North south university

Report: Greater Khulna and Jessore District Minor Irrigation

Development Project

Prepared for : Muhammad Maruf Ibne Wali

Prepared by:

Name ID

1. Nitika Hossain 1510566030

2. Jannat Ara Anni 1511536030

3. Nawar Sharmin 1520585633

4. Shamima yeasmine 1520483631

Table of contents:

Content Page number

Executive summary 1

Project Proposal 2 - 11

Project initiation 12 - 27

Communication Plan 28-35

Assumption plan 36-37

Project Plan 38- 43

Risk Management Plan 44-49

Executive Summary
This project is about construction of Buried Pipe Irrigation Chanel for 1 cusec LLP each 800
meters including construction of pump house in Magura District. Our team is working for the
betterment of the magura district irrigation channel. We have Construction work, Site
preparation work, Building demolition and wrecking work and earthmoving work. Works for
complete or part construction and civil engineering work; Building construction work;
Engineering works and construction works; Construction work for pipelines, communication
and power lines, Electrical installation work. Our aim is to remove the obstacle of the
farmers‘ irrigation problem which also helps to our economy. This will be considered
successful if it satisfies the specifications of the tender and if it is completed within the
timeframe.

1
 Project Proposal
Project Details
Project Name: Greater Khulna and Jessore District Minor Irrigation Development Project

Project Sponsor: Ministry of Agriculture

Project Manager: Nawar Sharmin

Proposed project start date: 10-Jan-2019

Document Details
Version Modifications Author Date

1 First Proposal Draft Nawar Sharmin 3-11-2018

Approvals
This document requires the following approvals:

Name Role Signature Date Version

Jannat Ara Anni CEO 3-11- 1
2018
Shamima yeasmine Engineer 3-11- 1
2018
Nitika Hossain Supply Chain 3-11- 1
Manager 2018
Nawar Sharmin Project Manager 3-11- 1
2018

Distribution
This document has been distributed to:

Name Role Date of Version

Issue
Government Public Welfare 10-11-2018 1
Ministry of Inspection and evaluation of the 10-11-2018 1
Agriculture construction project
Bangladesh Bank Sanction of monetary value 10-11-2018 1
CEO Head of the company 10-11-2018 1
Project manager Leading the project effectively 10-11-2018 1

2
Background
History

In this area there is lack of irrigation and pump facility. To meet up the demand irrigation
facility and pump facility will be provided by constructing and completing this project. Our
ministry of agriculture has been investigating the problems and they are our sponsor of the
project.

Requirements

In the past two years the magura district farmers of Jesorre Thana was badly suffering for not
having irrigation Chanel. There was heavy rainfall in rainy days and less supply of water in
other seasons. So there was an imbalance of water supply. For that they need the irrigation
Chanel for farming.

Solution

After construction of Buried Pipe Irrigation Chanel for 1 cusec LLP each 800 meters there
will be lots of change. This will bring huge advantage to the businessman of the particular
area. And local people will also get huge facility. Specially the farmers.

Proposal
Visions

 Complete the project within given time

 Ensuring the quality of the work
 Without exceeding the limited budget
 Ensuring safe and effective work environment

Goals

Deliver a high quality Construction of Buried Pipe Irrigation Chanel with a pump house for
the welfare of farmers of Magura district.

3
 Tasks:

January February March

Task Duration
10/1/19 20/1/19 31/1/19 10/2/19 20/2/19 28/2/19 1/3/19 10/3/19

Phase 1 20days
Area measurement 5 days

Planning route, 6 days

surveying
Cleaning the area 4 days

General Digging up 5 days

works

Phase 2 40 days

Topsoil removed, 10 days

trench dug
Pilling 15 days

Pipe Transport, 10 days

Stringing, & Assembly
Testing & Restoration 3 days

Finishing Stage 2 days

Timeframe
Approximately 60 days of continuous work. Divided workers into shift so that few works are
conducted in night as well.

4
Deliverables

Deliverable Description

Collection of  The raw materials are going to be on stock on the selected

Raw materials date.
 Heavy machineries will arrive before one day for the work.
 Suppliers are responsible for delivery of the product.
 As we will rent some constructional trucks these will appear
on time
Prepare irrigation  Making the irrigation site suitable for work.
Site  Temporary accommodation for the workers of the project.

General Excavation  Excavation is the process of moving earth, rock or other

materials with tools, equipment or explosives.
 It includes earthwork, trenching, wall shafts, tunnelling and
underground.

General  Set up the tanks and other materials for the construction of
Element setup pump.
 Setup the pipe line for irrigations.

Project Delivery  Handover the project to the people so that they can use.
 Work evaluation from the government.
 Define Project success or failure.
 Project closure.

Resources
Resource Quantity Notes
Pump 1 piece Irrigation pumps are used to pump water from a lower to
a higher level from which the water then flows through
channels to the fields requiring irrigation or to raise it to
the required pressure head so that it can be sprayed on the
fields via piping systems. Our pump supplier will be RFL

5
 BD.

Pressure Tank 1 Piece The tanks operate by using drops in pressure below a
certain point to activate the pumps which replenish the
water and raise the pressure. They also reduce water
hammer instances because they help to keep the water in
the irrigation lines at a constant pressure.
Shut off Valve 2 Pieces The main shutoff valve on an irrigation system allows
you to open it for water to flow according to pre-set
timers on the control panel. Locate the main shutoff valve
on your irrigation system. It is between the main water
supply to your home and the sprinkler controller.
Labour 100 People A construction worker is a tradesperson, labourer, or
professional employed in the physical construction of the
built and setup irrigation items. For our project labour
must be skill full in variety of works. All the workers of
our project are under two different contractors. These two
contractors assure the maximum productivity of the
labours.
filter 1 Piece Installing a filter on the irrigation system prevents
clogging of emitters and reduces wear and tear on the
system. Sand and organic materials are the primary
objects you want to remove. Filters require minor
maintenance are fairly inexpensive and help provide
reliable use of irrigation season after season
Electric 1 piece Electrical set up zone where the main electrical procedure
zone valve is going happened.
PVH pipes 8 piece 100 metre For irrigation we need pipe for supply for water. Good
qualities of pipes are needed for irrigation channels.

