University of San Jose – Recoletos

School of Business and Management

OM 3 – PROJECT MANAGEMENT:
Project Scope, WBS, RAM, and Project Schedule

Submitted to:
Engr. Nera Mae P. Legahid
OM 3 – Professor
University of San Jose – Recoletos,
Cebu City

Date of Submission: November 20, 2020

Submitted by:
Group 2
Avila, Jecille
Baranggan, Chennie
Moran, Jellyry
Olpoc, Paulynn
Sia, Melanie Jane
MWF 4:30PM – 5:30PM
Introduction (Project Scope)

It’s every project contractors dream that the project goes on smoothly from
initiation to completion, without delays and exceeding budgets. But, that rarely
happens in reality. A project scope document includes many of the items
contained in the project charter, RFP, or contractor’s proposal, but in much
greater detail. The document is valuable for establishing a common
understanding among project stakeholders regarding the scope of the project.
With effective project scope management, teams are able to ensure that the
project is finished by the set deadlines and the final product aligns with the initial
requirements.

Mr. Juan Dela Cruz, a resident of Cebu City, raises a family of two children
with age 5 and 8. The family has purchased a condominium in Urgello, Cebu City
and plans to move in by January 8, 2021. The family will be residing in the unit for
a span of 3 months. Thereafter, the said unit will be rented out to students who go
to the nearby universities or professionals who work in the city. The client Mr. Dela
Cruz requested for a condominium unit with an area of 21 sqm, length 6.05m,
width of 3.50m and height of 3.00 m. He envisions his condominium to be a
minimalist yet functional space that utilized lights, neutral or earth colors. The
group is tasked to come up to a condominium unit with a furnishing budget of
300,000.

At the end of this output, the group was able to discuss the Customer
Requirements, Statement of Work, Deliverables and Acceptance Criteria. The
agreed-upon project scope document establishes the baseline for any changes
that may be made to the scope during the performance of the project.
CUSTOMER’S REQUIREMENTS

REFERENCE:

CUSTOMER/ CLIENT: - Mr. Juan Dela Cruz - A family of four, including two children aged 5
and 8 BUDGET: - 300,000 pesos THEME/DESIGN: - Minimalistic - Must be a functional space,
with good lighting - Neutral or earth colors

LAYOUT OF THE CONDO:

AREA- 21 sq. m

LENGTH- 6.05 m

WIDTH- 3.50 m HEIGHT- 3.00 m

ADDITIONAL INFORMATION:

- Unit is furnished with floor tiles

- Bathroom with inclusions:

a. Shower

b. Toilet

c. Sink

- Kitchen:

d. Counter top –

Dirty/ laundry area:

e. Cement flooring

TECHNICAL SPECIFICATIONS:

- Mr. Dela Cruz would like to retain furnishings as they are.

- Appliances are to be brought by the family.

- A minimalist yet functional design is to be achieved.

- They are only to reside for three months. - Condo unit is to be rented out after, with a
maximum of four possible tenants.

- Prospected occupants are students and professionals who work in the city.

TIMELINE/ SCHEDULE: DATES TASKS

November 20, 2020 - RFP must be prepared - Contractors must readily coordinate/
communicate with one another

December 6-8 9

- A thorough analysis of the proposal must be done before submission

- Necessary changes (if any), are still welcomed to improve the content and quality of
the abovementioned

- Must be submitted/forwarded

December 16

- Selection of top bidders/ Notification to Unsuccessful bidders

December 17

- Start of negotiation

December 21

- Contract Award/ Notification to Unsuccessful Bidders

STANDARDS:

Compliance with client’s specifications

- Very satisfactory

Types of materials used

- Durable

- High-quality

- Cost-efficient

- Environment-friendly

Budget utilization and maximization

- Greatly-maximized

- Contractors stick with the limit given

Group effort/ teamwork

- Very satisfactory Conformity with timeline/schedule

- High adherence

CODES:

- Present an honest breakdown/estimates of all probable costs associated with the

project.

- Punctuality of document submission.

- Quality should be ensured and never compromised.

