Automotive Rejuvenation Project   1            Colorado Technical University           Automotive Rejuvenation Project    ...
Automotive Rejuvenation Project                         2                                                        Table of ...
Automotive Rejuvenation Project       3                                             Abstract       A prestigious school lo...
Automotive Rejuvenation Project     4   I.        Introduction:        1.   Background:               Located deep within ...
Automotive Rejuvenation Project       5       2. Problem Overview:               The completion and success of the project...
Automotive Rejuvenation Project        6       3. Methodology:               In order to meet the prestigious and essentia...
Automotive Rejuvenation Project   7   Purpose Statement: Out team determined the purpose of this project to be the    ree...
Automotive Rejuvenation Project   8   Task Requirements: The following tasks are essential to the completion of this    p...
Automotive Rejuvenation Project             9   Statement of Work (SOW): Our project team developed a plan to renovate th...
Automotive Rejuvenation Project       10              Responsibility Matrix: The responsibility matrix set specific respo...
Automotive Rejuvenation Project                  11                  Budget Timeline: After researching cost constraints u...
Automotive Rejuvenation Project                  12Renovate / prepare maintenance facilities for vehicle servicing: The Sc...
Automotive Rejuvenation Project        13II.        Project Management:      1.   Budget:             Thus far there have ...
Automotive Rejuvenation Project      144. Communication:       External communication:       Formal: On the first work day...
Automotive Rejuvenation Project      155. Scope / Risk Analysis:       The project scope was defined by the board during t...
Automotive Rejuvenation Project         16Stakeholders and Roles:School Board, Project Sponsor: The School Board is the pr...
Automotive Rejuvenation Project        17Matthew Sharp, Project Negotiator: Matthew Sharp is finishing his second year at ...
Automotive Rejuvenation Project        18                                           AppendixIllustration 1A: WBS part 1. R...
Automotive Rejuvenation Project     19                                           AppendixIllustration 1B: WBS part 2. Hire...
Automotive Rejuvenation Project     20                                          AppendixIllustration 1C: WBS part 3. Mecha...
Automotive Rejuvenation Project                                      21                                                   ...
Automotive Rejuvenation Project                                    22                                                     ...
Automotive Rejuvenation Project   23                                           AppendixIllustration 3A:              Proje...
Automotive Rejuvenation Project   24                                         AppendixIllustration 3C:              Plannin...
Automotive Rejuvenation Project   25                                          AppendixIllustration 3D:              Execut...
Automotive Rejuvenation Project   26                                         AppendixIllustration 4A:              Propose...
Automotive Rejuvenation Project           27                                                       Appendix    Illustratio...
Automotive Rejuvenation Project                  28                                                                       ...
Automotive Rejuvenation Project                                   29                                                      ...
Automotive Rejuvenation Project   30                                                  AppendixIllustration 6A:            ...
Automotive Rejuvenation Project     31                                        ReferencesKelley Blue Book (2006). Kelley Bl...
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Project final

  1. 1. Automotive Rejuvenation Project 1 Colorado Technical University Automotive Rejuvenation Project Project Draft Plan JD McKennaSubmitted in Partial Fulfillment of the Requirements for PMGT405 Project Management 405 By Group Five Colorado Springs, Colorado September 2006
  2. 2. Automotive Rejuvenation Project 2 Table of ContentsAbstract: ........................................................................................................................................3Introduction: ..................................................................................................................................4Problem Overview: ........................................................................................................................5Methodology: ..................................................................................................................................6Phase 1: Defining Phase: Project Goals ..............................................................................................................................6 Purpose Statement ......................................................................................................................7 Project Charter ...........................................................................................................................7 Project Specifications.................................................................................................................7 Task Requirements.....................................................................................................................8 Statement of Work (SOW).........................................................................................................9 Work Breakdown Structure (WBS) ...........................................................................................9 Team Member Responsibilities .................................................................................................9 Responsibility Matrix...............................................................................................................10Phase Two: Planning Phase ........................................................................................................10 Project Timeline Overview ......................................................................................................10 Current Upkeep Cost Analysis.................................................................................................10 Forecasted Expenditures (Project Budget)...............................................................................10 Budget Timeline.......................................................................................................................11 .Phase Three: Execution Phase:...................................................................................................11Project Management: ..................................................................................................................13 Budget ......................................................................................................................................13 Objectives ................................................................................................................................13 Schedule ...................................................................................................................................13 Communications ......................................................................................................................14 Scope/ Risk Analyst .................................................................................................................15 Organizational Structure ..........................................................................................................15Stake Holders and Roles: ............................................................................................................16 School Board, Project Sponsor ................................................................................................16 Randy Darling, Project Manager .............................................................................................16 Edward Moran, Project Designer .............................................................................................16 Matthew Sharp, Project Negotiator..........................................................................................17 Matthew Caraway, Project Analysis ........................................................................................17 Loren Schwappach, Project Accountant ..................................................................................17References .....................................................................................................................................31
  3. 3. Automotive Rejuvenation Project 3 Abstract A prestigious school located in Colorado has noticed that their automotive vehicle fleethas deteriorated in recent years. To solve this problem, they have contracted our projectmanagement firm. The following document is the project plan that our firm has devised. Thisdocument is crucial for the success of our project.
