Moshi Urban Water Supply and Sanitation Authority is currently operating three boreholes which depend on electric power from TANESCO to operate the submersible water pumps. Moreover the Authority has plans to explore more boreholes to supplement the diminishing surface water abstraction capacity.
The use of electric power from TANESCO has two major constraints to the Authority which are high tariffs and erratic power supply. Due to high tariffs, the cost of running the boreholes has become higher than the revenue received from selling of the abstracted water. Also, due to erratic power supply the population served by boreholes faces irregular water supply.
According to MUWSA’s 2011/2012 annual report data, electricity cost for running the boreholes was ………….. while the revenue realised in selling the produced water was ……….. this shows that, the running costs are higher than revenue by …..%. Because the Authority has plans to explore more boreholes, the electricity costs may trend hampers the sustainability of the Authority.
The overall objective of this project is to implement the solar energy power system as an alternative source of power that will cut down the costs of operating the boreholes. The solar power systems will be installed at every borehole and the electricity from TANESCO will remain at borehole stations as a backup power.
This project is intended to facilitate cost-effective water production and ensuring steady supply of water to the customers served through boreholes. The project will install solar energy power systems into three boreholes, and it is expected to reduce the boreholes operation costs by ……%.
This project is expected to cost………TZS and will be implemented for the period of …….years.
LIST OF ABBREVIATION
TANESCO: Tanzania Electric Supply Company
LIST OF FIGURES & TABLES
Figure 1: Network analysis Model…………………………………6
Figure 2: Work breakdown structure………………………………7
Fig 3: Organisation breakdown structure…………………………8
Figure 4: Organisation structure of Summy Company……..12
Table 1: Responsibility Matrix………………………………………10
Table 2: project scheduling…………………………………………..14
Table 3: Gantt chart…………………………………………………….15
Table 4: Project budget……………………………………………….17
Table 5: Risk ranking………………………………………………….19
Table 6: Critically matrix…………………………………………….19
TABLE OF CONTENTS
EXECUTIVE SUMMARY iv
LIST OF ABBREVIATION v
LIST OF FIGURES & TABLES vi
BASIC DATA SUMMARY 1
2.0 PROJECT CHARTER AND STAKEHOLDER MAP 2
WORK AND ORGANISATION BREAK DOWN STRUCTURE 7
4.1 Social appraisal 11
4.2 Political appraisal 11
4.3 Technical appraisal 11
4.4 Environmental appraisal 11
4.5 Economical and financial appraisal 11
4.6 Sustainability and risks appraisal 11
PROJECT IMPLEMENTATION PLAN 12
5.1 Management arrangement 12
5.2 Monitoring and Evaluation 12
5.2.1Monitoring 13
5.2.2 Evaluation 13
5.3 Quality Management 13
5.4 Project Timing and scheduling 13
5.5 Project Gantt chart 14
5.6 Project Budgeting 16
6.1 Risk Identification 18
6.2 Risk Probability 18
6.3 Criticality Matrix 19
Risk Urgency assessment 19
Table 7: Risk Urgency assessment 20
CONCLUSION 21
REFERENCE 23
BASIC DATA SUMMARY
1.1 Project Name: Installation of Solar Energy System at MUWSA Boreholes
1.2 Organization Name: Moshi Urban Water Supply and Sanitation Authority
1.3 Location: Tanzania, East Africa.
1.4 Implementer: Moshi Urban Water Supply and Sanitation Authority
Address: P.O. Box 1001
Telephone/Fax Tel: +255 (027) 51164. Fax: +255 027 54256
1.5 Contact Person Mr .Tumaini Sadikieli Marandu
Position /Title: Project Manager
Phone Number: 0754 319 497
1.6 Project Duration: …………
1.7 Total Project Cost: TSH. ………….
1.8 Proposed Start Date: Soon after receiving Fund
1.9 Project Beneficiaries: ……. MUWSA and ……customers served with boreholes.
2.0 PROJECT CHARTER AND STAKEHOLDER MAP
2.1 Project background and rationale.
Moshi Urban Water Supply and Sanitation Authority was established by Waterworks Act CAP 272 charged with the responsibility of providing water supply and sewerage services in Moshi Municipality, Kilimanjaro region. It was first established in 1994 as autonomous commercial oriented water department, supervised by an Advisory Board as an outcome of implementation of the National Water Policy of 1991.
