Project Charter Project Title: Establishment of new housing development project (200houses) in Omuthiya Date Prepared: 30 October 2024 Project Sponsor: DBN Project Customer: Public/Clients Project Manager: Liborius M Haamelenga Project Purpose - Serviced land delivery - Construction of affordable houses - Meet public demand and services - Deliver quality housing High-Level Project Description - Team Building: - We aim to establish a strong building team with high knowledge and skills in construction and bulk services. Building a strong team will be high advantage to project success. - Resources: - having enough resources can help the project be successful and this refers to enough skilled labours and create more job to our unemployed youth. - Aim: The purpose of this project is to develop a new housing project in Omuthiya, aimed at providing affordable and quality housing solutions to the local community. This initiative aligns with national housing policies and the strategic plans of the Omuthiya Town Council. Project Boundaries • Inclusions: • Land acquisition from local authorities. • Construction of residential units. • Provision of necessary infrastructure (roads, water, sanitation). • Collaboration with financial institutions for housing loans. • Exclusions: • Commercial developments or non-residential constructions. • Projects outside the designated area of Omuthiya. Key Deliverables - Completed houses - Serviced land - Final project manager report High-Level Requirements - Compliance with national housing policies and local regulations. - Adequate financing secured for project execution. - Effective community engagement throughout the project lifecycle. Overall Project Risk Project Objectives Success Criteria Scope Potential changes in project scope due to community or regulatory requirements. All 200 houses constructed within specifications. Time Delays in construction due to contractor availability or adverse weather conditions. Completion by January 2026. Cost Budget overruns due to fluctuating material costs or unforeseen expenses. Stay within budget limits with no more than 10% variance. Other Summary Milestone Milestone Due Date Due Date Project Initiation May 2023 Completion of Land Acquisition December 2024 Start of Construction January 2025 Completion of Houses October 2026 Final Project Report Submission October 2026 Pre-approved Financial Resources -Funding will be allocated from DBN and other financial institutions as per project requirements. Stakeholder(s) Role - Omuthiya Town Council - Allocation of land and guidance. - Housing policy and regulations. - National Housing Enterprise - Local residents - Acquire job and affordable houses. - Contractors and construction firms - Land servicing, construction. - Financial institutions providing housing - Financing the project. loans Project Exit Criteria: - All houses are constructed and handed over. - Infrastructure is fully functional. - Final reports are submitted and approved by stakeholders. Project Manager Authority Level Staffing Decisions To hire staff Budget Management and Variance Authority to manage cost within approved budget Technical Decisions Conflict Resolution Control resources like materials and construction methods Engage all stakeholders to resolve conflict Sponsor Authority - Sponsor has authority to withdraw his money when objective is not met. Approvals: LHM Project Manager’s Signature S,Dirk Project Sponsor’s Signature Liborius M Haamelenga Project Manager’s Name DBN Project Sponsor’s Name 30 October 2024 Date 30 October 2024 Date Assumption Log Project Title: Establishment of new housing development project (200houses) in Omuthiya Date Prepared: 30 October 2024 ID Category Assumption/Constraint Responsible Party Due Date Action Status Comments 1 Assumption 2 Constraint 3 Assumption 4 Constraint 5 Assumption 6 Constraint 7 Assumption 8 Constraint Sufficient skilled labor will be available from the local community for construction. Delays may occur due to changes in housing plans requested by the council. Financial institutions will provide timely funding for housing loans. Land acquisition processes may face bureaucratic delays. The local government will support the project through necessary approvals and permits. High unemployment rates may limit the availability of unskilled labor. Community demand for housing will remain high throughout the project duration. Adverse weather conditions could impact construction timelines. Project Manager Ongoing Engage local employment agencies. Open Community engagement is crucial for labor sourcing. Omuthiya Town Council Ongoing Open Changes may affect overall project timeline. Financial Institutions PreConstruction Open Essential for project cash flow management. Project Manager January 2025 Open Early action required mitigate delays. Omuthiya Town Council Ongoing Monitor and adapt project timelines. Confirm financing agreements. Initiate land acquisition immediately. Maintain regular communication with council. Open Support is critical for project progression. Project Manager Ongoing Open Training initiatives can enhance labor availability. Project Manager Ongoing Develop training programs for locals. Conduct regular community surveys. Open Understanding demand is key to project success. Project Manager Ongoing Develop contingency plans for weather delays. Open Weather monitoring will be essential during construction. Page 1 of 58 to Stakeholder Register Project Title: Establishment of new housing development project (200houses) in Omuthiya Date Prepared: 30 October 2024 Name Position/Title Liborius M Haamelenga Project Manager Samuel Mbango CEO, Omuthiya Town Council Eric Libongani Corporate Communications Manager, NHE Local Residents Community Members Contractors Various Construction Firms Financial Institutions Community Leaders Banks/Loan Providers