With the end of the poster session, our CBEL Project has officially come to an end. We will now summarize our contributions to the community and the lessons learned on project planning and implementation.

Deliverable Summary

Our team presented our proposals on the two projects to our clients, the Richmond Food Bank, on Mar. 21, 2014.

Project 1 – Play Area Improvement

The kid’s space design proposals were well received. Many of the constraints were taken into consideration, i.e., dimensional constraints, need for increased storage and lighting and the users of the space, small children and Richmond Food Bank volunteers. Our presentation contained information on:

• Showed the objective and constraints for the play area project
• Presented two solutions of redesigning the play area and storage
• Focused the designs in details including needed materials, lighting changes and design costing.

The proposed plywood castle design was well taken by the Richmond Food Bank and they decided they wanted to pursue its completion. Therefore we  provided the a design and dimensions document. This document marks the completion of the project. Finally, indicators of our project’s  success include:

• Provided a more bright and vibrant place for children to play
• Provided more space for storage and more organized
• Helped to make to play area more safer for children
• Client’s satisfaction.

Project 2 – Food Distribution Improvement


The proposed changes to the food distribution line was well received. Many of the constraints were taken into consideration, i.e., workplace relations, layout of the food distribution line, and the types of food distributed prior to proposing changes to improve flow of Food distribution.

The Richmond Food Bank has chosen to go forward with many of the food distribution proposals. We provided the presentation and necessary information to accomplish the changes. To conclude, indicators of success would be

• Quickened food distribution times
• A reduction in congestion at the food return corner (with additional tables and return stations)
• Client satisfaction.

Lessons Learned

Just as a coral reef, working as a team is an in depth and complex system. Our time as a project group for the Richmond Food Bank has aided our learning about systems thinking. These ideas are more concrete to us now through our learning based off two key concepts: communication and planning.

As a group of six members, we quickly learned that an easy means of internal communication was paramount to our project’s success. Not only was communication pertinent to each other but also to our mentor, client and the other Richmond Food Bank group. Interacting with others was daily procedure, and with the properly designed system we were able to achieve all of our communication needs successfully. This provided a concrete foundation for other aspects of our project. As a major project, communication was one system that overlapped in other areas such as planning.

In depth organization and preparation skills were the second area of learning from our project. For each group meeting it was important for each member to have completed one’s tasks and prepare for the meeting to increase our meeting’s efficiency. With sufficient individual planning we were able to communicate with our mentor, client and the others to plan meetings and activities. As a team we planned time lines, task lists and important deadlines; this crucial planning kept us on track to a successful completion of our project. Again, our planning and organization was one sector of our overall system which overlapped with other project as well.

All in all, as a team we have learnt more about the depth of systems learning. As a complex system our project had numerous sectors  overlapping and interacting.  Through recognition of these interactions, we developed our professional abilities in communication and organization. With contribution and efforts we were able to learn as a team in a fun environment while successfully completing our project.

Steps to Implementation

As a group we have taken many steps to productively and proficiently work cohesively to implement our project this term. There are many steps and events that have lead to the “unfolding” of our implementation.

First, in the beginning of our project we began by meeting our mentor and beginning a Facebook group. With these steps of communication, we had open communication with a useful resource, our mentor, and one point of contact for unity in communication, Facebook group. Secondly, we began to have weekly meetings where we would talk about the progress of individual assignments, dates, meetings and any questions we had for each other. These meetings allowed us to keep our project on schedule and keep everyone on the same page. Through our internal weekly meetings, we also maintained constant communication and updates from the other Richmond Food Bank group, in order to stay consistent in our dates and procedure for communication with the organization. We also planned dates and meetings with the Food Bank with the other group to display a professional and cohesive team. As a large team we have planned our presentation of our project for March 21^st 2014. After our presentation, we will finish our poster board for the poster board session, which will summarize our project for the Richmond Food Bank.

