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GREENING MAGGIE’S FLOWER SHOP PRESENTED BY THE NINJA PROS. May 22, 2010 Tom Fisher, Jacqueline Clarke, Karen Lynn, Adhiti Naik, Maggie Leung and AJin Lim. Table of Contents. P roject Charter………………………………………………………………….3 S cope………………………………………………………………………………..6 - PowerPoint PPT Presentation
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GREENING MAGGIE’S FLOWER SHOP
PRESENTED BY THE NINJA PROS
May 22, 2010Tom Fisher, Jacqueline Clarke, Karen Lynn, Adhiti Naik, Maggie Leung and AJin Lim
NINJA PROs 2
Table of Contents
Project Charter………………………………………………………………….3Scope………………………………………………………………………………..6Project Life Cycle …………………………………………………………….11Stakeholder Analysis………………………………………………………..13Communication Plan………………………………………………………..14Responsibility Assignment Matrix…………………………………….16WBS…………………………………………………………………………………17 Schedule, Cost Baseline and Investment S Curve……………..18Risk Management Plan…………………………………………………….20Quality Management Plan………………………………………………..22Closure & “Green” Opening…..…………………………………………23Addendum……………………………………………………………………….24
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Project Charter Project Greening of Maggie’s FlowersCreated By Ninja Pros Date May 20, 2010
Convert existing flower shop for certification by Bay Area Green Business Program
ROLES & RESPONSIBILITIES
Sponsor: Kimi ZiemskiProject Manager: Tom Fisher Project Stakeholders: Maggie Leung/Owner, Customers, Bay Area Green Business Program, Flower Shop Employees, Suppliers, and Project TeamCore team members : Maggie Leung, Jacqueline Clarke, Tom Fisher, A Jin Lim, Adhiti Niak, Karen Lynn
DESCRIPTION Background InfoMaggie purchased an existing flower shop. She wants to convert her business into a green certified business. Project Team will act as consultants to create a “green business” plan for her to utilize in obtaining certification through the Bay Area Green Business Program.Project ObjectivesCreate complete project plan for Maggie within 5 weeks.In ScopeObtain flower shop’s Bay Area Green Business certification.Out of ScopeNo structural changesChanges that are outside of the Green Business Certification requirements.Budget$100,000
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Project Charter
PROJECT INFORMATION
Deliverables A Project Plan that enables Owner to obtain the Bay Area Green Business certification.If Owner and Sponsor agree, provide oversight during Execution and Closure Phases of project.
Assumptions Increase customer base.Decrease utility costs and usage.
Constraints Project completion within six months.Project budget not to exceed $100,000.Five weeks to complete project plan.
Risks or OpportunitiesIs not approved for certification by Bay Area Green Business Program. Unforeseen infrastructure problems.Sponsor pulls out of project.
NINJA PROs
SUPPORTING INFORMATION
Milestones•Initiation and Planning Phases completed.•Execution Phase completed.•Final sign off of Bay Area Green Business Program Checklist by all Green Business Program Auditors.
Business Process Impact•Owner may have to alter shop hours on certain days during construction.
Acceptance Criteria•Owner accepts project plan.•Bay Area Green Business Program checklist measures are completed.•Maggie’s Flower Shop obtains Green Business Certification.
5
Project Charter
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Scope
Business Need• Long-term cost savings by increasing operating efficiencies and reducing
utilities usage.• Use the Green Business Certification as a way to advertise and market the
flower shop.
Project DescriptionMaggie purchased an existing flower shop. She wants to convert her business
into a green certified business. The Project Team will act as consultants in order to create the shop’s green business plan. The plan will enable Maggie’s Flower Shop to become certified as a green business according to standards set by the Bay Area Green Business Program.
Vision StatementTo prepare a project plan for Maggie to convert her existing flower shop to a green certified business by Bay Area Green Business Program standards.
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Scope
Is Is Nota Create a clear plan to meet Bay Area Green
Business Program requirements . No structural changes.
Give cost estimates for each phase of project Team will not act as a general contractor.
Recommend programs that provide monetary or other incentives to cover cost of each upgrade.
No permits required.
Provide vendor selection criteria. Recommend Bay Area Green Business Program preferred vendors that provide discounts or incentives.
Nothing is done that is outside of the requirements set by the Bay Area Green Business Program.
Define requirements that Owner can do on her own or require contractor or maintenance person.
Cannot guarantee that the project plan ensures green business certification.
