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Get ready to manage a project
Arens’ work tools
Arens used:

decision tool

scope document and project budget

work schedule

risk management plan.
Arens: In the poo
Problem
I'd like to get the bins installed in time for the educational program that's going
to be run for the dog owners. But I've got a lot of routine maintenance work
scheduled for the next few weeks and I'm a bit short staffed right now! I think
I’ll check out the scope document first.
Scope document
Here is what my manager gave me for the project
Project Scope
Project Information (Please complete all)
Project Sponsor
Project Name
Bob Smith
Animal litter bins
General Manager
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Sponsoring Department/Client
Directive from Council Meeting
Parks & Gardens
Project Leader
Arens Sirkel
Scope the project
The project will encompass the installing of animal litter bins and bag dispensers in all
council parks. The bins and bags are to be purchased from Animal Litter Limited after
recommendations from neighbouring councils.
Description of the project
What is the vision? What will the finished product look like?
The animal litter bins will be installed in prominent locations in each park, while also being
close to entrances to allow efficient removal of waste by our waste management contractor.
Identify the strategic objectives at which relate to this project
To reduce animal litter by encouraging owners to pick up after their pets.
Identify the main target audience
Pet owners
What are the intended outcomes/deliverables of the project?
That pet owners will use the bags provided to clean up their pets’ litter and deposit the bags
in the bins provided, other bins or their own bins at home.
What are the particular aspects of the project?
Installation of bins
Other comments
Collection of waste and replacement of bags has been contracted to our waste management
contractor.
A public awareness campaign will be conducted by council after the bins have been installed.
Proposed Project Timeline
Dates/Time
Notes
Phase 1: Scoping and feasibility.
Not required
Directed by council,
scoped by General
Manager
Phase 2: Planning
4 days
Phase 3: Implementation
3 weeks
Phase 4: Evaluation
2 days
Project lifespan: include dates or total
time required for completion
Proposed budget
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Detail proposed budget or financial constraints for the project.
Overtime wages/contractor payments
Bins & posts
$ 7,000
$ 15,000
Materials (cement, etc)
$ 2,000
Annual bag replacement program
$ 6,000
Annual additional charge by Waste Management Co.
$ 18,000
Scope Signoff
This scope has been approved by: Bob Smith_____________________ Project Sponsor
Department: General Manager Date_____/_____/_____
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Decision tool
1 The problem
2a Develop options
2b
Consider the consequences
A lot of people are involved in that so it would
throw out a lot of other schedules
Ask management to postpone the
educational campaign for residents
Short time frame for
installing bins, but a
lot of routine
maintenance
already scheduled
and we're short
staffed.
Wouldn't make me look very good with
management!
Could install bins during routine maintenance jobs
Check locations of routine
maintenance and bin installations
— do they match?
Ask maintenance team how long
each bin will take to install — can
it be done as part of routine job?
Could have a time implication — team will be on
the maintenance job longer
Team like to have a say in what's going on, so
that's good!
They could say it will be too much work to fit in
with routine maintenance.
2c
Make your decision
Look at your options and weigh up the consequences and resource implications. What is the best decision?
I'll check the locations of the bin installations, and ask the team if they think we can do it as part of routine maintenance.
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Work schedule
My schedule
Task
No.
Task: Install bins
and bag dispensers
at the following parks
Work Team
Resources
Comments – Other
site activities of team
Start Date
End Date
1
Edenborough Park
Lindfeld Parks
Maintainence Team
3 x bin, pole and bag dispensers,
3 bags of gravel cement mix
During grass cutting &
grounds cleaning
Mon 15th
Tues 16th
2
Eastern Reserve
Parks & Gardens
Services P/L
2 x bin, pole and bag dispensers,
2 bags of gravel cement mix
Contractor
Mon 15th
Mon 15th
3
Ferndale Park
Chatsville West
Parks Maintainence
Team
3 x bin, pole and bag dispensers,
3 bags of gravel cement mix
During walking track
repair program
Tues 16th
Wed 17th
4
Tintallen Oval
Chatsville West
Parks Maintainence
Team
2 x bin, pole and bag dispensers,
2 bags of gravel cement mix
During grass cutting &
grounds cleaning
Thur 18th
Thur 18th
5
Chatsville Oval
Willowbury Parks
Maintenance Team
2 x bin, pole and bag dispensers,
2 bags of gravel cement mix
During building upgrade
work on amenities block
Fri 19th
Fri 19th
6
Beau Park
Chatsville Parks
Maintainence Team
2 x bin, pole and bag dispensers,
2 bags of gravel cement mix
During grass cutting &
grounds cleaning
Mon 22nd
Mon 22nd
7
Bales Park
Willowbury Parks
Maintenance Team
2 x bin, pole and bag dispensers,
2 bags of gravel cement mix
During grass cutting &
grounds cleaning
Wed 24th
Wed 24th
8
Willowbury Park
Parks & Gardens
Services P/L
3 x bin, pole and bag dispensers,
3 bags of gravel cement mix
Contractor
Thur 25th
Thur 25th
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Status ***
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Risk management
My risk management plan
Risk Title
Risk Details
Risk
Priority
Mitigation Strategy
Failure to
meet
schedule
Failure to meet schedule due to bad
weather, staff shortages. Constant
bad weather over the short two
project time frame could delay the
project.
Low
Accept. If this does
happen it will only push
back the project a short
time.
Cost
overruns for
installing
bins
External costs include contractor
for installing some of the bins,
possible overtime, cement and
damage to tools.
Low
Fixed price quote obtained
from contractor for his
two days of work.
Low
Cement bins in to
minimise risk of being
removed, pushed over or
stolen.
The cost of the bins has not been
included as these have already
been purchased.
Bins will be
stolen
The bins may be stolen from park
locations.
Insure — Council
maintain insurance to
cover the theft of council
property in public
reserves.
Review
It was very useful to go back to the scope document so I knew exactly what
was expected of the project and the limits we were working with. The task list
and work breakdown schedule really helped me to identify how we would go
about achieving our goal, because the task elements and resources were
itemised. And the risk management plan meant I was ready for any problems
should they arise.
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