Westcliff University Melrose Backyard Presentation

You are the new project manager at Garden Decks of Beauty, a local company for the past 12
years in the Lexington, Kentucky area. Your first assignment will be for the Melrose (Todd and
Margo + two yippy dogs to drive the neighbors nuts) family who moved into their new home two
years ago and now wish to replace the 8 foot by 3 foot slab of concrete, the stoop, which their
backyard facing French Doors step onto with a new, luxurious deck area with hot-tub and
accoutrements. Their backyard is 80’ wide and 120’ deep and runs at a 5% slope down straight
to the back. BTW, Todd and Margo are Iron Triangle lovers – Time / Cost / Quality. Win them
and you win their neighbors’ business.
Here are some of their basic requirements:
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A two area deck with the upper level (will step on from the French Doors), being a 5
meter by 7 meter rectangular area
One end of the upper level will have a 5 meter by 3 meter by 3.5 meter tall pergola – you
may use a kit or build and design from scratch
You will have a single step down to the second circular area which will be 7 meters in
diameter and have a 2.5 meter square hot-tub on the far side – this will need electrical and
you will acquire and facilitate the installation through the vendor
You will be able to step from the circular area to the yard on a paving stone path which
will run out to the garden – the path will be 7 meters long and 1 meter wide – this path
will have electrical yard lights
There will be a 25’ diameter area half way down the path which will have a built in fire
pit with seating (4 seats / benches) – the area will use gravel and border stones
All deck areas will be edged with decorative railing
The deck framing will set on 4”x4” footers which will be concreted 1 meter into the
ground (below frost line) – you will used galvanized hangers to support frame supports
The lower area will have built in flower boxes 2’x 3’ – three of them
The upper area will have a gas grill with built in gas service
You will need a building permit and it will cost 50 dollars
All railing will have decorative lighting running along it
Both main deck areas will be fully landscaped around the perimeter with plants,
decorative stones, perennials, and bushes. – your team will do the landscaping
You will have an experienced construction crew of 4 FTE’s which will cost $80/hour
including benefits and 1.5 time overtime applies
You will have a team of 2 experienced landscape professionals who will cost $75/ hour
and overtime applies.
Need a couple outdoor, 110 electrical outlets for Xmas lights, etc.
You will need electrical you will vendor out – determine cost
You will vendor out the hot-tub installation – determine cost
You will need a vendor to install and run the gas-line – determine cost
The deck will be fully sealed with a medium brown stain / preservative
You will use treated lumber for all framing and you will decide on what product to use
for surface boards (wood, synthetic, etc.)
The upper level will have two built in seats near the grill area (wood) – not under the
pergola
You will need to determine the timeline – will precipitate from the Work Breakdown
Structure
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Assume you have all the tools you need
Any requirements not specifically stated are at your discretion.
A 5 foot by 12 foot 2×8 raised bed tomato and pepper area just to the left of where you
might walk off the center of the upper deck with drip irrigation installed and drip
irrigation faucet at one corner of the raised bed.
Please see the documents to be created for the project below. As a team, it is extremely important
to all of you that you participate in the creation of every document listed below in some
way. That you leave this course with the knowledge of what that document is for and what it
typically contains. You will need to create all of the documents as a team and you will use those
documents to create slides for your project status presentation Sunday morning using a Power
Point.
1.
2.
3.
4.
5.
Project Charter (Friday)
RACI (Friday) (can use EXCEL)
Statement of Work (SOW) (Friday)
Scope Document( Friday)
Very Basic Drawing (https://financesonline.com/best-free-landscape-designsoftware/) (Saturday)
6. Procurement Process (materials and vendors) (Saturday)
7. Assumptions and Constraints Document (Saturday)
8. Risk and Issues log / matrix (Saturday) (can use EXCEL)
9. Communication Plan (Saturday) (can use EXCEL)
10. Work Breakdown Structure (WBS) (can use EXCEL) (Saturday)
11. Quality Document (Saturday)
12. Change Request Process Document (Saturday)
13. Milestone Time-line Breakdown (Saturday)
14. Budget (Will precipitate from the Work Breakdown Structure) (Saturday)
15. Project status report – done on a deck slide to go to leadership weekly by COB Fridays –
must include color coded status, budget section, risk section, issue section, current past
achievements, work areas underway (Sunday)
How do I approach this?
