PMP Final Version

1

4/10/2015

Project Management Plan

Ons Plek - JEMPS

Table of Contents

1. Scope of Statement.............................................................................................................4

2. Work Breakdown Structure and Milestone List....................................................................5

3. Gantt Chart.......................................................................................................................6-7

4. Communications Management Plan..............................................................................8-11

5. Cost Management Plan................................................................................................12-13

5.1. Cost Management Approach..........................................................................................12

5.2. Estimation of the Cost....................................................................................................13

5.3. Actual Cost Differences and how it is managed.............................................................13

5.4. Change Control..............................................................................................................13

6. Resource Management Plan........................................................................................13-21

6.1. Purpose:.........................................................................................................................13

6.2. Resources for our project are:........................................................................................13

6.3. Resource Constraints Scheduling:.................................................................................14

6.4. Resource scheduling:.....................................................................................................14

6.5. Utilization of Resources:.................................................................................................15

6.7. The Project Management Team members and their specific skills:...............................16

6.8. Key Project Stakeholders (Stakeholder matrix).........................................................17-21

7. Risk Management Plan................................................................................................22-24

7.1. Purpose..........................................................................................................................22

7.2. Scope.............................................................................................................................22

2

7.3. Background to the Risk.............................................................................................23-24

8. Sponsor Acceptance......................................................................................................24

9. Appendix........................................................................................................................... i

10.1. Appendix 1: Project Meetings........................................................................................ i

10.2. Appendix 2: Finance Records...................................................................................... ix

10.3. Appendix 4: Risk Management Matrix..........................................................................xi

Patrick (PM)..................................................................................................................................... xi

10.4. Annexure 5: Notes for Volunteers at Ons Plek...........................................................xiii

xiii

NOTES FOR VOLUNTEERS AT ONS PLEK PROJECTS.........................................................xiii

CONFIDENTIALITY AND COUNSELLING....................................................................................xiv

HEALTH ISSUES............................................................................................................................xv

10.5. Appendix 5: GANTT CHART.....................................................................................xvii

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1. Project Scope Statement

Project Purpose/ Business Justification

Address the vulnerability of young women on our streets who are easily exploited and abused.Addressing the need of a skill/ Art that both beautifies and worthens young women.

Objectives

o Skill all the girls at the youth care centre in braiding and manicure.o Integrating all races and ethnicity as part of the project.o The trainee is expected in turn to teach the skills to other women around her in future.o Playing a role, however small, in the transformation of women, street life and community.o Achieving awareness and appreciation of the importance of the opportunity offered. o Stirring commitment, readiness, eagerness and willingness, from the ladies involved, both on the project and in life.o Establishing an equal, friendly and healthy relationship with the different participants on the project

Deliverables

Providing training workshops in braiding and manicure/Pedicure/ Others.

Scope

This project addresses the training of all the girls at Ons Plek Youth care centre only (braiding and manicure) within the time and budget constraints.

Reaching to other women outside Ons Plek is beyond the scope of this project.

4

2. Work Breakdown Structure and Milestone List

5

Project: Braiding & Manicure/Pedicure project For girls at Ons Plek shelter

Team Formation

Secure all permissions and approvals

Communication planning with the different stakeholders on the project (ONS PLEK Youth Care)

Activities: Braiding Training Manicure and Pedicure Closing Celebration

Milestones: Selecting the braiding hairstylist select the nail Artist Planing for the celabration

Search for second Hairstylist Select the pedicure artist preparing the gifts for the girls

Collecting the internal and external fundings for the project ( Fundings for the braiding and manicure/ pedicure

Preparing for The workshop(buying Hair fibers& contacting hairstylist) Introducing the Nail artist to the girls at the shelter preparing the gifts for the girls

Introducing the hair specialist to the girls at the shelter Preparation for each Manicure/Pedicure Session Decorating the shelter

Resource planning for the Braiding Resource planning for Manicure & pedicure Preparation for snacks and drinks

Risk planning for the project Cost planning for Manicure & pedicure Risk planning for the celebration

Cost planing for the braiding Risk planning for Manicure & pedicure Resource planning for the celebration

cost planning for the celebration

building the Web site

Preparing The Expo presentation

3. Gantt Chart

6

N.B More detailed Gantt charts are found in Appendix 5: Gantt chart.

