2009
Project Plan Green Town House Author : Group A2 BAMBANG HERMANTO DESI WALUYANTI HENDRA NATA SAPUTRA SANDI MAHENDRA
Group A2 Desi & Partner’s Company 12/1/2009
Project Plan Green Town House Author
: Group A2 BAMBANG HERMANTO DESI WALUYANTI HENDRA NATA SAPUTRA SANDI MAHENDRA
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TABLE OF CONTENT Cover of paper ………………………………………………………………………….
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Table of Content ………………………………………………………………………..
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List of Table …………………………………………………………………………….. iv List of Appendix ………………………………………………………………………... v 1. EXECUTIVE SUMMARY …………………………………………………………. 1 2. INTRODUCTION 2.1. Background Information …………………………………………………… 1 2.2. Project Goal and Objective …………………………………………………... 2 2.3. Project Scope ………………………………………………………………….. 2 3. REQUIREMENT SPECIFICATION 3.1. Product Requirement ………………………………………………………… 3 3.2. Project Requirement …………………………………………………………. 4 3.3. Pre-requisites …………………………………………………………………. 4 4. HAND OVER AND IMPLEMENTATION ………………………………………. 4 5. SITUATION ANALYSIS AND STAKEHOLDERS 5.1. Situational Analysis …………………………………………………………... 5 5.2. Stakeholder Analysis …………………………………………………………. 7 6. MILESTONE, ACTIVITY AND SCHEDULE 6.1. Milestones …………………………………………………………………….. 8 6.2. Activity List …………………………………………………………………... 8 6.3. Project Time Line ……………………………………………………………. 9 7. ORGANITATION AND STAFFING 7.1. Organization Responsibility and Authorities ………………………………. 9 7.2. Staffing Plan ………………………………………………………………….. 11 8. PROJECT BUDGET ………………………………………………………………. 12 9. COMMUNICATION AND QUALITY ASSURANCE 9.1. Report and Document ………………………………………………………..
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9.2. Communication Plan ………………………………………………………… 13 9.3. Quality Assurance ……………………………………………………………. 15 9.4. Change Management ………………………………………………………… 16
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10. RISK ASSESEMENT 10.1. Risk Analysis …………………………………………………………………. 17 10.2. Response Planning …………………………………………………………… 17 APPENDIX
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LIST OF TABLE
3.1. Product Requirement ……………………………………………………………… 3 4.1. Deliveries of Each Phase ….………………………………………………………. 5 5.1. Situational Analysis (SWOT)………………………………………………………. 5 5.2. Conclusion and Action ……………………………………………………………. 6 5.3. Stakeholder Analysis ….…………………………………………………….......... 7 6.1. Milestones ………………………………………………………………………….. 8 7.1. Organization Responsibility and Authorities ……………………………………. 9 7.2. Project Staff Competencies……………………………………………………….. 11 8.1. Project Budget …………………………………………………………………….. 12 9.1. Report and Document ……………………………………………………………. 13 9.2. Communication Plan ……………………………………………………………... 14 9.3. Product Quality..…..……………………………………………………………… 15 9.4. Change Management …………………………………………………………….. 16 10.1. Risk Analysis ……………………………………………………………………... 17 10.2. Response Planning ……………………………………………………………….
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LIST OF APPENDIX
Appendix A
: Project Carter
Appendix B
: Project Plan B.1. Executive Summary B.2. Background, Objective and Goal B.3. Requirement Specification B.4. Handover and Implementation B.5. Situational Analysis and Stakeholders B.6. Milestone, Activities and Schedule B.7. Organization and Staffing B.8. Project Budget B.9. Communication and Quality Assurance B.10. Risk Analysis and Response Planning
Appendix C
: Work Breakdown Structure
Appendix D
: Design Landscape
Appendix E
: Design Architecture
Appendix F
: Design Septic Tank and Pipe
Appendix G
: Design Garbage
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1. EXECUTIVE SUMMARY
The population of Jakarta increases continuously every year together with the need of houses.
The reason in developing the housing with theme “Green” on this project
because of the current supply of housing in Indonesia does not care about the environment. The meaning of green here, the houses have their own integrated septic tank and separate garbage for each type of wastes. The aims of this project are providing housing with friendly environment. The budget of this project is estimated 1.9 billion rupiah. The period in run the project is not more than 1 year.
2. INTRODUCTION 2.1. Background Information This project is regarding to the current problem in Jakarta. The population of Jakarta increases continuously every year together with the need of houses. The high cost for living, limited area to built house, high price of land and house, flood and many people with the low until middle income level in Jakarta are to be the most problem for society and the reason for developer to develop the new breakthrough.
The high economic level for living in Jakarta makes people difficult to get the cheaper and the appropriate home. At the rainy season for example, Jakarta always got flood. In some area, water flow reached 1-2 meter. It will be a crucial issue for people who had job around Jakarta in choosing a place to live.
Depok is to be the right city in built housing estate. The location is quite far from Jakarta but it has high availability of public transport. The public transport supported for people to get appropriate accommodation is train and bus with many type choices. This transportation is offered since Jakarta and the surrounding city are getting stuck with the congestion. So, public transport could be the right choice to support the need. According to that reason, the house with the lower price and green environment can be given by developer in order to satisfy the consumer. The reason in developing the housing with theme of “Green” on this project because of the current supply of housing in Indonesia does not care about the environment. If this is allowed to continue, it would cause environmental damage such as flooding. 1
Project development “Green Town House” is a new breakthrough, to build housing that cares about the environment even with a very simple system. Simple here mean that the target of this housing is communities with middle-income that need to provide affordable housing.
2.2. Project Goal and Objective 2.2.1. Objective The objective of this project is to provide the need of houses and expand the market for the society in the middle income and the people who care with environment. This project has better value than the other developers since its offer the housing with environmental friendly concept. Furthermore, the company will gain profit from the project by considering costumers interest.
