Project 1:

Ladybird House
(Kindergarten for disadvantaged kids)
Project Code: FP 3-1999

Project Handbook
Version 1.0
Project Manager: Ruxandra Enache
Date (last changes): 1st of May 2002

Ladybird House
(FP 3-1999)

PROJECT CHARTER

Project start date

1st of May 2002

Project end date

31st of July 2003

Project objectives

Project non-objectives

Refitting plan accomplished

Administrative personnel selected

Building authorisation signed

Educators and social assistants selected

House refitted

House entirely equipped with kindergarten

furniture

Kindergarten curricula prepared

Project phases

Project costs

Project income

Project Management

Not the case

Contracting

Refitting design

Permits

Refitting execution

Furniture procurement

Garden & yard decoration

Curricula development

160.000

Project sponsor

Project manager

Liviu Crainic General Manager of the Pestalozzi

Foundation

Ruxandra Enache

Project team members

Monica Borasteanu project manager assistant (authorisation responsible)

Andrei Manolescu refitting responsible

Mihai Trinca procurement responsible

Mihaela Cozarescu curricula development co-ordinator

Relationships to other projects

Synergies with Help for poor families project

Synergies with Social Pedagogy training program

Conflicts with Orientation for life and Ladybird Day Centre for youths

Relevant project environments

 Community with many very poor families with an great number pre-school children /family interested
in the project
Child Protection Department should face many social problems concerning the pre-school children (lack
of children watch, abuse, lack of basic education, etc) should be interested in the project
Local authorities interested to solve the problem for pre-school children should be interested in the
project because of:
o many pre-school children in the community
o lack of sufficient kindergartens
o lack of financial possibilities for the families to send pre-school children to
kindergarten
The main Pestalozzi Foundations sponsor wants diversification of projects and clients - interested in the
project
The actual trend to be involved in child protection filed - other potential donors and sponsors may be
interested in the project

Version 1.0

Project manager

Project owner (team)

Ruxandra Enache

Liviu Crainic General Manager of the Pestalozzi

Foundation
Date: 1st of May 2002

Author: Ruxandra Enache

Ladybird House
(FP 3-1999)

PROJECT OBJECTIVES PLAN

Main objectives

Refitting plan accomplished

Building authorisation signed

House and garden refitted

House entirely equipped with kindergarten furniture

Kindergarten curricula prepared

Additional objectives

Accumulation of experience in developing similar programs

Accumulation of legal information in educational programmes

Partnerships local authorities in child protection filed

Non-objectives

Selection of the administrative personnel

Selection of the educators and social assistants

Selection the kids form poor families

Version 1.0

Date: 1st of May 2002

Ladybird House
(FP 3-1999)

PROJECT OBJECTS BREAKDWON

STRUCTURE

Object of Consideration Type

Object of Consideration

Contracts

Design of the building refitting contract

Adapted per

Execution of the building refitting contract

Utilities contracts (water, electricity, heating, garbage
collecting)
Furniture procurement contract

Permits

Urbanism certificate
Sanitary notice, electricity notice, gas notice, water and
canalization notice
Building refit authorisation
Health-care authorisation

Refitting plans

Architectural plan and structural plans

Electric wires, plumbing, sewerage and heating system
plans

Procurement

Furniture
Internal decorations
Air-conditioning equipment
Gardening decorations
Child swings

Personnel

Construction specialist
Curricula specialist
Contracting specialist
Procurement specialist

Kindergarten curricula

Educational curricula
Vocational curricula
Long-life skills curricula

Version 1.0

Date: 1st of May 2002

Author: Ruxandra Enache

Ladybird House
(FP 3-1999)

Version 1.0

PROJECT WORK BREAKDOWN STRUCTURE

Date: 1st of May 2002

Author: Ruxandra Enache

Ladybird House
(FP 3-1999)

WBScode:

1.4.1.

WORK PACKAGE DETAILS

WP-label:

CONTRACTING REFITTING EXECUTION AND

UTILITIES

WP-content

Adapted per

Negotiation for the refitting execution

Preparing documentation for utilities permits

WP Progress Measurement
(in % or verbally)

WP results

Refitting execution contract

Water supply contract

Electricity supply contract

Gas supply contract

Garbage collecting contract

WBSCode:

1.6.4

WP label:

CHILDREN
PLAYGROUND SETTING UP

WP content

Enclosing playground

Transporting sand

Laying down the sand

Buying child swings

Mounting child swings

WP results

Children playground finished

Sand place finished

Sand toys procured

Child swings in place

Version 1.0

Adapted per

Adapted per

WP Progress Measurement
(in % or verbally)

Date: 1st of May 2002

Adapted per

Author: Ruxandra Enache

Ladybird House
(FP 3-1999)

Version 1.0

BAR CHART

Date: 1st of May 2002

Author: Ruxandra Enache

Ladybird House
(FP 3-1999)

PROJECT MILESTONE PLAN

Planned
date
adapted
per

WP-code

Milestone

Planned date

1.1.1.1

Project assigned

1st of May 2002

1.2.5.1.

