The main aim of this project is to build a community hub near Aberdeen that will become the focal point of community activities and celebrations and will strengthen the communal bond among the people living around this place. The success of the project will depend on the success of building the community hub i.e. if the people are interested in hosting parties and celebrations in the hub. Moreover, the community hub will be a source of income for the government and the success of the project will depend on the cost benefit gained from the project.
However, the people dwelling around the place are excited about the project and it is expected that the project community hub will be success unless some unforeseen incidents occur during the construction process. Like any project, this project will also have a suitable procedural framework that must be followed during the course of the project. Based on the work breakdown structure of the project, the chronological order of the project is decided and accordingly, the project stakeholders will be appointed to their respective duties. Based on their duties, the procedural framework will be prepared where instructions will be given to stakeholders when to perform his particular duties during the course of the project.
The project work plan is divided into three distinct project phases where different activities will be performed. The three phases are project planning, project initiation and project completion phases. In the planning phase, all the planning of the project will be done. This will include planning of the entire project, meeting between the project board and local authority, estimation of overall time schedule and budget, meeting with the sponsor and others. All the preparations and planning will be done in this phase. In the initiation phase, the procured budget will be distributed among the project stakeholders and a building blueprint will be prepared. Accordingly, a construction company will be hired and the required material resources will be procured from suitable vendors. Finally, the building construction will be initiated.
In this report, a suitable project plan has been provided for the development of the new community hub.
2.1 Project Aims and Objectives
The main aim of this project is to build a community hub near Aberdeen that will become the focal point of community activities and celebrations and will strengthen the communal bond among the people living around this place. This community hub will be a rent-based building owned by the government and will be rented to various organizations and clubs for organizing different festivals, celebrations like birthdays, marriage receptions, award presentation ceremonies and others.
The main objectives of the project are as follows.
The success of the project will depend on the success of building the community hub i.e. if the people are interested in hosting parties and celebrations in the hub. Moreover, the community hub will be a source of income for the government and the success of the project will depend on the cost benefit gained from the project. However, the people dwelling around the place are excited about the project and it is expected that the project community hub will be success unless some unforeseen incidents occur during the construction process.
2.2.1 Purpose
The ultimate purpose of the project is building a strong communal bond among the people living near the place where the hub will be built. The secondary purpose of this project is to generate an additional source of income for local government. Finally, some parts of the income will also be donated to charity.
The scope of the project includes the following.
The following are out of scope of this project.
Like any project, this project will also have a suitable procedural framework that must be followed during the course of the project. Based on the work breakdown structure of the project, the chronological order of the project is decided and accordingly, the project stakeholders will be appointed to their respective duties. Based on their duties, the procedural framework will be prepared where instructions will be given to stakeholders when to perform his particular duties during the course of the project. The project manager will be in control of the entire activities and he will determine whether the project is executed according to the procedural framework or not.
The main aim of this project is to build a community hub near Aberdeen that will become the focal point of community activities and celebrations and will strengthen the communal bond among the people living around this place. The success of the project will depend on the success of building the community hub i.e. if the people are interested in hosting parties and celebrations in the hub. Moreover, the community hub will be a source of income for the government and the success of the project will depend on the cost benefit gained from the project. However, the people dwelling around the place are excited about the project and it is expected that the project community hub will be success unless some unforeseen incidents occur during the construction process. Hence, the ultimate success criteria for the project will be the success of the hub in hosting celebrations and parties on a frequent basis and generation of sufficient revenue for the local government.
Based on the estimations, a rough budget plan is shown in the following table.
Required Resources
Estimated Cost
Wages and Payments
$ 10,000.00
Heavy Machineries
$ 25,000.00
Material Resources
$ 20,000.00
Contractor Fees
$ 25,000.00
Utilities
$ 15,000.00
Total
$ 95,000.00
In addition, a buffer budget of $5000 will be kept effectively making the total procurable budget of $1 million.
