PROJECT CHARTER
SMART LIBRARY AT IIM
ROHTAK
GROUP 3
1
Scope Overview
• This project will design, take permissions from authorities and build
smart library at IIM Rohtak
• Project will be completed by 2/4/2021
• The library will have 3 floors with ground floor and first floor fully
dedicated for library, second floor dedicated for e library and
computer lab, third floor with reading area and 2 conference rooms
Business Case
• Purpose of the project is to build a fully functional smart library
2
Background
• The old library of IIM Rohtak was not upto the mark for a premium
institute which have a student base of more than 500
• Inorder to attract more students for using the library the college
needed to make a new library with some smart features
• Smart features included automation of working of library
3
Success Criteria
• The success will be measured using the below mentioned factors
• On-time Delivery
• Clarity of project specifications
• Well defined objectives
• Quality
• Cost
• Defects
• Minimum variations during construction
• Client needs satisfaction
• Difference between actual cost and estimates
• Revenue
4
Milestones & Budget Estimation
• The total cost is estimated to be
• For this purpose we will use two budget estimating techniques
• Analogous: Using this technique, we will look for the costs incurred
by other project managers for building the libraries of the same
profile as ours
• Activity based costing
5
Risk
“It is the likelihood of occurrence of a definite Risk
event/factor or combination of events/factors Identification
which occur during the whole process of
construction to the detriment of the project a lack Goal Control Risk Analysis
of predictability about structure outcome or
consequences in a decision or planning situation,
the uncertainty associated with estimates of Risk
Management
outcomes.”
Project Risk Management Risk
Surveillance
Risk
Assessment
“Project Risk Management is a means of
dealing with uncertainty so identifying Risk Control
sources of uncertainty, the associated risks
and managing the negative outcomes of
these risks.”
The various tools and techniques for risk identification can
be:
• Documentation reviews
• Information gathering techniques
• Checklist analysis
• Assumption analysis
• Diagramming techniques
Risk Risk Risk
Risk Analysis Risk Control Goal Control
Identification Assessment Surveillance
• The objective is to describe the risk situation as
completely and precisely as possible and to prioritize the
risks
• In the first place, a portfolio and a risk costs assessment
respectively serves for classification purposes
• Methods of risk assessment can be:
• Error, possibility and influence analysis
• The risk portfolio
• Risk team analysis
Risk Risk Risk
Risk Analysis Risk Control Goal Control
Identification Assessment Surveillance
• The risk assessment comprises the qualitative
assessment and quantitative measurement of individual
risks including the interrelationship of their effects
• The following methods of risk assessment and risk
comparison can also be used in construction projects:
• Key performance indicators
• Qualitative assessment
• Probable maximum loss
• Risk map
Risk Risk Risk
Risk Analysis Risk Control Goal Control
Identification Assessment Surveillance
• Measures of dealing with risk can be differentiated between
cause-related and effect-related measures
• Cause-related measures are supposed to avoid or reduce risks,
while effect-related measures serve to reduce or safeguard against
the amount of damage or loss to be expected in the event of the
damage or loss entailing event
• Strategies of controlling risk are accordingly the following:
• Avoidance
• Reduction
• Passing on the risk
• Bearing the risk by oneself
Risk Risk Risk
Risk Analysis Risk Control Goal Control
Identification Assessment Surveillance
The monitoring of risks is the continuous operative control of
the effectiveness of the risk control measures
Risk Risk Risk
Risk Analysis Risk Control Goal Control
Identification Assessment Surveillance
• After the recognition, analysis and assessment of risks,
measures for controlling goals must be taken
• The control process may be broken down into sub-
processes:
• Determination of the target value
• Determination of the actual value
• Target/actual comparison
