GREENING MAGGIE’S FLOWER SHOPPRESENTED BY THE NINJA PROS

May 22, 2010Tom Fisher, Jacqueline Clarke, Karen Lynn, Adhiti Naik, Maggie Leung and AJin Lim

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Table of Contents

Project Charter………………………………………………………………….Scope…………………………………………………………………………………Project Lifecycle…………………………………………………………………Stakeholder Analysis………………………………………………………….Communication Plan………………………………………………………….Responsibility Assignment Matrix………………………………………WBS…………………………………………………………………………………. Schedule, Cost Baseline and Investment S Curve………………. Risk Management Plan………………………………………………………Quality Management Plan…………………………………………………Closure & “Green” Opening……………………………………………….Addendum………………………………………………………………………..

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Project Charter Project Greening of Maggie’s FlowersCreated By Ninja Pros Date May 20, 2010

Convert existing flower shop to be certified by Bay Area Green Program Standards

Roles & Responsibilities

Sponsor: Kimi Project Manager: Tom Fisher Project Stakeholders: Maggie Leung/Owner, Customers, Bay Area Green Business & Other green businesses , Employees, Suppliers, Project teamCore team members : Maggie Leung, Jacqueline Clarke, Tom Fisher, A Jin Lim, Adhiti Niak, Karen Lynn

Description Background info: Maggie purchased an existing flower shop. She wants to convert her business into a green certified business. Project team will act as consultants to create an energy efficiency plan. Have her certified as a Bay Area Green Business in the Bay Area Green Business Program.Project Objectives:Create complete project plan for Maggie within 5 weeks.In Scope:Get flower shop Bay Area Green Business certified.Follow Bay Area Green ProgramOut of scope:No structural changesChanges that are outside of the Bay Area Green Program qualificationsBudget:$100,000

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Project Charter

Information

Deliverable: Project Plan that fits the certification requirements. Structure project so it provides: basic = required needs; additional items on check list = nice to have & if budget permits.Assumptions: Increase customer base, save energy costs and consumption.

Constraints: Determine if phase in construction; or business will cease during renovations. Run out of budget. Weather and unforeseen construction/equipment problems.Dependencies with other projects: NoneRisks or Opportunities: Does not get approved by Bay Area Green Program. Unforeseen infrastructure problems/old building have to replace equipment and parts. Sponsor pulls out of project or lose funding.

Milestones:

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Supporting information

May have to change store hours; phases or sections at a time; or limit number of employees. Acceptance criteria: get certification, meets checklist of Bay Area Green Program and Maggie accepts project plan.Some requirements include: Window/insulationCompostingUpgrade lightingRefrigerationRecyclingLow-flow water consumptionGuidelines for energy efficiencyFurther recommendations: Solar power, vendors, etc. can be suggested.

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Project Charter

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Scope

Business Need• Long-term costs savings through increasing operations efficiencies and

reduction in energy use• Use Green Certification as a way to advertise and market business

Project DescriptionMaggie purchased an existing flower shop. She wants to convert her business

into a green certified business. Project team will act as consultants to create an energy efficiency plan. Create a proposal for Maggie’s Flowers to be certified as a Bay Area Green Business according to standards set by Bay Area Green Business Program.

Vision StatementTo prepare Maggie to convert her existing flower shop to be green certified by Bay Area Green Business Program standards.

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Scope

Is Is NotCreate a clear plan to meet Bay Area Green

Program requirements No structural changes.

Give cost estimates for each phase of project. Team will not act as a general contractor.

Recommend programs that provide monetary or other incentives to cover cost of each upgrade.

No permits required.

Provide vendor selection criteria. Suggest Bay Area Green Program preferred vendors that give rebates.

Not do anything that is outside of the requirements set by the Bay Area Green Program.

Define requirements that shop owner can do on his/her own or require contractor or maintenance person.

Cannot guarantee that the proposal ensures green certification.

Provide oversight, if Addendum suggested contract signed.

Provide oversight, if Addendum suggested contract not signed.

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Scope

Objective Criteria for Evaluation

Determine the specific requirements that the shop owner wants based on the Bay Area Green Program checklist.

