Luthern Social Services: I was the group contact coordinator, it was my job to speak with the sponsor for the group. This document shows the all the things we done for this project.: project charter, communication plan, wbs breakdown, Gantt Chart, Risk Assesments and more. I learned project management skills within this group.

1. Project CRTA
Computer Refurbishing Program
Project Dates:
Authorization: 5/27/2014
Start: 6/7/2014
Projected Finish: 7/31/2014
Authors:
JP Marshall
Chris Glenn
Thomas Ashey
Umail Mughal
Bilal Mughal
Ciara Henderson
URL of Project Description: thomasashey.com

2. 2
Table of Contents
Project Charter……………………………………………………………..3
Communication Plan..…..…………….…………………………………..4
WBS Version History……..……………………………………………….6
Work Breakdown Structure........………………………………………....7
WBS Element Definitions……..………………………...........................8
Gantt Chart……..…………………………………………………………12
Risk Assessment and Management………………….........................13
Project Monitoring and Control………………………………....………13
Handoff Documentation………………………………….……………...15
Conclusion and Reflection……………………………….……………...17
Appendix…………………………….…………………………………….19

3. 3
Project Charter
CRTA Project
Project Authorization
This Charter formally authorizes the CRTA Project group to refurbish and replace
computers that have been donated to the Lutheran Social Services of North
Florida. A project plan will be developed and submitted to the Project Sponsor,
Mr. Peter Ott for approval. The project plan will include: scope statement;
schedule and provisions for scope, schedule, communications, quality, and
stakeholder management as well as project control. The Project Sponsor, Mr.
Peter Ott, CRTA program manager, assigns all resources.
Project Scope
The purpose of the CRTA project is to refurbish computers that have been
donated to Lutheran Social Services (LSS). Our goal is to refurbish 30 computers
over a 6-week period.
The refurbish process includes formatting the hard drive of the computer
(according to Department of Defense specifications), installing various parts to
ensure that the computer can run efficiently, installing the Windows 7 operating
system, and preparing the machine for distribution (cleaning, checking
performance, etc.)
The computers that are refurbished are then sent out to low-income families
throughout the community by the staff of Lutheran Social Services. These
machines are exchanged for a fee of $50. Project goals may be reassessed
throughout the project.
Project Manager Identification
The Project Manager is hereby authorized to interface with management as
required, delegate responsibilities within the framework of the project and to
communicate with Project Sponsor, as required.
Provide the summary milestone schedule
6/7: Meeting with project sponsor/training
6/14: 5 Refurbished Computers
6/21: 10 Refurbished Computers
6/28: 15 Refurbished Computers

4. 4
7/5: 20 Refurbished Computers
7/12: 25 Refurbished Computers
7/19: 30 Refurbished Computers
Project Budget
The project budget will be defined by access to operational resources to be used
to restore computers to working conditions. Project Sponsor provides materials,
and the amount of resources available will vary upon donation intake.
Communication Plan
Version 1.1
Date: June 27 2014
Project Name: CRTA
1.0 Introduction
This document provides a summary of the communication plan for project
Computer Refurbishing and Technical Assistance Program. Included is a list of
the main audiences for this project, the goals for each of those audiences, the
methods used to reach the audiences, and the timing of the communications.
2.0 Audiences
Sponsor (or other audience):
Our sponsor for this project is Peter Ott. Mr. Ott is the Program Manager for the
CRTA program of Lutheran Social Services of North Florida. He will provide
training for the project and will also supervise our work for the duration of the
project.
Goals
● Keep an open line of communication.
● Clear and efficient updates on project progress
● Quickly resolve any issues that may come up.
● Successfully complete the project under his supervision.

5. 5
Method
● Face to Face meetings (Primary)
● Email
● Telephone
● Facebook
Our group will meet with our sponsor once a week at our onsite project facility.
We will also communicate via email during the week if any additional guidance,
or information, is needed. Ciara Henderson will serve as our primary point of
contact with out project sponsor via email. Emails will then be copied to the Chris
Glenn, the project leader, and then they will be distributed to the remaining
stakeholders. In the event that either Ciara or Chris is ill, Thomas Ashey will
temporarily assume communications between Mr. Ott and the team.
Peter Ott Contact information:
Email: peterott@lssnf.org
Office: (850) 575-4309
Project Team:
The CRTA project team consists of 6 members. They are as follows: Chris
Glenn, Ciara Henderson, Tom Ashey, J.P. Marshall, Umair Mughal, Bilal Mughal.
We are a group of Florida State University students enrolled in a project
management course.
Goals
● Keep an open line of communication between all group members
● Keep the Facebook page updated so that all group information is readily
available for all group members
● Project leads will keep the group members informed of any meeting
changes
● Report organizers keeping project managers up to date with restoration
progress
● Create and update a shift schedule for computer restoration
● Utilize computer progress sheets
Method
 Social network (Facebook group page) (Primary)
 Email