• Analysis of variances
Risk Risk Risk
Risk Analysis Risk Control Goal Control
Identification Assessment Surveillance
Risk Breakdown Structure
Project Risk
Internal Risk External
Technologica
Local Risk Global Risk Economic Physical Political
l
Risk Breakdown Structure
Construction
Project - Library
Project
Construction Financial and Contractual and Organizational
Performance Security Technical Risks External Risk Management
Risks Economic Legal Risks
Risk
Geological Delayed Dispute Construction Contractual Inexperienced Communication
Infaltion Productivity Vandalism Design Process
Condition Resolution Risks Relations Staff Breakdown
Suitability of Inadequate Inaccurate Time Change in Change in
Site Access Funding Corruption Delayed Payment Staff Priorities
Materials Design Estimates Priorities Priorities
Level of Detail Change Order Incomplete Construction Change in Too many
Labor Dispute Assaults
Design Negotiation Design Procedures Funding projects
Availability of Insolvency of Construction Stakeholders Contractor
Negligence Error in Structure
Resources Contractor Safety Request Changes Delays
Damage to Defective Delayed
Additional needs Estimating Error
Property Materials Deliveries
Need for Design
Defective Design Scheduling Error
Exceptions
Inexperienced
Equipments
workforce
Resource
Availability
Analysis of different Risk factors
Types of Risks Mean Ranking
Construction Risk 3.01 6
Financial and Economic 3.17 3
Performance 2.94 9
Security 2.63 10
Contractual and Legal 3.00 7
Design Process 3.23 2
Technical Risk 2.99 8
Organizational Risk 3.54 1
Project Management Risk 3.12 4
Contractual Risk 3.07 5
Risk Register
RISK
REF ID RISK POTENTIALCONSEQUENCES LIKELIHOOD CONSEQUENCE PROPOSED RISK TREATMENT
RATING
101 Construction Risk >10 w e e ks a d d e d to p la nne d c o m p le tio n d a te 4 4 8 Do not p roc e e d untill risk is re solve d
102 Financial and Economic 10-4 w e e ks a d d e d to p la nne d c o m p le tio n d a te 2 4 6 Re d uc e risk (mitig a t e or t ra nsfe r)
103 Performance 10-4 w e e ks a d d e d to p la nne d c o m p le tio n d a te 3 3 6 Re d uc e risk (mitig a t e or t ra nsfe r)
104 Security 10-4 w e e ks a d d e d to p la nne d c o m p le tio n d a te 2 4 6 Re d uc e risk (mitig a t e or t ra nsfe r)
105 Contractual and Legal 4-1 w e e k a d d e d to p la nne d c o m p le tio n d a te 1 3 4 Monit or work a nd c onsid e r risk re d uc t ion m e a sure s
106 Design Process >10 w e e ks a d d e d to p la nne d c o m p le tio n d a te 4 5 9 Do not p roc e e d unt il risk is re solve d
107 Technical Risk 10-4 w e e ks a d d e d to p la nne d c o m p le tio n d a te 2 4 6 Re d uc e risk (mitig a t e or t ra nsfe r)
108 Organizational Risk 10-4 w e e ks a d d e d to p la nne d c o m p le tio n d a te 4 3 7 Re d uc e risk (mitig a t e or t ra nsfe r)
109 Project Management Risk 10-4 w e e ks a d d e d to p la nne d c o m p le tio n d a te 3 4 7 Re d uc e risk (mitig a t e or t ra nsfe r)
110 Contractual Risk 10-4 w e e ks a d d e d to p la nne d c o m p le tio n d a te 2 4 6 Re d uc e risk (mitig a t e or t ra nsfe r)
Risk Analysis (Qualitative)
Likelihood of Risk Happening
High Design Process
Technical
Project Management
Medium Construction Risk
Performance
Financial and Economic
Organizational
Low Contractual and Legal
Security Contractual
Low Medium High
Consequence on the Project if Risk happens
Communication plan:
• Communication plans are one of the most
critical elements of a project
• Explaining an action plan is mandatory for all
kinds of construction projects as per
ISO9001:2015.
• The elements of our communication plan are
• Contractors
• Consultants
• Client (IIM Rohtak )
• Design Team & Software Solutions Team
• Internal Environment
• External environment
• HR recruitment Team
Communication items
• Each communication plan that impacts the success of the project needs to
be listed and ranked.
• The frequency of such reporting can be regular (daily, weekly, fortnightly
etc.) or occasional (As the need arises).
• the communication planner must identify the sender and receiver of each
item.
• Communication planner will also assign responsibility (RACI matrix)
• Communication items include
• Information collection
• Dialogue
• Decision/Action taken
THANK YOU
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