2.2.2. Goal The goal of the project is finishing project in built “Green Town House” considering on time and budget plan. The aim of this project is: 1. To build 10 small houses for a small family, suitable for 4 persons, the area 36/72 m2 / house. 2. The housing with environmental friendly concept. 3. The project should run not more than 1 year.
2.3. Project Scope The scope of this project is limited only in planning of housing development. This project will not expand the activity until marketing of the houses. The concept in build the houses are green, this means that the houses have friendly environment concept that can be shown by their own integrated septic tank and separate garbage for each type of wastes. Integrated septic tank is used to build healthy environment since the distance and position location of septic water to be considered. The water absorption is related to plain water for used in daily activity such as cooking, shower, drink etc. The healthy water should be provided to supply the need. The separate garbage is used to facilitate the processing of waste. It is useful since the officer who took the trash will not need to sort the trash. The meaning of Green in this project is related for Indonesia condition.
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3. REQUIREMENT SPECIFICATION Requirement specification has connection with the project preparation and to clarify what is needed by the project and how to execute it, the requirement can be separated into product requirement and project requirement. Although the project possible to run without project requirement, it is difficult to control after the project. In other hand, too many requirements can constraining the project and can be obstructing the creativity in the project. The requirement specification has to clear and sufficient to run the project properly (Tonnquist, 2008). In this project, the product and project requirement has to relate with goals that explained in chapter 2.5. If in the middle of project the requirement specifications are not able to do, it needs to change the requirement specification by agreement of related stakeholders.
3.1. Product Requirement The products of this project are houses and infrastructures. The requirements of products are describe in table 3.1.
Table.3.1. Product Requirement Product
House
Security Post
Product Requirement -
10 units Type of house is 36 m2 in wide of area is 72 m2 K 250 of concrete quality (equal to 20 MPa) Brick wall Ceramics floor Light weight steel truss Window and door using jati wood Ceramic roof tile Mowilex paint Closet 1300 watt of electricity Earthquake-resistant structures 1 unit Wide is 9 m2 K 250 of concrete quality (equal to 20 Mpa) Brick wall Ceramics floor Light weight steel truss Window and door using jati wood Ceramic roof tile Mowilex paint Closet 450 watt of electricity 3
Parking Area
Garbage Places
Integrated Septic tank Road
-
Earthquake-resistant structures 1 area (capacity is 15 cars) Wide is 14x12 m K 250 of concrete quality (equal to 20 Mpa) Light weight steel truss Ceramic roof tile K 300 quality of pavement (equal to 25 Mpa) 1 unit Dimension is 1x2x1,5 m (4 units) 4 different part; for organic, plastic, glass/metal and paper. Dimension 5x4x3 m Settle time 6 month K 300 of quality pavement (equal to 25 Mpa) Width 4 m Trees along road
3.2. Project Requirement The project requirements are carried out by product requirements and explained below: a. Completed in July 2010. b. Total cost may not exceed 1.9 billion Rupiahs. c. Has an environmental friendly concept with waste separation system and integrated septic tank. d. Cooperate with Bank to provide a soft loan to consumers.
3.3. Pre-requisites Prerequisites has purpose to assist the product and project requirements. The prerequisites include availability of suitable material specifications, adequate equipment, reliable suppliers, competent bank and good quality of employs.
4. HAND OVER AND IMPLEMENTATION A handover plan consists of how will deliver the product or project result to the consumer or sponsor. In this project, we deliver the product separately base on each phase in the project The deliveries of each phase are shown in table 4.1..
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Table.4.1. Deliveries of Each Phase Phase
Deliveries Project charter; Pre-Study report; Solution selection; Requirement specification Project plans; Budget; List of expert staff. Updated project plan; Design of banner, leaflet and motorcycle attribute; Design of module; Status report, Product; Documentation; Implementation report Final report
Pre Study Planning Execution Closure
5. SITUATION ANALYSIS AND STAKEHOLDERS 5.1. Situational Analysis To ensure that the project will be implemented successfully or to meet the target, the situation analysis should be used. This situation analysis is used to see the potential of the project will be implemented. To conduct a situation analysis, SWOT analysis is used. SWOT analysis is used to determine the strengths, weaknesses, opportunities and threats to this project. Then can be calculated whether the strength and opportunities of this project more than their weakness and their threats that will arise. The results of this analysis is used to determine whether the project is feasible or not, if indeed the results of this analysis indicate that the weakness and the threats posed greater than the strength and opportunities of this project is recommended to not implemented.
After conducting a situation analysis using the SWOT analysis results can be formulated as shown in table 5.1.
Table.5.1. Situational Analysis (SWOT) Strength
Weakness
S1
=
Affordable price
W1
=
S2 S3
= =
Friendly Environment W2 The availability of alternative W3 options of Public transport
= =
S4 S5
= =
Free from floods Security guarantee
limited number of unit (only 10 units) Appropriate for small family Unprotected from rain when walking from parking area to the houses
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S6 S7
= =
Earthquake-resistant structures Good quality of human resources Opportunities
O1 =
O2 = O3 =
market opportunity because T1 there is rarely to find houses T2 which have friendly environment concept T3 the need of houses is T4 progressively increasing ease to get loan from Bank T5
Threats =
vulnerable congestion
=
a lot of competitor (others developer) Inflation the high level of theft
= = =
uncertainty condition (rain, earthquake)
Then based on the results of a SWOT analysis at table 5.1, conclusions can be drawn in table 5.2. Table.5.2. Conclusion and Action Conclusion and Action S1 + O3+O2
S2+S4+O1
S1+T2
S1+T3
S3+T1
S5+T4
W1+T3
Green Town House development is encouraged by the need to get the house with affordable price and ease to get loan from Bank Green Town house is built since rarely to find houses with friendly environment and free from floods The number of house construction and current supply makes the competition more stringent. The offered price is relative equal to the other developers but the quality of products is better. With the affordable of house prices, inflation still provide affordable price. By offering a loan from Bank, approximately 40% of client revenues. The tendency for people to travel and avoid the congestion are to be a reason to choose the proper public transport Developer built the houses with ease to choose many alternative of public transport People are looking for the secure housing since many theft cases.