6. 6
 Group meetings
 Text messages
Group Contact
 Ciara Henderson, primary point of contact, ch12n@my.fsu.edu
 Chris Glenn, secondary point of contact, project manager,
cdg11b@my.fsu.edu
 Tom Ashey, emergency point of contact, post meeting report manager,
tea12b@my.fsu.edu
 J.P. Marshall, post meeting report manager, jpm12f@my.fsu.edu
 Umair Mughal, recorder, uam12@my.fsu.edu
 Bilal Mughal, progress report manager, bm12n@my.fsu.edu
3.0 Comments
None.
WBS Version History
Version Implemented By Revision Date Approved
By
Approval Date Reason
1.0 Chris Glenn 06/17/2014 Chris Glenn 06/17/2014 Create
WBS
1.1 Chris Glenn 06/26/2014 Chris Glenn 06/26/2014 Edit WBS
1.1.1 JP Marshall 07/10/2014 Chris Glenn 07/10/2014 Edit WBS

7. 7
Work Breakdown Structure
Version 1.1.1
07/10/2014
1. Initialization
1.1 Project leads contact Peter Ott in regards to project via email
1.1.1 Receive overview of project from project sponsor. *
1.1.1.1 Distribute project overview to group
1.1.2 Update group on potential project status
1.2 Project leads meet with sponsor.
1.2.1 Project leads accept project.
1.2.2 Project leads arrange first meeting for group
2. Computer Refurbishment Duration
2.1 Team Training *
2.1.1 Computer repair training
2.1.1.1 Familiarization *
2.1.1.1.1 Become familiar with computer components.
2.1.1.1.2 Become familiar with required hardware
specifications. *
2.1.2 Safety training *
2.1.2.1 Take note of various safety measures for the facility.
2.2 Execution *
2.2.1 Evaluate onboard hardware in PC. *
2.2.1.1 Replace defective parts/scrap nonfunctional PCs.
2.2.1.2 Reassemble PC with functional parts *
2.2.1.3 Test PC *
2.2.2 Obtain supervisor approval

8. 8
2.2.2.1 Finalize repair by United States Department of
Defense Standard Three Tier Hard Drive Wipe. *
2.2.2.2 If needed, install Operating System Software. *
2.2.3 Sort and shelve completed PCs.
2.3 Weekly Team Goals *
2.3.1 Computer Refurbishing Goals
2.3.1.1 Refurbish 3 computers or 2 hours on evaluation per
team member.
3. Wrap Up *
3.1 Project Results Evaluation *
3.1.1 Evaluate Project Metrics
3.1.1.1 Synthesize Refurbished vs. Discarded Ratios
3.1.1.2 Count Hours Spent working
3.1.2.3 Distribute refurbished PCs
*Items with an asterisk are defined further within the WBS Dictionary on the
following page.
WBS ELEMENT DEFINITIONS
WBS Code WBS Element
1.1.1 Receive Project Overview from Sponsor
WBS Element Definition
This is the first contact with project sponsor. We obtained general overview of
project. The project consists of repairing donated computers, replacing certain
hardware components if needed and installing the Windows 7 Operating System.
These PCs are then distributed to low-income families throughout the
community.

9. 9
WBS Code WBS Element
2.1 Team Training
WBS Element Definition
Peter Ott, onsite sponsor, provides training. All training and supplies are of no
cost to our group. Training covers two main sections: Computer repair and
familiarization and safety.
WBS Code WBS Element
2.1.1.1 Familiarization
WBS Element Definition
This part of training details the layout of the repair site (where to deposit
scrapped computers, where newly donated computers are sorted and where
finished computers are sorted.) This section also details the different components
of a PC (motherboard connections, RAM specifications, processor clock speed,
SATA vs. IDE)
WBS Code WBS Element
2.1.1.1.2 Become familiar with required hardware
specifications for salvageable equipment
WBS Element Definition
Each computer is required to have:
● 2.1GHz processor
● 2GB of RAM
● DVD drive
● 80GB hard drive
● Functional USB ports
WBS Code WBS Element
2.1.2 Safety Training
WBS Element Definition
Training on the facility safety exits, emergency lights, and location of fire
extinguishers, hurricane / tornado preparations and safety protocols.