7

8

4. Communications Management Plan

ID STAKEHOLDER INFORMATION REQUIREMENTS/ MESSAGES

MEDIA/ VEHICLE FREQUENCY

1

Project Sponsor: Mr Percy Saungweme

Project progress Arising challenges Project risks Financial position

Project status report Formal meeting (See

Appendix 1) Email Phone (refer to appendix

2)

×4 a semester and when required

2

Project Manager: Patrick

Project status on milestones of project (refer to Gantt chart)

Task issues Team feedback Arising challenges Project risks Work allocation Financial position

Project status report Formal meeting (See

appendix 1) Email (See appendix 2) Phone (See appendix 2)

Daily and as when required

3 Project Coordinator: Mpho


Task issues Team feedback Arising challenges Project risks

Project status report Formal meeting (refer to

appendices) Email (refer to appendix

2) Phone (refer to appendix

2)


9

Work allocation Financial position

4

Project Coordinator: Elaine




appendix) Email (refer to appendix


2)


5

Project Coordinator: Sophia






2)


6 Project Coordinator: Juanita


Task issues Team feedback




2)


10

Arising challenges Project risks (refer

to appendices) Work allocation Financial position

7

Pam Jackson: Ons Plek Director

Volunteer information

Project scope

Volunteer Application form (refer to appendix 4)

Formal meeting (refer to appendices)

Email (refer to appendix 2)

Phone (refer to appendix 2)

Biweekly As and when

required

8

Hair specialist: Annah

Task issues (refer to responsibility matrix)

Team feedback Arising challenges



Weekly ( once every Thursday)

9

Manicure Specialist: Natasha






10

Trainees: Ons Plek girls (refer to appendices for more)





11 Charlys’s Bakery: JEMPS-

Project scope and objectives


Seldom (once a month)

11

initiative Donor Project progress Project progress


SOCIAL MEDIA I.E. BLOG (HTTP://JEMPS- INITIATIVE.BLOGSPOT.CO M )

PHONE (refer to appendix 2)

As and when required

12

New York Bagels: JEMPS-initiative Donor


Project progress Project progress



Social media i.e. blog (HTTP://JEMPS- INITIATIVE.BLOGSPOT.CO M )



As and when required

13

Cape Town Community



Weekly (once every Thursday)

14

The Cape Towner (Media): Yonela Sinqu





12

http://jemps-initiative.blogspot.com/












5. Cost Management Plan

This document will give a detailed breakdown of how we planned and estimated the

costs associated with the project. Reference will be given to the excel document:

Appendix 2

5.1. Cost Management Approach

The project team separated the Hair and the Nail activities. All the hair components

were divided between the team members, being Patrick (PM), Mpho, Sophia,

Juanita. Our team member: Elaine, offered to sort out all costs in regards to the

manicure/pedicure/others resources as can be seen on the Resource Plan section.

The manicure/ pedicure section includes also other small activities such as facial

treatment.

In Appendix 2, we give a breakdown of our income which consists of Patrick, Mpho,

Sophia, and Juanita who each had to bring in R700.00, whether it is from our own

pockets or if we’ve collected it from relatives, co-workers or churches.

These monies will be used for purchasing the hair fibres and also paying the hair

stylists with R200.00 per session. Elaine has paid the manicure artist R800.00 once

off. Some of the other costs are taken upon ourselves which we’ve not included in

the excel document.

All resources required for the hair stylist will only come from the following four team

members: Patrick, Mpho, Sophia and Juanita (Elaine is excluded from this list)

5.2. Estimation of the Cost

The breakdown of these amounts will be given in Appendix 2 which has the 3

sheets, the first one being the estimated cost.

5.3. Actual Cost Differences and how it is managed

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When we look at Appendix 4, on sheet 2 we have the income and expenses, where

the final balance includes the amounts still outstanding.

Taking that into consideration we can see that we will still have money left after all

the hair costs are taken into account, we have 3 weeks left to still cover the costs

and any extra money will be used to finance the celebration of the final session on

the 30 April 2015. Donations and personal contribution will help finance the rest of

the activities required for the project completion. The project is cost-effective

allowing for project team members’ personal funding of the different activities.

5.4. Change Control

As mentioned above this project is cost-effective and when the projection of the

costs was made, the highest possible estimate of costs was preferred to the lowest,

thus making sure extra money will be generated.

The reason for this need of extra cash is for the closing day celebration at Ons Plek,

which was left out of our initial planning, but later on added unto the project as we

saw the need of celebrating the achievement of the project.

6. Resource Management Plan

6.1. Purpose:

The purpose of the information in this document is to indicate how the resources are

aligned to this project at Ons Plek, thus delivering a professional service which is our

deliverable. The resources are directly linked to the planning of the project.

6.2. Resources for our project are:

- Funds

- People/Beneficiaries/Stakeholders

- Specialist skills

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- Equipment

- Trainees

- Technical skills

The above-mentioned resources utilised for the project are an addendum of the

Strategic Management processes of the chosen organisation: Ons Plek.

However, the project is not placing extra and/or conflicting demands on the chosen

organisation resources and because of the uniqueness of the chosen organisation;

The authority, responsibility and performance depend all on organisational structure

and culture.

