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Aid of Medicines project report. Document Transcript

  • 1. 1 | P a g e Final Project Report Aid of Medicines to the Flood Effective People of Noshera and Mardan City Mohsin Ibrahim (B08-013)
  • 2. Acknowledgement Apart from the efforts of me, the success of any project depends largely on the encouragement from parents. I take this opportunity to express my gratitude to the people who have been instrumental in the successful completion of this project. I would like to show my greatest appreciation to Mr. Ali Ahsan. I can’t say thank you enough for his tremendous support and help. I feel motivated and encouraged every time I attend his meeting. Without his encouragement and guidance this project would not have materialized. The guidance and support received from all the people who contributed and who are contributing to this project, was vital for the success of the project. I am grateful for their constant support and help. Page | 2
  • 3. Table of Contents Table of Contents........................................................................................................................................3 Page | 3
  • 4. EXECUTIVE SUMMARY Pakistan is facing the worst flood in its history due to heavy monsoon rain all over Pakistan. Almost 20% area of Pakistan was effected by it. Million of people have been effected and the death count is almost 2000. The people of the country are in great trouble and thus need some help from their brothers that are safe. The people are really in trouble and thus for their help “The Inter Loop Pvt. Ltd” is taking an initiative to provide the basic Medicines to the effective people. For this company has made a complete strategy with the help of its team that how to make this aid happen. The project will lead by Mr. Ahsan Javed “Project Manager” who will supervise how each and every activity in the project is being carried out. The Organization for this project will going to Procure the medicines from the market and will going to distribute them among the flood effective people of city Noshera and Mardan of province Khyber Pakhtoon Khawa. The entire Project will be funding by Mr. Shafqat the CEO of The Inter Loop Pvt. Ltd. The Total Duration of the project is 132 days which will incur the cost of around Rs. 3,520,965/- only. Page | 4
  • 5. PROJECT CHARTER Page | 5
  • 6. Project Title: Medical Aid to Flood Effective People of Mardan and Noshera Project Manager: Mr. Ahsan Javed Project Sponsor: The Inter Loop Pvt. Ltd Purpose of the Project Pakistan is facing the worst floods in its history due to the heaviest monsoon rains seen the country for more than 80 years. An estimated 3.2 million people have been affected across the country including an estimated 1.4 million children. At least 35 districts in north-west Pakistan have been severely affected by the floods, affecting the lives of an estimated 1.5 million people, while nine other districts have been moderately affected. Some 1,500 people are reported dead, with this number likely to rise as the waters recede. In Khyber-Pakhtoon khawa, formerly known as the North Western Frontier Province, an estimated 2.4 million people have been affected. Reports of damage are extensive, including widespread damage to infrastructure, water and sanitation services, crops and agricultural production, as well as social services including hundreds of clinics and schools. According to the Provincial Disaster Management Authority (PDMA), an estimated 500,000 people have been displaced due to the flooding. By keeping all these things in mind we The Inter Loop Pvt. Ltd are providing the basic health services to the Flood effective people. MISSION OF THE PROJECT Our mission is to provide the basic health services i.e. medicines to the flood victims of Pakistan. We will provide the services to the people by personally visiting them through our selected team, and will personally monitor the whole scenario of the area under which we have to operate. PROJECT DESCRIPTION The Inter loop Pvt. Ltd is a well recognized software manufacturing company with a profit of almost 32 million per year. The company is looking forward to provide the aid of Medicines to the flood effectives. All these services will be provided through the vehicles that will be purchased during the project in the Execution Phase. The project will be done on urgent basis as it is of high importance for the people who are there in the effected areas. As the company is associated with another nature of business that is software development so all the things i.e. Medicines will going to be purchased by floating the tender in local newspaper. Furthermore the vehicle will going to be purchased for the Project. The amount of drugs/ Non-drugs items that will be required will going to be calculated by the Survey team that will Page | 6
