GREENING MAGGIE’S FLOWER SHOP PRESENTED BY THE NINJA PROS May 22, 2010 Tom Fisher, Jacqueline Clarke, Karen Lynn, Adhiti Naik, Maggie Leung and AJin Lim

NINJA PROs 2 Table of Contents Project Charter………………………………………………………………….3 Scope………………………………………………………………………………..6 Project Life Cycle …………………………………………………………….11 Stakeholder Analysis………………………………………………………..13 Communication Plan………………………………………………………..14 Responsibility Assignment Matrix…………………………………….16 WBS…………………………………………………………………………………19 Project Schedule………………………………………………………………20 Cost Baseline and Investment S Curve……………………………..24 Risk Management Plan…………………………………………………….26 Quality Management Plan……………………………………………….28 Closure & “Green” Opening…..…………………………………………29 Addendum……………………………………………………………………….30

NINJA PROs 3 Project Charter ProjectGreening of Maggie’s Flowers Created ByNinja ProsDateMay 20, 2010 Convert existing flower shop for certification by Bay Area Green Business Program ROLES & RESPONSIBILITIES Sponsor: Kimi Ziemski Project Manager: Tom Fisher Project Stakeholders: Maggie Leung/Owner, Customers, Bay Area Green Business Program, Flower Shop Employees, Suppliers, and Project Team Core team members : Maggie Leung, Jacqueline Clarke, Tom Fisher, A Jin Lim, Adhiti Naik, Karen Lynn DESCRIPTIONBackground Info Maggie purchased an existing flower shop. She wants to convert her business into a green certified business. Project Team will act as Consultants to create a “green business” plan for her to utilize in obtaining certification through the Bay Area Green Business Program. Project Objectives  Create complete project plan for Maggie within five weeks. In Scope  Obtain flower shop’s Bay Area Green Business certification. Out of Scope  Structural changes  Changes that are outside of the Green Business Certification requirements. Budget  $100,000

NINJA PROs 4 Project Charter PROJECT INFORMATION Deliverables A Project Plan that enables Owner to obtain the Bay Area Green Business certification. If Owner and Sponsor agree, provide oversight during Execution and Closure Phases of project. Assumptions Increase customer base. Decrease utility costs and usage. Constraints Project completion within six months. Project budget not to exceed $100,000. Five weeks to complete project plan. Risks or Opportunities Is not approved for certification by Bay Area Green Business Program. Unforeseen infrastructure problems. Sponsor pulls out of project.

NINJA PROs SUPPORTING INFORMATION Milestones Initiation and Planning Phases completed Execution Phase completed Final sign off of Bay Area Green Business Program Checklist by all Green Business Program Auditors Business Process Impact Owner may have to alter shop hours on certain days during construction Acceptance Criteria Owner accepts project plan Bay Area Green Business Program checklist measures are completed Maggie’s Flower Shop obtains Green Business Certification ** The Project Charter does not include execution or approval of any physical work performed during the upgrading of Maggie's Flower Shop. We designed this Project as if our Charter included our oversight through the construction phase because we anticipated the Sponsor and Owner signing a contract described in the Addendum. 5 Project Charter

NINJA PROs 6 Scope Business Need Long-term cost savings by increasing operating efficiencies and reducing utilities usage. Use the Green Business Certification as a way to advertise and market the flower shop. Project Description Maggie purchased an existing flower shop. She wants to convert her business into a green certified business. The Project Team will act as consultants in order to create the shop’s green business plan. The plan will enable Maggie’s Flower Shop to become certified as a green business according to standards set by the Bay Area Green Business Program. Vision Statement To prepare a project plan for Maggie to convert her existing flower shop to a green certified business by Bay Area Green Business Program standards.

NINJA PROs 7 Scope IsIs Not Create a clear plan to meet Bay Area Green Business Program requirements. No structural changes. Give cost estimates for each phase of the project.Team will not act as a general contractor. Recommend programs that provide monetary or other incentives to cover cost of each upgrade. No permits required. Provide vendor selection criteria. Recommend Bay Area Green Business Program preferred vendors that provide discounts or incentives. Nothing is done that is outside of the requirements set by the Bay Area Green Business Program. Define requirements that Owner can do on her own or require contractor or maintenance person. Cannot guarantee that the project plan ensures green business certification. Provide oversight if the contract described in the Addendum is signed. Provide oversight if the contract described in the Addendum is not signed.

