Project Management

Library Renovation Project Plan

 Group Members
• Zuvia Hussain
• Zahrah
• Hina
• Umbreen Irma
• Andleep
• Moosa Ali
 INTRODUCTION:
• The University of ALPHA Library Renovation Project
Plan will provide a definition of this project, including:
 project purposes,
objectives and scope.
• Additionally, the plan will serve as an agreement
between the parties of:
project stakeholders,
steering committee,
project manager,
project team, and
other personnel association with and/or affected by the
project.
 AUDIENCE:
• The Plan is created for the University of ALPHA
Library Chief Librarian and the Project Steering
Committee for approval.

• Upon the completion and approval of this project

plan, a full project team will be recruited.

• Construction bid will also be posted publically to

solicit the renovation construction team.Meetings
will be held to briefing on the Project.
 PROJECT CONTEXT:
PURPOSE: 
• Through renovation of the first floor of the ALPHA Library, this project is to present a new and
modern library model in the ALPHA Library, which is more energy-efficient and environment-
friendly.
• It is also expected to be more supportive for research, creative activity and community interaction. 
OVERALL PROJECT OBJECTIVE: 
• The purpose of this project is to build a library model in the ALPHA Library to satisfy library users.
• Its overall aim is to enhance productivity and enrich the research process for students and faculty in
the new information age. 
• 3.3. ASSUMPTIONS:
• The following assumptions were made in preparing the Project Plan:
• The purpose and objectives of renovation project have been recognized by the university board of
governors and supports will be provided by the mid and upper university and library management.
• Librarians and other library staff are supportive to the building of this new library model.
• Project team members are available and devoted as needed to complete project tasks and
objectives.
• The Steering Committee will participate in the timely execution of the Project Plan.
• Communications Plan and other project guidelines will be adhered to by all the project team
members.
• The project plan may change as new information and issues are revealed.
 PROJECT CONTEXT:
CONSTRAINTS:

Possible constraints are listed as following:

 
• The amount of the monetary donation might not be enough for the
whole project and financial support has to be ask from the university
board.

• Due to the nature of the renovation work, the construction period of six
months might not be enough.

• Some project members, e.g. technical staff, are from other departments
of the university, so other duties might consume substantial parts of
their time and make them unavailable to fulfill their duties in this
project.
 STAKEHOLDERS:
PRIMARY STAKEHOLDERS:

• University board of Governors: As governors of the library’s parent

organization, they have strong influence and interests on the project.
•  
• University of Alberta Library Advisory Committee:This committee
provides suggestions and advisory opinions for this project and set
up principles and expectations for completion of this renovation.
•  
• Renovation Project Steering Committee:This committee has direct
influence on the renovation project. All guidelines and rules have to
go through this committee, and all major decisions have to be
discussed in it. It gives directions and assistance to the project
manager.
 
 STAKEHOLDERS:
SECONDARY STAKEHOLDERS:
 
• Secondary stakeholders, while not having a direct interest in the project,
are those stakeholders who will or may be directly or indirectly impacted
by the project.

• Students and faculty users of this library .

 
• They are primary users of this library and are directly influenced by the
results of this project, but are not directly involved with the planning and
construction process of this project.
 
• Library staff who are not directly involved with the project.
 PROJECT FRAMEWORK:
DETAILED PROJECT OBJECTIVES :
 
• The renovation project is to achieve the following objectives:
 
• Change the present heavy background color of the first floor of ALPHA to a
brighter and more pleasant white one.

• Rebuild the electronic line so that 20 electronic outlets are available to support
usage of laptops.

• Install 20 desktop computers to satisfy users’ needs.

• Have five mini-conference and study rooms to serve as collaborative work spaces
for students.

• Include more comfortable chairs, desks and other furniture to encourage reading
and study.
 PROJECT FRAMEWORK:
SCOPE:
• In Scope:
Renovate floor and walls
Rebuild electronic wire lines
Build more study rooms
Procurement and installation of new furniture.
Procurement and installation of computers
• Out of scope:
The heating, ventilating and air conditioning systems
of the library building will not be changed in this
project.
PROJECT STRUCTURE:
ROLES, RESPONSIBILITIES, ACCOUNTABILITIES AND AUTHORITIES:
• Steering Committee:

• Provide guidance on overall strategic direction of the renovation project.

