Medical Aid for Flood Victims

1 | P a g e
Final
Project
Report
Aid of Medicines to
the Flood Effective
People of Noshera
and Mardan City
Mohsin Ibrahim (B08-013)

Acknowledgement
Apart from the efforts of me, the success of any project depends largely on the encouragement from
parents. I take this opportunity to express my gratitude to the people who have been instrumental in
the successful completion of this project.
I would like to show my greatest appreciation to Mr. Ali Ahsan. I can’t say thank you enough for his
tremendous support and help. I feel motivated and encouraged every time I attend his meeting.
Without his encouragement and guidance this project would not have materialized.
The guidance and support received from all the people who contributed and who are contributing to
this project, was vital for the success of the project. I am grateful for their constant support and help.
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Table of Contents
Table of Contents........................................................................................................................................3
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EXECUTIVE SUMMARY
Pakistan is facing the worst flood in its history due to heavy monsoon rain all over Pakistan. Almost 20%
area of Pakistan was effected by it. Million of people have been effected and the death count is almost
2000. The people of the country are in great trouble and thus need some help from their brothers that
are safe. The people are really in trouble and thus for their help “The Inter Loop Pvt. Ltd” is taking an
initiative to provide the basic Medicines to the effective people.
For this company has made a complete strategy with the help of its team that how to make this aid
happen. The project will lead by Mr. Ahsan Javed “Project Manager” who will supervise how each and
every activity in the project is being carried out.
The Organization for this project will going to Procure the medicines from the market and will going to
distribute them among the flood effective people of city Noshera and Mardan of province Khyber
Pakhtoon Khawa. The entire Project will be funding by Mr. Shafqat the CEO of The Inter Loop Pvt. Ltd.
The Total Duration of the project is 132 days which will incur the cost of around Rs. 3,520,965/-
only.
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Project Title: Medical Aid to Flood Effective People of Mardan and Noshera
Project Manager: Mr. Ahsan Javed
Project Sponsor: The Inter Loop Pvt. Ltd
Purpose of the Project
Pakistan is facing the worst floods in its history due to the heaviest monsoon rains seen the country for
more than 80 years. An estimated 3.2 million people have been affected across the country including an
estimated 1.4 million children.
At least 35 districts in north-west Pakistan have been severely affected by the floods, affecting the lives
of an estimated 1.5 million people, while nine other districts have been moderately affected. Some
1,500 people are reported dead, with this number likely to rise as the waters recede.
In Khyber-Pakhtoon khawa, formerly known as the North Western Frontier Province, an estimated 2.4
million people have been affected. Reports of damage are extensive, including widespread damage to
infrastructure, water and sanitation services, crops and agricultural production, as well as social services
including hundreds of clinics and schools. According to the Provincial Disaster Management Authority
(PDMA), an estimated 500,000 people have been displaced due to the flooding.
By keeping all these things in mind we The Inter Loop Pvt. Ltd are providing the basic health services to
the Flood effective people.
MISSION OF THE PROJECT
Our mission is to provide the basic health services i.e. medicines to the flood victims of Pakistan. We will
provide the services to the people by personally visiting them through our selected team, and will
personally monitor the whole scenario of the area under which we have to operate.
PROJECT DESCRIPTION
The Inter loop Pvt. Ltd is a well recognized software manufacturing company with a profit of almost 32
million per year. The company is looking forward to provide the aid of Medicines to the flood effectives.
All these services will be provided through the vehicles that will be purchased during the project in the
Execution Phase. The project will be done on urgent basis as it is of high importance for the people who
are there in the effected areas. As the company is associated with another nature of business that is
software development so all the things i.e. Medicines will going to be purchased by floating the tender
in local newspaper. Furthermore the vehicle will going to be purchased for the Project. The amount of
drugs/ Non-drugs items that will be required will going to be calculated by the Survey team that will
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going to visit the affected areas. The project will totally be funded by the organization itself as it wants
to give aid to the flood victims of Pakistan.
Roles and Responsibilities:
The project will be carried out under the supervision of Mr. Ahsan Javed who will act as the Project
Manager. The responsibilities of Project Manager will be as follows:
1. Comprehend and implement organizational project policies and procedures
2. Maintain project staff technical proficiency and productivity, and provide training where
required.
