X470 Project Management UC Berkeley Extension, Business and Management August 2009 Anuradha Vaddadi Miguel Rivera Prasada Martala Wayne Harriman Archina Vishen Kiumars Golriz
Table of Contents 1. Project Scope Statement. 3 a. Vision b. Business Need c. Project Description d. Project Deliverables e. Project Objectives f. Assumptions g. Constraints h. High Level Risks i. Approval Signatures 2. Stakeholder Analysis. 11 3. Project Lifecycle.12 4. Work Breakdown Structure (WBS)..15 5. Cost Baseline.22 6. Schedule Baseline.... 24 7. Communications Management Plan. 28 8. Responsibility Assignment Matrix.. 30 9. Risk Response Plan...31 a. Prioritization of risk types b. Risk Assessment Metric The Leeders - August 2009 2
Project Scope 1.a Vision Eco Solutions Inc. is a leading player in Construction Industry with a mission to provide sustainable solutions for eco friendly lifestyle. 1.b Business Need Eco Solutions Inc., with it s headquarters in Baltimore, MD, has branches through out the USA. Company leadership decided to provide cutting edge green solutions to one of it s existing office buildings with an objective to get LEED certification from USGBC. To achieve this objective Eco Solutions decided to get the building LEED certified from USGBC under Existing Building Operations and Maintenance. The company s focus was to achieve maximum operational efficiency in a cost effective manner while maintaining minimal environmental impact. The Leeders - August 2009 3
Project Scope (contd ) 1.c Project Description The project involves providing sustainable design solutions, strategies, technologies, synergies and trade-offs to existing office building in San Mateo, California. The key emphasis was to drive down operational costs, increase productivity in an environmentally responsible manner. Some of the essential strategies include- parking for fuel efficient vehicles, photovoltaic solar panels, occupant sensors, mercury lamps with low mercury content. The office space includes entrance lobby, reception and waiting area, workstations, executive cabins, conference room, server station, storage area, machinery and equipment area, pantry and restrooms. (contd ) The Leeders - August 2009 4
Project Scope (contd ) 1.c Project Description The Following are the essential Project features:- Property type Location Status Building size Total no. of Stories LEED Rating system Points targeted & achieved - Commercial - San Mateo, CA - Existing, 1996 built - 12,000 sf. (small size office building) - 1 story - Certified under Existing Building O&M - 39 (Required Points for certification is 34 42) Date of commencement of project - 8 / 3 / 09 Date of completion of project - 10 / 31 / 11 (Including performance period and Final certification) Total duration of project - 2 years 2 months 28 days Total cost of project - $429,075 The Leeders - August 2009 5
Project Scope (contd ) 1.d Project Deliverables Is LEED Certification Green Building Solar Panel Installation Mercury Lamp installation Is Not Remodeling Interior Design Redoing the roof Redoing electrical connections Designating parking spaces for fuel efficient vehicles Duties & Responsibilities of LEED AP Not increasing parking area Credentials of LEED AP Installation of occupant control sensors Automatic doors The Leeders - August 2009 6
Project Scope (contd ) 1.e Project Objectives Eco Solutions Inc. intends to meet the requirements by achieving LEED certified rating under Existing Building Operations and maintenance from USGBC. The objectives also include accomplishing the goal within the budget and schedule while achieving maximum operational efficiency with minimum disruption to company s day to day Operations. 1.f Assumptions Contracts to be awarded to authorized vendors only LEED certification requirements do not change during project implementation Electric and plumbing connections already in place The Leeders - August 2009 7
Project Scope (contd ) Building is not going to under go major renovations Building will be fully occupied for at least 12 months proceeding certification application Building is in compliance with Federal, State and Local laws and regulations Project scope includes 100% floor area of the building All prerequisites and other credits as mentioned in planning phase are met and approved by USGBC for certification 1.g Constraints Budget is $429,075 Certification to be achieved by October 31 2011 Adhere to LEED for existing buildings O&M policy model Some work is to be performed during non business hours The Leeders - August 2009 8
Project Scope (contd ) 1.h High Level Risks Risk Description Materials Cost increase Trigger Economy Recovery and Commodities going higher Impact (Cost(C), Scope (S), Time(T) C Inspection Failure Not in compliance with city requirements S,C,T USGBC Credits assumed as ready to be audited, Fail Operations might be stopped due to Vendor not adjusting to schedule Ambient Conditions may delay Schedule Failing to meet the certification requirements Pre - Audit failure Time delays not in Schedule Bad Weather Certification Audit Failure S,C,T C, T C, T S The Leeders - August 2009 9