6.3.Resource Constraints Scheduling:

The limited resource schedule usually reduces slack. By reducing slack we ensured

delay is minimised and we ensured that a number of critical and near critical

activities will not be delayed as well.

6.4.Resource scheduling:

- Project Management staff of whom the project manager is in charge must

determine how the assigned labour and /or equipment are adequate to deal

with the assigned project.

- We also need to determine if the original deadline is realistic. (For now the

available resources are sufficient to meet the deadline of the project)

- However when resources were depleted and /or when staff members run late

tasks are shared amongst available staff for a particular day.

- We were however able to continue with tasks as team members are multi

skilled.

6.5.Utilization of Resources:

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Funds were obtained from the project team members and from anonymous donors.

Each project team member brought their own expertise to the project which further

enhanced the delivering of the project.

These resources were utilized as follows:

FUNDS:

- Hair fibre (different textures)

- Flat iron

- Shampoo and conditioner

- Nail varnish

- Nail varnish remover

- Nail art stickers

- Nail clippers

- Nail files

- Nail buffers

- Feet soaking salt, feet scrub, feet balm

- Toe dividers

- False nails, glue

- Hand towels

- Hand and feet soaking bowls

6.6.The Project Management Team members and their specific skills:

Sophia: Recruitment and Selection Official: Her expertise was utilized by giving

team member their Key performance area and tasks and tasks as per Job

Description.

Patrick: Business management, finance and Law background. Project Manager on

this project.

Mpho: Social media official is utilized to create the web page for our project and

other tasks as per Job Description. He is a graduate from a tertiary Institution.

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Juanita: Employed as a financial official at a Government Organisation, a graduate

from a tertiary institution. She is responsible for the finances of the Project and tasks

as per Job description for the Project.

Elaine: Higher Certificate in Human Resource Management and currently employed

in a Government Organisation; concerned with the Employee Health and Wellness of

the Group Members and tasks as per job description.

Trainees:

Residents of the shelter are trained to obtain hair styling, manicure and pedicure

skills. They are all currently pupils receiving in-house schooling at Ons Plek.

Specialist skills :

Manicure specialist/ Pedicure specialist.

Hairstylist.

Equipment (Internal Resources )

Building, Water, Tables, Chairs

External Resources:

Transport of project team members.

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6.7. Key Project Stakeholders

Before going far looking at our project stakeholders lets define who stakeholders are. According to the project management slide

notes stakeholders or a stakeholder is someone who ‘‘can gain or lose from the success or failure of a project, who has a “stake” in

the project.’’ Stakeholders also can be defined as according to the project management 5th edition text book pg……

‘‘Stakeholders are people and organizations that are actively involved in the project, or whose interests may be positively or

negatively affected by the project.’’

A project role is an assignment on the project team. It’s similar to a job description. A team member can have one or more roles at

the same time. A person’s role may be temporary or last for the life of the project.

Key stakeholders

Stakeholder Information/requirement Medium Frequency

1 Sponsor Approval or rejection of project

after completion

Gives continuous advice

Four Times in

semester

2 Project

Manager

To oversee the project

progression in all areas

Whatsapp, emails and

face to face during

group meetings

Daily basis

3 Project team To execute or take up different Whatsup, emails and Daily basis

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roles to see to it that the project

succeeds.

face to face during

group meetings

4 Ons Plek

Management

Will directly benefit positively,

because this will send a good

image to their donors for

example (the government,

private donors etc.) or potential

donors

weekly

5 Project donors To fund the project 0r (ensuring

that there are enough resources

for successful project

completion).

Group meetings weekly

6

Trainers To teach life skills for example,

braiding Pedicure and manicure

Whatsup and phoning weekly

7 Trainees Learns new skills that will help

them to improve their economic

wellbeing and will help them

keep busy and out of streets.

Face to face Once weekly

Community Will benefit from the girls skills

at affordable prices because the

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8 girls families are in different

communities. When they reunite

with their families

The purpose of this matrix is to gain clarity and agreement on who does what on this project, so we could define the columns with

as much detail as makes sense. For instance, in the above, Project Team could have been broken into the specific people that

make up our project team, with each person given their own column. We could then specify the actual individual responsible for the

creation of the Business Requirements.

After the matrix was completed, it was circulated for approval so that everyone understood and agreed to their roles and

responsibility. This was done early enough and was to be included in our Project Definition (charter). On the matrix, the different

roles appear as columns, with the deliverables listed as rows, the intersecting points describe each role's (or person's)

responsibility for each deliverable. A simple matrix follows.