  4. 4. Automotive Rejuvenation Project 4 I. Introduction: 1. Background: Located deep within the heart of Colorado, our prestigious school has long stoodas an unchallenged leader toward providing superior secondary education services. Our school’sstrong commitment to distinction and quality has forged the foundation of excellence for ourteachers and students. This strict demand for continual quality and performance has driven ourschool to a point of brilliance unmatched by any of our competitors. During a recent quality andassurance analysis of the school’s grounds it was made apparent that the school’s aging vehiclefleet no longer reflects the school’s high prestige. Furthermore the review illuminated severesafety problems with several of the school’s vehicles and an over usage crisis creatingconsiderable irritation between scholastic departments. Through these and other observations thefollowing statements are made concrete. In order for our school to maintain its’ current superioreducational standing and increase student revenue in such a way as to allow quality andexcellence to distinguish us as Colorado’s leading secondary school, a complete rejuvenation ofthe school’s inadequate vehicle infrastructure must be completed. Toward these efforts, theschool has planned to substantially increase the number of local students. The school has alsoplanned an expeditious high adventure program for students slated to begin early this spring. Inplanning a viable solution for the problem the school board met on Friday, 7 July 06 and votedon the creation of a vehicle fleet project management team. This project management team wasassigned the task of reviewing the current automotive infrastructure of the school and theresponsibility of submitting a practical finalized project plan for board member approval on 29November 2006.
  5. 5. Automotive Rejuvenation Project 5 2. Problem Overview: The completion and success of the project is of crucial significance necessary forthe prestige, growth, adaptability, and safety of the school and its’ two hundred and fifty studentsand forty-three faculty members. The fleet’s replacement is necessary due to vehicle aging,excessive over-usage, and extreme lack of critical and routine maintenance. The currentautomotive fleet has become rundown, dangerous, and unreliable. The transformation of thefleet is imperative if the school is to complete several of its’ future projects. Two of theseproposed plans are the installment of the high adventure program this spring, and the expansionof the school’s local student body population of at least fifty students before the start of the nextschool year. Through our work with the school board our project team also concluded thefollowing facts… The following critical additional resource requirements are required for the school to meet both current and future scholastic objectives. Our automotive fleet will require...  A replacement of the school’s current old and rundown vehicles with new or used reliable alternatives, utilizing vehicles featuring four-wheel drive, or at least incorporating front-wheel drive.  Three additional 20-passenger buses or one larger 50/60-passenger bus.  Two large, 4-wheel drive SUVs, to support extracurricular programs.  One full-time auto mechanic.  Additional two or three new/used mini-vans, to alleviate vehicle over usage.
