Human Resource Plan

Beaconhouse IB Branch
International Baccalaureate
12/1/2014
Beaconhouse School Sytem
Project Manager-Huda Shaukat
hudashaukat@gmail.com, MSPM Section B

TABLE OF CONTENTS

INTRODUCTION

Page 2

ASSUMPTIONS

Page 3

SCOPE OF THE PROJECT

Page 3

COST BREAKUP

Page 4

WORK BREAKDOWN STRUCTURE

Page 5

ROLES AND RESPONSIBILITIES

Page 6

PROJECT ORGANIZATIONAL CHARTS

Page 7-8

STAFFING MANAGEMENT PLAN

Page 9-12

1|Page

INTRODUCTION
Beaconhouse School System is one of the most prestigious institutions functioning in Pakistans educational sector building its way towards the
top on the ladder of success. Recently, it has decided to launch a new program for its students, the IB Diploma program. The IB Diploma
Program (DP) is an academically challenging and balanced program of education with final examinations that prepares students, aged 16 to 19,
for success at university and life beyond. It has been designed to address the intellectual, social, emotional and physical well-being of students.
The program, has gained recognition and respect from the worlds leading universities.
BSS is planning to open a new branch in Faisalabad which will be catering to the needs of the IB Diploma Program. A new campus is required
for the launch and implementation of this program before September 2015. For this project, this HR management plan will act as guidance in the
management of this projects human resource activities through the project until closure.
The human resources management plan includes:
Roles and responsibilities of team members throughout the project
Project organization charts
Staffing management plan to include:
a. How resources will be acquired
b. Timeline for resources/skill sets
c. Training required to develop skills
d. How performance reviews will be conducted
e. Recognition and rewards system
The purpose of the human resources management plan is to achieve project success by ensuring the appropriate human resources are acquired
with the necessary skills, resources are trained if any gaps in skills are identified, team building strategies are clearly defines, and team activities
are effectively managed.

2|Page

Assumptions
1.
2.
3.
4.
5.
6.
7.
8.

Beaconhouse school system is a strong matrix organization

This project has a budget of $ One Million and above
BSS has been facing an upward trend in its revenues and profits
The NOC and all other regulations and legal affairs have been taken care of by the Head Office
This project will be using ten used cars from the Central head office in Lahore till the Project completes.
All resources will be hired internally
All the finance matters related to the project budget are being handled by the Finance department of the head office
Beacohouse Head office is the Sponsor of the project

Scope of the Project

The scope of the project is to look for a feasible building in Faisalabad at canal side and formulate it according to the needs of the IB program.
After collecting the requirements from the stake holders, following are the key deliverables which are expected to be provided at the completion
of this project.
Campus Building ( on rent)
Equipment
Furniture
IB Faculty
Furnished class rooms
Labs
Auditorium
Faculty room
3 Office rooms

3|Page

4|Page

Cost Break up
Infrastructure:
Building Rent including security
Renovation and Maintenance plus furniture

= Rs. 15 million
= Rs. 38 million

Equipment

= Rs. 10 million

Marketing cost:
Streamers
Newspapers (Nationwide, 6 newspapers)
For Four Sundays in one month before launch
Flyers, prospectus, brochures