Provide oversight, if Addendum suggested contract signed.
Provide oversight, if Addendum suggested contract not signed.
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Scope
OBJECTIVE CRITERIA FOR EVALUATIONDetermine the specific requirements that the Owner wants based on the Bay Area Green Business Program checklist
Meets checklist and Owner approval (Yes, No)
Meet Owner’s budget and needs Project comes in on budget ($90K +/- 10%) Verify that minimum number of requirements are met in
each category (Jacqueline)
Project Plan signed off by Owner Yes/No
Project Plan signed off by Sponsor Yes/No
Create a budget for entire project that meets Owner’s needs Meets requirements on checklist. Vendor/program cost estimates
Create a project timeline to find contractors, accept bids, equipment, coordination, and completion of project
Weeks needed to complete 30 days for program enrollment & schedule assessments 90 days for work to be completed 30 days for unforeseen risks 30 days for certification
Identify preferred vendors, materials, and programs Meets vendor acceptance criteria and Green ChecklistCreate plan phases to accommodate keeping the business open during project
Matches timeline, milestones and hours of operation for Maggie’s Flower Shop
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Scope
Assumptions •Maggie owns a flower shop that is not green certified.•Greening will give a marketing advantage.•Delivering a plan as a consultant, not a contractor.•No major construction, permits or structures altered.•Stakeholders agree to each stage of the project.•Progress in a linear process starting at the execution project plan.•Owner does not terminate the process during the project.
Constraints •Project completion within six months. •Project budget not to exceed S100,000.•Five weeks to complete project plan.
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Assumptions
Maggie’s Flower Shop Before Upgrades
• Single stand-alone structure• No landscaping outside• Five-car parking lot in the front for deliveries• Store Space is 20ft x 20ft• Fluorescent fixtures with T12 lamps w/magnetic ballasts throughout shop interior. • Incandescent light bulbs on shop exterior.• Bathroom contains incandescent light bulbs. • “Exit” signs have incandescent light bulbs.• Single bathroom with one toilet/sink with no window - fan for ventilation• Single work sink in the back for working with flowers• Three refrigerators: one display refrigerator in the front area, one walk-in refrigerator and compact refrigerator in the back area.• Both refrigerators have power outlets feeding them with enough wattage to be legal. The compact refrigerator is for food and not ENERGY STAR.
NINJA PROs 11
Project Life Cycle Iterative Process
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Project Life Cycle
NINJA PROs 13
Stakeholder Analysis
Name Needs or Expectations
Sponsor and Owner
• Project within budget, time and specifications• Successful certification of the project and opening• Long-term cost savings• More customers and increased foot traffic
Shop Employees• Functional facility• Knowledgeable operating a green business
Subcontractors• Specifications are on target with the Bay Area Green Business
requirements• Ensure within budget and timeline
Team Members/Consultants
• Project on time and budget• Successful certification of the project and opening• Deliverables on time• Both Sponsor and Owner satisfied with end results
Bay Area Green Businesses• Word of mouth marketing from one green business to another• Increase green business awareness
Customers • Flowers at a good price and quality
NINJA PROs 14
Communication Plan
Sponsor Owner Project Manager
Team Members
Sub-Contractors Frequency Communication
MethodDelivery Format
Project Charter R R, I O O - Once Phone, email,
meetingMS Word
Doc
Project Scope S S O O - Once Phone, email,
meetingMS Word
Doc
WBS S I, S O, I, R O, I, R Once Phone, email, meeting MS PP Chart
Project Schedule S I, S I, R I, R I Ongoing Phone, email,
meeting MS Project
Cost Baseline S I, S I, R I, R - Milestone
BasedPhone, email,
meeting MS Excel
Risk Mgt. Plan R R I, R O - Ongoing Phone, email,
meeting MS Word
Status Report R R I, R O I Weekly Email, meeting MS Excel
QA Report R R O O S Milestone Based Email, meeting MS Word
O=Owner I=Input R=Reviewer S=Sign-off
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Sponsor Owner Project
ManagerTeam
MembersSub-
Contractors Frequency Communication Method
Delivery Format
Procurement Plan R R O I - Milestone
Based Email, Meeting MS Word Doc
Responsibility Matrix - - O R R Ongoing Email, Meeting MS Excel
Communication Plan - - O I - Once Phone, Email,
Meeting MS Word
Lessons Learned I I O R I Ongoing Phone, Email, Meeting MS Word
Project Plan Review S S O, R I - Once Phone, Email,
Meeting MS Word
Final Sign-off S S O I - Once Meeting MS Word
Communication Plancontinued
O=Owner I=Input R=Reviewer S=Sign-off
NINJA PROs 16
Responsibility Assignment Matrix
NINJA PROs
17
Greening of Maggie’s Flowers
Team Charter
Project Charter
WBS
Vendor Selection Criteria
Project Schedule
Cost Analysis
Responsibility Assignment Matrix
