This document summarizes a project to restore exterior metal surfaces at St. Rita's Parish facility. It includes a project charter, work breakdown structure, schedule, budget, governance plan, risk management plan, quality management plan, and performance monitoring plan. It also provides a summary of how the project went and lessons learned, noting the project was completed successfully but behind schedule and over budget due to weather-related risks and underestimating the scope of work required.

1. St. Rita’s Restoration
SELP 594
Spring 2012
Abdulaziz, Christine, Julio, Matt

2. 2
Agenda
• Project Charter
• WBS
• Schedule
• Budget
• Governance
• Risk Management Plan
• Quality Management Plan
• Performance Monitoring Plan
• Project Execution Summary
▫ How it went
▫ Lessons Learned

3. 3
Project Charter
Apply project management practices and principles to provide restoration services to
St. Rita’s Parish facility’s exterior metal surfaces
• Description: A service project was selected that focuses on the customer’s
need to rehabilitate and protect exterior metal surfaces significantly damaged
due to weather exposure.
• Scope: Restoration and painting of rectory external metal surfaces with
methodology and materials expected to last ≥ 5 years. Involve volunteer
coordination activities, material estimation, and customer deliverables.
Customer deliverables include a photographs and time record.
▫ Scope Inclusions: Driveway Railing, 6 Doors, 2 Stairways, Side Access Gate,
Main Entry Gate and Back Railing
▫ Scope Exclusions: Upstairs Doors, Electrical Room Gate, Metal Sliding
Doors, Metal Vents, Window Frames
• Constraints
▫ On-site Work – Predominately limited to weekends due to proximity and
Project Team work and school schedules
▫ Exterior Metal Surfaces – Special primer and paint to ensure endurance to
minimum of 5 years
▫ Local Regulations
▫ Doors – Security bolting of doors

4. 4
WBS
 Identified deliverables
 Followed 100% Rule
 Developed below level 3 (not
shown here)

5. 5
Schedule
MILESTONES

6. 6
Budget - Funds
 The project budget consists of labor and cost
estimates directly derived from pricing the
work breakdown structure.
 Individuals familiar with painting and
restoration processes were consulted to lend
help estimating material and time.
 A material estimate of $500 USD provided
by the Parish Operations Manager was set as
the material budget limit ceiling.
 Project funding will be secured via collection
of material donations from Parish Members,
Project Members, and Family & Friends.
 Management reserve (if needed) will come
from the St. Rita Parish Office in the form of
supplies purchased for any funds required,
but not collected.

7. 7
Budget - Labor
Labor Material
St. Rita's Parish Project Budget Summary 508.4 $499.45

8. 8
Governance
Roles & Responsibilities and Communication Plan
Organization
• Roles & Responsibilities
Communication Plan
• Identified for exchanges with the
customer and within the Project Team
▫ Exchange type
▫ Frequency
▫ Initiator
▫ Method
Role Responsibilities
Project Manager Coordination with St. Rita’s Parish
Execution of project
Coordination with Project Team and Volunteers
Generation of Project Report
Project Team Member Execution of project
Coordination with Project Manager and Volunteers
Generation of Project Report
Quality Manger – Mark
Supplies & Photos – Julio
Supplies & Document Template Preparer – Christine
Project Volunteer Execution of project tasks

9. 9
Risk Management Plan
Likelihood of Score
Occurrence
Very High 5
High 4
Medium 3
Low 2
Very Low 1
Budget (Cost) Risk Schedule Risk Technical Risk (Painting) Score
Must Reduce Scope to Meet Budget Unable to Meet Milestone Halts Entire Project Unless Resolved 5
Major Impact to Project Progress or
Major Cost Addition, Puts Budget at Risk Major Milestone Slip 4
Quality
Minor Impact to Project Progress or
Medium Cost Addition Minor Milestone Slip 3
Quality
Increased Resources Slight Impact to Project Progress or
Minor Cost Addition 2
Required to Meet Dates Quality
No Impact Minimal Impact No Impact 1

10. 10
Risk Management Plan - Example
Type of % of Prevention/Mitigation
ID Risk Description Severity
Risk Occurrence Plan
Accept – We have no way to
Weather – Execution of
prevent the occurrence of
restoration requires the
rain. In the event a work
workday + 1 day after to be
A Schedule 4 4 weekend is rained out, we can
rain free. The paint must be
“crash” the schedule by
applied at an ambient
working on a weekday before
temperature above 50 F.
or after work.

11. 11
Quality Management Plan
Definition Monitoring & Delivery
• Paint endurance – Paint to • Monitoring was the
adhere for ≥ 5 years, surfaces responsibility of the PM Team
must be prepared and coated and included both Quality
with primer prior to painting. Assurance (QA) and Quality
• Aesthetics – Surfaces need to Control (QC)
look visually pleasing, that is • QA: Consistent onsite
minimization of paint blotches process for
and complete coverage of all ▫ Preparation
surfaces with paint. ▫ Painting, primer, and surface
• Maintaining the cleanliness preparations
of the work site – Prevent ▫ Post-work clean-up
paint spills, clean up materials • QC: Execution of QA
after work day completion and process
prevent staining of non-metallic ▫ Ensured proper preparations
surfaces from preparatory work (e.g., drop cloth placement)
run-off. ▫ Trailing helper
▫ Post-work clean-up check

12. 12
Performance Monitoring Plan
What? When? Frequency? Who? Why?
Project Team To Account for Time Spent
Project Time When Labor is
Weekly Individuals and Project and Compare to Budgetary
Accounting Spent
Team as a Whole Goals
When Equipment
Project Budget PM w/Assistance from
Purchases are Bi-Weekly To Review Budget Spending
Accounting Project Team
Made
Prep./Primer/Paint When Project Work Quality Lead & Project To Ensure that All Work
In Process
Quality Review Is Carried Out Team Meets the Quality Plan
To Ensure that All Project
Technical Skill As Work is Being Project Team &
In Process Members are Striving For
Improvement Carried Out Volunteers
Improvement
Schedule Review When reviewing the
To Assess Whether or Not the
(Focusing on project in team Weekly Project Team
Project is on Schedule
Milestones) meetings.
MILESTONES

13. 13
The Project

14. 14
The Project

15. 15
Project Execution Summary – 1 of 2
How it went?
• Project completed successfully –All required
surfaces were restored prior to the set project
deadline of April 22nd
• Customer confirmed happiness with quality
▫ " You are meticulous in your standards, which makes
us particularly greatful for your effort. Thank you for
taking this on, and for doing such a wonderful job!"
• How did we perform against the Project Plan
▫ Behind Schedule Labor (Hrs) Material
▫ Under Labor Budget Projected 508.4 $499.45
Actual 443 $564.53
▫ Over $ Budget Delta 65.4 ($65.08)
% Change 12.8% 13%
decrease increase

16. 16
Project Execution Summary – 2 of 2
Lessons Learned
• Resource Efficiency
▫ Skills Identification – identify of each person’s
skills at the beginning, would have help us save time.
▫ Work Allocation – a lot of work was done as a
team, allocation of work to groups would have helped
manage our time to add more effort in less time.
• Risk Realization & Risk Management – the
realization of risk occurred during the project’s execution.
Risk A – Weather was realized multiple times. Out of this
we learned that having mitigation plans in place was
essential our ability to adjust and complete the project.
• Scope – Understanding the scope is essential, sometimes
this requires domain expertise. When we first undertook
the project, our lack of expertise with painting outdoors,
metallic surfaces drove us to seek out expert advice with
respect to the painting process/techniques and resources
required (time and materials).