NINJA PROs 8 Scope OBJECTIVECRITERIA FOR EVALUATION Determine the specific requirements that the Owner wants based on the Bay Area Green Business Program checklist Meets checklist and Owner approval (Yes, No) Meet Owner’s budget and needs  Project comes in on budget ($90K +/- 15%)  Verify that minimum number of requirements are met in each category Obtain Owner’s sign off on Project PlanYes/No Obtain Sponsor’s sign off on Project PlanYes/No Create a budget for entire project that meets Owner’s needs  Meets requirements on checklist  Meets Vendor/program cost estimates Create a project timeline to find contractors, accept bids, equipment, coordination, and completion of project  Weeks needed to complete  90 days until closure  30 days for certification Identify preferred vendors, materials, and programs  Meets vendor acceptance criteria and Green Checklist Requirements Create plan phases to accommodate keeping the business open during project  Matches timeline, milestones and hours of operation for Maggie’s Flower Shop

NINJA PROs 9 Scope Assumptions Maggie owns a flower shop that is not green certified Greening will give a marketing advantage Delivering a plan as a consultant, not a contractor No major construction, permits or structures altered Stakeholders agree to each stage of the project Owner does not terminate the process during the project Constraints Project completion within six months Project budget not to exceed $100,000 Five weeks to complete project plan

NINJA PROs 10 Current Conditions Maggie’s Flower Shop Before Upgrades Single stand-alone structure No landscaping outside Five-car parking lot in the front for deliveries Store Space is 20ft x 20ft Fluorescent fixtures with T12 lamps w/magnetic ballasts throughout shop interior Incandescent light bulbs on shop exterior. Bathroom contains incandescent light bulbs. “Exit” signs have incandescent light bulbs. Single bathroom with one toilet/sink with no window - fan for ventilation Single work sink in the back for working with flowers Three refrigerators: a display refrigerator in the front area, a walk-in refrigerator and a compact refrigerator in the back area The refrigerators have power outlets feeding them with enough wattage to be legal. The compact refrigerator is for food and not ENERGY STAR.

NINJA PROs 11 Project Life Cycle InitiationPlanningExecution Monitor & Control Closure Iterative Process

NINJA PROs 12 Project Life Cycle Initiation Develop Team Charter Develop Project Charter Develop Stakeholder Analysis Develop Project Life Cycle Planning Prepare activities Develop WBS Develop Deliverables List Create Vendor Selection Criteria Create Schedule Develop Cost Analysis Develop Risk Analysis Create Communication Plan Develop RAM Develop Quality Management Plan Gain Approval of Project Plan Execution Schedule Program Enrollment Establish "green team" Inform customers on green initiative Replace disposable bottles and write guidelines Set up additional reduction/re-use of paper and plastic products Set up recycling for paper, plastic, metals, and waste Buy items with recycled content Monitor & Control Perform Remaining Energy Conservation Measure Perform Remaining Water Conservation Measures Perform Outdoor Pollution Control Measures Perform Indoor Pollution Control Measures Adopt a “Hire Locally" Policy by Documenting it Perform Quality Management Approval & Closure Schedule Green Business Audits Obtain Auditors’ Signs Off per Checklist Categories Obtain Sponsor Approval Complete Closure Process

NINJA PROs 13 Stakeholder Analysis Name Needs or Expectations Sponsor and Owner Project within budget, time and specifications Successful certification of the project and opening Long-term cost savings More customers and increased foot traffic Shop Employees Functional facility Knowledgeable operating a green business Subcontractors Specifications are on target with the Bay Area Green Business requirements Ensure within budget and timeline Team Members/Consultants Project on time and budget Successful certification of the project and opening Deliverables on time Both Sponsor and Owner satisfied with end results Bay Area Green Businesses Word of mouth marketing from one green business to another Increase green business awareness Customers Flowers at a good price and quality