= Rs. 5 million
= Rs. 2 million

Human Resource
Logistics

= Rs. 20 million
= Rs. 5million

5|Page

= Rs. 5 million

Work Break down Structure

6|Page

ROLES AND RESPONSIBILITIES

All team members must clearly understand their roles and responsibilities in order to successfully perform their portion of the project. For the IB
Project the following project team roles and responsibilities have been established:
Project Manager (PM), (1 position): Project Manager will be responsible for the overall success of the Project. The PM must authorize and
approve all project expenditures. The PM is also responsible for approving that work activities meet established acceptability criteria and fall
within acceptable variances. The PM will be responsible for reporting project status in accordance with the communications management plan.
The PM will evaluate the performance of all project team members along with the Head office team. The PM is also responsible for acquiring
human resources for the project through coordination with functional managers. The PM must possess the following skills:
leadership/management, budgeting, scheduling, and effective communication to make sure that the efficiency and effectiveness of the project is
maintained.
Marketing Project Lead (MPL), (1 position): responsible for the marketing of the IB Program before the campus becomes functional.
Marketing will include different mediums such as streamers, newspapers, pile ons etc. The MPL will be reporting to the PM as required by the
communications management plan. The MPL will not have the power to authorize any project expenditures nor allocate any resources for the
marketing of the project without PM approval. He/she will be making sure that the marketing staff works up to the desired standards to meet the
required goals.
Infrastructure Project Lead (IPL) (1 position): The IPL Project lead is responsible for the selection of the right building campus which meets
the requirements of the infrastructure. He/ she will have an entire staff working with him to make sure all the mandatory tasks are completed so
that the necessary renovations can be started in the building.
Procurement Project Lead, (1 position): The PPL is responsible for making wise purchases of goods or services needed in the project. The
PPL will oversee the activities of the department responsible for purchases. As part of his/her, supervisory role, he has to assign duties to each
member of the staff and review the work. He will draw up a plan for the purchase of equipment, services and supplies and report to the PM. The
PPL has to supervise the procurement staff effectively when they are adequately versed in the relevant practices, procedures and policies
Human Resource Project Lead, (HRP) (1 position): This lead will be responsible for overseeing department functions and managing
employees. The HRP along with its team will be looking after compensation and benefits, training and development, employee relations, and
recruitment and selection. Core competencies needed for the lead include solid communication skills and decision-making capabilities based on
analytical skills and critical thought processes. Moreover, this lead will be reporting to the PM and will also be coordinating with the Personnel
administration of the Beaconhouse central Head office in Lahore whenever HR is required.
7|Page

PROJECT ORGANIZATIONAL CHARTS

The following RACI chart shows the relationship between project tasks and team members. Any proposed changes to project responsibilities
must be reviewed and approved by the project manager. Changes will be proposed in accordance with the projects change control process. As
changes are made all project documents will be updated and redistributed accordingly.

Tasks

Project
Manager

Acquisition
of the
Building
Renovations
Recruitment
Furnishing
of rooms
Marketing of
campus
Conduct
Training

Marketing
Project
lead
C

A
A
A

C
I
I

Key:
R Responsible for completing the work
A Accountable for ensuring task completion/sign off
C Consulted before any decisions are made
I Informed of when an action/decision has been made

8|Page

Procurement
Project Lead

HR Project Infrastructure
Lead
Project Lead

I
R

R
I

WBS WITH ASSIGNED HR

9|Page

STAFFING MANAGEMENT
Staff Acquisition:
For the International Baccalaureate, the project staff will consist entirely of internal resources. The Project Manager will negotiate with
functional and department managers of the head office in order to identify and assign resources in accordance with the project organizational
structure. All resources must be approved by the appropriate functional/department manager of the Head Office before the resource may begin
any project work. The HR department of the project will communicate with the personal administration of BSS for the allocation of the internal
resources required for this project. The project team will be co-located for this project. They will be required to leave their current workplace and
work on the campus site for the next six months.
Resource Calendars:
Role

Team

Project Manager

Qty

Estimated End
Time
6th month

Estimated
Duration
6 months

Time Commitment

Estimated start
time
1st month

3rd month

6th month

6 months

Full time

Full time

Corporate Communication
Marketing Project lead
Marketing Dept.
10

3rd month

6th month

6 months

Full time

Infrastructure Project lead

Marketing Dept.
Infrastructure Team

1st month

6th month

6 months

Full time

Infrastructure Staff

Infrastructure Team

35

1st month

6th month

6 months

Full time

Procurement Project lead

Procurement Dept.

1st month

6th month

6 months

Full time

Procurement Staff

Procurement Team

25

1st month

6th month

6 months

Full time

HR Project lead

Human Resource Dept.