Internet research is your friend – good Google topics = deck construction basics – hottubs for sale and installation – how to pick a gas grill – running a gas-line to my grill – landscape
planning – all kinds of project related searches – estimating construction labor costs – any places
like Lowes for all of your basic materials cost – building an in-yard fire-pit, procurement and
contract basics – building a deck flower box – Wayfair for pergolas, building a pergola,
YouTube, your textbook, etc.
I know:
-That many of you are thinking that I have no experience with construction, building decks,
landscaping, etc. What you must realize is that when you seek employment as a project manager
you will always have this conundrum of how much do I really need to know about the area of
work the project lies within (telecom, IT, construction, travel, human resources, insurance, health
care, finance, etc.) do be effective at my job. You will have potential employers who will think
you need to know a great deal. You will meet folks like me who would advise that is not the
case. What you must be ready to do is learn / absorb as much knowledge in the area of project
work as soon as possible. Be ready to explore all of your options to gain and find the knowledge
you need to function effectively. You need to have just enough vocabulary and knowledge to
operate and communicate well and that will then continually grow as the project moves
forward. This is part of what makes being a project manager such fun – it is never the same –
never b
1
Statement of Work
Student’s Name
Course Department, Institution
Course Code, Course Name
Date
2
Statement of Work
The project entails replacing an 8foot by 3-foot Backyard with new luxurious French
door backyards measuring 80 inches wide and 120 inches deep and running a 5% slope down
straight to the back. The upper end of the Backyard is expected to measure 5m by 3m by 3.5m,
with a single step having a circular area requiring electrical for installation. An electrical vendor
will be hired for the structure of the electrical appliances at an approximate cost of $250. The
path within the circular area of the yard will measure 7m by 1m and will have a yard light for
security and lighting purposes.
Gravel and border stones will be used for constructing a 25 inches diameter area halfway
down the path installed with a fire pit having four benches. The decorative lining will be used for
decorating the deck areas making the place attractive as the framing of the decks will measure
4inches by 4 inches under concrete with 1 meter into the ground for firmness. Hangers will
support the frames of the deck. Treated lumber will be applied for the framing process, and the
surface boards will be made of synthetic products. To meet the luxurious standards of the clients,
the three lower ends of the Backyard will be built in the flower boxes measuring 2 inches by 3
inches as the upper end will have a gas grill constructed with the gas service at the cost of $600.
The deck will be sealed with a medium brown stain.
Thus, the new Backyard is approximated to cost $500000 will be constructed from
already existing design and information, improving the initial backyard meeting the modern
needs of the clients. The project is expected to take three months, with the final product being of
high quality. The number of employees is projected to be 25, and they will be paid %50-80 per
hour based on their skills and area of expertise. For example, a Landscape professional will be
paid $75 per hour helping successfully complete the project. The total budget of the project is
within the limit of the clients. Thus the project is affordable.
PROJECT CHARTER
1. General Project Information
Project Name:
Melrose Backyard
Executive Sponsors:
Hutton Group M50
Department Sponsor:
Cumberlands
Impact of project:
Redesign the backyards of Melrose family and expand the business through reference.
2. Project Team
Name
Department
Telephone
E-mail
Project Manager:
Hutton Group
Melrose – Garden Decks of
Beauty
xx-xx-xxxx
gardendecks@beauty.com
Team Members:
Atiq Nurani
Bharath
Shaurin
Sreekanth
3. Stakeholders (e.g., those with a significant interest in or who will be significantly affected by this project)
The stakeholders in this redesign project would be Melrose family, Garden Decks Project Manager, Vendors associate with
Project and Hutton group.
4. Project Scope Statement
Project Purpose / Business Justification
The purpose of project is to provide Melrose family with cost effective plan, design and good quality work. This would be beneficial for
the Garden Decks to increase their business.