10. 10
WBS Code WBS Element
2.2 Execution
WBS Element Definition
Entails the process of refurbishing donated PCs.
WBS Code WBS Element
2.2.1 Evaluate Hardware on PC
WBS Element Definition
Evaluate the PC motherboard, RAM, SATA hard drive, power supply, CD-Rom,
USB ports. Make sure that each part functions properly. Replace parts that are
defected or that are older version.
WBS Code WBS Element
2.2.1.2 Reassemble PC with functional parts
WBS Element Definition
Install a DVD drive on the PC if there is none installed. Install a minimum of 2.1
GHz hard drive. There needs to be a Minimum of 2GB of RAM.
WBS Code WBS Element
2.2.1.3 Test PC
WBS Element Definition
Run PC; make sure PC components match with what we see on the monitor,
hardware should be the same.
WBS Code WBS Element
2.2.2.1 Finalize repair with DoD hard drive wipe.
WBS Element Definition
To ensure that no previous data remains on the HDD, the Department of
Defense standard triple wipe program is run on the computer. This consists of 3
passes:
● Pass 1: Writes a zero and verifies the write
● Pass 2: Writes a one and verifies the write

11. 11
● Pass 3: Writes a random character and verifies the write
WBS Code WBS Element
2.2.2.2 Install Operating System if Needed
WBS Element Definition
After making necessary repairs and wiping hard drive, install Windows 7 only if
required in the specified order.
WBS Code WBS Element
2.3 Weekly Team Goals
WBS Element Definition
Team goal is to refurbish X amount of computers for the week. The weekly goal
of each week combined makes up the total goal of computer refurbished for the
semester.
WBS Code WBS Element
3 Wrap Up
WBS Element Definition
Entails the breakdown and final results documentation of the project.
WBS Code WBS Element
3.1 Project Results Evaluation
WBS Element Definition
Final evaluation, including the total number of refurbished versus discarded
computers. Determine if project goals have been met.

12. 12
Gantt Chart
* Refer to appendix for a full resolution PDF of Project Baseline Gantt Chart
** Please refer to appendix for a full resolution PDF of Final Project Gantt
Chart

13. 13
Risk Assessment and Control
This section outlines a few of the risk associated with the CRTA project. Each risk
follows with the detailed descriptions, categories, root causes, potential responses,
risk owner (LSS or CRTA Project Group), probability, and impact. Each risk is then
ranked from 1 to 6; 6 being the most risky, and 1 being the least risky.
*** See appendix for full resolution PDF and description
Project Monitoring and Control
This section details the monitoring and control of a number of different processes
associated with the CRTA computer-refurbishing project. A number of these
processes have been monitored continuously throughout the lifetime of the
project via progress reports and meeting minutes. Each process in this document
details, the stakeholder responsible for this process, how the process is being
monitored, how any issues with the process will be communicated and potential
effects on the scope of the project.
● Team members are meeting weekly quota of refurbished computers to
maintain project timeline.
○ Project Leader
○ Participation Reports/Computers Completion Quota

14. 14
○ Prior knowledge of inability to complete quota will be brought up
before meeting. Unexpected issues will be addressed at next
meeting.
○ Our project goal of refurbished computers has been met. However
if team members were not meeting weekly quota, an additional
burden would be placed on remaining team members.
● Team members are present for non-workday meetings.
○ Team member’s individual responsibility
○ Members present will be recorded in meeting minutes. Which are
kept on file.
○ Issues will be communicated via email/texts/Facebook/phone
○ Additional burden will be placed on present members if members
are missing.
● Team communication with each other.
○ All project members
○ Facebook/email/text messages/in person meetings.
○ Any issues will be communicated via all communication forms. Any
lingering issues will be addressed during in person team meetings.
○ No effect on scope, unless project is thrown off by lingering issues.
● Communication with project sponsor.
○ Co Project Manager primarily. All team members will report to
project sponsor in weekly work meetings and all emails with
sponsor will be saved.
○ Communication with sponsor will be monitored in team meetings.
Group members will discuss the correspondence with sponsor each
week.
○ Any issues will be resolved via phone calls/emails or in person
meetings with the project sponsor.
● Clear and efficient updates on project progress
○ Report organizers/All team members
○ Weekly progress reports/meeting minutes which are kept on file.
○ Issues will be discussed when team meetings are held. As well as
through our other communication methods.
○ Without any proper updates, this could create confusion in the
project and then place additional strain on stakeholders.
● The current amount of computer that are refurbished
○ All group members are responsible
○ The progress will be monitored using weekly progress reports
○ Issues will be communicated via weekly meetings

