ROOFTOP SOLAR PANELLING PROJECT IN HERIOT WATT UNIVERSITY

C11PA - Project Management – Team Assignment brief

Date Issued: 23rd January 2024.
Submission Deadline: Monday 25th March 2024 at 12:00 Edinburgh time via “Turnitin”
Note : Assignments submitted after this deadline will not be marked.

Successful delivery of a project requires a good knowledge and understanding of project

management and good interpersonal skills. This semi-fictional hypothetical assignment is designed to
make you think about what you are learning on the course and to apply this knowledge to a
theoretical project to develop an understanding of the issues involved. Students work on the
assignment in groups during the semester.

The information used below mirrors what would be found in a real project. To work on this project,
you will have to think like a real project manager and operate as a real project team member. This
project work must be based on some of the emerging trends in project management, such as
leadership, agile project management, strategy, risk assessment and emotional intelligence. This
should be an independent piece of work and it is acceptable to make assumptions, as long they are
logical.

Note: You should assume a normal global business climate.

Background
Heriot Watt University is a prominent higher education institution committed to academic excellence
and social responsibility. With a sprawling campus in 3 different locations, namely; Edinburgh, Dubai
and Malaysia, known for its innovative programs and forward-thinking initiatives, the university seeks
to lead by example in embracing sustainable practices and reducing its environmental impact.
Recognizing the growing importance of renewable energy sources, the university administration has
pledged to make substantial strides towards sustainability. As part of this commitment, the university
has identified the adoption of solar energy as a key initiative to not only cut down on its carbon
footprint but also to serve as a model for environmentally conscious practices within the academic
community. The decision to install solar panels on the rooftops of several university buildings stems
from a comprehensive sustainability strategy that aligns with the institution's core values. By
harnessing the power of solar energy, the university aims to demonstrate its dedication to
sustainability while simultaneously providing a tangible solution to reduce reliance on conventional
energy sources. The initiative is not solely focused on energy conservation and cost reduction but
also aims to foster a culture of environmental stewardship among students, faculty, and staff. The
university envisions using this project as an educational tool, integrating it into various academic
disciplines to promote interdisciplinary learning about renewable energy and environmental
conservation. Over the course of 12 months, from April 2024 to May 2025, the university will embark
on this comprehensive project adhering to a budget of RM $260,000 Malaysian Campus, AED370,000
for Dubai Campus and £110,000 for Edinburgh Campus.

By embarking on this project, the university also seeks to set a precedent for other educational
institutions, encouraging them to embrace similar green energy initiatives and contribute collectively
to mitigating the adverse effects of climate change. Through the implementation of solar panels on

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its rooftops, the university endeavours to be a trailblazer in the realm of sustainable practices within
the academic landscape, setting a high standard for others to emulate.

Required:

Pheonix Inc (PI) has been commissioned by Heriot Watt University Board (HWUB) to project manage
the project. You are a qualified project manager employed by PI. Your team is now focused on:

Assessment of the Roof: - Evaluate the structure, angle, and size of the rooftop to determine its
suitability for solar panel installation. Ensure the roof can support the weight of the panels and has
adequate exposure to sunlight.

Energy Audit: - Conduct an energy audit to determine your current energy consumption. This will
help in estimating the number of solar panels needed to meet your energy requirements.

Regulations and Permits: - Check local building codes, regulations, and permits required for solar
panel installations in your area. Obtain necessary permissions from the local authorities.

Budget and Financing: - Set a budget for the project. Explore financing options, such as solar loans,
leasing, or incentives, which might be available from government programs or utility companies.

Choosing Solar Panels: - Research and select the type of solar panels suitable for your rooftop (e.g.
monocrystalline, polycrystalline, thin film). Consider efficiency, durability, and warranties.

Select Inverter and Mounting System: - Choose an appropriate inverter that converts the solar
energy into usable electricity. Select a mounting system based on your roof type (flat, sloped) and
panel orientation (fixed, tracking).

Design and Simulation: - Within the main contractor’s scope. A design based on the above points
and a simulation model using the simulation software (e.g. PVSOL) to know exactly the full capacity
of your PV solar system and the total output and compare it with the building’s load.

Installation Process: - The installation process involves mounting the panels, connecting them with
wiring, and installing the inverter and monitoring systems. Make sure it complies with safety
standards.

Connect to the Grid (if applicable): - If you plan to connect your solar system to the grid, coordinate
with your utility company to complete the necessary paperwork and arrange for system
authorisation and interconnection.

Battery array (if applicable) - If you plan to use your solar system internally, complete the necessary
design, procurement and installation of batteries.

Seasonal variation – Consider any adjustments related to your physical geographic location
(Northen/Southern hemisphere).

Testing and Commissioning: - After installation, conduct tests to ensure the system functions
properly. Check for any issues and make necessary adjustments.

Maintenance and Monitoring: - Establish a maintenance schedule to keep the panels clean and in
good condition. Utilize monitoring systems to track energy production and identify any performance
issues.

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Heriot Watt University Board (HWUB) has appointed an internal Programme Director who has one
internal project manager, a PMO and a financial controller reporting to the Board. The programme
also involves the University’s internal Legal Services Department as contracts managers. The Legal
Services Department issues and administers the various contracts used in the programme. HWUB
has also set up an internal Change Control Section that is responsible for change management of the
upgrading programme. You report directly to an internal Project Liaison Officer via the general Heriot
Watt University Interface Unit that acts as the portal between the internal association structure and
the external environment. The Functional Head of the Building Administrative Department of HWUB
is also involved, as his department will eventually take over the event operation. The Functional
Head reports to the board and works with the internal Programme Director on all aspects of logistics,
administration, and professional operation. Contracts, communications, and instructions are all
relayed through the interface and directly to the internal Programme Director office.

