Project Selection, Final Charter, and Preliminary Project Plan Project Selection, Final Charter, and Preliminary Project Plan Learning Team C CPMGT/305 May 16, 2016 John Braeger 1 Project Selection, Final Charter, and Preliminary Project Plan 2 Project Selection, Final Charter, and Preliminary Project Plan The team has conferred and made a decision to work on the Farmer Pump LLC new roof project. The shareholders goal is to have all of the traditional shingle roof replaced with new metal roof. It is believed that the replacement of the roof will extend the roof life span, prevent leakage, and reduce future repair cost. Upon choosing the project, we have some preliminary project criterion to meet. As a Project Management team we will gather the information to complete the Farmer Pump LLC new roof project. In order for the project to be completed successfully, the team will assign each member its part. Included will be the project overview of the scope and what will be the best way to accomplish replacing all the traditional shingle roof with the tin roof. The preliminary project report will include a schedule including tasks and deliverables as well as a budget. It is desired to pull together enough information to present cost estimates, cost analysis, and present a projected deliverable. Project Selection Our group based our selections for a final project on what was the most relatable for most group members, what was easiest to understand, what could easily be measured, and what provided the least amount of risk. Each project was ranked based off of the following key: 5 Very High Importance 4 High Importance 3 Medium Importance 2 Low Importance 3 Project Selection, Final Charter, and Preliminary Project Plan Below is a weighted matrix using our project criteria selection: Weight-5 School Supply Boxes Farmers Pump, LLC New Roof Creating Standardized Procedures Criteria Weig ht Sco re Weight ed Sco re Weight ed Sco re Weight ed Veterans Affairs Suicide Prevention (VASP) Sco Weight re ed Behavioral Youth Resource Development (BYRD House) Sco Weight re ed Performance Management Effective Communication Sco re Weight ed Scor e Weight ed Relatable Comprehens ible Measurable Risky Total Score Weighted 5 4 4 5 20 20 5 5 25 20 4 4 20 16 3 3 15 12 4 3 20 12 5 4 25 16 3 3 15 12 3 2 14 4 2 15 12 4 56 4 20 5 5 20 15 10 70 5 25 4 2 14 12 4 52 3.71 18.55 2 5 13 6 10 43 3.07 15.35 4 3 14 13 6 51 3.64 18.2 5 2 16 15 4 60 4.28 21.42 3 4 13 9 8 44 3.14 15.7 Final Project Charter Business Case: Farmer's Pump has made the decision to upgrade the shingle roof on their 4200 sq. ft. office building with a tin roof. This project will facilitate longevity, durability, energy saving costs, and is environmentally friendly. It will also provide for the safety of employees, equipment, and customers. Problem Statement: The roof on the office building leaks badly, there are places in the storeroom and bathroom where water has gotten in between the shingles and sheetrock. This has not only caused mold, which is a health hazard to those of us in the office; it has caused sections of the sheetrock to collapse. This has led to severe leaks every time it rains or snows. Replacing the roof will solve these problems. Scope: Obtain Stakeholder support Budget estimate Contractor selection Deliverable negotiations Project personnel Project approval Goals and Objectives: A roof that no longer leaks- Testing will be done to ensure that the new roof is up to code and meets project standards, however we will be able to measure this with certainty when it rains. Lower utility costs- Lower utility costs will be apparent after three months, at that point we will compare costs with the utility bills for the same three months in 2015. Safe environment for employees- There will no longer be a need to worry about portions of sheetrock falling, or mold posing a health risk to employees. Team Members: Position: Project Selection, Final Charter, and Preliminary Project Plan Sara Widner Michael Grogan Lindsey Adegbite Redrick Jones Stephanie Keith Melinda Maldonado Project Manager Construction Coordinator Timeline: May 1, 2016: May 15-20, 2016: May 25, 2016: May 30, 2016: June 1, 2016: June 4, 2016: June 10, 2016: June 12, 2016: Description: Charter approval Interviews of contractors Bids due from contractors Contractor selected Contract signed Construction begins Construction complete Inspection 4 Overview In today's world, there are so many ways one can contribute to helping the environment and preserving natural resources. To think that this can be done within your own business can seem like a challenge but it is possible to encompass environmentally friendly products into your company. Farmer's Pump, LLC is going to take on this endeavor by upgrading their current shingle roof to a metal roof. The metal roof will provide not only an update on the materials for longevity but also protection for the customers and the equipment within the facility. The roof will prevent the cumbersome problem of water leakage that is damaging the sheetrock and also possible mold, which is a health hazard. The areas of concern that will be addressed are the safety