PMP Final Version

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4/10/2015
Project Management Plan
Ons Plek - JEMPS

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Table of Contents
1. Scope of Statement..........................................................................................................................4
2. Work Breakdown Structure and Milestone List............................................................................5
3. Gantt Chart ....................................................................................................................................6-7
4. Communications Management Plan .......................................................................................8-11
5. Cost Management Plan ...........................................................................................................12-13
5.1. Cost Management Approach ................................................................................................... 12
5.2. Estimation of the Cost ............................................................................................................... 13
5.3. Actual Cost Differences and how it is managed ................................................................... 13
5.4. Change Control .......................................................................................................................... 13
6. Resource Management Plan ..................................................................................................13-21
6.1. Purpose: ...................................................................................................................................... 13
6.2. Resources for our project are: ................................................................................................. 13
6.3. Resource Constraints Scheduling:.......................................................................................... 14
6.4. Resource scheduling:................................................................................................................ 14
6.5. Utilization of Resources: ........................................................................................................... 15
6.7. The Project Management Team members and their specific skills: .................................. 16
6.8. Key Project Stakeholders (Stakeholder matrix) ...............................................................17-21
7. Risk Management Plan............................................................................................................22-24
7.1. Purpose ....................................................................................................................................... 22
7.2. Scope........................................................................................................................................... 22
7.3. Background to the Risk........................................................................................................23-24

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8. Sponsor Acceptance ................................................................................................................. 24
9. Appendix..........................................................................................................................................i
10.1. Appendix 1: Project Meetings...................................................................................................i
10.2. Appendix 2: Finance Records ................................................................................................xi
10.3. Appendix 4: Risk Management Matrix ................................................................................ xiv
Patrick (PM).................................................................................................................................................... xv
10.4. Annexure 5: Notes for Volunteers at Ons Plek................................................................. xvii
xvii
NOTES FOR VOLUNTEERS AT ONS PLEK PROJECTS .............................................................. xvii
CONFIDENTIALITY AND COUNSELLING.............................................................................................. xix
HEALTH ISSUES .......................................................................................................................................... xx
10.5. Appendix 5: GANTT CHART.............................................................................................. xxiii
1. ProjectScope Statement

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Project Purpose/ Business Justification
Address the vulnerability of young women on our streets who are easily exploited and abused.
Addressing the need of a skill/ Art that both beautifies and worthens young women.
Objectives
o Skill all the girls at the youth care centre in braiding and manicure.
o Integrating all races and ethnicity as part of the project.
o The trainee is expected in turn to teach the skills to other women around her in future.
o Playing a role, however small, in the transformation of women, street life and community.
o Achieving awareness and appreciation of the importance of the opportunity offered.
o Stirring commitment, readiness, eagerness and willingness, from the ladies involved, both on the project and in life.
o Establishing an equal, friendly and healthy relationship with the different participants on the project
Deliverables
Providing training workshops in braiding and manicure/Pedicure/ Others.
Scope
This project addresses the training of all the girls at Ons Plek Youth care centre only (braiding and manicure) within the ti me
and budget constraints.
Reaching to other women outside Ons Plek is beyond the scope of this project.

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2. Work Breakdown Structure and Milestone List
Project: Braiding & Manicure/Pedicure project For girls at Ons Plek shelter
Team Formation
Secure all permissions and approvals
Communication planning with the different stakeholders on the project (ONS PLEK Youth Care)
Activities: Braiding Training Manicure and Pedicure Closing Celebration
Milestones: Selecting the braiding hairstylist select the nail Artist Planing for the celabration
Search for second Hairstylist Select the pedicure artist preparing the gifts for the girls
Collecting the internal and external fundings for the project ( Fundings for the braiding and manicure/ pedicure
Preparing for The workshop(buying Hair fibers& contacting hairstylist) Introducing the Nail artist to the girls at the shelter preparing the gifts for the girls
Introducing the hair specialist to the girls at the shelter Preparation for each Manicure/Pedicure Session Decorating the shelter
Resource planning for the Braiding Resource planning for Manicure & pedicure Preparation for snacks and drinks
Risk planning for the project Cost planning for Manicure & pedicure Risk planning for the celebration
Cost planing for the braiding Risk planning for Manicure & pedicure Resource planning for the celebration
cost planning for the celebration
building the Web site
Preparing The Expo presentation

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3. Gantt Chart
N.B More detailed Gantt charts are found in Appendix 5: Gantt chart.