- Ethical way of dealing with co-contractors and clients

Statement of Work

The BIGATIN Interiors Company envisions a neat, clean, and fresh living
space for its clients who wish to move into their new homes for a new beginning.
The primary goal of the company is to meet the customer’s needs. However, the
company does not limit its assigned team on its capabilities of making it more
aesthetic and functional, and will exceed the client’s expectations. One of the
responsibilities of the team is to meet the client personally and collect all
information regarding their requests within their desire budget without comprising
the quality of the materials to be used and services to be rendered during the
decoration process. In this case, because of the pandemic, we cannot meet with
the client.

So instead, a Request for Proposal is provided, and the team and the client
shall have continuous contact to deliver better services without risking the health
of both employees and the client. The team develops several designs for the
condominium and discuss it within the group for improvements and ensuring that
what the team will offer must coincide with the client’s requests. The interior
decorators have the responsibility to choose different decorative elements
provided that it has its functionality and is feasible with their budget and desired
target date of transfer. The decorative elements to be provided are wall paints,
furniture and fixtures, and textiles. Appliances are not included because the client
will bring on its own, as stated in their given request for proposal.

The team will purchase the materials to be used on the renovation of the
condominium unit from their trusted suppliers and hire trusted subcontractors to
work on the paints and installation of the materials related to its renovation. The
team assures the client that hiring these people and acquiring these materials are
not just budget-based but also exceeds in quality and services. In looking for
suppliers and subcontractors, the team will conduct research based on ratings
and feedback on their previous clients. The team will manage the following: 1.
The placing of the decorative elements selected and purchased. The team will
consider being aesthetic and practical at the same time; 2. The budget given by
the client throughout the decoration process. The team will ensure not just giving
its client an attractive design, but also the profitability of the company accepting
this project; and 3. The timeline. The team is responsible for arranging the schedule
from purchasing the materials, installation of these by not disturbing the tenants
on the same building, and the like, right before the target date of transfer given
by the client.
 These are the duties and responsibilities of the team. Feedbacks from the
client before, during and after the decoration process are being taken into
account for the improvement of the said project and for the future project the
team will face.
 Deliverables

PROJECT NAME CONDOMINIUM UNIT PROJECT ID OM-cu-2020

PROJECT CLIENT NERA LANGAHID PROJECT MANAGER ANA KATRINA CORTES

PROGRESS (%)/
PARTY STATUS
DELIVERABLES DESCRIPTION CRITERIA
RESPONSIBLE ON-GOING
FINISHED

Contractor must provide design to the client

which includes the bath room, laundry
Concept must be
room, dining area, kitchen space, living
001 Design minimalistic, suitable by PAULYNN OLPOC
room, and bed room and with all other
for 2-4 persons
furniture and fixtures essential for the
client’s need.

Implements control measures and monitors Project & quality standards

the project as well as the details and and the specifications
002 Review JECILLE AVILA
documents made during the whole duration required by the client are
of the project met

Purchased material should blend well with

003 Purchases the concept the client wants, this includes High Quality MELANIE JANE SIA
the furniture and fixtures.

Enhancing the work piece such as painting Sections of the house CHENNIE
004 Finishing
of walls and coupling of decorations already improved BARANGGAN

Putting of furniture, fixtures and other

005 Installation materials needed for beautification of the Materials already in place JELLYRY MORAN
unit.

Results of the control measures and The contractor must

Project monitoring before, after, and upon achieve the steps planned ANA KATRINA
006
Management completion of the project must be within the estimated time CORTES
published and reported to the client. frame given.
Acceptance Criteria

1. Background

1.1 The purpose and scope of this Section is:

1.1.1 to set out the basic standards to be met by any deliverables produced
for the authority by the designer and the process for acceptance of those Deliverables;
and

1.1.2 to set out the standards to be met by any third - party deliverables
which either party wishes to introduce for use in connection with the services or onto the
infrastructure from which the services are delivered and in respect of which the
Acceptance Criteria will apply.