Project Scope (contd ) Approval Signatures Sponsor: CEO, ECO Solutions Inc. Other approvals USGBC The Leeders - August 2009 10
Stakeholder Analysis Stakeholder Name Need Expectation Sponsor Project s budget Interested to know how budget is spent Reorganization from Leadership Team Project Manager Project Team Members Company Employees Vendor(s) To secure resources and budget approvals -Tools to finish work -Project timeline details Clear instructions if impacted by the project -Access to design documents -Access to premises -Permits from city -Resource availability -Sponsor support Recognition and Promotion Project timelines and it s affect on day-to-day work -Timely payment -More business -Good coordination from Project Manager USGBC Reviewer Approved documents Company adheres to city code The Leeders - August 2009 11
Project Lifecycle : Linear Approach Monitor and Control Initiation Planning Execution & Audit Close - Out The Leeders - August 2009 12
Project Lifecycle : Linear Approach (contd ) Phase Name Initiation Planning Execution & Audit Close-Out Project Management Deliverables Project Charter Project Manager assigned Authorization to engage resources Scope statement Work Breakdown structure Project Schedule Project Cost Baseline Status report Approved/Rejected change requests Lessons learned Close-out Meeting Product Process Deliverables Approved application from USGBC Scorecard for certification requirements List of credit requirements and strategies for Submittals Permit drawings, construction drawings and specifications for- Alternate commuting transportation plan High efficiency plumbing management plan Final permits approval and inspections. List of executed and completed work by General Contractor List of approved vendors Submission of Submittals to USGBC completed Performance period recorded Awarded LEED Certified certification from USGBC Stakeholder signoff The Leeders - August 2009 13
Project Lifecycle : Linear Approach (contd ) Phase Name Initiation Planning Execution & Audit Close-Out Product Process Deliverables Energy efficiency retrofit plans Minimum energy efficiency performance plan Occupant control lighting system plan Final certification from USGBC performance period Acceptance of final certification by sponsor The Leeders - August 2009 14
Work Breakdown Structure 1. Initiation Phase 1.1. Project management deliverables 1.1.1. Preliminary scope of statement 1.1.2. Project charter 1.1.3. Project manager assigned 1.1.4. Authorization to engage resources 1.2 Product process deliverables 1.2.1. Register Project online with USBC 1.2.2. Approved online application from USGBC 1.2.3. Documentation of Preliminary Review of Scorecard 1.2.4. Documentation of data for project requirements through online resource center of USGBC 1.2.5.LEED AP appointed 2. Planning Phase 2.1 Project management deliverables 2.1.1. Project management plan 2.1.1.1. Scope statement 2.1.1.2. WBS- work breakdown structure 2.1.1.3. Project schedule The Leeders - August 2009 15
Work Breakdown Structure 2.1.1.4. Cost baseline 2.1.1.4.1. RAM- risk assessment management 2.1.1.4.2. Communication management plan 2.1.1.4.3. Risk response plan 2.1.1.5 Conduct Gate review & Obtain sponsor's approval 2.2. Product process deliverables 2.2.1 List of Categories, prerequisites, credits with requirements and strategies 2.2.1.1. Sustainable site Alternate commuting transportation plan 2.2.1.1.1. Documentation of strategies for alternate transportation program 2.2.1.1.2. Site plan showing number and location of fuel efficient vehicles, bike spaces, carpools. 2.2.1.1.3. Permit drawings for approval of site plan 2.2.1.2. Water efficiency High efficiency plumbing management plan 2.2.1.2.1. Documentation of strategies to reduce indoor plumbing fixtures and fitting through control technologies. 2.2.1.2.2.Calculation sheet for baseline water consumption The Leeders - August 2009 16
Work Breakdown Structure 2.2.1.2.3. Plumbing drawings 2.2.1.2.3.1. Permit drawings 2.2.1.2.3.2. Construction drawings 2.2.1.2.3.3. Specifications for plumbing design 2.2.1.3. Energy and Atmosphere- Energy efficiency retrofit plans 2.2.1.3.1. Documentation of strategies for energy saving techniques 2.2.1.3.2. Plans showing Photovoltaic Solar panel details 2.2.1.3.2.1. Roof plan, electrical and mechanical drawings 2.2.1.3.2.1.1. Permit drawings 2.2.1.3.2.1.2. Construction drawings 2.2.1.3.2.1.3. Specifications 2.2.1.4. Material and Resources- Minimum energy efficiency performance plan 2.2.1.4.1. Documentation of strategies and technologies for usage of low mercury content lamps 2.2.1.4.2. List of existing and new indoor and outdoor lamps with low mercury content The Leeders - August 2009 17