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4. Communications ManagementPlan
ID STAKEHOLDER INFORMATION
REQUIREMENTS/
MESSAGES
MEDIA/ VEHICLE FREQUENCY
1
Project Sponsor:
Mr Percy
Saungweme
 Project progress
 Arising challenges
 Project risks
 Financial position
 Project status report
 Formal meeting (See
Appendix 1)
 Email
 Phone (refer to appendix
2)
 ×4 a semester and
when required
2
Project
Manager:
Patrick
 Project status on
milestones of
project (refer to
Gantt chart)
 Task issues
 Team feedback
 Project risks
 Work allocation
 Formal meeting (See
appendix 1)
 Email (See appendix 2)
 Phone (See appendix 2)
 Daily and as when
required
3
Project
Coordinator:
Mpho
milestones of
project (refer to
Gantt chart)
 Task issues
 Team feedback
 Formal meeting (refer to
appendices)
 Email (refer to appendix
2)
required

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 Project risks
 Work allocation
2)
4
Project
Coordinator:
Elaine
milestones of
project (refer to
Gantt chart)
 Task issues
 Team feedback
 Project risks
 Work allocation
appendix)
2)
2)
required
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Project
Coordinator:
Sophia
milestones of
project (refer to
Gantt chart)
 Task issues
 Team feedback
 Project risks
 Work allocation
appendices)
2)
2)
required
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Project
Coordinator:
Juanita
milestones of
project (refer to
Gantt chart)
 Task issues
appendices)
2)
required

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 Team feedback
 Project risks (refer
to appendices)
 Work allocation
2)
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Pam Jackson:
Ons Plek
Director
 Volunteer
information
 Project scope
 Volunteer Application
form (refer to appendix
4)
appendices)
2)
2)
 Biweekly
 As and when
required
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Hair specialist:
Annah
 Task issues (refer
to responsibility
matrix)
 Team feedback
appendices)
2)
 Weekly ( once every
Thursday)
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Manicure
Specialist:
Natasha
to responsibility
matrix)
 Team feedback
appendices)
2)
Thursday)
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Trainees: Ons
Plek girls (refer
to appendices
for more)
to responsibility
matrix)
 Team feedback
appendices)
Thursday)

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Charlys’s
Bakery: JEMPS-
initiative Donor
 Project scope and
objectives
appendices)
2)
 SOCIAL MEDIA I.E. BLOG
(HTTP://JEMPS-
INITIATIVE.BLOGSPOT.COM)
 PHONE (refer to appendix
2)
 Seldom (once a
month)
 As and when
required
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New York
Bagels: JEMPS-
initiative Donor
objectives
appendices)
2)
 Social media i.e. blog
(HTTP://JEMPS-
2)
 Seldom (once a
month)
 As and when
required
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Cape Town
Community
objectives
(HTTP://JEMPS-
 Weekly (once every
Thursday)
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The Cape
Towner (Media):
Yonela Sinqu
objectives
(HTTP://JEMPS-
2)
 Seldom (once a
month)

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5. Cost ManagementPlan
This document will give a detailed breakdown of how we planned and estimated the
costs associated with the project. Reference will be given to the excel document:
Appendix 2
5.1. Cost Management Approach
The project team separated the Hair and the Nail activities. All the hair components
were divided between the team members, being Patrick (PM), Mpho, Sophia, Juanita.
Our team member: Elaine, offered to sort out all costs in regards to the
manicure/pedicure/others resources as can be seen on the Resource Plan section.
The manicure/ pedicure section includes also other small activities such as facial
treatment.
In Appendix 2, we give a breakdown of our income which consists of Patrick, Mpho,
Sophia, and Juanita who each had to bring in R700.00, whether it is from our own
pockets or if we’ve collected it from relatives, co-workers or churches.
These monies will be used for purchasing the hair fibres and also paying the hair
stylists with R200.00 per session. Elaine has paid the manicure artist R800.00 once
off. Some of the other costs are taken upon ourselves which we’ve not included in the
excel document.
All resources required for the hair stylist will only come from the following four team
members: Patrick, Mpho, Sophia and Juanita (Elaine is excluded from this list)
5.2. Estimation of the Cost
The breakdown of these amounts will be given in Appendix 2 which has the 3 sheets,
the first one being the estimated cost.
5.3. Actual Cost Differencesand how it is managed
When we look at Appendix 4, on sheet 2 we have the income and expenses, where
the final balance includes the amounts still outstanding.

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Taking that into consideration we can see that we will still have money left after all the
hair costs are taken into account, we have 3 weeks left to still cover the costs and any
extra money will be used to finance the celebration of the final session on the 30 April
2015. Donations and personal contribution will help finance the rest of the activities
required for the project completion. The project is cost-effective allowing for project
team members’ personal funding of the different activities.
5.4. Change Control
As mentioned above this project is cost-effective and when the projection of the costs
was made, the highest possible estimate of costs was preferred to the lowest, thus
making sure extra money will be generated.
The reason for this need of extra cash is for the closing day celebration at Ons Plek,
which was left out of our initial planning, but later on added unto the project as we saw
the need of celebrating the achievement of the project.
6. ResourceManagementPlan
6.1. Purpose:
The purpose of the information in this document is to indicate how the resources are
aligned to this project at Ons Plek, thus delivering a professional service which is our
deliverable. The resources are directly linked to the planning of the project.
6.2. Resourcesforour projectare:
- Funds
- People/Beneficiaries/Stakeholders
- Specialist skills
- Equipment
- Trainees

