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School Program in Port-au-Prince, Haiti

David Miller | Subor Freeman | Leanne Knott | Yonas Addisu

AGENDA

Project Background Scope Statement WBS Milestones Activities List Roles & Responsibilities Quality Metrics Risk Register Communication Plan

Change Request Status/Performing Reporting Lessoned Learned

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PROJECT BACKGROUND Schools Start

International (SSI) Mission : Provide

curriculum, nutrition and health care opportunities through school planting in developing nations

2010 Earthquake in Haiti, January 12, 2010

Closed/ damaged schools Displaced people

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SCOPE

Project Objective Implement a high quality school program within six months at a

cost not to exceed 1 million Deliverables

Renovate a school building Furnished all the classrooms with chairs, blackboard, books,

pencils, desk, and erasers Provide kitchen appliances and kitchen wares for cooking and

serving meals Milestones

Funds approved January 11 Materials transported to Haiti February 1 Renovation of the building is completed by March 1. All

classrooms furnished April 1 Final inspection May 1

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SCOPE

Building Code Requirements All windows and doors must pass the Haiti school standard. Exterior wall insulation must meet the standard of Haiti school building. Ceiling and floor insulation must meet the standard. Plumbing must meet the standard. The building structure must pass the school standard.

Limits and exclusions. The school renovation should meet the specification and design of the

original blueprints provided by the local school authority. Owner are responsible for landscaping. Contractors reserves the right to contract out services. Contractors are responsible for subcontracted work. Site work limited from Monday through Friday, 8:00 AM to 6:00 PM.

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WORK BREAKDOWN STRUCTURE

Funding Utilize selected social media Financial sponsors

Location/Logistics Locate building/property Supply chain

Marketing and Communication Community events

Personnel and Hiring Principal and administration

Material Resources Procurement Furniture – chalkboards, desks

Curriculum & Training

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WBS DIAGRAM

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Port-au-Prince School Program

Funding

Social media

Sponsors

Relief Organizations

Location/Logistics

Purchase

Supply Chain

Administrative

Transportation

Marketing and Communication

Meet w/ Government

Community Events

Corporate Sponsors

Local Marketing

Personnel and Hiring

Principal & Administratio

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Teachers

Health & Food

Construction (temp)

Procurement

Furniture

Technology Needs

Medical Supplies

School Supplies

Training and Curriculum

Approve Curriculum

In-service Training

Approve Lesson Plans

MILESTONES

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WBS ID Milestones Date Characteristics

1.2 Donor commitment 02/15/13 Information provide upon request

2.1.2 Location procurement 02/25/13 Location information for procurement

2.3.2 Licensure approval 03/04/13 Educator licensure and preparation program approval

5.1 Site delivery of material 03/14/13 Find materials that meet the property value

4.1, 4.2 Hiring of staff 05/09/13 Talented and technical

3.2.1.1 Community awareness event 05/20/13 Promoting awareness for the recreation

3.2.2 School Opening 06/17/13 Implementation

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ACTIVITIES LISTActivity List

Project: Establish School Program in Port-au-Prince, Haiti Date: 01/10/2013

Activity ID No.

Activity Name Description of Work Responsibility

1030 Walk through Inspection

Arrange for and participate in walkthrough inspection of favored property.

David Miller, Subor Freeman

1040 Obtain board approval for purchase.

Submit reports to ABC Relief management and board and attend approval meeting.

Subor Freeman

1045 Hire School Principle and key administration

Based on ABC Relief org chart requirements, and application/resumes already reviewed, oversee hiring of initial hiring list.

Natalie Anderson, David Miller

1050 Complete purchase and closing

Complete closing and transfer of ownership with local realtor and bank. Sign papers and receive property documentation and keys

David Miller, Yonas Addisu

1060 Transfer utilities Call local utilities for turn on date (gas, electric, phone, Internet)

Subor Freeman

1070 Hold Staff Meet & Greet

Introductions of first staff hires, dinner, and meet and greet.

Tatiana Lebeau, Natalie Anderson

Responsible Those who do the work to achieve the task. There is at least one role with a participation type

of responsible, although others can be delegated to assist in the work required.

Accountable (also approver or final approving authority) The one ultimately answerable for the correct and thorough completion of the deliverable or

task, and the one who delegates the work to those responsible. In other words, an accountable must sign off (approve) on work that responsible provides. There must be only one accountable specified for each task or deliverable.

Consulted (sometimes counsel) Those whose opinions are sought, typically subject matter experts; and with whom there is

two-way communication.