Meets checklist and owner approval (Yes, No)

Meet shop owner’s budget and needs. Project comes in on budget ($90K +/- 10%) Verify that meet minimum number of requirements in

each category (Jacqueline)

Proposal signed off by shop owner. Yes/No

Proposal signed off by sponsor Yes/No

Create a budget for entire project that meets shop owner’s needs.

Meets requirements on checklist. Vendor/program cost estimates

Create a project timeline to find contractors, accept bids, equipment, coordination, and completion of project.

Weeks needed to complete 30 days to contact and get people from program to visit

shop 90 days for work to be completed 30 days for unforeseen risks 30 days for certification

Identify preferred vendors, materials, and programs Meets vendor acceptance criteria and Green Checklist

Create plan phases to accommodate keeping the business open during project.

Matches timeline milestones and hours of operation for Maggie’s Flowers.

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Scope

Assumptions •Maggie owns a flower shop that is not green certified.•Greening will give a marketing advantage.•Delivering a plan as a consultant, not a contractor.•No major construction, permits or structures altered.•Stakeholders agree to each stage of the project.•Progress in a linear process starting at the execution project plan.•Shop owner does not terminate the process during the project.

Constraints •Determine if phase in construction; or business will cease during renovations. •Pre-determined budget of $100,000 for making any modifications to shop and greening•5 weeks to finish plan. •No unforeseen equipment problems, material or schedule delays.

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Assumptions

Maggie’s Flower Shop Before Upgrades

•Single stand-alone structure• No landscaping outside• Five-car parking lot in the front for deliveries• Store Space is 20ft x 20ft• Twelve 2ft x 4ft fluorescent fixtures lighting the main part of the flower shop• Bathroom contains incandescent light • “Exit” signs are incandescent• Single bathroom with one toilet/sink with no window - fan for ventilation• Single work sink in the back for working with flowers•Three refrigerators, one display refrigerator in the front area with and one walk in refrigerator in the back •Both refrigerators have power outlets feeding them with enough wattage to be legal. The third refrigerator is a small one for food. It is old i.e. not energy star certified

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Project Life Cycle

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Project Life Cycle

Iterative Planning

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Stakeholder Analysis

Name Needs or Expectations

Sponsor and Owner

• Project within budget, time and specifications• Successful certification of the project and opening• Long-term cost savings• More Customers and increased foot traffic

Shop Employees• Functional facility• Knowledgeable operating a green business

Subcontractors• Specifications are on target with the Bay Area Green Business

requirements• Ensure within budget and timeline

Team Members/Consultants

• Project on time and budget• Successful certification of the project and opening• Deliverables on time• Both Sponsor and Owner satisfied with end results

Bay Area Green Businesses• Word of mouth marketing from one green business to another• Increase green business awareness

Customers • Flowers at a good price and quality

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Communication Plan

Sponsor Owner Project Manager

Team Members

Sub-Contractors Frequency Communication

MethodDelivery Format

Project Charter R R, I O O - Once Phone, email,

meetingMS Word

Doc

Project Scope S S O O - Once Phone, email,

meetingMS Word

Doc

WBS S I, S O, I, R O, I, R Once Phone, email, meeting MS PP Chart

Project Schedule S I, S I, R I, R I Ongoing Phone, email,

meeting MS Project

Cost Baseline S I, S I, R I, R - Milestone

BasedPhone, email,

meeting MS Excel

Risk Mgt. Plan R R I, R O - Ongoing Phone, email,

meeting MS Word

Status Report R R I, R O I Weekly Email, meeting MS Excel

QA Report R R O O S Milestone Based Email, meeting MS Word

O=Owner I=Input R=Reviewer S=Sign-off

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Sponsor Owner Project Manager

Team Members

Sub-Contractors Frequency Communication

MethodDelivery Format

Procurement Plan R R O I - Milestone

Based Email, Meeting MS Word Doc

Responsibility Matrix - - O R R Ongoing Email, Meeting MS Excel

Communication Plan - - O I - Once Phone, Email,

Meeting MS Word

Lessons Learned I I O R I Ongoing Phone, Email,

Meeting MS Word

Project Plan Review S S O, R I - Once Phone, Email,

Meeting MS Word

Final Sign-off S S O I - Once Meeting MS Word

Communication Plancontinue

O=Owner I=Input R=Reviewer S=Sign-off

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Responsibility Assignment Matrix