Responsibility Matrix

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Sponsor ProjectManager

Project Team Ons Plek Management

Project Donors

Trainers Trainees Community

ProjectDefinition

A (Mr Percy Saungwene , Ms Lisle Svenson)

C (Patrick Ilunga)

R (Mpho, Juanita, Elaine and Sophia)

I I I I

Communication Plan


C (Patrick Ilunga)


N I

Business Plan


C (Patrick Ilunga)


I

Status Reports


C (Patrick Ilunga)


Business Charter


C (Patrick Ilunga)


Business Case


C (Patrick Ilunga)


Business Requirements


C (Patrick Ilunga)


I I I I

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The letters in the matrix are interpreted as follows:

A means that the person (or role) approves the deliverable.

R means that the person (or role) reviews the deliverable.

C means that the person (or role) creates the deliverable. (Usually there is only

one person who is responsible for creating a deliverable, although many people

may provide input.)

(Other codes are I -- Provides input and N -- Is notified when a deliverable is

complete.

In the table above, the Project Definition document was created by the project

manager (Patrick Ilunga); reviewed by the project team and approved by the project

sponsor. The Business Requirements were created by the project team; reviewed by

our project manager and approved by the project sponsor ( Mr Percy Saungwene).

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7. Risk Management Plan

7.1.Purpose

This document will provide more information regarding the risks that we may

face over the life span of the project that we are conducting at Ons Plek Cape

Town and what we’ll do to ensure that it does not materialise.

7.2.Scope

It provides a list of risks associated with the Ons Plek project and what we’ve

put in place, hence we have a separate document called the Ons Plek Risk

Management Matrix which will be referred to throughout the project.

7.3.Background to the Risk

Our project is based in a very sensitive environment in terms of many rules

(refer to Appendix 5) this is and changes that can take place that is out of our

control. In terms of all the girls not able to finish our program and new girls

starting in the middle of the program. When their relationships with their

families are much better and more stable then social workers will give the go-

ahead that they may be re-united with their families for good and in other

instances there are new girls that are taken away from their families or

whatever difficult situations they may be in.

Below is more detail and reference to the risk matrix, the time scale on the

risk matrix refers to Weeks 1 to Week 9, which is from the 5 March 2015 (first

session) to the 30 April 2015 (last session).

Risk 1: Classroom Size I.T.O amount of girls – The girls come and go, as

some are re-united with their families, others run away and new girls join the

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group. This is a risk that is out of our control, all we need to ensure is that we

are very accommodating to the circumstances.

Risk 2: Girls not finishing the 8 sessions – This happens as a result of the

above risk. Which we have no control over we just need to accommodate

anything of the sort that does happen in these cases because it is such a

sensitive environment in which we are doing our project.

Risk 3: Uncooperative trainees – Some girls do not want to work with us,

they are drawn back and will sit in their corner and cut themselves off from

everyone else, this we however do understand but we need to engage with

them so that they can in a sense warm up to us and not see us as enemies.

Risk 4: Risking ourselves because we don’t have the necessary social working skills to work with the girls – This is also as a result of the above

risk, we try to interact but they don’t always take not of us or say funny things

to us and we immediately just back off and we’ll speak to the ladies in charge

to rather deal with that.

Risk 5: Slow learners – Not all of the girls have been exposed to what we’re

doing there, they enjoy it but it also makes it a bit difficult because we only

have the go ahead to do the sessions during a specified amount of time and

cannot go past that due to strict rules.

Risk 6: Trainers not being able to attend – This happens because they own

their own little business and have their busy periods but that is something that

we knew about before-hand.

Risk 7: Bad Trainers – Trainers who do not care about the girls or doesn’t

have the passion for doing these things below their standard prices that they

charge. If it was a case where we get bad trainers it would mean that the

quality of the sessions would be really low and us as a team wouldn’t be

successful in our project then and as the role of the project team we also

wouldn’t be successful.

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Risk 8: Failure to find sponsorship – Not a lot of people want to invest in a

place like that especially for teaching the girls a skills because they don’t want

to spend money on something as valuable as running programs when some

girls end up running away, they see it as a waste of money. The only thing we

need to find sponsorship for is a celebration for the girls once they’ve

completed the sessions.

Risk 9: Unhappy Project Sponsors – If we do not meet regularly with our

sponsors we’ll find this occurring and it could cause great difficulty for the

success of the project.

Risk 10: Measuring success or failure – The difficulty of seeing if we’ve

succeeded in what we’ve put out for the girls to learn, but our program to

measure this risk is found in our celebrations planning where we’re going to

give the girls a chance to showcase what they’ve learned and this will take

place on the 30 April 2015.

All our risks are accompanied by a mitigation plan and also what more we can

do to try and avoid those risks and/or minimising the risks, these are all found

in the risk matrix, which is attached as an appendix.