Local Leaders/Influencers Contact Information Requirements Expectations Classification +264 81 558 3112 Timely execution of project phases Successful completion of housing units on time Primary Stakeholder Spmbango@otc.com.na Compliance with local regulations and approvals Support for project initiatives and timely approvals Primary Stakeholder Coordination for construction timelines Clear communication regarding project progress Primary Stakeholder +264 81 121 4466 Affordable housing and community engagement Quality housing solutions and involvement in planning Secondary Stakeholder +264 81 142 2284 Clear project specifications and timelines Efficient execution of construction work Primary Stakeholder Assurance of funding availability Timely disbursement of funds for project phases Secondary Stakeholder Representation of community interests Advocacy for community needs and concerns Secondary Stakeholder elibongani@nhe.com.na info@dbn.com.na +264 223 6549 Individual assignment: MODULE 2 Page 2 of 58 Part A Scope management Plan Project Title: Establishment of new housing development project Project manager: Liborius M Haamelenga Date prepared: 21/11/2024 Work breakdown structure 1. Project Planning 1.1 Zoning layout 1.2 Land marking 2. Approvals 2.1 Zoning layout approval 2.2 Ministerial approval 2.3 Design approval 3. Ste establishment 3.1 Site geo-survey 3.2 Deburshing 3.3 Site camp 3.4 Hiring of skilled and un-skilled labour 3.5 Hiring of equipment WBS Dictionary Project title: Establishment of new housing development project WBS item number: No. 1 WBS item name: Project planning Description: This WBS describes the components of housing development process, activities, methodologies and zoning processes. WBS item number: No. 2 WBS item name: Approvals Description: To describe important documents to be approved as per the scope, period approvals taking and tasked personnel with the activity. WBS item number: No. 3 WBS item name: Site establishment Description: - How the preparation of site will be established, when it can be done and how. Also to identify relevant resources required for the activity to be carried out. Page 3 of 58 Scope baseline maintenance This can be made on version of work through formal approved process Stakeholders to be informed on time-to-time bases Communicate to be made smooth through emails Deliverable acceptance Low- cost houses with 2 sleeping rooms - - Adequate well varnished housed. Tiled houses Houses with installed solar panels Scope and requirement integration Scope - Project planning. Drawing approvals - Site establishment Requirements: - Town planner to design the zoning layout - Land surveyor to mark the land and design survey diagram - Regulation guide from the town council - Qualified Contractor Requirements Management plan Page 4 of 58 Project title: Establishment of new housing development Date: 23/11/2024 Collection: Collection will be on the following: Project loan: The loan will be sourced from DBN and this will be a repayment loan. The loan money will be allocated to each activity as per the scope. The sponsor will informant through emails and meetings. Focus groups: We will call groups of prequalified stakeholders to come together to discuss their expectation from the project. Interviews: More interviews will be conducted to enable trace the expectation of all stakeholders from the project. Analysis: Analyses on this project is made through different interviews conducted with the public in the town. - Was also made through public request on unavailable serviced land with the town. - Decision was taken after the government call on business people to invest in housing and take government half way in land servicing. Cost reserve of the project for un expected cost Categories: Solution category This housing project will solve unserviced land issues in the town. DBN to have trust on funding structural development Will solve issue of un affordable housing Stakeholder solution Stakeholder will be satisfied by the development To create more employment Page 5 of 58 Documentation Project tile: Establishment of new housing development Date prepared: 21/11/2024 ID Requirement Stakeholde r Categor y Priority Acceptanc e criteria verificatio n Phase or release 1 Project management plan Town planner Plannin g Quality and unique design Quality and colorful Approval Release 2 Approvals Project manager Plannin g Zoning layout Drawings Stamped Release d 3 Site establishmen t Contractor work Drawing s Scope and schedule Approved Phase Prioritization: Quality- The quality of houses should high Grade – High grade is most acceptance Metrix: Completeness metric Traceability metric Quality metric Business metric Sales metric Traceability Structure Project title: Establishment of new housing development Date prepared: 21/11/2024 Page 6 of 58 Requirement information Relationship traceability I D Requirem ent Sourc e Priority Categor y Business objectiv e Deliverabl e Verificati on validati on 1 Scope managem ent plan Town planne r Regulati on plannin g Meet Complia stakehol nce der demand Quality houses approved Confirm ed 2 Scope Projec t manag er Technica l feasibilit y Project Complet e Have plannin g activity approved layout Confirm ed Checke d 3 Drawing Projec t manag er Business value Executi on Confirm ed Checke d WB S Test Status Comment Job creation Proper establishm ent Tracking: I D Requiremen t Specificatio n Goals Requested by: 1 Regulation Procedure Affordabl e houses Town planner 1.1 Submitte d Complete Zoning complete d 2 Compliance Legal act Standard layout Town council 2.1 Submitte d Approve d Approved 3 Approvals Drawing Job creation Contracto r 3 Taken Pending Still pending Dept ; Reporting: Page 7 of 58 Reporting will be done in different ways: 1. Stakeholders – Stakeholders will receive report weekly via email and meetings 2. Sponsor – will be updated on monthly bases through emails and telephone Validation: Configuration management: 1. Scope statement Scope Statement Project Title: Establishment of new housing development Project manager: Liborius M Haamelenga Date: 21/11/2024 Justification This describes details on scope and functions of other components. Scope Description In Scope 1. 