2.3.1 Organizational Structure Involved in the Project
Any project involves different stakeholders that are internal or external of the organization. Similarly, this project will have a suitable organizational structure that will involve different stakeholders. The organizational structure for the project will be as shown in the following diagram.
As shown in the diagram, there will be a number of stakeholders that will be involved in the project. These stakeholders will have their own roles and responsibilities that will have to perform within the provided time scale successfully in order to ensure success of the project. The following table shows the roles and responsibilities of the stakeholders in the project.
To provide sufficient funds for supporting the project throughout its entire course, to provide additional funds in case of emergency or unforeseen incidents
To manage all the activities in the project, to manage and control the works of the stakeholders and the working team, to approve any type of legitimate requests like additional funds, to implement change management, to complete the project signoff
To appoint necessary human resources for the project, to bring suitable contractor who will develop the building according the requirements at the best possible price, to approve the payments of wages to the workers To manage the accounts and the overall budget as provided by the sponsor, to allocate funds to different stakeholders subject to the prior approval of the project manager To procure the necessary material resources from vendors at the best possible price and of the best possible quality To prepare project plan, schedule, budget and project reports and update the project manager regarding every aspect of the project
To manage the activities of the project working team, to suggest suitable changes to the project manager regarding the project, to submit daily activity report to the project manager To design and develop the community hub based on the requirements preset before the start of the project, to install utilities and decorate the community hub building
2.4.1 Project Deliverables
The main aim of this project is to deliver a new community hub building where nearby tenants as well as organizations can host parties, celebrations, birthday and marriage receptions and other gatherings. Accordingly the project deliverables are as follows.
The project work plan is divided into three distinct project phases where different activities will be performed. The three phases are project planning, project initiation and project completion phases. In the planning phase, all the planning of the project will be done. This will include planning of the entire project, meeting between the project board and local authority, estimation of overall time schedule and budget, meeting with the sponsor and others. All the preparations and planning will be done in this phase. In the initiation phase, the procured budget will be distributed among the project stakeholders and a building blueprint will be prepared.
Accordingly, a construction company will be hired and the required material resources will be procured from suitable vendors. Finally, the building construction will be initiated. After the completion of construction, interior and exterior decorations will be done and suitable colours will be added. In the project completion phase, the whole project will be reviewed. Additionally, an administration board will be created and a suitable rent structure will be prepared. When these phases are complete, the community hub building will be opened for public.
The technical tasks in the project include the construction of the building and the decorations (interior and exterior). Following are the detailed explanation of technical tasks.
Construction of the Community Hub Building – The main deliverable of the project is the community hub building that needs to be built as per the requirements. The building will be a two-storey building where the ground floor will be for hosting the parties and the 1st floor will be for cooking and eating. In the ground floor, there will be only one large room and a space for music and DJ. The large space will also enable hosting gatherings and meetings by accommodating a large number of people. In the first floor, there will be a kitchen for cooking, two restrooms for ladies and gents and a large room with tables where the visitors can eat during a reception ceremony.
Decorations (Interior and Exterior) – There will be suitable decorations added once the construction of the building is complete. The interior decoration will be made such that it suits any type of ceremonies and celebrations. The exterior decoration will be made such that any people passing by the building can know that is a community hub and all the people can host parties and celebrations in the building.
Safety Equipments and Utilities – Without the safety equipments, the community hub will not be authorized for use by the government. Safety equipments like first aid box, fire alarms, emergency exits, fire extinguishers and others must be installed after the construction is complete. Fire protection system must also be ensured in the kitchen area of the building. Utilities are also important requirements of the community hub building. There should be ample supply of water, ventilation and air conditioning systems. Electrical wirings should be done such that all the rooms are connected to the main current line.
The project schedule is shown in the following table.