of the employees and the customers. The new metal roof will prevent the danger of mold and fallen sheetrock. The lower utility cost will be addressed as the potential to reduce the cooling cost of the building. The roof will be durable for the business, protect people, and provide an environmentally friendly alternative. Metal roofs not only have 25% to 95% recycled content, depending on the material Project Selection, Final Charter, and Preliminary Project Plan 5 used, but are also 100% recyclable at the end of their life as a roof. ("The Pros and Cons of Metal Roofs", 2013). A lawyer will be needed initially, for contractual purposes. The project will consist of hiring a contractor, the purchase of materials and installation. The site will be prepped before the start of the job and inspected after the work is complete. There will be a consensus amongst the stakeholders and the team that the work is complete, and the project is final. Preliminary Project Plan The objective of this section is to show a preliminary summary project schedule with the project tasks including the primary deliverables and the activities associated with them as shown in section 6.5.3 of \"A Guide to the Project Management Body of Knowledge.\" 1. June 3, 2016: Contractor will purchase materials Materials will be delivered to project and stored properly under cover 20 x 20 container will be delivered to work site for waste removal Scaffolding will be delivered to work site 2. June 4, 2016: Contractor will prep roof Set up work site Remove old roof and trim to bare wood Seal the roof for water proofing and moisture 3. June 5, 2016: Start install Roll out felt and install the entire roof 4200 square foot 4. June 6, 2016: Install metal From the highest peak install first section of metal for the first 2400 square feet of roofing Project Selection, Final Charter, and Preliminary Project Plan 6 5. June 7, 2016: Install metal Install second section of roofing to include all trim pieces 6. June 8, 2016: Silicon Caulking After roof has rested for 24 hrs. install silicon caulking on all edges and trim panels to ensure there is no water leakage 7. June 9, 2016: Prep Site for final inspection Clean-up work site from all materials and debris Gather all tools and equipment 8. June 10, 2016: Water test the roof Water test was successful 9. June 11, 2016: Project is ready for inspection by stakeholders 10. June 12, 2016: Stakeholders inspect roof and approves Preliminary Budgetary Plan The main cost that will be incurred throughout the course of this project will be the hiring of a contractor. The cost of a metal roof installation for the office described above would be $13,400. This includes new plywood sheathing as well as the removal and disposal of preexisting roofing. This estimate breaks down to $4 per square foot, but it is necessary to note that the overall average for metal roofing installations will vary according to the region and the materials selected. Administrative expenses will not factor into this project because the project team consists of current employees who already work at Farmer's Pump. It will be necessary to hire a lawyer to draw up a contract for this project, the cost of which will be $400, bringing the cost of the project up to $13,800 thus far. It is also important for a project Project Selection, Final Charter, and Preliminary Project Plan 7 budget to contain a contingency fund that is available for unanticipated costs. \"A contingency fund is money set aside at the start of a project to be used in case of need, for example to offset unforeseen increases in costs. The amount of this ring-fenced budget depends on the level of risk the project faces and also on the overall project budget itself. Effectively, this is building in probability to your cost estimates.\" (Project Management Tips, 2016). To calculate our contingency fund, we simply used 10% of the total budget, which came out to be $1,380. This is not a large contingency fund, however this project is relatively low risk, so a large on is not needed. Conclusion After reviewing the preliminary project plan, it is believed it has presented a clear and concise direction. The plan has presented a projected scope which included an outline of deliverables. Also, a preliminary budget showing estimated cost analysis and cost estimates have been determined. With the preliminary project plan in place, the desire is that it will be accepted, any questions will have been answered and the project can move forward. Project Selection, Final Charter, and Preliminary Project Plan References Project Management Institute. (1996). A Guide to the Project Management Body of Knowledge. Retrieved from http://www2.fiit.stuba.sk/~bielik/courses/msislov/reporty/pmbok.pdf Project Management Tips. (2016). Retrieved from http://pmtips.net/Blog/project-financial-management-contingency How to Install Metal Roofing. (2016). Retrieved from http://www.wikihow.com/Install-Metal-Roofing The Pros and Cons of Metal Roofs. (2013). Retrieved from https://learningcenter.statefarm.com/residence/maintenance/the-pros-and-cons-of-metalroofs/ 8 Preliminary Project Charter Worksheet CPMGT/305 