  6. 6. Automotive Rejuvenation Project 6 3. Methodology: In order to meet the prestigious and essential requirements of the school and its’students our project team has concluded the following methodical approach toward rejuvenatingour dangerous and neglected vehicle infrastructure. By following this researched approach wewill ensure that the antiquated vehicles are replaced within time and budget constraints and keepthe fleet well maintained into the schools brilliant future. To meet the unique requirements ofthis intricate project the approach was divided into three vital phases. Completion of each phaseis imperative for successful project completion. Phase 1: Defining Phase The project defining phase involved the formation of project specifications andobjectives. The project team and major responsibilities were assigned. In this phase our teamconcluded the following…  Project Goals: We determined the goal of this project to be the rejuvenation of the schools existing worn down vehicle fleet through systematic purchase and replacement of problematic vehicles with sound new and used quality vehicles. The continued maintenance of these vehicles and maintenance of ground equipment must also be resolved for successful project resolution. Our goal is to complete this plan as efficiently as plausible within both time and budget constraints.
  7. 7. Automotive Rejuvenation Project 7 Purpose Statement: Out team determined the purpose of this project to be the reengineering of the current infrastructure of the school’s flawed vehicle fleet and the replacement of faulty dysfunctional vehicles with safe and reliable alternatives. This project is imperative for both the growth and success of the school. The purpose of our team is to ensure the successful creation and conclusion of this project while meeting all project deliverables within the project time and budget. Project Charter: Our project charter was drafted and signed by all project participants on 5 August 06, a copy of the charter is attached to this document for board member reference. Project Specifications: The following original specifications were used in the creation of this project plan. ~ Project budget: $180,000 and $50,000 reserved for next calendar year ~ Critical dates derived from first school board meeting: 29 Nov 06 – Present project plan to board 29 Dec 06 – Deadline to spend project budget for fiscal year 21 Nov 08 – Deadline for project completion 15 Dec to 6 Jan – Holiday Recess ~ Required deliverables as determined during the first board meeting: Increase bus capacity by 50 students. Hire new automotive mechanic (apply 1st year’s salary to budget). Purchase two four-wheel drive SUVs for “High Adventure” program. Replace / restore faulty vehicles with mixture of new / used vehicles. Note: All vehicles must be 4 wheel drive, or good front wheel drive.
  8. 8. Automotive Rejuvenation Project 8 Task Requirements: The following tasks are essential to the completion of this project and could critically impact project implementation, closure, and success. They have been listed in there general order of precedence. 1. Research current administrative costs 2. Research current upkeep costs 3. Research current vehicle market values 4. Research best school bus (purchase / replacement) option 5. Research best SUV purchase option 6. Research best minivan (purchase / replacement) option 7. Research best Sedan (purchase / replacement) option 8. Research cost / contracting options for automotive mechanic 9. Advertise open position for school auto mechanic 10. Screen applicant resumes 11. Interview selected potential applicants 12. Hire / Notify chosen applicant 13. Renovate / prepare maintenance facilities for vehicle servicing 14. Prepare school grounds for replacement / transition 15. Sell old / defective school buses 16. Purchase / Replace (new / used) school buses 17. Purchase (new / used) SUV 18. Sell old / defective minivans 19. Purchase / replace (new / used) minivans 20. Sell old Sedans 21. Purchase new / replacement Sedans 22. Sell old 5 ton truck 23. Inspect / record condition of automotive fleet (AF) 24. Purchase essential replacement / spare parts (AF) 25. Perform critical vehicle maintenance (AF) 26. Perform essential / other vehicle maintenance (AF) 27. Perform routine vehicle maintenance (AF) 28. Inspect / record condition of maintenance utilities (MU) 29. Purchase essential replacement / spare parts (MU) 30. Inspect / Service / Repair 60KW Generator 31. Perform critical maintenance (MU) 32. Perform essential / other maintenance (MU) 33. Perform routine maintenance (MU)
  9. 9. Automotive Rejuvenation Project 9 Statement of Work (SOW): Our project team developed a plan to renovate the school’s automobile fleet and ensure that proper maintenance could be sufficiently undertaken. Upon approval from the board of directors, expected on or shortly after November 29th 2006, the project team will begin executing this project plan. For the purposes of this document, the term vehicles will refer to all passenger automobiles, buses, lawn mowers, Cushman grounds vehicles, and the backup generator when speaking with reference to equipment maintenance. Work Breakdown Structure (WBS): To initiate our statement of work and meet project scope our team created the following work breakdown structure. The WBS was organized into three main structures. (See appendix: Illustrations 1A, 1B, and 1C) Team member responsibilities: The project manager assigned the following responsibilities to every team member. a. Check bulletin board and email at least once a day, more often as you approach lesson and project deadlines. b. Two of the teammates are on opposite sides of the world and in different time zones. Thus it was recommended that they try checking the blackboard project site after 6:00pm mountain standard time. c. Complete all assigned tasks by the agreed upon deadlines. d. Notify team members of any delays or issues that may cause delays. e. Work as a team, volunteer to help out if you see one of your team struggling f. Once assigned to a task ensure project manager and team is continually updated on task progression.