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In July 1998 MUWSA became an autonomous Authority with full operational, managerial and financial powers in accordance with Water Act No.8 of 1997. However, currently MUWSA operates in accordance with Water Supply and Sanitation Act No. 12 of 2009. The Authority operates as category “A” and thus finances all its operational costs and part of capital investments, leaving the obligation of major capital investments to the Government.
MUWSA has an average water production of 25,500m/day, which comes from natural underground aquifers through springs and boreholes before being transported through 18.4km of water transmission mains and distributed in a network having a length of 249 km. Springs contributes …….% of water produced while boreholes contribute …….%. Springs uses gravity supply system while boreholes use electric pumps.
Since MUWSA finances all its operational costs, electricity is the cost centre that has been rising annually. The electricity bill has risen from TZS ……in 2011/2012 annual budget to TZS ……… in 2012/2013. Also production from boreholes has dropped from ……m3/day in financial year 2010/2011 to ……m3/day in 2011/2012 due to intermittent power supply.
For those reasons MUWSA intends to install solar energy power systems into existing three boreholes for the aim of reducing the boreholes operation costs by ……% and ensuring steady supply of water to the customers served through boreholes.
2.2 Project Description
2.2.1 Project Title: Installation of Solar Power Systems to the three Boreholes at Moshi Urban Water Supply and Sanitation Authority.
2.2.2 Project Goal: Improved water supply services at areas served by boreholes by installation of new solar power systems.
2.2.3 Project Overall Objective:
2.2.3.1 To increase water supply hours in areas served by boreholes from an average of 12 hours to 24 hours per day by June 2015.
Water supply services in areas served by boreholes are compromised by the intermittent power supply from TANESCO. To overcome this problem MUWSA plans to install solar power systems to the currently owned three boreholes as an alternative power solution which is reliable and cost-effective.
Strategies:
Collaborate with Ministry of Water and Development partners for funding the project.
Composing a project team with members having relevant skills on project management and installations of solar power energy systems.
Involvement of MUWSA management and the technical staffs on various stages of project implementation.
2.2.4 Project Output
The outcome of this project is to have 24 hours water supply services in areas served by boreholes.
Client’s Reasonable Expectations:
The successful completion of this project will give the following benefits:
Supply of water for 24 hours especially to customers who are served by boreholes which will consequently improve their satisfaction.
MUWSA will raise more revenue from water sales.
The use of solar power which is of lower cost than power from TANESCO will cut down costs of operating the boreholes.
Project Activities:
This project will consist of the following activities.
Submit the project proposal to the Ministry of Water and Development partners.
Prepare project design and tender documents
Procure contractor for project implementation.
Site survey and clearance
Lay foundation for electrical fittings house
Brickworks, Roofing, and carpentry works of electrical fittings house.
Lay foundation for solar panels fixing base
Fix solar panels and electrical equipments.
Electrical voltage tests
Connecting power to the water pumps
Water pump tests
Handover the project.
2.2.7 Stakeholders Analysis
This project will involve various people who have an interest on it.
Customers who are served by boreholes
Management of Moshi Urban Water Supply And Sewerage Authority
Ministry of Water
Development partners
Local and Regional administrations
Politicians
Project team
2.2.8 Project Logical Framework
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2.2.7 Cost of the Project: 2,250,000,000/= (See attached budget)
2.2.8 Duration of Project:
The completion of this project will be after five years. After completion the final evaluations will be conducted at the end of year five extensively to review the whole project so as it will sustainable for long run.
2.2.10 Project strategy
This project needs strategies which will facilitate the project to achieve its project goal and objectives. Such strategies are;
To use a project team which consists of members who are expertise in construction of building and are very committed to the work.
To involve TPSC management and students who will use that hostel in stakeholder analysis
2.2.12 Logical frame Work see annex.
WORK AND ORGANISATION BREAK DOWN STRUCTURE
This section deals with work and organisation breakdown structure, network analysis and responsibility matrix of the project.