2. Interpretation Acceptance Criteria - means, in relation to a particular kind of

Deliverable, the

2.1 In this Section, the following terms have the following meanings:

 Acceptance Criteria - means, in relation to a particular Deliverable, the relevant

criteria described below in the relevant paragraph covering that kind of
Deliverable.
 Acceptance Period for the Authority to determine whether that Deliverable
satisfies its Acceptance Criteria. This period may be specified in this Section or any
additional document agreed between the parties relating to specific
Deliverables. It may be extended by written agreement of the parties during the
acceptance process. Unless otherwise agreed, the Acceptance Period for any
document Deliverable shall be 10 working days, provided that the recipient of the
Deliverable may extend the Acceptance Period by a further 5 working days by
service of written notice to other
 Defect - means, in relation to a particular Deliverable, any aspect of the
Deliverable which prevents that Deliverable from fully satisfying its Acceptance
Criteria.
 Deliverable - means (a) any specific and identified product of the Services and
(b) any third-party Deliverable. It may be tangible or intangible and may include
documents, Configuration Deliverables, business processes, training, and the
realization of any benefits identified as the product of any of the Services.
 Third-Party Deliverable - means (a) any product which has been provided by a
third-party and which the BIGATIN wishes to use in connection with the Services or
(b) any product provided or introduced by the Client.
3. Acceptance Criteria

3.1 Every Deliverable shall be subject to the Acceptance Criteria for that
Deliverable. The parties may agree alternative, additional or reduced criteria in writing
relating to a specific Deliverable of any kind

3.2 The following general Acceptance Criteria shall apply to all categories of
Deliverables set out below.

3.3 If (where appropriate) the Project Manager notifies the BIGATIN that a
Deliverable satisfies its Acceptance Criteria, it shall be deemed to have accepted that
Deliverable.

3.4 If the Project Manager fails to give notice of acceptance or rejection of a

Deliverable or a request to remedy a Defect to the BIGATIN within the Acceptance
Period, it shall be deemed to have accepted the relevant Deliverable.

3.5 The Project Manager’s decision in accordance with the procedures set out in
this Section to accept or reject a Deliverable, or to ask the BIGATIN to remedy a Defect,
does not affect the Project Manager's rights and remedies under this Agreement. To the
extent that any such Deliverable remains subject to further acceptance testing under
this Agreement, the parties acknowledge that the Project Manager’s remains at liberty
to accept or reject it in accordance with this Section.

3.6 Third Party Deliverables:

3.6.1 May be subject to acceptance procedures which differ from those

set out in this Section and which may be agreed between the Parties (but in default of
such different procedures shall be subject to the acceptance procedures set out in this
Section); and

3.6.2 Shall be subject to the relevant Acceptance Criteria.

3.6.3 The BIGATIN shall, at the request of the Project Manager, co-operate
with any third parties whose Third-Party Deliverables the Project Manager wishes to
introduce for use in connection with the Services or onto the infrastructure from which the
Services are delivered.

3.6.4 The BIGATIN shall not refuse to accept any Third-Party Deliverables
introduced by the Authority if they meet the Acceptance Criteria for the relevant type
of Deliverable as set out in this Schedule.

4. Deliverables

4.1 Design Drawings Approved

 4.1.1 The BIGATIN shall meet the required design implemented - a
minimalistic theme covering a 21 sq. m condominium which includes the bath room,
laundry room, dining area, kitchen space, living room, and bed room and with all other
furniture and fixtures essential for the client’s need. Design of the condominium must also
be in line with the client’s specifications.

4.1.2 The BIGATIN shall provide the Project Manager with documentary
evidence that the Deliverable has been successfully met, completed, and tested in
accordance with the BIGATIN’s own procedures and the level of test environment
available.

4.1.3 The BIGATIN regime shall include successful materials, volume and
load testing that represent the projected load when the system is fully implemented,
provided that a suitable test environment exists or is built as part of the relevant project.

4.1.4 Appropriate test tools shall be utilized where there is a requirement to

repeatedly test the correct operation against a pre-defined test script.

4.1.5 If reasonably so required by the BIGATIN, the Project Manager shall

monitor and participate in any testing involvement.

4.2 Materials Purchasing

4.2.1 The BIGATIN shall meet the required material needed for the design
implementation - a minimalistic theme covering a 21 sq. m condominium which includes
the bath room, laundry room, dining area, kitchen space, living room, and bed room and
with all other furniture and fixtures essential for the client’s need.