15. ○ Scope will be adjusted due to the amount of computers completed
15
or not completed
Handoff Documentation
This project took place over a 6-week period. Over the course of the project the
group members refurbished several computers, with the goal of completing 30
PC’s in the project period.
Each group member worked on PC’s one day each week, over the course of 6
weeks. Results are displayed below.
**** See appendix for full resolution PDF
To improve this project, we created a PC evaluation sheet which helped us keep
track of the components to replace and helped the sponsor keep track of PC’s
completed. Example below.

16. 16

17. 17
Conclusion and Reflection
Internal assessment of the project
Over the course of the project, we consistently tracked our progress and in the
end, our project was undoubtedly a success. In our project charter we had the
task of refurbishing 30 computers through an organization called Lutheran Social
Services of North Florida (LSS), over the course of six weeks. In the six weeks of
our project duration, we refurbished a total of 69 PC’s, clearly surpassing our
goal. During our project, we worked on computers at LSS on Saturday mornings.
There we would perform diagnostics and troubleshooting in order to get donated
PC’s refurbished and working again.
One factor that helped our refurbish rate and lead to our project success, is the
fact that most of the PC’s we worked on were in salvageable condition. Most of
the machines were quite dusty, and in order to be refurbished, they were first
cleaned with rags and compressed air. Many of these PC’s were donated by
several entities throughout the local community (local high schools, office
spaces, state government facilities). In many cases, the PC’s needed simple
additions such as replacement DIMM modules and/or a new hard drive. Our
project sponsor Peter Ott (informed us to address him as Peter), was a great
resource for our project. If any of our group members needed help or assistance
he was consistently available. The fact that we had an involved project sponsor
improved our success as well. Without Peter’s guidance, we may not have
surpassed, our even met our goal of 30 refurbished computers.
Another factor that helped our group succeed on project was excellent
communication, teamwork, and planning due to a well-devised communications
plan. This project required a lot of fieldwork and because of this, organization
was very important.
Discussion of the success/failure of the project and why
Some difficulties that we came across were compatibility and supply issues.
Some computers were rather picky about the replacement DVD drives or the
type of RAM that was installed. This problem slowed production, as some
computers would take up to 4 attempts to install a fully functional DVD drive. The
sponsor’s supply of hard drives decreased overtime, which inhibited our ability to

18. fully refurbish computers. This issue increased the amount of queued computers
and the sponsor would simply replace the single part that was missing.
At the beginning of this project, we had hoped to start sooner than we planned.
Due to the sponsors absence we were delayed one week. This delay pushed
back our initial training and the start of our project. This is a moot point because
we surpassed our project goal, within 3 weeks of our project start.
18
Deviations from the plan and why
One deviation that we encountered during the project was individual member
unavailability. Due to varying schedules it was difficult for the entire group to
have one workday. To resolve this issue, members that were unable to meet on
Saturday would coordinate an alternative time with Peter, which did not affect
production.
What you would do differently
If our group were to work with Peter again, we would make it an initiative to
spend a day organizing supplies and workbenches for a more efficient work area.
In closing, this project was a great way to gain hands on experience with PC
hardware and to assist the community simultaneously. In IT we often only focus
on the private sector and government jobs, however, we often overlook non-profit
organizations and the services that they provide. IT can impact these services in
several ways and managing how these services are produced can be done
effectively through project management.

19. 19
Appendix
* Full resolution PDF of Baseline Gantt Chart
** Full resolution PDF of Final Project Gantt Chart
*** Full resolution PDF of Risk Assessment Chart
**** Full resolution Computer Refurbishing Forecast Chart
(Charts will be listed in respective order)