Development & Project briefs Flashcards
What is included within a brief
Client objectives (time / cost / quality)
Asset class
Functional requirements
Project constraints
Programme
Budget information
3rd party / stakeholders
H&S
Procurement note
Legal issues
What is a brief
Sets out the client objectives, and how they will be achieved
Establishes the project background information
Purpose of the brief?
Establishes the objectives for the project, and how it is achieved.
Tool of communication between the client / team
Useful for monitoring progress / referring back to
When to undertake a brief?
Business case (stage 0 or earlier)
What is the 5 case model when creating a business case?
Strategic case - How does the project deliver the clients strategic need?
Economic case - How does the project deliver value to society (including social & environmental)
Commercial case - Procurement route, risk allocation
Financial case - How the project can be funded by the client.
Management case - Ensuring the structures are in place to manage / deliver the project
What does the strategic brief at stage 0 do?
Let’s the client set out the requirements / constraints of the project for the first time
What does a strategic brief at stage 0 include?
Project objectives, based off business case.
Asset type / functionality
Target areas
Design aspirations / functionality
Build strategy eg. New built / retrofit / extension
Key constraints
Programme
Budget
What does the project brief in stage 1-2 do?
Builds upon the strategic brief through design stages 1-2.
Forms the basis of the project
What does the strategic brief at stage 1-2 include?
Client information - strategic objectives of clients organisation, objectives for the project, KPIs
Project information - Time / Cost / Quality appraisal, programme, risks, property / planning constraints, feasibility studies
Site information - Surveys, as builts, existing services information
Usage requirements - Uses, area, building user information / profile
Technical requirements - Structure strategy, servicing strategy, sustainability targets
How does the strategic business case develop at stage 0?
Look at the business case in light of the client’s strategic objectives, establishes their requirements.
Business case and strategic brief in place.
How does the strategic brief develop at stage 1?
Feasibility studies allow for optionality to be reduced, a project brief is worked up with.
How does the strategic brief develop at stage 2?
Develop the conceptual design, fixes the project brief.
How is a brief / clients objectives established?
Establish / test the client’s key objectives through a series of meeting.
Relay your understanding back to them, draft of brief.
Reach mutual agreement.
What is a PM’s role in a project brief?
Communicate with the client to establish objectives, and capture within the brief.
Deliver the brief to the team, ensure they are aligned with this.
Ongoing compliance monitoring of the team.
Set KPIs against the brief eg. Programme / cost / quality
When should you update the brief?
Should be updated at every stage up to RIBA stage 2.
Design freeze happens at stage 2, after this, changes will impact the programme etc.
Any changes post stage 2 will need a change control process.
What is the importance of setting the brief early?
Abortive work is costly, and impacts programme.
Important to establish the direction in which the team should be working.
Establishes the parameters of the programme.
How do you communicate the brief to the team?
Design responsibility matrix.
Organagram
RACI - Risk, Accountability, Consult, Inform
Project reporting lines established
Why are change control processes needed?
Needed to manage any changes which may impact the basic parameters of the project
When might changes be required via change control?
Programme
Cost
Quality
What does change control ensure?
Ensures that all parties are aware of any impacts
What are examples of changes requiring change control?
Design changes - This may occur and the design team will need to revisit certain aspects of their design (facade system due to supply chain).
Programme - Delays may occur due to supply chain issues, lead in times or unknown risks.
Cost - May change as a result of variations, programme delays, redesign.
What may control measures include?
Early warning system.
Design freeze.
Regular programme reviews.
What are the roles of stakeholders in the brief?
Stakeholders will be identified within the strategic and project briefs.
Stakeholder mapping should be used to identify their influence and a strategy for managing each party.
What is the RIBA plan of work?
Stage 0 - Strategic Definition
Stage 1 - Prep & Brief
Stage 2 - Conceptual design
Stage 3 - Spatial coordination
Stage 4 - Technical design
Stage 5 - Construction
Stage 6 - Handover / close out
Stage 7 - Use
What is a business case document?
Captures the reason for undertaking a project.
Uses the 5 case model
What is included within a business case document?
Executive summary
Project definition
Business requirements
Options analysis
Programme
Return on investment
Option recommendation
What methodology can be used to develop and check the business case?
Cost / benefit analysis
Return on investment or IRR
What measures can be put in place to ensure the brief can be complied with?
Tracker to assess programme against each key item of the brief.
Include the brief within the consultant appointments to ensure a brief is complied with.
How do you define the roles of stakeholders and project team members?
RACI matrix
Communication plan
Design responsibility matrix