Handle in Action Plan Requirement specification
Action Plan Requirement specification Activity Plan Requirement specification Risk Analysis
Activity Plan Risk Analysis
Activity Plan Requirement specification Risk Analysis
Activity Plan Requirement specification Risk Analysis The limited number of unit, so inflation Activity Plan will affected to reduce the benefit of Risk Analysis company from sale of houses 6
W1+O2
Even the need of houses increase, but if Activity Plan not supported by availability of house so Risk Analysis it does not take opportunity Requirement specification Waiting for investment
Based on the above conclusions we can see that this project has several advantages, defense, vulnerability and temptation. To anticipate those a SMART formula is used and can be shown at the table 5.2.
5.2. Stakeholder Analysis To map the parties involved in this project, needs to be done the Stakeholder Analysis. This analysis should be used to determine the importance level of the parties that could affect the project and the parties who have been influenced by the project. And one of the Project Manager tasks is to ensure that everybody is pleased with the project. The mapping of stakeholders can be seen on the table 5.3.
Table.5.3. Stakeholder Analysis Influencing the Project Core Stakeholders Company Sponsoring the project; Management Appoint Project Manager and allocate resources; Appoint Steering Committee; Decided the project approval. Steering Monitoring the project; Committee Decide on change proposal; Assess results and decides whether the project should be continued or not. Primary Stakeholders Customer/Buyer Influence the project design. Bank/Investor Local Government
Electric Supplier Material
Influenced by the Project To gain benefit; Increase the experience; Improving human resources; Improve the company image. Increase the experience; Improving human resources.
To gain benefit; Improve the company image. Invest the fund. To gain benefit; Improve the company image. Approve the project site plan; To gain benefit; Approve the project location; Increase income; Approve the access road for Increase the population. project location; Influence on project execution. Supply the electric power; To gain benefit; Influence the selling point. Improve the company image. Supply the material for project; To gain benefit; 7
Supplier
Influence the schedule of project.
Secondary Stakeholders Surrounding Provide the daily needs, Society Influence on project security.
Improve the company image.
Increase the income; Increase population density; Increase the market opportunity.
6. MILESTONE, ACTIVITY AND SCHEDULE 6.1. Milestone The project is a big step and involves a lot of activities, to sort out and sort activity from beginning to end and to ensure there is no miss activity can be determined by using milestones. Milestone is a collection steps that need to be implemented in a project. By determining the steps in more detail starting from the beginning to end we can develop more systematic project. Milestone is also commonly used as a monitoring tool that can prevent the off track projects and leads the projects return to the track. The milestone is shown in table 6.1.
Table.6.1. Milestone No.
Milestone
Date
1.
Project Initiation
January 1st 2010
2.
Starting Physical Work
January 15th 2010
3.
Wall, Doors and Windows Installing March 5th 2010
4.
Finishing Work
April 22nd 2010
6.2. Activity List In carrying out the project is necessary to determine what activities should be carried out starting from the beginning to end. It also needs to plan how much time and resources used in an activity. All this activity is described in the Activity List, this list becomes the basis for planning time and resources required to implement the project as a whole. It also contains information on resource requirements, estimated time to implement and dependence of other activity. The activity list in complete can be viewed in the appendix B.6.
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6.3. Project Time Line Determining the project schedule is also an important thing, for controlling and evaluating whether the project is running according to schedule. The most effective way of scheduling the project is using a network diagram / Gantt chart. Network diagram can describe what activities should be done, the needs of resources to complete an activity, the requirement time for each activities and activities that affect others. By using the network diagram we can monitor the project and determine the critical path that need to be watchful. In addition, using the network diagram can see which activities are not going according to plan and decisive handling steps as soon as possible. The table of project time line can be viewed in the green town house.mpp file.
7. ORGANIZATION AND STAFFING 7.1. Organization, Responsibility and Authorities In organization, every division has responsibility and authority. The project will appropriate when every division can focus on each work in their scope.
The
organization, responsibility and authorities are shown in table 7.1.
Table.7.1. Organization Responsibility and Authority No
Division
Role
1
Client/ Sponsor
As a lender
2
Project Manager
As project leader
Responsible The Executive Sponsor provides project funding, resolves issues and scope changes, approves major deliverables and provides high-level direction. Project initiation, Make project plan, Define staff, Delegating task, Plan meeting, weekly meeting and steering committee meeting. Responsible both in execution and implementation, project closure.
Authority Ultimate authority over the project
Define all project group member, manage all resource needed in project.
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3
Field Manager
As an Field coordinator
Directing workers to work in accordance with the schedule, coordination with the Equipment and Material Manager in terms of equipment and material needs, give respond to all events in the field, oversee the implementation of the work in the field, provided regular reports to the project manager, following the weekly meetings and meetings with the Steering Committee.
Organize workers, mobility of equipment and material in the field
4
Administra tion Manager
As a coordinator in administration activity
Responsible in administration, financing, licensing and staffing, make report about their activity to project manager, participant in weekly meeting, coordinating with Equipment and Material Manager.
Manage all resource in their division, approve funding request.
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Equipment and Material Manager
As coordinator of material and equipment
1. Selecting the proper material and equipment 2. Check material specifications from suppliers 3. perform maintenance on equipment 4. Coordination with field manager about the equipment and the materials subject in the field. 5. Provide materials and equipment in accordance with the schedule. 6. Making a report to project manager. 7. Following the weekly meeting. 8. Coordinating with Administration manager about the documents of concerning agreements with suppliers.