  10. 10. Automotive Rejuvenation Project 10  Responsibility Matrix: The responsibility matrix set specific responsibilities for each team member and their roles towards specific deliverables. It was split into three phases to correspond with the three phases of the project. (See appendix: Illustrations 2A, 2B, and 2C) Phase 2: Planning Phase The project planning phase involved the planning and research of several critical project aspects. Through internet research, telephone communication and newspaper articles our project team developed and concluded a good timeline for project completion. (See appendix: Illustrations 3A, 3B, 3C, and 3D) Current upkeep cost analysis: Current vehicle upkeep cost are estimated atapprox $18,000 annually. The total maintenance cost for the last two years was $37,640. Thishas been insufficient for adequate maintenance and is one reason for the current vehiclesituation. This amount will be greatly reduced in the future as labor costs will be assumed underannual salary of mechanic, and regular preventative maintenance will avoid costly replacement. Forecasted Expenditures (Project Budget): Our project budget requirementswere obtained and used in the creation of our project’s budget plan. Data was compiled by theproject team using internet and field research obtained during the project planning phase. Mostof the used vehicle price approximations were obtained from internet sources. (See appendix:Illustration 4A)
  11. 11. Automotive Rejuvenation Project 11 Budget Timeline: After researching cost constraints using the proposed budget (See appendix: illustration 4A), our project team concluded a sound budget timeline necessary to meet board member objectives and successful project completion. (See appendix: illustration 4B) Phase 3: Execution Phase The project execution phase involves execution of the project’s action plan and aspreviously mentioned will be enacted upon board member approval. The execution phaseinvolves action / completion of the following essential deliverables summarized below...Advertise open position for school auto mechanic: Our team will begin advertising the opening of this newposition utilizing the local city newspaper, word will also be spread through word of mouth and advertisedthroughout the local school work centers for 7 days. The mechanic will be required to have ASE certifications inbrakes, steering and suspension, at a minimum.Screen applicant resumes: Resumes will be gathered and screened looking for experience, reliability, and ASEcertifications. All references will also be verified to insure creditability. Furthermore, selected applicants will bescheduled for personal interviews to take place over a 2 day period.Interview selected potential applicants: Interviews will be conducted with each applicant selected during thescreening process. Interviews will probe mechanical knowledge of the applicant as well as the applicant’s ability towork unsupervised.
  12. 12. Automotive Rejuvenation Project 12Renovate / prepare maintenance facilities for vehicle servicing: The School’s vehicle bay has not been used forthree years, therefore it is reasonable to assume that there will be costs associated with getting this facility back in toworking condition. Our team has set aside $3,000 within our proposed budget for the inspection and repair of thesefacilities and the restocking of essential shop supplies. Establishment of vendor accounts for lubricants, shopsupplies, and repair parts will be created during this time.Prepare school grounds for replacement / transition: Vehicles and grounds will be structured and attended toallow swift vehicle replacement transitions. Inspection and preparation of the grounds will provide safe andefficient operations for the mechanic and vehicle operators.Purchase / Selling of vehicles: If the project plan is approved our team will begin the process of selling andpurchasing the fleets vehicles using the proposed project budget. And deviations of the project budget due tounforeseen costs / vehicle inspections will be immediately notified to the project manager and brought before theschool board. If the deviation requires increased funding outside of the set project buffer (Set as 10% of the projectbudget, see budget plan), a decision will be resolved by the board as to whether the deliverable should be held offuntil the schools next fiscal year where an additional $50,000 has already been allotted for this project.Inspect / record condition of automotive and grounds vehicles: The mechanic will require approximately 1 monthto complete the inspection and record the condition of the school’s entire vehicle fleet. During this time, themechanic can request any repair parts as needed.Purchase essential replacement / spare parts: This cost is difficult to forecast as there are many variablesdependent upon the condition of the fleet after mechanic inspection. Averages will vary from month to month andyear to year, but this will be a fairly new fleet. Our team has set aside 12,000 dollars in the project budget for thispurpose.
