1. 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

2. 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…………………………………………………………………………………17 Schedule, Cost Baseline and Investment S Curve……………..18 Risk Management Plan…………………………………………………….20 Quality Management Plan………………………………………………..22 Closure & “Green” Opening…..…………………………………………23 Addendum……………………………………………………………………….24

3. 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 Niak, 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 5 weeks. In Scope  Obtain flower shop’s Bay Area Green Business certification. Out of Scope  No structural changes  Changes that are outside of the Green Business Certification requirements. Budget  $100,000

4. 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.

5. 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. 5 Project Charter

6. 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.

7. NINJA PROs 7 Scope IsIs Not a Create a clear plan to meet Bay Area Green Business Program requirements. No structural changes. Give cost estimates for each phase of projectTeam 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 Addendum suggested contract signed. Provide oversight, if Addendum suggested contract not signed.

8. 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 +/- 10%)  Verify that minimum number of requirements are met in each category (Jacqueline) Project Plan signed off by OwnerYes/No Project Plan signed off by SponsorYes/No Create a budget for entire project that meets Owner’s needs  Meets requirements on checklist.  Vendor/program cost estimates Create a project timeline to find contractors, accept bids, equipment, coordination, and completion of project  Weeks needed to complete  30 days for program enrollment & schedule assessments  90 days for work to be completed  30 days for unforeseen risks  30 days for certification Identify preferred vendors, materials, and programs  Meets vendor acceptance criteria and Green Checklist Create plan phases to accommodate keeping the business open during project  Matches timeline, milestones and hours of operation for Maggie’s Flower Shop

9. 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. Progress in a linear process starting at the execution project plan. Owner does not terminate the process during the project. Constraints Project completion within six months. Project budget not to exceed S100,000. Five weeks to complete project plan.

10. NINJA PROs 10 Assumptions 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: one display refrigerator in the front area, one walk-in refrigerator and compact refrigerator in the back area. Both refrigerators have power outlets feeding them with enough wattage to be legal. The compact refrigerator is for food and not ENERGY STAR.

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

12. NINJA PROs 12 Project Life Cycle Initiation Initiation Phase Develop Team Charter Develop Project Charter Develop Stakeholder Analysis Develop Project Life-cycle Planning Prepare activities Develop WBS Develop deliverable list Create Vendor Selection Criteria Create Schedule Develop Cost Analysis Develop Risk Analysis Create Communications 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 additional Energy Conservation measure Perform additional Water Conservation measures Perform outdoor pollution control measures Perform indoor pollution control measures Adopt a "hire locally" policy by documenting it Monitoring and Controlling Perform Quality Management Approval & Closure Schedule Green Business Audits Sign off by Auditors per checklist area Sponsor Approval Closure

13. 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

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

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

16. NINJA PROs 16 Responsibility Assignment Matrix

17. NINJA PROs 17 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

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20. NINJA PROs 20 Schedule & Cost Baseline

21. NINJA PROs 21 Investment by Phase (S curve)

22. NINJA PROs 22 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

23. NINJA PROs 23 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

24. NINJA PROs 24 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

25. NINJA PROs 25 Closure & “Green” Opening Closure Project deliverables approved Passed audits Project approved Lessons Learned Good: Bad: Improve: Recommendations Ninja Pros Project Management Walk-in and Display Energy Efficient Refrigerators Opening a Green Certified Maggie’s Flower Shop

26. NINJA PROs 26 Addendum 1. Option: Ninja Pros Project Management2. Option: Walk-In Energy Efficient Fridges3. Green Friendly Purchasing Policy4. Bay Area Green Business Program Detailed Checklist

27. NINJA PROs 27 Team Charter Team: Ninja Pros Team Duration: 5 weeks (24 Apr to 22 May 2010) Member NameRole PhoneE-mail Maggie LeungSponsor 917-723-4795Maggie_fate@yahoo.com Tom FisherProject Manager 415-516-5492swgeeks@speakeasy.net Jacqueline ClarkeStakeholder 925-525-5442Clarke.jacqueline@rocketmail.com A Jin LimStakeholder 510-926-5190dearajin@naver.com Adhiti NaikStakeholder 408-431-4810adhiti_naik@hotmail.com Karen LynnStakeholder 408-887-4574klynnscu@gmail.com 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 email or the Wiki Meet after class to check-in 15 minutes after class to prep for the week; Skype on Tues. @ 8-9pm. Be on time. Everyone presents at one point. Common team workbook. PROJECT TEAM CHARTER TEMPLATE

28. NINJA PROs 28 Team Charter continue 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. Email as needed.

29. NINJA PROs 29 Bay Area Green Business Program Detailed Checklist

30. NINJA PROs 30 Bay Area Green Business Program Detailed Checklist Continued

31. NINJA PROs 31 Go Green!