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- Technical skills
The above-mentioned resources utilised for the project are an addendum of the
Strategic Management processes of the chosen organisation: Ons Plek.
However, the project is not placing extra and/or conflicting demands on the chosen
organisation resources and because of the uniqueness of the chosen organisation;
The authority, responsibility and performance depend all on organisational structure
and culture.
6.3. Resource Constraints Scheduling:
The limited resource schedule usually reduces slack. By reducing slack we ensured
delay is minimised and we ensured that a number of critical and near critical activities
will not be delayed as well.
6.4. Resource scheduling:
- Project Management staff of whom the project manager is in charge must
determine how the assigned labour and /or equipment are adequate to deal
with the assigned project.
- We also need to determine if the original deadline is realistic. (For now the
available resources are sufficient to meet the deadline of the project)
- However when resources were depleted and /or when staff members run late
tasks are shared amongst available staff for a particular day.
- We were however able to continue with tasks as team members are multi
skilled.
6.5. Utilization of Resources:
Funds were obtained from the project team members and from anonymous donors.
Each project team member brought their own expertise to the project which further
enhanced the delivering of the project.

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These resources were utilized as follows:
FUNDS:
- Hair fibre (different textures)
- Flat iron
- Shampoo and conditioner
- Nail varnish
- Nail varnish remover
- Nail art stickers
- Nail clippers
- Nail files
- Nail buffers
- Feet soaking salt, feet scrub, feet balm
- Toe dividers
- False nails, glue
- Hand towels
- Hand and feet soaking bowls
6.6. The Project Management Team members and their specific
skills:
Sophia: Recruitment and Selection Official: Her expertise was utilized by giving
team member their Key performance area and tasks and tasks as per Job Description.
Patrick: Business management, finance and Law background. Project Manager on
this project.
Mpho: Social media official is utilized to create the web page for our project and other
tasks as per Job Description. He is a graduate from a tertiary Institution.
Juanita: Employed as a financial official at a Government Organisation, a graduate
from a tertiary institution. She is responsible for the finances of the Project and tasks
as per Job description for the Project.

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Elaine: Higher Certificate in Human Resource Management and currently employed
in a Government Organisation; concerned with the Employee Health and Wellness of
the Group Members and tasks as per job description.
Trainees:
Residents of the shelter are trained to obtain hair styling, manicure and pedicure skills.
They are all currently pupils receiving in-house schooling at Ons Plek.
Specialist skills:
Manicure specialist/ Pedicure specialist.
Hairstylist.
Equipment (Internal Resources)
Building, Water, Tables, Chairs
External Resources:
Transport of project team members.

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6.7. Key Project Stakeholders
Before going far looking at our project stakeholders lets define who stakeholders are. According to the project management slide
notes stakeholders or a stakeholder is someone who ‘‘can gain or lose from the success or failure of a project, who has a “stake” in
the project.’’ Stakeholders also can be defined as according to the project management 5th edition text book pg…… ‘‘Stakeholders
are people and organizations that are actively involved in the project, or whose interests may be positively or negatively affected by
the project.’’
A project role is an assignment on the project team. It’s similar to a job description. A team member can have one or more roles at
the same time. A person’s role may be temporary or last for the life of the project.
Key stakeholders
Stakeholder Information/requirement Medium Frequency
1 Sponsor Approval or rejection of project
after completion
Gives continuous advice
Four Times in
semester
2 Project
Manager
To oversee the project
progression in all areas
Whatsapp, emails and
face to face during
group meetings
Daily basis

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3 Project team To execute or take up different
roles to see to it that the project
succeeds.
Whatsup, emails and
face to face during
group meetings
Daily basis
4 Ons Plek
Management
Will directly benefit positively,
because this will send a good
image to their donors for
example (the government,
private donors etc.) or potential
donors
weekly
5 Project donors To fund the project 0r (ensuring
that there are enough resources
for successful project
completion).
Group meetings weekly
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Trainers To teach life skills for example,
braiding Pedicure and manicure
Whatsup and phoning weekly
7 Trainees Learns new skills that will help
them to improve their economic
wellbeing and will help them
keep busy and out of streets.
Face to face Once weekly

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Community Will benefit from the girls skills at
affordable prices because the
girls families are in different
communities. When they reunite
with their families
The purpose of this matrix is to gain clarity and agreement on who does what on this project, so we could define the columns with as
much detail as makes sense. For instance, in the above, Project Team could have been broken into the specific people that make
up our project team, with each person given their own column. We could then specify the actual individual responsible for the creation
of the Business Requirements.
After the matrix was completed, it was circulated for approval so that everyone understood and agreed to their roles and responsibility.
This was done early enough and was to be included in our Project Definition (charter). On the matrix, the different roles appear as
columns, with the deliverables listed as rows, the intersecting points describe each role's (or person's) responsibility for each
deliverable. A simple matrix follows.