These are the steps our group has taken so far to implement our project for the Richmond Food Bank. Through internal group communication and meetings to meetings and presentations with our client and the other group we have taken many steps to have our project successfully “unfold.” We look forward as a team to the poster session to further describe the details our project entailed.

Positives and Negatives

Our Project has run very smoothly and there are many positive aspects to it, but in the following paragraphs it will be shown some of the issues and difficulties we have faced as a team as well.

There are so positive factors that have added to this projects success. First off would be our teams great communication, with each other, client, other team, mentors and everyone involved. This great communoication is based off our teams good group relations and that we all got along well and work well together. Further, we have worked well together with equal participation by all, therefore no one feeling left out or if there are any slackers, because there aren’t any. This may be as we all believe in our project and have a keen interest in the organization we are working with. This dedication to the project has helped us in many ways and especially as working as a team towards one mutual goal.

Though our project has been filled with great communication and productivity, initially we had a few setbacks. The setbacks our team faced are linked to the initial dis-clarity of our project objectives and goals. In the first weeks we were unsure of the projects description, depth and outcomes. This made for a confusion of a time and we were all very unclear on the project and how to proceed. This initially put us off a little, but through communicating with each other, client mentor and professors, this was cleared up and our project was off to the races.

These are the positives and negatives our group has faced over our project’s timeline.

Project Outcomes

For the Richmond Food Bank CBEL project our team has created designs and recommendations to meet the project goals proposed by the client. The project outcomes include design options for the Kid’s Play Area and ideas to create a more efficient system for the Food Distribution Line. Our team, along with the other Richmond Food Bank group will be presenting the design options at the Richmond Food Bank on March 21, 2014 at 2:30pm. The presentation for the client will include multiple options for each aspect of the project including visuals and cost breakdowns.

For the Kid’s Play Area our team focused on three aspects including aesthetic appeal, lighting, and storage space. We aimed to optimize the allocated space for the play area and ensured that each design was safe for the children. Considering fixed and flexible parameters we created a plywood castle design that would increase the aesthetic appeal while also covering the duct work that currently hangs over the kid’s space. Below are a few design options for the castle that we made using SketchUp.

The castle designs are both easy to construct using plywood sheets, bolts, and paint. The castle structures are designed to have fixed supports ensuring the stability and safety for the children. They can be transported easily if relocation is required. The design would completely cover the ducts on the upper left hand side.  The castle will cost approximately $200.

For the storage space within the Kid’s Play Area we designed shelves and compartments that can be used both as storage and dividers between the play area and distribution line.  Below are a few SketchUp Models of storage design options.

The first image to the left is a shelf and cabinet structure that can be purchased for approximately $150 or built out of wood. Including an organizer as shown would decrese the play area used for storage while also increasing the space for storing temporary and long term items. The cabinets can be shild locked while the shelves are easily accessible by the volunteers. The center image displays the shelf and desk design for the Kid’s Play Area. A dublicate L-shaped divider can be constructed to inccrease the strength and stability of the dividers. The shelves and desk can be constructed from wood beams. The shelveing would cost approximately $90. The last picture to the right shown above is a pallet and basket deign. This option is cost efficient while increasing stroage space and dividing the area effectively. The pallets can be found at the Richmond Food Bank and only require small repairs and paint. Including the baskets this design costs an average of $200.

For the lighting options our team researched aesthetically appealing and cost effeicent lights. The following are the lighting options we have considered as well as the price range for each.

For the Food Distribution Line our project outcomes include creating a more efficient and easy system for the volunteers and costumers. The layout of the tables was considered and rearranged for a more effective line. Below is the current layout and the proposed layout that our team is recommending.

To mitigate the problem of having vegetables crushed in their bags, the heavy items should come first so the table of canned goods is recommended to be placed closer to the beginning. An additional table could serve as the new point for food returns to further reduce bottlenecking and clutter. Items displayed can be more spread out (to reduce bottlenecking)/add in an additional island table(sorting).

In our last blog post, we introduced our proposed solutions of this project. In this blog post, we will discuss the implementation of the two solutions in details.