NINJA PROs 14 Communication Plan SponsorOwner Project Manager Team Members Sub- Contractors Frequency Communication Method Delivery Format Project Charter RR, IOO-Once Phone, , meeting MS Word Doc Project Scope SSOO-Once Phone, , meeting MS Word Doc WBS SI, SO, I, R Once Phone, , meeting MS PP Chart Project Schedule SI, SI, R IOngoing Phone, , meeting MS Project Cost Baseline SI, SI, R - Milestone Based Phone, , meeting MS Excel Risk Mgt. Plan RRI, RO-Ongoing Phone, , meeting MS Word Status Report RRI, ROIWeekly , meetingMS Excel QA Report RROOS Milestone Based , meetingMS Word O=Owner I=Input R=Reviewer S=Sign-off

NINJA PROs 15 SponsorOwner Project Manager Team Members Sub- Contractors Frequency Communication Method Delivery Format Procurement Plan RROI- Milestone Based , Meeting MS Word Doc Responsibility Matrix --ORROngoing , MeetingMS Excel Communication Plan --OI-Once Phone, , Meeting MS Word Lessons Learned IIORIOngoing Phone, , Meeting MS Word Project Plan Review SSO, RI-Once Phone, , Meeting MS Word Final Sign-off SSOI-OnceMeetingMS Word Communication Plan continued O=Owner I=Input R=Reviewer S=Sign-off

NINJA PROs 16 Responsibility Assignment Matrix A-Approves Project Name : Greening Maggie's Flower Shop C-Creates Project Manager: Tom Fisher I -Informs Project Owner : Maggie Leung R-Reviews S-Support SponsorOwnerPMC1C2C3C4C5Approver IDDeliverables by PhaseKimiMaggieTomJackieKarenA JinMaggieAdhiti GB Auditor 1.0Initiation Phase 1.1Develop Team Charter ACSSSSS 1.2Develop Project Charter ACSSSSS 1.3Develop Stakeholder Analysis ACSSSSS 1.4Develop Project Life Cycle CSSSSS 2.0Planning Phase 2.1Prepare for Planning Activities ICSSSSS 2.2Develop WBS ICSSSSS 2.3Develop Deliverables List ISSCSSS 2.4Create Vendor Selection Criteria IRCCCCC 2.5Develop Project Schedule ICSSSSS 2.6Develop Cost Analysis IRSSCSS 2.7Develop Cost Analysis Investment S Curve IRSSCSS 2.8Develop Risk Analysis IRSCSSS 2.9Develop Communications Plan IRSSSCS 2.10Develop Responsibility Assignment Matrix IRRSSSC 2.11Develop Quality Management Plan IRCSSSS 2.12 Gain Approval of Project Plan - Meet with sponsor and owner to go over Project Plan and sign off AACIIIII

NINJA PROs 17 SponsorOwnerPMC1C2C3C4C5Approver IDDeliverables by PhaseKimiMaggieTomJackieKarenAjinMaggieAdhiti GB Auditor 3.00Execution Phase 3.10 Program Enrollment in Air Care Plus, Smart Lights and Smart AC CRS Smart AC Program - Schedule and Install free SmartAC Thermostat CRS Air Care Plus Program - Schedule and have work done for free HVAC Tune up CRS Smart Lights Program - Request and have Lighting Assessment performed CRS Smart Lights Program - Review Smart Lights Program proposal with incentives CRS 3.1.5Smart Lights Program - Sign Contract CRS Smart Lights Program - Schedule installation and have installation performed CRS 3.2Vendors 3.2.1Plumber - Locate acceptable plumber CRS 3.2.2Plumber - schedule and have visit for estimate CRS 3.2.3Plumber - sign contract CRS Plumber - Schedule and Install low-flow aerators and low flow toilet (1.3 gpf) CRS 3.2.5RFQ & order lead time for toilet CRS 3.2.6Purchase CRS 3.2.7Installation CRS