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Responsibility Matrix
Sponsor Project
Manager
Project Team Ons Plek
Management
Project
Donors
Trainers Trainees Community
Project
Definition
A (Mr Percy
Saungwene ,
Ms Lisle
Svenson)
C (Patrick
Ilunga)
R (Mpho,
Juanita,
Elaine and
Sophia)
I I I I
Communi
cation
Plan
A (Mr Percy
Saungwene ,
Ms Lisle
Svenson)
C (Patrick
Ilunga)
R (Mpho,
Juanita,
Elaine and
Sophia)
N I
Business
Plan
A (Mr Percy
Saungwene ,
Ms Lisle
Svenson)
C (Patrick
Ilunga)
R (Mpho,
Juanita,
Elaine and
Sophia)
I
Status
Reports
A (Mr Percy
Saungwene ,
Ms Lisle
Svenson)
C (Patrick
Ilunga)
R (Mpho,
Juanita,
Elaine and
Sophia)
Business
Charter
A (Mr Percy
Saungwene ,
Ms Lisle
Svenson)
C (Patrick
Ilunga)
R (Mpho,
Juanita,
Elaine and
Sophia)
Business
Case
A (Mr Percy
Saungwene ,
Ms Lisle
Svenson)
C (Patrick
Ilunga)
R (Mpho,
Juanita,
Elaine and
Sophia)
Business
Requirem
ents
A (Mr Percy
Saungwene ,
Ms Lisle
Svenson)
C
(Patrick
Ilunga)
R (Mpho,
Juanita,
Elaine and
Sophia)
I I I I

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The letters in the matrix are interpreted as follows:
 A means that the person (or role) approves the deliverable.
 R means that the person (or role) reviews the deliverable.
 C means that the person (or role) creates the deliverable. (Usually there is only
one person who is responsible for creating a deliverable, although many people
may provide input.)
 (Other codes are I -- Provides input and N -- Is notified when a deliverable is
complete.
In the table above, the Project Definition document was created by the project
manager (Patrick Ilunga); reviewed by the project team and approved by the project
sponsor. The Business Requirements were created by the project team; reviewed by
our project manager and approved by the project sponsor ( Mr Percy Saungwene).

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7. Risk ManagementPlan
7.1. Purpose
This document will provide more information regarding the risks that we may
face over the life span of the project that we are conducting at Ons Plek Cape
Town and what we’ll do to ensure that it does not materialise.
7.2. Scope
It provides a list of risks associated with the Ons Plek project and what we’ve
put in place, hence we have a separate document called the Ons Plek Risk
Management Matrix which will be referred to throughout the project.
7.3. Background to the Risk
Our project is based in a very sensitive environment in terms of many rules
(refer to Appendix 5) this is and changes that can take place that is out of our
control. In terms of all the girls not able to finish our program and new girls
starting in the middle of the program. When their relationships with their families
are much better and more stable then social workers will give the go-ahead that
they may be re-united with their families for good and in other instances there
are new girls that are taken away from their families or whatever difficult
situations they may be in.
Below is more detail and reference to the risk matrix, the time scale on the risk
matrix refers to Weeks 1 to Week 9, which is from the 5 March 2015 (first
session) to the 30 April 2015 (last session).
Risk 1: Classroom Size I.T.O amount of girls – The girls come and go, as
some are re-united with their families, others run away and new girls join the

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group. This is a risk that is out of our control, all we need to ensure is that we
are very accommodating to the circumstances.
Risk 2: Girls not finishing the 8 sessions – This happens as a result of the
above risk. Which we have no control over we just need to accommodate
anything of the sort that does happen in these cases because it is such a
sensitive environment in which we are doing our project.
Risk 3: Uncooperative trainees – Some girls do not want to work with us, they
are drawn back and will sit in their corner and cut themselves off from everyone
else, this we however do understand but we need to engage with them so that
they can in a sense warm up to us and not see us as enemies.
Risk 4: Risking ourselves because we don’t have the necessary social
working skills to work with the girls – This is also as a result of the above
risk, we try to interact but they don’t always take not of us or say funny things
to us and we immediately just back off and we’ll speak to the ladies in charge
to rather deal with that.
Risk 5: Slow learners – Not all of the girls have been exposed to what we’re
doing there, they enjoy it but it also makes it a bit difficult because we only have
the go ahead to do the sessions during a specified amount of time and cannot
go past that due to strict rules.
Risk 6: Trainers not being able to attend – This happens because they own
their own little business and have their busy periods but that is something that
we knew about before-hand.
Risk 7: Bad Trainers – Trainers who do not care about the girls or doesn’t
have the passion for doing these things below their standard prices that they
charge. If it was a case where we get bad trainers it would mean that the quality
of the sessions would be really low and us as a team wouldn’t be successful in
our project then and as the role of the project team we also wouldn’t be
successful.