Version 1011 1 University of Phoenix Material Preliminary Project Charter Worksheet Instructions: Complete this project charter worksheet according to the instructions in section 4.1 of A Guide to the Project Management Body of Knowledge. .1 Project title: Farmers Pump, LLC-New Roof .2 High-level project scope (less than 50 words) Farmer's Pump has made the decision to upgrade the shingle roof on their 4200 sq. ft. office building with a tin roof. This project will facilitate longevity, durability, energy saving costs, and is environmentally friendly. It will also provide for the safety of employees, equipment, and customers. .3 Problem to be solved or opportunity to be realized by this project (less than 25 words) The roof on the office building leaks badly, there are places in the storeroom and bathroom where water has gotten in between the shingles and sheetrock. This has not only caused mold, which is a health hazard to those of us in the office; it has caused sections of the sheetrock to collapse. This has led to severe leaks every time it rains or snows. Replacing the roof will solve these problems. Preliminary Project Charter Worksheet CPMGT/305 Version 1011 2 .4 Project purpose or justification including specific measurable business impacts or results (less than 50 words) The purpose of this project is the replacement of a shingle roof and replacement with a tin roof on a 4200 square foot office building. \"Longevity-Metal roofs can last 40-70 years, depending on the material. Traditional asphalt roofing materials have an estimated life expectancy of roughly 12-20 years. Durability-Some metal can sustain wind gusts up to 140 miles an hour, will not corrode or crack, and may be impact resistant. In addition, metal roofs don't need the costly maintenance that other roofing materials often require. Safety-Metal roofs will not spark or ignite into flame during a wildfire or lightning storm. Energy Efficiency- Metal roofs reflect solar radiant heat, which can reduce cooling costs by 10%-25%. Environmentally Friendly-Metal roofs not only have 25% to 95% recycled content, but are also 100% recyclable at the end of their life as a roof.\" (State Farm 2013.) .5 Measurable project objectives and related success criteria including metrics (Provide three to four objectives with metrics) Preliminary Project Charter Worksheet CPMGT/305 Version 1011 3 A roof that no longer leaks- Testing will be done to ensure that the new roof is up to code and meets project standards, however we will be able to measure this with certainty when it rains. Lower utility costs- Lower utility costs will be apparent after three months, at that point we will compare costs with the utility bills for the same three months in 2015. Safe environment for employees- There will no longer be a need to worry about portions of sheetrock falling, or mold posing a health risk to employees. .6 High-level requirements (less than 100 words) Obtain stakeholder support and make sure that goals align. Estimate cost and select contractor Ensure that project is completed on time and does not go over budget. Testing to make sure that the tin roof meets project goals and objectives. .7 High-level risks (less than 100 words) Project delays due to inclement weather. (Hail, High Winds, Rain, etc.). Preliminary Project Charter Worksheet CPMGT/305 Version 1011 Project is over budget due to delays. Project is over budget due to unforeseen circumstances. (i.e. needing a crane or specialized tools.) Poor job of cleaning up the site by the construction crew. Failed testing. .8 Summary of high-level milestones schedule (identify the major deliverables and subtasks) May 7th, 2016: Owners meet and sign off on the project charter May 9th, 2016: Interview contractors for bids. May 14th, 2016: Bids from contractors are due to Farmers Pump. May 18th, 2016: Contractor is selected. May 23rd, 2016: Contract between Farmers Pump and Contractor is signed. June 4th, 2016: Work begins on the project. (We are allowing one week for the project's completion should inclement weather or other unforeseen issues arise.) June 11th, 2016: Installation is complete. June 12th, 2016: Inspection for roof. Payment to contractor within 30 days of the Project Sponsor receiving the approved report. 4 Preliminary Project Charter Worksheet CPMGT/305 Version 1011 5 .9 Summary of high-level budget including expense dollars, capital dollars, and headcount (identify costs for major deliverables and tasks identified in the preceding milestone schedule) Hiring a Contractor: the cost of a metal roof installation for the office described above would be $13,400. This includes new plywood sheathing as well as the removal and disposal of pre-existing roofing. This estimate breaks down to $4 per square foot, but it is necessary to note that the overall average for metal roofing installations will vary according to the region and the materials selected. Preliminary Project Charter Worksheet CPMGT/305 Version 1011 6 References State Farm. (February 26, 2013. The Pros and Cons of Metal Roofs. Retrieved from https://learningcenter.statefarm.com/residence/maintenance/the-pros-and-cons-ofmetal-roofs/