  13. 13. Automotive Rejuvenation Project 13II. Project Management: 1. Budget: Thus far there have been no expenditures to date. Once this project receives board approval it will expand into its’ third phase and the proposed budget will become active. Although there are no issues with the budget at this time any issues that result during execution of the project plan will be immediately brought before the project manager and the board for analysis and resolution. At a minimum the project team will update the board on the budget quarterly. 2. Objectives: All project objectives have been identified and should be met utilizing the current project timeline and proposed budget. A weekly status update is given to the project manager and combined in a monthly status briefing for the board to assist in project vision, management, and resolution. By presenting a clear understanding to each project participant project efficiency is dramatically increased. 3. Schedule: The project schedule is on track and has met all proposed expectations corresponding to the proposed project time line. Phases 1 and 2 are complete while the project awaits board member approval to begin its’ execution phase. We expect the project to stay on track and meet all proposed deadlines, although delay in project approval could stall task completion and drastically impact the project timeline.
  14. 14. Automotive Rejuvenation Project 144. Communication: External communication: Formal: On the first work day of each fiscal quarter, the Board of Directors willbe briefed by the project team. This detailed briefing will include all aspects of theprojects progress, current status, and projected achievements for the next quarter. It willalso cover issues and possible solutions. Informal: The PM will conduct periodic updates to one member of the Board ofDirectors (as appointed by the board) twice a month. These updates will be emailed to theboard member followed by a short face to face presentation. These updates will representa snapshot of the project and give the board the opportunity to suggest modifications in atimely manner of required. Internal communication: Formal: Once a week, the team will conduct a project meeting at which they willbrief their individual progress and status. It will also address the team’s collectiveprogress and status. The meeting will be chaired by the PM. Any issues confrontingmembers will be discussed and possible solutions will be reviewed and a course of actionselected. The PM will determine if the course of action requires board approval and willrequest approval if necessary. Informal: The team members will communicate with each other and the PM viatelephone and email. Should any issue arise requiring immediate group attention,additional meetings can be scheduled to address the issues.
  15. 15. Automotive Rejuvenation Project 155. Scope / Risk Analysis: The project scope was defined by the board during the school board meeting on 7July 06. From that resolution this team has made no significant changes with in theproject’s scope. After receiving approval to go forward into the third phase of thisproject any changes in terms of cost, schedule and risk could have devastating impacts onproject success. Any such changes in scope will be mentioned in a memorandum to theboard and discussed in depth during the quarterly board briefing. During our analysis ofthe projects critical tasks our team has concluded four major potential project risks.These risks could have drastic consequences on the project. (See appendix: Illustrations5A, and 5B)6. Organizational Structure: In order to assign responsibility and provide structured management to the completion of project tasks our team incorporated a dynamic project structure. (See appendix: Illustrations 6A)
  16. 16. Automotive Rejuvenation Project 16Stakeholders and Roles:School Board, Project Sponsor: The School Board is the projects sponsor and was responsiblefor voting on the creation of this project and is the essential agent in determining this projectssuccess. The board will decide whether or not to approve or deny this project after receiving thefinal project review and will act as the funding authority if the project is chosen acceptable.Randy Darling, Project Manager: Working through his second year at Colorado TechnicalUniversity, Randy Darling is pursuing his Bachelors of Science in Electrical Engineering. He isan Army Contractor at Fort Carson with Chugach McKinley Inc. Although his background as aProject manager is small, his knowledge of automobiles and vehicle maintenance and harshdetermination to earn an A in our class make Randy an excellent choice as project manager.Edward Moran, Project Designer: Edward Moran is taking his third class with ColoradoTechnical University, and is in his second year towards a degree in Information SystemsManagement. He is a Certified Associate in Project Management from PMI, and is hoping thisclass will help put it all together. Although he has no documented experience in projectmanagement Edward’s ability to think outside the box and follow a project to its conclusionmade him an excellent choice as Project Designer.