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Risk 8: Failure to find sponsorship – Not a lot of people want to invest in a
place like that especially for teaching the girls a skills because they don’t want
to spend money on something as valuable as running programs when some
girls end up running away, they see it as a waste of money. The only thing we
need to find sponsorship for is a celebration for the girls once they’ve completed
the sessions.
Risk 9: Unhappy Project Sponsors – If we do not meet regularly with our
sponsors we’ll find this occurring and it could cause great difficulty for the
success of the project.
Risk 10: Measuring success or failure – The difficulty of seeing if we’ve
succeeded in what we’ve put out for the girls to learn, but our program to
measure this risk is found in our celebrations planning where we’re going to
give the girls a chance to showcase what they’ve learned and this will take place
on the 30 April 2015.
All our risks are accompanied by a mitigation plan and also what more we can
do to try and avoid those risks and/or minimising the risks, these are all found
in the risk matrix, which is attached as an appendix.
8. Sponsor Acceptance
The project charter of this initiative was authorised by the project Sponsor: Mr Percy
Sangwene (Project management Lecturer) and the management of ONS PLEK.

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9. Appendix
9.1. Appendix 1: Project Meetings
PROJECT MEETING NO 1
Venue: Student centre DATE: 13th
of February 2015
START: 18h00
IN ATTENDANCE
 MPHO PHOBA (MP) Chair
 Patrick ILUNGA (PI) Scribe
 Juanita BOSTANDER(JB)
 Elaine Harris (EH)
 Sophia SINYINZA (SS)
AGENDA
1. Nomination and appointment of members to positions of responsibility
2. Discussion of potential projects
3. AOB
Proceedings
Agenda
Item
Deliberations/Discussion Action/Due
Date/Responsibility
1. Nomination and Appointment of
members to positions of responsibility
 The team nominated MP to preside
over the meeting.
 The team nominated PI as the scribe
for the day.
 All team members accepted the
nomination with no objection.
2. Discussion of potential projects
 Every team member discussed
his/her idea of a potential project
he/she had researched and brought
in for the meeting.
 No project was unanimously agreed
upon for to adoption.
Project Ideas to be
submitted by e-mail by
and to every group
member by Tuesday the
17th for discussion on the
18th of February after
class.

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 Decision to extend the period of
research and improve on each
individual idea.
3. AOB
 None
Next Meeting Scheduled for Friday the 20th of February 2015 Student Centre.
Meeting adjourned at 17:15
Venue: Student centre DATE: 20 th
of February 2015
START: 18h00
IN ATTENDANCE
 MPHO PHOBA (MP) Scribe
 Patrick ILUNGA (PI) Chair
AGENDA
1. Previous Meeting Issues
2. Finalising project choice to be signed off
3. Discussion of future responsibilities
4. AOB
Proceedings
Agenda
Item
Date/Responsibility
1.  Project ideas from each member
should’ve been done
 Arranging the meeting with project
sponsor Mrs L Svenson was done

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2. Finalising Project Choice after meeting
with Project Sponsor
 Combination of Sophia and
Patrick’s project,
 Patrick’s concern was that he’s not
sure if Ons Plek would allow us to
take the girls out to go to the home
Sophia has identified.
Patrick to follow up on
Ons Plek response
because Pollsmoor still
didn’t get back to him but
Ons Plek has given some
sort of response that
looks positive.
Sophia to also find out
about a shelter that we
could go to in Bridgetown.
 Mpho – Social Media, marketing,
motivation and reporting, taking and
compiling photographs
 Juanita – compiling of reports and
being the treasurer of any income,
getting donations
 Sophia – Getting donations and
looking for hair stylist to train the
girls
 Patrick – Project Manager (assists
with everything)
 Elaine – Getting donations and
arranging trainers to do the
pedicure and manicure
Everyone to bring
feedback for the next
scheduled meeting on 27
February 2015.
4. AOB
 None
Meeting adjourned at 19h30
PROJECT MEETING NO 3 -- Mpho please complete as you did the minutes for
this meeting
Venue: Student centre DATE: 27 th
of February 2015
START: 18h00
IN ATTENDANCE
 MPHO PHOBA (MP) Scribe
 Patrick ILUNGA (PI) Chair

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AGENDA
2. Finalising project choice to be signed off
4. AOB
Proceedings
Agenda
Item
Date/Responsibility
1.  Project ideas from each member
should’ve been done
 Arranging the meeting with project
sponsor Mrs L Svenson was done
2. Finalising Project Choice after meeting
with Project Sponsor
 Combination of Sophia and
Patrick’s project,
 Patrick’s concern was that he’s not
sure if Ons Plek would allow us to
take the girls out to go to the home
Sophia has identified.
Patrick to follow up on
Ons Plek response
because Pollsmoor still
didn’t get back to him but
Ons Plek has given some
sort of response that
looks positive.
Sophia to also find out
about a shelter that we
could go to in Bridgetown.
 Mpho – Social Media, marketing,
motivation and reporting, taking and
compiling photographs
 Juanita – compiling of reports and
being the treasurer of any income,
getting donations
 Sophia – Getting donations and
looking for hair stylist to train the
girls
 Patrick – Project Manager (assists
with everything)
 Elaine – Getting donations and
arranging trainers to do the
pedicure and manicure
Everyone to bring
feedback for the next
scheduled meeting on 27
February 2015.