3. Develop Project Plan, The Project Plan should include the Project Charter, Scope Statement,
constraints, assumptions, WBS defining project deliverables, cost estimates and project budget,
major milestones, schedule, resource requirements, acquisition/procurement plans, risk analysis
and response plans, project team structure and communications plan. Also included will be the
deliverables acceptance criteria (quality metrics) and the acceptance process.
4. Obtain stakeholder approval and acceptance of the Project Plan.
5. Obtain organizational commitment and support for completion of project task assignments,
timing and quality.
6. Establish baseline.
7. Manage and monitor day-to-day activity and provide direction to team members.
8. Manage to and monitor quality targets and goals (both project and product).
9. Manage and monitor risk response strategies.
10. Disseminate project information and maintain communication.
11. Develop and update system security plan and other security deliverables.
12. Manage, or support, procurement process and contract administration requirements.
13. Develop and distribute project performance reports. Regularly review project status, evaluating
performance criteria (scope, cost, schedule & quality).
14. Develop and manage corrective action plans.
15. Evaluate project performance and initiate change requests as required (scope, cost, schedule or
quality).
16. Participate in change control board to review and approve process change.
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17. Review project risks and establish risk response plans.
18. Adjust project planning, as required, to include approved changes in scope, timing, cost or
quality after obtaining customer approval.
19. Obtain Management approval and acceptance of completed product.
Furthermore the Project Manager is authorized to select his own team for the completion of the project.
Roles and Responsibilities of Project Teams:
The Project Team is responsible for performing the project activities. Project Team members, as
required, may assist the Project Manager with planning the project (ex. scope and WBS) and they may
also assist with obtaining commitments to complete the project within established schedule and budget
constraints. Stakeholders should interact with the Project Team to ensure that requirements are
properly understood and implemented. Following are the individuals that are the part of our project:
S.No NAME DESIGNATION
1 Mr. Shafqat CEO of the Company
2 Mr. Ahsan Javed Project Manager
3 Mr. Ali Azmat Procurement Manager
4 Mr. Nazakat Hussain Human Resource Manager
5 Mr. Qayyum Khan Monitoring and Controlling Manager
6 Mr. Adeel Ahmed Finance Manager
7 Mr. Ilyas Bhatti Quality Manager
8 Mr. Mustafa Procurement Team
9 Mr. Mateen Procurement Team
10 Mr. Faisal Medicine Disbursements Team
11 Mr. Sohail Medicine Disbursement Team
12 Mr. Mansoor Survey Team
13 Mr. Ameen Survey Team
14 Mr. Sarfaraz Survey Team
15 Mr. Ismail Survey Team
REQUIREMENT OF THE PROJECT
For the Completion of the Project we will require the following things:
1. We would require the survey report that will be created by our survey team after their survey to
the flood effected areas.
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2. First of all we will require having the budget approved so that we can start working on our
project as scheduled.
3. We have to purchase the required medicines that we will distribute to the flood effective
people.
4. For the proper distribution of medicine we would require to purchase the vehicles that will be
loaded with medicines and then will be sending to the effective area.
Project Acceptance Criteria
There are certain teams made for the acceptance of certain activities that are occurring across the
project. The activities for which the Acceptance criteria are defined are as follows:
1. Project Budget:
Project Budget will be accepted by the higher authorities of the company and will be finalized
after the mutual collaboration with the Project Manager Mr. Ahsan Javed. The budget will be
accepted only if it is under the profit of the company.
2. Human Resource:
The people that will going to be hired as Distribution team will be selected and finalized by the
mutual collaboration of Project Manager and Human Resource Manager. The finalized team will
be reported to the project manager for the final approval in written. As the Project Manager will
sign, the team will then be ready for their work in the field.
3. Procurement Acceptance:
All the things related to procurement will be accepted only by the committee that will be
created by the Project Manager and headed by him also. The committee will check procurement
by themselves. In case of Drugs/Non-Drugs item the sample will be tested through the
laboratories to check whether the Drugs are as per the quality. The acceptance will be finalized
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only when the medicines will be as per the standard quality. After that the documents will be
signed by the Project Manager as being approved.
4. Deliverable Acceptance:
The deliverable will be accepted only when they are properly distributed to the flood effected
people in the city of Noshera and Mardan.