  • 7. going to visit the affected areas. The project will totally be funded by the organization itself as it wants to give aid to the flood victims of Pakistan. Roles and Responsibilities: The project will be carried out under the supervision of Mr. Ahsan Javed who will act as the Project Manager. The responsibilities of Project Manager will be as follows: 1. Comprehend and implement organizational project policies and procedures 2. Maintain project staff technical proficiency and productivity, and provide training where required. 3. Develop Project Plan, The Project Plan should include the Project Charter, Scope Statement, constraints, assumptions, WBS defining project deliverables, cost estimates and project budget, major milestones, schedule, resource requirements, acquisition/procurement plans, risk analysis and response plans, project team structure and communications plan. Also included will be the deliverables acceptance criteria (quality metrics) and the acceptance process. 4. Obtain stakeholder approval and acceptance of the Project Plan. 5. Obtain organizational commitment and support for completion of project task assignments, timing and quality. 6. Establish baseline. 7. Manage and monitor day-to-day activity and provide direction to team members. 8. Manage to and monitor quality targets and goals (both project and product). 9. Manage and monitor risk response strategies. 10. Disseminate project information and maintain communication. 11. Develop and update system security plan and other security deliverables. 12. Manage, or support, procurement process and contract administration requirements. 13. Develop and distribute project performance reports. Regularly review project status, evaluating performance criteria (scope, cost, schedule & quality). 14. Develop and manage corrective action plans. 15. Evaluate project performance and initiate change requests as required (scope, cost, schedule or quality). 16. Participate in change control board to review and approve process change. Page | 7
  • 8. 17. Review project risks and establish risk response plans. 18. Adjust project planning, as required, to include approved changes in scope, timing, cost or quality after obtaining customer approval. 19. Obtain Management approval and acceptance of completed product. Furthermore the Project Manager is authorized to select his own team for the completion of the project. Roles and Responsibilities of Project Teams: The Project Team is responsible for performing the project activities. Project Team members, as required, may assist the Project Manager with planning the project (ex. scope and WBS) and they may also assist with obtaining commitments to complete the project within established schedule and budget constraints. Stakeholders should interact with the Project Team to ensure that requirements are properly understood and implemented. Following are the individuals that are the part of our project: S.No NAME DESIGNATION 1 Mr. Shafqat CEO of the Company 2 Mr. Ahsan Javed Project Manager 3 Mr. Ali Azmat Procurement Manager 4 Mr. Nazakat Hussain Human Resource Manager 5 Mr. Qayyum Khan Monitoring and Controlling Manager 6 Mr. Adeel Ahmed Finance Manager 7 Mr. Ilyas Bhatti Quality Manager 8 Mr. Mustafa Procurement Team 9 Mr. Mateen Procurement Team 10 Mr. Faisal Medicine Disbursements Team 11 Mr. Sohail Medicine Disbursement Team 12 Mr. Mansoor Survey Team 13 Mr. Ameen Survey Team 14 Mr. Sarfaraz Survey Team 15 Mr. Ismail Survey Team REQUIREMENT OF THE PROJECT For the Completion of the Project we will require the following things: 1. We would require the survey report that will be created by our survey team after their survey to the flood effected areas. Page | 8
  • 9. 2. First of all we will require having the budget approved so that we can start working on our project as scheduled. 3. We have to purchase the required medicines that we will distribute to the flood effective people. 4. For the proper distribution of medicine we would require to purchase the vehicles that will be loaded with medicines and then will be sending to the effective area. Project Acceptance Criteria There are certain teams made for the acceptance of certain activities that are occurring across the project. The activities for which the Acceptance criteria are defined are as follows: 1. Project Budget: Project Budget will be accepted by the higher authorities of the company and will be finalized after the mutual collaboration with the Project Manager Mr. Ahsan Javed. The budget will be accepted only if it is under the profit of the company. 2. Human Resource: The people that will going to be hired as Distribution team will be selected and finalized by the mutual collaboration of Project Manager and Human Resource Manager. The finalized team will be reported to the project manager for the final approval in written. As the Project Manager will sign, the team will then be ready for their work in the field. 3. Procurement Acceptance: All the things related to procurement will be accepted only by the committee that will be created by the Project Manager and headed by him also. The committee will check procurement by themselves. In case of Drugs/Non-Drugs item the sample will be tested through the laboratories to check whether the Drugs are as per the quality. The acceptance will be finalized Page | 9