8. Sponsor Acceptance

The project charter of this initiative was authorised by the project Sponsor: Mr Percy Sangwene (Project management Lecturer) and the management of ONS PLEK.

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9. Appendix9.1.Appendix 1: Project Meetings

PROJECT MEETING NO 1

Venue: Student centre DATE: 13th of February 2015 START: 18h00

IN ATTENDANCE

MPHO PHOBA (MP) Chair

Patrick ILUNGA (PI) Scribe

Juanita BOSTANDER(JB)

Elaine Harris (EH)

Sophia SINYINZA (SS)

AGENDA

1. Nomination and appointment of members to positions of responsibility2. Discussion of potential projects3. AOB

ProceedingsAgenda

ItemDeliberations/Discussion Action/Due

Date/Responsibility1. Nomination and Appointment of

members to positions of responsibility The team nominated MP to preside

over the meeting. The team nominated PI as the

scribe for the day. All team members accepted the

nomination with no objection.

2. Discussion of potential projects Every team member discussed

his/her idea of a potential project he/she had researched and brought in for the meeting.

No project was unanimously agreed upon for to adoption.

Decision to extend the period of

Project Ideas to be submitted by e-mail by and to every group member by Tuesday the 17th for discussion on the 18th of February after class.

i

research and improve on each individual idea.

3. AOB None

Next Meeting Scheduled for Friday the 20th of February 2015 Student Centre.

Meeting adjourned at 17:15


Venue: Student centre DATE: 20 th of February 2015 START: 18h00

IN ATTENDANCE

MPHO PHOBA (MP) Scribe

Patrick ILUNGA (PI) Chair


Elaine Harris (EH)


AGENDA

1. Previous Meeting Issues2. Finalising project choice to be signed off3. Discussion of future responsibilities4. AOB

ProceedingsAgenda


Date/Responsibility1. Project ideas from each member

should’ve been done Arranging the meeting with project

sponsor Mrs L Svenson was done

2. Finalising Project Choice after meeting Patrick to follow up on

ii

with Project Sponsor Combination of Sophia and

Patrick’s project, Patrick’s concern was that he’s not

sure if Ons Plek would allow us to take the girls out to go to the home Sophia has identified.

Ons Plek response because Pollsmoor still didn’t get back to him but Ons Plek has given some sort of response that looks positive.Sophia to also find out about a shelter that we could go to in Bridgetown.

3. Discussion of future responsibilities Mpho – Social Media, marketing,

motivation and reporting, taking and compiling photographs

Juanita – compiling of reports and being the treasurer of any income, getting donations

Sophia – Getting donations and looking for hair stylist to train the girls

Patrick – Project Manager (assists with everything)

Elaine – Getting donations and arranging trainers to do the pedicure and manicure

Everyone to bring feedback for the next scheduled meeting on 27 February 2015.

4. AOB None

Next Meeting Scheduled for Friday the 27th of February 2015 Student Centre.

Meeting adjourned at 19h30

PROJECT MEETING NO 3 -- Mpho please complete as you did the minutes for this meeting

Venue: Student centre DATE: 27 th of February 2015 START: 18h00

IN ATTENDANCE

MPHO PHOBA (MP) Scribe

Patrick ILUNGA (PI) Chair

iii


Elaine Harris (EH)


AGENDA

1. Previous Meeting Issues2. Finalising project choice to be signed off3. Discussion of future responsibilities4. AOB

ProceedingsAgenda


Date/Responsibility1. Project ideas from each member

should’ve been done Arranging the meeting with project

sponsor Mrs L Svenson was done

2. Finalising Project Choice after meeting with Project Sponsor

Combination of Sophia and Patrick’s project,

Patrick’s concern was that he’s not sure if Ons Plek would allow us to take the girls out to go to the home Sophia has identified.

Patrick to follow up on Ons Plek response because Pollsmoor still didn’t get back to him but Ons Plek has given some sort of response that looks positive.Sophia to also find out about a shelter that we could go to in Bridgetown.

3. Discussion of future responsibilities Mpho – Social Media, marketing,

motivation and reporting, taking and compiling photographs

Juanita – compiling of reports and being the treasurer of any income, getting donations

Sophia – Getting donations and looking for hair stylist to train the girls

Patrick – Project Manager (assists with everything)

Elaine – Getting donations and arranging trainers to do the pedicure and manicure

Everyone to bring feedback for the next scheduled meeting on 27 February 2015.

4. AOB

iv

NoneNext Meeting Scheduled for Friday the 27th of February 2015 Student Centre.