  17. 17. Automotive Rejuvenation Project 17Matthew Sharp, Project Negotiator: Matthew Sharp is finishing his second year at ColoradoTechnical University, CTU. He has worked at Ford Credit for over five years, starting incustomer service, moved to repossessions/charge offs, and is now working in the learning anddevelopment department, (i.e. training department). He is hoping to move to the leadership teamat Ford Credit. After reading the book, Crucial Confrontations, Matthew became well knownfor his ability to communicate at times when there are high emotions and great deals at stake.This and other features made Matthew our immediate choice as Project Negotiator.Matthew Caraway, Project Analyst: Matthew Caraway has been attending ColoradoTechnical University since August of 2004. Matthew is half way to completing his degree inInformation Systems Management, He currently works in the IT department at Ford MotorCompany at Colorado Springs, CO. His vast experience in the IT department and analyticalskills made Matthew our best choice as Project Analyst.Loren Schwappach, Project Accountant: Loren Schwappach is currently taking his first classwith CTU. Loren is currently stationed outside of the United States at Camp Humphrey; Korea.Enlisted in the U.S. Air Force, Loren has completed over sixty credit hours towards his bachelorsof science in electrical engineering, and works as the lead non-commissioned officer in chargeresponsible for the operation and maintenance of his squadron’s mobile satellite antennaterminal. Loren has an extensive background in science and mathematics, and strong sense ofintegrity, which made him a great choice as our Project Accountant.
  18. 18. Automotive Rejuvenation Project 18 AppendixIllustration 1A: WBS part 1. Research structure. Note: All components of this research structure had to be finished before final project submittal and school board recommendation.
  19. 19. Automotive Rejuvenation Project 19 AppendixIllustration 1B: WBS part 2. Hire, buy & sell structure. Note: The hire, buy and sell structure incorporates vehicle replacement operations as well as providing set points of contact for the hiring of an automotive mechanic and school ground facility preparations.
  20. 20. Automotive Rejuvenation Project 20 AppendixIllustration 1C: WBS part 3. Mechanic structure. Note: The mechanic structure illustrates the work load the mechanic will be responsible for completing.
  21. 21. Automotive Rejuvenation Project 21 AppendixIllustration 2A: Phase 1. Defining Stage Responsibilities. Responsibility Matrix Responsibility Project Sponsor Project Manager Project Designer Project Negotiator Project Analyst Project Accountant Tasks (School Board) (Randy Darling) (Edward Moran) (Matthew Sharp) (Matthew Caraway) (Loren Schwappach)Defining StageDevelop Purpose Statement Responsible Support Assist Support AssistDefine Task Requirements Assist Assist Support Support ResponsibleCreate SOW Assist Responsible Support Assist SupportCreate WBS Support Support Responsible Support AssistDefine Responsibilities Support Assist Assist Responsible SupportCreate Responsibility Matrix Support Support Assist Assist ResponsibleDefine Project Ground Rules Responsible Assist Support Assist SupportIllustration 2B: Phase 2. Planning Stage Responsibilities. Responsibility Matrix Responsibility Project Sponsor Project Manager Project Designer Project Negotiator Project Analyst Project Accountant Tasks (School Board) (Randy Darling) (Edward Moran) (Matthew Sharp) (Matthew Caraway) (Loren Schwappach)Planning StageDevelop Project Timeline Responsible Assist Support Support AssistResearch current administrative costs Assist Support Assist Support ResponsibleResearch current upkeep costs Assist Responsible Assist Support SupportResearch current vehicle market values Responsible Assist Assist Support SupportResearch best school bus (purchase / replacement) option Support Responsible Support Assist AssistResearch best SUV purchase option Support Support Responsible Assist AssistResearch best minivan (purchase / replacement) option Support Support Responsible Assist AssistResearch best Sedan (purchase / replacement) option Assist Support Support Responsible AssistResearch cost / contracting options for automotive mechanic Support Support Assist Assist ResponsiblePlan Project Resources Responsible Assist Assist Support SupportPlan Project Risks Assist Assist Support Responsible Support