1st month

6th month

6 months

Full time

Logistics

Human Resource Dept.

15

1st month

6th month

6 months

Full time

Compensation Specialist

Human Resource Dept.

1st month

6th month

6 months

Full time

Recruitment Specialist

Human Resource Dept.

1st month

6th month

6 months

Full time

Training Executive

Human Resource Dept.

1st month

6th month

6 months

Full time

Marketing Staff

10 | P a g e

All resources are required before the project can begin except the marketing staff since their work starts once the building has been acquired and
renovated according to the project needs.
The project team will be required to work from nine am to five pm for six months excluding Saturdays and Sundays.
Training:
Project teams have to start quickly and efficient without any warm-up even though mostly composed of team members from different
departments and areas of expertise. This challenge is only manageable if successfully developing a common understanding of values and goals in
a short period of time. For this goal, appropriate training will guide them into the right direction. Through different tasks, away from routine and
every day office atmosphere all members will gain new experience and get to know how to develop common goals and succeed together as a
team.
After identifying the training requirements of the project team, HR personnel will write to the HR department of the head office and request for
the project reserves for the training activities. Following training and team building activities will be conducted.
Project team
In order to enhance project teams effectiveness and performance, a team building activity will be arranged in the first month. For this activity, the
entire staff of the project will be requested to attend the event including the marketing staff.
An icebreaker activity will be conducted where members will be asked to think back over their careers and identify a moment when everything
that is great about them was operating in high gear. They're asked to share that moment in a small group. The secret is that it is probably the first
thought that came to mind when they heard the instructions. They will be provided with a one page hand out that describes the task at hand. About
ten minutes will be given for the participants to think through their personal best moment before asking them to share the moment with their table
mates.
This activity will be followed by a dinner.

11 | P a g e

 Human Resource
Through a combination of one-on-one training sessions, personnel administration of the head office will train the HR staff of the project. This
will also include coaching and mentoring the recruiter, compensation Officers and the trainers so that they can in return train and cater to the
needs of the project staff accordingly and in a motivating manner.
Marketing
A two day workshop will be organized by the training department of HR to polish the skills of the marketing staff regarding marketing
communication and Social Media before they start with their assigned Project work. The marketing team after the workshop should be able to:

Understand the current rules and guidelines for developing a social media presence.

Examine the pitfalls and how to avoid them.

Understand the importance of developing a long term strategy for your social media presence and develop appropriate content.

Implement your social media strategy.

Performance Reviews:
The project manager will review each team members assigned work activities at the onset of the project and communicate all expectations of
work to be performed to the Head Office. The project manager will then evaluate each team member throughout the project to evaluate their
performance and how effectively they are completing their assigned work. Apart from individual appraisals, PM will also conduct team
performance appraisals to see how well different teams are performing and whether they are on schedule, ahead or behind the planned schedule.
Prior to releasing project resources, the project manager will meet with the appropriate functional manager and provide feedback on employee
project performance. The functional managers will then perform a formal performance review on each team member.

12 | P a g e

Recognition and Rewards:

Hard work should never go unrewarded and this is why some rewards and recognition will be awarded to the project team during and at the end
of the Project.

Upon successful completion of the project, certificates of appreciation will be awarded to the Project team as a token of gratitude by the
Head Office.
A formal dinner will be held to celebrate the success of each team member with the team members families present. Qasim Raza Qasoori
(CEO of BSS) will be present at the dinner.
Team members who successfully complete all of their assigned tasks will have their photo taken for inclusion in the Beaconhouse
newsletter.
Handing out monopoly money that can be redeemed for gifts and other goodies may not be strictly free, but it pays off handsomely in the
long run.
Upon successful completion of the project, certificates of appreciation will be awarded to the Project team as a token of gratitude by the
Head Office.

13 | P a g e

SPONSOR ACCEPTANCE
Approved by the Project Sponsor:
___________________________________________
<Project Sponsor>
<Project Sponsor Title>

14 | P a g e

Date:____________________