Unit 303 Project Management Day Care Centre Due Date: 4 Student Name:
th
of January 2013
Anwar Al Ali
Student ID:
Busy Babies Project Management
879976
Page 1
Table of Contents
Introduction ............................................................................................................3 DEFINING PHASE .................................................................................................3 1. Goals ...............................................................................................................3 2. Specification .....................................................................................................4 Measures of success (project management): ................................................................ 4 C. Project Scope .......................................................................................................5 a.Project Objective: ............................................................................................... 5 b.Deliverables: ......................................................................................................5 c.Milestones: ........................................................................................................5 d.Technical requirements: ...................................................................................... 6 e.Limits and exclusions: ......................................................................................... 6 Work Breakdown Structure......................................................................................... 7 Project planning ........................................................................................................8 Budget .................................................................................................................8 Resources: ...........................................................................................................8
Staffing ...............................................................................................................9 Project Executing .................................................................................................... 97 Step 3: Risk Response Development ..................................................................... 12 Step 4: Risk Response Control.............................................................................. 12
Project Delivering: ................................................................................................13 Resources and staff release:................................................................................. 13 Lessons learned..................................................................................................13 Conclusion .............................................................................................................14 References .............................................................................................................15
Busy Babies Project Management
Page 2
Introduction Project management is a method used to organize tasks; it uses a structured framework to help a group work productively. We use certain tools to track progress relative to plan and to further aid in task sequencing, resource allocation and scheduling. This project involves establishing a day care centre in ADU campus to satisfy the need of faculty and students. As ADU is located far from the city and mothers access to their siblings is very difficulty a need has arose to open this facility.
As project management student we are putting what we learned into practice by outlining the details of the first two phases of project management: 1- Defining Stage 2- Planning Stage
The next two phases – Executing – and – Delivering – cannot be practiced due to lack of time.However, we will be running through those phases in the coming 4 – 5 months as we proceed in the project. Under the first two phases we have main topics to cover as follows Defining
Planning
1
Goals
Schedules
2
Specification
Budgets
3
Tasks
Resources
4
Responsibilities
Risks
5
Staffing
DEFINING PHASE 1.Goals Our goal is to successfully open a day care centre in the specified time, that will meet the requirements of all Abu Dhabi University faculty and students. The day care centre is to further expand its services in the next 5 years to be available to any person living within the vicinity of Khalifa A , B and Mohammed Bin Zayed Area, and any other neighboring areas. The day care must meet top quality and control standards and be a pride to the output of ADU students as they will be representing the university since they are the ADU graduate entrepreneurs running and managing the business.
Busy Babies Project Management
Page 3
2. Specification A. Project Our project is to open a Day Care Centre“ Busy Babies” . It is a profit organization. The nursery will be for children from age 0 to 4 years, there will be two main premises for the children, One for the babies ages 0 – 1 and another will be in a separate villa for children ages 1 – 4. Working hours will be from 9:00am to 7:30pm. The day care centre will be ready to open by the end of May 2010, and the cost should not exceed the AED 500,000. B. Mission& Vision Mission To allow mothers reach their goals and provide our children the opportunity to discover themselves and the world around them by guiding their talents through the life- long path of learningand experiencing Vision: To be the top targeted day care centre in Abu Dhabi.
Measures of success (project management): 1- Clearly identify and explain project scope and schedule. 2- Having a clear communication channel with team members and customers. 3- To abide by the budgeting planned.
Busy Babies Project Management
Page 4
C. Project Scope Studying the project scope will help identify the project broad parameters. The following include project scope checklist that must be defined :-
a. Project Objective: “Busy Babies” Children Day Care Centre in Abu Dhabi University campus. We will have nursery in two areas in ADUUniversity. The first one will be for Children from the age of 0 - 12months in female cafeteria next to the grocery, and the other section will care for children from the age 12 months to 4 years located in a villa in the faculty accommodation next to the university. The day care centre will be ready to open by the end of May 2010, and the cost should not exceed the designated budget of AED 500,000.
b. Deliverables: Phase1: List of specifications needed for the nursery: we should have, cots, floor mats and floor toys, fridge, change of clothes in case of accidents, TVs - DVD and soft toy area for the smaller babies that can crawl to play.The villa should have, beds, all kinds of different educational toys for the different ages, TV, DVD and both of those areas should be 100% child safe , child educational and attractive. We can use cameras that help us to see the children even if we are not with them. Also we will need Cleaning supplies, Fridge, Microwave, Lighting and computers.
Phase 2: working hours, preparing shifts and salaries. Phase 3: approving our management system.
c. Milestones: The milestones applied in this project are pointed on Microsoft Project Management Schedule attachmentIt includes the start time, deliverables and the stepsinvolved in preparing our project.