Program Enrollment
“Do It Yourself”/ Handy-Person
Monitoring & Controlling
Vendors
Schedule Green Business Audits
Sign-off by Auditors per Checklist Categories
Risk Analysis
Communications Plan
Sponsor Approval
Stakeholder Analysis
Work Breakdown Structure
Project Life Cycle
Quality Management
Planning Execution Approval & Closure
Closure
Initiation
18
19
NINJA PROs 20
Schedule & Cost Baseline
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Investment by Phase (S curve)
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Risk Management Plan
Facility Fails Certification M H H
• Requirements are not met
• PM not up-to-date on checklist req(s)
• PM overlooks req(s)
• Auditor ‘s inspection
• Auditor &/or Owner notices oversight(s)
• Identify issue and fix it• PM performs QA checks the req(s) • PM confirms req(s) in plan &are up-to-date at the end of each phase
• Alternative checklist req(s) to substitute
• Consultants advise during construction
• Include in T&Cs for addtl. consultancy
Funding Cut L H M
• Sponsor backs out• Work interrupts
business too much• Owner changes
business priorities
• Neighbors complain
• Sales decrease• Owner gives notification
• Check-in with Sponsor on project status regularly
• Notify neighbors, ensure that work matches Owner’s hours
• Check-in/update priorities based on Owner ‘s needs
• Loan, program rebates or grants
• Work non-peak business hours
• Include in contract 30-day notification required
Stakeholders Not in Agreement
L H M
Disagreement over budget/scope /time• Disagreement over changes during project planning/ control/ implementation• Stakeholders perform outside of scope
• Owner not available to advise on decisions when issues arise
• Owner not available upon contact
• Owner provides advanced notice about absence and communicate during absence
• Delegate PM as a back-up • Develop a communication
plan• Owner provides schedule
• Have Owner delegate alternate decision maker
• Designate on-site back-up for Owner
• Inquire Owner’s schedule
Pro
bab
ilit
y
Imp
act
Pri
ori
ty Probable Root Cause Triggers Mitigating Strategy ContingencyRisk
NINJA PROs 23
Risk Management Plancontinue
Owner N/A for Decisions L H M
• Personal emergency• Communication Plan
not clearly defined at start of project
• PM does not check availability of Owner
• Not there to make decisions
• Issues arises• Cannot contact Owner
• Owner gives as much advanced notice as possible
• Have PM as a back-up contact and create Communication Plan
• Include this as a task in Communication Plan
• Owner delegates alternate decision maker
• Designate on-site back-up for Owner
• Ask at daily meeting
Contractorsdo not deliver M H H
• Unclear specifications for product/service
• Material out of stock, back-ordered
• Increase in cost between planning and execution
• Missed negotiation during discussions
• Material N/A upon delivery
• $ increase
• Review contract and fix• Plan out procurement and delivery dates
• Get bids with enough lead time
• Make a contingency into contract
• Search for an alternate Vendors
Equipment Malfunctions or Material Delays
M M M
• Not enough lead time/availability of material
• Equipment is not in working order
• Material /equipment does not match
• Materials not onsite
• Equipment breaks down
• Material does not fit existing
order
• Include lead time/check for material status
• Check-in regularly with contractors on status
• Know which substitute materials are available
• Have alternate vendors on back-up
• Negotiate in contract counter - any fee reductions applied due to time delays
• Get materials from alternate vendor
Pro
bab
ilit
y
Imp
act
Pri
ori
ty Probable Root Cause Triggers Mitigating Strategy ContingencyRisk
NINJA PROs 24
Quality Management Plan
Project Benefits Cost Savings Increased Edge over the Competition Improved Employee Morale &
Workplace Health Recognition before the County Board
of Supervisors and local newspaper
Responsibility Matrix Project Manager Project Reviewer Green Business Program Auditors
Quality Standards During Planning Phase, Project Tasks
are reviewed before finalizing Project Plan is delivered in a clear and
concise manner Oversight is performed during Project
Execution Phase
NINJA PROs 25
Closure & “Green” Opening
Closure• Project deliverables approved• Passed audits• Project approved• Lessons Learned
• Good: • Bad: • Improve:
Recommendations • Ninja Pros Project Management• Walk-in and Display Energy Efficient Refrigerators
Opening a Green Certified Maggie’s Flower Shop
NINJA PROs 26
Addendum
NINJA PROs 27
Team CharterTeam: Ninja Pros Team Duration: 5 weeks (24 Apr to 22 May 2010)Member Name Role Phone E-mailMaggie Leung Sponsor 917-723-4795 [email protected] Fisher Project Manager 415-516-5492 [email protected] Clarke Stakeholder 925-525-5442 [email protected] Jin Lim Stakeholder 510-926-5190 [email protected] Adhiti Naik Stakeholder 408-431-4810 [email protected] Lynn Stakeholder 408-887-4574 [email protected]/goals (include project assignment goals, group process goals, and quality level goals):
Convert existing flower shop to Bay Area Green Program standards and green certified.
