Project management report on : Carlington Aquatic parks

Project management report on : Carlington Aquatic parks

Executive SummaryThis project plan takes into consideration a detailed plan for the water park i.e. Carlington Aquatic parks. This project plan takes into consideration background & a detailed structure, content of project management plan proposed by KSLJ Consulting. In order to meet the requirements of the aquatic park, total 32 months would be required.

The overall objective of this report is to provide a project plan as to how KLSJ consulting would be able to design & construct Ottawa Carletton Water Park. It has been clearly stated in the report that, the water park will be completed & would be ready for use on 21^st May 2005. The total cost in preparing the water park has been estimated to be Canadian $12,450,000 (+/- 10% – 25% could be the variations). The main intention of the owners of Carleton Water Park is to construct a top quality recreational facility to the users which would fit in the following basic criteria. The criterion has been displayed in the further parts of the report.

The entire project management plan would be taken into consideration by KSLJ Consulting. This consulting will keep in mind the design, development as well as the construction of the park in order to provide one of the top recreational parks to its guests. Some of the project team members which would help in order to complete the entire project. The team members would include team leader (legal), team leader (finance), risk manager, team members (design) & project manager.

 1.      Introduction:

The project Ottawa-Carleton water park is been structured for the recreational of the tourist coming every year to Ottawa and especially in summers to enjoy the climate. Ottawa is the capital of Canada with the population around 1.130 million and around two million visitors. KLSJ consulting the project managers who have been contracted by the owners Carlington Aquatic Water Park were very active in the management of this project.

The overall objective of this report is to provide a project plan as to how KLSJ consulting would be able to design & construct Ottawa Carletton Water Park. It has been clearly stated in the report that, the water park will be completed & would be ready for use on 21^st May 2005. The total cost in preparing the water park has been estimated to be Canadian $12,450,000 (+/- 10% – 25% could be the variations). The main intention of the owners of Carleton Water Park is to construct a top quality recreational facility to the users which would fit in the following basic criteria. The criterion has been displayed in the further parts of the report.

All understandings were made by them and even displayed competence key issues that were essential for the management of this Project which was a high scale risk project. The Ottawa Carleton water park was a big success and was completed without any major overrun and scope creep. The management team had made adequate preparation and all the details of this project to bring and carry out this project without any risk. This also includes the different strategies of managing the key aspects of the project quality risk and time schedule.

1. 2.      Project Background:

The main intention of the Carleton water park is to provide top quality recreational facilities to its clients. The criterion is as follows:

Þ    Capacity to entertain 4,500 people every day which might increase up to 7,000.

Þ    Serviced by the local roads, proper transportation system such as bicycle, bus, etc.

Þ    Unique attractions for the people visiting the place would be the artificial river, wave pool, water slides, etc

Þ    Adequate parking area just opposite the Water Park capable to accommodate approximately 1000 cars

The background of the project would also take into consideration certain aspects such as cost, time, quality, etc. There is a fixed target date to finish the entire project i.e. the water park & the lowest of the probability to fund extra with short notice. KLSJ Consulting would be able to provide as well as execute an effective project management system which would help in order to finish the entire project n time with stipulated time period.

Some of the major deliverables which could be needed from this project would be as follows:Þ    Feasibility study

Þ    Business plan

Þ    Project plan & Budget

Þ    Risk associated with the study

Þ    Assessment of the environment

Þ    Zoning approval

Þ    Architectural design

Þ    Engineering design

Þ    Marketing plan

Þ    Operations staff guidance

Þ    Final report

1. 3.      Structure & Content of Project Management Plan:The entire structure & content of the project management plan has been described as under. They are as follows:

Project Team: The entire project team will consist of five main members till the time the entire project would be over. Along with the five members three more people would be involved which would help to coordinate all the activities while constructing the entire portion. The organizational structure which shall be practiced within the Ottawa-Carleton water park would be the close horizontal communications within the team members.

