Upload
marlene-bennett
View
219
Download
0
Tags:
Embed Size (px)
Citation preview
1
School Program in Port-au-Prince, Haiti
David Miller | Subor Freeman | Leanne Knott | Yonas Addisu
AGENDA
Project Background Scope Statement WBS Milestones Activities List Roles & Responsibilities Quality Metrics Risk Register Communication Plan
Change Request Status/Performing Reporting Lessoned Learned
2
PROJECT BACKGROUND Schools Start
International (SSI) Mission : Provide
curriculum, nutrition and health care opportunities through school planting in developing nations
2010 Earthquake in Haiti, January 12, 2010
Closed/ damaged schools Displaced people
3
SCOPE
Project Objective Implement a high quality school program within six months at a
cost not to exceed 1 million Deliverables
Renovate a school building Furnished all the classrooms with chairs, blackboard, books,
pencils, desk, and erasers Provide kitchen appliances and kitchen wares for cooking and
serving meals Milestones
Funds approved January 11 Materials transported to Haiti February 1 Renovation of the building is completed by March 1. All
classrooms furnished April 1 Final inspection May 1
4
SCOPE
Building Code Requirements All windows and doors must pass the Haiti school standard. Exterior wall insulation must meet the standard of Haiti school building. Ceiling and floor insulation must meet the standard. Plumbing must meet the standard. The building structure must pass the school standard.
Limits and exclusions. The school renovation should meet the specification and design of the
original blueprints provided by the local school authority. Owner are responsible for landscaping. Contractors reserves the right to contract out services. Contractors are responsible for subcontracted work. Site work limited from Monday through Friday, 8:00 AM to 6:00 PM.
5
WORK BREAKDOWN STRUCTURE
Funding Utilize selected social media Financial sponsors
Location/Logistics Locate building/property Supply chain
Marketing and Communication Community events
Personnel and Hiring Principal and administration
Material Resources Procurement Furniture – chalkboards, desks
Curriculum & Training
6
WBS DIAGRAM
7
Port-au-Prince School Program
Funding
Social media
Sponsors
Relief Organizations
Location/Logistics
Purchase
Supply Chain
Administrative
Transportation
Marketing and Communication
Meet w/ Government
Community Events
Corporate Sponsors
Local Marketing
Personnel and Hiring
Principal & Administratio
n
Teachers
Health & Food
Construction (temp)
Procurement
Furniture
Technology Needs
Medical Supplies
School Supplies
Training and Curriculum
Approve Curriculum
In-service Training
Approve Lesson Plans
MILESTONES
8
WBS ID Milestones Date Characteristics
1.2 Donor commitment 02/15/13 Information provide upon request
2.1.2 Location procurement 02/25/13 Location information for procurement
2.3.2 Licensure approval 03/04/13 Educator licensure and preparation program approval
5.1 Site delivery of material 03/14/13 Find materials that meet the property value
4.1, 4.2 Hiring of staff 05/09/13 Talented and technical
3.2.1.1 Community awareness event 05/20/13 Promoting awareness for the recreation
3.2.2 School Opening 06/17/13 Implementation
9
ACTIVITIES LISTActivity List
Project: Establish School Program in Port-au-Prince, Haiti Date: 01/10/2013
Activity ID No.
Activity Name Description of Work Responsibility
1030 Walk through Inspection
Arrange for and participate in walkthrough inspection of favored property.
David Miller, Subor Freeman
1040 Obtain board approval for purchase.
Submit reports to ABC Relief management and board and attend approval meeting.
Subor Freeman
1045 Hire School Principle and key administration
Based on ABC Relief org chart requirements, and application/resumes already reviewed, oversee hiring of initial hiring list.
Natalie Anderson, David Miller
1050 Complete purchase and closing
Complete closing and transfer of ownership with local realtor and bank. Sign papers and receive property documentation and keys
David Miller, Yonas Addisu
1060 Transfer utilities Call local utilities for turn on date (gas, electric, phone, Internet)
Subor Freeman
1070 Hold Staff Meet & Greet
Introductions of first staff hires, dinner, and meet and greet.
Tatiana Lebeau, Natalie Anderson
Responsible Those who do the work to achieve the task. There is at least one role with a participation type
of responsible, although others can be delegated to assist in the work required.
Accountable (also approver or final approving authority) The one ultimately answerable for the correct and thorough completion of the deliverable or
task, and the one who delegates the work to those responsible. In other words, an accountable must sign off (approve) on work that responsible provides. There must be only one accountable specified for each task or deliverable.
