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SAKHITHEMBA HALFWAY HOUSE LIBRARY PROPOSAL BY: TASK PROJECT MANAGERS
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Page 1: 3year Project Management Assignment Final

SAKHITHEMBA HALFWAY HOUSE LIBRARY PROPOSAL

BY: TASK PROJECT MANAGERS

Page 2: 3year Project Management Assignment Final

INTRODUCTION

Introducing to you the TASK team: Zama Zulu (Project Manager) and team

members… Londile Dladla Sanele Xulu Sesinqobile Mhlongo

Page 3: 3year Project Management Assignment Final

THE PROJECT CHARTER (BACKGROUND)

Amanzimtoti YMCA, Young Men’s Christian Association, focuses their efforts in two different projects namely; Sakhithemba Half Way House and Masibambane HIV/AIDS. The primary concentration for the purposes of this project is the Sakhithemba Halfway House. Sakhithemba Halfway House is a non-profit and non governmental Christian organisation.

Amanzimtoti YMCA was established in 1973 and is registered with the South African Government Department of Social Welfare as an NPO (NPO 002-465).

Sakhithemba is an IsiZulu word meaning building hope, this organisation is a

Christian Association committed to developing young people’s bodies, minds and spirits so that they can transform their communities into places where Christian principles are practised. The Amanzimtoti YMCA is committed to the righteous development of young people who have become residents of the Halfway House.

  Amanzimtoti YMCA, Sakhithemba Halfway House houses 60 boys who are

between the ages of 13 to 18, these boys come from broken homes and include street children as well as young offenders from Durban.

Page 4: 3year Project Management Assignment Final

THE PROJECT CHARTER (BACKGROUND)

Sakhithemba Halfway house aids these boys by offering life changing experiences though creating a home enviroment where family values are learnt and practised.

Sakhithemba re-establishes support networks with families and communities for the residents and in turn provides general life skills. Sakhithemba values education therefore enables the residents to continue their education thus empowering the residents to become employeable or have the necessary skills to become entrepreneurs.

The centre offers demonstration workshops which focus concerns around unepmloyment and identify a range of skills among participants.

Project name: Sakhithemba Halfway House Library

This plan aims to enhance this youth development centre by seeking funding to construct a building which shall house a library and a computer room. The construction of such a building poses as a tool to teach the boys housed at the centre new skills which will provide them with knowledge which will be active in the future when they are seeking employment or even starting their own businesses.

Page 5: 3year Project Management Assignment Final

 PROJECT OBJECTIVES

Structural Objectives  Finish the construction of the building. Construct a good quality structure of quality workmanship and

construction procudures. Build a structure which shall be durable and encompass enviromentally

friendly building practices and materials. Respond to the needs of the boys which reside at the centre

Social and Sponsorship Obtain sponsership from companies. Identify and involve all stakeholders and sponsers as much as possible. Identify community stakeholders and ensure that they are instrumental in

uplifting their community.

Page 6: 3year Project Management Assignment Final

PROJECT OBJECTIVES

Legal  Ensure that all legal procedures necessary to make the project a success

are followed.. Build the structure in a safe manner.

Cost The building needs to be constructed within the budgeted costs. Cost of the project need to be kept low

Page 7: 3year Project Management Assignment Final

THE PROJECT STAKEHOLDERS

External Stakeholders The Ngunezi Trust Fund LDM Quantity Surveyors Build it, Amanzimtoti CTM, Prospecton Group Five Task Project managers Sinenhlanhla Ndimande Sivukile Building Contractor cc In the Zone Air-conditioning cc Mzansi Electronics Armed Response Mukulu Library Furniture Sizwe Roofing

Page 8: 3year Project Management Assignment Final

THE PROJECT STAKEHOLDERS

External Stakeholders GSC- Environmentalist Residents of Umbongitwini, Amanzimtoti Councillor of Umbongitwini EThekwini District Municipality

Page 9: 3year Project Management Assignment Final

THE PROJECT SPONSORS

The Ngunezi Trust Fund LDM Quantity Surveyors Ilisu Consultants and Contactors cc Build it, Amanzitoti CTM, Prospecton Information and Communication Technology