5 days
Tue 29-08-17
Mon 04-09-17
Inclusion of Suitable Changes in the Draft
5 days
Tue 05-09-17
Mon 11-09-17
Meeting with Sponsor
2 days
Tue 12-09-17
Wed 13-09-17
Preparation of the Final Project Plan
15 days
Thu 14-09-17
Wed 04-10-17
Preparation of a Time Schedule for the Project
2 days
Thu 05-10-17
Fri 06-10-17
Estimation of the Project Budget
5 days
Mon 09-10-17
Fri 13-10-17
Verification of the Project Plan
2 days
Mon 16-10-17
Tue 17-10-17
Approval of Project Manager to Proceed Further
1 day
Wed 18-10-17
Wed 18-10-17
Project Initiation Phase
237 days
Thu 19-10-17
Fri 14-09-18
Preparation of the Building Blueprint
10 days
Thu 19-10-17
Wed 01-11-17
Approval of the Blueprint
5 days
Thu 02-11-17
Wed 08-11-17
Allocation of Budget
3 days
Thu 09-11-17
Mon 13-11-17
Estimation of Material Resources
3 days
Tue 14-11-17
Thu 16-11-17
Estimation of Required Machineries and Equipments
2 days
Fri 17-11-17
Mon 20-11-17
Procurement of Material Resources
10 days
Tue 21-11-17
Mon 04-12-17
Procurement of Heavy Machineries and Equipments
15 days
Tue 05-12-17
Mon 25-12-17
Initiation of Construction Work
2 days
Tue 26-12-17
Wed 27-12-17
Construction of Building Framework
90 days
Thu 28-12-17
Wed 02-05-18
Application of Cement and Plasters
15 days
Thu 03-05-18
Wed 23-05-18
Installation of Safety Equipments
15 days
Thu 24-05-18
Wed 13-06-18
Installation of Utilities
10 days
Thu 14-06-18
Wed 27-06-18
Coloring of the Building
20 days
Thu 28-06-18
Wed 25-07-18
Interior Decorations
15 days
Thu 26-07-18
Wed 15-08-18
Exterior Decorations
15 days
Thu 16-08-18
Wed 05-09-18
Finishing Touches
5 days
Thu 06-09-18
Wed 12-09-18
Completion of Construction
2 days
Thu 13-09-18
Fri 14-09-18
Project Completion Phase
37 days
Mon 17-09-18
Tue 06-11-18
Preparation of Project Report
10 days
Mon 17-09-18
Fri 28-09-18
Project Evaluation
5 days
Mon 01-10-18
Fri 05-10-18
Preparation of a Rent Structure
5 days
Mon 08-10-18
Fri 12-10-18
Appointment of Administration Board
15 days
Mon 15-10-18
Fri 02-11-18
Approval of the Project Report
2 days
Mon 05-11-18
Tue 06-11-18
Project Sign Off
9 days
Wed 07-11-18
Mon 19-11-18
Closure of the Project
2 days
Wed 07-11-18
Thu 08-11-18
Project Appraisal
5 days
Fri 09-11-18
Thu 15-11-18
Stakeholder Signoff
1 day
Fri 16-11-18
Fri 16-11-18
Project Manager Signoff
1 day
Mon 19-11-18
Mon 19-11-18
In any project, a suitable communication plan is necessary in order to ensure suitable coordination between the different stakeholders of the project. The communication plan for this project is shown in the following table.
Stakeholder
Communication Requirements
Frequency of Communication
Communication Mode
Project Sponsor
For budget and additional budget
Before the start of the project and extra funds are needed
Meeting
Project Manager
Any important issues and requirements
Whenever necessary
Meeting, phone calls, documented reports
HR Manager
Need for additional human resources
Whenever human resources will be required
Emails
Finance Manager
Need for allocation of resources
During constraints of allocated budget
Finance reports
Procurement Manager
Need for material resources
Before project initiation
Requirement document
Project Planner
Project changes
During project planning
Plan document
Project Team Leader
Project work requirements
During project execution
Verbal communication
Change management is an important aspect that is done to ensure the project is executed in the right direction. During the project execution, there may arise some situation or some unforeseen incidents where changes are required in the project in order to ensure the right path is followed. The duty of change management is on the project manager as well as the project planner. The project planner will analyze the situation and compare the situation with the actual project plan. After the analysis, the project planner will suggest suitable changes to the project manager. The project manager will review the change planning and will provide further inputs for the change management. After everything is approved, the changes will finally be implemented in the project. However, this implementation may cost some extra resources and hence, keeping a buffer budget before project initiation is necessary.
