PROJECT PROPOSAL

FOR ACTIVATING A CALL CENTER AND WAREHOUSE IN AN EARTHQUAKE AREA IN NEWZEALAND FOR NEEDY PEOPLE

By: Yugal Gupta

Project Manager

Project details Start date Completion date for call centre Completion date for warehouse Closing date of the Project Project Manager

National Disaster Management Service 14st August 2011 10th October 2011 14th October 2011 14th October 2011 Yugal Gupta.

Project ownership: - This project will remain with the Project Manager until the project has been signed off as completed. Background: - The major earthquake measuring with 7.6 in magnitude affected the two major cities Napier and Hastings of New Zealand located in North Island. The National Disaster Management Service centre is going to be operating for two months 24*7 service. The needy people would call up 0800 tall free Red Cross number for assistance on relief services. National Disaster Management Service is going to be operated from Willington for 24*7 and client want us to provide this relief donation service to the needy people. It aims are providing relief services, rescue operations, first aid & welfare support like ERUs , maintain equipments for emergency, bulk first aid supply, catering equipments and search, rescue equipments. It aims to operate successfully and dissolve on time. Objectives of the project: To crate project plan. To crate budget of the project. To crate team and divide the responsibilities. To analyse fusibility of the project. To analyse risk of the project. To analyse risks which may create problems to the project? To provide on side and off side support to the needy people. Ensure all people get quick and accurate information and services. Ensure project setup and operate on time. Dissolution of project on time.

Project Scopes: Project will provide 24*7 services. Located in Willington for two months. Start, manage and dissolve on time. Petra Bagus will communicate media to inform public about 0800 Red cross tall free no. Toll free number allows people to call us free of cost. Create 24*7 services by providing 24 hour access updated information service.

Initialization phase: This project phase contains prepare questions about project, meeting with sponsor, feasibility study, analyze problem & opportunity for developing project and prepare project brief.

Planning Phase: - This phase contains work on the identify deliverables, analyze scope and objectives, research cost of the project, research components need for the project, analyse time take by the project, quality management and issue management.

Implementation Phase: - this phase include purchase of office furniture and headset phone and take back up. Closing Phase This phase contains develop final report, update the project plan/ Gantt chart, run the website, and Final Sign Off. Organisational Body:Ken York: The Group Controller of Civil Defence- He will receive the reports of the project and gives feedback on the process of project. Kathryn Mac Cullum: Civil Defence Head Coordinator-She will coordinate and help Project Manger by replying to the queries he has regarding the project and also receives the report and gives away the feedback to Project Manager. Yugal Gupta: Project Manager- Preparing Project Plan. Controlling and monitoring the project. Bring changes in the project plan if needed and assurance of the quality of the project. Maryanne Taylor: Project Team leader: Responsible of running of the Call Centre and manage all the calls and 15 volunteers under her. She also needs to report to Project Manager. Paul Crawford: Project Team Leader: Manages and controls the Warehouse with 8 volunteers. He is responsible for accepting and distributing the donated goods as well as recording all the transactions of the goods. He also reports to Project Manager.

Volunteers: There are altogether 23 volunteers available. 15 of them will help Maryanne Taylor in The Call centre and rest 8 will help Paul Crawford in The Warehouse.

Organization chart

Group Controller Ken York

Head coordinator Cathryn Mac Cullum

Project Manager Yugal Gupta

Red cross Regional Director Maryanne Taylor

Will Paul Warehouse administrator

8 persons for Hawkes Bay team

15 Call center volunteers

12 Warehouse operators

Truck and car drivers

Project Budget: Fixtures and other Rent of the building Forklifts Shelving Boxes Shrink wrap Rent of two vehicles Meal for volunteers Snacks Accommodation cost for volunteers Transportation cost for volunteers Petrol charges Stationary Maintenance cost Project Managers Pay Pauls Pay Maryannes Pay Price $1000/ month $500 $100 Duration 2 months QUANTITY 1 2 10 Total $2000 $1000 $1000 $1000 $1000 $2400 $21600 $4500 $3200

$20/day $12/ meal $5/person $800

2 months 2 months 2 months 2 months

2 120 60 4

$10

2months

$2400

$45/hour $45/hour $45/hour

2 months 2 months 2 months

1 2hours/day 2hours/day

$1000 $300 $1000 $21600 $4320 $4320

Project Manager: - Project Manager has responsibility of Planning. Organizing Staffing Budgeting Directing Controlling