2. 3. Planning Approvals Site establishment -Here in describing in details of each activity within scope. - Explains the schedule of each activity on when when it can be completed and the requirements. Out of Scope 1. 2. Equipment’s to be used Type of resources Page 8 of 58 Business Objectives -The objective is to deliver serviced land -Affordable houses -Two sleeping rooms with solar panel Project Deliverables - Quality houses Houses with solar panel Proper roads Employment Project Exclusions - Shopping center School Tired Roads Constraints -Less budget - Lack of skilled labour Delay of material deliver Lack of machineries Assumptions - More funding More machinery Skilled labour Page 9 of 58 WBS Project title: Establishment of new housing development Date prepared: 21/11/2024 Work breakdown structure 1. Project Planning 1.1 Zoning layout 1.2 Land marking 2. Approvals 2.1 Zoning layout approval 2.2 Ministerial approval 2.3 Design approval 3. Ste establishment 3.1 Site geo-survey 3.2 Deburshing 3.3 Site camp 3.4 Hiring of skilled and un-skilled labour 3.5 Hiring of equipment 2. WBS Dictionary Sope management Plan Page 10 of 58 Project title: Establishment of new housing development Date prepared: 21/11/2024 Project scope description This scope management plan will describe the the overall scope of the project, the deliverables of the the project. It will give guidance on scope activities with approved criteria and the constraints. Project deliverable Unique zoning layout Affordable houses Houses with solar panels Land serviced Product acceptance criteria Approved drawings Page 11 of 58 - Product test Activity report Project exclusion - Number of machineries - Tared roads - Number of labour’s Project constraints - Limited budget - Lack of machinery - Material delay delivery Assumption - More funding - More equipment’s - More skilled labour’s Page 12 of 58 Project management schedule Project title: Establishment of new housing development 21/11/2024 Date: Schedule methodology: Gantt chart Scheduling tool: Calendar Level of accuracy: 8hours Units of measure: Variance of thresholds: 1hour 7hours Schedule reporting and format Reporting- Through schedule activity tracking Format- Gantt chart format Organizational procedure links Work breakdown structure Schedule updates Updating a project schedule Activity list Project title: Establishment of new housing development Date prepared: 21/11/2024 ID Activity Description of work 1 Planning Survey and zoning preparation 2 Approvals Get all approvals 3 Site establishment Camp site and debushing Page 13 of 58 Activity attributes Project title: Establishment of new housing development Date: 21/11/2024 ID: 1. Activity: Planning Description of work: Preparing survey diagrams and get all compliances Predecessors Relationship Lead or lag Successor Relationship Lead or lag Land marking FS Lag Approvals FS Lag Number and type of team resources required: 2x Work resources 4x Human resources Skill requirements - Land survey - Town planning Required resources Capital resources Human resources Work resources Type of effort: Daily Location of performance: Services Imposed dates and other constraints: First day - Must start on Assumption: Work to be finish on time Milestone list Project title: Establishment of new housing development Milestones Milestone description Date prepared: 21/11/2024 Type 8 months Progress measurement Developmental 4 months Monitor success developmental 30 days Goal sets Project Page 14 of 58 Network diagram P roject title : Establishment of new housing dev elopment fs B fs Start A End sf fs C Duration estimates Project title: Establishment of new housing development ID 1 Activity description D ate prepared: 21 /11/2024 Effort hours Planning Date prepared: 21/11/2024 Duration estimates 1920 8 months 2 approvals 960 4 months 3 Site establishment 240 30 days Project schedule Refer to project libre Page 15 of 58 Cost Management plan Project title: Establishment of new housing development Date prepared: 21/11/2024 Units of measure: Level of precision: Level of accuracy: Day Close 8 hours Organizational procedure links: Cost management Control thresholds: Budget Rules of performance measure: Calculate cost of each activity Cost reporting and format: Reporting- Variance analysis FormatBaseline Additional details: Asset management Page 16 of 58 Activity cost estimates Project title: Establishment of new housing development WB Resour Labo Physi Reser Estim Method S D ce ur cal ve ate costs costs Date prepared: 21/11/2024 Assumptions/cons Basis of ran traints estimate ge s Confide nce level 1.1 work 5000 20000 5000 30 000 Analog ous Climate change Analog ous 10 % Low 1.2 Work 2200 1000 2200 14 400 Analog ous Regulations Analog ous 10 % High 2.1 work 1500 0 30000 1500 46 500 Bottomup Inflation Bottomup 10 % High 2.2 labour 1000 0 8000 2000 20 000 Paramet ric Paramet ric High Lack of labour Page 17 of 58 10 % C ost baseline Project title: Establishment of new housing development Date prepared: 20000 46500 14400 30 000 1 2 3 4 activities Page 18 of 58 21/11/2024 Quality management plan Project title: Establishment of new housing development Date prepared: 21/11/2014 Quality standards ISO 9000 Quality objectives Metric or specification Measure 1. Traceability Service 2. Application Process 3. Employee Service Quality roles and responsibility Roles Responsibility 1. Assurance manager Make assurance on both quality and grade 2. Quality analyst For quality analyses 3. Quality control Maintain