  • 10. only when the medicines will be as per the standard quality. After that the documents will be signed by the Project Manager as being approved. 4. Deliverable Acceptance: The deliverable will be accepted only when they are properly distributed to the flood effected people in the city of Noshera and Mardan. RISKS OF THE PROJECT Following are the Initial Risks for our Project that can occur: 1. Non-approval of Project Budget by the Organization can cause the project to be stopped. 2. Non-Availability of Project Team. 3. Un-Identification of stakeholders of the Project. MILESTONES OF THE PROJECT The following will going to be the Milestones of our project: S.No MILESTONES DATE 1 Budget Approval from the Organization 23-12-2010 2 Inspection Team Report/Survey Report 09-02-2011 3 Purchase of Medicine 11-03-2011 4 Purchase of Vehicles 01-02-2011 5 Disbursement of Medicines to Flood Victims 09-03-2011 6 Final Report 29-04-2011 ESTIMATED BUDGET FOR THE PROJECT The estimated budget for our project is Rs. 3,520,965/- Approvals: Project Manager Signature CEO Signature Mr. Ahsan Javed (Project Manager) Mr. Shafqat (CEO) Page | 10
  • 11. Date Date STAKEHOLDER REGISTER Page | 11
  • 12. Name of Stake Holder Designation Department Role in Project Type of Communication Expectation Interest Power Mr. Ahsan Javed Project Manager Project Department To manage and monitor the whole project Daily meetings Completion of project with in time, scope and budget. High High Mr. Shafqat CEO Higher Management To Finance the Project Weekly Meetings Proper allocation of budget High High Mr. Ali Azmat Procurement Manager Procurement To procure the Medicines and Vehicles Written and Verbal To Procure the Cheap and the best available High High Mr. Nazakat Hr Manager Human Resource To hire people for the proper disburseme nt of Medicines Face-to-Face, Written To hire the Best People Available in the Market High High Mr. Qayyum Monitoring and Controlling Manager M & C To analyze the whole project and control if any flaws are there in the Project Written and Verbal Project should be run smoothly n error should be as minimum as possible High High Page | 12
  • 13. Mr. Adeel Ahmed Finance Manager Finance To assist Project manager in calculating the cost and budget of the project Face-to-Face To allot as Minimum budget to the Project as Possible within the best quality High Low Mr. Ilyas Bhatti Quality Manager Quality To check that all the procureme nts are right on to the quality standards. Written, Verbal The Procured items should be of best quality High High Mr. Abid & Mr. Farooq Trainers Human Resource To train the Selected persons for the distribution of Medicines Written, Verbal To train them in best way as possible, they also expect that they will be provided with the best training material Low Low Mr. Mustafa & Mr. Mateen Procurement Team Members Procurement To assist Procureme nt manager in the Procureme nt Process Face-to-Face The best quality medicines will be easily available Low Low Mr. Faisal & Mr. Sohail Disbursemen t Team To Properly Distribute the Medicines to the Effective People Face-to-Face Complete distribution of Medicines Low Low Mr. Mansoor, Mr. Ameen, Mr. Sarfaraz & Mr. Ismail Survey Team To survey the flood effective areas n make a report on that survey written Proper inspection of each n every flood effective area of Noshera & Mardan High Low Page | 13
  • 14. Supplier of Medicine Nil Nil To provide the necessary medicines that are demanded Written and Verbal Maximum Demand of Medicines High Low General Public Nil Nil Nil Nil Availability of Medicines Low Low STAKEHOLDER ANALYSIS MATRIX Page | 14
  • 15. STAKEHOLDER ANALYSIS MATRIX Mr. Shafqat Mr. Nazakat Mr. Qayyum Mr. Ahsan Javed Mr. Ilyas Bhatti Mr. Ali Azmat Mr. Adeel Ahmed Mr. Mansoor, Mr. Ameen, Mr. Sarfaraz & Mr. Ismail Mr. Faisal & Mr. Sohail Mr. Abid & Mr. Farooq Mr. Mustafa & Mr. Mateen Supplier of Medicine General Public Page | 15Interest HighLow Low High Power
  • 16. PROJECT MANAGEMENT PLAN Page | 16
  • 17. PROJECT SCOPE STATEMENT Page | 17
  • 18. PROJECT SCOPE STATEMENT Project Scope Description The Inter Loop Pvt. Ltd is a software development company. The company is going up drastically over the past 5 years and had made a remarkable position in the market through its software advancement. As we all know that summer 2010 had produced Pakistan worst flooding in 80 years. The number of people have effected due to the flood, they need many items like food, shelter, clothing and many more. We are a Pakistani based company, so we feel that we should help the needy people of Pakistan who are under lot of problems. Almost 20% of the area of Pakistan is affected by this heavy flood. The numerous areas are still under the water and is polluting the environment, due to which numerous diseases are spreading around. This will going to make the dead rise go even higher. So we as a company will going to contribute our part for the rehabilitation of the flood effectives. We are now looking forward to provide the basic medicines that are required, so that the flood effectives can use them and prevent themselves and their children from different diseases that can take birth from the dirty water standing in the flood effective areas. As 20% area of Pakistan is being affected from the flood ranging from Punjab through Sindh, Khyber Pakhtoon khawa and all over to Baluchistan. Each and every Province of the country is somewhat effected form the heavy flood. The stat shows that Khyber Pakhtoon Khawa is heavily effected with the flood and the cities like Noshera and Mardan are on the top. We are now looking forward to provide the basis medicines/drugs or Non-drugs item too the areas of Khyber Pakhtoon Khawa so that the people can utilize the services. The amount of Medicines required in the area will going to be collected by the Survey team. The inspection team will visit the effected areas by themselves and will going to calculate the amount of Page | 18