Work Breakdown Structure 2.2.1.4.3. Electrical and lighting drawings showing low mercury lamps layout 2.2.1.4.3.1. Permit drawings 2.2.1.4.3.2. Construction drawings 2.2.1.4.3.3. Specifications 2.2.1.5. Indoor environmental quality Occupant control lighting system plan 2.2.1.5.1. Document individual and multitask spaces 2.2.1.5.2. Lighting and electrical layout plans 2.2.1.5.2.1. Permit drawings 2.2.1.5.2.2. Construction drawings 2.2.1.5.2.3. Specifications 2.2.1.6. Innovation in Operations 2.2.1.6.1. LEED AP responsibility plan 2.2.1.6.2. Documentation of the requirements for LEED application for project registration with USGBC obtained 2.2.1.6.3. Documentation of strategies of submittals to complete scorecard. 2.2.1.6.4. Complete set of drawings, calculations, and documents to be submitted with the submittal 2.2.1.6.5. Documentation of certification process. The Leeders - August 2009 18
Work Breakdown Structure 2.2.2. Documentation of final Review of credit submittals 2.2.3. List of vendor for approval 2.2.3.1. Painting 2.2.3.2. Signage 2.2.3.3. Plumbing fixtures and fittings 2.2.3.4. Photovoltaic solar panels 2.2.3.5. low mercury lamps 2.2.3.6. Lighting system and occupant control sensors 3. Execution and Audit Phase 3.1. Project management deliverables 3.1.1. Status report 3.1.2. Change control document 3.1.3. Change requests/ approval document 3.1.4. Vendor contract management plan 3.1.4.1. Formal vendor contract document 3.1.4.2.Terms and conditions document 3.2. Product process deliverables 3.3. Documentation of finalized design strategies 3.3.1. Final permits approval 3.3.2. Inspection and final approval by city inspector The Leeders - August 2009 19
Work Breakdown Structure 3.4. List of procurement of materials from approved vendors 3.5. List of executed and completed work by General Contactor 3.5.1. Parking layout completed as per approved site plan 3.5.2.Painting and signage work performed as per approved site plan and specifications 3.5.3. Electrical work performed as per approved drawings and specifications 3.5.4. Plumbing work performed as per approved drawings and specifications 3.5.5. Photovoltaic solar panels performed as per approved design and specifications 3.5.6. Occupant control sensors and system implemented as per approved drawings and specifications. 3.6. Status review and maintenance report for performance period 3.7. List of approved vendors 3.8. Implementation of certification process 3.8.1. Submissions of submittals to USGBC completed 3.8.2. List of addressed CIRs (credit interpretation request) recorded. 3.8.3. Inspection and maintenance record maintained on monthly basis 3.8.4. Performance period recorded 3.8.5. Final certification from USGBC after the end of performance period 3.9. Acceptance of final certification by sponsor The Leeders - August 2009 20
Work Breakdown Structure 3.10 Documentation of Audit and Certification for the 523 days. 3.10.1 Documentation of operational maintenance 3.10.2 Documentation of monthly data for 523 days. 3.10.3 Audit data Submitted 4.Close- Out 4.1. Project management deliverables.1.1. Lessons learned 4.1.2. Close out 4.2. Product process deliverables 4.2.1. Awarded LEED Certified certification from USGBC 4.2.2. Stakeholders sign off 4.2.3. All contracts formally ended for the project. The Leeders - August 2009 21
Cost Baseline (Cont ) Item Man Days Labor Cost Total Phase Initiation Phase 15 $8,250.00 Cost ($) Approved online application from USGBC and Fees $4,100.00 Project Certification fees $2,650.00 Project Charter $1,500.00 Planning Phase 10 $23,600.00 Alternate commuting transportation plan 2 $2,360.00 High efficiency plumbing management plan 2 $2,360.00 Energy efficiency retrofit plans 2 $2,360.00 Minimum energy efficiency performance plan 1 $1,180.00 Occupant control lighting system plan 1 $1,180.00 Project Management Plan 10 $11,800.00 The Leeders - August 2009 22
Cost Baseline (Cont ) Item Man Days Labor Cost Total Phase Cost ($) Execution Phase 559 $402,400.00 Status review and maintenance report until Certification completion 559 $20,250.00 Final permits approval and inspections. 3 $3,500.00 Executed and completed work by General Contactor 38 $377,850.00 Submission of Submittals to USGBC completed 1 $800.00 Close- Out phase 2 $3,200.00 Awarded LEED Certified certification from USGBC 1 $640.00 Lessons learned 1 $640.00 Close-out Meeting 1 $640.00 Stakeholder sign- off 2 $1280.00 Total Cost for the Project $429,075.00 The Leeders - August 2009 23
Cost Baseline (contd ) Cost(K) 500 450 400 350 300 250 200 150 100 50 0 Initiation Planning Execution Turn Over Phase Cost 8 23.6 402.4 3 Accum. Cost 8 31.6 426 429 The Leeders - August 2009 24
Schedule Baseline The Leeders - August 2009 25
Schedule Baseline (contd ) The Leeders - August 2009