6
Brick 10000 piece For the strong base of the pump house.
Sand 20 bags Sand is needed for the base of the channels and also for
the pump house.
Exhibitor, 3 pieces These materials are going to take from Toma group.
backhoe, Crane

Budget

Approximately 37, 621,000 Taka.

Budget Plan:

Materials and Equipment:

Components Unit Price x total unit Cost

Pump 18500tk x 1pc 18500 bdt

Pressure Tank 12000tk x 1pc 12000 bdt

Shut Of valve 6500tk x 1pc 6500 bdt

Filter 15000 tk x 1pc 15000 bdt

Electric zone vulve 20000tk x 1pc 20000 bdt

PHP Pipes 10000x8pcs 80000 bdt

Presure regulator 10000x1pc 10000 bdt

Brick 20x10000pcs 200,000 bdt

Sand 300x 30bag 9000 bdt

Exhibitor 140000x1pc x 40days 5,600,000 bdt

Backhoe 120000x1pc x 40days 4,800,000 bdt

Crane 100000x1pc x 40days 4,000,000 bdt

Miscellanies 1000000 bdt

7
Total 14,771,000 bdt

Managerial Cost:

Components Unit Price x Total Unit Cost

Project Manager Salary 700000 x 1 7,000,000 bdt

Labour Cost 600 x 100 x 60 days 3,600,000 bdt

Security Guard 500 x 4 x 60days 120,000 bdt

Contractor 1500 x 2 x 60days 180,000 bdt
Sub engineer 5000 x 2 x 60days 600,000 bdt
Engineer 20000 x 5 days 100,000 bdt
Machine Operator 5,000,000 bdt
Traveling and other 4,000,000 bdt
managerial cost
Other Utilities 1,000,000 bdt
Total 21,600,000 bdt

Accommodation Cost

Components Cost

Project Manager 300,000 bdt

Engineers, Sub engineers, Contractors, Stuffs 250,000 bdt

Daily Labour 700,000 bdt

Total 1,250,000 bdt

Ownership

This section needs to make clear who owns the delivery of the project, who the project is
being delivered for and who needs to be kept informed on the projects progress during its
lifecycle.

8
 Name Role Email Mobile Office
Number
Nawar Project Nawar.sharmin@northsouth.edu 01621076624 029668441
Sharmin Manager
Nitika Contractor Nitikahossain@nrthsouth.edu 01533179872 028110393
Hossain
Shamima Chief Shamima.yeasmine@northsouth.edu 01721007973 02967441
yeasmine Engineer
Jannat Finance & Jannat.anni@northsouth.edu 01689190097 02984954
Ara Anni resource
planner

Reporting
Effective and efficient reporting and communication will always be maintained between
every member of the project management team. The project management team will ensure
that all project stakeholders are informed of the progress on a regular basis via detailed
professional emails. And also be notified if a problem occurs .And the weekly professional
agenda-based meetings are to be held with the stakeholders

Risks and Issues

This section is used to display the known risks and issues.

Risk Details Likelihood

weather condition Our project duration is from
January to March. January is Moderate
the coldest season of the
year, and the water level
changes on that time and also
heavy wind blow often cause
adverse situation to work
effectively.
Delay of payment Delayed payment from the
government eventually High
disrupt the project and within
given timeframe we won‘t be
able to complete the project
Defective Design If the design is defective the high
irrigation system would be
faulty
Procurement of resources We should be ensure the High
continuous flow of raw
materials, equipment and
labourer
Low labor & Equipment As it is a very crucial work high

9
productivity here we need very
experienced and productive
materials. If not than there is
high chance to be failed.

Issue Details Likelihood

Faulty Raw material If the procured raw materials
don’t maintain required
according to the design of the Medium
construction we going to be
responsible for that.
Technical Support The companies who are
helping us by giving the Medium
technical support must ensure
about their capability of
technology and machine
equipment’s needed for the
project.
Natural disaster Any natural disasters such as
earthquake, cyclone, and
flood are created by god. Medium
These problems can’t be
stopped if the it occurs
during project.
Public security & safety Any kind of projects change
is a common issue. Situation
may change due to
implementation of a new law, High
new regulatory policy,
modification of policies etc.

Implications

 Reputation Loss: if we fail to complete the project our reputation will be dropped
among the public. So our aim is to complete the work on time.
 Revenue Loss: If the project doesn‘t finish within budget it will affect in revenue
generation also. We will not earn profit if the project is not completed within budget.
 Corruption Conflict: As we know government work field are full of corruption this is
why projects face extra miscellaneous costs. It increases the overall budget of the
construction project.
 Legal Lawsuit: Government sets all the law and regulation of any government
handled project. Though we are working privately, still we have to follow some given
instruction by the government.

10
Success Criteria

 Complete our work between the times and budget efficiently.

 Have to work for the goal.
 Maintain the proper steps of the project.
 Recognize any problem on time and solving it.
 Whatever we are doing for the project, have to maintain all the law and regulations
imposed by the government.

Authorisation

Signature of Managing Director Signature of Head of Construction Division

Signature of Project Manager

11
 Project Initiation Document
Project Details

Project: Greater Khulna and Jessore district minor irrigation development project.

