Project Plan

• 1. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of CongoProject Plan Technical College Lodja, Sankuru Province,Africa

2. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of CongoTable of Contents1. Introduction...............................................................................................................42. Project Definition .....................................................................................................53. Methodology.............................................................................................................94. Procurement Strategy............................................................................................105. Organisation...........................................................................................................126. Plans.......................................................................................................................157. Quality Plan............................................................................................................168. WBS, Estimates and Actual Cost...........................................................................268.1 Total Estimate, Construction Cost, Budget to Date and Cost to Date.................279. Timescales...............................................................................................................110. Project Controls......................................................................................................211. Risks.......................................................................................................................313. FMEA and Risks.....................................................................................................712. Benefits ................................................................................................................1513. Programme...........................................................................................................17 3. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo The Purpose of this DocumentTo describe the Technical College Projectin a manner that meets the needs of theCharity and the Ministry of Education inthe Democratic Republic of Congo. Itexplains the objectives of the project, itsscope, the approach adopted, the strategiccontext, and interfaces with otherInformation for meeting projectdeliverables. It summarizes the resourcesneeded and the plans for the first stage ofthe work. The proposed arrangements formanaging the project are presented. 4. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo 1. Introduction1.1 Purpose of this documentThe purpose of this document is to define the Technical college project inorder to form the basis for the management and assessment of thesuccess of the project. This document will allow the Project Board toensure the project has a sound basis before allowing major decisions tobe made which may alter significantly the overall aims of the project. Itwill act as a base document against which the Project Board and ProjectManager can assess progress, change management issues, and on-goingviability issues.1.2 BackgroundA small UK (Watford) based charity that supports educationalenhancement in developing countries has decided to celebrate its 50thanniversary in 2 years time by building a technical college in Lodja,Democratic Republic of Congo.The charity directors believe Lodja will receive a greater impact from thedesign and construction of a college or academy that will provide IT,Science and Technology to be taught to children in the town andsurrounding areas.The project will need to leave a lasting legacy of educational achievementas a measure of the charities work.1.3 Project BriefThe project brief was submitted to the board on the Sunday 21st February2010 electronically and in hard copy on the 22nd February 2010 during astakeholder meeting. The information help therein can be seen inAppendix A of this document. 5. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo 2. Project Definition2.1 Purpose of the ProjectTo design and build a technical college in the Congolese region of Lodja inthe Sankuru Province, thereby providing an infrastructure to the regionfor education for up to 18 year olds. A key aspect of this project is to be aflag ship for technology, science and IT in the region. The purpose ofwhich, is to bring children and workers into the region to helpregeneration of the area and development, thereby contributing to theoverall infrastructure.2.2 ScopeThe scope of the project is identified in the table below.The Project Includes:The project will be funded through various means, in particular webdonations through the charities 50th Anniversary campaign, corporatesponsorship (affiliated construction companies), champion of the project(hopefully sports personality) and sponsored challenges, i.e. LondonMarathon golden tickets.Research into the build, location, regional information and stakeholdershas been derived from previous working experience, lessons leant andstakeholder meetings with the Congolese local government.After identifying the various stakeholders and eliciting pertinent andpivotal information from them we have established that the project isachievable and viable, given that the level of constraint is very low,options are available with regards to procurement routes, land, legalrights and stakeholder buy in (minutes of meetings can be provided onrequest).In the first instance the selected project manager will appoint roles andresponsibilities outlined to direct and facilitate the project, for instance,planner, procurement, quality manager, risk manager, administrators,coordinators and such like.The proposal is to design and build through prefabrication means. Largeportions of the building, such as walls and roofs will be produced infactories off site and delivered and assembled on-site. The benefits ofprefabrication are highlighted below. 6. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo2.3 Advantages of Prefabrication: Short build times Typically 50-60% less than traditional on-site construction, leadingto an earlier return on investment and saving in preliminaries. Superior quality achieved by factory-based quality control and pre-design of similar modules. Compared to site construction, modular construction is about 30%of the weight of conventional masonry construction. Repetition of prefabricated units leads to considerable economy ofscale in production. Environmentally less sensitive Efficient factory production techniques are much less wasteful andinstallation is less disruptive on site.Safer construction Modular construction sites have proved to be significantly safer thantraditional on-site building. Reduced site labour requirement The erection and finishing teams, which install and completemodular buildings, involve less workers on site than traditionalbuildings.Reduced professional fees Standardised design details for modular buildings simplify andreduce the need for specialist design input.Services and bathrooms Service modules can be used, even in traditional formed buildings.The cost of importing and transporting a large number of small buildingsis expensive; more so than the importation of materials such as cement,lumber etc. Transport costs are even more amplified by the absence ofusable roads. With this in mind it will be paramount that the prefabricatedbuildings be delivered to site prior to the wet seasons, between Novemberand March 2011. However, there is potential for significant savingsassociate with economies of scale through the adoption of modulemanufacturers standard dimensions.Procuring suppliers for prefabricated classrooms requires internationalcompetitive bidding, which will be undertaken by the principle contractor. 7. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of CongoThis will be competitively tendered, following EU rules. Proposals will bemade to the charity project team and decisions made by appropriateweighting criteria and proposal reports.Although we would expect the principle contractor to be of UK origin,there is the language barrier to take into consideration, i.e. the mainlanguage used in the Sankuru province and the Congo is French,combined with some 200 other dialects. When the principle contractordecides to subcontract out the various work packages this will need to beconsidered. When releasing the expression of interest for the principlecontractor, this will be marked as a requirement for award.The on-site assembly will require few but highly skilled workers that willundoubtedly be unavailable locally. This will require the importation ofskilled workers that can train local workers, even though this may presentchallenges.There is an understanding that prefabricated methods can be moreexpensive than traditional, however due to the impetus of time asemphasised by the Mayor and the enthusiasm, the project team businesscase will emphasis time over cost, by being confident that the fundraisingactivities will sufficiently provide the funds needed.The principles contractor will also be a tried and tested contractor thathas worked with rural schools for some years and has formulated clearindicators which point to the possible success of this project.2.4 ObjectivesThe project will be to design, develop and deliver a technical college inthe Congolese region of Lodja, which is located in the Sankuru Provincefor 500-600 potential students. The scope of which is not constrained. Allproposals are welcomed. It will be a technical college that will enable IT,Science and Technology only, which to be taught to the children in thesurrounding areas.Our charity aims to build a college to enhance computer studies in theLodja town and its surrounding areas. As Lodja is a city riddled withpoverty, war and crime, the school will be designed to provide a safeenvironment so children feel safe and protected hence the college being ina gated area.Through the fundraising events, we hope to raise enough resources forthe building constructions, desks, books and the computers. We also aimto secure volunteer teachers from the UK that will train the teachers todeliver the courses. The college will enforce the partnership between theschools and the community. 8. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of CongoAt the college, we aim to provide programmes that promote life skills forall ages and attract more teachers from the surrounding areas.2.5 Core Deliverables Appointment of Charity Project Team Fundraising throughout and publicity Engage Stakeholders in Congo Procuring and appointing a construction consultancy Expression of interest Prequalification of Principle Contractor Appointment of Principle Contractor Kick off meeting with Charity, Consultancy and Principle Contractor Introductions to stakeholders in Congo with Consultancy andPrinciple contractor to gain a more detailed set of requirements Feasibility studies and assessment of free issue land by Principlecontractor Prequalification of Prefabricated Companies Report submission to consultancy and charity Appointment of prefabrication company Procurement of Prefabrication Units Mobilisation of Principle Contractor on site Construction Decommissioning Launch Handover2.6 InterfacesInterfaces with stakeholders will play an important part of theimplementation and success of this project. Any issues that arise through-out this project should be addressed to the appointed project managerand associated PMO.Issues with stakeholders can be identified in the issue log. 9. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo3. Methodology3.1 PRINCE2 Structured ApproachPRINCE2 is a structured approach to project management. Themethodology provides a clearly defined framework, which includesprocedures, tools and techniques to use for this type of project. Prince2 isscalable and can be appropriately tailored to suit this type of project, infact Prince2 is used by the United Nations to undertake similar project inAfrica.PRINCE2 will assist in coordinating the team, supervising the project andbring control to the relevant stages in the lifecycle.Each process has key inputs and outputs and with specific goals andactivities that need to be carried out.PRINCE2 is widely understood and well know. It will provide a commonlanguage for all stakeholders. 10. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo4. Procurement Strategy4.1 Design and BuildThe proposal is to use a single supplier, obtained through competitivetender, in compliance with EU rules and regulations and OGC Gatewayprocedures. The chosen supplier will be responsible for both the designand construction of the technical college. The design requirements ofthe college and functionality will be discussed through consultation withstakeholders.The tender process will include the development and design of aprequalification (PQQ) questionnaire. An expression of interest will beadvertised through OJEC or United Nations (UNOPS)http://www.unops.org/english/whatweneed/Pages/currentbusinessopportunities.aspxPQQs will be sent out to interested parties. The design of the PQQ willbe geared towards skilled civil contractors with Sahara/Africanconstruction and stakeholder experience. Those that pre-qualify willthen be asked to tender. The tender will be assessed from a technical,skill, competence, experience, H&S, environmental and commercialperspective (price). Each supplier that submits a tender will be scoredand ranked, eventually being selected on price, or the lowest, i.e. themost economically advantageous tender (MEAT). Given this is a charityproject and price is of the utmost importance this is a sensibleproposal. A contract will then be drafted up, final special clauses agreedand price fixed.The contractor will be asked to supply proposals for prefabricationcompanies with appropriate options, taking into consideration localarchitecture, design and functionality.4.2 Type of contract for this projectFixed price with economic adjustment: This will cater for high economicinflation, such as those exposed to in the Democratic Republic of Congohttp://www.bloomberg.com/apps/news?pid=20601116&sid=aIX9cT9oNebY&refer=africaMaterials in the Congo may become inordinately expensive at somepoint during the performance of the project. The price of the project willbe adjusted to reflect inflation-induced changes in the contractors costof performance. Typically used for longer term projects, but withrecession and wildly changing inflation in this country is may be anappropriate contract to use.Proposal to use NEC type of contract, non adversarial, using foresight 11. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congoapplied collaboratively to reduce risk and clear division ofresponsibilities, helping accountability and maintains fewer disputes.Diagram 1 Procurement Strategy 12. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo5. Organisation5.1 Organisational StructureThe organisational structure for the technical college project is shownbelow.Project Board for the technical college project Role Name OrganisationExecutive Mr A Exec CharitySenior SuppliersMr P Contractor Principle ContractorMr C Consultant ConsultancySenior UsersMr C MayorMayor on LodjaMr M EducationMinistry of Education Other RolesProject Manager Mr P ManagerCharityIndependent Auditor Mr A Assure ConsultantTable 1 Project BoardThe Independent Auditor has been added to the board because they willprovide valuable information on the state of the project from a qualityperspective and have no bias.The organisational structure (as shown in Diagram 1 below) has beendesigned to show the various roles that are pivotal to the developmentand implementation of the project.You will note that the roles of the principle contractor are not shown. Thisis because the roles and responsibilities are too great to show in onediagram and also that the programme accounts for them in a groupedway, not broken down individually (including cost).The Independent auditor will be part of the project and the PM will havedirect access to this person for consultation and advice as and whenrequired throughout the lifecycle.The organisation chart is self explanatory. 13. Project Plan for Technical College in Lodja, Sankuru Province, Democratic Republic of CongoDiagram 2 Organisational Chart for the Technical College Project in Lodja 14. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo5.2StakeholdersThe stakeholders were identified and interviewed on the basis of theiroverall importance to the project and for the level of support they canprovide. During this process it was discovered that the level of constraintto the project was low and the majority, if not all aspirations could bemet.The following Stakeholders were identified (as shown in thebusiness case: PM and Team Local Congolese Government, i.e. the Local Town Mayor of the region, Town Planners etc The UK (Watford) based charity The local community in Lodja The children in Lodja Teachers and staff who will be working at the school in Lodja The national Government Other charities undertaking similar work Any other charities that will be working with ourselves on this project The donators to the charity, will want to see a successful result with the money they donated to the charity Principle Contractor Construction Consultancy UK and African Subcontractors5.3Roles Pm and Team Senior Supplier Town Mayor Senior User Charity Executive and PM and Team Senior Supplier Local Community of Lodja End Users The Children of Lodja End Users Teachers and staff End Users National Government Key stakeholders Donators Key Stakeholders Principle Contractor Supplier Consultancy Supplier Subcontractors - Suppliers 15. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo6. Plans6.1 Project PlansA staged approach is being adopted for this project. Key stages in thedevelopment of this project are listed below.6.1.1Starting up a project Appointing a PM Design a PM Team Appoint a PM Team Prepare project brief Define Approach Plan next steps6.1.2Initiate a project Planning quality Planning a project Refine business case and risks Setting up project controls Setting up project files Assembly of the PID6.1.3Development/ExecutionDuring this stage the main activities will comprise of: Fundraising Logistics (inc. Construction) Design (Prefabricated) Construction6.1.4Closing a project Decommissioning Launch Handover Ceremony 16. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo 7. Quality Plan7.1 PurposeThis project management quality plan is for the construction of the LodjaCommunity College (LCC). The college will be situated in the town ofLodja which is in the Sankuru Province of the Democratic Republic ofCongo (DRC). It documents the customers quality expectations,tools/techniques, standards, procedures to be applied and theresponsibilities for achieving the required quality levels for the finalproduct to meet the customers quality requirements.7.2 Customers Quality ExpectationsFunctional Requirement: - the school buildings should be resilient andstable to withstand the wind pressures that may come with the weather.The walls should contain appropriate thermal insulation to prevent heatloss during the cold season and prevent heat gains during the summer tomake the students and staff comfortable. To some degree, the schoolblocks should be fire resistant. The exterior of the building itself shouldcomplement the community and the interior should provide and promoteadequate space needed by the teachers and their students. The schoolshall will be sometimes be used by community groups, as such it should beflexible and easily accessible.Performance: - as the school is located in a region where there is heavyrainfall, it is essential that the walls as well as the roofs are constructedwith the right thickness to prevent water infiltration which may lead todampness. Designers should take note of window position to takeadvantage of the daylight while bearing in mind that too much light canhinder the lighting in the classrooms and the right amount can reduceelectricity costs.Security: - parents need to be reassured that the children are in a safeplace, hence having the school in a fence with a gate post to monitor allpersons entering and leaving the premises. The schools location is vitalto the children walking to the school at any time of day. Teachershouses and the administration offices should be fitted with locks, lightingand any other material to keep theft at a minimum. In case of a fire, thebuilding should be able to contain or keep fire at minimum level ofspreading to other parts.Maintainability: - the college should be easy to maintain as most of thecommunity is poor, uneducated and lack employment. Maintenanceshould be kept to low level e.g. roofs, lighting, exit doors, windows anddoors. 17. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo7.3 Acceptance CriteriaImplementation Date: ideally the college should be ready for use andhanded over to the community at the start of the countrys schoolcalendar to enrol its first student intake.Security: - all security requirements should be met especially the gatepost whilst ensuring that their guards health and safety is maintained.The location of the school is within walking distance as most of thecommunity do not own cars. Teachers houses and administration officeshould be fitted with locks and burglar bars to keep thieves out.Running Costs: - the college should provide free education if it is tobenefit the community of Lodja. The running costs should be kept to theminimum to enable the community to sustain itself after the handover.Capacity: - The classrooms should be big enough to accommodate thestudents with room for expansion.Required Personnel Level: - The teachers available all meet nationalstandard and any required training should be provided by the WatfordCharity especially for Science and Technology departments.Development cost: - as defined in Project Initiation DocumentEase of use: - students and pupils must be to walk around the schooland find any facilities easily e.g. toilets, staff room or canteen.Training: - provide training of both the teachers and the trainers that willprovide the training.7.4 Quality ResponsibilitiesROLESRESPONSIBILITIESProject BoardProvide general direction for the project. Authorise and approve project plans and/or any deviations. Approve appointment and responsibility of the project manager.Project ManagerAccountable for quality of the project by ensuring that the quality objectives are achieved. Maintains communication with sponsor and other stakeholders. Ensures that project team adheres to the project quality standards. 18. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of CongoProject Quality Develop, communicate and maintain the qualityRepresentative &plan to ensure that LCC quality standards meet theHS&E Managerlocal building quality standardsManage all documentation relating to qualitysystems guidelines.Manage training of the project team and all staffe.g. local labourers.Independent Quality Ensure quality throughout the construction of theConsultantcollege.Advice project team on how to achieve quality.Conduct quality reviews.Ensures that suppliers and local labourers usedadhere to the agreed quality procedures andstandards.Updates all authorized forms or documentsOrganizes all quality meetings and training.7.5 Applicable StandardsWhile bearing in mind of the human rights set in Article 25, the followingstandards are to be used.Project Management StandardsPRINCE2 Watford Charity uses this as a guide to managing projects.BS6079-3:2000 Guide to the management of business related projectrisk.ISO 10006:2003 Guidelines to quality management in projects.National Quality management standardsThe province adheres to the national standards set for any of thecountrys buildings and will also follow the quality assurance policies forhigher education.Building StandardsISO 22263:2008 provides a structure for the organization of projectinformation (process and product information) in construction projectsISO/CD 11855-2 helps to determine the heating and cooling capacity ofthe buildingISO 15392:2008 applies to life cycle of buildings and provides principlesfor constructing sustainable buildings. 19. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of CongoISO 15928-1:2003 describes the structural safety and includes wind,seismic activity and structural resistance actions.ISO/TR 9527:1994 provides design guidelines for designer to deal withthe challenges of planning for the handicapped in the building.Product StandardsISO/IEC 9126-1:2001; 2, 3:2003; 4:2004 Guidelines to measurementof product quality.The Electrical Equipment (Safety) Regulations 1994 (SI 1994/3260). -Applicable to electrical equipment designed for use with a voltage ratingof between 50 and 1000 volts.CE Markings All plugs and computer supplied to the college mustconform to the New Approach Directive as issued by the EuropeanStandard OrganisationSafety standards - The building must comply with all health and safetystandards.ISO 24510:2007 specifies the elements of drinking water.Quality Assurance and Control StandardsISO 9000-3:1997- Guidelines for the application of ISO 9001:1994 to thedevelopment, supply, installation and maintenance of computer software.IEEE Std 1059-1993 Guide for Software Verification and Validation PlansISO/IEC 14598-3:2000 - Guidelines for Product evaluation process fordevelopers.ISO/IEC 25062:2006 - Software product Quality Requirements andEvaluation for usability testing.AccreditationsInternational Standards Organisation (ISO) 9000 Certification Thisassures the local mayor and us (as the customers) that the contractorsand the subcontractors are in compliance with the ISO quality standards. 20. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo7.6 ControlsQuality logThis contains an up-to-date record of the status of each stage tasks.Tasks are regarded as complete and fit for purpose when all the elementsin the acceptance criteria are met and quality manager has signed themoff in the quality log.The quality log is made available at each Project Board meeting.ReviewsGateway Reviews: - used by project board, to ensure that each stage ofthe project meets clients requirement.Walkthroughs: - going through the construction work step by step with acustomer representative e.g. the local mayor, to make sure that thebuilding constructions are aligned with the national building standards.AuditorThe project quality assurer will visit the supplier sites, to ensure that ourstandards are relevant to their standards and services. The qualitymanager will also carry out internal audits to ensure that all formalpolicies and standards are adhered to during the project activities.Specialist Work Quality Control and Audit ProcessesAs the school is constructed using the prefabrication method, this workwill be contracted to third party suppliers. The quality of these supplierswill be controlled through the contract clauses and are also subject tointernal audits by our quality assurer. 21. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo7.7 Change Management ProceduresThe change management procedure to be followed is reflected in the tablebelow. Process ActionResponsibilityDocumentRequiredChange requestedComplete aAnyone in the Request for changechange requestproject team/client form (RFC)form. Quality Issue LogLog the changeadministratoras an issue.Submit the RFCPass on the formQuality RFC.to the authorised Representativeperson forapproval.Analyse theConduct cost Project manager or RFC.Impact of the estimation forprojectException reportchange on project new change. And board/sponsorIssue log.and other define thedependenciesbenefits.Approve/Rejectand sign off RFC.Escalate toprojectboard/sponsor ifchange exceedsproject mangerstolerance byproducing anexception reportUpdate Issue LogImplement the Produce a planProject Exception planchange. and carry out team/Project(* for changesactivities required Manager outside tolerance)to incorporate thechange. Communicate theMeeting withProject Manager Highlight report tochange. project team/ sponsor.progress report toCirculate the minutessponsor if change of meeting to theis an exception project team.(off specification) 22. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo7.8Configuration Management PlanControlDocum Naming Submission Responsibilitydocumentsent Convention process locatio nPlansQuality plan Electroni Pln/Type/version Manual & Project ManagerProject plan c&number ElectronicProject Initiation ProjectDocument manage ment officeProceduresQuality manualsElectroni Prcd/type/versio Manual QualityOperationalc&n number /ElectronicConsultantprocedures ProjectHealth and Safetysupport Project Managerprocedures officeReports/Requirement SpecificationsThe wholeProgress Reports Electroni Rpt/type/version Manual team, roles areException Reportsc&numberassignedEnd Stages Reports.Project appropriately forEnd Project Report.support delivery ofLessons LearnedofficeDes/Type/Versio reportsReport.n numberRequirement/Design SpecificationFormsRisk log Electroni Forms/Type/Ver Manual QualityIssue logc&sion number RepresentativeQuality logProject and HS&EChange Request support Managerform.office 23. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo7.9 Quality ToolsFlowchart: - Used in the planning/design phase and indicates theprocesses, materials, services, time, the people involved and thedecisions to be made at each step in the project.Checklists: - This will be used to walkthrough various stages of theproject to ensure that all quality expectations have been met e.g. correctprocedures followed, standards, necessary forms completed, approvals.Failure Mode Effect Analysis (FMEA): - to identify all possible failuresthat may occur during the project lifecycle. The failure consequences arestudied, prioritised, eliminated or reduced according to their priorities.Plan-Do-Study-Act cycle (PDSA): - used to monitor any changesimplemented and for continuous improvement of the project.7.10 Health and Safety at WorkThe responsibility to maintain health and safety lies with everybody fromthe employers, employees, contractors to the clients. The principalcontractors will have to abide by the regulations set out in the contractualagreements. The following section covers the regulations that will beapplied and enforced during the course of the project.Asbestos suitable disposable overalls, boots, and masks will be providedfor all employees working with asbestos. It is essentials that all materialsare kept damp, use hand tools and clean as you go. For all employeeswho have not worked with asbestos before, training will be providedtogether with all leaflets containing all information about asbestos forreference.Control of Substances Hazardous to Health (COSHH) such substancesmay be found paints, lubricants, varnishes, timber laminates, sawdust,disinfectants used for treating water systems and fume and gasesresulting from welding.As a safety measures, respirators, masks and gloves will be provided.Further description and control measures of these substances can befound in the safety data sheets. The data sheets provide users withinformation on how to handle and store the chemicals. They also providea description of the hazards that they can cause and the procedures to befollowed should an accident occur. 24. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of CongoDisease reduction programme apart from following the safetyprocedures of asbestos and COSHH, alcohol and drugs, it is theresponsibility of;The employer is to ensure that employees (including clients andcontractors) adhere to all the health and safety procedures to prevent anydiseases from occurring and/or spreading.The employees ensure that they are following the right procedures andpractices to prevent any diseases from occurring and/or spreading.Alcohol and Drugs in accordance with section 2 of the Health andSafety Act of 1974; it is an offence for anyone to allow the consumptionor supply of drugs on the construction site. To enforce this, a policy hasbeen developed by our charity to prevent any misuse, copies of whichhave been distributed during the contract agreement to all personsinvolved.Human factors involves having the right number of people at the righttime in the right place to maximise workload whilst minimising theaccident risks. It is also essential that the workload is balanced asexcessive workloads may lead to errors and slippages, at the same timeless workload may lead to boredom and reduced alertness. This alsoapplies to contractors. Supervision is also required to ensure all practicesare put in place. Further information for who the supervisors are can befound in the quality managers office.Noise it is inevitable that employee will be subjected to noise on thesite due to hammering, use of powered tool and/or digging with tools thatcause vibrations. Therefore, to prevent any problems associated withhearing including loss, employees are given hearing protection andadvised to use it together with the training and health surveillance.Temperatures during the summer, wherever possible, work will berescheduled to the cooler times of the day. Employees are advised to takeadvantage of the drinking water provided, shades will be erected wherenecessary and appropriate sun screen provided for internationalvolunteers. In winter and the rainy season, where possible, work may bedelayed to warmer and drier times. Warm clothing will be provided as wellas hot beverages.All accidents are reported and recorded to the person in charge who fillsout the Reporting of Injuries Diseases and Dangerous OccurrencesRegulations (RIDDOR) form provided by the regulations board of 1995.Languages - All health and safety procedures, working practices and anyreference material can be found in English and French. 25. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of CongoTo ensure that all the above health and safety regulations are met, theperson in charge will also carry out a weekly risk assessment using a riskassessment sheet. 26. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo8. WBS, Estimates and Actual CostThe work breakdown structure comprises of various components thatform a complete working document, uploaded electronically to the Groupsystem (as appended). The document is in the form of an excelspreadsheet that has been expanded to include the cost profile for theproject. (See Appendix A)The work breakdown structure comprises of the following elements: Start up the Project Fundraising Initiate project Procurement Process Staff Design Execute Project Mobilisation Logistics Construction Prelims Ground works Build Teaching Spaces Non-Teaching Spaces Exterior facilities and Premises Environmentally design friendly factors School Power Supply Furnishings Project Closure LaunchLevel 2 information and comments can be found on the excel documentas mentioned above.The build-up of the budget (aligned with the WBS) is demonstrated inTable 2 below. 27. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo8.1 Total Estimate, Construction Cost, Budget to Date andCost to Date The total estimate of the project is: 3,465,934 The total Cost of Construction is: 2,301,875 Budget at March 2010 is: 716,383 Cost to Date: 716,383 Variance: 0*The estimates were derived from similar charity projects. Please seetables 2 and 3 for additional information below. 28. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo 8.2 Work Breakdown Structure Level 1 BudgetTable 2 WBS and Budget (additional detail attached electronically) 8.3 High Level Cost Profile Budget across lifecycle (month) + ActualsTable 3 Budget across the lifecycle 29. Project Plan for Technical College in Lodja, Sankuru Province, Democratic Republic of Congo 8.4 Cumulative Budget (less OH&P + contigeny and risk cost) Vs Actual Cost + Cumulative Risk ProfileDiagram 3 Budget Vs Actual Cost + Cumulative Risk Profile across the lifecycle 30. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo9. TimescalesKey Milestone Dates DurationStartFinishProject Timeline506d01/05/0901/05/2011Appoint team1d06/05/0906/05/09Fundraising 505d01/05/0929/04/09Procurement of Architect, QS2mo 12/05/0907/07/09etcTendering process for principle101d09/07/0927/11/09contractorContract Award for principlecontractor (cool off period 1010d 02/11/0913/11/09days)Initiate project231d12/05/0908/04/09Procurement of prefabrication10d 16/03/0929/03/09unitsProduction and Delivery of5mo 30/03/1027/05/10prefabrication unitsconstruction121d28/06/1014/12/10Completion of construction1d15 Feb 11 15 Feb 11Decommissioning 2w16/12/1029/12/10Handover6w30/12/1010/02/11Ceremony1d01 May 11 01 May 11Table 4 Milestone DatesA formal Project Plan using Microsoft Project (including Gantt chart) isavailable electronically. The Plan can be presented at each Project Boardmeetings, identifying actions completed and areas of slippage. 31. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo 10.Project Controls 1.0.1Checkpoint Meetings/ReportsThe Project Manager will provide monthly reports and additional informalcheckpoint reports as required. 1.0.2Work Package ManagementFormal work package management is being undertaken by the principlecontractor and is primarily managed through the consultancy, overseenby and approved by the PM team assigned and appointed by the Charity. 1.0.3Highlight ReportsHighlight reports will be provided by the Project Manager on a quarterlybasis to update the Board. Highlight reports will also be circulated prior toProject Board meetings. 1.0.4Exception ReportsException Reports will be generated if the Project Manager forecasts thatthe tolerances agreed for any Stage, or the Project, will exceed thoseagreed with the Project Board. 1.0.5End Stage AssessmentsEnd Stage Assessments will be undertaken at the end of each Stage, andwill be supported by the key deliverables of each Stage. 1.0.6Mid Stage AssessmentsMid Stage Assessments will be held in the event that an Exception Reportneeds to be presented to the Project Board. 1.0.7Project ClosureA final project report will be provided at the end of the project. 32. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo 11.Risks 12.1 Projects Attitude to RiskThis is a construction project that is being undertaken in a foreign countrywhich applied different laws, legislation and procedures, however thisdoes not mean the level of quality and risk tolerance is therefore relaxed.This project will be undertaken in the same manner and standard as if itwas being built in the UK. The board and PM will be expected to adhere tohighest of standards on this project and will undertake risk managementon a project of this scale and size with the same careful planning to risk,if not more so due to the unique nature of the project. 12.2 Project Managers ApproachThe Project Manager will meeting with a representative from the PrincipleContractor, possibly the construction manager, alongside the architect,QS and engineer from the consultancy periodically to review the status ofall risk mitigation efforts, review the exposure assessments for any newrisk items, and redefine the projects Top five Risk List. This will beundertaken alongside quality reviews.This is to instill a culture of risk management on this project. Taking intoconsideration local contractors and their application of new techniquesand use of materials (which they will be trained in), it is imperative thatrisks become a top priority for this project. 12.3 Period Dates for reviews are:01/05/201001/06/201001/07/201001/08/201001/09/201001/10/201001/11/201001/12/201001/01/201101/02/201101/03/201101/03/201101/04/201101/05/2011 33. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo 12.4 Risk Management ProcedureThe risk management procedure will comprise of the following steps:Diagram 4 Risk Management Process 12.4.1.1Identify ContextThis step has been undertaken through meetings with the project team,i.e. brainstorming sessions and meetings with stakeholders. Given timeconstraints, options such as Delphi technique, whilst beneficial did notform part of the identification exercise. In addition research of the riskson similar projects was undertaken. 12.4.1.2Identify RisksAll workers, management, supply chain etc need to assist in theidentification of project risks. This will help minimize risks and exploitopportunities. In order to reduce the exposure of threats the Project 34. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of CongoManager will make instill a culture of risk awareness through guides, billboards and workshops to reinforce behaviors. 12.4.1.2.1 Early WarningsEarly warning indicators will be used on this project to provide advancewarning to the PM team so that it may respond to changes to the plan,cost, schedule, quality etc. Early warnings will be logged and monitored.The wider project team will be required to speak up and inform managersof any issues that might affect the project in a negative way. Also, anypotential opportunities for efficiencies or cost savings need to be filteredthrough so they can be exploited. 12.4.1.3AssessAssess the threats and opportunities to the project in terms of probabilityand impact. See FMEA. All risks will be assessed for the cost of the impactto the project using the Expected Value method, where the likelihood % ismultiplied by the Cost of Impact to bring a total of Expected MonetaryValue to the project, for example the cost of a risk is 20,000 and theLikelihood = 60% then the expected value would be 12,000. 12.4.1.4PlanThis step is primarily concerned with the specific management responses,for instance identifying and evaluating a range of options for respondingto threats and opportunities. 12.4.1.5ImplementIn order to implement effectively risk owners and actionees have beenadded to the FMEA. 12.4.1.6CommunicationThis is central to all of the above sequential activities. As previouslymentioned in project controls the various reports will be used as ameans of keeping the project on track. 12.5 Risk ResponsibilitiesTo maintain a reasonable budget, a decision has been made not toemployee and permanent role for this risk because the ethos on theproject will that everyone will be responsible for risk on the project. A riskworkshop onsite prior to construction will be undertaken, alongside the 35. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of CongoQuality Zero Tolerance Day. This will outline the expected culture of theproject and how all parties are expected to perform.The PM will through the FMEA process delegate and assign roles tovarious team members to monitor and respond to risks.In addition the board will provide input into the project of any externalrisks that may arise if they are to affect the project, for example adisease or virus that could impact on delivery. 12.6 Risk LogThe risk factors identified and managed for this project will beaccumulated in a risk list, which is located on site in mobile office. 12.7 Closing RisksA risk item can be considered closed when it meets the following criteria:The mitigating action has been carried out and the issue no longer posesa risk to the project. 12.8 AccessDue to the geographic location of this project certain stakeholders will notbe able to be present onsite at all times during the delivery.The plan will include a live (online) system which shows in real time therisks that are being managed on the project. This will give the boardaccess to key information on the project. This also allows the board toexert some control without having to gain access to certain people to getinformation. A spin off benefit of this system is that the senior user, keysponsors etc can have an idea of the progress throughout the life cycle. 36. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo 13.FMEA and Risks FMEA for Technical College Project in Lodja, Sankuru ProvinceScoreImp Prob Ranki UniqueactPotentialabilitngCost of ExpecteResponsibility/ RemedialIdentifie1Probable causeRisk y-1 S*LImpact d ValueActionrto to 10(1 to 10100)Late placement of Ensure order for order forprefabricated units are prefabricated unitsplaced on time sufficientlyfor construction to begin asplanned. Prefabricated unit Keep close relationship with company complete prefabricated company and units later than have a day to inspect and expected review progress onsite priorto delivery. Keep opencommunication channels so Latethat production issues can delivery of 11001 10 7 70 be discussed. Payment on prefabricate 4,13379,893delivery as a means of d unitsapplying pressure to thecompany. Problem with the Monitor delivery of transportation ofprefabricated unit, make units to Lodga, viaback up plan of alternative logistics to airport transportation mode should from UK and then there be any major delays from delivery from with transportation Lodja airport, particularly during the wet season Careless handling of Assign member of project units during team to supervise Principle transportation Contractor to ensure Damage toeverything is going smoothly existing with delivery structure 10Packaging of units Ensure Principle Contractor0027 7 49 during 3,76750,846unsatisfactory double checks all units transportati before dispatch. on Ensure Principle Contractordouble checks all unitsbefore dispatch and atdelivery Poor sanitationHigh level of hygiene to bemaintained on site Inadequately Project crew to be properly vaccinated project vaccinated personnel Outbreak of virus in Review current policies and Diseases, region procedures of how to deal0038 7 5600 outbreak with situation, advise teamand review cost, scheduleover the lifecycle. Considercontingency andcoordination of efforts toadjust project plan,resources etc to counteractoutbreak 37. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo Poorly Fundraising activities Focus on high earning timeddo not deliver onactivities - appropriately fundraisingtime timed to critical activities in for the 20the programme.004 10 5 50 project0,823 100,411 could affect the programmeFailure of equipment Ensure equipment complies with industry standards and that is it is safe to useUnsafe practices and Equipment used forworkingexpressed purpose, stored and retired in accordance with manufacturer guidelinesInadequate Participants briefed on Injury on2 equipment from local correct equipment to use005site (jnc77 494,000 11,760tradesmanand supplied correct Landmines) equipmentInappropriate safety All project team memberstraining or lack ofmust take adequatetraining on site precaution to ensure safety and safety of others as identified in the quality plan, which will outline procedures to be used for this project.Due to poorUse of high powered diesel Lack ofelectricity supply ingenerators as power source electricity 12 Congoduring build (see prelims)006 76 42 Supply 6,923 53,308 During buildDiesel shortage in Place early order for diesel Lack ofCongofuel to be delivered to site diesel to and stored safely. Ensure power quantity ordered sufficient generators,5007 65 30for duration of build. affecting0,000 15,000 Outsource from different price of supplier if required procuremen tBurst river bank Flood protection on site erected. This can be done, however reports tell us this is risk is marginal and Flooding of unlikely to occur008 84 32 ? site 15,000 Cost of Impact will not be added a reasonable sum is allocated in the unlikely eventHeavy rainfall Ensure delivery of building materials before rainy season Poor roadUse of InadequateHire appropriate mode of conditions mode oftransportation for road5009especially 47 28 transportation conditions0,000 14,000 during rainy season 38. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of CongoVolcanos, Cannot easily plan for suchearthquake,risks will therefore have toHurricanes accept risk Act of God, unquantifiable. All work stops to put back for another date. Cost to put Natural 3,65back damage could cover010 9 3 27 Disasters9,033 50,000 the entire build. For the purposes of this project it might not be suitable to add cost of impact, however an nominal value will be added to expected value to cover some minor damagesInadequately skilledEmploy tradesmen from Lack oftradesmenneighbouring countries locally 10011 5 5 25 skilled0,000 25,000 Additional training, guides tradesmen and assistance in deliveringInadequate supply of Investigate neighbouring Lack oflocal materialscountries of required locally 10building material012sourced5 5 250,000 25,000Supply and Demand, buildingWeather materialDamage to solarPanels to be adequatelypanels duringprotectedtransportationLate dispatch of solar Ensure order place in good Late 10 panels from UK time with regular update013delivery of5 5 250,000 25,000 meetings as to progress of solar panels panelsTransportation delaysMake backup transportation plans in case of major transport delaysLocal people stealingEmploy local gatemen tobuilding materialpatrol site at night time Security 5014 3 5 25 theft issues 0,000 12,500Poor procurement Renegotiate terms, possibleprocess, resulting inchange of contract clausesacceptingto include bonus/abatement Unreliableinexperiencedschemes to push the performanc 68 principal contractor contractor to perform.015e of 8 3 244,800 164,352Possible additions to PM to principal drive performance contractorMisunderstanding ofEnsure project brief fullyproject objectives understood by principal contractorWet and dry season External structure erectedin the Congo and made water tight before wet season begins. Climatic20Dry season, ensure016 4 6 24 conditions 0,000 48,000 hydration of team, medical facilities to be made available and awareness of issues with conditionsLanguage barrierEnsure at least one member Misundersta of project team is French nding with5speaking017local4 4 160,000 8,000 Poor workEnsure principle contractor subcontractperformance by local has fully check sub orssubcontractorcontractor experience 39. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo Rework -Structure does notEnsure all standards are correctingmeet qualityadhered to. poor qualitystandards 25018workmanshi 4 4 160,000 40,000 p and requiremen ts changing Inappropriate use ofAll transactions to be given project funds final OK by charity administrators. All funding requests to be properly documented and signed by charity administrators before funding is released.5Auditing of financials on the019Corruption 5 3 150,000 7,500projects will be undertaken to reduce corruption and spurious claims. QS will be responsible in verifying subcontractor costs High cost ofPlace order for second hand Issues with equipment reconditioned equipment in procuring of2advance of school opening020technical5 3 150,000 3,000 equipment for school Political instability Investigate stability of Lodga, Congo 15021Terrorism7 1 140,000 21,000 Lack of Lack of water Well to be built outside of5022fresh water3 4 12 sanitation system inschool0,000 6,000 supplyCongo Non acceptance of Early liaison with local mayor technology college by on mitigation measures Cultural 1local people023 3 3 9 issues 0,000900 Inadequate sanitary Erect temporary sanitation facilitiesunits for duration of build5024Sanitation 2 3 60,000 3,000Poor awarenessTraining for all team779,Total 470Refer to Table 2 for total check 40. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo 13.1 Assumptions and Rationale used in developing values fortop 10 risksNo.Assumptions and Rationale outlined for top 10Cost of delay calculated to be full cost of construction of prefabricated001 units, divided by 6 month duration for work, giving a total cost for 1month. Delay calculated as one monthCost of Impact calculated as total cost of areas, divided by 3 key area002 headings to derive the cost, so for instance Building Teaching spacestotal, Non teaching spaces and Exterior facilities and PremisesValue not applied risk has materialised and therefore costs003and plan have been designed to account for it.004The total cost of the project (less contingency etc) /12 months whichcovers the main cost of the executive phase, close out, handover etc.005 Hard to quantify, reduced productivity. X2 staff - full time on project at250 per day006 Total staff cost / 12 months = 1 month cost to cover delaysAn Allocation has been made for the cost of extra diesel in the event of007issues arising from lack of supply, or high price hikesCost of Impact will not be added a reasonable sum is allocated in the008unlikely eventAlthough the rainy season will pose a great risk to the project normally,009 our programme has already taken account of it and therefore the costimpact is reducedImpact - full cost of project, however only nominal value applied due tothe unforeseen issues. Assumption made, no natural disasters will take010effect. If so, a re-estimate will need to be made and more fundraisingwill be required.Table 5 Assumptions and Rationale for Cost of Impact 41. Project Plan for Technical College in Lodja, Sankuru Province, Democratic Republic of Congo 13.2 Expected Values of the Risks Profiled Across the projectTable 6 Risks Profiled across the lifecycle of the project (Diagram 3) 42. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo 13.3 Top 5 Risks 13.3.1 Late delivery of Prefabricated UnitsThis was identified as the number one risk as the units are fundamental tothe construction of the school. Without the prefabricated unitsconstruction of the technical college cannot continue.The prefabricated units will be constructed by a company that has beenprocured by the project team off site in the United Kingdom. These unitswill then be shipped to Lodga.The main risk lies with the delivery of these units to Congo. Severalfactors have been identified as possible reasons for the delay of theprefabricated units arrival to Congo. These include:- Late placement of order by the project team for the prefabricated units. This will have a knock on effect on delivery date of the units. The company making the units complete the order late and hence delivers units late. Problems with the transportation of units to LodgaThis risk will be closely monitored and some contingency actions put inplace to overcome any problems should they arise. Contingency includesuch actions as:- Ensuring order of prefabricated units is placed in sufficient time to allow adequate time for order completion. Progress report emails between prefabricated unit company and project team whilst units are being built to keep project team fully informed of progress. Transportation of the units to Congo will be monitored closely, alternative method of transporting the units to Congo will be made as a back-up plan should we experience any problems with plan A. 13.3.2 Damage to existing structure during transportationThe FMEA identified damage to prefabricated units during transportationas the third most significant risk. This is because if the units are damagedduring transportation the effect will be a delay to the project whilst theunit/s is fixed or in the worst case scenario rebuilt in the UK. This will alsoincur significant costs to the project.Damage can come about through a number of factors including:- Careless handing of units during transportation Damage caused in warehouse before the dispatch of the units to Congo 43. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of CongoMeasures have been put in place to minimize the likelihood of this risksmaterialising. These include:- Assigning a member of the project team to accompany the structure during transportation to ensure careful handling of the units. Request that the company supplying the units protect units adequately with packaging. We will ensure all units leaving the warehouse in the UK are of high standard and free from damage. 13.3.3 DiseaseDisease was identified through the FMEA analysis as the second mostcrucial risk to mitigate. This is due to the fact that if enough of theworkforce on site is unwell this can cause serious delays to projectprogress. Reasons for disease spreading on site include such factors as:- Poor sanitation on construction site. Inadequately vaccinated project personnel Contamination Poor hygiene levels Poor health managementTo keep the spread of disease to a minimum all project team membersincluding local sub contractors will be required to follow strict hygienestandards on site. All foreign nationals of the project team must be fullyvaccinated against local diseases. 13.3.4 Poorly timed fundraisingIf the fundraising has not been timed appropriate the funds will not beavailable at key points during the project. The results of which wouldundoubtedly put the project back and additional costs would be incurred.In addition productivity would reduce and remedial action is limited. 13.3.5 Injury on siteInjury on site was analysed to be the fifth most significant risk to theproject. A number of factors can lead to injury occurring on site duringthe construction of the college, these include such factors as:- Failure of equipment Unsafe practices by the builders Inadequate equipment being used on site. 44. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of CongoAs the safety of project team members is of utmost importance stricthealth and safety measures will have to be adhered to on site by allproject team members. This will include factors such as:- All equipment must comply with industry standards Equipment must be used for express purpose only, and must be stored appropriately after use. All participants must be fully trained on the proper handling of equipments. Project team must at all times be vigilant for their safety and the safety of others on site. 12.Benefits 13.1 ResponsibilityIt is the responsibility of the Project Manager to ensure the output of theproject. In the case of benefits it will be the responsibility of the Charity andsenior user and end users to ensure the benefits are realised. Post handoverthe school will be left in the hands of the local government and the Mayor.The Principle contractor will adhere to the defects liability period as per usualin construction projects. Within this 52 week window the Principle Contractorand Prefabrication company will held to account for their deliverables. Awarranty period of 5 years will be added to the prefabrication units. 13.2 Benefits IdentificationThere are three classes of benefit that are applicable to this project: 1. Strategic 2. Internal 3. Design 4. Construction - Sustainability 13.2.1StrategicThese benefits are the result of strategically important factors that cause aproject to be initiated. Raising the charities profile Develop deeper relationships with the Congo and local government Test case PM Team for future work Better organisational image Major upgrade of IT infrastructure or architecture in Lodja and used as a test case for future charity work by other charities 45. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo 13.2.2 Internal Stretching current charity abilities in terms fundraising Efficiencies in processes derived from Projectised approach Knowledge sharing in the Charity by new members helps competencies of current members Increase of virtual working, good experience for the team and charity as a whole Reduction in paper/admin costs due to online working Increase revenue to charity as a spin-off from fundraising campaign Promotion of best practice in procurement 13.2.3 DesignA good design should ensure that buildings, infrastructure, public spaces,are fit for purpose, sustainable, resilient to the climate conditions,adaptable and attractive.Commitment to developing a technical college that can cater to learningup to the ages to 18 years that with capacity, functionality andattractiveness to bring in 500-600 students from further a field andincreasing punctuality, commitment and the development of education inthe region. In addition, to increase the overall benefit of the localcommunity whilst drawing in the wider community, i.e. parents, businessand development.Build with the climate. Take into consideration sustainable materials,biodiversity, water and waste. 13.2.4 Construction - Sustainability minimizing carbon emissions during construction procuring construction based on whole life value aspiring to achieve zero carbon buildings dealing with climate change challenges conserving water resources preserving other natural resources creating, managing and enhancing wildlife habitats and natural landscapes working in an environment of zero accidents and incidents educating and training, and then retaining a skilled workforce encouraging innovative solutions driving down the cost of sustainable technologies and solutions allowing the complete supply chain to participate and collaborate designing for; environmental, social and economic sustainability making existing regulations work better 46. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo sharing knowledge, lessons, experiences, and best practice across the supply chain recognizing and applauding successes and achievements water efficiency and management (potable and surface water) bio-diversity impacts, conservation and managed solutions waste reduction and eliminationThe project, when baselined will take account of these. They aremonitored throughout the lifecycle till handover and post handover. 