Objectives (in business terms)
The main objective in this project is to maintain the cost under $35,000 and get good quality materials/Equipements and have it in
timely manner.
Deliverables
Two-area deck with levels leading to hot tub and a circular area with paved stone paths with railings.
Landscaping with plants, flower boxes.
Appliances includes hot tub, grill, drip irrigation system.
Decorative lightings, all electrical components and lumber frames.
Project Milestones
Make the timeline and communicate with the client once all the agency and vendor have been contacted with the cost and delivery
with complete installation. Provide weekly update and run any issue with Project Manager and client.
Major Known Risks (including significant Assumptions)
Risk
Risk Rating (Hi, Med, Lo)
Timeline
High
Foundation for making two level deck
Medium
Vendor, Equipment Installation
Medium
Construction Permit
Low
Cost
Low
External Dependencies
The success of the project depends on the cost and efficiency of the external agency to finish the work installing the equipment and
extending the lines as required. The focus would be to maintain clear communication between all the agency and run parallel to finish
the project in timely manner.
5. Communication Strategy (specify how the project manager will communicate to the Executive Sponsor, Project Team members and
Stakeholders, e.g., frequency of status reports, frequency of Project Team meetings, etc.
Daily communication with all the agencies including vendors. Provide weekly update to Project Manager and client.
6. Sign-off
Name
Signature
Date (MM/DD/YYYY)
Executive Sponsor
Hutton Group
06/11/2021
Department Sponsor
Cumberlands
06/11/2021
Project Manager
Bharath
06/11/2021
7. Notes
RACI chart- R(Responsible) A(Accountable) C(Consulted) I(Informed)
RACI
WBS
Project deliverables (or Activity)
0.0
Remodeling Melrose family hose back yard
1.0
Upper level
1.1
Pergola (5 X 3 X 3.5) cubic Meters
Sreekanth
Bharath
Atiq
Shaurin
A
I
C
R
7 meters second circular area with
1.2
2.5 square meters hot tub
R
I
A
R
1.3
Fire pit 25′ dia with 4 seats/benches
I
A
R
C
1.4
Deck framing and decorative railing
R
I
A
I
A 5 foot by 12-foot 2×8 raised bed tomato
1.5
and pepper area with drip irrigation faucet
C
A
I
R
1.6
landscaping
C
R
A
I
2.0
Lower level
2.1
3 Flower boxes 2′ X 3′
R
I
A
R
2.2
Deck framing and decorative railing
I
A
R
C
2.3
Landscaping
C
R
A
Statement of Work (SOW)
Introduction
As a new project manager at Garden Decks of Beauty, a local company for the past 12 years in the
Lexington, Kentucky area. first assignment will be for the Melrose family who moved into their new
home two years ago and now wish to replace the 8 feet by 3 ft slab of concrete, the stoop, which their
backyard facing French Doors step onto with a new, luxurious deck area with hot-tub and
accoutrements. – Time / Cost / Quality. Win them and you win their neighbors’ business.
Project purpose
As project manager at Garden Decks of Beauty, a local company for the past 12 years in the Lexington,
Kentucky area. first assignment will be for the replace the 8 feet by 3-foot slab of concrete, the stoop,
which their backyard facing French Doors step onto with a new, luxurious deck area with hot-tub and
accoutrements. The main purpose is improving process by improving Time / Cost / Quality
outline detailing required work, the processes used to complete the job.
•
A two-area deck with the upper level (will step on from the French Doors), being a 5
meter by 7-meter rectangular area
•
There will be a 25’ diameter area halfway down the path which will have a built-in fire.
pit with seating (4 seats / benches) – the area will use gravel and border stones.
I
•
All deck areas will be edged with decorative railing.
•
The deck framing will set on 4”x4” footers which will be concreted 1 meter into the
ground (below frost line) – you will used galvanized hangers to support frame supports.
•
The lower area will have built in flower boxes 2’x 3’ – three of them.
Deliverables required for project.