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4. AOB
 None
Venue: Student centre DATE: 30th of March 2015
START: 17h35
IN ATTENDANCE
 MPHO PHOBA (MP)
 Patrick ILUNGA (PI)
 Juanita BOSTANDER(JB) Scribe
 Elaine Harris (EH) Chair
AGENDA
2. Project Management Plan
3. AOB
Proceedings
Agenda
Item
Date/Responsibility
1. In our previous workshop at ONS PLEK
which is every Thursday since the 5 March
2015, we had a situation where both the
hair stylist and nail artist could not make it
– we then improvised and had an exercise
session instead
Risk that we have when
our trainers are not able
to come but we have
identified it previously.
 Discussion of the way forward,
assigning tasks to individuals
 Working on it together also to
ensure there is synergy
Breakdown of tasks:
WBS: Patrick + whole
team
Gantt Chart: Patrick
Risk Plan: Juanita +
Patrick

vi
Communication Plan:
Mpho + Juanita
Resource Plan: Elaine +
Sophia
Stakeholders Matrix:
Sophia
Budget: The whole team
3. AOB
Final Celebration proposed date: 30 April
2015
 Donations for food
 Thank you Hampers – Chocolates,
Thank you cards
More in depth discussion
to still take place
Next Meeting Scheduled for 31 March 2015 Student Centre.
Venue: Student centre DATE: 31st of March 2015
START: 17h35
IN ATTENDANCE
 MPHO PHOBA (MP)
 Elaine Harris (EH) Scribe
 Sophia SINYINZA (SS) Chair
AGENDA

vii
3. AOB
Proceedings
Agenda
Item
Date/Responsibility
1. None
 Continuation of working on our PMP
together
We all have our own
individual tasks, however
we rather sit together and
do it so that if anyone
needs clarity on anything
we as a whole group can
maybe share some light
and clarify things so that
we are all on one page.
3. AOB
 None
Next Meeting Scheduled for 1 April 2015 Student Centre.
Venue: Student centre DATE: 1st
of April 2015
START: 17h35
IN ATTENDANCE

viii
AGENDA
3. AOB
Proceedings
Agenda
Item
Date/Responsibility
1. None
together
We all have our own
we rather sit together and
do it so that if anyone
needs clarity on anything
we as a whole group can
maybe share some light
and clarify things so that
we are all on one page.
3. AOB
 None
Next Meeting Scheduled for 6 April 2015 Student Centre.
Venue: Student centre DATE: 6th
of April 2015
START: 10h00
IN ATTENDANCE

ix
AGENDA
3. AOB
Proceedings
Agenda
Item
Date/Responsibility
1. None
together
We all have our own
we rather sit together
and do it so that if
anyone needs clarity on
anything we as a whole
group can maybe share
some light and clarify
things so that we are all
on one page.
3. AOB
Celebration of the party
Thank You Hampers consist of and price
estimation:
 Cellophane & Ribbon = R80.00
 Hand-made thank you cards to
Trainers and Caregivers and
Chocolates = R10.00 + R100.00
=R110.00
 Cosmetic products: Lotion,
nailpolish, lipstick, tissues, manicure
sets, spray= R15 + R5.00 + R15.00
+ (R20 + R20) + R20 + R20 = 65.00
* 15 = R975 + 40 = R1075.00
 Personalised notes to the girls with
their names on
Total for Hamper: R1265.00
Food for that day:
 Cakes – 3 * R45.00 = R135.00
 Platters we’ll do ourselves –
Samoosas, chicken, sausage roll,
 Side plates, glasses,
cutlery will be
provided by Elaine

x
Vienna, tomatoes, cucumbers,
lettuce, pies = R300.00
 Juice we’ll provide ourselves –
R45.00 + R30.00
 Chips = R30
Total food: R540.00
Total of Food and Hampers: R1805.00
Programme for 30 April 2015
 The girls will do the decorations
before we get there– balloons etc.
 Girls will do their caretakers, hair
nails and feet – hair will be done
prior to the 30 April 2015
 We’ll give the girls an hour to do
their caretakers nails and feet, they
should do the hair in the week prior
to when we come, so we’ll take the
before and after photo’s
Other duties:
Juanita is to do the compilation of the
project by Wednesday 8 April so that we
can meet with the lecturer before the hand-
in date to ensure that everything is in order
or whether we need to make other changes
to the project.
Next Meeting Scheduled for 09th April 2015 Student Centre after class.