13.ProgrammeTimescales of Project Phases FinishProject Phases Duration Start DateDate Project Timeline506 days 01/05/2009 01/05/2011 Project Management Tasks277 days 01/03/2010 01/04/2011Start up the Project (AppointProject Team)6 days 01/05/200911/05/2009Fundraising 505 days01/05/200929/04/2011Initiate project231 days12/05/200908/04/2010 Execute Project192 days15/03/201014/12/2010Above are the proposed timescales for each phases of the project, thereare four (4) phases in keeping with the PRINCE2 project lifecycle. There ishowever some overlap between the Initiate and execute phases of theproject due to the audit process that takes place at the end of the Initiateproject phase. This however doesnt stop the next phase (execute)commencing with the procurement of the prefabricated units.The fundraising activities have not been linked to any of the phases of theproject as this is an activity that will be continuous through-out the projectuntil the Technical College is opened. Project Management tasks have beenseparated from the Gantt and will be undertaken by the project manger andthe PMO staff.The Key stages in the development of this project are listed below:- 14.1 Starting up a projectThe project starts up when the Project manager is appointed by the charityexecutive, the rest of this Start-up phase involves, designing the PM Team,appointing the PM Team, preparing the project brief, and then finally definingour approach & planning the next step. These tasks all follow sequentially onthe project plan. 47. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo 14.2 Initiate a projectThe next phase is the Initiate a Project phase, which is triggered once theplan the next stage/end of stage meeting is completed. This stage is kickedoff with producing the PID (project initiation document) similarly the projectmanager will begin to procure the necessary consultants needed toundertake this project. Once the PID is completed this leads onto theproduction of the project Gantt, and the quality plan.The next task is the stakeholder risk work shop, chaired by the projectmanager. The aim of this meeting is the elicitation of potential risks on theproject from all project stakeholders which is to qualitatively define each riskraised. All consultants who have been employed at this stage will also attendthe meeting for their input. This will then be used to develop the risk plan,produced by the project manager.Once the procurement of consultants process is completed, and a consultantQS has been employed the tendering process for the principle contractorbegins. This is estimated to take as long as 91 days (as detailed in theproject Gantt). Similarly, the recently employed consultant architect andengineer will begin creating the first version of the design specification forthe build of the Technical College in Lodja. This is important as we need tocommunicate proposal to the principle contractor using the correct technicallanguage.The design specification will then be used by the selected principle contractorto undertake their architectural design of the Technical College. The designwill then be passed back to the charitys consultant architect and engineer toreview. and then passed back to the principle contractor to implement thosedesign comments. The design review process will be important in ensuringthe quality of the design and ensuring that the principle contractors designconforms to the charitys design requirements. This stage is then closed withan end of stage meeting to plan the next stage of the project. Finally, anexternal auditor will audit the charitys design process and procedures oncethe architect and engineer become available again. 14.3 Development/ExecutionThe following phase is the Execute Project phase and is initiated by thedelivery of the principle contractors final design, thus allowing the charitiesarchitect and engineer to proceed with the creation and order of all the BOMson the project. This is a major payment milestone for the project and willresult in 684,800 worth of materials being ordered on the project. This is allthe projects materials and carries a major financial risk, therefore a fundingmeeting (Procure Prefab. Units Go or No Go) will take place over a monthbefore (08/02/10) to ensure that the charity has the necessary funds to 48. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congoorder all the materials need. The project team will then be able to make aninformed decision on whether to proceed with the project.The lead times for the prefabricated buildings, construction materials, andprelims vary and have been shown on the project plan accordingly. Thesematerials also take around 2 months to transport from the UK to Lodja,Democratic Republic of Congo. Importantly, these will not be delivered untilJune, avoiding the outbreak of the Ebola virus. It has been advised to avoidentering DR Congo during the period of 1st March 2010 till 1st June 2010 toavoid risk on international staff contracting the Ebola virus. This should notbe an issue on our project, assuming the outbreak finishes on the 1st June,as or international staff will not enter DR Congo until the end of June.The first materials to arrival in Lodja will be the prelims on the 28th June2010. From this point forward, the construction phase will begin will ourconsultants overseeing the construction in Lodja and providing advice wherenecessary. The Project Manager will also be on site to oversee themanagement of the construction and to be nearby should any problem occur.The first phase of the construction will be the setup of the prelims, setupfacilities such as temporary water supplies, power, and installing anytemporary roads that will be required on site. The Principle Contractor willthen begin the groundwork on site, building the foundations on which theprefabricated buildings will be situated upon.The construction from that point forward will have to been undertaken in 3teams in order to save time, the principle contractor may have to fly in extraresource for this stage of the construction. At this stage the 3 teams willwork on three separate parts of the Technical College at the same time, oneteam, to build the teaching areas, other for the non-teaching areas, and thethird to build the exterior facilities and premises. The Design of the TechnicalCollege will be designed so that is feasible to undertake this constructionstrategy and shorten the time span of the construction.The wet season in DR Congo is between November and March, therefore theaim is to have all construction and most significantly all materials on sitebefore November to ensure productivity is not affected by this rainy season.According to the plan the construction of all the buildings and the exteriorfacilities will be completed by the beginning of November, therefore theproductivity of the construction phase should not be affected by the rainyseason too much. During this period the internal furnishing of the TechnicalCollege will be installed which should not be affected dramatically by therain. However the installation of the power supplies with commence duringNovember, this could potentially be slightly hampered by the rainy season.Ideally, the charity would prefer to schedule this task sooner however is itnot possible to bring this task any further forward. Construction is scheduledto finish on the 14th December 2010, closely the execution phase with anend of execution stage meeting. 49. Project Plan for Technical College in Lodja, Sankuru Province, DemocraticRepublic of Congo 14.4 Closing a projectA finally the final phase is the closing the Project phase. This starts with thedecommissioning of the construction with a parallel activity of an externalaudit of the construction process. Once decommissioning is completed, thehandover process will commence involving the efforts of the charity, theprinciple contractor, and finally the local Lodja Government. The local LodjaGovernment will be responsible for the up keep of the Technical College afterhandover so it is important that all aspects are covered during this 6 weekperiod to enable the local government to maintain the technical college. Oncethe construction is completed, the principle contractor qualifies for a paymentof 650,750.Lessons learnt meeting will take place so the charity can collect all lessonslearned and make strategic decisions for the charity to undertake similarprojects in the future. The final stage is the preparation of the openingceremony, which will be attended by a celebrity/sports personality to raisethe profile of the event. This will be completed by 17th March 2011, leaving asignificant contingency in the plan of 31 days before the opening ceremonyon the 1st May 2011. With a high risk, low visibility project like this project,these extra 31 days could be very important. Hopefully, these will not beneeded.