quality and control Deliverable and process subject to quality review Deliverables Process Quality assurance Risk management Progress report Review the plans Conduct risk management analyses Request progress report on each activity Quality management approach Quality assurance- By making sure testing and samples are taken in the project Quality control approach Collect reports and approve activities before complete Applicable quality procedures Page 19 of 58 Continuous improvement Page 20 of 58 Quality metrics Project title: Establishment of new housing development Date prepared: 21/11/2024 ID Item Metric Measured method 1 Planning Traceability Service quality 2 Approvals Application metric Process quality 3 Site establishment Employee metric Service quality PM Module 3: Individual Assignment Resources Management Plan Project Title: Establishment of new housing development Prepared: Liborius M Haamelenga Date: 24/02/2025 Team Member Identification and Estimates Role Number Skill Level Sponsor 1 High Project Manager 1 High Project Team 4 High Contractor 1 High Land surveyor 1 High Engineer 3 High Operator 3 High Staff Acquisition Staff Release High project team and contractor through Staff will be released on phases advertisement and RFQ. according to their responsibilities and influence in the project Roles, Responsibility, and Authority Role Responsibility Authority Page 21 of 58 Sponsor Providing finance to project Project Manager Manage the project and the team Project Team Support the project manager and make sure project objective are met Making sure work is done as per scope of the project Responsible for all land surveying services and done according to regulation For structural design, drawings and make sure work is done as per the drawing Taking care and operate of heavy equipment’s Contractor Land Surveyor Engineer Operator Project Organizational Structure Task Sponso Project r Manage r Engine er Land Survey or Financing R A C C Project requirement I,C A,R A A Make decision on how finance should be used and be informed Manage the project team and make sure project is completed on time as per the scope Be part of decision making and making sure project objective are met Complete the work as per schedule and with high quality Taking care of all land surveying work as per Survey General of Namibia Responsible for engineering design and make sure work is done according to drawings Operating and take care of machinery of on the project Contract or Operator Project team I,C A A Page 22 of 58 C,A Product testing I R A C I I,C Training I R I I I Approvals I R,A R R I I I,C, Implementati on I,C R,A A A A A A Training Requirements Leadership training Management Leadership Monitoring and Control All this type of training is to be provided to both project team to ensure quality is main priority on the project Rewards and Recognition Completion certificate to be issued to the contractor upon completion of the work Annually performing certificate to be issued to project team Team Development Team be part of decision making The team will be given task to make sure quality is not complied within the project More in training will be provided to the team Physical Resource Identification and Estimates Resource Amount Grade Computer 1 High Grade Testing Cube 2 High Grade Heavy machinery 6 High Grade Bricks 2 million Standard Cement 2000 Standard Doors and Frames 1400 Standard Page 23 of 58 Iron Sheets 4000 Tiles 1200 Windows and Frames 2200 Resource Acquisition Project resources will include buying and hiring. Resource Management Standard Standard Standard Team Charter Project title: Establishment of new housing development Prepared: Liborius M Haamelenga Date: 24/02/2025 Team values and principles: 1. Communication: Team members are required to communicate effectively during project operation 2.Innovation: Team members required to be more innovative during the project Meeting guidelines: 1. Punctuality 2. Stand up meeting to make sure decision are made at right time 3. Team work during the project operation Communication guidelines: 1. Every team member is part of decision making 2.Communication should be clear to everyone 3. Language to be used should be the one which is well understood by each member 4. Channel of communication must be agreed by the team Decision making process: 1.The project decision will definitely based on project cost, schedule and scope Conflict resolution: 1.Conflict will be solved in way where the project manager have call up a meeting for both project tea, inform stakeholder with high influence on the project for solution Other agreements: 1. Team members should work according to stakeholder expectation and project scope Signature: Date: LMH 24/02/2025 Page 24 of 58 P.Jey Heik Loit 24/02/2025 24/02/2025 Resource requirements: Project title: Establishment of new housing development Prepared: Liborius M Haamelenga ID Resource Quantity 1 Computer 1 2 Testing Cube 2 3 Heavy machinery 6 4 5 6 7 8 9 Bricks Cement Doors and Frames Iron Sheets 2 million 2000 1400 Date: 24/02/2025 Assumptions Comments Internet challenge Required devices Availability Best result Availability Lack of machinery around Delay on deliver Distance Lack of transport No trucks Delay on delivery Lack of logistic 4000 Quality concern Tiles Windows and Frames 1200 2200 Type of required Unavailability Resource breakdown structure: Project title: Establishment of new housing development Prepared: Liborius M Haamelenga Standard required Colour Standard Date: 24/02/2025 1. Project 1.1 People 1.1.1 Sponsor 1.1.2 Project Manager 1.1.3 Project Team 1.1.4 Contractor Page 25 of 58 1.1.5 Engineer 1.1.6 Land Surveyor 1.2 Equipment 1.2.1 Machinery 1.2.2 Testing Cube 1.3 Materials 1.3.1 Bricks 1.3.2 Iron Sheets 1.3.3 Cements 1.3.4 Windows 1.3.5 Door frames 1.4 Supplies 1.4.1 Build It 1.4.2 Buco Namibia Page 26 