NINJA PROs 18 SponsorOwnerPMC1C2C3C4C5Approver IDDeliverables by PhaseKimiMaggieTomJackieKarenAjinMaggieAdhitiGB Auditor 3.3"Do It Yourself" / Handy-Person 3.3.1Handy-Person - Purchase and Install Weather Stripping CRS Handy-Person - Order, wait for delivery and install ENERGY STAR compact fridge CRS 3.4 General Standards - Establish a "green team" of employees by implementing check list CRS 3.5 General Standards - Inform customers and other businesses about being, and them becoming, green CRS 3.6 Solid Waste Reduction - Replace disposable utensils, bottles, etc and write guidelines for this CRS 3.7 Solid Waste Reduction - Set up additional reduction and re-use of paper and plastic products CRS 3.8 Solid Waste Reduction - Set up recycling for paper, plastic, metals, and green waste CRS 3.9Solid Waste Reduction - Buy items with recycled content CRS 3.10Perform remaining Energy Conservation measure CRS 3.11Perform remaining Water Conservation measures CRS 3.12Perform outdoor Pollution Control measures CRS 3.13Perform indoor Pollution Control measures CRS 3.14Adopt a "hire locally" policy by documenting it CRS 3.15Monitoring and Controlling CRS 3.16Perform Quality Management CRS 4.0Approval and Closure Phase ARSCSSS 4.1Schedule Green Business Audits ICSSSSS 4.2Obtain auditors sign off per check list categories II A 4.3Obtain Sponsor ApprovalAI 4.4Complete Closure Process CSSSSS

NINJA PROs 19 Greening of Maggie’s Flowers Team Charter Project Charter WBS Vendor Selection Criteria Project Schedule Cost Analysis Responsibility Assignment Matrix Program Enrollment “Do It Yourself”/ Handy-Person Monitoring & Controlling Vendors Schedule Green Business Audits Sign-off by Auditors per Checklist Categories Risk Analysis Communications Plan Sponsor Approval Stakeholder Analysis Work Breakdown Structure Project Life Cycle Quality Management PlanningExecutionApproval & Closure Closure Initiation

NINJA PROs Project Schedule 20

21

22

23

NINJA PROs 24 Cost Baseline Item Total CostInitiationPlanningExecution Approval and Closure General - Consulting$ 46,500$ 13,385$ 30,115$- General Standards Solid Waste Reduction & Recycling10,1756,4753,700 Energy Conservation953 Water Conservation676 Pollution Prevention16,400 Estimated$ 75,103$ 13,385$ 30,115$ 24,603$ 4,000 Budget$ 100,000 Diff. (Budget - Est.) : (+)surplus (-) shortage $ 24,89725%

NINJA PROs 25 Investment by Phase (S curve)

NINJA PROs 26 Risk Management Plan Facility Fails Certification MHH Requirements are not met PM not up-to-date on checklist req(s) PM overlooks req(s) Auditor ‘s inspection Auditor &/or Owner notices oversight(s) Identify issue and fix it PM performs QA checks the req(s) PM confirms req(s) in plan &are up-to-date at the end of each phase Alternative checklist req(s) to substitute Consultants advise during construction Include in T&Cs for addtl. consultancy Funding CutLHM Sponsor backs out Work interrupts business too much Owner changes business priorities Neighbors complain Sales decrease Owner gives notification Check-in with Sponsor on project status regularly Notify neighbors, ensure that work matches Owner’s hours Check-in/update priorities based on Owner ‘s needs Loan, program rebates or grants Work non-peak business hours Include in contract 30-day notification required Stakeholders Not in Agreement LHM Disagreement over budget/scope /time Disagreement over changes during project planning/ control/ implementation Stakeholders perform outside of scope Owner not available to advise on decisions when issues arise Owner not available upon contact Owner provides advanced notice about absence and communicate during absence Delegate PM as a back-up Develop a communication plan Owner provides schedule Have Owner delegate alternate decision maker Designate on-site back-up for Owner Inquire Owner’s schedule Probability Impact Priority Probable Root Cause Triggers Mitigating Strategy Contingency Risk