  • 19. drugs/non-drug item that are needed there. Furthermore the medicines and vehicles will going to be procured by the organization by floating the tender in National Newspaper. The whole project will be funded by the organization itself. The project will be carried out under the supervision of Mr. Ahsan Javed (Project Manager) who is a qualified professional and had numerous degrees regarding Project Management. He is the man who is really capable for the project. He is responsible for all the activities that will be carried out in the project. He will be reporting directly to the Higher Authorities of the organization. Communication with our stakeholders will depend upon the activities that will be under process. The stakeholder who will be involved in the activities will be informed on routine basis about the progress of the project. Furthermore special meetings will going to be held in the supervision of the project manager that will be for the discussion of any risk if occurred in the project. In these risk discussion meetings only managers for different department will be gathered and thus the method to resolve the risk. For this project we would require a complete team of 17 members who will be performing different activities at different point in time of the project. The list of team members with their designation is as follows: Master NAME DESIGNATION 1 Mr. Shafqat CEO of the Company 2 Mr. Ahsan Javed Project Manager 3 Mr. Ali Azmat Procurement Manager 4 Mr. Nazakat Hussain Human Resource Manager 5 Mr. Qayyum Khan Monitoring and Controlling Manager 6 Mr. Adeel Ahmed Finance Manager 7 Mr. Ilyas Bhatti Quality Manager 8 Mr. Mustafa Procurement Team 9 Mr. Mateen Procurement Team 10 Mr. Faisal Medicine Disbursements Team 11 Mr. Sohail Medicine Disbursement Team 12 Mr. Mansoor Survey Team 13 Mr. Ameen Survey Team Page | 19
  • 20. 14 Mr. Sarfaraz Survey Team 15 Mr. Ismail Survey Team There is a complete reporting pattern of these members with one another as they will going to be involved in the project. The complete reporting relation is given below: Project Acceptance Criteria There are certain teams made for the acceptance of certain activities that are occurring across the project. The activities for which the Acceptance criteria are defined are as follows: 1. Project Budget: Page | 20 Mr. Safqat CEO Mr. Adeel Ahmed Finance Manager Mr. Ahsan Javed Project Manager Mr. Ali Azmat Procurement Manag Mr. Nazakat HR Manager Mr. Ilyas Bhatti Quality Manager Mr. Qayyum M&C Manager Trainer Team Procurement Team Survey Team
  • 21. Project Budget will be accepted by the higher authorities of the company and will be finalized after the mutual collaboration with the Project Manager Mr. Ahsan Javed. The budget will be accepted only if it is under the profit of the company. 2. Human Resource: The people that will going to be hired as Distribution team will be selected and finalized by the mutual collaboration of Project Manager and Human Resource Manager. The finalized team will be reported to the project manager for the final approval in written. As the Project Manager will sign, the team will then be ready for their work in the field. 3. Procurement Acceptance: All the things related to procurement will be accepted only by the committee that will be created by the Project Manager and headed by him also. The committee will check procurement by themselves. In case of Drugs/Non-Drugs item the sample will be tested through the laboratories to check whether the Drugs are as per the quality. The acceptance will be finalized only when the medicines will be as per the standard quality. After that the documents will be signed by the Project Manager as being approved. 4. Deliverable Acceptance: The deliverable will be accepted only when they are properly distributed to the flood effected people in the city of Noshera and Mardan. Work Packages Project Deliverables There are not many deliverables of our Project. The only deliverable that we have to give to our customers that are the flood victims are the proper disbursement of the medicines. Work Products Page | 21
