GREENING MAGGIE’S FLOWER SHOP

PRESENTED 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………………………………………………………………….3Scope………………………………………………………………………………..6Project Life Cycle …………………………………………………………….11Stakeholder Analysis………………………………………………………..13Communication Plan………………………………………………………..14Responsibility Assignment Matrix…………………………………….16WBS…………………………………………………………………………………19 Project Schedule………………………………………………………………20 Cost Baseline and Investment S Curve……………………………..24Risk Management Plan…………………………………………………….26Quality Management Plan……………………………………………….28Closure & “Green” Opening…..…………………………………………29Addendum……………………………………………………………………….30

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

Convert existing flower shop for certification by Bay Area Green Business Program

ROLES & RESPONSIBILITIES

Sponsor: Kimi ZiemskiProject Manager: Tom Fisher Project Stakeholders: Maggie Leung/Owner, Customers, Bay Area Green Business Program, Flower Shop Employees, Suppliers, and Project TeamCore team members : Maggie Leung, Jacqueline Clarke, Tom Fisher, A Jin Lim, Adhiti Naik, Karen Lynn

DESCRIPTION Background InfoMaggie purchased an existing flower shop. She wants to convert her business into a green certified business. Project Team will act as consultants to create a “green business” plan for her to utilize in obtaining certification through the Bay Area Green Business Program.Project Objectives Create complete project plan for Maggie within 5 weeks.In Scope Obtain flower shop’s Bay Area Green Business certification.Out of Scope No structural changes Changes that are outside of the Green Business Certification requirements.Budget $100,000

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Project Charter

PROJECT INFORMATION

Deliverables A Project Plan that enables Owner to obtain the Bay Area Green Business certification.If Owner and Sponsor agree, provide oversight during Execution and Closure Phases of project.

Assumptions Increase customer base.Decrease utility costs and usage.

Constraints Project completion within six months.Project budget not to exceed $100,000.Five weeks to complete project plan.

Risks or OpportunitiesIs not approved for certification by Bay Area Green Business Program. Unforeseen infrastructure problems.Sponsor pulls out of project.

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SUPPORTING INFORMATION

Milestones• Initiation and Planning Phases completed• Execution Phase completed• Final sign off of Bay Area Green Business Program Checklist by all Green Business Program Auditors

Business Process Impact• Owner may have to alter shop hours on certain days during construction

Acceptance Criteria• Owner accepts project plan• Bay Area Green Business Program checklist measures are completed• Maggie’s Flower Shop obtains Green Business Certification

**The Project Charter does not include execution or approval of any physical work performed during the upgrading of Maggie's Flower Shop.  We designed this Project as if our Charter included our oversight through the construction phase because we anticipated the Sponsor and Owner signing a contract described in the Addendum. 5

Project Charter

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Scope

Business Need• Long-term cost savings by increasing operating efficiencies and reducing

utilities usage.• Use the Green Business Certification as a way to advertise and market the

flower shop.

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

into a green certified business. The Project Team will act as consultants in order to create the shop’s green business plan. The plan will enable Maggie’s Flower Shop to become certified as a green business according to standards set by the Bay Area Green Business Program.

Vision StatementTo prepare a project plan for Maggie to convert her existing flower shop to a green certified business by Bay Area Green Business Program standards.

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Scope

Is Is NotCreate a clear plan to meet Bay Area Green Business

Program requirements . No structural changes.

Give cost estimates for each phase of the 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. Recommend Bay Area Green Business Program preferred vendors that provide discounts or incentives.

Nothing is done that is outside of the requirements set by the Bay Area Green Business Program.

Define requirements that Owner can do on her own or require contractor or maintenance person.

Cannot guarantee that the project plan ensures green business certification.

Provide oversight if the contract described in the Addendum is signed.

Provide oversight if the contract described in the Addendum is not signed.