Project Sponsor: Ministry Of Agriculture

Project Manager: Nawar Shamin

Start Date: 10 January, 2019

Completion Date: 11 march, 2019

Document Details

Version Modifications Author Date

1 First Version Nawar Sharmin 3.11.2018

Approvals

This document requires the following approvals:

Name Role Signature Date Version

JannatAraAnni CEO 3.11.2018 1

NawarSharmin Project Manager 3.11.2018 1

NitikaHossain Supply Chain 3.11.2018 1

Manager

ShamimaYeasmine Engineer 3.11.2018 1

12
Distribution

This document has been distributed to:

Name Role Date of Version

Issue
Government Public Welfare 10-11-18 1
Ministry of Inspection and evaluation of the 10-11-18 1
Agriculture construction project
Bangladesh Bank Sanction of monetary value 10-11-18 1
CEO Head of the company 10-11-18 1
Project manager Leading the project effectively 10-11-18 1
10-11-18

Purpose of the Project Initiation Document

Bangladesh is an agricultural country divided into 7 hydrological regions. Rainfall is

extremely
Unreliable in the subsequent pre-monsoon period (March - May) and winter period
(December-February). There is a
Seasonal lack of water depending on the presence and the duration of the monsoon. Water is
Very scarce in the south and northwest region of Bangladesh during the winter. the NW
region
irrigation is almost entirely dependent on groundwater due to scarcity of surface water so the
aim of our project is to provide irrigation water though an irrigation Chanel to meet the
demand of groundwater. The project needs to be done for the betterment of the people of
Magura district. All individuals involved in this project including CEO, Project Manager,
Supply Chain Manager and engineer are involved in delivery of the project. The project will
be monitored and controlled through collaboration of work and proper monitoring.

This section is usually a form of standardised wording an organisation uses. It might include
the project aims, why the project needs to meet those aims, who are involved in the delivery
of the project and how the project will be managed and controlled.

13
Background to the Proposed Work

This project needs to be done for the betterment of the farmers at Magura District. The
farmers will be greatly benefited after completion of this project on time. If the project is not
delivered on time then it would be huge loss for the farmers in magura since at the winter
season there is a huge shortage of groundwater.

Vision

Complete the project within the specific time frame and the given budget effectively.

Ensure that a high-quality project is delivered as promised to the Ministry of Road & Bridge.
Ensure that a safe and effective work environment is maintained at the place of construction.
Objectives

 Completion of the project within timeframe.

 Complete the works within estimated budget.
 Create enthusiasm among the work force so that the give their best to the work.
 Providing safe working condition for the stuffs and labours.
 Creating atmosphere of the team work.
 To earn the desired profit.
 Successful completion of the work within time and budget and meeting the citizen‘s
expectancy level.
 Ensuring everyone who is affected by the project ex. Local citizens, Farmers,
Businessman, Govt organization, project team all are benefited.

Scope

 Successful completion of the work within time and budget and meeting the citizen‘s
expectancy level.
 Ensuring an effective irrigation channel for the farmers for a long term.
 Ensuring everyone who is connected in this project has good connections for future
activities.
Business Case
The case for this project is straightforward. Since this is a government project, it is expected
that the bill shall be cleared within a short time after delivery of the project as well as regular

14
disbursements from the project owner (RHD Dhaka Circle). The construction firm is
expected to make 20% profit on total budget which is BDT 4 crore Bdt. It is a good return on
investment since the invested capital and resources are committed for only 2 months. Also,
being able to successfully deliver the project will mean getting listed as one of the reliable
contractors that RHD will consider for future tenders

Assumptions

This section will include assumptions made before the requirements specifications have been
documented. It may look something like this:

Assumption Validated by Status Comments

Water Supply Ministry Processing

Assessment

Inspection, Water Security Processing

surveying and Agency
Feasibility

Irrigation Ministry After task 1&2

Certificate

Irrigation Plan Ministry After task 3

Construction Engineer After task 4

Survey and Ministry After task 5

Inspection

Constraints

This section will outline the things needed to be taken into consideration during the delivery
of the project; this may include, but is not limited to:

15
Procurement rules

 Suppliers of raw materials, machineries, human resources are pre-selected according

to the previous work experiences.
 Delivery of raw materials is divided into 5 slots. In each slot 20% of the raw material
will arrive each week (on Friday)

Deadlines

 As the project will start from 21st April, 2018, we expect if the advance funding
required for the project deliver on time we will be able to stock all the raw materials
and machineries at least 3 days earlier before the project starts.

Requirements
 Have to ensure good communication with suppliers.
 Quality of the raw materials and machineries has to meet the expectation.
 All the delivery will have to arrive on time.
 Payment by the Govt. shouldn‘t be delayed.

Risk Management Strategy

Risk Probability Impact Mitigation Method

Design Risk medium The Scheme could Ensuring a proper design of
over and under the project before starting
designed. the project.
That could hamper Consider sustainability and
to achieve its reliance while planning.
sustainability and
reliance in terms of
engineering,
technology and
sustainability
Land Acquisition high Project site might To check the liabilities of
be unavailable the site before starting
within required Ensure the site is from

16
 time encumbrances free.
The site may
generate
unanticipated
liabilities due to
existing
encumbrances and
native claims to the
land.
Hydrology or Scarcity high The risk that the Preplanning if draught
Risk source of the water occurs and there is scarce of
supply on which water supply
the irrigation
scheme
will rely will not be
or sufficient to
provide the
contracted
service—for
instance due to
drought or
flood damage,
allocation of water
to other users
Payment and high The risks around Keeping a little amount of
collection risk the ability to charge for the irrigation
charge farmers for water provided for the
accessing the farmers.
irrigation
Services at the
level required to
recover O&M and
capital costs. In

17
 developing
markets, in
particular, there
Is significant
uncertainty about
the ability and
willingness of
farmers to pay to
access water? This
lack of
certainty about the
extent to which
irrigation scheme
operators will be
able to charge and
collect fees for the
Provision of
services is a key
risk that needs to
be addressed.
Improper estimation high  Lack of raw  Ensuring supply
materials arrives on time
 Lack of  Predict raw materials
human based on previous
resources experiences
 Lack of
budget
estimation
Delayed Scheduling medium  Increase of Allocation of each resources
slack time need to be assured that they
between will be delivered on time
dependent
works.

18
  Workers
won‘t be
concern
delivering
the project
on right
time.

Monetary Condition medium  Work might  Maintain certain

have stuck amount of monetary
in the resource available.
middle due
to financial
Performance risk Medium  The risks  Storage of water in
around the case of emergency or
performanc if any shortage of
e of the water happens to
irrigation provide sufficient
assets and quantity at the right
the ability time.
of the
scheme to
provide
water to
farmers of
sufficient
quantity
and quality
at the right
time

Alongside this, there should be a summary of the most significant risks threatening the
project.