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Greening of Maggie’s Flowers

Team Charter

Project Charter

WBS

Vendor Selection Criteria

Project Schedule

Cost Analysis

Responsibility Assignment Matrix

Program Enrollment

“Do It Yourself”/ Handy-Person

Monitoring & Controlling

Vendors

Schedule Green Business Audits

Sign-off by Auditors per Checklist Areas

Risk Analysis

Communications Plan

Sponsor Approval

Stakeholder Analysis

Work Breakdown Structure

Project Life-cycle

Quality Management

Planning Execution Approval & Closure

Closure

Initiation

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Schedule & Cost Baseline

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Investment by Phase (S curve)

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Risk Management Plan

Facility Fails Certification M H H

• Requirements are not met

• PM not up-to-date on checklist req(s)

• PM overlooks req(s)

• Auditor ‘s inspection

• Auditor, Owner notices oversight(s)

• Identify issue and fix it• PM performs QA checks the req(s) • PM confirms req(s) in plan & up-to-date at the end of each phase

• Alternative checklist req(s) to substitute

• Consultants advise during construction

• Include in T&Cs for addtl. consultancy

Funding Cut L H M

• Sponsor backs out• Work interrupts

business too much• Owner changes

business priorities

• Neighborhood Complains

• Sales decrease• Owner gives notification

• Check-in with Sponsor on project status regularly

• Notify neighbors, ensure that work matches Owner’s hours

• Check-in/update priorities based on Owner ‘s needs

• Loan, program rebates or grants

• Work non-peak business hours

• Include in contract 30-day notification required

Stakeholders Not in Agreement

L H M

• Disagreement over budget/scope /time• Disagreement over changes during project planning/ control/ implementation• Stakeholders performs outside of scope

• Owner not available to advise on decisions when issues arises

• Owner not available upon contact

• Owner provides advanced notice about absence and communicate during absence

• Delegate PM as a back-up • Develop a communication

plan• Owner provides schedule

• Have Owner delegate alternate decision maker

• Designate on-site back-up for Owner

• Inquire Owner’s schedule

Pro

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Imp

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Pri

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Risk Management Plancontinue

Owner N/A for Decisions L H M

• Personal emergency• Communication plan

not clearly defined at start of project

• PM does not check availability of Owner

• Not there to make decisions

• Issues arises• Cannot contact Owner

• Owner gives as much advanced notice as possible

• Have PM as a back-up contact and make communication plan

• Include this as a task in Communication Plan

• Owner delegates alternate decision maker

• Designate on-site back-up Owner

• Ask at daily meeting

Subcos Does Not Deliver M H H

• Unclear specifications for product/service

• Material out of stock, back-ordered

• Increase in cost between planning and execution

• Missed negotiation during discussions

• Material N/A upon delivery

• $ increase

• Review contract and fix• Plan out procurement and delivery dates

• Get bids with enough lead time

• Make a contingency into contract

• Search for an alternate Vendors

Equipment Malfunctions or Material Delays

M M M

• Not enough lead time/availability of material

• Equipment is not in working order

• Material /equipment does not match

• Materials not onsite

• Equipment breaks down

•Material does not fit existing

order

• Include lead time/check for material status

• Check-in regularly with contractors on status

• Know which substitute materials are available

• Have alternate vendors on back-up

• Negotiate in contract counter - any fee reductions applied due to time delays

• Get materials from alternate vendor

Pro

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Imp

act

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ty Probable Root Cause Triggers Mitigating Strategy ContingencyRisk

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Quality Management Plan

Project Benefits Cost Savings Increased Edge over the Competition Improved Employee Morale &

Workplace Health Recognition before the County Board

of Supervisors

Responsibility Matrix Project Manager Project Reviewer Green Business Program Auditors

Quality Standards During Planning Phase, each Project

Task is reviewed before finalizing Project Presentation is delivered in a

clear and concise manner Oversight is performed during Project

Execution Phase

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Closure & “Green” Opening

Closure• Project deliverables approved• Passed audits• Project approved• Lessons Learned

• Good: • Bad: • Improve:

