Project Management Plan Sample

Component	Description
1.0 Introduction	The City of Ackland has contracted Hi-Flow Water Systems to design and build a water supply infrastructure that will provide water to a new housing development in the city. The project will involve laying a water main from the existing water treatment facility to the housing development and building an elevated storage tank and booster pumping station. This Project Management Plan is relevant to the design, construction, and commissioning of all pipework, and structures to be supplied by Hi-Flow Water Systems.
2.0 Scope	Objectives and Deliverables The project comprises all activities required to design and construct a water supply infrastructure to supply water to 3,000 new homes in the Benburb Street housing development. The system will provide drinking water of a quality and standard that meets national primary drinking water regulations and the Safe Drinking Water Act at a supply pressure of 35 pounds per square inch. The system must be capable of supplying 1.5 gallons per minute. The project will be limited to providing water to those houses and businesses within the new housing development at Benburb Street. Other new houses outside of this development are not included in the scope of this project. Project deliverables are as follows: detailed infrastructure design piping from water treatment facility at Northend to the housing development at Benburb Street regulatory permits restored excavations a pumping station an elevated storage tank residential and commercial metering fire hydrants
2.1 Scope Planning and Definition	The project will be carried out in three main phases: design, construction, and commissioning. Following the site and geotechnical survey, the project manager, in consultation with the design team and hydraulic engineers, will develop a detailed project scope statement. The detailed project scope statement will contain a thorough technical specification of all pipework and buildings.
2.2 Work Breakdown Structure	From the detailed project scope statement, a multilevel work breakdown structure (WBS) will be created. The WBS will break down the project deliverables into work packages to a level of detail that can be controlled for cost, schedule, and quality.
2.3 Scope Control	Scope changes can generally be classified as external or internal. External scope changes are those scope changes that are originated by the customer or other external parties. Internal scope changes are those originated by the project team during the execution of the project. All scope changes requested will be documented on a change request form and will be investigated by the project manager or the project team for their effect on cost, schedule, and quality. When the full implications of the scope change are known, the scope change request will be approved or rejected by the project manager and the Ackland city manager.
2.4 Scope Verification	As each major deliverable is completed, it will be approved and signed off by the city manager. Formal sign-off of deliverables will be documented on a deliverable acceptance form.
3.0 Schedule	The process of closing the project involves completing all project activities, such as delivering the final product and obtaining client approval, to formally close the project or phase.
4.0 Cost Management	Detailed cost estimates will be produced using Microsoft Project®, which will list costs for materials and labor at the level of the work package or lowest level of detail of the WBS. Initial order-of-magnitude estimates are as follows:
	design	$ 770,000
	surveys and geotechnical investigations	230,000
	land acquisition	250,000
	construction	11,750,000
	contingency	1,300,000
	permits	28,000
	inspection	122,000
	legal and fiscal fees	350,000
	administration	185,000
	financial costs	115,000
	The detailed cost estimate will be rolled up through each level of the WBS, and costs will be tracked at all levels. The detailed cost estimate will be used as a baseline for the project, and all project expenditures will be tracked and compared against this baseline. Earned value analysis will be used to track the cost of work performed and to estimate costs at completion. Cost variations of greater than 10 percent of estimates will require formal approval by the Ackland city manager and will be handled by means of the change management system.
5.0 Quality	Overall project quality goals are to meet the acceptance criteria which are defined as follows: As a minimum, the specifications will require acceptance testing to include pressure and leakage testing. Pressure tests will be performed at a pressure of 50 percent above the working pressure at the test point and will be maintained for two hours. The leakage test will be conducted concurrently with the pressure test to check for excessive leakage. All water pipe will be cleaned and disinfected. The project will be carried out in accordance with the organizations documented ISO9000 quality procedures. The quality manager is responsible for overall project quality and will ensure that a high level of customer satisfaction is achieved by ensuring conformance to requirements and preventing poor quality. A Quality Management Plan will be drawn up that details all activities necessary to achieve project quality, including quality metrics and quality checklists. The quality manager will be responsible for carrying out audits, reviews, and design walk-throughs to ensure that project work meets a high standard of quality. All completed project work will be subject to inspection to verify that it conforms to specification and drawing details. The quality manager will be responsible for implementing a philosophy of continuous improvement, and all project work will follow a plan-do-check-act cycle.