Some of the responsibilities which shall be taken into consideration are the following. They are as under:

Þ    Project manager: The responsibility for the completion of the entire project would rely upon the project manager. He would be the concerned person to talk to on behalf of the CEO as well as the owner of Ottawa-Carleton Water Park. Some of the responsibilities which would be covered by the project manager have been listed as under:

• Proper coordination
• Well framed communication strategies to talk with the agencies
• To provide correct directions & guidance to the team members
• Maintain the entire project in terms of cost, quality & resources
• To maintain proper interface within the community groups such as municipal, regional & provincial governments
• To coordinate as well as produce all the documentation for the project
• To practice well coordination & oversight regarding the marketing agency
• To have a membership within the risk management group

Þ    Team leader: The second concerned person within the completion of the entire project would be the Team Leader. He would be solely responsible for managing, coordinating the various activities which would be related to design, permits, engineering, construction, etc. One of the main goals of the Team Leader would be to provide high quality of recreational activities to its guests. Some of the responsibilities which would be covered by the team leader have been listed as under

• Supervision of the design
• Scale model as well as detail about the final design
• Coordination of the construction activities of the water park as well as the additional facilities attached to it
• To maintain the overall quality of the water park
• To have a view of the contractors who are involved within the entire construction phase
• To change control with respect to the design as well as the construction of the entire project

Þ    Team Leader (Legal): The team leader covering the legal aspects would be mainly responsible to relate the various project activities along with the contract management & crate an edge with the regulatory authorities on the various legal issues. Some of the responsibilities attached with team leader (legal) are listed as under:

• To draft as well as review all the contracts with the contractors
• Membership amongst the risk membership groups
• Negotiation of the long term site

Þ    Team Leader (Finance): The team leader (finance) would be mainly responsible to manage the financial issues which are related to the project. Some of the responsibilities attached with the team leader (finance) have been listed as under:

• Proper development & monitoring of the business plans, budgets along with the cash flows
• To take up the responsibility for locating as well as confirming the investors regarding the ownership, banks & the investment firms
• Payment for all the expenses which are incurred by the staff people
• The entire information technology (IT) internal as well as external shall be in use regarding the use of Water park operations

Þ    Risk Manager: The risk manager would be responsible to take care of the entire project by coordinating with the risk manager program. Some of the responsibilities attached with the risk manger are listed as under:

• To advice upon the various risk management issues
• To ensure better risk management documentation

Þ    Team Members (Design and Construction): The other team members would be the ones who have been made responsible for design as well as construction of the entire project. The additional three members would be made responsible for one of the areas such as:

• Installation, procurement as well as construction of the slides, pools, artificial waves, rivers, etc
• Construction as well as the renovation of the facilities such as landscaping, lighting, buildings, etc
• Construction of the various off site facilities such as parking lots, etc.

 Project Schedule:The project would be scheduled to start on 16^th September 2002 & the expected date for its opening would be 21^st May, 2005. The entire project would be covered under five major heads such as Concept, Planning, Execution, Handover to operations & Closing.

Apart from the above mentioned heads there are various milestones which shall be kept in mind while carrying forward the entire project plan. The milestones would be Concept & Planning.

Projects Costs & Analysis:

The entire venture has been estimated to be approximately Canadian $12,448,250 with an approximate variation of +/-10% – 25%. This amount also includes 10% profit margin for KLSJ Consulting as agreed upon during the initial years of the project.

It has been estimated that, approximately highest amount of money would be used in Phase 3. This shall also be taken into consideration that, unless & until 85% of the amount is secure the project shall be carried forward to Phase 3.

Project management & contract management would account to 6% of the total cost of the project. Out of the entire cost of project, only 4.5% of the total cost would be used in Phase 1 & Phase 2.

1. 4.      Contents of the project Management Plan:

Project Management Strategy: The project management strategy which has been discussed in this report goes as follows:

The entire project strategy would take into consideration planning as well as preparation which needs to be completed within Phase 2 & shall be begun before the beginning of the construction process Phase 3. Most importantly, the approval of land, commitments by the investors, deign of the entire project would be taken in to consideration before the formal construction is undertaken.

The main intention of the Aquatic Parks would be to take up the responsibility for the management personnel’s as well as the development, construction activities of the same. The entire consulting contract would be given to KLSJ consulting. The Carlington would remain actively involved within the marketing aspect of the project, future customers, potential investors, community groups, etc. It shall be seen that, Carlington would be expected to approve the financial plans & the major expenditure (Canadian $10,000 or US $7,500) involved within the engineering designs, marketing & architectural activities.

Functions which shall be taken into consideration have been listed as under:

Þ    Assessment of the environment

Þ    Engineering sites study

Þ    Construction Design

Þ    Marketing

The KLSJ Consulting would also be able to locate the candidates for the ongoing operations of the management of the facilities. KLSJ consulting would also work upon certain exclusive software’s such as MS Excel, MS Project, Project Management, and MS Word, power Pont for presentations, etc. All the contractors would be expected to operate such type of systems as well as process such facilities which would help to determine the development of the project.