RISKS OF THE PROJECT
Following are the Initial Risks for our Project that can occur:
1. Non-approval of Project Budget by the Organization can cause the project to be stopped.
2. Non-Availability of Project Team.
3. Un-Identification of stakeholders of the Project.
MILESTONES OF THE PROJECT
The following will going to be the Milestones of our project:
S.No MILESTONES DATE
1 Budget Approval from the Organization 23-12-2010
2 Inspection Team Report/Survey Report 09-02-2011
3 Purchase of Medicine 11-03-2011
4 Purchase of Vehicles 01-02-2011
5 Disbursement of Medicines to Flood Victims 09-03-2011
6 Final Report 29-04-2011
ESTIMATED BUDGET FOR THE PROJECT
The estimated budget for our project is Rs. 3,520,965/-
Approvals:
Project Manager Signature CEO Signature
Mr. Ahsan Javed (Project Manager) Mr. Shafqat (CEO)
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Date Date
STAKEHOLDER REGISTER
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Name of
Stake
Holder
Designation Department Role in
Project
Type of
Communication
Expectation Interest Power
Mr. Ahsan
Javed
Project
Manager
Project
Department
To manage
and
monitor
the whole
project
Daily meetings Completion
of project
with in time,
scope and
budget.
High High
Mr.
Shafqat
CEO Higher
Management
To Finance
the Project
Weekly
Meetings
Proper
allocation of
budget
High High
Mr. Ali
Azmat
Procurement
Manager
Procurement To procure
the
Medicines
and
Vehicles
Written and
Verbal
To Procure
the Cheap
and the best
available
High High
Mr.
Nazakat
Hr Manager Human
Resource
To hire
people for
the proper
disburseme
nt of
Medicines
Face-to-Face,
Written
To hire the
Best People
Available in
the Market
High High
Mr.
Qayyum
Monitoring
and
Controlling
Manager
M & C To analyze
the whole
project and
control if
any flaws
are there in
the Project
Written and
Verbal
Project
should be
run smoothly
n error
should be as
minimum as
possible
High High
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Mr. Adeel
Ahmed
Finance
Manager
Finance To assist
Project
manager in
calculating
the cost
and budget
of the
project
Face-to-Face To allot as
Minimum
budget to the
Project as
Possible
within the
best quality
High Low
Mr. Ilyas
Bhatti
Quality
Manager
Quality To check
that all the
procureme
nts are
right on to
the quality
standards.
Written, Verbal The Procured
items should
be of best
quality
High High
Mr. Abid
& Mr.
Farooq
Trainers Human
Resource
To train the
Selected
persons for
the
distribution
of
Medicines
Written, Verbal To train them
in best way
as possible,
they also
expect that
they will be
provided
with the best
training
material
Low Low
Mr.
Mustafa &
Mr.
Mateen
Procurement
Team
Members
Procurement To assist
Procureme
nt manager
in the
Procureme
nt Process
Face-to-Face The best
quality
medicines
will be easily
available
Low Low
Mr. Faisal
& Mr.
Sohail
Disbursemen
t Team
To Properly
Distribute
the
Medicines
to the
Effective
People
Face-to-Face Complete
distribution
of Medicines
Low Low
Mr.
Mansoor,
Mr.
Ameen,
Mr.
Sarfaraz &
Mr. Ismail
Survey Team To survey
the flood
effective
areas n
make a
report on
that survey
written Proper
inspection of
each n every
flood
effective
area of
Noshera &
Mardan
High Low
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Supplier
of
Medicine
Nil Nil To provide
the
necessary
medicines
that are
demanded
Written and
Verbal
Maximum
Demand of
Medicines
High Low
General
Public
Nil Nil Nil Nil Availability of
Medicines
Low Low
STAKEHOLDER ANALYSIS MATRIX
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STAKEHOLDER ANALYSIS MATRIX
Mr. Shafqat
Mr. Nazakat
Mr. Qayyum Mr. Ahsan Javed
Mr. Ilyas Bhatti
Mr. Ali Azmat
Mr. Adeel Ahmed
Mr. Mansoor, Mr. Ameen, Mr. Sarfaraz & Mr. Ismail
Mr. Faisal & Mr. Sohail
Mr. Abid & Mr. Farooq
Mr. Mustafa & Mr. Mateen Supplier of Medicine
General Public
Page | 15Interest HighLow
Low
High
Power

PROJECT MANAGEMENT PLAN
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PROJECT SCOPE STATEMENT
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PROJECT SCOPE STATEMENT
Project Scope Description
The Inter Loop Pvt. Ltd is a software development company. The company is going up drastically over
the past 5 years and had made a remarkable position in the market through its software advancement.