  • 22. 1. First and Foremost important work product of our project is the survey report generated by the Survey Team that will visit the effected areas at the start of the project. This work product is like the backbone of the project as all the future actions will be dependent upon the report. 2. All the bidding documents that will be created for the process of procurement (Medicines and other items). 3. The stakeholder register will also be an important part of the project that will help us to know that what are the expectation of each stakeholder, how much is their power and level of interest in the project. 4. All the Project related plans like Human Resource Plan, Quality Plan, Risk Management Plan, Communication Plan, and Procurement plans are important work products as it helps Project Manager to understand that which technique will be used to handle which type of situation. Project Exclusions We know that around 20% of the area of Pakistan is effected by the Flood. We are not that big company so we are not able to provide the medicines to all the effected areas. Therefore we are only targeting the areas of Noshera and Mardan (Cities of Khyber Pakhtoon Khawa Province). All the Other effected area is not the part of our project. Project Constraints The main constraint of our project is the allotted budget. The allotted budget is the main constraint against which the project must be completed because the organization is giving the aid to the flood victims only through its profit. Project Assumptions W assume in our project that the budget will going to be approve on time by the higher authority of the organization. These will ultimately going to boast the morale of the project team. Furthermore we as a team are hoping that the required Medicines will be easily available in the market, which will help us to complete our project according to the goal we had set before. Page | 22
  • 23. PROJECT SCHEDULE Page | 23
  • 24. Page | 24
  • 25. Page | 25
  • 26. PROJECT COST Page | 26
  • 27. Page | 27
  • 28. PROJECT QUALITY MANAGEMENT PLAN Purpose of the Document The purpose of making this Plan i.e. Quality Management Plan is that each and every single task of the Project should be done as per the quality standards defined by our Company (The Inter Loop Pvt. Ltd). All the works that will be carried out under the project will be measured under different quality Measuring Criteria that have been identified by the organization in the past. Another main purpose for making this document is to inform the stakeholders of the project that who will, and how he/she will do the quality assessment of different tasks of the project. Page | 28
  • 29. Roles and Responsibilities The Project Quality Management will be monitor by Mr. Ilyas Bhatti and Mr. Qayyum Khan as they are the Quality Manager and Monitoring & Controlling Manager for our Project. He will be responsible for assuring that all the activities carried out under the Project are within the quality standards of the Organization. The Quality Manager will equally be supported by the Project Manager Mr. Ahsan Javed. In detail following will be the list of roles of the Quality Manager. 1. He will be assisting the Project manager for the making of Quality Management Plan for our Project. 2. Assist the product managers and related stakeholders in the development of test procedures or whatever is needed to complete the preparation of Quality Control procedures. 3. Ensure that the stakeholders’ requirements from all products and services are well documented and are conducive to being verified and audited against the final deliverable. 4. Review and audit the Quality Control procedures on a regular basis to ensure that they will actually trap any variance between documented requirements and the final deliverable. 5. Conduct additional audits or Quality Control reviews by demand of the project manager or because of an event driven cause. 6. Document all reviews and audits performed. 7. Provide feedback to the project manager on a regular basis or on demand. 8. Assist various stakeholders in the process of improving production processes, Quality Control processes. 9. Recommend updates to the Quality Plan to treat problems at hand. 10. Keep a noncompliance log and ensure that recorded compliance issues are resolved and corrected. Quality Definition for our Project Our Project is Quality sound only and only if all the activities are completed as per the scheduling that has been done in Ms Project. Quality Matrices As the Quality Manager is also an important element of Monitoring and Controlling Phase of our project. The Quality Manager and M&C Manager therefore will be closely monitoring all the activities happening in the project and will going to report the performance to the Project Manager. This report will going to summarize all the processes that has been carried out in the project and how they both had analyzed different problems and the ways to resolve those problems. Quality Audits and Process Improvement Plan The quality manager upon the orders of the Project Manager will personally going to be involve in the complete process of procurement of the Medicines and the vehicles because they are the only Page | 29