3.1 Network Analysis Model for year one .Critical Path Method (CPM)
0 0 0
START
0 1 1
A
0 0 1
1 35 36
B
1 0 36
1 30 41
C
6 5 36
36 70 106
D
36 0 106
106 60 166
E
106 0 166
166 100 266
F
166 0 266
366
FINISH
366
266 20 286
H
351 80 371
266 100 366
G
266 0 366
Critical path and milestone is START -A -B -D -E -F -G – FINISH Figure 1: Network analysis Model
3.2 WORK BREAKDOWN STRUCTURE
Construction of hostel
Sub Structure
Structure
Finishing
Visit site
Prepare Land
Design House Plan
Lay Foundation
Brickwork to all floors
Roof carpentry
Fix windows and doors
Install Electricity
Painting
Install toilet &bathroom
Plumping pipe work
Brickwork to floor 1
Brickwork to floor 2
Brickwork to floor 3
Brickwork to floor 4
Figure 2: Work breakdown structure
3.3 Organisation breakdown structure (project organisation structure)
Project Manager
Engineers
Plumbers
Carpenters
Decorators
Builder
Designer
Fig 3: Organisation breakdown structure
3.4 Responsibility matrixes
OBS Name
WBS Task
Project Manager
Designer
Builder
Engineers
Plumber
Carpenter
Decorator
Visit site
A
R
R
Design House Plan
R
A
R
Prepare Land
R
A
Lay Foundation
R
A
Brickwork to all floors
R
A
Roof carpentry
R
R
A
Fix windows and doors
R
A
Install Electricity
R
A
Painting
R
A
Plumping pipe work
R
A
Table 1: Responsibility Matrix
A: Means accountable person
R: means responsible person
PROJECT APPRAISAL
This section will assess the practicability of the project. It will give the accurate analysis of the project economically, socially, politically and environmentally. Appraisal show whether the project is technically sounds, financially justified and if have benefit or negative impact to the society and government as whole.
4.1 Social appraisal
This project will have high impact to the target group (Students of TPSC) and society at large. This project will help many students to stay within the campus at low cost ie.Tsh.200,000/= per semester. Society living around the college will benefit by selling goods and services to students.
4.2 Political appraisal
This project is compatible with government policy. This is because one of the goals in Tanzania government policy is to provide quality education.
4.3 Technical appraisal
The project will use technology which is familiar to our experts. There is no need of requesting foreign consultancy outside the country. Although in terms material resources there is need of requesting some resource material from abroad.
4.4 Environmental appraisal
This project will not affect the environment. This project will protect environment because trees will be planted across the building and roads. Those trees will protect land and keep good atmosphere.
4.5 Economical and financial appraisal
This project will increase national income and will be a source of temporary employment to 100 peoples in Tabora region. This project will generate an approximated of
Tsh. 2,000,000,000 after 5 years. See income statements under budget.
4.6 Sustainability and risks appraisal
Sustainability of this project is high. This project will be sustainable from implementation and after being completed. Although there are some risk which will have impact to the project success. Such risk includes delay of fund, bad weather, key employee will not present when needed and currency inflation which can cause price of material to rise up.
PROJECT IMPLEMENTATION PLAN
This part gives short explanations about Management arrangement, Budgeting, Monitoring and evaluation and Quality management of the project.
5.1 Management arrangement
Organisation structure is among components in organisation which affect performance within organization Operations.Summy Company is the company which is operate well due to good organisation structure.
Below is the organisation structure of Summy Company which implement this project.
C.E.O
Human Resource Manager
Procurement manager
Finance manager
IT manager
Project manager
Heads of department in project
Figure 4: Organisation structure of Summy Company
5.2 Monitoring and Evaluation
Monitoring and Evaluation is very important in any project implementation. This is because in project, monitoring and evaluation enables to know the progress of the project, if money and resources are used according to the plan, to resolve conflict among project staffs, to check the quality of the product or service provided as well as to assess whether the project meets the stakeholder needs or not.
5.2.1Monitoring
This project will be monitored daily by project manager and other project team members who will be formulated by project manager. This process will be done every day in order to check if the project activities are done effectively and correct according to the stakeholder needs and to resolve conflict among project team
5.2.2 Evaluation
Evaluation of this project will be done annually at three levels. Level one will include the project implementing team. The overall in charge manager of this level is project manager. The second level of evaluation will involve different stakeholders and internal specialist evaluator. The third evaluation of this project will include external project evaluator. The project evaluator evaluates the whole project annually and then prepares evaluation annual report of the project. Areas to evaluate will include checking the cash outflow in a project, the resources plan, and implementation schedule, overall progress of the project and the direction of the project. Evaluation will allow project manager and management team to make decisions in order to meet project deadline, to produce quality product or services and to use money according to the budget allocated. But evaluation team of year five will includes internal and external experts of evaluation, stakeholders who have high interest and high power within a project, project manager, project sponsor, government and community.
