St. Rita’s Restoration

SELP 594Spring 2012Abdulaziz, Christine, Julio, Matt

Agenda• Project Charter• WBS• Schedule• Budget• Governance• Risk Management Plan• Quality Management Plan• Performance Monitoring Plan• Project Execution Summary

▫How it went▫Lessons Learned

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Project CharterApply project management practices and principles to provide restoration services to St. Rita’s Parish facility’s exterior metal surfaces

• Description: A service project was selected that focuses on the customer’s need to rehabilitate and protect exterior metal surfaces significantly damaged due to weather exposure.

• Scope: Restoration and painting of rectory external metal surfaces with methodology and materials expected to last ≥ 5 years. Involve volunteer coordination activities, material estimation, and customer deliverables. Customer deliverables include a photographs and time record. ▫ Scope Inclusions: Driveway Railing, 6 Doors, 2 Stairways, Side

Access Gate, Main Entry Gate and Back Railing▫ Scope Exclusions: Upstairs Doors, Electrical Room Gate, Metal

Sliding Doors, Metal Vents, Window Frames• Constraints

▫ On-site Work – Predominately limited to weekends due to proximity and Project Team work and school schedules

▫ Exterior Metal Surfaces – Special primer and paint to ensure endurance to minimum of 5 years

▫ Local Regulations▫ Doors – Security bolting of doors

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WBS

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LEVEL 1 THROUGH 3

Identified deliverables Followed 100% Rule Developed below level 3

(not shown here)

Schedule

5

Back R

ailing

Completio

n

Driveway R

ailing

Com

pletion

Door Com

pletion (x

6)

Stairw

ay Com

pletion

Side Acc

ess G

ate

Completio

n

Main Entry

Gate

Completio

n

MILESTONES

Budget - Funds

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The project budget consists of labor and cost estimates directly derived from pricing the work breakdown structure.

Individuals familiar with painting and restoration processes were consulted to lend help estimating material and time.

A material estimate of $500 USD provided by the Parish Operations Manager was set as the material budget limit ceiling.

Project funding will be secured via collection of material donations from Parish Members, Project Members, and Family & Friends.

Management reserve (if needed) will come from the St. Rita Parish Office in the form of supplies purchased for any funds required, but not collected.

Budget - Labor7

Labor Material

St. Rita's Parish Project Budget Summary 508.4 $499.45

GovernanceRoles & Responsibilities and Communication Plan

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Organization• Roles & ResponsibilitiesCommunication Plan• Identified for exchanges with the

customer and within the Project Team▫ Exchange type▫ Frequency▫ Initiator▫ Method

Role ResponsibilitiesProject Manager Coordination with St. Rita’s Parish

Execution of projectCoordination with Project Team and VolunteersGeneration of Project Report

Project Team Member

Execution of projectCoordination with Project Manager and VolunteersGeneration of Project ReportQuality Manger – MarkSupplies & Photos – JulioSupplies & Document Template Preparer – Christine

Project Volunteer Execution of project tasks

Risk Management Plan

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Budget (Cost) Risk Schedule Risk Technical Risk (Painting) Score

Must Reduce Scope to Meet BudgetUnable to Meet

MilestoneHalts Entire Project Unless

Resolved5

Major Cost Addition, Puts Budget at Risk Major Milestone SlipMajor Impact to Project Progress or

Quality4

Medium Cost Addition Minor Milestone SlipMinor Impact to Project Progress or

Quality3

Minor Cost AdditionIncreased Resources

Required to Meet DatesSlight Impact to Project Progress or

Quality2

No Impact Minimal Impact No Impact 1

Likelihood of Occurrence

Score

Very High 5High 4Medium 3Low 2Very Low 1

Risk Management Plan - Example

ID Risk DescriptionType of

Risk% of

OccurrenceSeverit

yPrevention/Mitigation

Plan

A

Weather – Execution of restoration requires the workday + 1 day after to be rain free. The paint must be applied at an ambient temperature above 50 F.

Schedule

4 4

Accept – We have no way to prevent the occurrence of rain. In the event a work weekend is rained out, we can “crash” the schedule by working on a weekday before or after work.

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Quality Management PlanDefinition• Paint endurance – Paint to

adhere for ≥ 5 years, surfaces must be prepared and coated with primer prior to painting.

• Aesthetics – Surfaces need to look visually pleasing, that is minimization of paint blotches and complete coverage of all surfaces with paint.

• Maintaining the cleanliness of the work site – Prevent paint spills, clean up materials after work day completion and prevent staining of non-metallic surfaces from preparatory work run-off.

Monitoring & Delivery• Monitoring was the

responsibility of the PM Team and included both Quality Assurance (QA) and Quality Control (QC)

• QA: Consistent onsite process for▫ Preparation▫ Painting, primer, and surface

preparations▫ Post-work clean-up

• QC: Execution of QA process▫ Ensured proper preparations

(e.g., drop cloth placement)▫ Trailing helper▫ Post-work clean-up check

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What? When? Frequency? Who? Why?

Project Time Accounting

When Labor is Spent

WeeklyProject Team Individuals and Project Team as a Whole

To Account for Time Spent and Compare to Budgetary Goals

Project Budget Accounting

When Equipment Purchases are Made

Bi-WeeklyPM w/Assistance from Project Team

To Review Budget Spending

Prep./Primer/PaintQuality Review

When Project Work Is Carried Out

In ProcessQuality Lead & Project Team

To Ensure that All Work Meets the Quality Plan

Technical Skill Improvement

As Work is Being Carried Out

In Process Project Team & Volunteers

To Ensure that All Project Members are Striving For Improvement

Schedule Review (Focusing on Milestones)

When reviewing the project in team meetings.

Weekly Project TeamTo Assess Whether or Not the Project is on Schedule

Performance Monitoring Plan

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Back R

ailing

Completio

n

Driveway R

ailing

Com

pletion

Door Com

pletion (x

6)

Stairw

ay Com

pletion

Side Acc

ess G

ate

Completio

n

Main Entry

Gate

Completio

n

MILESTONES

The Project

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The Project

Project Execution Summary – 1 of 2How it went?• Project completed successfully –All required

surfaces were restored prior to the set project deadline of April 22nd

• Customer confirmed happiness with quality▫" You are meticulous in your standards, which

makes us particularly greatful for your effort. Thank you for taking this on, and for doing such a wonderful job!"

• How did we perform against the Project Plan▫Behind Schedule▫Under Labor Budget▫Over $ Budget

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  Labor (Hrs) MaterialProjected 508.4 $499.45

Actual 443 $564.53Delta 65.4 ($65.08)

% Change 12.8% decrease

13% increase

Project Execution Summary – 2 of 2Lessons Learned• Resource Efficiency

▫ Skills Identification – identify of each person’s skills at the beginning, would have help us save time.

▫ Work Allocation – a lot of work was done as a team, allocation of work to groups would have helped manage our time to add more effort in less time.

• Risk Realization & Risk Management – the realization of risk occurred during the project’s execution. Risk A – Weather was realized multiple times. Out of this we learned that having mitigation plans in place was essential our ability to adjust and complete the project.

• Scope – Understanding the scope is essential, sometimes this requires domain expertise. When we first undertook the project, our lack of expertise with painting outdoors, metallic surfaces drove us to seek out expert advice with respect to the painting process/techniques and resources required (time and materials).

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