Scope of Activities: The scope of the activities which would be carried for the water park has been discussed in this section of the report.

The entire project plan to construct the water park would be approximately 153 activities in total. These activities need to be completed within a time span of 32 months. The entire activities would be subdivided amongst three phases such as phase, function & specific tasks.

By dividing all the activities into three groups would help the project manager to have a fair overview of the entire project. The activities subdivided on the basis of phase would be quite helpful in framing interrelationships for the different activities. The activities subdivided on the basis of function would help to allow the project manager as well as the team members to track the overall interaction & sequencing of the various activities along with the functional areas.

The entire project of building the top recreational activities for its guests have been divided on five different phases. They have been discussed as under:

Þ    Phase 1: This phase would take into consideration the development as well as assessing of the feasibility structure of the entire project plan. This would take into consideration the initial feasibility study for the same.

Þ     Phase 2: Phase 2 refers to planning of all the costs, time & resources attached to it. This phase would take into consideration plans as well as strategies which would help to manage the project. The key activities would include project plans, business plans, engineering studies & locating the investors. This would also involve the actual construction of the building

Þ    Phase 3: Phase 3

Þ    Phase 4: Phase 4 would take into consideration handing over to the operations. This phase would mainly take into consideration the finalizing the facility, preparing how to open, turning the operational control.

Þ    Phase 5: The last phase would take into consideration the closing of the project which would require management need including the project review as well as the final report of the same.

The entire project would also take into consideration six functional areas & each of one would be made responsible to carry on a particular task. They are as under Table 5.1:

Table 5.1: Functional Areas and Project Team LeadersTo keep the WBS activity list less than 200 items, as specified by the project sponsor, many of the individual tasks are of much longer duration than the standard three to five days. Therefore, the Master WBS will be augmented by a series of six subordinate WBS, one for each of the six major functional areas, to define the specific activities involved in each of these tasks more clearly.

A formal scope control process will be put in place to manage changes in scope as part of the overall change control system. Change cutoff dates are scheduled in each phase to allow changes to be incorporated early enough to minimize disruption to other WBS activities. A formal review and report to the client at the end of each phase provides a second opportunity to review changes to the scope of the project.

The scope of management plan would be integrated with the help of the various control process such as schedule, cost & quality would be broadcasted. This plan would take into consideration the following characteristics. They are as follows:

Þ    Change in the requests must be written as well as fully substantial

Þ    Approval levels shall be used in order to authorize changes

Þ    Each & every change shall be assessed with the help of having an impact over the cost as well as schedule. A tracking system shall be used which would help in order track the improvements.

Cost Control Strategy:

KLSJ will implement the specific actions designed in order to minimize the possibility of the cost overruns. These actions will take into consideration the following aspects such as:

Þ    Fixed price contracts with the contractors

Þ    Consultation with the clients, tradeoffs between time, cost, resources

Þ    Penalty clauses for non – performance of any material aspect of a contract

1. 5.      Conclusion:

The business case has to all the ingredients so that it can impress the management and sponsors to give green signal to the project. A decent and quantified research has been carried to project this business case which can maximize the chances of getting project approved. It is imperative to have an overall idea about Ottawa Carleton Water Park. A deep study has been made outlining the risks and benefits which has been mentioned in a clear and concise way. The threats which are associated to this project are non-completion on time, over allocation of budget, change in policies, variations and changes during the project which might have an impact on the project. Overall, conclusion can be made that it was a high risk project. KLSJ Consulting believes that for the development of a project assumptions are must without any assumptions there can be an impact on the project cost, time and quality.

1. 6.      Recommendations:

The recommendations are as follows:

Þ    Economic, social political factors and even cultural impact to the community should be kept in mind for the project.

Þ    There should be a good communication between the project sponsors, managers and executives as how to carry out the project and what approach they are following each step.

Þ    There should be a proper financial management plan.

Þ    The resources should be very motivated and proper tools and equipment should be provided and they should work as a team.

Þ    The project should be outlined with the list of benefits as well as risks and should be achievable at the time of the cost, risks and opportunities that are there in the project.

Þ    All the team members, executives and managers should be aware of all the scope of the project and limitations should be discussed in detail.

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