19
Issue Management Strategy

Issue Priority Resolution Method

Technical support High • Assigning experienced
technician into the project team.
• Checking whether all
machines work properly or not
even before the project starts
Cash flow generation Medium • Quotation of money should
be sent to all the departments who
are involved in sanction of money.
• Construction company may
have some backup to fulfil instant
cash need.

Deliverables

This section should include the main deliverables and outcomes the project is expected to
achieve. It may be presented in the following format:

Item Components Description

1 Encopresis of • The raw materials are going
Raw materials to be on stock on the selected date.
• Heavy machineries will
arrive before one day for the work.
• Suppliers are responsible for
delivery of the product.
• As we will rent some
constructional trucks these will
appear on time
2 Prepare irrigation Site • Making the irrigation site
suitable for work.
• Temporary accommodation
for the workers of the project

20
3 General Excavation  Excavation is the process of
moving earth, rock or other
materials with tools,
equipment or explosives.
It includes earthwork, trenching,
wall shafts, tunnelling and
underground.
4 General • Set up the tanks and other
Element setup materials for the construction of
pump.
• Setup the pipe line for
irrigations
5 Project Delivery • Handover the project to the
people so that they can use.
• Work evaluation from the
government.
• Define Project success or
failure.
• Project closure.

Project Quality Strategy

• Obtain the assistance of an expert in statistical methodology and quality control.

• Establish the level of quality required.

• Develop a quality plan consistent with the quality criteria.

• Develop a system for documentation and compliance for inspection and testing

Dependencies

This section will include all dependencies on the project and may look something like this:

Dependency Owner Impacts on Critically Comments Date

Procurement Procurement Project High

21
of Raw Officer beginning
materials issues,
Project stop
between
works.
General Contractor, Choosing an High
Excavation engineer and irrigation
labour system
considering
soil types,
topography,
availability
of water and
the size of
the area
being
irrigated.
Grading Contractor, If disrupted Medium
General Area engineer and the whole
labour process of
irrigation
might
disrupt.
pump house Contractor, If not high
engineer and maintained
labour can use much
more power
than required
leading to
excess
pumping cost
and wasting
electricity.

22
Stakeholders

This section will include a list of all known stakeholders and their interests in the project. It
may be presented in the following format:

Stakeholder Interest
Government Public welfare
Local Citizen Transport and communication facility
Project Team Timely accomplishment of the project
Project Sponsor Generate profit and earn goodwill of the company

Project Management Team Structure

Name Role Responsibilities

Nawar sharmin Project Manager • He is responsible for the overall success
of the project.
• Prepare and negotiate cost estimates,
budgets, and work timetables.
• Report on work progress and budget
matters to clients.
• Collaborate with soil specialist and other
construction irrigation specialists.
ShamimaYeasmine Irrigation Engineer • Plans, designs and oversees construction
of irrigation projects for transporting and
distributing water to agriculture lands.
Nitika Hossain Supply Chain  Planning, implementing and monitoring
manager overall supply chain strategy in order to
maximize efficiency.
Many Labours • In this project the job duties of a general
labourer vary. They may include cleaning and
preparing a job site, loading and delivering
materials, and using a variety of tools and

23
 machines such as levelling, lifts, power drills,
grinders, saws, pressure washers, and water
spraying equipment

Project Plan

The plan will cover all the construction of buried pipe irrigation chanel for 1 cusec each 800
meters including construction of pump house in Northern District Magura under Jessore
division. During the year 2018.This plan will cover the prerequisites and the basis of the plan
along with details of the required resources and timeframe. It will also look into contingency
plans and discuss them briefly. In order for the plan to succeed, the Ministry of the
Agriculture must ensure that the required amount of land adjacent to the site has been
acquired and the Ministry of Housing and Public Works has duly rehabilitated. The Project
will be done within two months along with three phases.

Project Controls

The Control System: The first step in establishing a realistic cost target is a well-conceived
definition of the scope of work. The Project Manager must be capable of translating the
client's requirements into specific goals and tasks. In cost control, the single most valuable
tool is the standard cost code, or code of accounts. The cost code not only categorizes each
discrete subdivision of a project; it also serves as the common means of communication for
all involved in the project. Each control account is thoroughly analysed to determine amount
of work, work method to be employed, crew size, duration and other resource requirements.

Monitoring: Using the code of accounts, the cost and commitments, and the physical
progress, the project will be monitored. These form the basis for the cost reports to be
analysed. The Monthly Physical Progress report measures the earned value which represents
the value, in ―base‖ budget units, of the actual work performed (e.g. installation of structural
steel). Actual physical progress is determined by measuring those quantifiable tasks and
translating them into percent complete. It is reported as earned value in man-hours, labour
dollars or other cost element.

24
Quality Assurance and Quality Control: A quality assurance program is the plan and
systematic action that is necessary to ensure that the completed project meet or exceed
desired performance criteria. Quality control is the implementation of the Quality Assurance
program. To ensure a smooth implementation, it is recommended that the Quality Assurance
Leader have separate reporting responsibility to the top management. He will have authority
from top management to be a participant in any activity that in his judgement is worth the
effort to pursue. The Quality Assurance Leader should be an expert in statistical methodology
and application. This is because the methodology for modern approaches to quality assurance
requires an understanding of statistics and probability.

Change Control: Changes to the scope of a large project during the design or construction
phases can cause serious cost escalation and completion delays. A change control system
should therefore be established to monitor and control changes for the ultimate benefit of the
owners.

Planned Getaway Reviews: Lessons learned documents might not actually be documents.
You could store your lessons learned in a database or wiki, or some other searchable format. I
still produce formal end of project lessons learned documents though, and then copy the key
lessons into any other system that requires them. This document forms part of your project
closure work and it‘s only helpful if you share it with the people on this team so they‘ve got
something that codifies the lessons they learned while working with you. Equally, it should
be shared with other project managers or they won‘t benefit.

