in the faculty. They will be notified about the water fountains where they could get clean drinking water instead of using toilet sinks. Duration of the project Notice board in the EMS
The students will be urged to be extra cautious during the installation period in order to avoid accidents on the faculty floor.
Cleaners at the EMS Faculty Cleaners will be requested to keep the water fountain as clean as possible. As required Directives to their supervisors
They will be requested to keep the surrounding area of the water fountain dry at all time in case there happened to be water spillage to prevent people slipping.
b) Reviews and Audits
The project team will be working closely with the lecturer during the execution of the project. Consultative meetings will be conducted with Mr. P. Saugweme, to provide guidance and advises. The project team will keep Mr. P. Saugweme updated on the progress of the project via e-mail and would be the medium of communication.
c) Subcontractor Management
The installation of the water fountain requires electrical and plumbing work, the skills the project team does not possess. The project team has made a verbal agreement with the maintenance department and they will be responsible for the installation of the water fountain.
5. Appendix
Appendix 1: Project Timeline Chart
Appendix 2: Work Authorization Letter
Appendix 3: Letter forwarded
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