Values (include strengths/weaknesses/areas members want to develop):
Hold each person equally accountable.
Be honest up front.
Open communication and group consensus.
Team work.
Administrative guidelines
Make all 5 classes. Communicate documents via email or the Wiki
Meet after class to check-in 15 minutes after class to prep for the week; Skype on Tues. @ 8-9pm. Be on time.
Everyone presents at one point. Common team workbook.
PROJECT TEAM CHARTER TEMPLATE
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Team Chartercontinue
Ground Rules (include meeting schedule, attendance expectations, agenda, communication methods):
If sick, notify the rest of the group.
Communicate if have to shift workload.
Decision guidelines:
Group consensus: use voting Agree, Live with it, Disagree. Have a 2/3 consensus.
Devil’s advocate = Project Manager. Ask “Why” to get to root cause.
Meeting guidelines
Check in to determine if additional time is needed
Have project manager act as time keeper during meeting.
Project Manager tracks/updates project timeline.
Modify documents: figure the Wiki tools and use to track revisions. Email as needed.
NINJA PROs 29
Bay Area Green Business Program Detailed Checklist
General Standards - Establish a "green team" of employees by implementing check listo Adopt a written environmentally friendly purchasing policyo Provide 3-on-going incentives or training to employees to participate in the Green Business programo Write and post green work tasks to perform according to Green Business checklist in offi ceo Train all employees on taskso Discuss tasks at staff meetings
General Standards - Inform customers and other businesses about being, and them becoming, greeno Inform customers about environmental effortso Use one of the listed signs, communications or ways on checklisto Assist at least one other business in learning about becoming a Green Buisnesso Identify business to partner with
Solid Waste Reduction - Replace disposable utensuls, bottles, etc and write guidelines for thiso Eliminate individual bottles of water for employees and guests o Eliminate use of polystyrene in beverages and food service ware o Provide disposable paper bags instead of plastic; use plastic only when necessary o In the lunch/breakroom, replace disposables with permanent items (ie, mugs, dishes, utensils, coffee filters, etc)
NINJA PROs 30
Bay Area Green Business Program Detailed Checklist
Continued
Solid Waste Reduction - Set up additional reduction and re-use of paper and plastic productso Provide disposable paper bags instead of plastic; use plastic only when necessary o Enable duplex printing for copier and printero Discourage the printing of emails and documents o Subscribe to journals online rather than receiving hard copies
oPrint on the back side of previously printed on paper. Either use of second tray of the printer for such paper, or keep it stacked next to the printer for hand loading.
o Reuse offi ce paper as scratch paper o Have toner cartridges refilled instead of purchasing a new one. o Reuse paper or plastic packaging materials
Solid Waste Reduction - Set up recycling for paper, plastic, metals, and green wasteo Recycle cardboard o Provide recycling containers at convenient and appropriate locations (ie, kitchen, next to garbage containers, desks) o Recycle glass bottles and jars o Recycle metal cans, containers, aluminium foil o Recycle plastic bottles and containers o Recycle Landscape trimmings (green waste)
Solid Waste Reduction - Buy items with recycled contento Buy copier/printer paper with at least 30% post-consumer waste o Buy paper towels with 35% post-consumer waste o Buy business cards with recycled content o Buy boxes or bags for retail use or shipping with recycled content
NINJA PROs 31
Go Green!