Refuse material came, entered into with suppliers, selecting the appropriate supplier
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7.2. Staffing Plan In project organization, coordination among various divisions is needed. Decision and delegation of work in this project are arranged in lines from top to the bottom. The chart show how the responsibility and authority are distributed, how the labor should work. It will make the employee easy to picture the roles in organization. The organization structure is shown in figure 1.
Project Manager
Field Manager
Employe e
Employe e
Administration Manager
Staff
Staff
Equipment and Material Manager Technicians
Technicians
Figure 1. Organization Structure
In order to run the project, recruiting staff with some competencies is needed. The competencies are more likely to working experience in the field of housing development. For the employer, at least high school degree but should be experienced in developing of housing jobs.
For the field manager, administration manager, equipment and material manager, administration staff and technician are taken from internal the company, while the employer is taken from outside the company. The project staff competencies is shown in table 7.2. Table.7.2. Project Staff Competencies Who Field Manager
Administration Manager
Competencies - Min.5 years experience in managing the project - Min. Bachelor Degree in Engineering - Min. 5 years experience in managing the administration process
How to Get Internal organization resources
Internal organization resources 11
Equipment and Material Manager Administration Staff Technicians
Employee
- Min. Bachelor Degree - Min. 5 years experience in managing equipment and material - Min. Bachelor Degree - Min. DIII Degree - Has ability in administration process - Min. DIII Degree in Electrical Engineering, Civil Engineering, Mechanical Engineering - Min. Senior High School Degree - Has experiences in built houses
Internal organization resources Internal organization resources Internal organization resources
External organization resources
8. PROJECT BUDGET According Tonnquist, 2008, project calculating and budgeting are important in order to know the costs and how it are distributed on different activities. On this project, the detailed cost estimates are made through analysis of every single activity in the project (bottom-up method). The costs of this project are showed in table 8.1 and the detail of budget calculation is explained in appendix B.8.
Table.8.1.Project Budget No
Type of Resources
Total Cost (Rp.)
1.
Man or Workers
2.
Materials
3.
Equipments
4.
Others Total cost
276.730.000,00 1.356.388.000,00 73.550.000,00 192.900.000,00 1.899.568.000,00
The others cost which include in this project has aim to cover lump sum payment, administrative costs and unexpected expenses. Lump sum contract in this project is installing roof frame with light weight steel truss; administrative costs are licensing fees and the cost of connecting electricity to PLN as electricity supplier; and unexpected costs that may occur during the project include the cost of occupational accidents and the increase of material price. 12
9. COMMUNICATION AND QUALITY ASSURANCE 9.1. Report and Document There were fourteen documents submitted during the project, started pre-study until closing. To pre-study phase consisted of four documents, there are three stages of planning documents, there are six stages of execution of documents and the closing stages there was one document. The documents and report during project is shown in Table 9.1.
Table.9.1. Report and Document No. Report & Document Types
Who is Responsible
Deliveries
1
Project charter
Project Manager
Pre-study
2
Pre-study
Project Manager
Pre-study
3
Solution selection
Project Manager
Pre-study
4
Requirement specification
Project Manager
Pre-study
5
Project plan
Project Manager
Planning
6
Budget
Administration Manager
Planning
7
List of expert staff
Administration Manager
Planning
8
Updated project plan
Project Manager
Execution
9
Updated material and equipment condition
Material & Equipment Manager
Execution
10
Landscape and Architecture Design
Project Manager
Execution
11
Status report
12
Product documentation
Field Manager
Execution
13
Implementation report
Administration Manager
Execution
14
Final report
Project Manager
Closure
Administration Manager Material & Equipment Manager Field Manager
Execution
9.2. Communication Plan In this project there are various stakeholders outside the company management which important. To equate the perception among stakeholders, so it is necessary communication with these stakeholders. Various types of communication we 13
formulated in accordance with the position of each stakeholder and the goals of the stakeholder.
Time and type of appropriate communication is very important, because it will make the role of each stakeholder be as expected. The various stakeholders outside the company management are important for this project. It is shown in table 9.2.
Table.9.2. Communication Plan Who
Why
Local Government
As Agency who issues permitted latter
Bank
What
When
How
Responsible
Requirement, Project Plan, Landscape & Architecture Design
Pre Planned by Project initiation, Continuously , when needed.
Direct communication
Project Manager
As lender
Requirement, Project Plan, Budget, Landscape & Architecture Design
Planning Phase, execution phase, finished project
Presentation, meeting when needed
Project Manager
Supplier
As a party which provides building materials
Agreement document, Architecture Design
Continuously , When needed
Project Meeting, official letter, direct communication with supplier
Material & Equipment manager
Government Electrical Company (PLN)
As agency who provide electrical power
Project plan, Landscape and Architecture design, Permitted Letter from local government
Continuously , when needed, Planning phase, execution phase
Project meeting, official letter
Administratio n manager
Customer
As a potential buyer
Landscape & Architecture design, Requirement specification
Planning phase, Execution phase, after project
Advertisement, presentation
Out of project member (Marketing manager)
Employer
As executor
Landscape &
Continuously
Direct
Field 14
Surrounding society
project in field
architecture design, Time schedule,
and when needed
communication in field
Manager
people who will be affected and affects both of the project and the existence of town houses
Permitted Letter from local government
Before planned, execution phase, after project until product sale
Direct communication with surrounding society leader.
Project manager
9.3. Quality Assurance Products generated from this project is a Town House comprising houses and other supporting facilities, such as roads, parking area, security posts, and others. Each unit has a specification that must be fulfilled.
In the determination of product specifications, this project will maintain the quality of the product produced in accordance with the expected specifications. The best quality of products and lower limits are shown in table 9.3.
Changes to quality caused by certain factors must be approved by the Steering Committee. Various changes may be the product quality can be seen in the Change management.