of 58 Communications Management Plan Project Title: Establishment of new housing development Prepared: Liborius M Haamelenga Stakeholder Information Sponsor Need of the project Town Council Land application Contractor Project scope and schedule Traditional Authority Made aware of the project Ministry of Urban Land allocation and Layout Survey General Survey report Engineer Survey report and approval Media Progress report Method Meetings and Email Meeting and date Stamps Backlog and Feedback to team Meetings Email and push communication Push communication and email Meetings and Email Newspaper and Social Media Beneficial Community Members Labourers Project Manager Through email and meeting Engagement meeting Advertisement Meetings Town Planner Details of the houses Be informed about the project Type of work information Project requirements and expectation Project requirement Meeting and emails Assumptions Good communication within the stakeholders Project Team be part of decision making Procurement to be planned at early stage of project Project team to analyse risk Any change request will go through formal change control board Timing/Frequency During the project Beginning of Project During execution period Beginning of the project At beginning of project Beginning of the project After all approvals From beginning and to last of the project During construction Throughout the project Beginning of construction At initiation stage of project Beginning of the project Constraints Sufficient support from all stakeholder Cost implications during project Unavailability of all materials required . Glossary of Terms or Acronyms RFQ= Request Of Quotation PM= Project Manager TC= Town Council Page 27 of 58 Date: 24/02/2025 Sender Sponsor Project Manager Contractor Project Manager Town Planner Land surveyor Engineer Media Team Project Manager Project Manager Project Manager Project Manager Town Planner Attach relevant communication diagrams or flowcharts. Sponsor Engineer PM Town Planner TC Beneficially Contractor Labourer Page 28 of 58 Risk Management plan Project title: Establishment of new housing development Prepared: Liborius M Haamelenga Date: 24/02/2025 Strategy: Risk identification, risk planning is the main strategies to be used on implementing risks to monitor the project. Perform qualitative and quantitative risk Methodology: Considering threshold of Resource break structure and tracking of project phases Roles and responsibilities: Role Responsibility Risk probability Evaluation of threshold and opportunity Risk threshold Identify and indicate level risk Category of risk Present risk breakdown structure Impact matrix Prioritising risk Risk categories: Use of hierarchical representation to collect risk information of the project Risk management funding: Reserve of fund for risk purposes on the project Contingency protocols: Formal change request will be used to for the utilising of reserve funding Frequency and timing: Project will keep analysing the risk using data performance and monitor threshold Stakeholder risk tolerance: Keeping the project cost within the budget, schedule and deliver quality of deliverables is the main interest Risk tracking and audit: Threshold checklist and auditing of risk to be discussed more often during the project Definitions of probability Very high High Medium 90% Probability of risk to occur 70-90% Probability to occur 50-70% Probability that event can occur Page 29 of 58 Low Very low 20-50% Probability may occur 1-20% Probability level to occur Definitions of impact by objectives Scope Very high >30% High >20% Medium >10% Low >5% Very low 0% Quality >20% >20% >10% >5% 0% Probability and impact matrix Probability 1 Very high Mostly risks High Less risk Medium Minimum risk Low Minimum risk Very low Minimum risk Very low 2 Minor risk Moderate risk Low risk Low risk Very low risk Low Risk Register Project Title: Establishment of New housing development Prepared: Liborius M Haamelenga ID Risk Statement Owner Probability 1 2 3 4 Currency inflation Lack of skills Material delay on delivery Quality of material Time >20% >20% >10% >5% 0% 3 Moderate risk Moderate risk Moderate Low risk Minimum risk Medium Cost >20% >20% >10% >5% 0% 4 Major risk High risk Moderate risk High risk Moderate risk High PM 2 3 2 Impact Scope 1 2 3 Quality 2 2 2 Date: 24/02/2025 Score Schedule Cost 2 2 9 3 2 12 2 2 11 PM 3 2 2 2 Procurement Page 30 of 58 2 11 5 Extreme risk Extreme risk High risk High risk High risk Very high Response Use of fixed price contact Provide training Supply agreement Material testing 5 6 7 Shortage of suppliers Lack of transport Lack of machinery Revisions Revised Probabilit y 1 2 3 4 5 6 PM Procurement PM Impact Scope Quality Schedule 2 3 2 1 1 2 1 0 0 2 0 0 1 0 0 3 0 2 1 2 1 Cost 2 0 0 0 0 0 2 1 3 2 2 1 2 1 2 2 3 2 9 9 9 Timely procurement Think of second option Source from outside Revised Score Responsible Party Actions Status Comments 6 3 2 6 1 4 Procurement PM Pm PM Procurement PM Price hedge More training procurement Testing material Make decision Sign agreement close close close close close close Use of fixed price contract Expert judgement Expert judgement Engagement plan Engagement plan Procurement Page 31 of 58 Risk report Project title: Establishment of new housing development Prepared: Liborius M Haamelenga Date: 24/02/2025 Executive summary: This project is about housing development and has lot of risk to be taken care of at early stage of the project. Mitigation of different risks like, cost, scope and schedule will lead to project success. If risk like, managing stakeholder, managing of resources may have impact on project deliverables Overall project risks: Overall risk status and trends: Overall risk on the project are more influenced by stakeholders and resources Significant drivers of overall risks Stakeholder demand, Compliance and