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Schematic Design
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Site plan: Schematic grading, utility, planting, and paving plans
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Building elevations:
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Landscape
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Site planting plans
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Preliminary irrigation plans
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Typical planting details
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Preliminary hardscape plans – if not done by the architect
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Floor Plans
Misc. requirements
•
need a building permit and it will cost 50 dollars.
•
All railing will have decorative lighting running along it
•
Both main deck areas will be fully landscaped around the perimeter with plants,
decorative stones, perennials, and bushes. – your team will do the landscaping
•
Need a couple outdoor, 110 electrical outlets for Xmas lights, etc.
•
need electrical you will vendor out.
•
Need vendor out the hot-tub installation.
•
need a vendor to install and run the gas-line.
Cost
Thus, the new Backyard is approximated to cost $35,000 will be constructed from already
existing design and information, improving the initial backyard meeting the modern needs of the clients.
The project is expected to take three months, with the final product being of high quality. The number of
employees is projected to be 25, and they will be paid %50-80 per hour based on their skills and area of
expertise. For example, a Landscape professional will be paid $75 per hour helping successfully
complete the project. The total budget of the project is within the limit of the clients. Thus, the project is
affordable.
SCOPE DOCUMENT
As the project becomes huge and more unpredictable, with more capacities influenced by them, the
capacity of a manager to oversee the whole picture in detail is extremely critical for positive outcome.
As a manager, possibility of project success will increase in the event to develop wide ranges of
abilities. Building group commitments begins with having a good explanation and reason for being
together in any case. Effective communication is quite possibly the most successive reasons for a
project performance.
The project to be initiated is totally based on the customer decisions and the managers are required to
have a proper plan in achieving the best design. The key factors for a construction project are time, cost
and quality along with scope. As a manager, effective planning for the whole new project is very
essential and to evaluate the essential members to be involved based on their abilities. During
development, if the process of schedule begins to slip, close monitoring and refreshing of the schedule
will get it expeditiously and act to moderate it at every opportunity. This could mean rebalancing the
three imperatives of cost, scope, and time. Experienced manager with the best group, facilitates the
planning and designing, efficient preconstruction and most issues will be expected and relieved, leading
to a successful project delivery on time within a predefined budget.
PROJECT OBJECTIVE
To construct a high-quality slab, hot tub installation, fire pit and gas grill in the backyard with good
view at cost not to exceed $35,000.
DELIVERABLES
–
A two-area deck with levels leading to hot tub and a circular area with paved stone paths with
railings.
–
Landscaping with plants, flower boxes.
–
Appliances includes hot tub, grill, drip irrigation system.
–
Decorative lightings, all electrical components and lumber frames.
MILESTONES
–
Permit approvals
–
Foundation
–
Framing, plumbing, electrical and mechanical inspections and approvals
–
Final inspection
TECHNICAL REQUIREMNETS
–
Design must meet the local building codes.
–
Two area deck which leads to a circular paving area with stones that leads to a grill area and a
fire pit with seating.
–
Decorative lights along the railings for deck area
–
5 meters by 3 meters by 3.5-meter-tall pergola
–
Circular area of 7 meters in diameter and 2.5-meter square hot-tub
–
Paved stone path of 7 meter long
–
25’ diameter area with fire pit and seating for 4 people around it
CUSTOMER REVIEW
Todd and Margo
PROCUREMENT PROCESS and FLOW
Assumptions in project management means that whatever planning is happening, there is risk
associated with it. This is brain storming process in the planning and managing the project.
In this project we have few assumptions:
1.
2.
3.
4.
Getting all the materials and items from the vendor on time
All equipment is in good condition
Weather
Team members present on site
Constraints in project are the limitations and risk that needs to be addressed for successful project
completion. Time, cost and scope are some of the examples of constraints which are involved in any
project.
For our project in constructing two level deck, the constraints are:
1.
2.
3.
4.
5.