4.2.2 The materials purchase shall be in line with the budgeted cost which
is PHP 300, 000 and shall be in high quality to provide better outcome.

4.2.3 The BIGATIN shall include different samples and testing to achieve and
blend with the client’s concepts. The test must include pretest by manufacturer,
production test, distribution test, use test, and certification.

4.2.4 The BIGATIN shall provide the Project Manager with documentary
evidence that the Deliverable has been successfully met, completed, and tested in
accordance with the BIGATIN’s own procedures and the level of test environment
available.

4.3 Design Document

4.3.1 Achieves the purpose set out in any document governing its
production, including any Output Specification
 4.3.2 Complies with the scope, and addresses the issues, described in any
document governing its production

4.3.3 Takes account of the Project Manager's wider aims and objectives as
communicated to the BIGATIN

4.3.4 Provides clear advice where that is appropriate

4.3.5 Uses appropriate methods, analysis and arguments to justify any

conclusions and recommendations

4.3.6 Uses the information, know-how, expertise and experience which can
reasonably be assumed to be available to the BIGATIN

4.3.7 Takes full account of appropriate consultation with the Project

Manager

4.3.8 Follows Good Industry Practice

4.3.9 Complies with the derivation, form, composition and other

requirements set out in the any document governing its production

4.3.10 is prepared to a reasonable standard of clear written English

4.3.11 Uses diagrams and illustrations where they would make the
document clearer

4.3.12 is unambiguous in its context

4.3.13 does not refer to any document not provided to, available to or in
the possession of, the Authority

4.3.14 meets any further criteria set out in any document governing its
production; and 4.3.15 addresses the Project Manager’s requirement to
consider impact on diversity and the community

4.4 Design Review

4.4.1 Where Design Review Deliverables are to be produced by the Project

Manager, they shall be subject to the terms of Acceptance Criteria

4.4.2 The Acceptance Criteria for the Project Manager’s review are that
they are fit for the purpose for which they were required by the BIGATIN to the extent that
their delivery and contents enable the BIGATIN to perform any Services under this
Agreement.

4.4.3 All associated deliverables have been accepted by the Authority

 4.4.4 All forecast benefits and efficiency gains have been realized

4.4.5 The assessment period is reflective of a typical period of service

delivery

4.4.6 All deliverables and processes are correctly applied by both parties
during the period of assessment

4.5 Project Schedule

4.5.1 The BIGATIN shall be clear and accurate to the schedule proposed for
the project 4.5.2 Complies with the derivation, form, composition and
other requirements set out in the any document governing its production

4.5.3 Addresses the Project Manager’s requirement to consider impact on

diversity and the community

4.5.4 Any delay or failure of meeting the schedule shall be announced and
Project Manager must be notified for it to be addressed immediately

4.5.5 If changes shall be required, objectives and goals shall still be

implemented and applicable quality standards are maintained.
Work Breakdown Structure (WBS)

CONDO UNIT (WBS)

PROJECT
DESIGN REVIEW PURCHASES FINISHING INSTALLATION WBS DICTIONARY
MANAGEMENT

Prepare reports/
Design suggested Research potential Painting of walls, updates such as on
Internal controls Bed set
drawings vendors ceilings, & exteriors design, reviews,
purchases

Negotiate contract
Design Document Safety measures
terms & conditions, Flooring Kitchen set Publishing report
(3D&2D) implemented
and pricing

Tracking of orders and Other beautification/

Weekly report to
Design Review Gathering of data ensuring timely improvement Sala set
client
delivery processess

Examining data Review quality of

Design Approval Bathroom equipment
gathered purchased products

Interpretation of Materials, furnitures,

Lights & switch
results fixtures
 WBS DICTIONARY
TERM DEFINITION
1. Design Drawings Aesthetic drawings that represent the ideas
2. Design Document Document containing the suggested design, its
specifications, reviews, and other details
3. Design Approval Process of validating or confirming the agreed
design by the contractors to be endorsed to the
client
4. Internal control Mechanisms, rules, and procedures to be taken
or implemented to reduce risk and ensure quality
delivery of work
5. Potential Vendors Any vendor that is in the process of providing
goods or products
6. Negotiate Process of discussing the terms between the
potential vendors and contractor
7. Contract of Terms & Pricing Product of negotiation; agreed terms and prices
of products to be brought are stipulated
8. Review of Quality of Products Inspection of products bought from vendors
 Responsibility Assignment Matrix for Condo Unit Design Project