Communication Plan

This section will include how stakeholders will be communicated with during the project and
how frequently. This should include a note on where to find the Communications Plan if you
have one.

Stakeholder Frequency Type Purpose

Project team daily Face to Face All the required
information should
pass through each of
the member of the
project.
Ministry of monthly Through continuous Govt. should be

25
agriculture project report acknowledged about
the project.
Local farmers Daily Visible Construction Should know how
site much time
construction project
work would need.
Bangladesh Bank Weekly Formal Project Financial transection
Required documents
Suppliers Weekly Email, Phone Call Continuous
availability of raw
materials in the stock
Local politicians Monthly Visible Construction Political support
site

Document Management

• For a Project Document is a very important thing to keep all the information‘s of dealing,
time schedule, budgeting and so on. Without proper documentation no deal or agreement
should be committed on verbal communication.

• The Project Management Plan: This is a huge document. In fact, it‘s probably not one
document. I always manage it as separate documents but together they form ‗The Plan‘. It
covers everything you need to know and do to manage the project including things like
managing project tolerances, variances, and the change control approach, how you‘ll assess
quality and so on.

• Project Communications Plan: This will ensure effective communications amongst the
project team and stakeholders. Sometimes it‘s a simple list of dates with updates or meetings
that may be needed. Other, more complex projects require email and document policies;
status meetings and automated status reporting; work, status, risks and issues. Having the
correct communications plan will help make project decisions more efficient.

• Project Schedule: The project schedule determines what work needs to be done and when. It
is the timeframe for completing tasks and starting others. All work associated with a project
should be scheduled. In some cases, it is a good idea to document the planned schedule and

26
the current schedule so that late tasks can be flagged and properly addressed. There are of
course tools available to do this in an automated way.

• Work Breakdown Structure (WBS): A work breakdown structure is the core of project
planning, resource management and avoiding project scope creep. The WBS is used to
organize the work into manageable sections, often measured in time, for example, two weeks.
By focusing on the bigger picture, the WBS ensures that no element of the project is
overlooked during the planning phase.

• Risk/Issues Log: This is exactly what it says on the tin – a log of all risks and issues the
project may face. It is good practice to follow some sort of logging format; name or ID,
description, impact, probability, proposed mitigation and owner or person accountable. The
RACI Matrix may make reference to the risk too.

27
 Communications Plan
Project Details
Project: Construction of Buried Pipe Irrigation Chanel for 1 cusec LLP each 800 meters
including construction of pump house in Magura District

Project Sponsor: Ministry of Agriculture

Project Manager: Nawar Sharmin

Start Date: 10-Jan-2019

Date of Completion: 11- March-2019

Document Details
Version Modifications Author Date

1 1st version Nawar sharmin 10-11- 2018

Approvals
This document requires the following approvals:

Name Role Signature Date Version

Government Project authority 10-11-18 1
Ministry of Inspection and evaluation of the 10-11-18 1
agriculture construction project
Bangladesh Bank Sanction of monetary value 10-11-18 1
Project manager Lead the project effectively 10-11-18 1
CEO Head of the company 10-11-18 1

Distribution
This document has been distributed to:

Name Role Date of Version

issue
Government Project authority 10-11-18 1
Ministry of Inspection and evaluation of the 10-11-18 1
agriculture construction project
Bangladesh Bank Sanction of monetary value 10-11-18 1
Project manager Lead the project effectively 10-11-18 1
CEO Head of the company 10-11-18 1

28
Summary
In this project it‘s very much important to have a clear communication in between every
team. To get the clear idea of the project and detail instructions of the project. Our objective
is to finish on the projected time and projected budget. To implement that, a strong
communication project is very much important.

Introduction
Visions

 On time project Completion

 Want to complete the project in forecast budget
 Ensure the predicted quality and maintain it
 To ensure proper working environment for the worker.
Goals

Deliver a high quality Construction of Buried Pipe Irrigation Chanel for the welfare of
farmers of Magura.

Scope

 Successful completion of the work within time and budget and meeting the citizen‘s
expectancy level.
 Ensuring an effective irrigation channel for the farmers for a long term.
 Ensuring everyone who is connected in this project has good connections for future
activities.

Past and present communication methods:

Before technological improvement fax and frequent meeting were held for the
communication. Documentations and memos are prepared manually. By now we can use
email, mobile phone, board meeting, daily report, weekly report in a computerised way.

Communication tools:

 Meeting
 Status reports
 Formal presentations

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  Internet / Intranet Web Page
 Through email
 Informal small group meetings

Situation Analysis

Communication strengths:

 Effective information flow

 Every day update data
 Situational understanding and analysis
Communication weaknesses:

 Time mismanagement (if)

 Lack of authentic information
 Not have previous irrigation channel experience
Communication opportunities:

 Meet experts who did these kinds of projects before.

 Use updated mode of communication
Threats to communication:

 Information might be theft

 Technical issues
Objectives
Communication Objectives

The objective of the communication is to pass the information to those parties who interest on
the project and parties who have directly or indirectly influence on the project. The Project
Manager will be responsible for the communication objectives. Project Manager will make a
daily communication basis flow from the labour force. There will be a monthly
communication flow from the ministry. The main purpose of this communication is to inform
the important parties so that the transparency can be maintained and the important document
approved from the higher authority.

Communication Guidelines

 Meeting Agenda will be distributed 4business days in advance of the meeting. The
Agenda should identify each topic along with a time limit for that topic. The first item
in the agenda should be a review of action items from the previous meeting.

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  Meeting minutes will be distributed within 1 hour following the meeting. Meeting
minutes will include the status of all items from the agenda along with new action
items and the Parking Lot list a person will be frequently work for meeting minute.
 Action Items are recorded in both the meeting agenda and minutes. Action items will
include both the action item along with the owner of the action item. Meetings will
start with a review of the status of all action items from previous meetings.
 The Note Taker is responsible for documenting the status of all meeting items; The
Note Taker will give a copy of their notes to the Chair Person at the end of the
meeting as the Chair Person will use the notes to create the Meeting Minutes.
Stakeholders
Target Stakeholders

The stakeholders that the project team will be communicating with Government, Project
Team and the ministry of agriculture, Local farmers.