Division (ICT) UKZN Kingsway High School Group Five Sandro Quattrocchi

Page 10: 3year Project Management Assignment Final

Required roles and responsibilities

The Project ManagerGeneral Functions Has overall project responsibility and accountability to guide the project. Is involved with the planning, controlling as well as monitoring all aspects of the project. The

project manager shall be responsible for managing and directing the assigned project resources to best meet project objectives

Project Planning Develops the project plan which includes; the Project Charter, the Project Scope,

Project objectives, WBS defining project deliverables, Key Milestones, the Project Stakeholders, Assumptions made, Project constraints, Project Pre-Requisites, Required roles and responsibilities, resources requirements, communications planning, Quality Policy, Cost management, Risk Management,

Obtains stakeholder approval and acceptance of the Project PlanProject Execution Manage and monitor day-to-day activities listed in the project plan and provide

direction to team members and supporting organizations.Project Control Develop and distribute project performance reports. Regularly review project status,

evaluating performance criteria i.e. scope, cost, schedule & quality.Project Close-out Obtain customer and management approval and acceptance of completed product.

Page 11: 3year Project Management Assignment Final

Required roles and responsibilities

Deputy Project Manager

General Functions Responsible for maintenance of the project plan. Provides administrative support to the Project Manager. Directs the team under the instruction of the project

manager. Has the capacity to resolve conflict should it arise. Manages the support and provision of project tools and

equipment. Represents the project manager in cases where the project

manager is unable to attend. Responsible for administrative tasks throughout the project

life cycle.  

Page 12: 3year Project Management Assignment Final

Required roles and responsibilities

Project Team Complete the project within budgeted cost, schedule and quality

requirements. Identify resources needed for project. Identify residents of the Halfway House training needs Aid in the management of time, cost and quality. Identify unanticipated risk events Track the project implementation and submit status reports to the project

manager. Maintain project and structural building quality requirements Participate in lessons learned sessions. Identify ways to improve project processes

Page 13: 3year Project Management Assignment Final

Required roles and responsibilities

Assurance:Financial Ensures that the need of the proposed structure is built. Guarantees accountability to stakeholders who have financial interest in

the project

Quality Quality standards are based in order to create guidelines for quality

standard. Quality improves the experience of the Client (Sakhithemba Halfway

House).

Risk Risk needs to be understood for decision making. The success of the project lies in being able to foresee and manage risk. 

Page 14: 3year Project Management Assignment Final

Required roles and responsibilities

Technical Overall accountability and coordination. Performs operations in a specialized area to established technical

specifications within their specialised technical fields

Legal Health and safety regulations on the construction site help to reduce

deaths and serious injuries. Contributes towards reducing the incidence of unnecessary disputes

among stakeholders as each individual is protected by laws.

Page 15: 3year Project Management Assignment Final

Required roles and responsibilities

Specialist Consultants: The specialist contractor for this project shall

include; Mukulu Library Furniture, Mzansi Electronics Armed Response, In the Zone Air-conditioning cc.

The above named specialist contractors shall indemnify the client for all incidents that may occur to the specialist contractor’s employees during the progamme of works.

Shall be responsible to complete specialist their works according to the works programme.

Shall complete the works with the highest quality of workmanship and diligence.

Page 16: 3year Project Management Assignment Final

Scope of work

Construct a 120m2 library and an in-house computer room built on cement blocks then plastered painted with Plascon

paint. Movable sound-proof partition wall should be used for the

toilets and for the internal wall separating the library and the computer room.

Floors to be finished with ceramic floor tiles Steel windows and doors with trellidor and an alarm are

required for safety purposes A simple pitched roof made of corrugated roof tiles is

necessary for this building. Air conditioning system should be installed at the

computer room. Only two toilets and two urinals are required.