ANNA PAULYNN JECILLE JELLYRY CHENNIE MELANIE

WORK ITEMS
ASSIGNED RESPONSIBILITY

1 Design S P

1.1 Design Drawings Suggested P S S

1.2 Design Document P S S
1.3 Design Review P
2 Review S P
2.1 Internal Control
Safety Measures
2.2
Implementation
2.3 Gathering of Data P
2.4 Examining Data P
2.5 Interpretation of results P
3 Purchases S P
3.1 Research potential vendors P S
Negotiate contract of terms &
3.2 P
conditions, and pricing
Tracking of orders, ensuring
3.3 P
timely delivery
Review quality of purchased
3.4 S S P
products
3.5 Materials, furniture & fixtures S S P
4 Finishing S p
Painting of walls, ceilings &
4.1 S P
exteriors
4.2 Flooring S P
Other
4.3 beautification/improvement S P
processes
5 Installation S P

5.1 Bedroom Set P S

5.2 Kitchen set P S
5.3 Sala set P S
5.4 Bathroom equipment P S
5.5 Lights & switch P
6 Project Management P S S S S
Prepare reports/ updates such
6.1 as on design, reviews and P
purchases
6.2 Publishing of report P
6.3 Weekly report to client P

The RAM model brings structure and clarity in describing the roles that stakeholders
play within a project that indicates a clear description of responsibilities and ensures that
workloads of the project that needs to be done are assigned to someone. The project
teams and personnel can determine their roles and responsibilities quickly and easily,
which helps avoid any potential uncertainly regarding the assignment of everyone’s
responsibilities. This model shows that for each work package of the design, the tasks shall
be listed successively in the activity/task name box. Each task will most likely have an
assigned code for ease of reference. On the right side of the matrix will be a list of either
team members or project team for corresponding personnel assigned work authorization.
The RAM of condo unit design is use to prevent an individual or the team from being
overloaded with work tasks including any task/s being overlooked wherein duties can
easily be redistributed effectively when necessary. It is time consuming, which may take
up valuable administrative management, and complicate a matrix for a project that by
design is meant to be clear, and simple to understand with a limited to broader task
group areas, rather than a specific minor task.
 PROJECT SCHEDULE

Project Manager: Ana Katrina Cortes Start Date: November 9, 2020 Working Hours: 8:00 – 18:00