Stakeholder Requirements

This section will identify the information the target stakeholders will receive. It may be
presented in the following format:

Name Role Information Frequency

Government Authority of the Upcoming task Weekly
project Motoring report(by
meetings)
Project team Lead the project Meeting agenda Weekly
Occurred issue
Every information daily
Ministry of Inspection and Meeting monthly
agriculture evaluation of the
construction project
Local farmers User End declaration End of the project

Key Messages

 Payments will be regular basis

 Stakeholder will be acknowledge if new resourced has been used and hew labour hired
 If any problem occurs all stakeholders will be notified
Project Team Directory

This section should include the contact details for the project team and may be presented in
the following format:

31
 Name Role Department Email Office
Number
Nawar Project PMO nawar.sharmin@northsouth.edu
Sharmin Manager
Nitika Contractor PMO nitikahossain@northsouth.edu 01533179872
Hossain
Shamim Chief IT shamima.yeasmine@northsouth.e
a Engineer du
yeasmine
Jannat Finance & PMO Jannat.anni@northsouth.edu 01689190097
Ara Anni resource
planner

Channels
Delivery Channels

This section should include the preferred methods of stakeholder communication-

 Meeting summaries
 Status reports
 Board Meeting
 Daily Report
 Weekly report
 Documentation & Memo
Information Collection

Following on from the delivery channels section, this section will decide the information
source for each delivery channel listed. This may be presented in the following format:

Delivery Channel Information Information Frequency

Requirement Provider
Team meeting Project progress Project Manager Weekly

Email Project progress Project Manager Daily

Memo Project progress Project Manager Daily

documentation Project progress Project Manager Weekly

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 Communications Plan
Communications Schedule

This section should include a schedule of all communication events being held, it should be
presented in this format:

January February March

Task Duration
10/1/19 20/1/19 31/1/19 10/2/19 20/2/19 28/2/19 1/3/19 10/3/19
ID 1. Project 60days
Communications Plan
ID 2. Meetings 60 days

ID 3. Team Meeting 10 days

ID 4. Team Meeting 10 days

ID 5. Team Meeting 10 days

ID 6. review Meeting 60days

ID 7. Alerts 5 days

ID 8. Email Notification 10 days

ID 8. Email Notification 10 days

Communications Responsibilities

This section should describe each person‘s responsibilities in communicating events. This
may be presented in the following format:

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ID Project Project Project Project PMO
Sponsor Manager Member Member

2 A A A A A
3 R A R R M
4 R A M R M
5 M A R M M

Key:

A – This person is accountable for communicating the event

R – This person receives communication and takes part
M – This person monitors the communications process

Communications Matrix

This section should include a communications matrix outlining the communication plan for
the project. It may be presented in the following format:

Communication Objective Owner Audience Deliverable Frequency

Type
Project Team Review Project Project Agenda, Weekly
Meetings status of the Manager Team Meeting
project with Minutes,
the team. Project
Schedule
Monthly Report on Project PMO Updates, Monthly
Project Status the status of Manager Project
Meetings the project to Schedule
management.
Project Status Report the Project Project Project
Reports status of the Manager Sponsor, Status Monthly
project Project Report,
including Team, Project
activities, Stakeholders Schedule
progress, PMO
costs and
issues.

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Feedback
Feedback Measures

This section should list the feedback measures to understand the success of communication.
This could include surveys and feedback forms of the webpage.

Success Criteria

This section should list the criteria that decide whether communication has been successful.
Success criteria could include the following:

 The message was distributed correctly.

 The message addressed the information asked by the stakeholders.
 The message was distributed to schedule.
 The message is clear and understandable.
 The massage has to be deliver o time.

Assumptions

All project communication activities will occur within the project‘s approved budget,
schedule, and resource allocations. The project manager is responsible for ensuring that
communication activities are performed by the project team and without external resources
which will result in exceeding the authorized budget

Risks

This section should list any risks realised when creating the communications plan.

 Information theft one of the main risk

 Technical flaw of the communication employees
 Time mismanagement of the project manager
 Not acknowledging the main problem rather than identifying the small issues.

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 Assumption Log

Project: Construction of Buried Pipe Irrigation Chanel for 1 cusec LLP each 800 meters
including construction of pump house in Magura District

Project Sponsor: Ministry of Agriculture

Project Manager: Nawar Sharmin

Proposed project start date: 10-Jan-2019

Date 20-11-2018 Last Update: 15-12-2018 Version: 01

Created:

Project Name: Constructio Project Nawar Date: 15-12-2018

n of Buried Manager: Sharmin
Pipe
Irrigation
Chanel
I Category Assumption Responsibilit Due Date Statu Actions
D Description y s

Resources will be Nawar

Planning/ available 6 Open Sharmin
01
Implementatio throughout the Nawar January, will meet
n whole work Sharmin 2019 with
Sponsor and
functional
managers to
discuss the
topic.

Designing plan
for the Buried Shamima assign
02 Design Pipe irrigation Yeasmine 1 Open engineer
chanel January will verify
2019 the plan

Making sure that

the warehouse Nitika 20 Nitika
Supply have ample space Hossain Decembe Open Hossain has

36
03 for the raw r 2019 verified that
material for the there is
project ample
warehousin
g space
available
for the
Project.

There is adequate Nawar

04 Manufacturing capacity to Nawar 13 Open Sharmin to
produce for the Sharmin Februay meet with
project. 2019 operations
manager

There is Jannat Ara 20th Open Jannat Ara

05 Budgeting sufficient budget Anni december Anni will
for completing , 2018 meet with
the task the Head of
effectively Agriculture
Board

37
 Project Plan

Project Details
Project: Greater Khulna and Jessore District Minor Irrigation Development project.