Consulted (sometimes counsel) Those whose opinions are sought, typically subject matter experts; and with whom there is
two-way communication.
Informed Those who are kept up-to-date on progress, often only on completion of the task or
deliverable; and with whom there is just one-way communication.
10
SP – School PrincipleSM - Supplies & Purchasing MangerNM – Nutritionist & Food ManagerHD – Health Services DirectorLL – Property Manager (Landlord)FM – Fundraising Manger
PS – Project SponsorPM – Project ManagerSD – Site Development DirectorHR – Personnel Hiring/Training DirectorGL – Government Liaison Specialist
http://en.wikipedia.org/wiki/Responsibility_assignment_matrix
ROLES & RESPONSIBILITIESRACI Chart
Activity # Activity Name PS PM SD HR GL SP SM NM HD LL FM
1005 Web conference with Ministry of Education I R R A R
1020 Locate 3 perspective school sites to choose from I R A C
1030 Walk through Inspection A R
1040 Obtain board approval for purchase. A R C
1045 Hire school principle and key administration R A
1050 Complete purchase and closing A R
1060 Transfer utilities A C R
1070 Hold staff meet & greet R A
1080 Create property improvement plan I A R
1090 Order necessary updated kitchen equipment I R A
1200 Complete preparation of new work areas I A R
1210 Order required furniture and approve installation I A R
1220 Create menu for school provided meals I C A C
1230 Propose school clinic scope I C C A
1240 Order clinic inventory, supplies, and equipment I R A
QUALITY METRICS
This school will address meeting the educational and personal needs of a community lacking such resources.
The project will reach completion when the school opens and 90% of the students are receiving program services.
Success will be measured by student improvement in literacy.
Skills will be delivered according to standards set by the Haiti educational system.
Creating an ongoing training program that will ensure self sufficiency of the staff.
Students will receive health care services and measures in health quality will be assessed against a health baseline.
Students will receive two nutritious meals each school day.
12
RISK REGISTER
Name of Risk Event
Category Root Cause Probability of Risk Occurring
Risk Mitigation
Inability to find instructors who teach in Haitian Creole
Human resources
Not commonly taught in the U.S.
High Hire local teachers from the Haitian community
Natural disaster
Weather/geologic events
Natural Medium Utilize existing national emergency management plans
Theft of materials from site
Security/Crime Local poverty Medium Take steps to secure facility
Unable to delivery materials on time
Logistics Weather and/or infrastructure
Low Plan for extra time in achieving project milestones
Unable to obtain proper licensure
Government Procedural Low Make the appropriate contacts with govt. officials
13
COMMUNICATION PLAN
Community events Town Hall meeting –introducing the project, stakeholder
introductions, buy-in, benefits, expectations, goals, deliverables, objectives, scope
Open House – welcoming community to school, further buy-in Corporate Sponsor
Print marketing Meetings (business lunch, letter, phone) Web presence (web site, social media)
Local Marketing Print marketing – leaflets/fliers in Haitian Creole Radio advertising, - community support/buy-in, enrollment,
participation
14
CHANGE REQUEST Title of Change Request: Additional Time for Staff Training Change Category(s): Schedule, Cost Description: Many of the staff are new to education and the
teaching environment and need additional skills training to meet minimum requirements
Triggering Event: School Board hiring of staff for new school Impact of Proposed Change on Schedule: Add a month for
project completion at a cost of $2,000.00 Staffing: Two staff assigned to provide needed training Risk: Low. There is a high value attached to having well-trained
teaching staff for the students.
15
STATUS/PERFORMANCE REPORTING
Work completed this reporting period: Created a school program and renovation of the building completed.
Work complete next reporting period: School board will hold its first official meeting and make changes.
What’s going well: Participation in all activities was good. What’s not going well: Due to the limited resources available in
Haiti, most of the materials needed to be imported. Suggestions/Issues: Try to do a better job researching issues of
transportation infrastructure in Haiti. Project change: No major change to report.
16
LESSONS LEARNED REPORT
Met scope, time, and costs? Success criteria
Hired teachers Enrolled students Meals provided Building renovated and open for classes Approved licensure Students receiving health care services through school clinic
Lessons Learned Good communication, clear accountability, prepare for the
unexpected (risk management)17
LESSONS LEARNED REPORT
What went right? Community Support
What went wrong? Missing contracts
Improvements? Contract Activities List
Contract participants Contract dates Details Signees Projected signoff dates Contract dependencies
18
QUESTIONS
19