Schedule Baseline (contd ) The Leeders - August 2009 27
Communications Management Plan Document Frequency Method of distribution Format Project scope statement Once Hard copy, Email Ms Word I,S O R R S P O N S O R P M R G O R J E C T P T R E O A J M E C T V E N D o R s U S G B C Stake holder analysis Once Hard copy,email Ms Word I,S,O O Work break down structure Upon Change Hard copy,email Excel I,S O Resource assignment matrix Once/ as needed Hard copy,email Excel I,S O Project schedule Once/ as needed Hard copy, Email Ms Project I,S O R R Project cost baseline Until approved Hard copy, Email Excel I,S O Risk plan Once Hard copy,email Ms Word I,S O Status report As needed/ weekly Email Ms Word I,S O Stake holder sign-off Once Hard copy, Email Ms Word Lessons learned Once Email Ms Word I,S O Site plan, roof plan Once Hard copy,email AutoCad I,S I,S O R,I Mechanical, electrical, plumbing, lighting drawing specification Once Hard copy,email Excel I,S I,S O R,I The Leeders - August 2009 28
Communications Management Plan (Contd ) Document Scorecard for certification requirements Frequency Method of distribution Format S P O N S O R P M R G O R J E C T P T R E O A J M E C T Once Hard copy, Email Ms Word S O O Stake holder sign-off Once Hard copy, Email Ms Word Lessons learned Once Email Ms Word I,S O Site plan, roof plan Once Hard copy,email AutoCad I,S I,S O R,I Mechanical, electrical, plumbing, lighting drawing specification Once Hard copy,email Excel I,S I,S O R,I Scorecard for certification requirements Once Hard copy,email Ms Word S O O Approved application from USGBC Once Hard Copy Ms Word R,S R O Legend: I:Input S:Sign-off, O:Owner, R:Read V E N D o R s U S G B C The Leeders - August 2009 29
Responsibility Assignment Matrix Deliverable Project Sponsor Project Manager Project Charter S I I Project Team USGBC Vendor Application form for Project Registration Authorization to engage resources S I I S I Scope Statement R I I Mechanical, electrical, lighting specifications R I I Solid Waste Management Plan R I Status Reports R I I Installation of equipments/devices to meet credits Submittals to USGBC/ CIRs R R I S I Lessons learned review R I I Stakeholder signoff S I S S Legend I = input required S = Signoff R = Reviewer The Leeders - August 2009 30
Risk Assessment Metric for Risk Response Plan Risk Assessment Metric Assessment Probability Impact High >35% Medium 15% - 35% Low < 15% Major Disruption of the Project scope, Cost, Schedule. Potential disruption to the Project Scope, Cost and Schedule. Has none or little impact on the project scope, schedule and/or cost. The LEEDERS have taken a Conservative approach because of the sensitivity to Failure of the scope The Leeders - August 2009 31
Prioritization of Risk types Impact Probability Low Medium High High *Materials Cost increase Medium *Ambient Conditions may delay Schedule *Failing to meet the certification requirements *Downtime in normal operations *Inspection Failure *USGBC Credits assumed as ready to be audited, Fail Low *Cost Increase due to Outsourced Consulting recommendations *Funding Cut *USGC Certification requirements may change in the 2 year waiting period Area of Focus for the LEEDERS The Leeders - August 2009 32
Risk Response Plan Risk Type Risk Description Risk Trigger Impacted Areas Probability Impact Priority Strategy Owner Status External Legal/ Regulatory *USGC Certification requirements may change in the 2 year waiting period Requireme nts document revision Scope Low High Low Acceptance PM Closed Project Management *USGBC Credits assumed as ready to be audited, Fail Audit failure Scope Cost Medium High High Mitigation PM Open Resources *Budget Increase due to Outsourced Consulting recommendati ons Higher Costs Cost Low Medium Low Transfer (outlined in contract) PM Closed Project Management Inspection Failure Not in compliance with city requiremen ts Scope Medium High High Mitigation PM Open The Leeders - August 2009 33
Risk Response Plan (contd ) Risk Type Risk Description Impacted Risk Trigger Areas Probability Impact Priority Strategy Owner Status Resources *Materials Cost increase Economy Recovery and Commodities going higher Cost High High Medium Acceptance PM Closed External Environmental *Ambient Conditions may delay Schedule Rain/ other causes Schedule Cost Medium Medium Low Acceptance PM Closed Schedule Downtime in normal operations *Time Delays because Vendor not adjusting to schedule Scope High Medium High Mitigation Project Team Open Resources Legal Project Management Funding Cut *Failing to meet the certification requirements Bank Pulls out Scope Low High Medium Transferen ce Sponsor Closed Scope Scope Medium High High Mitigation PM Open *Affected Area/s: Quality, Schedule, Cost *Impact: Low, Medium, High *Probability: Low, Medium, High *Status: Open (O) or Close (C) The Leeders - August 2009 34
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