Children’s Play Area

Project Team: Monrit Chatha, Madison Klettke and Qing Liu·

Resources Required:

We currently use SketchUp to draw specific designs for children’s play area and storage places. We use AutoCAD to present a clear figure for the dimensions of this area and use the Microsoft office as well.

Expected Cost:

The major part of this solution’s budget would be due to the plywood and paint. We have included a rough breakdown in the table below.

The cost are overestimated to cover possible errors during assembly. The client, Richmond Food Bank, will provide this sum.

Task Sequence:

We will first finalize the minor details in the design, then present the castle to our clients. Based on their feedback, we will make adjustments as necessary, and begin the build process.

Design Process: 1 week

Build/Assembly Process: 1-3 days

Some of our basic preliminary designs are presented below.

As this castle will be placed around children, we must make sure it is stable and structurally sound. The walls of the structure should be able to withstand small impact loadings, since children are playing inside.

Indicators of Success:

• Client Satisfaction

• Children Happiness

• Overall aesthetics

Food Distribution Optimization

Project Team: Ryan Li, Robert Ngai and Andy Wu·

Resources Required:

Our team collected data using timers and stopwatches, and used paint and Photoshop to generate the schematic flow diagram.

Expected Cost:

Since we are not purchasing any additional equipments, there are no cost involved with this solution.

Task Sequence:

Based on our thoughts from last blog, we made some slight alterations to the existing set up. We will first present the proposed solution to our clients. Then, based on their feedback, we will make adjustments as necessary, and begin help our clients prepare their volunteers for the new setup.

Design Process: 1 week

Training/Preparation Process: 1-3 days

The current set up and our proposed solution are presented below.

Safety and Risk Issue:

N/A

Indicators of Success:

• Client Satisfaction

• Less Congestion/Faster round times

• Less returned items

In this blog post, we looked at the brainstormed “purpose and solution” of the two focus areas of our project. In the solution section we discussed various possibilities to what could solve some of the problems. We finished with a timeline to help keep our project on track to success.

Purpose

The purpose of the playroom re-design is to improve lighting, storage and the “vibe” of the environment. Our client is looking for a more bright and energetic child friendly environment where the kids just want to play. Below are 2 pictures of the overall space and the duct work.

Solution

The play area for children should be a more vibrant and welcoming atmosphere. To design effective improvements we took dimensions and made note of the activity during the site inspection.

Improving the Aesthetic Appeal and Storage of the Play Area:

There are visible ducts that hang over the edge of the play area. It is important to cover these ducts to increase the aesthetic appeal of this area. A design idea we are considering is covering the area with a sheet of plywood or drywall. We are thinking of painting and cutting the material to look like a castle. This will create a more welcoming area for the children. They will be entering the castle to play with some of the toys on that side.

To create more storage space it would be an effective use of space to replace the bookshelves with more stable structures that can be used to store items. Larger shelves and drawers can be used to separate the play area from the food distribution area while also creating more space for all the volunteers. This will create a more organized environment for the children.

To make the area more aesthetically appealing for the children it is important to make the area more bright and vibrant. Adding colour to the dividers and shelves that will act as separating walls can do this. Painting over the materials can make this improvement very easy.

There is a staircase on the side that has been blocked off from the children for safety reasons. Adding in compartments underneath the stairs can increase the storage space. This area should only be accessible by the volunteers to avoid hazards. There are many palletes around the warehouse where the food is stored. It is possible to use one of the palletes as a divider under the stairs. This can be used if rollers or hinges where placed at the bottom as the support.

Purpose

The purpose of the restructuring of the food distribution was mainly to increase overall efficiency and ease of food distribution. Much emphasis was put towards the reorganization of individual stations, as our team observed many empty and high density tables. The current food bank distribution layout is provided below.

Solution

After meeting with the client again on February 26, 2014 during the time of food distribution time our team was able to gain a better understanding of the project scope and purpose. The food distribution system requires improvements to create a more efficient method for customers and volunteers.