Venue: Student centre DATE: 30th of March 2015 START: 17h35

IN ATTENDANCE

MPHO PHOBA (MP)

Patrick ILUNGA (PI)

Juanita BOSTANDER(JB) Scribe

Elaine Harris (EH) Chair


AGENDA

1. Previous Meeting Issues2. Project Management Plan3. AOB

ProceedingsAgenda


Date/Responsibility1. In our previous workshop at ONS PLEK

which is every Thursday since the 5 March 2015, we had a situation where both the hair stylist and nail artist could not make it – we then improvised and had an exercise session instead

Risk that we have when our trainers are not able to come but we have identified it previously.

2. Project Management Plan Discussion of the way forward,

assigning tasks to individuals Working on it together also to

ensure there is synergy

Breakdown of tasks:WBS: Patrick + whole teamGantt Chart: PatrickRisk Plan: Juanita + PatrickCommunication Plan:

v

Mpho + Juanita Resource Plan: Elaine + SophiaStakeholders Matrix: SophiaBudget: The whole team

3. AOBFinal Celebration proposed date: 30 April

2015

Donations for food

Thank you Hampers – Chocolates,

Thank you cards

More in depth discussion to still take place

Next Meeting Scheduled for 31 March 2015 Student Centre.



Venue: Student centre DATE: 31st of March 2015 START: 17h35

IN ATTENDANCE

MPHO PHOBA (MP)

Patrick ILUNGA (PI)


Elaine Harris (EH) Scribe

Sophia SINYINZA (SS) Chair

AGENDA

1. Previous Meeting Issues

vi

2. Project Management Plan3. AOB

ProceedingsAgenda


Date/Responsibility1. None

2. Project Management Plan Continuation of working on our PMP

together

We all have our own individual tasks, however we rather sit together and do it so that if anyone needs clarity on anything we as a whole group can maybe share some light and clarify things so that we are all on one page.

3. AOB None

Next Meeting Scheduled for 1 April 2015 Student Centre.



Venue: Student centre DATE: 1st of April 2015 START: 17h35

IN ATTENDANCE


Patrick ILUNGA (PI)


Elaine Harris (EH)

vii


AGENDA


ProceedingsAgenda




together


3. AOB None

Next Meeting Scheduled for 6 April 2015 Student Centre.



Venue: Student centre DATE: 6th of April 2015 START: 10h00

IN ATTENDANCE


Patrick ILUNGA (PI)


viii

Elaine Harris (EH)


AGENDA


ProceedingsAgenda




together


3. AOBCelebration of the party

Thank You Hampers consist of and price estimation:

Cellophane & Ribbon = R80.00 Hand-made thank you cards to

Trainers and Caregivers and Chocolates = R10.00 + R100.00 =R110.00

Cosmetic products: Lotion, nailpolish, lipstick, tissues, manicure sets, spray= R15 + R5.00 + R15.00 + (R20 + R20) + R20 + R20 = 65.00 * 15 = R975 + 40 = R1075.00

Personalised notes to the girls with their names on

Total for Hamper: R1265.00Food for that day:

Cakes – 3 * R45.00 = R135.00 Platters we’ll do ourselves –

Samoosas, chicken, sausage roll, Vienna, tomatoes, cucumbers, lettuce, pies = R300.00

Side plates, glasses, cutlery will be provided by Elaine

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Juice we’ll provide ourselves – R45.00 + R30.00

Chips = R30Total food: R540.00Total of Food and Hampers: R1805.00Programme for 30 April 2015

The girls will do the decorations before we get there– balloons etc.

Girls will do their caretakers, hair nails and feet – hair will be done prior to the 30 April 2015

We’ll give the girls an hour to do their caretakers nails and feet, they should do the hair in the week prior to when we come, so we’ll take the before and after photo’s

Other duties:Juanita is to do the compilation of the project by Wednesday 8 April so that we can meet with the lecturer before the hand-in date to ensure that everything is in order or whether we need to make other changes to the project.

Next Meeting Scheduled for 09th April 2015 Student Centre after class.


x

9.2. Appendix 2: Finance Records

9.2.1. Estimated Costs

Estimated cost as at February 2015

ActivitiesHair Costs Per Session

Manicure and Pedicure Costs

Celebration Costs

Trainers ( R300 *2) R 600.00

Manicure and Pedicure Trainer R 800

Gift HampersR 1 295.00

Hair Fibres R 360.00All products used

R1200.00

Refreshments R 510.00

R 960.00 Total * 4 Sessions R 3 840.00 R 2 000 R 1 805.00

Total Cost Estimation R 7 645.00

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9.2.2. Income and Expenses

Financial Sponsor's which we as a team have collected thus far and the expenses which we have incurred as at 6 April 2015