Budgets
Time
Client Approval on items
Vendor Response and
Resources like material availability
Risk Register Exercise
Risk Description
Managing change
1 orders
Impact
substantial
increasse in
cost and delay
in project
schedule
Category Probability
Ease of
detection Score(RPN)
Impact
budget and
schedule
5
9
9
405
Rework and
delay in project budget and
2 Incomplete drawingscompletion
and poorly defined
schedule
scope
4
7
9
252
budget and
schedule
5
10
8
400
Rework and
delay in project
4 Poorly written contracts
completion
ligal
5
7
8
280
5 Unexpected increasesincrease
in material
costscostsbudget
5
7
8
280
7
8
8
7 Damage or theft to equipment
Dealy project
and tools.
budget
8
9
10
8 Natural disasters
5
9
10
9
7
8
budget
8
9
8
human
resource
7
7
8
6
7
8
ligal and
quality
6
7
5
human
resource
6
10
6
3 Unknown site conditions.
increase costs
6 Labor shortages.
Dealy project
Dealy project
human
resource
budget
legal issues and
9 Issues with subcontractors
delay in
and
project
suppliers
ligal
10 Availability of building
Dealy
materials
project
Dealy project
and cost
11 Poor project management
overrun
Rework and
delay in project ligal and
12 Failure to comply with
completion
contractual quality
quality
requirements.
13
Scheduling
errors, contractor
delays.
Delay Project
increase
employee
14 Project team conflicts.
turnover
Mitigation
Strategy/
Resolution
Institutionalize
change order
process into the
fabric of
organization and
operations
Review and get
scope document
approved by stake
holders( Melrose
family )
Through site
inspection and soil
testing
Have the contract
reviewed and
approved before
beginning work
Anticipate market
and account for it
in the budget
planning
Hire contractors or
have a flexible
448 deadline
Have proper
security and insure
expensive
720 equipment
lookout for weather
forecast
and make
necessary
450 arrangements
Have backup plan
or multiple
504 contractors
Have detail list of
materials required
and make
arrangements for
those
that would be
576 scarce
Have an
experienced
392 project planner
have a proper
review system to
identify any
deviations from
336 contract
anticipate and
make
necessary backup
210 plans
Provide a helathy
work environment
and promptly
respond to any
360 complaints
Communication Plan:
#
Kickoff meeting
Daily status update
Action item follow up
Budget usage
Risks review and
update
Weekly status update
Project status meeting
purpose
-Introduce project.
– confirm objectives, goals
and deliverables
-Review whats everyone
going to do and
to make sure it aligns with
project goal
-Identify any issues that’s
delaying project
-prioritize tasks
-To ident and reduce cost
over runs
-To mitigate additional
expenses
-To identify and mitigate
risk
-Review what’s everyone
going to do and
to make sure it aligns with
project goal
-To provide project status
to stake holders
Medium
Frequency Audience
-In-person
meeting
(send video
conference
link for remote
workers)
-At the
beginning
of the
project
-Project team
-Project
sponser
(Melrose
family)
-In person
-Daily
-On site team
-Monthly
-project
manager
-Core team on
site
-contractors
-Monthly
– Project
manager
-Human
resource
-quality
control team
-In person
-video conference
-Monthly
– Project
manager
-Human
resource
-quality
control team
-In person
-Daily
-On site team
-Monthly
-Project
Manger
-Stake holders
(Melrose
family)
-Video conference
-In person
-video conference
-In person
-video conference
Work break down structure (WBS):
1.Renowating
Melrose family house
back yard
1.2
Lower
level
1.1
Upper
level
1.1.1
Pergola
(5 X 3
X 3.5)
cubic
Meters
1.1.2 7 meters
second
circular area
with
2.5 square
meters hot tub
1.1.2..1
Electric
al
(outsou
rce)
1.1.3 Deck
framing
and
decorative
railing
1.1.4
Building
permit/50$
1.1.4.1
Gas
grill
with
built in
gas
service
1.2.1 3
Flower
boxes
2′ X 3′
1.2.2 Deck
framing and
decorative
railing
1.2.3
Landsc
aping
MILESTONE TIMELINE BREAKDOWN
BUDGET (From Work breakdown structure)

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