Improving the Distribution System:

The last couple tables in the food distribution system are allocated for food return and exchange of food items. A common item that was being returned was food cans, including soup and beans. The food cans are currently being distributed at the beginning of the system (following the organic fruits). A more effective method would be to locate the food cans closer to the return area to minimize the time it takes customers at the end. By also adding more tables at the end for the return area it would maximize the number of people that can use the space, creating a more effective system.

The area where the baked goods and bread is distributed becomes crowed very easily. This is due to bread being a popular food group and the tables in that area creating a corner with less space. An improvement to the system would be adding more tables to hold the bread and baked goods. More space will help the volunteers move around easily while distributing the food. This will also create more space for the customers to move around the corner.

A concern brought up by the client was regarding the distribution of the family bags that have been prepared prior to the distribution day. The lady that volunteers at this station has trouble having to turn around to get the required items for the customer. An improvement for this area would be to align the family bags alongside of her table to minimize the distance she has to move.

Time Line

Background of Richmond Food Bank

Richmond Food bank’s history dates back to 1982, located at Richmond Presbyterian Church where it began by storing food for future use. In 1983 Richmond Food Bank was formed when the community’s hunger issues were increasing, and needed to be addressed. In 1992 Richmond Food Bank was located at  #135 – 12417 No. 2 Road in the Steveston Industrial Park, by April 2002 they moved to #7 – 12491 No. 2 Road, and in August 2007 Richmond Food Bank relocated to 100 – 5800 Cedarbridge Way. As time progressed, Richmond Food Bank moved locations to meet the needs of the community, and with each iteration, a larger facility was required to keep up with the hunger demand. The current location is also near public transportation, which improves the accessibility of the food bank.

Richmond Food Bank’s purpose

Richmond Food Bank is here to help residents in need of assistance. Everyone has a different reason why they might require access to Richmond Food Bank, ranging from cut-backs from work to prolonged illness. Regardless of the reason, Richmond Food Bank stands firm that a healthy meal should not be a luxury, but a necessity. As well as distributing food, Richmond Food Bank has a Children’s play area where they allow children to interact with one another. This replicates many of the social aspects that children are exposed to in preschool without a fee to the parents, while they’re in line to pick up food.

Vision Statement

Richmond Food Bank’s Mission:

“To be a caring organization that provides food assistance, advocacy, and related support for community members in need”

Alongside their mission statement, their vision includes:

“A caring community where no one goes hungry”

Project Scope and Goals

Richmond Food Bank would like to improve the efficiency and rate at which food is distributed. Currently, the system in place requires cans to be distributed after softer organic produce, resulting in crushed fruits and vegetables. Our leading objective is to help eliminate this current problem, along with the reduction of “bottle-necking” in line. In many cases, the food distribution lines tend to densify in one particular area causing disorder and eliminating the practicality of the distribution system.  Another primary goal involves remodelling and beautification of the children’s play area. This project scope involves the specific redesign of storage, lighting, and overall aesthetics. Richmond Food Bank hopes that by achieving this goal, the younger individuals can learn and develop in a brighter, happier environment.

Constraints

Non-negotiable constraints include the dimensions allocated for the children’s play area and food distribution. Our CBEL group has been allocated 17’ by 11’of space to be utilized for the play space and 110’ by 110’ for the distribution area. All light fixtures and additional electrical usages are limited to one outlet currently hung on the roof. Additionally, the remodelled design of the play space must hide the exposed ventilation without blocking access to the area. When it comes to negotiable constraints, Richmond Food Bank is flexible with the budget of materials needed to beautify the play area. This may include the purchasing of better lighting, paint, drywall, or other cosmetic details. The distribution tables may be moved if necessary, along with the shelving behind the tables.

Possible Solutions

When food is distributed, every individual receives fresh fruit and vegetables which are placed into their plastic bag first. The following heavier items such as canned goods tend to crush and damage the produce below it. To avoid this problem, our team plans to create a new system that rearranges the order in which goods are distributed.