  • 30. procurements of our project. Furthermore the quality manager will continue to check the qualities of the Medicine and will inform the respective authorities about any mishap that will be occurring in the project. The action will be taken as quickly as possible so that the problems can be resolve on time. Quality Check List Following will be the list of Activities that will be considered by the Quality Manager: 1. Project Quality Plan Quality Manager Mr. Ilyas Bhatti has to support Project Manager for the Preparation of Project Quality Management Plan. 2. Identification of Stakeholders Quality Manager will also help the Project Manager in collecting the requirement, making of stakeholder register and in making the Power/Interest Graph. 3. Project Scope Statement He will also going to coordinate with the whole project team for the creation of the Project Scope Statement. 4. Project Schedule The Quality manager will also collaborate with the project team for the proper scheduling of the project. 5. Project Communication Plan The Manager of Quality will also going to interact with the team of project so that the complete plan of communication can be created. 6. Procurement of Medicine Quality Manager will be completely involve in the process of procurement of medicines so that the Medicine that are being procured are of standard quality. Page | 30
  • 31. 7. Procurement of Vehicle Quality Manager will also involve in the procurement of vehicles so that the purchased vehicles are of good quality. 8. Final Report The Quality Manager with the collaboration of other Project team members will going to create the final report of the project. This report will then be submitted to the CEO of the company so that he can know what happened in the project and hoe the funds were distributed among different activities. Page | 31
  • 32. PROJECT HUMAN RESOURCE PLAN Purpose of Document Page | 32
  • 33. This document is being created to tell all the people who are related to this project that how much resource is involve in this Project. The plan also describes that what are the role and responsibilities of different team members who are doing the project or who are the part of this project. Furthermore this document tells that how different resources are distributed among different project activities. Members of the Project Team The Project Team for this project is comprises of 15 members. There name and designation in the organization are as follows: S.No NAME DESIGNATION 1 Mr. Shafqat CEO of the Company 2 Mr. Ahsan Javed Project Manager 3 Mr. Ali Azmat Procurement Manager 4 Mr. Nazakat Hussain Human Resource Manager 5 Mr. Qayyum Khan Monitoring and Controlling Manager 6 Mr. Adeel Ahmed Finance Manager 7 Mr. Ilyas Bhatti Quality Manager 8 Mr. Mustafa Procurement Team 9 Mr. Mateen Procurement Team 10 Mr. Faisal Medicine Disbursements Team 11 Mr. Sohail Medicine Disbursement Team 12 Mr. Mansoor Survey Team 13 Mr. Ameen Survey Team 14 Mr. Sarfaraz Survey Team 15 Mr. Ismail Survey Team Roles and Responsibilities of Team Members 1. CEO Mr. Shafqat is the CEO of The Inter Loop Pvt. Ltd. He is the one who hold the power of the project. He himself will be heavily involved in the project. This person had the authority to hire the Project Manager. Mr. Shafqat is the only person in the organization who will going to give Page | 33
  • 34. the budget for the Project. The project is not of corporate nature, so the CEO will be directly involved in almost all the activities of project. All other members of the team work under CEO. 2. Project Manager Mr. Ahsan Javed is the Project Manager for this project. He is responsible for all the project activities going under. Project Manager will be heavily involved in the preparation of all the Planning documents ranging from Project charter to all the way till the final end report. Mr. Ahsan will also be collaborating with the supporting staff of the Project so that each activity should be carried out as planned. Project Manager will be working under the CEO. All the other department members i.e. Procurement Manager and his team, Finance Manager, Quality Manager, HR manager and his team, M&C Manager, Disbursement Team and Survey Team will going to report through their respective bosses to Project Manager. 3. Procurement Department Mr. Ali Azmat will going to be the Procurement Manager for this Project. His responsibility is primarily considered with the procurement for Project i.e. Procurement of Medicines and Vehicles. Mr. Ali Azmat will directly be reporting to the Project Manager Mr. Ahsan Javed. Under Mr. Ali Azmat will going to be two sub-ordinates named Mr. Mustafa & Mr. Mateen. 4. Human Resource Department Mr. Nazakat Hussain will going to be the Human Resource Manager for our Project. His responsibility will going to hire the people for the proper disbursement of the Medicine to the Effective People. 5. Quality Manager Mr. Ilyas Bhatti will going to the Quality Manager for our Project. His role is to ensure that all the activities are being done as per the standard of the organization. The main role of the quality manager comes at the time of procurement of Medicines that will ensure that each and every item should be falling on the pure quality criteria. Quality Manager will also be working under the Supervision of Project Manager and will directly be reporting to him. 6. Finance Manager Page | 34