As we all know that summer 2010 had produced Pakistan worst flooding in 80 years. The number of
people have effected due to the flood, they need many items like food, shelter, clothing and many
more.
We are a Pakistani based company, so we feel that we should help the needy people of Pakistan who
are under lot of problems. Almost 20% of the area of Pakistan is affected by this heavy flood. The
numerous areas are still under the water and is polluting the environment, due to which numerous
diseases are spreading around. This will going to make the dead rise go even higher. So we as a company
will going to contribute our part for the rehabilitation of the flood effectives. We are now looking
forward to provide the basic medicines that are required, so that the flood effectives can use them and
prevent themselves and their children from different diseases that can take birth from the dirty water
standing in the flood effective areas.
As 20% area of Pakistan is being affected from the flood ranging from Punjab through Sindh, Khyber
Pakhtoon khawa and all over to Baluchistan. Each and every Province of the country is somewhat
effected form the heavy flood. The stat shows that Khyber Pakhtoon Khawa is heavily effected with the
flood and the cities like Noshera and Mardan are on the top. We are now looking forward to provide
the basis medicines/drugs or Non-drugs item too the areas of Khyber Pakhtoon Khawa so that the
people can utilize the services.
The amount of Medicines required in the area will going to be collected by the Survey team. The
inspection team will visit the effected areas by themselves and will going to calculate the amount of
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drugs/non-drug item that are needed there. Furthermore the medicines and vehicles will going to be
procured by the organization by floating the tender in National Newspaper.
The whole project will be funded by the organization itself. The project will be carried out under the
supervision of Mr. Ahsan Javed (Project Manager) who is a qualified professional and had numerous
degrees regarding Project Management. He is the man who is really capable for the project. He is
responsible for all the activities that will be carried out in the project. He will be reporting directly to the
Higher Authorities of the organization.
Communication with our stakeholders will depend upon the activities that will be under process. The
stakeholder who will be involved in the activities will be informed on routine basis about the progress of
the project. Furthermore special meetings will going to be held in the supervision of the project
manager that will be for the discussion of any risk if occurred in the project. In these risk discussion
meetings only managers for different department will be gathered and thus the method to resolve the
risk.
For this project we would require a complete team of 17 members who will be performing different
activities at different point in time of the project. The list of team members with their designation is as
follows:
Master NAME DESIGNATION
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There is a complete reporting pattern of these members with one another as they will going to be
involved in the project. The complete reporting relation is given below:
Project Acceptance Criteria
There are certain teams made for the acceptance of certain activities that are occurring across the
project. The activities for which the Acceptance criteria are defined are as follows:
1. Project Budget:
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Mr. Safqat
CEO
Mr. Adeel Ahmed
Finance Manager
Mr. Ahsan Javed
Project Manager
Mr. Ali Azmat
Procurement Manag
Mr. Nazakat
HR Manager
Mr. Ilyas Bhatti
Quality Manager
Mr. Qayyum
M&C Manager
Trainer Team Procurement Team
Survey Team

Project Budget will be accepted by the higher authorities of the company and will be finalized
after the mutual collaboration with the Project Manager Mr. Ahsan Javed. The budget will be
accepted only if it is under the profit of the company.
2. Human Resource:
The people that will going to be hired as Distribution team will be selected and finalized by the
mutual collaboration of Project Manager and Human Resource Manager. The finalized team will
be reported to the project manager for the final approval in written. As the Project Manager will
sign, the team will then be ready for their work in the field.
3. Procurement Acceptance:
All the things related to procurement will be accepted only by the committee that will be
created by the Project Manager and headed by him also. The committee will check procurement
by themselves. In case of Drugs/Non-Drugs item the sample will be tested through the
laboratories to check whether the Drugs are as per the quality. The acceptance will be finalized
only when the medicines will be as per the standard quality. After that the documents will be
signed by the Project Manager as being approved.
4. Deliverable Acceptance:
The deliverable will be accepted only when they are properly distributed to the flood effected
people in the city of Noshera and Mardan.
Work Packages
Project Deliverables
There are not many deliverables of our Project. The only deliverable that we have to give to our
customers that are the flood victims are the proper disbursement of the medicines.
Work Products
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1. First and Foremost important work product of our project is the survey report generated by the
Survey Team that will visit the effected areas at the start of the project. This work product is like
the backbone of the project as all the future actions will be dependent upon the report.