Refitting design approved

4th of November2002

1.3.3.1.

Construction authorisation signed

17th of February 2003

1.1.3.2.1.

Interim project report approued

26th of Febryary 2003

1.4.5.1.

Refitting execution approved

18th of June 2003

1.7.4.1.

Curricula signed by authorities

19th of May 2003

1.5.5.1.

Furnishing house finished

27th of June 2003

1.4.6.1.

Healthcare authorisation signed

9th of July 2003

1.1.3.4.1.

Final project report approved

8th of August 2003

1.1.4.1

Project approved

31st of July 2003

Version 1.0

Date: 1st of May 2002

Actual date

Author: Ruxandra Enache

Ladybird House
(FP 3-1999)

PROJECT COST PLAN

WP Code

WP Label

Cost type

Planned
quantity

Price

TOTAL
Phase
1.1

Planned
costs

146,800
Project management

5,100

1.1.1

Project start

Personnel

6PD

150

900

1.1.2

Project coordination

Personnel

10PD

150

1,500

1.1.3

Project controlling (meetings and

reports)

Material
Personnel

100
8PD

150

Material
1.1.4

Project close-down

Personnel
Material

1.1
Phase
1.2
1.2.1
1.2.2
1.2.3
1.2.4
1.2.5
Phase
1.3
1.3.1
1.3.2
1.3.3

1.3
Phase
1.4
1.4.1
1.4.2
1.4.3
1.4.4
1.4.5

Project organization risk (see project

risk analysis)

Risk costs

Refitting design

Contracting refitting design

Technical investigation
Architectural design
Structural design
Water, electricity,
heating refitting

4PD

150

600
200

100

Material

100

Contract

5,000

Contract

900

Contract

550

Contract

350
800

Material

100

Material

350

Material

200

Risk costs

150

Refitting execution

Contracting refitting execution

and utilities
Structural refitting
Water, electricity, heating refitting
Carpentry assembling
Internal and external finishing

500

6,900

Permits

Urbanism certificate
Utilities permits
Construction authorization
Delay of permits approval

1,200

121,200
Material

100

Contract

66,000

Contract

12,000

Contract

12,000

Contract

30,000

1.4.6

1.4
Phase
1.5
1.5.1
1.5.2
1.5.3
1.5.4
1.5.5
Phase
1.6
1.6.1

Healthcare authorization
Refitting execution risks

Material

250

Risk costs

850

Furniture procurement

Furniture selection
Contracting furniture
procurement
Furniture procurement
Furniture transport
Furniture assembling

6,900
Material

100

Material

100

Contract

6,500

Contract

100

Material

100

Garden and yard decoration

1,900
Material

Cleaning the garden

Personnel
1.6.2

Landscape gardening
Children playground setting up
Flower seeds planting

Phase
1.7
1.7.1
1.7.2
1.7.3
1.7.4
1.7.5
Version 1.0

2PD

100

2PD

50

Kindergarten curricula assembling

100
500

2PD

50

100
200

2PD

50

Curricula development

Preparing educational curricula

Preparing vocational curricula
Preparing life-long skills curricula
Curricula approving

200
50

Material
Personnel

100
500

Material
Personnel

1.6.5

50

Material
Personnel

1.6.4

2PD

Material

Fence construction

Personnel
1.6.3

50

100
4,000

Personnel

3PD

300

900

Personnel

3PD

300

900

Personnel

3PD

300

900

Material

200

Risk costs

1PD

500

500

Personnel

2PD

300

600

Date: 1st of May 2002

Author: Ruxandra Enache

WBS- code

1.1.1
Project start
D

1.1.2
Project coordination
I
C1

1.1.4
Project controlling
I
C1

1.1.5
Project close-down
D
C1

1.2.1
Contracting refitting design
D
I
P
P

1.2.2
Technical investigation
C,I
C
P

1.2.3
Architectural design
C,I
C
P

1.2.4
Structural design
C,I
C
P

Environment 1(authorities)

C1
I
I

I
I

C1

Environment 3 (Community)

Environment 2 (Suppliers)

Sunteam 3 ( Financial Department)

Subteam 4 ( S.C. Best Construct S.R.L.