Project Sponsor: Ministry of Agriculture

Project Manager: Nawar Sharmin

Start date: 10-Jan-2019

Completion Date: 11th March, 2019

Document Details
Version Modifications Author Date

1 First proposal Draft Nawar Sharmin 3-11-2018k

Approvals

Name Role Signature Date Version

Government Project authority 1
Ministry of Inspection and evaluation of the 1
agreculture construction project
Bangladesh Bank Sanction of monetary value 1
Project manager Lead the project effectively 1
CEO Head of the company 1

Distribution
Name Role Date of issue Version
Government Project authority 1
Ministry of Inspection and evaluation of the 1
agreculture construction project
Bangladesh Bank Sanction of monetary value 1
Project manager Lead the project effectively 1
CEO Head of the company 1

38
Plan Description
This project is about construction of Buried Pipe Irrigation Chanel for 1 cusec LLP each 800
meters including construction of pump house in Magura District. Our team is working for the
betterment of the magura district irrigation channel. We have Construction work, Site
preparation work, Building demolition and wrecking work and earthmoving work. Works for
complete or part construction and civil engineering work; Building construction work;
Engineering works and construction works; Construction work for pipelines, communication
and power lines, Electrical installation work. Our aim is to remove the obstacle of the
farmers‘ irrigation problem which also helps to our economy. This will be considered
successful if it satisfies the specifications of the tender and if it is completed within the
timeframe.

Plan Prerequisites
 Complete the work within the projected time.
 Successful of budget and meeting the citizen‘s expectancy level.
 Update Khulna and Jessore irrigation facility.
 Ensure everyone who is related to the project that the irrigation project will
beneficial for them.
 Construction planning belongs to the Buried Pipe Irrigation Chanel for 1 cusec
LLP each 800 meters including construction of pump house in Magura District
and covers the drafting of the documents required for construction.
Planning Basis

Scope
 Complete the work within time and budget and fulfil the expectation level
 Ensuring Khulna magura smooth irrigation facility.
 Ensuring everyone who are affected by the project ex. Local citizens, Govt.,
organization, project team all are benefited.

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Work Breakdown Structure
We have break the works in t6 departments. That are project initiation,
development, stuff acomodetion, operation maintain and project termination.for
example in maintanence the will maintain the raw material, machine and labour.
the staff accommodation will plan about the team members and labours
accommodation planning. And In the operation department wil l maintain all the
documentation work, schedule and milestone cheaking plan.

Control Management
In any case project requires any change, it must have to be notified to the project
manager of the project as soon as possible and also must be within the scope of
the project. Also if any kind of change requires additional budgetary allocations,
it shall be promptly communicated with the owner and also the additional
addition to timeline of the project due to the changes shall be communicated to
the owner as well. To the changes in projects, mostly are related to design, are
inevitable even if there had been detailed studies during the design development,
and prior to the construction stage. These changes need to be managed to reduce
the negative impacts and to s afeguard quality and profitability. The impacts and
consequences of the changes vary according to the type and nature of changes,
but most importantly according to how they could manage this situation.

Milestones
This section includes the milestones in the project and when they need to be completed by.
They may be presented in this format:

Milestone Description Delivery Date

Completion of Preparing the project area for construction through 20-1-2019
Site removal of tree, general excavation and grading the
Preparation general area.
Piling heavy stakes or posts installed to support the 28-2-2019
foundations of a superstructure for the pump house
and for setting the pipe
Pipe Setting down the pipes for the chanel. 5-3-2019
Transport,
Stringing, &
Assembly

Hand over Complete the work withn the time period 10-3-2019

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Phases
Phase Description Sequence
Initiation In the initiation phase the area is going to be prepared 1st
for workland measurement and also the pump house
construction work will be masured.
Sourcing In the sourcing phase all the procurements of human 2nd
resources, raw materials, machineries are done.
Pipe In this stage the pipe will be set up in the designed 3rd
stringing way. Also the testing the total construction
Post After completing the project hand overing the work to 4th
Construction the people involved in the project and affected by the
project.

Activities

Phase Activity Description Sequence

Phase 1 Planning Main decision making stage. 1
Resource In this phase to make the project
allocation calculate the resources and others.
Budgeting To make the project need a budget.
This things are studied under this
phase
Scheduling To make the project successfully
work scheduling is important. In this
phase plan about that
Phase 2 Contact with To deliver the braw material in right 2
suppliers time contact with suppliers
Planning for sub All the activities involve in WBS
work will be considered and their budged
and resource allocation and setting
individual work milestone

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 Maintenance Ensure the maintenance of the
machineries and others resources
Inspection Inspection through engineers and sub
engineers to accomplish the
milestone goal and also there will be
inspection during collecting raw
materials and machineries

Phase 3 Termination All the activities including ending 3

the project will be considered here in
this section

Tasks

January February March

Task Duration
10/1/19 20/1/19 31/1/19 10/2/19 20/2/19 28/2/19 1/3/19 10/3/19

Phase 1 20days
Area measurement 5 days

Planning route, 6 days

surveying
Cleaning the area 4 days

General Digging up 5 days

works

Phase 2 40 days

Topsoil removed, 10 days

trench dug
Pilling 15 days

Pipe Transport, 10 days

Stringing, & Assembly
Testing & Restoration 3 days

Finishing Stage 2 days

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Effort
Task Effort
Planning and scheduling 2 weeks before gets
underway
Contact with suppliers and selecting suppliers 5 days

Machineries Collection 2 days

Milestone Work 15 days per

Accommodation 3 days beginning of the

project
Weekly meetings ½ hours

Procurement Management
 Ethics should be followed in the time of procurements
 Raw materials will arrive in 5 equal slot.
 Each slot should arrive before early stock finish.
 Security of Raw materials and machineries.
 For cost reduction we will procure raw materials from same suppliers
 Project manager will decide purchasing decision.
 Procurement statement of work should be authorized on time by the senior manager.
 Communicating, managing and continuity of good relationship with the vendors
 Favouritism should not be prioritising in terms of quality in procurement

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 Risk Management Plan
Introduction
A risk is an uncertain condition/event that occurs during the project and has positive or
negative impact on the objective of project. A project manager‘s responsibility is to foresee
all the risk that might be occurs during the project and try avoid those risk as much as
possible. Some risk will have higher or some have lower impact, regardless of the impact
project manager must need to take actions about potential risk. In this risk management plan
we will foresee risks, estimate their impact and define response to issue.