2. All the bidding documents that will be created for the process of procurement (Medicines and
other items).
3. The stakeholder register will also be an important part of the project that will help us to know
that what are the expectation of each stakeholder, how much is their power and level of
interest in the project.
4. All the Project related plans like Human Resource Plan, Quality Plan, Risk Management Plan,
Communication Plan, and Procurement plans are important work products as it helps Project
Manager to understand that which technique will be used to handle which type of situation.
Project Exclusions
We know that around 20% of the area of Pakistan is effected by the Flood. We are not that big company
so we are not able to provide the medicines to all the effected areas. Therefore we are only targeting
the areas of Noshera and Mardan (Cities of Khyber Pakhtoon Khawa Province). All the Other effected
area is not the part of our project.
Project Constraints
The main constraint of our project is the allotted budget. The allotted budget is the main constraint
against which the project must be completed because the organization is giving the aid to the flood
victims only through its profit.
Project Assumptions
W assume in our project that the budget will going to be approve on time by the higher authority of the
organization. These will ultimately going to boast the morale of the project team. Furthermore we as a
team are hoping that the required Medicines will be easily available in the market, which will help us to
complete our project according to the goal we had set before.
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PROJECT QUALITY MANAGEMENT PLAN
Purpose of the Document
The purpose of making this Plan i.e. Quality Management Plan is that each and every single task of the
Project should be done as per the quality standards defined by our Company (The Inter Loop Pvt. Ltd).
All the works that will be carried out under the project will be measured under different quality
Measuring Criteria that have been identified by the organization in the past. Another main purpose for
making this document is to inform the stakeholders of the project that who will, and how he/she will do
the quality assessment of different tasks of the project.
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Roles and Responsibilities
The Project Quality Management will be monitor by Mr. Ilyas Bhatti and Mr. Qayyum Khan as they are
the Quality Manager and Monitoring & Controlling Manager for our Project. He will be responsible for
assuring that all the activities carried out under the Project are within the quality standards of the
Organization. The Quality Manager will equally be supported by the Project Manager Mr. Ahsan Javed.
In detail following will be the list of roles of the Quality Manager.
1. He will be assisting the Project manager for the making of Quality Management Plan for our
Project.
2. Assist the product managers and related stakeholders in the development of test
procedures or whatever is needed to complete the preparation of Quality Control
procedures.
3. Ensure that the stakeholders’ requirements from all products and services are well
documented and are conducive to being verified and audited against the final deliverable.
4. Review and audit the Quality Control procedures on a regular basis to ensure that they will
actually trap any variance between documented requirements and the final deliverable.
5. Conduct additional audits or Quality Control reviews by demand of the project manager or
because of an event driven cause.
6. Document all reviews and audits performed.
7. Provide feedback to the project manager on a regular basis or on demand.
8. Assist various stakeholders in the process of improving production processes, Quality
Control processes.
9. Recommend updates to the Quality Plan to treat problems at hand.
10. Keep a noncompliance log and ensure that recorded compliance issues are resolved and
corrected.
Quality Definition for our Project
Our Project is Quality sound only and only if all the activities are completed as per the scheduling that
has been done in Ms Project.
Quality Matrices
As the Quality Manager is also an important element of Monitoring and Controlling Phase of our project.
The Quality Manager and M&C Manager therefore will be closely monitoring all the activities happening
in the project and will going to report the performance to the Project Manager. This report will going to
summarize all the processes that has been carried out in the project and how they both had analyzed
different problems and the ways to resolve those problems.
Quality Audits and Process Improvement Plan
The quality manager upon the orders of the Project Manager will personally going to be involve in the
complete process of procurement of the Medicines and the vehicles because they are the only
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procurements of our project. Furthermore the quality manager will continue to check the qualities of
the Medicine and will inform the respective authorities about any mishap that will be occurring in the
project. The action will be taken as quickly as possible so that the problems can be resolve on time.
Quality Check List
Following will be the list of Activities that will be considered by the Quality Manager:
1. Project Quality Plan
Quality Manager Mr. Ilyas Bhatti has to support Project Manager for the Preparation of Project
Quality Management Plan.
2. Identification of Stakeholders
Quality Manager will also help the Project Manager in collecting the requirement, making of
stakeholder register and in making the Power/Interest Graph.
3. Project Scope Statement
He will also going to coordinate with the whole project team for the creation of the Project
Scope Statement.