deliverables Individual project risks Very high High Moderate Low Very low 1 2 3 5 0 Very low Metrics Number of scope risks Number of schedule risks Number of cost risks Number of quality risks Number of VH probability risks Number of H probability risks Number of M probability risks Number of active risks Number of closed risks Recommended responses Effective stakeholder management and Compliance 2 0 0 0 2 Low 1 1 1 5 0 Moderate 11 5 10 4 10 8 6 o 6 Page 32 of 58 1 0 2 1 1 High 5 5 0 0 0 Very high Critical risks: Top risks Lack of skills Price inflation Material delivery delay Lack of equipment Cultural language Responses Provide more training to project team Negotiate with supplier Proper engagement with suppliers Source from other towns Engage properly with communities Changes to critical risks: Mostly risk to be managed and maintain threshold to mitigate project deliverables Quantitative analysis summary: By reduced risk probability to enhance project deliverables Probability of meeting objectives: Scope Schedule 90% 95% Cost 95% Quality 95% Range of outcomes: Range of scheduled outcomes 95% Range of cost outcomes 95% Key drivers of variances Price inflation Proposed responses Sign fixed price contact Other 70% Reserve status: Total cost reserve N$ 1 500 000.00 Used to date N$ 245 000.00 Used this period 1 month Remaining reserve N$ 1 210 000.00 Total schedule reserve 90 days Used to date 30 days Used this period 1 month Remaining reserve 60 days Page 33 of 58 Assessment of reserve adequacy: Project remain within the reserve adequacy in terms of reserve fund and reserve schedule Risk audit summary: Summary of risk events Summary of risk management processes Summary of recommendations Risks were mitigated and no major risk was recorded Risk management plan put in place and effective Team continue to control and manage risk that may occur Procurement management plan Project title: Establishment of new housing development Prepared: Liborius M Haamelenga Procurement integration: Area Scope Schedule Documentation Risk Reporting Date: 24/02/2025 Integration approach All activities of the project be identified and indicated into scope management plan Properly allocation of activities to period need to be completed All project documentation should integrated into project management plan Risks that may occur during the project must be identified, controlled and managed Project reports should well recorded and presented to stakeholders with high impact on the project Timing of key procurement activities: Date 12/01/2025 20/6/2025 Activity Procurement of bricks and cement Procurement of door frames and windows Performance metrics: Page 34 of 58 Item Excavation of foundation and building Procurement of cement Metric 5 months 1 week Measured method 150 days 5 days Roles, responsibility and authority: Roles Suppliers Contractor Project deliverables and compliance Responsibility Manage contract and material quality Control work quality and compliance Ensure objective are met and approved Authority Project Manager Project Manager Sponsor and Project Manager Assumptions and constraints: Category Fixed price incentive Assumption/constraints These contract ensure quality is added to product Legal jurisdiction and currency: Legal jurisdiction is Namibia and currency is in Namibian dollars (NAD) Independent estimates: Benchmarking and cost estimates will be utilised Risk management: Risk and financial stability will be required Prequalified sellers: 1. Estate agents 2. Commercial banks 3. Community members Procurement strategy Project title: Establishment of new housing development Prepared: Liborius M Haamelenga Date: 24/02/2025 Page 35 of 58 Delivery method: Procurement plan with strategies will be available to avoid delay on project in terms schedule Contract type: Suppliers will sign firm fixed price with incentive Incentive award fee Incentive Procurement life cycle: Phase 1 2 3 Entry criteria Notice Approval and pre sales Construction Criteria If materials delivered with 48 hours Key deliverables/ milestones Stakeholder input Project approval Design of foundation and houses Exist criteria Recommendations Client in numbers Complete houses Source selection criteria Project title: Establishment of new housing development Prepared: Liborius M Haamelenga Criterion 1: Experience Criterion 2: Competence Criterion 3: Quality Criterion 4: Price Criterion 5: Financial stability Knowledge transfer Different input Market analysis Standard required Date: 24/02/2025 1 3-5yrs 2 5-7yrs 3 7-9yrs 4 9-10yrs 5 10-15yrs Low skill Mediate skill Mediate skill High skill Very high skill Low quality Better quality Better quality High quality Very high quality Very low Low Competed Better competed Highly competed Too risk High risk Moderate risk Better mediate risk Better risk Page 36 of 58 Weight Criterion 1 Criterion 2 Criterion 3 Criterion 4 Criterion 5 Totals 100% 100% 100% 100% 100% 100% Candidate 1 rating 10% 10% 5% 5% 10% 40% Candidate 1 score 2 2 1 1 2 8 Candidate 2 rating 10% 10% 15% 5% 0% 40% Stakeholder Engagement Project Title: Establishment of new housing development Prepared: Liborius M Haamelenga Stakeholder Unaware Resistant Neutral Sponsor Project Manager Project Team Contractor Land Surveyor Engineer Operator Public members Government Traditional leaders Candidate 2 score 1 1 0 1 0 3 Supportive C C C C Candidate 3 rating 0% 20% 0% 0% 80% 100% Date: 24/02/2025 Leading C C C C C D C C,D Page 37 of 58 Candidate 3 score 3 0 1 1 0 5 C C = Current level of engagement D = Desired level of engagement Pending Stakeholder Changes More stakeholders to be added as the project requirement Stakeholder Relationships Good relationship between stakeholder and the project team for project success Stakeholder Engagement Approach Stakeholder Influence Approach Sponsor Project Manager Project Team Contractor Land Surveyor Engineer Operator Public members Government Traditional leaders Sponsor will keep informed and consulted at all time Make sure project management plans are in place and shared with the sponsor Provided with project information and expectations Contractor to be provided with project scope and schedule Project requirement and expectation list Project requirement and expectations Instruction of machinery use Meeting call up and engagement Consulted and communication strategy Proper engagement plan High High High Medium Medium Medium Low Low High Very low Page 38 of 58 ISSUE LOG Project Title: Establishment of new housing development Project Manager: Liborius Date: 22/03/2025 ID Type PRIORITY IMPACT 1.1.1 Stakeholder Issue More scope creep on the project Urgent PM make stakeholder understand the bad impact of scope change and how it will affect project delivery. 