Informed Those who are kept up-to-date on progress, often only on completion of the task or

deliverable; and with whom there is just one-way communication.

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SP – School PrincipleSM - Supplies & Purchasing MangerNM – Nutritionist & Food ManagerHD – Health Services DirectorLL – Property Manager (Landlord)FM – Fundraising Manger

PS – Project SponsorPM – Project ManagerSD – Site Development DirectorHR – Personnel Hiring/Training DirectorGL – Government Liaison Specialist

http://en.wikipedia.org/wiki/Responsibility_assignment_matrix

ROLES & RESPONSIBILITIESRACI Chart

Activity # Activity Name PS PM SD HR GL SP SM NM HD LL FM

1005 Web conference with Ministry of Education I R R   A           R

1020 Locate 3 perspective school sites to choose from I R A   C            

1030 Walk through Inspection   A R                

1040 Obtain board approval for purchase. A R                 C

1045 Hire school principle and key administration   R   A              

1050 Complete purchase and closing   A R                

1060 Transfer utilities   A C             R  

1070 Hold staff meet & greet       R   A          

1080 Create property improvement plan   I A             R  

1090 Order necessary updated kitchen equipment   I R       A        

1200 Complete preparation of new work areas   I A             R  

1210 Order required furniture and approve installation   I A       R        

1220 Create menu for school provided meals   I       C   A C    

1230 Propose school clinic scope   I   C   C     A    

1240 Order clinic inventory, supplies, and equipment   I       R     A    

QUALITY METRICS

This school will address meeting the educational and personal needs of a community lacking such resources.

The project will reach completion when the school opens and 90% of the students are receiving program services.

Success will be measured by student improvement in literacy.

Skills will be delivered according to standards set by the Haiti educational system.

Creating an ongoing training program that will ensure self sufficiency of the staff.

Students will receive health care services and measures in health quality will be assessed against a health baseline.

Students will receive two nutritious meals each school day.

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RISK REGISTER

Name of Risk Event

Category Root Cause Probability of Risk Occurring

Risk Mitigation

Inability to find instructors who teach in Haitian Creole

Human resources

Not commonly taught in the U.S.

High Hire local teachers from the Haitian community

Natural disaster

Weather/geologic events

Natural Medium Utilize existing national emergency management plans

Theft of materials from site

Security/Crime Local poverty Medium Take steps to secure facility

Unable to delivery materials on time

Logistics Weather and/or infrastructure

Low Plan for extra time in achieving project milestones

Unable to obtain proper licensure

Government Procedural Low Make the appropriate contacts with govt. officials

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COMMUNICATION PLAN

Community events Town Hall meeting –introducing the project, stakeholder

introductions, buy-in, benefits, expectations, goals, deliverables, objectives, scope

Open House – welcoming community to school, further buy-in Corporate Sponsor

Print marketing Meetings (business lunch, letter, phone) Web presence (web site, social media)

Local Marketing Print marketing – leaflets/fliers in Haitian Creole Radio advertising, - community support/buy-in, enrollment,

participation

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CHANGE REQUEST Title of Change Request: Additional Time for Staff Training Change Category(s): Schedule, Cost Description: Many of the staff are new to education and the

teaching environment and need additional skills training to meet minimum requirements

Triggering Event: School Board hiring of staff for new school Impact of Proposed Change on Schedule: Add a month for

project completion at a cost of $2,000.00 Staffing: Two staff assigned to provide needed training Risk: Low. There is a high value attached to having well-trained

teaching staff for the students.

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STATUS/PERFORMANCE REPORTING

Work completed this reporting period: Created a school program and renovation of the building completed.

Work complete next reporting period: School board will hold its first official meeting and make changes.

What’s going well: Participation in all activities was good. What’s not going well: Due to the limited resources available in

Haiti, most of the materials needed to be imported. Suggestions/Issues: Try to do a better job researching issues of

transportation infrastructure in Haiti. Project change: No major change to report.

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LESSONS LEARNED REPORT

Met scope, time, and costs? Success criteria

Hired teachers Enrolled students Meals provided Building renovated and open for classes Approved licensure Students receiving health care services through school clinic

Lessons Learned Good communication, clear accountability, prepare for the

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LESSONS LEARNED REPORT

What went right? Community Support

What went wrong? Missing contracts

Improvements? Contract Activities List

Contract participants Contract dates Details Signees Projected signoff dates Contract dependencies

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QUESTIONS

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