Table.9.3. Product Quality Product
Houses
Goal and Upper Limit
Lower Limit
10 houses with quality specification, e.g: - Foundation : stone crash - Wall : brick + plaster - Windows n : jati wood Door - Roof frame : light weight steel - Type : 36/72
10 houses with quality specification, e.g: - Foundation : stone crash - Wall : batako + plaster - Windows n : camphor wood Door - Roof frame : bengkirai wood - Type : 36/72 15
Road Parking Area Security Post Garbage Places
Integrated Septic tank
Paving : press machine Wide : 6 m Capacity : 15 cars Roof frame : steel Paving : press machine Area : 3x3 m2 Size
: 1x2x1 m3(4 units)
Size : 5x4x3 m3 Suction WC : once in 6 months
Paving : manual press Wide : 4 m Capacity : 10 cars Roof frame : wood Paving : manual press Area : 3x3 m2 : 1x2x1 m3(4 units)
Size
Size : 4x3x3 m3 Suction WC : once in 4 months
9.4. Change Management Change management is required when there is something that affects the project plan. The types of changes are influenced by the type of cause. There are four types of change management in this project, as shown in the table 9.4.
The changes will impact on other factors. In the first change will impact in house prices likely to rise and will impact on the possibility of sale decrease. In the second, change caused by the lack of appropriate materials will be replaced with a different specification with almost same quality. Two management changes at the top must be approved by the steering committee.
In the third change, which is caused by factors beyond the estimates and force major, such as an earthquake or other factors that cause delay some activities, so it have to reschedule on the project. On the fourth change, it is carried out if employers are not meeting expected standards. Two of these management changes must be approved by Project Manager.
Table.9.4. Change Management Kind of Changes
Cause
Who has Authority
Changes in Budgeting
Increasing of resources price
Steering Committee
Changes in material Specification
Lack of appropriate material
Steering Commettee
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Changes in schedule
Situational Uncertainty
Steering Committee
Changes in employer
Recommendation from Field Manager
Project Manager
10. RISK ASSESSMENT 10.1. Risk Analysis All projects have risks, in implementing a project Risk Analysis need to be done, how much risk to be gained in implementing a project, and handling needs to be done in anticipation of a risk. To calculate a risk must be determined the probability of a risk and the impact of these risks to the project. The risk analysis is shown in table 10.1.
Table.10.1. Risk Analysis Probability
Impact
1 to 5
1 to 5
(P)
(I)
Rain
4
3
12
Delay of upcoming Material
2
5
10
Material specification is unsuitable
2
3
6
Situational uncertainty
2
3
6
2
2
4
Material price increase
2
3
6
Damaged equipment
2
5
10
Possibilities an accident happen on work time
1
3
3
Risk Event
Delay on license or process
permission
Risk Value P*I
10.2. Response Planning Besides determined the risk in a project also need to consider strategies necessary step if the risk occurs in the project. This will better facilitate the handling of risk when happening and make the handling more directed that could minimize the 17
impact of the risk. In determining the response planning should also be appointed who is responsible for handling these risks. To response the risk that might be happen in this project, the response planning is described in the table 10.2.
Table.10.2. Response Planning Risk from High Value to Lower Value Rain
Present Suggestion on Responses
Responsible
Make temporary cover by tarp
Field manager
Possibilities of accident Preventing action (helmet, Project Manager when working shoes, provide aid box) Material delay
Announcement periodically
Equipment damage
Routine maintenance daily controlling
Inappropriate specification
to
supplier Equipment and Material manager and Equipment and Material manager
material Checking of material Equipment and specification with the list Material manager
Situational uncertainty
Preparing of additional cost
Project Manager
Material price increased
Agreement with supplier
Administration Manager
or Lobbying to local government
Administration Manager
Delay on license permission process
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APPENDIX
Appendix A Project Charter
Project name Background (original idea)
Client/sponsor End Users Business impact goal Project objective Project goal – end result of the project
Time Frame for the execution of the project Priority of What most important during execution Budget Documentation received by
Green Town House Increasing the need of house which have proper price and good environment in Jakarta Depok district has chosen as location project because there are near from Jakarta, have better environment and have a lot of mode transportation to go to central business district Company Management, Bank Middle to high Income (with income : ≥ Rp. 5.000.000,-/month) Gain the profit for the company Market expansion Provide houses for middle income Finishing project in built "Town house" considering on time and budget plan To build 10 houses which have environmental friendly concept The project should not run more than 1 year Start Finish 01-January-10 12-July-10 Time : 30% Resources : 30% Quality : 40% Rp. 1.900.000.000,-
Appendix B Project plan Project name Client/Sponsor Project manager
Green Town House Company Manager, Bank Hendra Nata Saputra
1. Executive summary The current supply of house in Indonesia especially in Jakarta is not equal with increasing of demand. The purpose of this project is providing houses with environmental friendly concept that can be shown by their own integrated septic tank and separate garbage place. The period plan to run this project is less than 1 year with the budget no more than 1.9 billion rupiahs. 2. Background, objective and goal Background Increasing the need of house which have proper price and good environment in Jakarta Depok district has chosen as location project because there are near from Jakarta, have better environment and have a lot of mode transportation to go to central business district Objective Increase the profit of the company Market expansion Provide houses for middle income Goal Finishing project in built "Town house" considering on time and budget plan Build 10 houses which have environmental friendly concept The project running less than 1 year Limitation Only planning in housing development The environmental friendly or green concept is it has integrated septic tank, has separate garbage place and free from flood.