4. Project Schedule
The Quality manager will also collaborate with the project team for the proper scheduling of the
project.
5. Project Communication Plan
The Manager of Quality will also going to interact with the team of project so that the complete
plan of communication can be created.
6. Procurement of Medicine
Quality Manager will be completely involve in the process of procurement of medicines so that
the Medicine that are being procured are of standard quality.
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7. Procurement of Vehicle
Quality Manager will also involve in the procurement of vehicles so that the purchased vehicles
are of good quality.
8. Final Report
The Quality Manager with the collaboration of other Project team members will going to create
the final report of the project. This report will then be submitted to the CEO of the company so
that he can know what happened in the project and hoe the funds were distributed among
different activities.
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PROJECT HUMAN RESOURCE PLAN
Purpose of Document
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This document is being created to tell all the people who are related to this project that how much
resource is involve in this Project. The plan also describes that what are the role and responsibilities of
different team members who are doing the project or who are the part of this project. Furthermore this
document tells that how different resources are distributed among different project activities.
Members of the Project Team
The Project Team for this project is comprises of 15 members. There name and designation in the
organization are as follows:
S.No NAME DESIGNATION
Roles and Responsibilities of Team Members
1. CEO
Mr. Shafqat is the CEO of The Inter Loop Pvt. Ltd. He is the one who hold the power of the
project. He himself will be heavily involved in the project. This person had the authority to hire
the Project Manager. Mr. Shafqat is the only person in the organization who will going to give
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the budget for the Project. The project is not of corporate nature, so the CEO will be directly
involved in almost all the activities of project. All other members of the team work under CEO.
2. Project Manager
Mr. Ahsan Javed is the Project Manager for this project. He is responsible for all the project
activities going under. Project Manager will be heavily involved in the preparation of all the
Planning documents ranging from Project charter to all the way till the final end report. Mr.
Ahsan will also be collaborating with the supporting staff of the Project so that each activity
should be carried out as planned. Project Manager will be working under the CEO. All the other
department members i.e. Procurement Manager and his team, Finance Manager, Quality
Manager, HR manager and his team, M&C Manager, Disbursement Team and Survey Team will
going to report through their respective bosses to Project Manager.
3. Procurement Department
Mr. Ali Azmat will going to be the Procurement Manager for this Project. His responsibility is
primarily considered with the procurement for Project i.e. Procurement of Medicines and
Vehicles. Mr. Ali Azmat will directly be reporting to the Project Manager Mr. Ahsan Javed. Under
Mr. Ali Azmat will going to be two sub-ordinates named Mr. Mustafa & Mr. Mateen.
4. Human Resource Department
Mr. Nazakat Hussain will going to be the Human Resource Manager for our Project. His
responsibility will going to hire the people for the proper disbursement of the Medicine to the
Effective People.
5. Quality Manager
Mr. Ilyas Bhatti will going to the Quality Manager for our Project. His role is to ensure that all
the activities are being done as per the standard of the organization. The main role of the
quality manager comes at the time of procurement of Medicines that will ensure that each and
every item should be falling on the pure quality criteria. Quality Manager will also be working
under the Supervision of Project Manager and will directly be reporting to him.
6. Finance Manager
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Mr. Adeel Ahmed will going to be the Project Finance Manager. The Role of the Finance
Manager will going to help Project Manager to estimate the cost and budget for the project.
7. Monitoring and Controlling Manager
Mr. Qayyum will going to be the M&C Manager for this project. The role of Mr. Qayyum will
going to have an eye on each and every activity of the project and to inform Project Manager if
he find any flaws in the project.
8. Survey Team
The Survey team is comprises of four members named as Mr. Mansoor, Mr. Ameen, Mr.
Sarfaraz and Mr. Ismail. This team will going to visit the cities of Noshera and Mardan and will
going to make a report on the disaster that occurred due to flood. This report will going to be
really important in our project because all the procurement activities will be based on it. The
Survey Report will be under the direct supervision of Project Manager Mr. Ahsan Javed.
ORGANIZATION STRUCTURE / REPORTING RELATION
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Mr. Safqat
CEO
Mr. Adeel Ahmed
Finance Manager
Mr. Ahsan Javed
Project Manager
Mr. Ali Azmat
Procurement Manag
Mr. Nazakat
HR Manager
Mr. Ilyas Bhatti
Quality Manager
Mr. Qayyum
M&C Manager
Procurement Team
Survey Team
Distribution Team

PROJECT COMMUNICATION PLAN
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The basic purpose of this document is to tell the whole team of the project that how we will going to
communicate with each and every member of the team. This plan will ultimately going to define what
are the problems we are facing at the moment and how we will going to resolve them.