1.1.2 Technical issue Specified materials not available in the stock Urgent Impact on the project schedule and affect project to be completed on time. 1.1.3 Technical issue Few suppliers within Medium the area. Lack of suppliers affect the project in terms of schedule and cost I.DESCRIPTION Page 39 of 58 1.1.4 Monitoring Poor working quality Urgent Project monitoring in the project need to be taken serious to make sure project objectives are met. 1.1.5 Control Poor project control Urgent in the project Importance of project control on quality is crucial for making sure quality is not compromised. Res.Party Status Res.Date Comments Page 40 of 58 Fin.Resolution Project Manager Open 23/03/2025 Stakeholder meeting held and PM make everyone understand how scope creep will affect project success. -Resolution was taken to and agreed by all stakeholders There will be no scope creep within the project -PM will be the only one to make high decision Project Manager Close 22.03.2025 Alternative was put in place by engaging more suppliers Project manager with the team made alternative to get suppliers from outside area to make specified materials are used on the project Page 41 of 58 Project Manager Close 22/03/2025 Alternative of more suppliers outside area was made PM and the project team gave each other task to make sure correct contract agreement are signed with different suppliers to avoid delays on material delivery. Project Manager Open 22/03/2025 Measures put in place by the project team to make sure work is well monitored. Monitoring strategies implemented to make sure quality is delivered on the project. Project Manager & Team Close 23/03/2025 Meeting held and It’s important for project quality each project team controlling to be responsible strategy put in making sure place to make sure quality is not quality is provided. compromised in the project Page 42 of 58 CHANGE REQUEST Project Title: Establishment of new housing development Liborius Requestor: Liborius Date: 22/03/2025 Project Manager: Category: Scope Quality Requirements Cost Documents Detailed Description of Proposed Change: • The change will be made on the project schedule whish was proposed that, project be completed in 2 years • The new request is for the change of schedule for the project be completed in 3 years from the date of start. • The cause of schedule change is due to the EEF’s that’s beyond our concern and caused delays in the project. Justification for Proposed Change: • Delays on project caused the Land Board (Government) • Delay by the Environment Commissioner on issuing Environmental Clearance Certificate Impacts of Change: Scope Increase Decrease Page 43 of 58 Description: There’s very less impact on the change as scope is not affected in any way or other. Scope will remain the same as per the project plan Quality Increase Decrease Description: Quality is not affected by the change request as change will just be made on schedule Requirements Decrease Modify Description: • Requirements have increased as this process will require stakeholder engagement • Redesign schedule management plan for approval Cost Decrease Modify Description: • Cost have increase, process become expensive as result outside stakeholders have to come for the meeting and all cost have to be paid by the project • Experts have to be called in for the collective decision Schedule Decrease Modify Description: • Increase on schedule observed due to the change • Project delay impacted the project schedule as for now completion period will be in 3 years • Challenge observed on availability of some stakeholder on time Stakeholder Impact Decrease Page 44 of 58 Modify Description: • High increase of stakeholder impact during this process • Many stakeholder have lot of concerns on the project completion time • Employees affected as they have to wait for decade of time for the work to start Project Documents: • Project charter • Project Management Plan • Schedule Management Plan • Cost management Plan • Stakeholder Management Plan Comments: • New schedule management is prepared for approval • Stakeholder meeting is invited Page 45 of 58 LESSON LEARNED REGISTER Project Title: Establishment of new housing development Project Manager: Liborius Date: 22/03/2025 ID CATEGORY TRIGGER LESSON RES.PARTY COMMENTS 1.1 Technical Experience -Low experience and skill Project Manager -Provide more training needed for the team 1.2 Technical Expertise -Poor quality service Contractor -Hire qualified personnel Provide in training to the team 1.3 Technical Monitoring Work not done as per project requirements Project Manager -PM must involve all the team members in monitoring. Each member must be given task to make sure work is done as per the project requirement Page 46 of 58 1.4 Technical Control -Poor project control -Poor quality services 1. Project Manager 2.Contractor -Materials must be tested Materials must be confirmed Testing result must be presented before continuing to the next stage 1.5 Technical and