Project Title: Project Condo End Date: January 7, 2021

Date Date
WBS and and
ACTIVITIES Duration Status Comments
no. Time Time
Started Ended
2020
I. Design
The team, upon receiving a request for
proposal from a client, assigned one
member to design the condominium
1.1 Design suggested drawings 11/9 11/10 2 days COMPLETE
based on the RFP given. The assigned
decorator makes a design appropriate
to the needs of the client.
1.2 Design document (3D & 2D) The decorator presents her proposed
1.3 Design Review design to the team in a 3D and 2D
document. The team reviews the design
11/11 11/11 1 day COMPLETE and compares it with the given RFP.
1.4 Design Approval After such review, the design has been
approved and it is ready to present it to
the client.
II. Review
2.1 Internal controls The team will identify the internal
Safety measures 11/16 11/16 1 day COMPLETE controls and safety measures will be
2.2
implemented implemented.
The team will gather data such as
canvassing materials needed for the
2.3 Gathering of Data 11/17 11/19 3 days COMPLETE
renovation with its price and quality as a
criteria. The team will also look for
 subcontractors to help in installation and
finishing process of the project.
Examining the data The team will examine the data
2.4
gathered gathered and run-through with the
11/20 11/20 1 day COMPLETE
Run-through of materials materials needed during the execution
2.5
and equipment of the project.
III. Purchases
3.1 Research potential vendors The team will negotiate with the
suppliers for the following materials, and
NOT
Negotiate contract terms of 12/17 12/18 2 days furniture and fixtures. Contract signing
3.2 STARTED
agreement & pricing with the suppliers and subcontractors
are also expected to happen.
Tracking of orders and NOT The team will update the supplier for the
3.3 12/22 12/23 2 days
ensuring timely delivery STARTED items being ordered.
Review quality of The materials are expected to arrive and
3.4 NOT
purchased products 12/26 12/26 1 day the team will review the said items to
STARTED
3.5 Materials, Furniture, Fixtures ensure the items are in good condition.
IV. Finishing
The team will paint the walls of the
NOT condo unit. It will only take 2 days since
4.1 Painting of walls 12/28 12/29 2 days
STARTED the walls of the condo unit is already
white.
4.2 Flooring The team will add decorative elements
12/29 12/29 NOT
Other 2 days according to the proposed design and,
4.3 12/31 12/31 STARTED
beautification/improvement of course, with the client’s requests.
V. Installation 2021
The installation for bedroom is
NOT simultaneous with the bathroom
5.1 Bed 01/02 01/02 1 day
STARTED equipment since there are few
installations are need for the bathroom.
5.2 Kitchen set The installation of the following rooms
NOT
01/04 01/04 1 day are simultaneous since there are only
5.3 Sala set STARTED
few changes and materials to install.
 There are only few installations for the
NOT
5.4 Bathroom Equipment 01/02 01/02 1 day bathroom. Therefore, this can be done
STARTED
with the bedroom.
The appliances brought by the client are
Other luxury equipment (i.e. NOT
5.5 01/05 01/06 2 days being installed in the condo unit before
appliances) STARTED
they will officially move in.

The Project management team will submit published results for control measures and monitoring of the said project.
They will also meet the clients for updates and weekly reports. Ensuring that the quality of work and service is never
compromised. Transparency of transactions and purchases are handed out in an organized manner. Expenses related to
the plausibility of the project are also reflected.
 PROGRESS REPORT

Date: November 9, 2020

Time: 4:30PM – 5:30PM

Attendees: Avila, Jecille

Baranggan, Chennie

Moran, Jellyry

Olpoc, Paulynn

Sia, Melanie Jane

Minutes:

1. The group discussed the requirements to be submitted in order to accomplished

this output. They also discussed when to submit each requirements to manage
their tasked.

2. The group has decided to breakdown the possible contents of each requirements
based on the module given by the professor. They have disseminated the parts in
each member of the group for the first output to be submitted this Friday,
November 13, 2020.

3. The following are the parts for the Project Scope (first requirement) with its
designated group member:

a. Objective - Melanie Jane Sia

b. Introduction - Jecille Avila
c. Customer Requirements - Ana Katrina Cortes
d. Statement of Work - Paulynn Olpoc
e. Deliverables - Chennie Baranggan
f. Acceptance Criteria - Jellyry Moran

Prepared by:

Paulynn A. Olpoc

Project Manager
 PROGRESS REPORT

Date: November 16, 2020

Time: 4:30PM – 5:30PM

Attendees: Avila, Jecille

Baranggan, Chennie
Cortes, Ana Katrina
Moran, Jellyry
Olpoc, Paulynn
Sia, Melanie Jane

Minutes:

1. The appointing of Miss Ana Katrina Cortes as the new Project Manager, and
Paulynn Olpoc as her assistant.

2. The group was having a hard time finishing their designated task in the previous
requirement, Project Scope. Therefore, decided to extend the said deadline to
November 17, 2020.

3. The group then talked about the next week’s requirements and assigned it to its
members by pair. The following are the said requirements and the members
assigned:

a. Work Breakdown Structure – Chennie Baranggan and Jellyry Moran

b. Responsibility Assigned Matrix – Jecille Avila and Melanie Jane Sia
c. Project Schedule – Ana Katrina Cortes and Paulynn Olpoc

Prepared by:

Paulynn A. Olpoc
Assistant Project Manager

Noted By:

Ana Katrina Cortes

Project Manager