  22. 22. Automotive Rejuvenation Project 22 Appendix Illustration 2C: Phase 3. Executing Stage Responsibilities. Responsibility Matrix Responsibility Project Sponsor Project Manager Project Designer Project Negotiator Project Analyst Project Accountant Automobile Tasks (School Board) (Randy Darling) (Edward Moran) (Matthew Sharp) (Matthew Caraway) (Loren Schwappach) MechanicExecuting StageCritique / tune project draft (2nd) Assist Assist Assist Assist ResponsibleSubmit project draft (2nd) Responsible Assist Assist Assist AssistCritique / tune project FINAL draft Assist Responsible Assist Assist AssistSubmit FINAL project plan for School Board consideration Approve Responsible Assist Assist Assist AssistAdvertise open position for school auto mechanic Responsible AssistScreen applicant resumes Assist ResponsibleInterview selected potential applicants Assist ResponsibleHire / Notify chosen applicant Assist ResponsibleRenovate / prepare maintenance facilities for vehicle servicing Assist Responsible Assist Support SupportPrepare school grounds for replacement / transition Assist Responsible Assist Support SupportSell old / defective school buses Support Support Responsible AssistPurchase / Replace (new / used) school buses Support Support Responsible AssistPurchase (new / used) SUV Support Support Assist ResponsibleSell old / defective minivans Support Support Responsible AssistPurchase / replace (new / used) minivans Support Support Responsible AssistSell old Sedans Support Support Assist ResponsiblePurchase new / replacement Sedans Support Support Assist ResponsibleSell old 5 ton truck Support Support Responsible AssistInspect / record condition of automotive fleet (AF) Assist ResponsiblePurchase essential replacement / spare parts (AF) Assist Support Support Support Support ResponsiblePerform critical vehicle maintenance (AF) ResponsiblePerform essential / other vehicle maintenance (AF) ResponsiblePerform routine vehicle maintenance (AF) ResponsibleInspect / record condition of maintenance utilities (MU) Assist ResponsiblePurchase essential replacement / spare parts (MU) Assist Support Support Support Support ResponsibleInspect / Service / Repair 60KW Generator ResponsiblePerform critical maintenance (MU) ResponsiblePerform essential / other maintenance (MU) ResponsiblePerform routine maintenance (MU) Responsible
  23. 23. Automotive Rejuvenation Project 23 AppendixIllustration 3A: Project Timeline Overview:Illustration 3B: Defining Phase Timeline:
  24. 24. Automotive Rejuvenation Project 24 AppendixIllustration 3C: Planning Phase Timeline:
  25. 25. Automotive Rejuvenation Project 25 AppendixIllustration 3D: Execution Phase Timeline:
  26. 26. Automotive Rejuvenation Project 26 AppendixIllustration 4A: Proposed Project Budget:
  27. 27. Automotive Rejuvenation Project 27 Appendix Illustration 4B: Budget Timeline Chart & Graph: Fleet Replacement Project Budget Available Funds Available $300,000.00 $250,000.00 $200,000.00 $150,000.00 $100,000.00 $50,000.00 $- 7 -D 6 -D 6 -D 6 6 29 -07 20 -07 7 7 14 r-07 A -0 -0 -0 -0 -0 -0 -0 N/ an un eb n ay ec ec ec ec Ap Ja -M -D -F -J -J 4- 2- 25 19 28 28 28 Cost Activity / Event Gain / Loss Budget Required EstimateProject Budget Allotted (Year 1) Loss $ 150,000.00 $ 150,000.00 N/AAutomotive Mechanic Pay Reserved Loss $ (43,800.00) $ 106,200.00 18-Dec-06Renovate / prepare maintenance facilities for vehicle servicing