xi
9.2. Appendix 2: Finance Records
9.2.1. Estimated Costs
Estimated cost as at February 2015
Activities
Hair Costs
Per
Session
Manicure and
Pedicure Costs
Celebration
Costs
Trainers ( R300
*2) R 600.00
Manicure and
Pedicure Trainer R 800
Gift Hampers
R 1 295.00
Hair Fibres R 360.00
All products
used R1200.00 Refreshments
R 510.00
R 960.00
Total * 4
Sessions R 3 840.00 R 2 000
R 1 805.00
Total Cost
Estimation R 7 645.00

xii
9.2.2. Income and Expenses
Financial Sponsor's which we as a team have collected thus far and the expenses which we
have incurred as at 6 April 2015
Income
ONSPLEK--JEMPS
Expenses
Date Name Amount Date
Name and For
what
Amount
5/03/2015 Elaine R 800.00 5/03/2015 Manicure artist R 800.00
Donation
R 500.00
Sophia
Purchased Hair
Fibres R 70.00
19/03/2015 Juanita
R 300.00
Anna (hair
specialist) R 200.00
26/03/2015 Patrick
R 300.00 12/03/2015
Anna (hair
Sophia
R 200.00 19/03/2015
Anna (hair
01/04/2014 Mpho
R 350.00 26/03/2015
Patrick Puchased
Hair Fibres R 75.00
02/04/2015 Patrick R 200.00 Anna absent R 0.00
Sophia
R 100.00 02/04/2015
Patrick Puchased
Hair Fibres R 100.00
Sophia
R 70.00
Easter Eggs for
the girls R 65.40
R 2 820.00 R 1 710.40
Balance R 2 389.60

xiii
9.2.3. Outstanding Amount
Monies Outstanding 700
Outstanding Amount as at 6 April
2015
Patrick (PM) 200
Sophia 330
Mpho 350
Juanita 400
Total 1280

xiv
9.3. Appendix 4: Risk Management Matrix
Ten Risks:
1. Classroom Size I.T.O amount of girls.
2. Girls not finishing the 8 sessions.
3. Uncooperative trainees.
4. Risking ourselves - not having the necessary social working skills to work with these girls.
5. Slow learners.
6. Trainers not being able to attend.
7. Bad Trainers.
8. Failure to find financial assistance.
9. Unhappy Project Sponsors
10.Measuring of success or failure

xv
Step 1: Risk
Identification
Step 2: Risk
Assessment
Step 3: Risk Management
List of Possible
Risks
Likelihoo
d
H/M/L
Impact
H/M/L
What are we already doing
about it? (mitigating factors)
What more can we do
about it?
Timescal
e
Person
Responsible
Reviewed
Level of
Risk
1
Classroom Size I.T.O
amount of girls
H H
We've ensured that we run
more than one workshop at a
time so that the girls can be
split amount the 2.
Look around for more
trainers to join us and
negotiate a good price.
Week 1 -
9 Patrick (PM) H
2
Girls not finishing the 8
sessions
H H
Each session we're making
sure that the trainees get as
much exposure to the different
styles and things that can be
done to make sure that
they've gained enough
knowledge to carry on.
Out of our control.
Week 1 –
9
Trainers and
the Project
team H
3
Uncooperative
trainees
H H
Giving the trainees an
ultimatum or incentives for
their participation.
Giving them motivational
talks before we start with
each session.
Week 1 –
3
Project
Team L
4 Risking ourselves - not
having the necessary
social working skills to
work with these girls M M
We're encouraging one
another and we pray for each
other.
Have team building
sessions because we're
one unit that needs to
stay together.
Week 1-
3 Patrick (PM) L
5
Slow learners
M M
Leaving materials for them to
practice with during the
course of the week.
Encourage them to
participate and
persevere. Motivational
talks. Week 1 Project Team L

xvi
6
Trainers not being able
to attend
M M
Using those sessions as
exercising sessions
Get more trainers who
can come in place of the
others who can’t make it.
Week 1 –
9
Sophia,
Patrick,
Elaine M
7
Bad Trainers
L H
After the first session we've
seen that they know how to
work with the girls and they've
paid attention. Chose trainers
who run their own salons,
entrepreneurs
Get better incentives for
the trainers to not slack
and also show our
appreciation for them.
Week 1
Sophia,
Patrick,
Elaine L
8
Failure to find
Financial Assistance
L H
Getting funds from people
surrounding us and even from
our own pockets
We’re doing our research
and sending out letters to
get sufficient support and
also following up on these
attempts.
Week 1 -
4
Juanita,
Mpho M
9
Unhappy Project
Sponsors
L H
Ensuring that we’re sticking to
the guidelines given by them.
Schedule regular
meetings with the
sponsors.
Week 1 –
6 Project team M
10
Measuring of success
or failure
L H
Leaving the necessary
products so that the girls can
practice during the week.
Have a bit of competition
amongst the girls and
give out prizes to keep
them motivated.
Week 1 –
9 Project Team M

xvii
9.4. Annexure 5: Notes for Volunteers at Ons Plek
NOTES FOR VOLUNTEERS AT ONS PLEK PROJECTS
Welcome!!! We hope that your work with us will be challenging and fulfilling for you, and a real gift to the girls.
Herewith some of the basic conditions of volunteer work at Ons Plek Projects.
First of all, where is what and who is who:
We have two houses, the intake shelter (Ons Plek) in Albertus Street Cape Town and the community house (Siviwe) at York
Road Woodstock.
The person presently responsible for volunteers is Gina Jagers (Unit Manager Siviwe/Volunteer Co-Ordinator). As a volunteer
you are responsible to Gina, who may designate you a direct supervisor as well. If you are working at Ons Plek you would report
directly to either the Social Worker/Unit Manager/Educator.
And then, guidelines guideline and guidelines:

xviii
A volunteer is a person who does an important job of work without pay and of his/her own free will. We regard your contributio n
as very important to the project and therefore we ask for a commitment similar to that of a staff member as far as regular
attendance is concerned.
DON’T FORGET!!!!:
The Child Care Workers are responsible for everything the girls do. Volunteers must always ‘check in’ with the child care worker
on duty when arriving and when leaving.
WORK TASKS
Make sure you know what your work will entail. It is important to be clear from the beginning why you are involved and what is
expected of you. If you have any queries about the work or organisation, please feel free to ask.
COST OF ACTIVITIES
Confirm with Gina how the cost of equipment (e.g. pens, paper, photocopying, art materials, transport for children etc.) needed
for your work will be covered, before finalising plans for sessions.
REGULAR ATTENDANCE

xix
We will try to arrange your voluntary work to the hours you wish to give. Reliability is very important. When you are unable to
come, please cancel and make an alternative arrangement as early as possible. If you cannot get hold of Gina (or your direct
supervisor if you have been allotted one), speak to the child care worker on duty.
If you feel you are in the wrong situation and you are not finding your voluntary work satisfactory or rewarding, it may be possible
to find more rewarding voluntary work. Once again let Gina know a month in advance so you can do a good farewell for the girls.
CONFIDENTIALITY AND COUNSELLING
At Ons Plek confidentiality is kept within the direct service staff team. This is made very clear to the girls, so that they know when
something they share with one person may be known to other staff members as well. While we cannot share confidential
information with volunteers, it is very important that volunteers make clear to the girls that anything shared with a volunteer may
be told to the direct service staff. This prevents traumatic situations arising where a volunteer has important or even dangerous
information (e.g. where a girl says she is planning to harm herself or another person) and then has to break trust with the girl and
tell staff anyway.
Volunteers do not get involved with counselling the girls, and the following guidelines are valuable in making sure one keeps the
conversation on a clear befriending level.

xx
Do NOT talk about the past, pain, private issues and problems with the girls. It is OK to chat about the present, positives and
future dreams.
For example asking a girl why she is at Ons Plek, where her family is, where her mother is, where she is from, whether she lived
on the streets, what strolling/street life is like, how long she has been here, how she feels about being here, anything about sex,
rape, abuse, drugs etc. are all quite UNSUITABLE topics.
Examples of SUITABLE topics would be sharing about your and her favourite TV programmes and personalities, your and her
best liked sports and sporting heroes, favourite foods, fashion and hairdos, what she would like to do when she grows up, what
she most likes doing and learning about, etc.
If a girl shares personal information with you freely without you having introduced the subject at all, you may listen respectfully to
as much as she wants to tell you, as long as you do not delve any deeper.
If you feel uncertain about something that arises in your work with the girls, talk to Gina or the Director, Pam Jackson.
HEALTH ISSUES
HIV/AIDS is a fact of life in South Africa. Who is HIV+ and who is HIV – is each person’s private information. At Ons Plek we use
‘universal precautions’, meaning that we behave as if everyone is HIV positive when attending to wounds etc.

xxi
PHOTOGRAPHS:
There are legal considerations in taking photographs of children at Ons Plek, since the children are protected by the Child C are
Act. You may only take photographs of the girls (cell phones included) with the permission of the Director (Pam Jackson). All
photographs intended for the girls must be given to the Unit Manager or Director. Some girls give photos of themselves to fri ends,
leaving them with no record of their own lives. The person in charge makes sure that the photos are kept in the girls’ life story
albums rather than dispersed amongst their peers.
SECURITY:
While Ons Plek and Siviwe are “safe houses”, being ‘security wise’ can prevent mishaps. Hand, handbags, mobile phones and
jackets to staff members for safekeeping while you are with the girls.
IF YOU ARE WORRIED:
If there is anything bothering you about the session or the child, discuss it with the child care worker or contact Gina.
GIFTS AND DONATIONS:
Do not give individual children gifts.
Consult with the child care worker if you want to donate anything to the girls.

xxii
PROMISES:
Do not make promises you cannot definitely keep.
Good boundaries and absolute honesty about the duration and nature of the placement is essential in the volunteer’s relationship
with the girls.
Best Wishes!
From Pam Jackson and Gina Jagers
(Director) (Unit Manager - Siviwe)
Ons Plek Contact information:
e-mail: onsplek@new.co.za
website: www.onsplek.org.za
postal address: Ons Plek Projects, P.O. Box 3506, Cape Town, 8000, South Africa
telephone: +27 (0) 21 465 4829 (Ons Plek Projects) / 448 6529 (Siviwe)

xxiii
9.5. Appendix 5: GANTT CHART

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