3. Requirement Specification Product requirement
House :
-
10 units Type of house is 36 m2 in wide of area is 72 m2 K 250 of concrete quality (equal to 20 MPa) Brick wall Ceramics floor Light weight steel truss Ceramic roof tile Mowilex paint Closet 1300 watt of electricity - Earthquake-resistant structures
Security Post :
-
Parking Area :
-
Garbage Places
- 1 unit - Dimension is 1x2x1,5 m (4 units) 4 different part; for organic, plastic, glass/metal and paper
Integrated Septic Tank
- Dimension 5x4x3 m - Settle time 6 month
Road
- K 300 of quality pavement (equal to 25 Mpa) - Width 4 m - Trees along road
1 unit Wide is 9 m2 K 250 of concrete quality (equal to 20 Mpa) Brick wall Ceramics floor Light weight steel truss Ceramic roof tile Mowilex paint Closet 450 watt of electricity - Earthquake-resistant structures 1 area (capacity is 15 cars) Wide is 14x12 m K 250 of concrete quality (equal to 20 Mpa) Light weight steel truss Ceramic roof tile K 300 quality of pavement (equal to 25 Mpa)
Project requirement
e. Completed in July 2010. f. Total cost may not exceed 1.9 billion Rupiahs. g. Has an environmental friendly concept with waste separation system and integrated septic tank. h. Cooperate with Bank to provide a soft loan to consumers. Prerequisites
The prerequisites include : a. Availability of suitable material specifications b. Adequate equipment c. Reliable suppliers d. Competent bank e. Good quality of employs.
4. Handover and implementation In this project, we deliver the product separately base on each phase in the project
Phase Pre Study Planning Execution Closure
Deliveries Project charter; Pre-Study report; Solution selection; Requirement specification Project plans; Budget; List of expert staff. Updated project plan; Design of banner, leaflet and motorcycle attribute; Design of module; Status report, Product; Documentation; Implementation report Final report
5. Situational analysis and stakeholders SWOT analysis S1 S2 S3
= = =
Strength Affordable price W1 Friendly Environment W2 The availability of alternative options of W3 Public transport
S4 S5 S6 S7
= = = =
Free from floods Security guarantee Earthquake-resistant structures Good quality of human resources
O1
=
O2
=
O3
=
Opportunities market opportunity because there is T1 rarely to find houses T2 which have friendly environment concept T3 the need of houses is progressively T4 increasing ease to get loan from Bank T5
= = =
Weakness limited number of unit (only 10 units) Appropriate for small family Unprotected from rain when walking from parking area to the houses
=
Threats vulnerable congestion
=
a lot of competitor (others developer)
= =
Inflation the high level of theft
=
uncertainty earthquake)
condition
(rain,
Stakeholder Mapping Influencing the project Core stakeholders Company Management
Steering Committee
Sponsoring the project; Appoint Project Manager and allocate resources; Appoint Steering Committee; Decided the project approval. Monitoring the project; Decide on change proposal; Assess results and decides whether the project should be continued or not.
Influenced by the project To gain benefit; Increase the experience; Improving human resources; Improve the company image. Increase the experience; Improving human resources.
Primary stakeholders Customer/Buyer Bank/Investor Local Government
Electric Supplier Material Supplier
Influence the project design.
To gain benefit; Improve the company image. Invest the fund. To gain benefit; Improve the company image. Approve the project site plan; To gain benefit; Approve the project location; Increase income; Approve the access road for project Increase the population. location; Influence on project execution. Supply the electric power; To gain benefit; Influence the selling point. Improve the company image. Supply the material for project; To gain benefit; Influence the schedule of project. Improve the company image.
Secondary stakeholders Surrounding Society Provide the daily needs; Influence on project security.
Increase the income; Increase population density; Increase the market opportunity.
6. Milestone, activities and schedule No. 1. 2. 3. 4.
Milestone Project Initiation Starting Physical Work Wall, Doors and Windows Installing Finishing Work
Date January 1st 2010 January 15th 2010 March 5th 2010 April 22nd 2010
Activity List Task name
Duration Start
Finish
project duration project controlling and monitoring administration controlling and monitoring field controlling and monitoring equipment & material controlling and monitoring meeting routine milestone 1 (project initiation) Administration survey location design landscape design architecture Financing Licensing Agreement recruitment employer rental equipment
137 days 137 days 137 days 137 days 137 days 126 days 0 days 13 days 1 day 3 days 2 days 3 days 7 days 1 day 2 days 1 day
01/01/2010 01/01/2010 01/01/2010 01/01/2010 01/01/2010 01/01/2010 01/01/2010 01/01/2010 01/01/2010 04/01/2010 04/01/2010 04/01/2010 06/01/2010 15/01/2010 18/01/2010 01/01/2010
12/07/2010 12/07/2010 12/07/2010 12/07/2010 12/07/2010 25/06/2010 01/01/2010 19/01/2010 01/01/2010 06/01/2010 05/01/2010 06/01/2010 14/01/2010 15/01/2010 19/01/2010 01/01/2010
stationery and office equipment milestone 2 ( starting physical work) built building direksi kit and warehouse well drilling built surrounding fence
137 days 0 days 125 days 2 days 20 days 11 days
01/01/2010 15/01/2010 19/01/2010 19/01/2010 21/01/2010 21/01/2010
12/07/2010 15/01/2010 12/07/2010 20/01/2010 17/02/2010 04/02/2010
built foundation built sloof and column
12 days 12 days
05/02/2010 18/02/2010
22/02/2010 05/03/2010
built ring balk
11 days
01/03/2010
15/03/2010
milestone 3 (wall, doors and windows installing) built wall, installing windows and doors
0 days 17 days
05/03/2010 10/03/2010
05/03/2010 01/04/2010
built pipeline (clean and waste water) installing frame roof electricity installation installing tile roof finishing fence milestone 4 (finishing work)
11 days 12 days 11 days 10 days 10 days 0 days
16/03/2010 06/04/2010 08/04/2010 09/04/2010 09/04/2010 22/04/2010