Being external, you are project manager with responsibility for managing all aspects of the solar
panelling projects on behalf of HWUB. The infrastructure works on those projects are being carried
out by a main contractor called Excenergy Ltd. Excernergy Ltd. has been contracted by PI under the
usual accepted contract. The main contractor has sublet several different work packages to three
different domestic subcontractors called Route Works, Simetax and Pestech. They will be responsible
for the roof assessment, energy assessment for solar panels and Solar installations respectively.

Several work packages have also been awarded to nominated subcontractors and suppliers that have
been nominated by HWUB. The nominated subcontractors are Maldex Inc and St Gobain Assembly,
and the nominated suppliers are PropCo and Plus Energy. The two subcontractors specialise in
testing and commissioning of the solar panels.

Risk management services are being provided by an external consultant called RiskCom and
environmental impact control services are provided by another external consultant called
Environmental Consultants. Health and Safety is inspected and the local certified body (Police, Fire
and Medical).

The project should be inspected by national standards body and permits should be provided for
passing each project gate, where the final permit should be awarded no later than 1-week prior to
the installation,

Your management instructed that the project must have an online monitor and control dashboard,
where stakeholders can give input and see the project progress.

This feature development can be outsourced. The project should also be promoted and
communicated via social media.

Your managers have stipulated to you that this is a high-risk project mainly from the scheduling
perspective since the hard deadline for launch cannot be delayed.

System layout (for illustration purposes only)

PV Solar System Diagram

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Team Selection and Team Contract
Teams will be self-selected with 5 members per team, unless otherwise approved by a member of
the academic team. You are required to submit a team approval form and Team Contract to your
tutor by 12:00 (UK time) on Wednesday 31 January 2023. Please refer to further instructions on
Canvas. The purpose of the contract is to ensure collaboration, teamwork, and equal contribution
from each team member. The contract should establish the following: 1. Team procedures and rules
2. Team expectations 3. Consequences for failing to follow these procedures and fulfil these
expectations A template of a team contact can be found in the course handbook.

Scope Statement
A formal-worded, detailed document that to manage and control the project. The main purpose of
the plan is to guide project execution, but also to document project planning assumptions, strategic
designs, facilitate communication among stakeholders, define critical success guidelines and provide
a baseline for progress measurement and project control.

Note: Word count limit: (Maximum 4,500 words +/- 10%)

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The scope statement must be a consistent, coherent document and include at least the following
sections:

• Project Objectives. What the project aims to achieve. This consists of the benefits the organisation
expects because of investing in the project and any targets the project means to accomplish. In
addition, objectives that need to be realised. These include business, environmental, technical, cost,
schedule and quality. Objectives must be described in measurable terms. To be measurable, each
objective will have an attribute attached it, that success can evaluated against.

• Project Scope description. This is the section that fully describes the product, service or result the
project is expected to accomplish by the project. This includes the use of the outcome, the end user,
colours, size, or any other relevant characteristics.

• Project Requirements. This section describes the requirements of the project deliverables in terms
of the standards they are expected to achieve. These could be specified quality standards or
technical standards or minimum performance requirements.

• Project deliverables. These are the expected outputs throughout the project lifecycle. This
comprises of the work breakdown structure (WBS), final project outcome, any part outcomes
delivered as phases and any supporting deliverables. This may include a list of specifications,
technical manuals, simulations, or sections of the project.

• Project boundary. Any deliverable not explicitly included within the scope statement is implicitly
excluded from the project. However, when the project forms part of a larger programme it may be
necessary to document the items not included in the scope.

• Project Constraints. All projects have constraints that should be defined from the outset. These
include the limits in terms of time, cost, resources or equipment.

• Project Milestones. These are the specific dates imposed on the project for meeting certain stages
in the project. More often milestones can be addressed as a project constraint.

• Project Assumptions. As the scope statement is produced at the early stages of the project, several
decisions may not yet have been made. The project team therefore needs to make assumptions of
any uncertainties and document them accordingly.

• Critical Success Factors. These are those essential elements of the project that must be achieved
for the project to be considered successful. This could be measured in terms of deliverables, levels of
quality or objectives. The CSFs define the acceptance criteria for the project.

• Project Closure. These are based on the success of the Critical Success Factors, project completion
and lessons learned. In addition to the Scope Statement, you are also required to include the
following supporting documents:

• Project Organisation Breakdown Structure. This chart should clearly identify the project team,
suppliers and all other project stakeholders.

• Project Responsibility Matrix. This chart should identify the responsibility of each person and
stakeholder involved in the project. This would include responsibility for element of the project.

• Risk Management Plan. This should be in the form of a risk register and responses to each
identified risk in delivering a successful project.

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• Cost Plan. This item should identify all associated costs of resources in production of the paper
presented in the form of an Excel spreadsheet or any tool of project management. It should also
show estimated income generated from the advertising to pay towards the production costs. The
cost plan should also identify the estimated profit-loss from the project.

• Project Schedule. This should identify all tasks, dates, resources and milestone and closure
presented in the form of a Project Gantt Chart.

• Project Communication Plan. A comprehensive communication plan (both internal & external
stakeholders must be included).

Submission Procedure
• One team member (team leader) must upload via “Turnitin” in Canvas, a copy of the report and the
file name MUST be the Team’s number before the deadline above.

• One team member (team leader) must upload via “Turnitin” in Canvas, a copy of the Gantt chart
created in Microsoft Project Application format before the deadline above.

• The appendix of the report should:

- Be clearly labelled with all team members name, matriculation number – a signed complete
Team Contribution self-assessment form (Internal Team Contract – Part 2) – see Course
Handbook on Canvas.
- Include any other assignment material such as: diagrams, tables, pictures charts, etc.

*** End of brief ***