Roles and Responsibilities
Name of Stake Holder Designation Type of
Communication
Communication
Individuals
Mr. Ahsan Javed Project Manager Daily meetings, Final
Report, and Project
Plans
Mr. Ali Azmat, Mr.
Nazakat, Mr.
Qayyum, Mr. Adeel
Ahmed, Mr. Ilyas
Bhatti, Mr. Mansoor,
Mr. Ameen, Mr.
Sarfaraz & Mr. Ismail
Mr. Shafqat CEO Weekly Meetings,
Project Documents
Mr. Ahsan Javed
Mr. Ali Azmat Procurement Manager Written and Verbal,
Project Documents
Mr. Ilyas Bhatti, Mr.
Qayyum, Mr. Ahsan
Javed
Mr. Nazakat Hr Manager Face-to-Face, Written
i.e. Project Documents
Mr. Abid & Mr.
Farooq,
Mr. Qayyum Monitoring and
Controlling Manager
Written and Verbal,
Project Documents
Mr. Ahsan Javed
Mr. Adeel Ahmed Finance Manager Face-to-Face, Project
Reports
Mr. Ahsan Javed, Mr.
Ali Azmat, Mr.
Mustafa & Mr.
Page | 37

Mateen
Mr. Ilyas Bhatti Quality Manager Verbal, Written in the
form of Project
Documents
Mr. Ahsan Javed,
Monitoring and
Controlling Manager
Mr. Mustafa & Mr.
Mateen
Procurement Team
Members
Face-to-Face Mr. Ali Azmat
Mr. Faisal & Mr. Sohail Disbursement Team Face-to-Face Mr. Qayyum
Mr. Mansoor, Mr. Ameen,
Mr. Sarfaraz & Mr. Ismail
Survey Team Written Mr. Ahsan Javed
Supplier of Medicine Nil Written and Verbal Mr. Mustafa & Mr.
Mateen, Mr. Ali
Azmat
Page | 38

PROJECT RISK MANAGEMENT PLAN
Page | 39

The purpose of this document is that it will inform the stakeholders that what will going to be the
possible risks coming through the project, their effects on different stakeholders, Priorities of Risk, its
Criticality, possible cause due to which the risk can occur its possible consequences and the mitigation
strategy that can minimize its effect on the overall project.
Following are the Identified risk of our project and the mitigation strategies associated with it.
Statement
of Risk
Owner
of Risk
Stakeholders
Effected
Priority Criticality Possible Cause Possible
consequences
Mitigation Strategy
Budget not
approved
Project
Manager
and CEO
Project Team High Critical to
catastrophic
Un-realistic
Project,
Budget is
higher than
Expected
The project
will not going
to start.
1. The Project Manager
should make plans in such
a way that it becomes like
a realistic project.
2. Project Manager
should recheck the
allotment of budget
Non-
Availability
of Survey
Team
Project
Manager
Project Team High Critical The Persons
are busy in
some other of
the company
The project
will not be
able to end on
the estimated
time.
Ultimately will
result in the
scope and cost
of the project
as well.
The Project Manager
should first ensure that
the specific persons are
available on the allotted
time of survey and if they
are not available then he
should contact with the
HR Management for
hiring the survey team.
Page | 40

Delay in
Survey
Report
Survey
Team
and
Project
Manager
Everyone
Except CEO
High Critical Survey team
might not
have reached
the effected
areas because
the areas are
flooded.
Procurements
cannot be
made because
the report will
include that
how much
medicine are
required in the
effected areas.
The Project Manager
should be having a
contact with the Disaster
Management Authority
for the actual situation of
the flood effected areas
and make his course of
actions according to that.
Hiring of
Distributio
n team is
not done
on time.
HR
Manager
Project Team High Critical Job opening
post might
have not been
given on the
right channel
The
distribution of
medicine
cannot be
made on time.
On the whole
the time for
the
completion of
project is
increased
Job opening
advertisement should be
given on the most
readable Newspapers.
The total
scope may
be beyond
what the
developme
nt team
can deliver
in the time
available.