6.0 Staffing	The project organizational structure will include the following management positions: design manager construction manager quality manager safety manager purchasing and accounts manager Managers will be responsible for identifying the resources required for each of their areas of responsibility. Roles and responsibilities will be identified, and all details will be maintained in a Staffing Management Plan maintained by the project manager. The individual managers together with the project manager will be responsible for selecting appropriately skilled personnel for the required resources. Where possible, resources will be drawn from the organizations current staff. Where additional resources are required, the project manager and individual managers will advertise, select, and interview candidates for the relevant positions. Existing organizational human resources procedures will be used for the selection and hiring of project staff. Project team members and personnel will be assigned responsibility for individual tasks, and resource calendars will be issued that detail what tasks are assigned and their start and finish dates. Where necessary, appropriate training will be provided to project staff to enable them to perform the tasks assigned to them. Project staff appraisal will be carried out that will take account of the performance of project tasks in respect of quality of work, cost, and timeliness.
7.0 Communications	The project manager is responsible for ensuring timely and appropriate communication of project performance and issues to all project stakeholders. A Communication Management Plan will be drawn up that will detail what information will be communicated to whom and in what format. Work performance information will be supplied to the project manager by individual managers on a weekly basis. Detailed project reports of overall project status, including progress and issues, will be circulated to the individual managers responsible for project execution. A monthly status reports on project progress will be issued to the city manager. The project manager will be responsible for updating this Project Management Plan and its subsidiary plans and issuing the updated plans to the project team members
8.0 Risks	Initially identified risks are as follows: incomplete design inadequate site investigation uncertainty over the source and availability of materials appropriateness of specifications availability of resources, particularly construction equipment, spare parts, fuel, and labor uncertain productivity of resources weather and seasonal implications industrial relations problems inflation delays in payment The project manager and the project team are responsible for planning to manage risk in the project. A detailed Risk Management Plan will be prepared. Regular risk planning meetings with the project manager and team will be held to carry out documentation reviews and analyze project assumptions to detail and expand on the initial list of risks and to produce and update a risk register. Risks will be assessed for probability of occurrence and potential effect on the project and will be ranked accordingly. The project manager will be responsible for analyzing the overall effect of risk on project cost, and schedule objectives and contingency calculations will be prepared. Risk responses will be formulated that will seek to avoid, transfer, or mitigate negative risk and to exploit, share, and enhance positive risk.
9.0 Procurement	The project manager, in collaboration with individual managers, will review the work packages and activities of the lowest level of the WBS and will arrive at make or buy decisions based on the availability of resources and project expertise. From this analysis, a detailed project procurement plan will be produced that details the procurement requirements of the project. From the detailed procurement plan and project specifications and drawings, the purchasing and accounts manager will prepare documents for a request for quote (RFQ). The project manager and individual managers will prepare a list of qualified sellers who, in their opinion, are most capable of performing the work. RFQs will be issued to this qualified list of sellers. A minimum of three responses or quotations must be obtained. The project manager, together with the purchasing and accounts manager, will generally select the lowest cost quotation; however, where the lowest cost seller is not selected, the reasons why it has not been selected will be formally documented. The purchasing and accounts manager, together with the project manager, will carry out negotiations and draw up the contract with the selected seller. Work carried out under contract will be subject to the same change management system as noncontract work. Work carried out under contract will be subject to quality inspection to verify that it meets the needs of the project. Work carried out under contract will be assessed for performance with respect to cost and schedule. Completed contracts will be marked as completed and filed with quality and performance reports for their work.
10.0 Configuration Management	All project work will be carried out with reference to the approved current version of project specifications, drawings, and documentation. Master files of approved current project documentation will be maintained in the project library of the project management information system, which will be Microsoft Project Server® with SharePoint™ Services. All documents will list their revision level along with approval initials and a history of previous changes. All copies of previous versions or outdated documents will be removed from the project site when they are replaced with a new version.
11.0 Change Control	All project documentation will be subject to change control. Details of proposed changes will be filled in on a change request form along with appropriate supporting detail, including specifications and drawings. Change requests will be submitted to the project manager for evaluation and approval. The project manager or his delegate will assess the change for its effect on project cost, quality, and schedule. Where changes include a change to project scope or where costs exceed 10 percent of estimates, the change will be subject to the approval of the city manager. In all other cases, changes will be subject to approval by the project manager. Formal approval will be indicated by the required signature of the change request form. Approved change requests will be assigned to individual project team members for implementation. On completion of the change, the assigned team member will sign the change request form as completed.