  • 35. Mr. Adeel Ahmed will going to be the Project Finance Manager. The Role of the Finance Manager will going to help Project Manager to estimate the cost and budget for the project. 7. Monitoring and Controlling Manager Mr. Qayyum will going to be the M&C Manager for this project. The role of Mr. Qayyum will going to have an eye on each and every activity of the project and to inform Project Manager if he find any flaws in the project. 8. Survey Team The Survey team is comprises of four members named as Mr. Mansoor, Mr. Ameen, Mr. Sarfaraz and Mr. Ismail. This team will going to visit the cities of Noshera and Mardan and will going to make a report on the disaster that occurred due to flood. This report will going to be really important in our project because all the procurement activities will be based on it. The Survey Report will be under the direct supervision of Project Manager Mr. Ahsan Javed. ORGANIZATION STRUCTURE / REPORTING RELATION Page | 35 Mr. Safqat CEO Mr. Adeel Ahmed Finance Manager Mr. Ahsan Javed Project Manager Mr. Ali Azmat Procurement Manag Mr. Nazakat HR Manager Mr. Ilyas Bhatti Quality Manager Mr. Qayyum M&C Manager Procurement Team Survey Team Distribution Team
  • 36. PROJECT COMMUNICATION PLAN Page | 36
  • 37. Purpose of the Document The basic purpose of this document is to tell the whole team of the project that how we will going to communicate with each and every member of the team. This plan will ultimately going to define what are the problems we are facing at the moment and how we will going to resolve them. Roles and Responsibilities Name of Stake Holder Designation Type of Communication Communication Individuals Mr. Ahsan Javed Project Manager Daily meetings, Final Report, and Project Plans Mr. Ali Azmat, Mr. Nazakat, Mr. Qayyum, Mr. Adeel Ahmed, Mr. Ilyas Bhatti, Mr. Mansoor, Mr. Ameen, Mr. Sarfaraz & Mr. Ismail Mr. Shafqat CEO Weekly Meetings, Project Documents Mr. Ahsan Javed Mr. Ali Azmat Procurement Manager Written and Verbal, Project Documents Mr. Ilyas Bhatti, Mr. Qayyum, Mr. Ahsan Javed Mr. Nazakat Hr Manager Face-to-Face, Written i.e. Project Documents Mr. Abid & Mr. Farooq, Mr. Qayyum Monitoring and Controlling Manager Written and Verbal, Project Documents Mr. Ahsan Javed Mr. Adeel Ahmed Finance Manager Face-to-Face, Project Reports Mr. Ahsan Javed, Mr. Ali Azmat, Mr. Mustafa & Mr. Page | 37
  • 38. Mateen Mr. Ilyas Bhatti Quality Manager Verbal, Written in the form of Project Documents Mr. Ahsan Javed, Monitoring and Controlling Manager Mr. Mustafa & Mr. Mateen Procurement Team Members Face-to-Face Mr. Ali Azmat Mr. Faisal & Mr. Sohail Disbursement Team Face-to-Face Mr. Qayyum Mr. Mansoor, Mr. Ameen, Mr. Sarfaraz & Mr. Ismail Survey Team Written Mr. Ahsan Javed Supplier of Medicine Nil Written and Verbal Mr. Mustafa & Mr. Mateen, Mr. Ali Azmat Page | 38
  • 39. PROJECT RISK MANAGEMENT PLAN Page | 39
  • 40. Purpose of the Document The purpose of this document is that it will inform the stakeholders that what will going to be the possible risks coming through the project, their effects on different stakeholders, Priorities of Risk, its Criticality, possible cause due to which the risk can occur its possible consequences and the mitigation strategy that can minimize its effect on the overall project. Following are the Identified risk of our project and the mitigation strategies associated with it. Statement of Risk Owner of Risk Stakeholders Effected Priority Criticality Possible Cause Possible consequences Mitigation Strategy Budget not approved Project Manager and CEO Project Team High Critical to catastrophic Un-realistic Project, Budget is higher than Expected The project will not going to start. 1. The Project Manager should make plans in such a way that it becomes like a realistic project. 2. Project Manager should recheck the allotment of budget Non- Availability of Survey Team Project Manager Project Team High Critical The Persons are busy in some other of the company The project will not be able to end on the estimated time. Ultimately will result in the scope and cost of the project as well. The Project Manager should first ensure that the specific persons are available on the allotted time of survey and if they are not available then he should contact with the HR Management for hiring the survey team. Page | 40
  • 41. Delay in Survey Report Survey Team and Project Manager Everyone Except CEO High Critical Survey team might not have reached the effected areas because the areas are flooded. Procurements cannot be made because the report will include that how much medicine are required in the effected areas. The Project Manager should be having a contact with the Disaster Management Authority for the actual situation of the flood effected areas and make his course of actions according to that. Hiring of Distributio n team is not done on time. HR Manager Project Team High Critical Job opening post might have not been given on the right channel The distribution of medicine cannot be made on time. On the whole the time for the completion of project is increased Job opening advertisement should be given on