5.3 Quality Management
The purpose of quality Management is to ensure that the projects meet specification and customer requirements (Smith 2008). This project will produce the product which has high quality. In order to manage the quality of the product, the quality management team will be created. This quality management team will work together with monitoring and evaluation team.
5.4 Project Timing and scheduling
This project will be done into four phases. Phase one will be completed at the end of year one, phase two will be completed at the end of year two, phase three will be completed at the end of year three and phase four will be completed at the end of year five. The table below shows project activities with its corresponding durations.
Table 2: Project scheduling
S.NO
Activity
Duration in
(Days)
Immediate Predecessors
Visit site
01
–
Design house Plan
35
A
Prepare Land
35
AB
Lay foundation
70
C
Pouring water on foundation
60
D
Brickwork to floor 1
100
E
Pouring water on floor 1
100
F
Monitoring and Evaluation
20
G
Brickwork to floor 2
100
G,E&F
Pouring water on floor 2
100
I
Brickwork to floor 3
100
J
Pouring water on floor 3
100
K
Monitoring and evaluation
14
L
Brickwork to floor 4
100
M,K
Pouring water on floor 4
100
N
Roof carpentry
90
O
Fix windows and doors
90
P
Install toilets and bathroom
90
Q
Plumping pipe work
90
P
Install Electricity
90
P
U.
Monitoring and evaluation
14
T
V.
Writing project report
30
U
W.
Project closure/submit project to client
1
V5.5 Project Gantt chart
Activity
Duration(days)
Immediate Predecessor
Numbers of duration in years but divided into phase of 6 months
1
2
3
4
5
6mnts
6mnts
6mnts
6mnts
6mnts
6mnts
6mnts
6mnts
6mnts
6mnts
A
01
–
B
35
A
C
35
AB
D
70
C
E
60
D
F
100
E
G
100
F
H
20
G
I
90
GE&F
J
60
I
K
90
J
L
60
K
M
14
L
N
100
M,K
O
60
N
P
60
O
Q
60
P
R
60
Q
S
70
P
T
70
P
U
14
T
5.6 Project Budgeting
PROJECT BUDGET (IN TSH) 000′
NARRATION
YEARS
TOTAL
INCOME
2012
2013
2014
2015
2016
NSSF
240,000
220,000
200,000
185,000
270,000
1,115,000
PSPF
270,000
300,000
190,000
210,000
165,000
1,135,000
Total Income
510,000
520,000
390,000
395,000
435,000
2,250,000
Expenditure
Administrative expenses (A)
Currency in TSH.
1
C.E.O
15,000
18,000
22,000
25,000
28,000
108,000
2
Project Manager
18,000
20,000
25,000
30,000
35,000
128,000
3
Engineers
7,000
8,000
9,000
11,000
15,000
50,000
4
Human Resource Manager
10,000
12,000
14,000
16,000
17,000
69,000
5
Accountant
8,000
9,000
10,000
11,000
12,000
50,000
6
Personal secretary
2,000
3,000
5,000
7,000
9,000
26,000
7
Transport allowances
10,000
12,000
13,000
15,000
16,000
66,000
8
Monitoring and Evaluation
7,000
10,000
13,000
_
15,000
45,000
9
Contingency
5,000
6,000
7,000
8,000
9,000
35,000
Subtotal (A)
82,000
92,000
118,000
115,000
147,000
542,000
equipment’s Expenses (B)
Currency in TSH.
1
Office equipment
8,000
_
_
_
8,000
2
Office furniture
12,000
_
_
_
12,000
3
1 Project Vehicles
70,000
_
_
_
_
70,000
4
Fuel
10,000
12,000
14,000
16,000
18,000
70,000
Subtotal (C)
100,000
12,000
14,000
16,000
18,000
160,000
Construction Expenses(C)
Currency in TSH.