• Approve major funding and resource allocation strategies, and significant changes to funding or
resource allocation.
• Help to set project policies on communication, personnel, construction progressing, and project
review.
• Help to spread strategic input and buy-in to a larger portion of the university and library
organization.
• Provide directions to the project manager.
• Review project deliverables
• Project Manager:

• Manage the project taking into account integration across all areas.
• Manage and direct various project resources.
• Monitor and manage the project schedule, budget and risk.
• Organize steering committee meetings and present status reports in them.
• Manage team members and look after the interests of them.
• Communicate project status to stakeholders, team members and other involved parties.
• Maintain project documentation.
• Responsible for signing documents
Budget planning director:

• Budget planning.
• Collaborate with project manager on budget allocation.
• Report to steering committee
Design consultants:

• Present the floor design by interweaving feedback from Advisory Committee.

• Communicate planning with steering committee and project manager
 
Construction team:

• Conduct qualified construction as prescribed in contract.

• Finish construction deliverables as required in the project plan.
• Communicate construction progress with steering committee and project manager.
 
Technology group:

• Provide technical support as needed by the project.

• Computer and software installation as prescribed in the project plan.
 PROJECT APPROACH:
APPROACH: 
• This is a four phase project, with:
– the first phase being library floor designing;
– the second phase being construction;
– the third being installation of computers; and
– the fourth being survey and feedback.
 PROJECT APPROACH:
Deliverables:
 PROJECT SUCCESS:
CRITICAL SUCCESS FACTORS:
 
• Satisfy users’ needs of computers and networks
• Support group discussion and collaborative work.
• Encourage study and research.
COMPLETION CRITERIA:
 
• 20 computing workstations are properly installed and ready to be used.
• 20 electronic outlets are available for laptop plug-in.
• 5 study rooms are ready to be used.
• Installation of new furniture.
 PROJECT MANAGEMENT:
STATUS REPORTING:

• Status reporting is to be done in the following ways:

 
• Monthly status reports:
Project manager provides written monthly status report to the steering committee. The report
includes:

– o Summary of tasks completed in previous month.

– o Summary of tasks scheduled for next month.
– o Summary of issue and resolutions.
• Monthly steering committee meeting:

Project status and issues are reviewed and discussed by steering committee during the meeting.
•  Monthly project team status meeting:

Project status and issues are communicated to project team in this meeting.

– A blog will be built for this renovation project to communicate project status to project team members,
stakeholders and other interested groups.
 PROJECT MANAGEMENT:
ISSUE MANAGEMENT:
 
• Issues about the project will have to be raised two weeks before the start of the related project
stage and will be tackled by the following steps:
 
• Project manager will document the issue, as soon as a change which impacts any aspect of the
project, including schedule, staffing and spending;
 
• Project manager will review the issue, determine the associated impact to the project, and will
forward the issue, along with a recommendation to the steering committee for review and
decision;
 
• Steering committee will discuss the issue and try to reach consensus opinion on whether to
approve, reject or modify, based on available information and
  
• project manager’s recommendation. If no consensus is reached, the issue will be forward to the
project sponsor for ultimate resolution;
 
• Project sponsor will render a final decision on the approval or denial of a change;

• Project manager will notify the original requestor of the decision.

 PROJECT MANAGEMENT:
SCOPE CONTROL:
 
• Requests for changes to the scope and requirements of the
project will follow the same procedure of section 9.2 Issue
Management.
 
RISK MANAGEMENT:
 
• Risks and contingencies are stated in section 3.5 Risks &
Contingencies. The management of risks will follow the same
procedure as stated in 9.2 Issue Management.
 PROJECT PLAN:
ESTIMATION ASSUMPTIONS:
•  
– Project team members participate in activities as
prescribed in project timelines.
– No substantial market inflation during the
construction process
 PROJECT PLAN:
• RESOURCE REQUIREMENTS:
Human, equipment and financial resources for
this project are estimated as following:
• RESOURCE REQUIREMENTS:
• Team Skills:
THANK YOU