the most readable Newspapers. The total scope may be beyond what the developme nt team can deliver in the time available. Project Team All Stakeholders Except General Public High Critical Conflict in the stakeholders goals regarding the project Lack of planning in overall project, which will ultimately going to increase the time and cost of the project. Assign Level of importance to activities by having a look on different cases. CEO may accept project completion although it does not really met his goals. CEO All Stakeholders Except General Public High Critical CEO might be inexperience Project will not going to fulfill its purpose for which it was planned CEO is asked to declare acceptance criteria as each release is planned. The Project Team might not be able to estimate the work time Project Team All Stakeholders Except General Public Low Marginal Misjudgment of project team The Project will go out of Scope, Time and Cost. Hire more experienced project team. Page | 41
  • 42. effectively. After requireme nts have been documente d and agreed, developme nt activities begin to based on them, first design then implement ation. If the requireme nts change later then effort is wasted. Project Team All Stakeholders Except General Public Low Marginal Weakness in Project Plan The project time cost will be increasing Develop a plan in such a way that does not allow any change. Delay in Procureme nt of Medicines and Vehicle Procure ment Team All Stakeholders except CEO and General Public High Critical Lack of Planning in the Procurement plan, furthermore the Team members might not be that much experienced in this field This action will going to increase the time and cost of the project. For this management of the Project should make sure that they hire the best available people for the job and hire the ones that are well aware about the procedure of the procurement Page | 42
  • 43. PROJECT PROCUREMENT PLAN PURPOSE OF PROCUREMENT Page | 43
  • 44. As we know the scope of our project is to provide the basic health services to the flood effective people. The purpose of the procurement is to have all the essential drugs / medicine items so that it can be given to the flood effective people who needs them and cannot afford them. As the organization is that one which cannot make the drug, thus they needs to contact some external sources for the procurement of drugs and other contraceptive materials. The vehicles will also be purchased by the organization so that the proper distribution of drugs is made. The organization is actually considered to make the decision of “Buying” the drugs. ROLES AND RESPONSIBILITIES A Procurement Manager's responsibilities include: 1. Seeking reliable vendors or suppliers to provide quality goods at reasonable prices 2. Negotiating prices and contracts 3. Reviewing specifications for Medicines and other items 4. Determining quantity and timing of deliveries 5. Forecasting upcoming demand PROCUREMENT PROCEDURE The Organization procures drugs/medicines and non-drug item and vehicles. The procurement processes comprise the following steps under each category. Drugs/ medicines and non-drug items • Calculation of demand on the basis of information received from the Inspection Teams. • Preparation of specifications of each item to be procured. • Preparation of bidding documents. • Submission of procurement request to the Project Manager for the approval. • Floating of tender notice in the national newspapers. • Opening of tenders by the respective committee. • Selection of bidders on the basis of lowest bids and samples which meet the tendered specifications and corresponding quality standards. • Inspection of factories/ manufacturing plants (pre-award inspection) of the short listed bidders. • Issuance of supply orders to the successful bidders. • Pre-delivery inspection and collection of samples by the Committee for laboratory analysis (in case of drugs/medicines) from the manufacturer’s premises. • Receipt of goods and commodities in accordance with the approved/ standard samples of the Organization. • Post-delivery inspections by Inspection Committee. • Submission of bills to Finance Division for clearance. Vehicles • Assessment of demands on the basis of information received from the Inspection team. Page | 44
  • 45. • Rate enquiry on specified vehicles and acquisition of terms and conditions of sale from local manufacturer. • Preparation of contract agreement between the Organization and locally manufacturer. • Obtain concurrence from Law & Justice Division on contract agreement. • Getting NOC from the Cabinet Division. • Submission of procurement request to the competent authority/Finance Division for payment in advance against approved contract agreement. • Signing of contact agreement and payment through Bank Draft to the local manufacturer. • Issuance of Purchase Order. • Confirmation by the locally manufacturer regarding the completion of Purchase Order. • Pre-delivery inspection of vehicles at the company’s premises by the designated committee. • Delivery of vehicles to Organization. • Acknowledgement of receipt of vehicles to Finance Department. Page | 45