NINJA PROs 27 Risk Management Plan continue Owner N/A for Decisions LHM Personal emergency Communication Plan not clearly defined at start of project PM does not check availability of Owner Not there to make decisions Issues arises Cannot contact Owner Owner gives as much advanced notice as possible Have PM as a back-up contact and create Communication Plan Include this as a task in Communication Plan Owner delegates alternate decision maker Designate on-site back-up for Owner Ask at daily meeting Contractorsd o not deliver MHH Unclear specifications for product/service Material out of stock, back-ordered Increase in cost between planning and execution Missed negotiation during discussions Material N/A upon delivery $ increase Review contract and fix Plan out procurement and delivery dates Get bids with enough lead time Make a contingency into contract Search for an alternate Vendors Equipment Malfunctions or Material Delays MMM Not enough lead time/availability of material Equipment is not in working order Material /equipment does not match Materials not onsite Equipment breaks down Material does not fit existing order Include lead time/check for material status Check-in regularly with contractors on status Know which substitute materials are available Have alternate vendors on back-up Negotiate in contract counter - any fee reductions applied due to time delays Get materials from alternate vendor Probability Impact Priority Probable Root Cause Triggers Mitigating Strategy Contingency Risk

NINJA PROs 28 Quality Management Plan Project Benefits Cost Savings Increased Edge over the Competition Improved Employee Morale & Workplace Health Recognition before the County Board of Supervisors and local newspaper Responsibility Matrix Project Manager Project Reviewer Green Business Program Auditors Quality Standards During Planning Phase, Project Tasks are reviewed before finalizing Project Plan is delivered in a clear and concise manner Oversight is performed during Project Execution Phase

NINJA PROs 29 Closure & “Green” Opening Closure Project deliverables approved Passed audits Project approved Recommendations Ninja Pros Project Management Opening a Green Business Certified Maggie’s Flower Shop

NINJA PROs 30 Addendum 1. Option: Ninja Pros Project Management2. Team Charter3. Green Friendly Purchasing Policy4. Bay Area Green Business Program Detailed Checklist

NINJA PROs 31 Option: Ninja Pros Project Management The Ninja Pros Project Charter does not call for our participation in the execution or approval of the physical work for upgrading Maggie's Flower Shop. We recommend to the Owner and Sponsor that we sign a new contract so the Ninja Pros continue in an oversight capacity until the work is completed and the Bay Area Green Business Auditors have signed off on each of their respective categories. Our oversight would involve approximately 30 minutes per day on the job site. As long as the work is completed in a timely manner, as outlined in the Project Schedule, we should be able to provide this service for $3, or less. If we perform the oversight, we project a 90% confidence level and a 50% confidence level if we do not perform the oversight in obtaining the Green Business Certification for Maggie's Flower Shop.

NINJA PROs 32 Team Charter Team: Ninja Pros Team Duration: 5 weeks (24 Apr to 22 May 2010) Member NameRole Phone Kimi ZiemskiSponsor Tom FisherProject Manager Jacqueline ClarkeStakeholder A Jin LimStakeholder Adhiti NaikStakeholder Karen LynnStakeholder Mission/goals (include project assignment goals, group process goals, and quality level goals) : Convert existing flower shop to Bay Area Green Program standards and green certified. Values (include strengths/weaknesses/areas members want to develop): Hold each person equally accountable. Be honest up front. Open communication and group consensus. Team work. Administrative guidelines Make all 5 classes. Communicate documents via or the Wiki Meet after class to check-in 15 minutes after class to prep for the week; Skype on 8-9pm. Be on time. Everyone presents at one point. Common team workbook.

NINJA PROs 33 Team Charter continued Ground Rules (include meeting schedule, attendance expectations, agenda, communication methods): If sick, notify the rest of the group. Communicate if have to shift workload. Decision guidelines: Group consensus: use voting Agree, Live with it, Disagree. Have a 2/3 consensus. Devil’s advocate = Project Manager. Ask “Why” to get to root cause. Meeting guidelines Check in to determine if additional time is needed Have project manager act as time keeper during meeting. Project Manager tracks/updates project timeline. Modify documents: figure the Wiki tools and use to track revisions. as needed.

NINJA PROs 34 Green Friendly Purchasing Policy

NINJA PROs 35 Bay Area Green Business Program Detailed Checklist

NINJA PROs 36 Bay Area Green Business Program Detailed Checklist Continued

NINJA PROs 37 Go Green!