Project
Team
All
Stakeholders
Except
General
Public
High Critical Conflict in the
stakeholders
goals
regarding the
project
Lack of
planning in
overall
project, which
will ultimately
going to
increase the
time and cost
of the project.
Assign Level of
importance to activities
by having a look on
different cases.
CEO may
accept
project
completion
although it
does not
really met
his goals.
CEO All
Stakeholders
Except
General
Public
High Critical CEO might be
inexperience
Project will
not going to
fulfill its
purpose for
which it was
planned
CEO is asked to declare
acceptance criteria as
each release is planned.
The Project
Team
might not
be able to
estimate
the work
time
Project
Team
All
Stakeholders
Except
General
Public
Low Marginal Misjudgment
of project
team
The Project
will go out of
Scope, Time
and Cost.
Hire more experienced
project team.
Page | 41

effectively.
After
requireme
nts have
been
documente
d and
agreed,
developme
nt activities
begin to
based on
them, first
design then
implement
ation. If the
requireme
nts change
later then
effort is
wasted.
Project
Team
All
Stakeholders
Except
General
Public
Low Marginal Weakness in
Project Plan
The project
time cost will
be increasing
Develop a plan in such a
way that does not allow
any change.
Delay in
Procureme
nt of
Medicines
and Vehicle
Procure
ment
Team
All
Stakeholders
except CEO
and General
Public
High Critical Lack of
Planning in the
Procurement
plan,
furthermore
the Team
members
might not be
that much
experienced in
this field
This action will
going to
increase the
time and cost
of the project.
For this management of
the Project should make
sure that they hire the
best available people for
the job and hire the ones
that are well aware about
the procedure of the
procurement
Page | 42

PROJECT PROCUREMENT PLAN
PURPOSE OF PROCUREMENT
Page | 43

As we know the scope of our project is to provide the basic health services to the flood effective
people. The purpose of the procurement is to have all the essential drugs / medicine items so that it
can be given to the flood effective people who needs them and cannot afford them. As the
organization is that one which cannot make the drug, thus they needs to contact some external
sources for the procurement of drugs and other contraceptive materials. The vehicles will also be
purchased by the organization so that the proper distribution of drugs is made. The organization is
actually considered to make the decision of “Buying” the drugs.
ROLES AND RESPONSIBILITIES
A Procurement Manager's responsibilities include:
1. Seeking reliable vendors or suppliers to provide quality goods at reasonable prices
2. Negotiating prices and contracts
3. Reviewing specifications for Medicines and other items
4. Determining quantity and timing of deliveries
5. Forecasting upcoming demand
PROCUREMENT PROCEDURE
The Organization procures drugs/medicines and non-drug item and vehicles. The procurement
processes comprise the following steps under each category.
Drugs/ medicines and non-drug items
• Calculation of demand on the basis of information received from the Inspection Teams.
• Preparation of specifications of each item to be procured.
• Preparation of bidding documents.
• Submission of procurement request to the Project Manager for the approval.
• Floating of tender notice in the national newspapers.
• Opening of tenders by the respective committee.
• Selection of bidders on the basis of lowest bids and samples which meet the tendered
specifications and corresponding quality standards.
• Inspection of factories/ manufacturing plants (pre-award inspection) of the short listed bidders.
• Issuance of supply orders to the successful bidders.
• Pre-delivery inspection and collection of samples by the Committee for laboratory analysis (in
case of drugs/medicines) from the manufacturer’s premises.
• Receipt of goods and commodities in accordance with the approved/ standard samples of the
Organization.
• Post-delivery inspections by Inspection Committee.
• Submission of bills to Finance Division for clearance.
Vehicles
• Assessment of demands on the basis of information received from the Inspection team.
Page | 44

• Rate enquiry on specified vehicles and acquisition of terms and conditions of sale from local
manufacturer.
• Preparation of contract agreement between the Organization and locally manufacturer.
• Obtain concurrence from Law & Justice Division on contract agreement.
• Getting NOC from the Cabinet Division.
• Submission of procurement request to the competent authority/Finance Division for payment in
advance against approved contract agreement.
• Signing of contact agreement and payment through Bank Draft to the local manufacturer.
• Issuance of Purchase Order.
• Confirmation by the locally manufacturer regarding the completion of Purchase Order.
• Pre-delivery inspection of vehicles at the company’s premises by the designated committee.
• Delivery of vehicles to Organization.
• Acknowledgement of receipt of vehicles to Finance Department.
Page | 45

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