Income

ON

S P

LEK

-- J

EM

PS

Expenses

Date Name Amount Date Name and For what Amount

5/03/2015 Elaine R 800.00 5/03/2015 Manicure artist R 800.00

Donation

R 500.00

Sophia Purchased Hair Fibres R 70.00

19/03/2015 Juanita R 300.00 Anna (hair specialist) R 200.00

26/03/2015 Patrick R 300.00 12/03/2015Anna (hair specialist) R 200.00

Sophia R 200.00 19/03/2015Anna (hair specialist) R 200.00

01/04/2014 Mpho R 350.00 26/03/2015Patrick Puchased Hair Fibres R 75.00

02/04/2015 Patrick R 200.00 Anna absent R 0.00

Sophia

R 100.00 02/04/2015Patrick Puchased Hair Fibres R 100.00

Sophia R 70.00 Easter Eggs for the girls R 65.40

R 2 820.00 R 1 710.40Balance R 2 389.60

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9.2.3. Outstanding Amount

Monies Outstanding 700Outstanding Amount as at 6 April

2015Patrick (PM) 200 Sophia 330 Mpho 350 Juanita 400 Total 1280

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9.3.Appendix 4: Risk Management Matrix

Ten Risks:

1. Classroom Size I.T.O amount of girls.

2. Girls not finishing the 8 sessions.

3. Uncooperative trainees.

4. Risking ourselves - not having the necessary social working skills to work with these girls.

5. Slow learners.

6. Trainers not being able to attend.

7. Bad Trainers.

8. Failure to find financial assistance.

9. Unhappy Project Sponsors

10.Measuring of success or failure

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Step 1: Risk Identification

Step 2: Risk Assessment Step 3: Risk Management

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List of Possible Risks

Likelihood

H/M/LImpactH/M/L

What are we already doing about it? (mitigating factors)

What more can we do about it?

Timescale

Person Responsible

Reviewed Level of

Risk1

Classroom Size I.T.O amount of girls

H H

We've ensured that we run more than one workshop at a time so that the girls can be split amount the 2.

Look around for more trainers to join us and negotiate a good price. Week 1 -

9 Patrick (PM) H2

Girls not finishing the 8 sessions

H H

Each session we're making sure that the trainees get as much exposure to the different styles and things that can be done to make sure that they've gained enough knowledge to carry on.

Out of our control.

Week 1 – 9

Trainers and the Project team H

3 Uncooperative trainees H H

Giving the trainees an ultimatum or incentives for their participation.

Giving them motivational talks before we start with each session.

Week 1 – 3

Project Team L

4 Risking ourselves - not having the necessary social working skills to work with these girls M M

We're encouraging one another and we pray for each other.

Have team building sessions because we're one unit that needs to stay together.

Week 1- 3 Patrick (PM) L

5

Slow learners

M M

Leaving materials for them to practice with during the course of the week.

Encourage them to participate and persevere. Motivational talks. Week 1 Project Team L

6 Trainers not being able to attend M M

Using those sessions as exercising sessions

Get more trainers who can come in place of the others who can’t make it.

Week 1 – 9

Sophia, Patrick, Elaine M

7 Bad Trainers L H After the first session we've seen that they know how to work with the girls and they've

Get better incentives for the trainers to not slack and also show our

Week 1 Sophia, Patrick, Elaine

L

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paid attention. Chose trainers who run their own salons, entrepreneurs

appreciation for them.

8

Failure to find Financial Assistance

L H

Getting funds from people surrounding us and even from our own pockets

We’re doing our research and sending out letters to get sufficient support and also following up on these attempts.

Week 1 -4

Juanita, Mpho M

9 Unhappy Project Sponsors L H

Ensuring that we’re sticking to the guidelines given by them.

Schedule regular meetings with the sponsors.

Week 1 – 6 Project team M

10Measuring of success

or failureL H

Leaving the necessary products so that the girls can practice during the week.

Have a bit of competition amongst the girls and give out prizes to keep them motivated.

Week 1 – 9 Project Team M

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9.4.Annexure 5: Notes for Volunteers at Ons Plek

NOTES FOR VOLUNTEERS AT ONS PLEK PROJECTS

Welcome!!! We hope that your work with us will be challenging and fulfilling for you, and a real gift to the girls.

Herewith some of the basic conditions of volunteer work at Ons Plek Projects.

First of all, where is what and who is who:

We have two houses, the intake shelter (Ons Plek) in Albertus Street Cape Town and the community house (Siviwe) at York

Road Woodstock.

The person presently responsible for volunteers is Gina Jagers (Unit Manager Siviwe/Volunteer Co-Ordinator). As a

volunteer you are responsible to Gina, who may designate you a direct supervisor as well. If you are working at Ons Plek you

would report directly to either the Social Worker/Unit Manager/Educator.