30/03/2010 21/04/2010 22/04/2010 22/04/2010 22/04/2010 22/04/2010
Predecessors Resources project manager administration manager field manager equipment and material manager
35 35 37 39 40
surveyor landscape designer architecture designer accountant lawyer; others administration staff; others administration staff bor drilling; concrete mixer; grinder; power generator; stamper; water pump; water tank stationery and office equipment
employer; wood; asbestos; multiplex; others employer; bor drilling; others; Pipe 6";Pipe 3";Pipe 2,5" employer; cement; Stone Crash 15/20 cm; Sand; others; Brick; Iron fence employer; cement; Stone Crash 15/20 cm; Sand; others employer; cement; Sand; others; Split; Bar Steel (uniform/deform); strand; plywood; wood; bamboo employer; cement; Sand; others; Split; Bar Steel (uniform/deform); strand; bamboo; plywood; wood
46
employer; cement; Sand; others; Brick; Windows frame; Door frame; Windows; Door employer; others; pipe 4";pipe 1,5";closet ;shower others employer; others; electric pipe; electric cable employer; others; roof tile employer; cement; Sand; others
finishing (plaster, painting, installing ceramic, plafon, etc) built integrated septic tank digging and construction
57 days
23/04/2010
12/07/2010
11 days 7 days
21/01/2010 21/01/2010
04/02/2010 29/01/2010
store installing pipeline to houses built road, drainage, planting trees digging channel channel foundation road foundation strengthen of pavement base paving channel construction planting trees finishing paving built organize garbage system
1 day 3 days 45 days 9 days 4 days 2 days 4 days 7 days 5 days 3 days 2 days 5 days
01/02/2010 02/02/2010 05/02/2010 05/02/2010 23/02/2010 08/03/2010 16/03/2010 22/03/2010 31/03/2010 02/04/2010 07/04/2010 02/04/2010
01/02/2010 04/02/2010 08/04/2010 17/02/2010 26/02/2010 09/03/2010 19/03/2010 30/03/2010 06/04/2010 06/04/2010 08/04/2010 08/04/2010
51
60
64 66 68 65 69
employer; cement; Sand; others; paint; ceramic
employer; cement; Sand; others; Split; Brick; Bar Steel (uniform/deform);strand employer; others employer; Pipe 6";pipe 4";others employer; others employer; others employer; others employer; others employer; Sand; others; paving block employer; cement; Stone Crash 15/20 cm; Sand; others employer; others; plant employer; others; Sand employer; cement; Sand; Brick; others; Split
Bar chart/Gantt chart : (shown at green town house.mpp; Microsoft Office Project Document)
7. Organization and staffing Roles, responsibilities and authorities No 1
Division Client/ Sponsor
Role As a lender
Responsible The Executive Sponsor provides project funding, resolves issues and scope changes, approves major deliverables and provides high-level direction. Project initiation, Make project plan, Define staff, Delegating task, Plan meeting, weekly meeting and steering committee meeting. Responsible both in execution and implementation, project closure.
Authority Ultimate authority over the project
2
Project Manager
As project leader
3
Field Manager
As an Field coordinator
Directing workers to work in accordance with the schedule, coordination with the Equipment and Material Manager in terms of equipment and material needs, give respond to all events in the field, oversee the implementation of the work in the field, provided regular reports to the project manager, following the weekly meetings and meetings with the Steering Committee.
Organize workers, mobility of equipment and material in the field
4
Administrati on Manager
As a coordinator in administration activity
Responsible in administration, financing, licensing and staffing, make report about their activity to project manager, participant in weekly meeting, coordinating with Equipment and Material Manager.
Manage all resource in their division, approve funding request.
5
Equipment and Material Manager
As coordinator of material and equipment
9. Selecting the proper material and equipment 10. Check material specifications from suppliers 11. perform maintenance on equipment 12. Coordination with field manager about the equipment
Refuse material came, entered into with suppliers, selecting the appropriate supplier
Define all project group member, manage all resource needed in project.
and the materials subject in the field. 13. Provide materials and equipment in accordance with the schedule. 14. Making a report to project manager. 15. Following the weekly meeting. 16. Coordinating with Administration manager about the documents of concerning agreements with suppliers.
Staffing plan Project Manager
Field Manager
Employe e
Employe e
Administration Manager
Staff
Staff
Equipment and Material Manager Technicians
Technicians
8. Project budget Internal costs Other costs Summary =
Rp. 267.730.000,Rp. 1.622.838.000,Rp. 1.899.568.000,-
Budget detail Internal costs Human resources : Man/Workers
Description Project manager Administration manager Field manager Equipment and material manger Surveyor Landscape designer Architecture designer Accountant
Cost (Rp) 61.650.000 ,41.100.000 ,41.100.000 ,41.100.000 ,180.000 ,1.200.000,800.000 ,480.000 ,-
Employer Lawyer Administration staff
Summary internal costs = 276.730.000,-
87.080.000,1.680.000 ,360.000 ,-
Rp
Other costs Materials
Equipment
Description Wood Plywood Bamboo Cement Asbestos Multiplex Stone crash 15/20 cm Sand Pipe 6” Pipe 3” Pipe 2,5” Split Brick Iron fence Bar steel (uniform/deform) Strand Window frame Door frame Window Door Roof tile Electric pipe Electric cable Pipe 4” Pipe 1,5” Closet Shower Paint Ceramic Paving block Plant Bor drilling Grinder Power generator Water pump Water tank Stamper Concrete mixer Stationery and office equipment
Cost (Rp) 68.000.000,40.000.000,7.000.000,315.890.000,900.000 ,880.000,77.500.000,130.750.000,37.500.000,8.250.000,4.950.000,58.100.000,62.890.000,60.000.000,37.200.000,2.400.000,28.700.000,41.600.000,24.600.000,52.000.000,40.278.000,7.680.000,30.720.000,9.000.000,1.100.000,16.500.000,5.000.000,48.000.000,90.000.000,45.000.000,4.000.000,10.000.000,4.500.000,15.000.000,5.000.000,2.500.000,1.000.000,15.000.000,20.550.000,-