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Scope

OBJECTIVE CRITERIA FOR EVALUATIONDetermine the specific requirements that the Owner wants based on the Bay Area Green Business Program checklist

Meets checklist and Owner approval (Yes, No)

Meet Owner’s budget and needs Project comes in on budget ($90K +/- 15%) Verify that minimum number of requirements are met in

each category

Project Plan signed off by Owner Yes/No

Project Plan signed off by Sponsor Yes/No

Create a budget for entire project that meets 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 for program enrollment & schedule assessments 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 ChecklistCreate plan phases to accommodate keeping the business open during project

Matches timeline, milestones and hours of operation for Maggie’s Flower Shop

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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• Owner does not terminate the process during the project

Constraints • Project completion within six months • Project budget not to exceed $100,000• Five weeks to complete project plan

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Current Conditions

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•Fluorescent fixtures with T12 lamps w/magnetic ballasts throughout shop interior• Incandescent light bulbs on shop exterior.• Bathroom contains incandescent light bulbs. • “Exit” signs have incandescent light bulbs.• Single bathroom with one toilet/sink with no window - fan for ventilation• Single work sink in the back for working with flowers•Two refrigerators: one display refrigerator in the front area and one walk-in refrigerator • Both refrigerators have power outlets feeding them with enough wattage to be legal. The compact refrigerator is for food and not ENERGY STAR.

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Project Life Cycle Iterative Process

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Project Life Cycle

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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 Plancontinued

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

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Responsibility Assignment Matrix A-Approves Project Name : Greening Maggie's Flower Shop C-Creates Project Manager: Tom Fisher I -Informs

Project Owner : Maggie Leung

R-ReviewsS-Support

Sponsor Owner PM C1 C2 C3 C4 C5 Approver

ID Deliverables by Phase Kimi Maggie Tom Jackie Karen A Jin Maggie Adhiti GB Auditor

1.0 Initiation Phase 1.1 Develop Team Charter A C S S S S S 1.2 Develop Project Charter A C S S S S S 1.3 Develop Stakeholder Analysis A C S S S S S 1.4 Develop Project Life Cycle C S S S S S

2.0 Planning Phase 2.1 Prepare for Planning Activities I C S S S S S 2.2 Develop WBS I C S S S S S 2.3 Develop Deliverables List I S S C S S S 2.4 Create Vendor Selection Criteria I R C C C C C

2.5 Develop Project Schedule I C S S S S S

2.6 Develop Cost Analysis I R S S C S S 2.7 Develop Cost Analysis Investment S Curve I R S S C S S 2.8 Develop Risk Analysis I R S C S S S 2.9 Develop Communications Plan I R S S S C S

2.10 Develop Responsibility Assignment Matrix I R R S S S C 2.11 Develop Quality Management Plan I R C S S S S

2.12 Gain Approval of Project Plan - Meet with sponsor and owner to go over Project Plan and sign off A A C I I I I I

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Sponsor Owner PM C1 C2 C3 C4 C5 Approver

ID Deliverables by Phase Kimi Maggie Tom Jackie Karen Ajin Maggie Adhiti GB Auditor

3.00 Execution Phase

3.10 Program Enrollment in Air Care Plus, Smart Lights and Smart AC C R S

3.1.1 Smart AC Program - Schedule and Install free SmartAC Thermostat C R S

3.1.2 Air Care Plus Program - Schedule and have work done for free HVAC Tune up C R S

3.1.3 Smart Lights Program - Request and have Lighting Assessment performed C R S

3.1.4 Smart Lights Program - Review Smart Lights Program proposal with incentives C R S

3.1.5 Smart Lights Program - Sign Contract C R S

3.1.6 Smart Lights Program - Schedule installation and have installation performed C R S

3.2 Vendors

3.2.1 Plumber - Locate acceptable plumber C R S

3.2.2 Plumber - schedule and have visit for estimate C R S

3.2.3 Plumber - sign contract C R S

3.2.4 Plumber - Schedule and Install low-flow aerators and low flow toilet (1.3 gpf) C R S

3.2.5 RFQ & order lead time for toilet C R S

3.2.6 Purchase C R S

3.2.7 Installation C R S

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Sponsor Owner PM C1 C2 C3 C4 C5 Approver