1
Designing Work
13,000
_
_
_
_
13,000
2
Electrical work
_
_
_
_
50,000
50,000
3
Engineering Work
40,000
45,000
50,000
55,000
60,000
250,000
4
Plumbing Work
_
_
30,000
35,000
40,000
105,000
5
Building Work
100,000
120,000
130,000
150,000
170,000
670,000
6
Carpenters Work
_
_
_
50,000
55,000
105,000
Roofing Work
_
_
_
30,000
30,000
60,000
7
Labour Charge
40,000
45,000
50,000
60,000
70,000
265,000
8
Decorator work
_
_
_
_
30,000
30,000
Sub Total (C)
193,000
210,000
260,000
380,000
505,000
1,548,000
Grand Total
2,250,000
Table 4: Project budget
PROJECT RISK ANALYSIS
According to businessdictionary.com(2011),Risk is a probability or threat of a damage, injury, liability, loss, or other negative occurrence that is caused by external or internal vulnerabilities, and that may be neutralized through pre-emptive action. All projects have risks which in one way or another may affect the project to meet the goal and objectives according to the plan. In order to overcome these risks project manager is required to overcome potential hazards that a project may be exposed to.
6.1 Risk Identification
This project will face the following risks;
Delaying of fund
Poor time management and budget
Bad weather
Key employee will not present when needed
Required resource material will not be delivered on time
Inflation
Natural Hazard
Labour strike
6.2 Risk Probability
S/NO
Risk Name
Probability of Occurrence
A
Delaying of fund
Low
B
Poor time management and budget
Low
C
Bad weather
Low
D
Key employee will not present when needed
Medium
E
Required resource material will not be delivered on time
Low
F
Inflation
Medium
G
Natural Hazard
Low
H
Labour strike
Low
Table 5: Risk ranking
6.3 Criticality Matrix
According to a lecture delivered as part of module ARUM28EMK criticality matrix can be used to identify risk based on marking the probability and impact assessment: High, Medium and Low (Sassman 2011).
Low Probability
Medium Probability
High Probability
High Impact
Delaying of fund
Poor time management and budget
Labour strike
Inflation
Medium Impact
Required resource material will not be delivered on time
Key employee will not present when needed
Low Impact
Bad weather
Natural Hazard
Table 6: Critically matrix
Risk Urgency assessment
Risk Name
Risk Category
Probability of Occurrence
Magnitude of Impact
Risk response
Low
Medium
High
Low
Medium
High
A
Financial
Follow up source of fund several times
B
Operational
Set stable budget and contingency
C
Environmental
Flexible on doing activities
D
Resource
Prepare two or more key persons ,don’t depends on one person
E
Resource
To order material in advance
F
Financial
To increase budget
G
Environmental
To increase Contingency fund
H
Operational
Conduct several meeting with employee
Table 7: Risk Urgency assessment
CONCLUSION
This project focuses on construction of students’ hostel at Tanzania Public Service College (TPSC) Tabora Campus. The construction of hostel will increase number of students at TPSC as well as their academic performance.
This project is very important project because it addresses the problems facing TPSC students and gives the output which will solve the existing problems. Also this project will not affect environment but will facilitate the conservation of environment. Through this project more than 100 peoples will get temporary work which will give them income. So this project will benefit students of TPSC Tabora Campus as well as the country as a whole.
ANNEX 1: LOGICAL FRAME WORK
NARRATIVE SUMMARY
VERIFIABLE INDICATORS
MEANS OF VERIFICATION
ASSUMPTIONS/RISKS
Overall goal
To improve academic performance and standard of living for students through building hostel by 2016.
Reduced number of failures by 40%
Increase number of student living within the campus by 50%
Examination Result
Hostel data
–
–
Project purpose
To build hostel at TPSC Tabora Campus that will accommodate 1000 students
Number of students living within Campus increased by 50%
Working hostel
Hostel and Admission data
Delay of fund
Lack of Material
Natural hazard
Output(Expected Results)
Working Hostel
Academic Performance improved by 40%
Students who attends night lecture are increased by 40%
Students living within the College increased by 40%
Increased number of pass by 40%
Increased number of students who attends night lecture by 40%
Increased number of students who living within the Campus by 40%
Examination results
Class Attendance
Hostel data
Activities
Visit site Design house Plan
Prepare Land/ clear site
Lay foundation
Brickwork to all floors
Roof carpentry
Fix windows and doors
Install
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