Risk Management: It is essential to calculate each and every risk which can affect the project progress. Risk management is needed for project to manage the risks. When a risk is happen it is necessary to audit the risk and keep it in the record. Risk log is very useful to manage or avoid the risk in future Risk Possibilities: Delay in finding suitable building for Warehouse. Delay in assembling goods. Delay in distribution of goods and services due to bad weather. Delay in setup the call centre. Hardware or software crash in call centre. Network failure at call centre. Unable to login, password locked. Call centre volunteer get sick. Drivers get sick due to overburden of work. Delay in supply chain of goods. Due to power cut, inform people through media may be difficult. Insufficient space for injured people due to damage of buildings in Hastings. Insufficient goods carrier vehicles. Problem creates due to road crash like transportation, communication, and provides goods and services to needy people. Damage of services if there is again an earthquake. Re earthquake may cause damage of whole project or re installation of project. Economical risk. Political risk. Technical risk.

Risk management log: -

Risk no. 1.

Description of Risk N/A Delay in finding building for warehouse Delay in assembling goods Delay in distribution of goods and services due to bad weather Due to power cut communication may affect Delay in setup 0800 call centre Hardware or software crash in call centre

Possibility of Risk Low Medium high

Management plan immediately search for a suitable place Immediately arrange goods H Try for alternative options Contact to Petra Bugus

Action taken

Take building on rental contract. Ensure assembling done on time

2.

3.

4.

Problem resolved by Red Cross volunteer

5.

Finding out the Resolve problem problem and setup the call centre on time Immediately call the IT help desk IT person reset the hardware or software

6.

7.

Network failure at call centre Unable to login, password locked Call centre volunteer take sick leave Drivers get sick due to overburden of work

Immediately call the IT help desk Immediately call the IT help desk M Backup volunteer Spare driver

It person Resolve the Problem Reset password by IT Expert Send volunteer to call centre Replace the driver

8.

9.

10.

11.

Delay in supply chain of goods

Product comes to warehouse on time H search for an alternative

All the required products distributed on time

12.

Due to power cut, inform people through media may be difficult Insufficient goods carrier vehicles Due to road crash Transportation and Communication failure re appearance of another earthquake can crate problem to budget Re earthquake may cause damage of whole project or re installation of project Health and safety issue M

13. 14.

Manage Hire new goods vehicle for hire carrier vehicle H To ensure the crash roads get cleared It would require more funds It could be very difficult to run the Project The volunteers Ensure the safety might not be to the volunteers willing to provide service N/A N/A N/A Immediately speak to Hastings And Napier city council Ensure the fusibility of the Project

15.

16.

17.

17. 18. 19.

Economical risk Political risk Technical risk

N/A N/A N/A

Scope Change Management Plan Scope management plan will manage the scope of the project. If there is need required to change the scope then first need to fill out change Scope form and must be signed by all concerned parties Project needs a scope management plan to manage the scope of the project because if a scope change required sometimes it may stop the whole project or delay the project. Project manager is responsible for manage project work flow if there is any change of scope. The following things should be clear if anyone change the scope: Clearly define the reason for change. Scope change benefits. Whats impact of change scope on the cost? Whats impact of change scope on the schedule? Whats impact of scope change on the deliverable? Inform all team members of the changes. To ensure the quality.

Change Control Form

CHANGE REQUEST INITIATION: Originator: __________________ Phone#: (___)__________ email: ___________________

Date Submitted: ____/____/____

Field Name: ________________

CHANGE TYPE: New Requirement: ___

Requirement Change: ___ Design Change: __ __________ _______________________

Other:

REASON:

Legal: ___

Market: ___

Performance: ___

Customer Request: ___

Defect: ______ Other: _________________

PRIORITY:

Emergency: ______

Urgent: ______

Routine: ______

Date Required: ____/____/____

CHANGE DESCRIPTION: (Detail functional and/or technical information. Use attachment if necessary.)

Attachments: Yes / No

TECHNICAL EVALUATION: (Use attachment to explain changes, impact on other entities, impact on performance etc.)

Received By: ___________ Date Received: ___/___/___ Assigned To: _______________________ Date Assigned: ___/___/___

Type of Area Affected_________________________________________________________________________

TIME ESTIMATES to make the change:

Project Impact Analysis Needed:

Yes / No

APPROVALS:

Change Approved: ______

Change Not Approved: ______ Date: ____/____/____

Hold (Future Enhancement): ____

1. Signature ____________________________________________

Change Management log