ID Deliverables by Phase Kimi Maggie Tom Jackie Karen Ajin Maggie Adhiti GB Auditor

3.3 "Do It Yourself" / Handy-Person

3.3.1 Handy-Person - Purchase and Install Weather Stripping C R S

3.3.2 Handy-Person - Order, wait for delivery and install ENERGY STAR compact fridge C R S

3.4 General Standards - Establish a "green team" of employees by implementing check list C R S

3.5 General Standards - Inform customers and other businesses about being, and them becoming, green C R S

3.6 Solid Waste Reduction - Replace disposable utensils, bottles, etc and write guidelines for this C R S

3.7 Solid Waste Reduction - Set up additional reduction and re-use of paper and plastic products C R S

3.8 Solid Waste Reduction - Set up recycling for paper, plastic, metals, and green waste C R S

3.9 Solid Waste Reduction - Buy items with recycled content C R S

3.10 Perform remaining Energy Conservation measure C R S

3.11 Perform remaining Water Conservation measures C R S

3.12 Perform outdoor Pollution Control measures C R S

3.13 Perform indoor Pollution Control measures C R S

3.14 Adopt a "hire locally" policy by documenting it C R S

3.15 Monitoring and Controlling C R S

3.16 Perform Quality Management C R S

4.0 Approval and Closure Phase A R S C S S S

4.1 Schedule Green Business Audits I C S S S S S

4.2 Obtain auditors sign off per check list categories I I A

4.3 Obtain Sponsor Approval A I

4.4 Complete Closure Process C S S S S S

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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 Categories

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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Project Schedule

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21

22

23

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Cost Baseline

Item Total Cost

Initiation PlanningExecutio

n

Approval and

Closure

General - Consulting $ 46,500 $ 13,385 $ 30,115 $- $-

General Standards 400 100 300Solid Waste Reduction & Recycling

10,175 6,475 3,700

Energy Conservation 953 953

Water Conservation 676 676

Pollution Prevention 16,400 16,400

Estimated $ 75,103 $ 13,385 $ 30,115 $ 24,603 $ 4,000

Budget$

100,000Diff. (Budget - Est.) : (+)surplus (-) shortage

$ 24,897 25%

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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 &/or Owner notices oversight(s)

• Identify issue and fix it• PM performs QA checks the req(s) • PM confirms req(s) in plan &are 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

• Neighbors complain

• 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 perform outside of scope

• Owner not available to advise on decisions when issues arise

• 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

bab

ilit

y

Imp

act

Pri

ori

ty Probable Root Cause Triggers Mitigating Strategy ContingencyRisk

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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 create Communication Plan

• Include this as a task in Communication Plan

• Owner delegates alternate decision maker

• Designate on-site back-up for Owner

• Ask at daily meeting

Contractors do 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

bab

ilit

y

Imp

act

Pri

ori

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 and local newspaper

Responsibility Matrix Project Manager Project Reviewer Green Business Program Auditors

Quality Standards During Planning Phase, Project Tasks

are reviewed before finalizing Project Plan 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

Recommendations • Ninja Pros Project Management

Opening a Green Business Certified Maggie’s Flower Shop

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Addendum

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Option: Ninja Pros Project Management

The Ninja Pros Project Charter does not call for our participation in the execution or approval of the physical work for upgrading Maggie's Flower Shop.  We recommend to the Owner and Sponsor that we sign a new contract so the Ninja Pros continue in an oversight capacity until the work is completed and  the Bay Area Green Business Auditors have signed off on each of their respective categories.  Our oversight would involve approximately 30 minutes per day on the job site.  As long as the work is completed in a timely manner, as outlined in the Project Schedule, we should be able to provide this service for  $3,000.00 or less.  If we perform the oversight, we project a 90% confidence level and a 50% confidence level if we do not perform the oversight in obtaining the Green Business Certification for Maggie's Flower Shop.

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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 Chartercontinued

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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http://www.stopwaste.org/home/index.asp?page=439

Green Friendly Purchasing Policy

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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!