- refitting exacution)

Subteam 3 (S.C. Stil Design S.R.L.)

refitting design

Subteam 2(direct projects wth

children department represetntaive)

Sunteam 1(social pedagogy

training department representative)

PTM 4 (curricula developmnet coordinator)

PTM 3 (procurement
responsible)

PTM 2 (refitting responsible)

assistant)

PTM 1(project manager

Project manager

WB label
Project owner (team)

Ladybird House
(FP 3-1999)

PROJECT RESPONSIBILITY MATRIX

Project roles and relevant environments

1.2.5

Water, electricity,
heating refitting

1.3.1

Urbanism certificate

1.3.2

Legal permits

1.3.3

Construction authorization

C,I

C,I

C,I

C,I

1.4.1

Contracting refitting
execution
and utilities

1.4.2

Structural refitting

1.4.3
1.4.4
1.4.5

Water, electricity, heating

refitting
Carpentry assembling
Internal and external
finishing

1.4.6

Healthcare authorization

1.5.1

Furniture selection

1.5.2

C,I

Contracting furniture
procurement

C,I

C1

P
C1

C1,D
C1

C1

C1,D
P

C1

C1

C1,D

C1

1.5.3

Furniture procurement

C,I

1.5.4

Furniture transport

C,I

1.5.5

Furniture assembling

C,I

1.6.1

Cleaning the garden

C,I

C1

C,I

C1

C1

C,I

C1

1.6.2

Fence construction

1.6.3

Landscape gardening

1.6.4

Children playground setting

up

P
P

1.6.5
1.7.1
1.7.2
1.7.3

Flower seeds planting

Preparing educational
curricula
Preparing vocational
curricula
Preparing life-long skills
curricula

1.7.4

Curricula approving

1.7.5

Kindergarten curricula
assembling

Version 1.0

C,I

C1

C,I

C,P

C1

C,I

C,P

C1

C,I

C,P

C1

C,I

C,P

C,I

C,P

Date: 1st of May 2002

C1,
D
P

I
Author: Ruxandra Enache

Legend: C coordination, initialisation; P performance; C1 contribution, consulting; D decision; I information

Ladybird House
(FP 3-1999)

PROJECT ORGANISATION CHART

Project role

Person performing role

Project sponsor

Liviu Crainic

Project manager

Ruxadra Enache

Project Team Member 1

Monica Borasteanu

Project Team Member 2

Andrei Manolescu

Project Team Member 3

Mihai Trinca

Project Team Member 4

Mihaela Cozarescu

S.C. Stil Design S.R.L.

Chief Architect - Ileana Petcu

S.C. Best Construct S.R.L.

Chief Engineer

Version 1.0

Telefon

e-mail

Ilie Moraru

Date: 1st of May 2002

Author: Ruxandra Enache

PROJECT COMMUNICATION
STRUCTURES

Ladybird House
(FP 3-1999)

Meeting
Project start
workshop

Project sponsor
meeting

Project team
meeting

Sub-team
meeting

Project closedown
workshop

Version 1.0

(other than project status meetings)

Content

Participants

Frequency

Information on the project

objectives, the project
structures, strategies,
organisation, developing
the big project picture

Project team

1x in the project
start process

Project status and project

preview, context
information, current
problems, strategic
decisions

Project owner,
project manager,
selected project
team members

Every 2-3 weeks

Project status and project

preview, review, definition
of project strategies,
operational decisions

All project team

members,
possibly selected
representatives
of environments

Every 2-3 weeks

Problem-solving

Sub-team
members,
possibly project
manager and
selected
representatives
of environments

1x per week

Reflection, feedback,
dissolving the social
system, clarifying
remaining tasks

Project team and

project owner

1x in the project
close-down process

Date: 1st of May 2002

Adapted per

Author: Ruxandra Enache

Ladybird House
(FP 3-1999)

WBScode
1.1.

PROJECT RISK ANALYSIS

WP / phase

Risk

Project
management

Project
organization
(Negative
risk)

Characteristic/
description

Risk
evaluation

Unclear roles, lack

of experience for
the projects type,
lack of common
understanding in
what co-operation
consists

10% x 30=3

Measure

Workshop with the

project team,
contributors and
project owner to
clarify each one
roles in the
project.
Documentation
and information
about other
experiences in
similar projects

1.3.

Permits

Delay for the

approvals
(Negative
risk)

1.4

Refitting
execution

Low quality
of the
materials for
the
execution

Bureaucracy and
low level of
interest for the
project

50% x
80=40

Lobby

Few founds to
procure high
quality materials
for refitting

20% x
50=10

Lobby for donation

and sponsorships
to buy good quality
materials

Finding furniture
suppliers accepting
to not include VAT
in the furniture
price

15% x
50=7.5

Identification of
the suppliers
willing to help.

Not accepted or to
many modifications
required for the
curricula content

80% x
80=64

Implication (one
Child Protection
Departments
expert working
with project team)

Information
Improving
relationship with
the authorities

(Negative
risk)
1.5.1

Furniture
suppliers
selection

Favourable
VAT low for
NGOs
(Positive
risk)

1.7.4

Curricula
approval

Be not
approved by
the
authorities
(Negative
risk)

Version 1.0

Date: 1st of May 2002

Adapted
per