Legal -Delays Compliances Delay on approvals Project Manager -Approvals be obtained before work commencement -All regulations must be complied 1.6 Technical Suppliers -Lack of suppliers Delays on material delivery 1. Project Manager 2. Suppliers - Fixed price contract must be signed -Alternative must be put in place to mitigate such delay Page 47 of 58 TEAM PERFORMANCE ASSESSMENT Project Title: Establishment of new housing development Project Manager: Liborius Date: 22/03/2025 Technical Performance Scope Exceeds Expectations Needs Improvement expectations Comments: • The project manager is a qualified one • Project team have expertise and experience needed in the project • Project manager have good leadership kill Quality Exceeds Expectations Needs Improvement Expectations Comments: • Project team have quality needed for these project • Team have good communication skill • Team have high quality in management skills Schedule Exceeds Expectations Meets Expectations Page 48 of 58 Comments: • Improvements is need in the project to make sure work is completed on time • PM need to have proper engagement with the contractor and explain more about the work schedule • Each project team be responsible for making sure work is completed as per the schedule Cost Exceeds Expectations Meets Expectations Comments: Project manager should make sure cost in the project is well explained to the contractor PM to involve project team on decision making Each task must be allocated cost and be used for the specific task Interpersonal Competency Communication Meets Expectation Needs Improvement Expectation Comments: • Good communication between stakeholders and the team • Proper communication method put in place and collective decision was made Page 49 of 58 Collaboration Exceeds Expectation Needs Expectation Expectation Comments: • Good collaboration within the project • Good relationship established between stakeholders and the team • Project team have leadership and management skills Conflict Management Meets Expectation Needs Expectation Expectation Comments: • Conflict management method was put in place at early stage of the project • All stakeholders was involved for decision making to mitigate conflict • Project team provided with training on conflict solving Decision Making Exceeds Expectation Needs Expectation Expectation Comments: • Decision use to be taken through team meetings • Stakeholder engagement takes place at every end of each stage Team Morale Meets Expectation Expectation Page 50 of 58 Needs Expectation Comments: • The morale of the team is very satisfactory and leading to the successful of the project • All project team are making sure project monitoring and quality is not compromised Areas for Development Area Technical Schedule Approach Management and leadership Training Schedule management plan Scope Requirement setup by both stakeholder and PM Cost Mentor by PM Communication Project manager mentor the team and stakeholders Material testing Monitoring Page 51 of 58 Action Training were provided to the team Plan put in place to manage project schedule and make sure project completed on time Scope management plan prepared and shared with the team Cost well allocated to each task Clear communication method put in place Make sure materials are tested and quality is provided in the project. Work Performance Reports Project Title: Establishment of new housing development Project Manager: Liborius Sponsor: DBN Date: 22/03/2025 Accomplishments for This Reporting Period: 1. Improving decision making 2. Identification of potential problem 3. Value to stakeholders 4. Accountability 5. Resources allocation and utilization Accomplishments Planned but not limited completed This Reporting Period: 1. Progress Tracking 2. Identification of Issues 3. Stakeholder Communication 4. Decision Making 5. Improvement of Efficiency Root Cause of Variances: 1. EEF is the root cause of the variance in this project which is beyond our concern 2. Delays from the Government to approve Impact to Upcoming Milestones and Project Due Date: Page 52 of 58 1. Stakeholder management- Communicate about the milestone and Regular reporting 2. Team Morale- Provide team with progress and clear due date of the project 3. Clear communication- Team member and stakeholders should be aware of their responsibilities and deadlines 4. Checklist- Milestone checklist will be the best tool the project manager would use for easy project progress monitoring and identifying of issues Planned Corrective and Preventive Action: Corrective Prevention - Identify the problem - Implementation - Schedule problem establishment - Monitoring and Evaluation - Root cause - Action plan - Fixing of root cause - Risk Assessment Funds Spent This Reporting Period: Actually cost- The actual money spent on the project during this reporting period Impact to Overall Budget or Contingency Funds: • Cost impact on the overall budget is very low during this reporting period • Contingency is affected as portion of the funds used during this process Accomplishments for Next reporting Period: 1. Data collection 2. Risk assessment 3. Previous reporting period 4. Stakeholder communication Cost Planned for Next Reporting Period: Identify cost • Cost Categories refers to type of costs relevant to the project • Is there any specific items or tasks that incur costs Page 53 of 58 New Risks Identified Risks: • Risk mitigation • Report performance Issues Issue: • Unclear goals • Inconsistent • Lack of feedback Comments • • Importance of Enterprises Environment Factors is crucial at the very beginning of each process group in the project to avoid variances It’s very important to consider expert Judgement for input and collective decision making in order mitigate risks during reporting period Page 54 of 58 Page 55 of 58
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