Page 17: 3year Project Management Assignment Final

RISKRisks Identified:

1.Project failure

2.Sponsors pulling out

3.Change of scope

4.Extension of construction period

5.Quality level of deliverables not satisfactory

6.Resources not coming on time

7.Shortage of labour and poor quality of resources

8.Targets And dates not achieved

9.Escalation of the estimated expenditure

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Activity No

Risk Identified Reasons for the Risk

Probability of Risk Happening

Impact to the Project

R=P x I(probability x impact)

Counter Measures

Person Responsible

1. Project failure Poor project management and project planning

High Cancellation of Project

P=0.4I=80.4 x 8=3.2

Proper communication, project planning and management should be done properly

Project manager and Project team

2. Sponsors pulling out Identified sponsors might not want to contribute

Moderate Cancellation of the project or delay of the start date

P=0.2I=40.2x4=0.8

Have another potential sponsor that can contribute should anything happens

Project Manager and Project administrator

3. Change of scope Lack of funds High Poor quality and late completion

P=0.4I=20.4 x 2=0.8

Allow for change of scope

Sponsor and client

4. Extension of construction period

Rain and strike High Increase cost and sponsors might pull out

P=0.4I=10.4 x 1=0.4

Allow float in the deliverables so that if there are any delays the available time maybe used

Contractor

5. Quality level of deliverables not satisfactory

Poor service delivery by the contractor

Moderate Project not completed or great amount of defects in the future

P=0.2I=40.2 x 4=0.8

Constantly inspect the contractor’s work

Project Manager

6. Late delivery of resources Supplier having lots of clients to deal with

Moderate Slows down the work pace

P=0.2I=10.2x1=0.2

Get a standby supplier

Contractor

7. Shortage of labour and poor quality of resources

Labour not well trained and quality suppliers not found in the area

Moderate Conflict in the whole project and result in delay

P=0.2I=20.2x2=0.4

Offer high wage for quality work

Contractor

8. Targets And dates not achieved

Constraints in the project

Moderate Increase cost and construction period

P=0.2I=20.2 x 2=0.4

Time management Project manager and project team

9. Escalation of the estimated expenditure

Increase in prices and delays

Moderate Lack of funds to continue with the project

P=0.2I=20.2 x=0.4

Cost Management and get more sponsor

Project manager and project team

Page 19: 3year Project Management Assignment Final

QUALITY POLICY

Quality Statement The quality of Sakhithemba library project is a responsibility of all stakeholders involved, it is

therefore very essential to ensure that all members of the project team are in line with the quality policy.

Business Targets  Easy to maintain Minimum Defects Good value for money Flexible for the future purpose Easy to use

Technology Targets Modern plan Attractive finishes Tight electronic security Quality computers Quality building materials

Page 20: 3year Project Management Assignment Final

Key Milestones – targets and dates for Achievement

Project ID Milestone No: Milestone Description

Date

1 1 Start of Project 23/11/10

2 2 Site Establishment 23/11/10

10 3 Substructure 25/11/10

28 4 Superstructure 23/11/10

69 5 External Works 23/11/10

77 6 End of Project 3/02/11

Page 21: 3year Project Management Assignment Final

CONSTRAINTS

QUALITY

COST

TIME

Page 22: 3year Project Management Assignment Final

CONSTRAINTS CONTD…

Climate Stakeholders Community Sponsors EThekwini Municipality and if other standards are not adhered

to , such as…Health and Safety Regulations…and Environmental standards the project could be impacted negatively

Page 23: 3year Project Management Assignment Final

Cost Management

Page 24: 3year Project Management Assignment Final

Funding Needs – Sakhithemba

Weeks

Activity Accumulated expenses

Total Expenses

Site Establishment R 5900 R 5900

Sub-structure R33794 R 27894

SS Walling R76125 R 42331

Door R77725 R 1600

Window R84345 R 6620

Electrical R97592 R 13247

Plumage Drainage R100358 R 2766

Floor Finishes R104946 R 4588

Carpentry &Joinery R106816 R 1870

Roofing R179294 R 18478

Ceiling R196494 R 14200

Fencing R200794 R 4300

Landscaping R203834 R 3040

Page 25: 3year Project Management Assignment Final

Cost Analysis

0

50000

100000

150000

200000

250000

Total ExpensesAccumulated Expenses

Page 26: 3year Project Management Assignment Final

Factors Affecting Costs

Communication35%

Schedule43%

Risk22%

Constraints

Page 27: 3year Project Management Assignment Final

Sponsorship The Ngunezi Trust Fund Project Sum need to raise start up Capital

(-)R761125

Group 5 Training hiring of GW

(-)R36000

ICT Division UKZN Computers purchasing of computers (incl software)

(-)R80000

Page 28: 3year Project Management Assignment Final

THE END