Project monitoring and control is needed to ensure the project is being executed in the right path and the stakeholders are performing their duties based on the work requirements. Sometimes, it has been seen that the stakeholders do not perform the duties allocated to them properly and hence, the project failed miserably. Hence, monitoring of the project is needed to ensure the duties are performed properly. Monitoring is done by frequent inspections by the project manager as well as use of machines like CCTV cameras. The project manager needs to monitor the activities in the project and needs to ensure the activities are done properly.
Project control is another important aspect of the project that needs to be done by the project manager. Project control is mainly required to prevent scope creep where the project moves away from the actual scope and as a result, the project fails. The project manager must ensure there is no scope creep and the project remains within the in-scope limits.
Risk analysis is an essential part of the project that is done to ensure that are no major risks in the project. There are many risks that come with the project and they must be mitigated to ensure the success of the project. In this particular project, there are several risks associated like budget risks, time constraints, construction risks and others. Before initiation, it must be ensured that sufficient budget is available and some buffer budget is kept. Again, the time schedule should be realistic so that the project can be completed within the specific timeline. Finally, safety equipments and emergency services must be kept in order to ensure constructions risks are solved and even if some unforeseen incidents happen, they can be addressed immediately. The project manager should be able to predict possible risks and provide suitable solutions so that these risks are not encountered during the project.
After the end of the project, a project report will be created that will be reviewed by the project manager as well as all the stakeholders. Moreover, the project manager will inspect the site of the project as well as the newly built community hub. When everyone is satisfied, the stakeholders will sign off one by one and forward the document to the project manager. The project manager will give and signature and will officially close the project.
3.0 Conclusion
In this report, a suitable project plan has been provided for the development of the new community hub. The main aim of this project is to build a community hub near Aberdeen that will become the focal point of community activities and celebrations and will strengthen the communal bond among the people living around this place. The main deliverable of the project is the community hub building that needs to be built as per the requirements. The building will be a two-storey building where the ground floor will be for hosting the parties and the 1st floor will be for cooking and eating. In the ground floor, there will be only one large room and a space for music and DJ. The large space will also enable hosting gatherings and meetings by accommodating a large number of people. In the first floor, there will be a kitchen for cooking, two restrooms for ladies and gents and a large room with tables where the visitors can eat during a reception ceremony.
The success of the project will depend on the success of building the community hub i.e. if the people are interested in hosting parties and celebrations in the hub. Moreover, the community hub will be a source of income for the government and the success of the project will depend on the cost benefit gained from the project. However, the people dwelling around the place are excited about the project and it is expected that the project community hub will be success unless some unforeseen incidents occur during the construction process. Like any project, this project will also have a suitable procedural framework that must be followed during the course of the project. Based on the work breakdown structure of the project, the chronological order of the project is decided and accordingly, the project stakeholders will be appointed to their respective duties.
Project monitoring and control is needed to ensure the project is being executed in the right path and the stakeholders are performing their duties based on the work requirements. Sometimes, it has been seen that the stakeholders do not perform the duties allocated to them properly and hence, the project failed miserably. Hence, monitoring of the project is needed to ensure the duties are performed properly. Monitoring is done by frequent inspections by the project manager as well as use of machines like CCTV cameras. The project manager needs to monitor the activities in the project and needs to ensure the activities are done properly.
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