Busy Babies Project Management
Page 5
d. Technical Requirements: Our cameras, TVs, DVD and wall projector it should serve the nursery for a long time. Fridge, Microwave, Lighting (high and low volume), Computers and daycare record software, as well as printers.
e. Limits and Exclusions: We measured our cost to be around AED 500,000. During the life of the project we will have regular meetings to discuss the costs involved and problems faced, in turn although our Budget is a constraint if alteration in budget amount is required we have a contingency plan in place, while the project Time and Quality on some features are flexible. Time
Performance
Cost
Constraint Enhance Accept
Busy Babies Project Management
Page 6
Work Breakdown Structure
Plan of the
day care
Set cost and
Licensing
budgets
Certificatio
Setting
n
location
Membersh ip Trade censng
of the
Health
chamber
a ut o r t y
of commerce
First aid
Fire support
Safety
Painting
and
and
security
decoration
Assigning fire
Baby
and
safe
smoke
screening
Flooring
water
approvals
Busy Babies Project Management
First ad
ts
alarms
Buying
Staffing
Supplies
Initial drawing
Fire, electric
and
Furniture
of color c e me
Flooring,
painting and decor
Toys
Beds and nens
offices
and decoration
Page 7
Preparing
Forms
Project planning Budget Revenue Gross Sales Total Cost of Sales Operation Expenses : Salaries and Wages Commissions Telephone Marketing/advertising Other Total Operation Expenses Rent Utilities Office Supplies Licenses Medical Expenses Toys Recorder DVD player TV's Cameras Total General/Administrative Expenses Total Operation Expenses Net Income
Year 1
Year 2
Year 3
350000 350000
450000 450000
550000 550000
47,000
58,000
70,000
50,000 15000 30000 15000 142,000 100000 18000 39000 30000 20000 35100 3000 450 1540 2930 250020 392,020
55,000 20000 45000 15000 178,000 110000 18000 20000 30000 20000 35000 3000 0 0 0 236000 414,000
55000 23000 45000 15000 193,000 110000 18000 20000 30000 20000 35000 0 0 0 0 233000 426,000
-42,020
36,000
124,000
Resources: Cribs, playpens, bouncy chairs, high chairs, soft plush toys and r attles for babies. And Diapers and change of clothes in case of accidents, as well as mats for the older children to nap on. Cleaning supplies Fridge Microwave Lighting (high and low volume) TVs or projectors, DVDs and stereos. Office of your day care Computers and day care record software, as well as printers, ink, and paper, pens pencils, colours, file cabinets, file folders and paper clips.
Busy Babies Project Management
Page 8
Staffing 1. Manager (should have an experience of at least 5 years in directing a day care center) 2. Teacher (should have experience with child minding and be fluent in both English and Arabic). 3. Helper (we need to have experienced helpers in dealing with children for ages from 3 months to 4 years) a minimum of 4 helpers are required. 4. Cleaner 5. Registration staff 6. accounting and finance department ( in the same department it is still small business) 7. Nurse.
Project Executing 1. Status reports : our day care center project is moving on the right way as we are moving in an organized and planned life span. Finding the location, budget and cost planning, licensing and certifications, decorations, staffing and buying supplies; each task is planned to start and finish in way that not to delay our project implementation. Everything is moving within our project budgeting plan in order to not face any shortage or any failure. We are trying to implement our project in a way with low cost. We used the man power of ADU students in interior design major in decorations; we used low cost workers for painting and implementing the decorations designed by ADU students. Also, we asked ADU to provide us with its clinic for emergency cases. Water and electricity to be under ADU responsibility as it is part of the contract. All of these is a major role helped us to run our project and to finish with a low cost. 2. Changes: in our day care center project we may not have serious changes among our implementation step. Because, our location should be stable as it is in ADU which is opening for a long run basis. Also, we are running a day care center which is needed in all aspects especially for ADU students’ and instructors’ kids. The changes may happened because of new gove rnment laws, and increasing in supplies costs. Those changes may happen for all business and projects which will have a direct solution from the government. And in case of increasing supplies cost, we will increase our registration costs in a way to cover our costs and to keep our customers happy to keep generating profit. Those will be considered in our contingency plan.
Busy Babies Project Management
Page 9
3. Quality: we have chosen specialized nannies and teachers to take care of our children and keep them safe. Our security cameras and fire alarms will help in keeping the children in the day care center safe in case of emergencies. Using new software’s will help us to show our high quality in services and organizing. This will increase customer focus, child and parent satisfaction..
4. Forecasts: our day care center will success and be popular especially in ADU and neighboring areas. It may increase ADU popularity as it will be as a part of ADU services for people point of view which will increase students focus on ADU especially married students and instructors. Also, after reaching high popularity in ADU we may open new branches in other universities in UAE.
Busy Babies Project Management
Page 10
The Risk Management Process
Step 1- Risk Identification Table 1
Step2-Risk Assesment
Table 2
Table 3
Step 3-Risk Response Development
Interpreting Risk Assessment Data
Step4- Risk Response Control
Busy Babies Project Management
Page 11
Step 3: Risk Response Development As all the risks involved in running of a nursery are identified and assessed in the tables attached, a decision must be made concerning which response is appropriate for every specific event. Responses to risks could be classified as the following:-
1- Reducing the likelihood that the event will occur 2- Avoiding Risks 3- Transferring Risks 4- Sharing Risk 5- Retaining Risk
In our risk assessment table we identified The Risks, Their Severity, and Their Frequency. The next step we proceeded to interpret those risks into the percentage of those risks in order to understand how to prioritize the addressing each of the risks. Below is a pie chart that shows which risks are the most important to address and their order of priority. Table 3
16%
10%
Low Risk (0-2)
Medium Risk (3-6) High Risk (7-9) 74%
We further addressed each and every risk and proceeded to identify methods how to reduce the likelihood that the event will occur and how to avoid the risks.
In order to share the risks in opening a nursery we will need to have a special insurance that covers the property and the health and accidents relevant to day care centers and nurseries.
Step 4: Risk Response Control
In opening a nursery we must apply appropriate control measures in place if the risk is
not acceptable in this case High Risk ( 7-9 ), those risks are as follows:
Busy Babies Project Management
Page 12
PDF to Word