Installing roof frame
Lump sum contract
80.600.000,-
Administrative
Licensing Connecting electricity to government
15.000.000,20.000.000,-
Unexpected costs
77.300.000,Rp. 1.622.838.000,Rp. 1.899.568.000,-
Summary others cost = (internal + other costs) =
Planned value
9. Communication and quality assurance Report and document No.
Report & Document Types
Who is Responsible
Deliveries
1
Project charter
Project Manager
Pre-study
2
Pre-study
Project Manager
Pre-study
3
Solution selection
Project Manager
Pre-study
4
Requirement specification
Project Manager
Pre-study
5
Project plan
Project Manager
Planning
6
Budget
Administration Manager
Planning
7
List of expert staff
Administration Manager
Planning
8
Updated project plan
Project Manager
Execution
9
Updated material and equipment condition
Material & Manager
10
Landscape and Architecture Design
Project Manager
11
Status report
12
Product documentation
Execution Administration Manager Material & Equipment Manager Field Manager Field Manager Execution
13
Implementation report
Administration Manager
Execution
14
Final report
Project Manager
Closure
Equipment Execution Execution
Communication plan Who Local Government
Why As Agency who issues permitted latter
Bank
As lender
Supplier
As a party which provides building materials As agency who provide electrical power
Government Electrical Company (PLN)
Customer
As a potential buyer
Employer
As executor project in field
Surrounding society
people who will be affected and affects both of the project and the existence of town houses
What Requirement, Project Plan, Landscape & Architecture Design Requirement, Project Plan, Budget, Landscape & Architecture Design Agreement document, Architecture Design
When Pre Planned by Project initiation, Continuously, when needed. Planning Phase, execution phase, finished project
How Direct communication
Responsible Project Manager
Presentation, meeting when needed
Project Manager
Continuously, When needed
Material & Equipment manager
Project plan, Landscape and Architecture design, Permitted Letter from local government Landscape & Architecture design, Requirement specification Landscape & architecture design, Time schedule, Permitted Letter from local government
Continuously, when needed, Planning phase, execution phase
Project Meeting, official letter, direct communication with supplier Project meeting, official letter
Planning phase, Execution phase, after project Continuously and when needed
Advertisement, presentation
Out of project member (Marketing manager)
Direct communication in field
Field Manager
Before planned, execution phase, after project until product sale
Direct communication with surrounding society leader.
Project manager
Administration manager
Quality assurance
Product
Houses
Road Parking Area Security Post Garbage Places Integrated Septic tank
Goal and Upper Limit 10 houses with quality specification, e.g: - Foundation : stone crash - Wall : brick + plaster - Windows n : jati wood Door - Roof frame : light weight steel - Type : 36/72 Paving : press machine Wide : 6 m Capacity : 15 cars Roof frame : steel Paving : press machine Area : 3x3 m2 Size
: 1x2x1 m3(4 units)
Size : 5x4x3 m3 Suction WC : once in 6 months
Lower Limit 10 houses with quality specification, e.g: - Foundation : stone crash - Wall : batako + plaster - Windows n : camphor wood Door - Roof frame : bengkirai wood - Type : 36/72 Paving : manual press Wide : 4 m Capacity : 10 cars Roof frame : wood Paving : manual press Area : 3x3 m2 Size
: 1x2x1 m3(4 units)
Size : 4x3x3 m3 Suction WC : once in 4 months
Change management
Kind of Changes Changes in Budgeting Changes in material Specification Changes in schedule Changes in employer
Cause
Who has Authority
Increasing of resources price
Steering Committee
Lack of appropriate material
Steering Commettee
Situational Uncertainty Recommendation from Field Manager
Steering Committee Project Manager
10. Risk analysis and response planning
Risk
Risk Probability Impact value 1 to 5 1 to 5 PxI
Rain
4
3
12
Delay of upcoming Material
2
5
10
Material specification is unsuitable
2
3
6
Situational uncertainty
2
3
6
2
2
4
2
3
6
Damaged equipment
2
5
10
Possibilities an accident happen on work time
1
3
3
Delay on license or permission process Material price increase
Risk response
Make temporary cover by tarp Announcement to supplier periodically Checking of material specification with the list Preparing of additional cost Lobbying to local government Agreement with supplier Routine maintenance and daily controlling Preventing action (helmet, shoes, provide aid box)
Appendix C. Work Breakdown Structure Green Town House Development
Administration
Construction
Others
Plant trees
survey location
Housing
design landscape
direksi kit and warehouse
Post security
Parking area
Integrated Septic tank
design architecture
well drilling
built foundation
built foundation
financing
built foundation
built sloof and column
licensing
built sloof and column
built ring balk
agreement
built ring balk
built wall, installing windows and doors
recruitment employer
built wall, installing windows and doors
built pipeline (clean and waste water)
paving
rental equipment
built pipeline (clean and waste water)
installing frame roof
channel construction
stationery and office equipment
installing frame roof
electricity installation
finishing paving
electricity installation
installing tile roof
installing tile roof
finishing (plaster, painting, installing ceramic ,plafond, etc)
finishing (plaster, painting, installing ceramic, plafond, etc)
Facility
Road and drainage
Surrounding fence
digging and construction
digging channel
built surrounding fence
built sloof and column
installing pipeline to houses
channel foundation
finishing fence
installing frame roof
store
road foundation
installing tile roof
Garbage place
strengthen of pavement base
Appendix D Design Landscape
Upper View
Oblique View
Front View
Appendix E Design Architecture
Bedroom
Living Room
Sketch Architecture
WC
Bedroom
Front View
Back View
Appendix F Septic Tank and Pipe
Pipe and Septic Tank Location
Septic Tank Sketch
Appendix G Garbage Place
Garbage Location
Garbage Sketch