And then, guidelines guideline and guidelines:

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A volunteer is a person who does an important job of work without pay and of his/her own free will. We regard your contribution

as very important to the project and therefore we ask for a commitment similar to that of a staff member as far as regular

attendance is concerned.

DON’T FORGET!!!!:

The Child Care Workers are responsible for everything the girls do. Volunteers must always ‘check in’ with the child care

worker on duty when arriving and when leaving.

WORK TASKS

Make sure you know what your work will entail. It is important to be clear from the beginning why you are involved and what is

expected of you. If you have any queries about the work or organisation, please feel free to ask.

COST OF ACTIVITIES

Confirm with Gina how the cost of equipment (e.g. pens, paper, photocopying, art materials, transport for children etc.) needed

for your work will be covered, before finalising plans for sessions.

REGULAR ATTENDANCE

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We will try to arrange your voluntary work to the hours you wish to give. Reliability is very important. When you are unable to

come, please cancel and make an alternative arrangement as early as possible. If you cannot get hold of Gina (or your direct

supervisor if you have been allotted one), speak to the child care worker on duty.

If you feel you are in the wrong situation and you are not finding your voluntary work satisfactory or rewarding, it may be

possible to find more rewarding voluntary work. Once again let Gina know a month in advance so you can do a good farewell

for the girls.

CONFIDENTIALITY AND COUNSELLING

At Ons Plek confidentiality is kept within the direct service staff team. This is made very clear to the girls, so that they know

when something they share with one person may be known to other staff members as well. While we cannot share confidential

information with volunteers, it is very important that volunteers make clear to the girls that anything shared with a volunteer may

be told to the direct service staff. This prevents traumatic situations arising where a volunteer has important or even dangerous

information (e.g. where a girl says she is planning to harm herself or another person) and then has to break trust with the girl

and tell staff anyway.

Volunteers do not get involved with counselling the girls, and the following guidelines are valuable in making sure one keeps

the conversation on a clear befriending level.

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Do NOT talk about the past, pain, private issues and problems with the girls. It is OK to chat about the present, positives and

future dreams.

For example asking a girl why she is at Ons Plek, where her family is, where her mother is, where she is from, whether she

lived on the streets, what strolling/street life is like, how long she has been here, how she feels about being here, anything

about sex, rape, abuse, drugs etc. are all quite UNSUITABLE topics.

Examples of SUITABLE topics would be sharing about your and her favourite TV programmes and personalities, your and her

best liked sports and sporting heroes, favourite foods, fashion and hairdos, what she would like to do when she grows up, what

she most likes doing and learning about, etc.

If a girl shares personal information with you freely without you having introduced the subject at all, you may listen respectfully

to as much as she wants to tell you, as long as you do not delve any deeper.

If you feel uncertain about something that arises in your work with the girls, talk to Gina or the Director, Pam Jackson.

HEALTH ISSUES

HIV/AIDS is a fact of life in South Africa. Who is HIV+ and who is HIV – is each person’s private information. At Ons Plek we

use ‘universal precautions’, meaning that we behave as if everyone is HIV positive when attending to wounds etc.

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PHOTOGRAPHS:

There are legal considerations in taking photographs of children at Ons Plek, since the children are protected by the Child Care

Act. You may only take photographs of the girls (cell phones included) with the permission of the Director (Pam Jackson). All

photographs intended for the girls must be given to the Unit Manager or Director. Some girls give photos of themselves to

friends, leaving them with no record of their own lives. The person in charge makes sure that the photos are kept in the girls’ life

story albums rather than dispersed amongst their peers.

SECURITY:

While Ons Plek and Siviwe are “safe houses”, being ‘security wise’ can prevent mishaps. Hand, handbags, mobile phones and

jackets to staff members for safekeeping while you are with the girls.

IF YOU ARE WORRIED:

If there is anything bothering you about the session or the child, discuss it with the child care worker or contact Gina.

GIFTS AND DONATIONS:

Do not give individual children gifts.

Consult with the child care worker if you want to donate anything to the girls.

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PROMISES:

Do not make promises you cannot definitely keep.

Good boundaries and absolute honesty about the duration and nature of the placement is essential in the volunteer’s

relationship with the girls.

Best Wishes!

From Pam Jackson and Gina Jagers

(Director) (Unit Manager - Siviwe)

Ons Plek Contact information:

e-mail: [email protected]

website: www.onsplek.org.za

postal address: Ons Plek Projects, P.O. Box 3506, Cape Town, 8000, South Africa

telephone: +27 (0) 21 465 4829 (Ons Plek Projects) / 448 6529 (Siviwe)

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mailto:[email protected]

9.5.Appendix 5: GANTT CHART

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Documents

PMP Final Version