Recommendations • Ninja Pros Project Management• Walk-in Energy Efficient Refrigerators

Opening a Green Certified Maggie’s Flowers

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Addendum

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Team CharterTeam: Ninja Pros Team Duration: 5 weeks (24 Apr to 22 May 2010)Member Name Role Phone E-mailMaggie Leung Sponsor 917-723-4795 Maggie_fate@yahoo.comTom Fisher Project Manager 415-516-5492 swgeeks@speakeasy.netJacqueline Clarke Stakeholder 925-525-5442 Clarke.jacqueline@rocketmail.comA Jin Lim Stakeholder 510-926-5190 dearajin@naver.com Adhiti Naik Stakeholder 408-431-4810 adhiti_naik@hotmail.comKaren Lynn Stakeholder 408-887-4574 klynnscu@gmail.comMission/goals (include project assignment goals, group process goals, and quality level goals):

Convert existing flower shop to Bay Area Green Program standards and green certified.

Values (include strengths/weaknesses/areas members want to develop):

Hold each person equally accountable.

Be honest up front.

Open communication and group consensus.

Team work.

Administrative guidelines

Make all 5 classes.

Communicate documents via email or the Wiki

Meet after class to check-in 15 minutes after class to prep for the week; Skype on Tues. @ 8-9pm. Be on time.

Everyone presents at one point. Common team workbook.

PROJECT TEAM CHARTER TEMPLATE

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Team Chartercontinue

Ground Rules (include meeting schedule, attendance expectations, agenda, communication methods):

If sick, notify the rest of the group.

Communicate if have to shift workload.

Decision guidelines:

Group consensus: use voting Agree, Live with it, Disagree. Have a 2/3 consensus.

Devil’s advocate = Project Manager. Ask “Why” to get to root cause.

Meeting guidelines

Check in to determine if additional time is needed

Have project manager act as time keeper during meeting.

Project Manager tracks/updates project timeline.

Modify documents: figure the Wiki tools and use to track revisions. Email as needed.

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Bay Area Green Business Program Detailed Checklist

General Standards - Establish a "green team" of employees by implementing check listo Adopt a written environmentally friendly purchasing policyo Provide 3-on-going incentives or training to employees to participate in the Green Business programo Write and post green work tasks to perform according to Green Business checklist in offi ceo Train all employees on taskso Discuss tasks at staff meetings

General Standards - Inform customers and other businesses about being, and them becoming, greeno Inform customers about environmental effortso Use one of the listed signs, communications or ways on checklisto Assist at least one other business in learning about becoming a Green Buisnesso Identify business to partner with

Solid Waste Reduction - Replace disposable utensuls, bottles, etc and write guidelines for thiso Eliminate individual bottles of water for employees and guests o Eliminate use of polystyrene in beverages and food service ware o Provide disposable paper bags instead of plastic; use plastic only when necessary o In the lunch/breakroom, replace disposables with permanent items (ie, mugs, dishes, utensils, coffee filters, etc)

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Bay Area Green Business Program Detailed Checklist

Continued

Solid Waste Reduction - Set up additional reduction and re-use of paper and plastic productso Provide disposable paper bags instead of plastic; use plastic only when necessary o Enable duplex printing for copier and printero Discourage the printing of emails and documents o Subscribe to journals online rather than receiving hard copies

oPrint on the back side of previously printed on paper. Either use of second tray of the printer for such paper, or keep it stacked next to the printer for hand loading.

o Reuse offi ce paper as scratch paper o Have toner cartridges refilled instead of purchasing a new one. o Reuse paper or plastic packaging materials

Solid Waste Reduction - Set up recycling for paper, plastic, metals, and green wasteo Recycle cardboard o Provide recycling containers at convenient and appropriate locations (ie, kitchen, next to garbage containers, desks) o Recycle glass bottles and jars o Recycle metal cans, containers, aluminium foil o Recycle plastic bottles and containers o Recycle Landscape trimmings (green waste)

Solid Waste Reduction - Buy items with recycled contento Buy copier/printer paper with at least 30% post-consumer waste o Buy paper towels with 35% post-consumer waste o Buy business cards with recycled content o Buy boxes or bags for retail use or shipping with recycled content

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Go Green!