Top Risks

The followings are the possible risks that are most likely to occur -

1. Land acquisition risk.

2. Worker safety and health concern.

3. Risk of water source may dry out during summer season.

4. Risk of material cost and labour wages might increase.

5. Loss of material during the construction process.

6. Quality control risk.

7. Client change scope

8. Time and budget constraints

9. Material transportation cost may increase or delay transportation.

10. Political unrest situation.

Risk Management Approach

It is important for a project to achieve success by assessing and identifying the associated
risks of the project. So, in order to identify the associated risks of our project, we created a
risk management team consisting of 3 personnel which will be headed by the project manager
himself and under close supervision of the chief consultant of the firm. Member of this team
had done similar project before they are expert in this field. They have better chances to
identify and asses all those risk.

Tools and Techniques

The following tools and methodologies are intended for use in order to identify, manage and
mitigate the risks –

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  Managing the project by Phases
 Delphi method for putting numeric weights and criteria on budget, risks
 Fishbone diagrams for qualitative risk analysis
 Risk matrix for identifying and weighing critical risks
Risk Identification

The risks faced by this project are mainly dependent on the environmental factors such as –
economic, climate etc. The process of risk management that are being conducted are based on
how these factors e.g. economic, climate create impact on the project.

As an example of qualitative risk analysis, the following diagram is presented -

Cause and Effect Diagram of late

delivery

Raw materials Tight timing

Rise in the cost of cement High tide in the

& steel monsoon season

Missed deadline/
Late delivery

Subpar materials Health

or working methodology & safety concerns

Risk Qualification and Prioritisation

All of the risk related to this project will be qualified and prioritised based on their severity
and probability weighs. A risk assessment matrix will be used to calculate the Risk Priority
Number, RPN.

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Risk Monitoring
Risk management team lead by the Project manager will closely monitor and regulate the
risks factors associated with the project from the initiation phase. They will also manage the
risk budget assigned for risk mitigation.

Risk Mitigation and Avoidance

Mitigation

1. We will mitigate land acquisition cost..

2. We will try our level best to mitigate transportation cost and transportation delay cost..

3. We will try to complete our project according to estimated duration.

4. There is a probability that river will remain dry most of the time of the year except in the
monsoon season. So, we need a contingency plan.

Avoidance

1. We will avoid Health and safety concern, in terms of the workers directly involved in the
placement/ transportations.

2. Loss of materials during the construction phase.

3. Try to avoid political clash.

Risk Register
1. We will identify all kind of environmental risk that may impact our project.

2. We will list of all risk identified and find out the estimated impact on the project and
estimated our probability of occurring during project.

3. We will check all the assumptions made in the preliminary project plan that may be a
source of risk for the project.

4. We list all the findings of qualitative and quantitative analysis about the project to find out
the risk

Reporting
Reports will be formally generated and printed using official format. The risk management
team will be responsible for providing the reports to the Chief Consultant of the firm for
further assessment on a regular basis- twice in every month. In addition, the rest of the project

46
sub-groups will also be notified through short memos, notes etc. Project owners may also get
a risk assessment and be requested to cooperate on minimizing the impact of the risks.

Timing of Risk Management Activities

This section should describe when risk management articles should be carried out.

Roles and Responsibilities

The risk management team –

i. Nawar Sharmin - Team leader (also Project Manager)

ii. Shamima Yeasmine - Associate (also Lead Engineer)
iii. Nitika Hossain - Associate (also the Supply Chain Manager)
Scales
A 3X3 risk matrix will be used to quantify and calculate the Risk Priority Number, RPN -

The 9 (approx.) risks will be assigned and placed on the table based on their impact/severity
and probability/likelihood –

1. Land acquisition risk.

2. Worker safety and health concern.

3. Risk of water source may dry out during summer season.

4. Risk of material cost and labour wages might increase.

5. Loss of material during the construction process.

6. Quality control risk.

47
7. Client change scope

8. Time and budget constraints

9. Material transportation cost may increase or delay transportation.

10. Political unrest situation.

The calculation will be based on the following RPN calculating methodology –

RPN = S × L × D

Where,

S = severity

L = likelihood

D = Ability to detect

Proximity

1. To assess the proximity we need to identify the hazards.

2. Then we will decide who might be harmed and how by that hazard.

3. We will then evaluate the risks and decide on how we can minimize the hazard.

4. Then we will record our findings and take actions to implement them.

5. Lastly we will review our assessment and update if necessary.

Risk Categories
Operational Risk: Risks of loss due to improper process implementation, failed system or
some external events risks. Examples can be Failure to address priority conflicts, Insufficient
resources or No proper subject training etc.

Schedule Risk: Project schedule get slip when project tasks and schedule release risks are
not addressed properly. Schedule risks mainly affect on project and finally on company
economy and may lead to project failure

Technical Environment Risk: These are the risks related to the environment under which
both the client and the customer work. For example, constantly changing development or
production or testing environment can lead to this risk.

48
Resource Risk: This risk depends on factors like Schedule, Staff, Budget and Facilities.
Improper management of any of these factors leads to resource risk.

Supplier Risk: This type of risk may occurs when some third party supplier is involved in
the development of the project. This risk occurs due to the uncertain or inadequate capability
of supplier.

Early Warning Indicators

We will set some early warning indicators which will inform us about the risks that might
cause lose to us. We will maintain and monitor Percentage of approvals accomplished,
number of issues being raised and number of defects being captured in quality inspections.
Reviewing all these aspects of our project will increases the likelihood of identifying more
critical risks.

Risk Tolerance
During the course of project we might take risk or avoid some risk based on the severity and the
impact of those risk. If we consider some risk that beyond our control we will pass those risk to the
top management. That is why we will find our risk tolerance limit.

Risk Budget
We will allocate 15% of total budget for risk management. After analyse all the probable risk factor
and find out the impact on the project we will allocate our budget accordingly.

49