Get Ready to Manage a Projectarens Work Tools

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Get ready to manage a projectArens’ work tools

Arens: In the poo / Arens used:

decision tool
scope document and project budget
work schedule
risk management plan.

Problem

I'd like to get the bins installed in time for the educational program that's going to be run for the dog owners. But I've got a lot of routine maintenance work scheduled for the next few weeks and I'm a bit short staffed right now! I think I’ll check out the scope document first.

Scope document

Here is what my manager gave me for the project

Project Scope
Project Information (Please complete all)
Project Sponsor
Bob Smith
General Manager / Project Name
Animal litter bins
Sponsoring Department/Client
Directive from Council Meeting
Parks & Gardens
Project Leader
Arens Sirkel
Scope the project
The project will encompass the installing of animal litter bins and bag dispensers in all council parks. The bins and bags are to be purchased from Animal Litter Limited after recommendations from neighbouring councils.
Description of the project
What is the vision? What will the finished product look like?
The animal litter bins will be installed in prominent locations in each park, while also being close to entrances to allow efficient removal of waste by our waste management contractor.
Identify the strategic objectives at which relate to this project
To reduce animal litter by encouraging owners to pick up after their pets.
Identify the main target audience
Pet owners
What are the intended outcomes/deliverables of the project?
That pet owners will use the bags provided to clean up their pets’ litter and deposit the bags in the bins provided, other bins or their own bins at home.
What are the particular aspects of the project?
Installation of bins
Other comments
Collection of waste and replacement of bags has been contracted to our waste management contractor.
A public awareness campaign will be conducted by council after the bins have been installed.
Proposed Project Timeline
Dates/Time / Notes
Project lifespan: include dates or total time required for completion
Phase 1: Scoping and feasibility. / Not required / Directed by council, scoped by General Manager
Phase 2: Planning / 4 days
Phase 3: Implementation / 3 weeks
Phase 4: Evaluation / 2 days
Proposed budget
Detail proposed budget or financial constraints for the project.
Overtime wages/contractor payments$ 7,000
Bins & posts$ 15,000
Materials (cement, etc) $ 2,000
Annual bag replacement program$ 6,000
Annual additional charge by Waste Management Co. $ 18,000
Scope Signoff
This scope has been approved by: Bob Smith______Project Sponsor
Department: General Manager Date_____/_____/_____

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Decision tool

Work schedule

My schedule

Task No. / Task: Install bins and bag dispensers at the following parks / Work Team / Resources / Comments – Other site activities of team / Start Date / End Date / Status ***
1 / Edenborough Park / Lindfeld Parks Maintainence Team / 3 x bin, pole and bag dispensers, 3 bags of gravel cement mix / During grass cutting & grounds cleaning / Mon 15th / Tues 16th
2 / Eastern Reserve / Parks & Gardens Services P/L / 2 x bin, pole and bag dispensers, 2 bags of gravel cement mix / Contractor / Mon 15th / Mon 15th
3 / Ferndale Park / Chatsville West Parks Maintainence Team / 3 x bin, pole and bag dispensers, 3 bags of gravel cement mix / During walking track repair program / Tues 16th / Wed 17th
4 / Tintallen Oval / Chatsville West Parks Maintainence Team / 2 x bin, pole and bag dispensers, 2 bags of gravel cement mix / During grass cutting & grounds cleaning / Thur 18th / Thur 18th
5 / Chatsville Oval / Willowbury Parks Maintenance Team / 2 x bin, pole and bag dispensers, 2 bags of gravel cement mix / During building upgrade work on amenities block / Fri 19th / Fri 19th
6 / Beau Park / Chatsville Parks Maintainence Team / 2 x bin, pole and bag dispensers, 2 bags of gravel cement mix / During grass cutting & grounds cleaning / Mon 22nd / Mon 22nd
7 / Bales Park / Willowbury Parks Maintenance Team / 2 x bin, pole and bag dispensers, 2 bags of gravel cement mix / During grass cutting & grounds cleaning / Wed 24th / Wed 24th
8 / Willowbury Park / Parks & Gardens Services P/L / 3 x bin, pole and bag dispensers, 3 bags of gravel cement mix / Contractor / Thur 25th / Thur 25th

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Risk management

My risk management plan

Risk Title / Risk Details / Risk Priority / Mitigation Strategy
Failure to meet schedule / Failure to meet schedule due to bad weather, staff shortages. Constant bad weather over the short two project time frame could delay the project. / Low / Accept. If this does happen it will only push back the project a short time.
Cost overruns for installing bins / External costs include contractor for installing some of the bins, possible overtime, cement and damage to tools.
The cost of the bins has not been included as these have already been purchased. / Low / Fixed price quote obtained from contractor for his two days of work.
Bins will be stolen / The bins may be stolen from park locations. / Low / Cement bins in to minimise risk of being removed, pushed over or stolen.
Insure — Council maintain insurance to cover the theft of council property in public reserves.

Review

It was very useful to go back to the scope document so I knew exactly what was expected of the project and the limits we were working with. The task list and work breakdown schedule really helped me to identify how we would go about achieving our goal, because the task elements and resources were itemised. And the risk management plan meant I was ready for any problems should they arise.

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