Loss $ (3,500.00) $ 102,700.00 19-Dec-06Prepare school grounds for replacement / transition Loss $ (600.00) $ 102,100.00 19-Dec-06Sell old / defective school buses Gain $ 4,000.00 $ 106,100.00 28-Dec-06Sell old / defective minivans Gain $ 36,000.00 $ 142,100.00 28-Dec-06Sell old Sedans Gain $ 96,000.00 $ 238,100.00 28-Dec-06Sell old 5 ton truck Gain $ 3,000.00 $ 241,100.00 28-Dec-06Purchase / replace (new / used) school buses Loss $ (8,500.00) $ 232,600.00 28-Dec-06Purchase (new / used) SUV Loss $ (52,000.00) $ 180,600.00 28-Dec-06Purchase / replace (new / used) minivans Loss $ (60,000.00) $ 120,600.00 4-Jan-07Purchase new / replacement Sedans Loss $ (90,000.00) $ 30,600.00 4-Jan-07Purchase essential replacement / spare parts (MU) Loss $ (2,000.00) $ 28,600.00 29-Jan-07Purchase essential replacement / spare parts (AF) Loss $ (10,000.00) $ 18,600.00 19-Feb-07Inspect / Service / Repair 60KW Generator Loss $ (250.00) $ 18,350.00 20-Feb-07Perform critical vehicle maintenance (AF) Loss $ (1,500.00) $ 16,850.00 2-Apr-07Perform critical maintenance (MU) Loss $ (250.00) $ 16,600.00 2-Apr-07Perform essential / other maintenance (MU) Loss $ (500.00) $ 16,100.00 14-May-07Perform routine maintenance (MU) Loss $ (200.00) $ 15,900.00 14-May-07Perform essential / other vehicle maintenance (AF) Loss $ (1,000.00) $ 14,900.00 25-Jun-07Perform routine vehicle maintenance (AF) Loss $ (1,000.00) $ 13,900.00 25-Jun-07
  28. 28. Automotive Rejuvenation Project 28 Appendix Illustration 5A: Risk Severity Matrix: Risk Severity Matrix Vehicle replacement / restoration exceeds 5 proposed project timeline Detection Difficulty 4 Red zone (major risk) (1-5) 4 Detection Difficulty Yellow zone (moderate risk) (1-5) Vehicle replacementLikelihood Delayed approval by / restoration costs 3 school board exceeds proposed project budget Detection Difficulty 5 3 Green zone (minor risk) (1-5) Unable to hire 2 reliable vehicle mechanic Detection Difficulty 2 (1-5) 1 Detection Difficulty (1-5) 1 2 3 4 5 Impact
  29. 29. Automotive Rejuvenation Project 29 Appendix Illustration 5B: Risk Assessment & Response Matrix. Risk Assessment using (FMEA) Detection Risk Event Likelihood Impact Risk Value When Difficulty Vehicle replacement / restoration exceeds proposed project timeline 5 3 4 60 Execution Phase Delayed approval by school board 3 3 5 45 Execution Phase Vehicle replacement / restoration costs exceeds proposed project budget 3 5 3 45 Execution Phase Unable to hire reliable vehicle mechanic 2 3 2 12 Execution Phase Risk Response Matrix Risk Event Risk Value Response Contingency Plan Trigger Who is Responsible replace / restore non-criticalVehicle replacement / restoration exceeds Deliverables fail to meet 60 Mitigate (Reduce) vehicles during summer Project Managerproposed project timeline deadlines break.Delayed approval by school board 45 Retain (Not avoidable) None School board Project ManagerVehicle replacement / restoration costs exceeds Factor 10% of proposed 45 Mitigate (Reduce) Low funds Project Accountantproposed project budget project buffer as P-risk buffer Perform periodic quality assurance checks of Vehicles fail to meet inspection /Unable to hire reliable vehicle mechanic 12 Mitigate (Reduce) mechanic to ensure services restoration deadlines; Project Analyst meet performance complaints requirements
  30. 30. Automotive Rejuvenation Project 30 AppendixIllustration 6A: Organizational Chart School Board Project Sponsor Randy Darling Project Manager Edward Moran Matthew Sharp Matthew Caraway Loren Schwappach Project Designer Project Negotiator Project Analyst Project Accountant
  31. 31. Automotive Rejuvenation Project 31 ReferencesKelley Blue Book (2006). Kelley Blue Book- New Car Pricing, Used Car Values. Retrieved August 19, 2006, from http://www.kbb.com/Vehix.com (2006). Vehix.com - Home. Retrieved August 25, 2006, from http://www.kbb.com/

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